Page 145 - Procurement guidelines for smart sustainable cities - A U4SSC deliverable

• archiving documents;
• providing feedback to the suppliers and asking for their feedback.

If a service or product delivery is moving to a new supplier, public officials and stakeholders should
consider including them in their final few meetings with the existing supplier. This is so that the
new supplier can understand how public officials and stakeholders work, and ask any questions
before the previous supplier leaves the project.

Public officials and stakeholders should also:

• review the buying process and delivery phase with their team;

• analyse how problems could have been overcome or minimized;

• suggest recommendations for future contracts;
• review whether they need to procure the same product or service again; and

Table 26: Dos and don’ts-Manage contract changes
• plan to avoid any interruption of digital services for end users.
Above all, public officials and stakeholders should be able to answer the following questions at
Do
Don’t
the end of a contract:
be aware of any risks caused by contract do not allow contract changes that go
changes
• Did they get what they requested? significantly beyond the scope of your original
requirements
• Did they get what they actually needed?

agree changes in writing with your
supplier
• Can they see a difference between the two? If yes, can they explain the difference?
keep evidence of any contract changes
Dos and don'ts
in case of disputes and to maintain an audit trail
Table 27: Dos and don’ts-Close the contract
Table 27: Dos and don’ts-Close the contract

Do Don’t

plan well in advance for contract closure do not close a contract without carefully
considering the continuity of services
ensure that data and technology can be
transferred back to you or to a new supplier

review the buying process and the
delivery phase at the end of the contract

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