Checklist
Pre-Award
Before formally awarding the contract:
- Finalise contract terms: Ensure all obligations, Key Performance Indicators (KPIs), milestones, service levels are clearly defined.
- Verify financial standing: Confirm supplier solvency, insurance, guarantees, and any parent company support.
- Risk assessment update: Confirm that all medium-to-high risks have mitigation measures, assigned owners, and escalation routes.
- Internal approvals: Obtain all necessary approvals from senior management or steering boards.
- Stakeholder engagement: Notify relevant internal teams, e.g., finance, operations, legal, I.T., technical leads, User Intelligence Groups (UIGs) and external stakeholders (if relevant).
- Document control: Ensure the final contract, schedules, and supporting documentation are properly versioned and stored.
Formal Contract Award
Award notification: Send formal letters via Public Contracts Scotland (PCS) or direct communication, including standstill periods if applicable.
Record decision: Document the award decision, including rationale, evaluation scores, and approvals.
Contract signing: Ensure both parties sign all contract documents.
Communicate obligations: Share the contract’s reporting, performance, and governance requirements with the supplier.
Handover Planning
Transition plan: Develop a detailed plan covering:
- Responsibilities of the Contract Manager(s)
- Supplier on-boarding timeline
- Systems access, document handover, and key contacts
- Initial performance reporting schedule
- Communication and escalation procedures
Resource allocation: Ensure staff are assigned for monitoring, reporting, and day-to-day liaison.
Risk transfer confirmation: Confirm the supplier has accepted and understands risk responsibilities.
Technical readiness: Confirm any relevant technical systems, premises, or equipment are prepared for delivery.
Handover / Kick-Off
Kick-off meeting: Hold a formal meeting with all relevant stakeholders and the supplier to review:
- Contract objectives, deliverables, Key Performance Indicators (KPIs), and timelines
- Governance and reporting requirements
- Risk register and mitigation measures
- Communication and escalation processes
- Initial invoicing, payment schedules, and milestones
Action log: Maintain a live log of actions and responsibilities arising from the meeting.
Supplier induction: Ensure supplier staff are familiar with reporting templates, IT systems, and relevant Scottish public sector policies.
Early Performance Monitoring
Initial reporting period: Typically the first 1–3 months, focusing on compliance, milestone delivery, and financial tracking.
Check risk response: Review supplier’s approach to initial risks and ensure mitigation measures are in place.
Early corrective action: Address any deviations immediately to prevent escalation.
Document lessons: Capture handover lessons for future contracts.
Key Governance and Oversight
Steering group oversight: Ensure a formal governance forum is in place for medium-to-high risk contracts.
Regular reporting: Agree the frequency (monthly or quarterly) for performance, risk, and financial reporting.
Escalation routes: Clarify which issues escalate and to whom – e.g. Contract Owner, Senior Reporting Officer (SRO), or senior management.
Audit and assurance: Ensure internal audit or independent assurance is scheduled for the first 6–12 months.
Checklist
Documentation / Record-Keeping
- Signed contract and all schedules
- Risk register and mitigation plans
- Governance and reporting frameworks
- Kick-off meeting minutes and action log
- Supplier contact and escalation details
- Performance and financial monitoring templates
Quickfire Guide
Summary of Steps
| Phase | Key Actions |
| Pre-Award | Approvals, risk assessment, financial checks, stakeholder briefing |
| Contract Award | Sign contract, notify supplier, record decisions |
| Handover Planning | Transition plan, resource allocation, technical readiness |
| Kick-Off / Handover | Stakeholder meeting, review Key Performance Indicators (KPIs), confirm risk, action log |
| Governance & Oversight | Regular reporting, escalation, audit assurance |
| Documentation | Keep all records accurately filed and easy to be found |
Checklist
Key Principles
- Ensure clear roles, responsibilities, and escalation routes.
- Confirm supplier readiness and risk understanding.
- Maintain structured communication and reporting from day one.
- Treat the first 1–3 months as critical for embedding good contract management practices.
Document everything for audit and lessons learned
Any documents you need are listed below
Contract and Supplier Management Handover Checklist
(file type: docx)
Contract and Supplier Management Handover Document
(file type: docx)