Effective Contract Management should consider:
The Organisational team: Who is responsible for managing each aspect of the performance of the contract? It may be procurement, contractor, receiver of goods, kitchen manager or others. Clear roles, responsibility and accountability are vital.
The Supplier's Team: Who is responsible from the supply side for managing each aspect of the performance of the contract? What is the Account Management structure and Escalation Process? A dedicated Account Manager is preferable so lines of responsiblity and communication are clear.The contract: Definition of the contractual responsibilities of the parties and ensuring each party is aware of them.
The specification: Clear definition of what is being purchased, delivery / response times, food hygiene audit requirements, sustainable procurement considerations and other requirements you may have specified - the extent to which the specification is met through the life of the contract is measured through controls.
The controls: What measures are required to ensure that the contractor is meeting its obligations? How do we monitor and take action? KPIs (Key Performance Indicators) should be established with the supplier to ensure the performance of the supplier and quality of the products can be measured and monitored on a regular basis. Spend data should also be submitted regularly.
The relationships: What level of openness is appropriate to this contract? Relationship development and two way exchange of information can benefit both parties.
It is vital that robust food safety procedures are in place for complaints management, escalation and crisis management.