M & C

Contract Closeout Report

Contract closeout involves documenting the vendor performance so that the information can be used  to evaluate the vendor for future work. Contract closure supports the project closure process and helps ensure contractual agreements are completed or terminated. Before a contract can be fully closed or ter- minated, all disputes must be resolved, the product or result must be accepted, and the final payments must be made. Information recorded as part of closing out a contract includes:

  • Vendor performance analysis
    • Scope
    • Quality
    • Schedule
    • Cost
    • Other information, such as how easy the vendor was to work with
  • Record of contract changes
    • Change ID
    • Description of change
    • Date approved
  • Record of contract disputes
    • Description of dispute
    • Resolution
    • Date resolved

 

The date of contract completion, who signed off on it, and the date of the final payment are other ele- ments that should be recorded.

Tailoring Tips

Consider the following tips to help tailor the contract closeout report to meet your needs:

  • For a small contract you can combine all the information in a vendor performance analysis into a summary paragraph.
  • For small contracts you may not need information on contract changes or contract disputes.
  • If the project was based around one large contract, you can combine the information in the project closeout report with this form.

Alignment

The contract closeout report should be aligned and consistent with the following documents:

  • Procurement management plan
  • Procurement audit
  • Change log
  • Project closeout

 

Document element Description
What worked well Scope Describe aspects of contract scope that were handled well.
  Quality Describe aspects of product quality that were handled well.
  Schedule Describe aspects of the contract schedule that were handled well.
  Other Describe any other aspects of the contract or procurement that were handled well.
What can be improved Scope Describe aspects of contract scope that could be improved.
  Quality Describe aspects of product quality that could be improved.
  Schedule Describe aspects of the contract schedule that could be improved.
  Cost Describe aspects of the contract budget that could be improved.
  Other Describe any other aspects of the contract or procurement that could be improved.
Record of contract changes Change ID Enter the change identifier from the change log.
  Change description Enter the description from the change log.
  Date approved Enter the date approved from the change log.
Record of contract disputes Description Describe the dispute or claim.
  Resolution Describe the resolution.
  Date resolved Enter the date the dispute or claim was resolved.