Good contract monitoring includes a continuous dialogue with the contractor. Require the contractor to resolve complaints. Keep records of both the complaint and method of resolution. Monitoring involves prudent collection of information about contractor operations and is not limited to site visits or the completion of formal reviews. Every communication with a contractor is an opportunity to document monitoring activity.
Adequate documentation is essential for effective contract monitoring.
Contract files should include copies of letters, meeting notes, and documentation of phone conversations as evidence that conscientious monitoring has occurred during the period of the contract. Fiscal monitoring includes a review of the contractor's invoices and supporting documentation. Before authorizing payment, contract managers should ensure the contractor has adequately demonstrated the satisfactory delivery of services as agreed to in the contract. Contract managers should verify the accuracy of the contractor's invoices and documentation, whether billings are consistent with contract requirements, and whether total payments are within the limits set by the contract. The method of contractor compensation selected may have an impact on the level and type of monitoring activities required to ensure that the state received the services contracted for, and, where specified, the funds are used as intended.