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Contract Monitoring Plan

The Contracting Office (CO) will perform an initial risk assessment of all foreign contracts, all information technology contracts greater than $10,000 and all contracts that are greater than $100,000 by using the ASU Contract Risk Assessment Form. If a contract involves information technology, an additional risk assessment will occur. 

This information and the accompanying matrix are designed to facilitate contract monitoring as required by Texas Education Code ยง 51.9337 and the Texas Tech University System Contract Management Handbook. The intent is to provide a tool to establish clear expectations for the contractor and Angelo State University (ASU) to follow so that positive vendor relations are formed while mitigating the risk of unsatisfactory performance to ASU and to lead to successful contract performance by the contractor. 

Not every contract requires the same degree of monitoring, but a healthy approach is for the level of contract monitoring to mirror the level of contract complexity and/or contract risk. Since the goal is to monitor for successful outcomes, many variables must be considered. For example, certain contracts will have higher dollar values but will be simple in performance while some contracts will have lower dollar values and be complex in performance therefore requiring more in-depth monitoring. The complexity risk for each contract depends on a number of variables, such as type of service or integration with other systems. 

The CO serves as the Contract Manager (CM) and the department end-user serves as the Contract Administrator (CA). The CM and the CA will work together to develop a contract monitoring plan for certain contracts assessed as requiring a monitoring plan. Per OP 30.03, a department CA must document their primary post-award responsibilities and notify the CM of contractor performance. The CM and the CA will customize the monitoring requirements for contracts that meet the criteria for an enhanced monitoring plan.

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