Contract Review Report 01062021

Government of Western Australia
Your State Agency name here
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Contract Review
Report
[Goods and Services procurement templates - Contract review report]
Contract Title:
[Insert the Contract Title]
Contract Number:
[Insert the Contract Number]
State Agency:
[Insert name of State Agency]
Prepared By:
[Name of Officer]
Date of Report:
[Day Month Year]
Approved by:
.................................................................................... ….../……/202..........
[Insert name of State Agency’s Authorised Officer]
Contract Review Report
1. Purpose
The purpose of this review is to determine the achievement of the contract
requirements/outcomes/deliverables, whether value for money is being obtained, gauge
the performance of the contractor(s) and identify whether there is still an ongoing need
for the contract.
The findings from this review will be used to decide whether to:
 exercise the extension option available; or
 decline to exercise the available extension option if the contract is no longer
required, or
 decline to exercise the available extension option and establish a new contract
that will better satisfy State Agency requirements; or
 retender the contract as there are no further extension options available yet there
is an ongoing need for the Goods and Services.
2. Contract Summary
Contract Manager:
Contract Number:
Contract Title:
Contract Commencement Date:
Contract Term: Initial:

Extension Options:
Current Expiry Date:
Est. Total Contract Value at Award: $
Contract Spend (to date): $
Variation Mechanism:
Contract File Reference #:
Previous Review Reference #:
1.1 Scope / Specification

Provide a brief overview of the scope/specification as per the Request document,
including the contract requirements/outcomes/deliverables. Note – you can include the
full specification as an Attachment or provide the file reference number.
1.2 Contractor(s) Details

Identify the contractor/s and include any necessary details.
Name of Legal Entity
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Business Name
Contact Person
Contact Person Position
Email
Contact Number
1.3 Contract Variations

Detail any variations to the contract. Include information such as date, cost, any
change to scope, who it was approved by, file reference number etc. Insert additional
columns as required.
Date File
Number Description Amount Approved By
Approved reference
1.4 Contract Expenditure

Detail the estimated spend versus the actual spend per annum.
Year/Term Estimated Spend Actual Spend
3. Contract Deliverables
1.5 Contract Requirements/Outcomes/Deliverables

Provide a summary of the achievement/non-achievement of the contract
requirements/outcomes/deliverables to date.
Also include a statement about how the actual contract spend is tracking against the
awarded contract value and/or budget to date (i.e. is value for money being achieved).
1.6 Strengths
The strengths of the current contract are (detail any strengths of the contract e.g.
established good supplier relationship, excellent performance delivery, excellent
customer service).

1.7 Weaknesses
The weaknesses of the current contract are (detail any weaknesses of the contract e.g.
insufficient policy compliance, high transaction costs, poor contract management /
administration, lack of feedback from supplier, delivery issues). Detail any strategies
that have been implemented to manage these weaknesses. These should be clearly
outlined so that future contracts can be improved upon.
1.8 Significant Issues

The following issues arose during the current contract term:
Detail any significant issues and the strategies implemented to manage them.
1.9 Efficiencies
The following efficiencies/improvement opportunities have been identified during the
current contract term and should be considered during any future planning and
redevelopment of the contract:
Detail any efficiencies/improvements that have been identified, noting whether or not
the current contract has been varied to incorporate them.
4. Contract Management Requirements

The Request document outlined a number of contract management requirements to
assist in monitoring the contract and contractor performance. Below is a summary.
1.10 Reporting
Provide a summary of the reporting requirements and results. Include a statement
about any feedback/issues.
Include file reference #/attachments where necessary.
1.11 Meetings
Provide a summary of any meeting requirements and results (e.g. minutes). Include a
statement about any site visits, feedback/issues.
Include file reference #/attachments where necessary.
1.12 Key Performance Indicators

Provide a summary of any KPIs included in the Request and applicable results.
Include a statement about any feedback/issues. Include file reference #/attachments
where necessary.
Where KPIs are not used, details should be provided about how contractor
performance has been measured, any feedback provided and the results to date.

5. Risks
1.13 Risk Assessment

The Procurement Plan/Business Case/contract planning process/Contract
Management Plan (EDRMS #) outlined a number of risks and the strategies which
would be used to minimise these risks. The risks are shown in the table at Appendix A
(A1.1). The final column in the table ‘Current Status of Risk’ shows the status/progress
of the risks as assessed during the contract term.
1.14 New Risks

The following new risks have been identified during the contract term:
Provide a summary of any new risk/s that have been identified and the strategy that will
be used to manage them.
Note: any new risks should be added to Appendix A (A1.2) and monitored throughout
the term of the contract.
1.15 Conflict of Interest

Choose an option and modify as required.
Option 1:
No conflicts of interests were identified.
Option 2:
The following conflicts of interests were identified:
 Detail any conflict of interest issues (actual, perceived and/or potential) and include
reference # if applicable.
The following mitigation strategies have been put in place to manage these risks:

1.16 Transition Out Strategy

If the contract is due to expire or the recommendation is not to extend the contract,
detail any issues to be finalised or any transition out requirements (e.g. return of
documents, assets, access cards).
6. Recommendation Summary
Based on the comprehensive review of contract [insert contract title] the following
course of action is recommended.
Choose a recommendation, modify as required and include a reason/s.
Option 1:
Exercise the first/second/third etc [number]-month/year extension option, extending the
contract until [Day Month Year].
This recommendation is based on (detail reason/s).
Option 2:
Decline to exercise the first/second/third etc [number]-month/year extension option and

undertake a process to finalise the contract. The contract will expire on [Day Month
Year]. A procurement process will be undertaken to establish a new contract to better
satisfy State Agency requirements.
Option 3:
Establish a new contract as there are no further extension options remaining. The
contract expires on [Day Month Year].

Contract Review
Appendix A
The Procurement Plan/Business Case/contract planning process/Contract Management Plan (EDRMS #) outlined a number of risks
and the strategies which would be used to minimise these risks. The risks are shown in the below table. The final column ‘Current
Status of Risk’ has been added to show the updated status of the risk at the time this contract review report was written.
A1.1 Risks identified during Contract Planning
Risk Likelihood Consequence Management Strategies Current Status of Risk
A1.2 New risks (delete if no new risks identified)

Risk Likelihood Consequence Management Strategies Current Status of Risk

Contract Review Report 01062021

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Government of Western Australia

Your State Agency name here

Text Legend Delete this legend before finalising the document

Contract Commencement Date:

Contract Term: Initial:

Current Expiry Date:

Est. Total Contract Value at Award: $

Contract Spend (to date): $

Contract File Reference #:

Previous Review Reference #:

1.1 Scope / Specification

1.2 Contractor(s) Details

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Contact Person Position

1.3 Contract Variations

1.4 Contract Expenditure

1.5 Contract Requirements/Outcomes/Deliverables

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1.8 Significant Issues

4. Contract Management Requirements

1.12 Key Performance Indicators

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1.13 Risk Assessment

1.14 New Risks

1.15 Conflict of Interest

1.16 Transition Out Strategy

Decline to exercise the first/second/third etc [number]-month/year extension option and

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A1.1 Risks identified during Contract Planning

Risk Likelihood Consequence Management Strategies Current Status of Risk

A1.2 New risks (delete if no new risks identified)

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