6.8.1 Actions for the contract closure

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The contract closure is an administrative procedure, which is aimed at consolidating that both parties (Contractor and Contracting Authority) have fulfilled their contractual obligations and there are no unexecuted tasks or other types of pending issues.

During the contract closure procedure the Project Manager (or the Engineer in the case of public works) should:

Check that all products have been delivered and accepted (case of supply contract), all works have been completed and accepted (case of building works or civil engineer's works), all services have been rendered and their deliverables have been accepted (case of service contracts).
Check that the initiation and completion Reports (case of supply contracts) or the interim and final Progress Reports (case of service or public works contracts) have been submitted and have been accepted.
Check that all interim payments as well as the final payment have been effected and that the Performance Guarantee has been returned to the Contractor.
Check that all issues that resulted during the execution of the contract have been dealt with and there are no open issues.
Ensure that all of the rights, including copyrights, and other intellectual and industrial property rights that were ensured during the execution of the contract are devolved to the ownership of the Contracting Authority.
See to the return to the Contracting Authority of its assets that were made available to the Contractor in the context of execution of the contract and check that these have not suffered damages. In the same context, he also handles issues of equipment and license disposal (e.g., software) which were used by the Contractor during the execution of the contract.
Check that all of the data like charts, diagrams, drawings, specifications, plans, statistical data, calculations, operation and maintenance manuals (service and public works contract) and any other relevant document or material acquired, collected or drafted by the Contractor during the execution of the contract have been submitted to the Contracting Authority, otherwise sees to their collection.
Complete the filing of the material related with the execution of the contract like: Contractual documents, plans for the implementation of the contract scope (activities schedule, resource plan, cost plan, risk management plan, issue management plan, etc), communication and reporting plans, deliverables, correspondence, requests for changes and claims, invoices, payment receipts. All files are kept by the Contracting Authority for as long as provisioned in the legislation depending on the type of documents (e.g., accounting files and entries must be kept pursuant to the Accounting and Fiscal Guidelines for a period of 5 to 10 years).
Notify all stakeholders that the contract has been completed
Release the resources (human resources, machinery, equipment, materials and infrastructures) of the Contracting Authority that were utilised in the execution of the contract.
Provide the Contractor with a Good Performance Certificate as long as it is requested by him.


© 2007 Republic of Cyprus, Treasury of the Republic, Public Procurement Directorate
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