Best Practices for Managing Outsourced Projects

Course Overview.

The materials presented in this class focus on improving the contract management skills of project managers, contract managers and administrators, project engineers, project controls, and other personnel involved in planning and executing projects using contracted services. This course will give personnel an understanding of the legal structure and the strategy of contracts and an understanding of the contracting process from developing the RFP to planning, monitoring, and controlling contracted work, and contract management and administration. Knowing the materials presented in this class will result in more effective and efficient control of the contracting process, improved contractor management and cost control, and increased assurance of completing contracts on time and on budget.

Course Content.

Unit 1: Fundamentals of Contract Law and Contracts

  • What is a Contract?.
  • What makes a contract legally binding?.
  • Types of contract formats and when each type should be used.
  • Risk Allocation with contracts.

Unit 2: The Contracting Process

  • The 10 Stages of the Contracting Process.
  • Important relationships between stages

Unit 3: Strategic Contract Management

  • Assessing the project scope, market conditions, and potential bidders.
  • Planning and scheduling Contracting and Procurement to support projects.
  • Selecting the contract format.
  • Planning the RFP and the Proposal Process.

Unit 4: The Request for Proposal (RFP) Process

  • Planning, preparing, and managing the RFP.
  • Evaluating bidder proposals.
  • Who is involved in preparing RFPs and evaluating bidder proposals?.
  • Organizing and drafting contract and procurement documents.
  • Taking advantage of government incentives and tax benefits.
  • Final contract negotiations and contract award.

Unit 5: From Award to Mobilization

  • The Owner and Contractor prepare for a successful contract execution and completed project.
  • How contracting interacts with and supports the Project Management Team.
  • Planning and Preparing the Owner’s Contract Management and Administration Plan (CMAP).
  • Preparing and conducting the Post Award and Pre-Construction Conferences.
  • Preparing Project Plans, Manuals, and Procedures.
  • Planning and coordinating site facilities and mobilizing personnel and equipment.
  • Project schedule, procurement schedule, contracts and purchase orders.
  • Long lead-time and critical items.
  • Engineering and support services.
  • Coordinating multi-contracts and contractors.
  • Supplier/Vendor oversight and management.
  • Design Management.
  • Risk Management.

Unit 6: Managing and Administering Work Under Contracts

  • Reports, schedules, observations and inspections of ongoing work.
  • The owner’s records; Logs and Documentation.
  • Preparing, issuing, receiving, and reviewing Notices.
  • Quality Control and Quality Assurance Monitoring.
  • Claims: Prevention, Mitigation, and Management.
  • Reviewing and verifying contractor invoices for Progress payments.
  • Back Charges and set-offs.
  • Schedule adherence.
  • Earned value.
  • Earned manpower.
  • Handling of Regulated Substances and Hazardous Materials.

Unit 7: Tender and Acceptance of Services and Products, Demobilization, Contract Close-Out, and Warranties

  • Accepting or rejecting tendered products and services Factory Acceptance and Documentation Reviews.
  • Acceptance Testing.
  • Punch lists.
  • Operability, start-up and other tests.
  • Quality Assurance and other documentation and certifications.
  • Final (as-built) drawings, updated documents, operating instructions.
  • Spare Parts lists for new components.
  • Return of owner equipment and disposition of unused materials and spare parts.
  • Personnel check-out and departure.
  • Materials disposal including disposition and/or disposal of Regulated Substances and hazardous wastes.
  • Calculating and payment of Incentives payments and liquidated damages as applicable.
  • Claims settlement.
  • Issuing the Final Payment and contract closeout and Final Releases.
  • Operability problems, latent defects, warranty notifications.
  • Post contract services and tests.

For more information regarding refund, concerns, and/or program cancellation policies please contact our offices at 919-878-7100 ext. 22

Knowledge Source Inc. is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Concerns regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its

Course Information
  • Course ID:Advanced
  • Credit:PDU 7, PDH 7 hours

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