Departmental Contract Administrator (DCA) is a role that is assigned to an individual in a UT System Administration department who has responsibility for managing a specific contract or portfolio of contracts. The Departmental Contract Administrator should be identified at the initiation of the solicitation process. Based upon the size and complexity of the contract, the Departmental Contract Administrator may be assisted by other individuals who participate on the Contract Administration Team.
The primary responsibilities of the Departmental Contract Administrator (contract manager) include:
- Participation in developing the solicitation and drafting the sample contract.
- Consulting with the Office of Contracts and Procurement (CNP) and the Office of General Counsel (OGC) to address legal issues related to the sample contract that will be included in the solicitation document
- Managing members of the evaluation team to assure that requirements such as answering proposer questions, reviewing and evaluating written proposals and making award recommendations are completed on a timely basis.
- Serving as the University’s official point of contact for the contractor upon execution of the contract.
- Receiving and responding to communications between contractor and University.
- Consulting with the HUB Office regarding HUB Subcontracting Plan (HSP) changes, Progress Assessment Report (PAR) submissions and HUB reporting.
- Managing, approving and documenting all amendments and addenda to the contract and obtaining required signatures from the contractor and authorized University staff.
- Managing and University property (including computers, telephones, equipment, furniture and identification badges) used by contractor when performing its duties and obligations under the contract.
- Maintaining appropriate contract records.
- Documenting significant contract events.
- Monitoring contractor’s progress and performance of the SOW to ensure goods/services conform to contract requirements.
- Exercising appropriate contract remedies when contractor’s performance is deficient.
- Inspecting and approving the final goods/services. Approval should be documented in writing.
- Monitoring budgeting and accounting processes to assure sufficient funds are available to pay contractor.
- Verifying accuracy of invoices and authorizing payments consistent with contract terms.
- Performing contract close-out process, including ensuring the contract file contains all necessary contract documentation.
NOTE: Departmental Contract Administrators do not have authority to:
- Instruct contractor to start work before the contract is fully executed (signed by both parties).
- Change the terms or scope of the contract without a formal amendment.
- Direct contractor to perform work that is not specifically described in the SOW and funded by the contract.
- Extend the term of the contract without a formal written amendment.
- Allow contractor to incur costs in excess of the cap or limit set by the contract.
Reference: Contract Management Handbook, Chapter 7