I'm just trying to understand your position.
Considering that you are managing all contractual relationship with another company (buy and sell side) sounds actually good from your company perspective. It would mean, that your leadership can expect you to have a full overview about the contractually back and forth with this JF. Therefore I assume it's hard to change the mind of your leadership, since I would expect them to see your doublerole as positive.
However on the other side, there is your personal position, meaning being something in the middle of a sandwich, right? I'm not sure about your empowerment, but in worst case you have also very limited authority to change some company rules (discounts, penalties, payment conditions, acceptance criteria etc.). And on buy side you usually have different contractual expectation than on sell side. I assume, this is the tricky part in your situation. Fulfilling the internal requirements for buy- and sell side with the same contractual partner at the same time (and maybe also your partner asks you if you are a bit crazy, since requesting sooo different contracts when you are either on sell side or on buy side).
When the conditions your company expect in contracts are very different on sell side and buy side, this should be communicated as an issue (to your leadership). I think there are 2 options as solution: either the requested second CM as you suggest, or an escalation to the leadership to align clear buy and sell conditions between your company and the JF, which are equal to both parties. such framework conditions would make at least your position more clear. And maybe there won't be anymore need of a split of the CM roles buy side and sell side?
Since I couldn't find many information in your post, I hope, this is somehow helpful?
If your uncomfortable position has other reasons, please let me know.
• Omaha Public Power District
I probably would start collecting facts: Firstly, establish the relationship between Your Company ("Y Company") and Company X ("X Company") by looking at any specific, written agreement about the services ("X and Y Services"). Also, establish clarity around (1) Y Company's services to be provided to X Company, and (2) X Company's services to be provided to Y Company. At this point, are there any conflicts that you can see/anticipate in your ability as the Contract Manager during the provision of X and Y Services, that perhaps could result in non-performance or non-compliance? Also, how do you escalate and cure any issues of non-performance (for example)? Secondly, I would review the files documenting any legal review, if any, prior to said agreement being reviewed for signature/execution. Were there any concerns that were raised and eventually resolved (internally)? AT the very least, you could start with the resource allocation -- that is, regarding your time management and how to better allocate your skills - in developing your case. Hope this helps. Regards ~ Rose
Its an interesting role and I recommend your decision to bring in another manager to take one of the contracts.
I would recommend to present this as two different roles:
On the buy side - Contract Manager would play role of a customer and to manage Company X, need to drive and establish Vendor Management Discipline around Contract Administration / Governance / Service Performance / Financial Management / Risk and Compliance
On the sell side - Contract Manager would play role of an engagement partner to drive business relationship / Value addition to Company X/ increase revenue generation from Company X to your company / Joint go-to-market strategy if possible.
Based on IACCM´s contracting body of knowledge, we have conducted several ATEs and webinars stating the key steps for optimizing claim management transparent process.
Please refer to our IACCM library: www.iaccm.com/resources/contract-management-resources/ And in particular, in this topic: www.iaccm.com/resources/;
We will always recommend a constructive and non-hostile approach which will ensure we are improving quality and reducing the causes of counterproductive events.
However, if first level management cannot resolve the issue within a specified timeframe, it should be escalated to senior management. Only as a last resort should the agreement instruct the parties to resolve the claim by involving a third party. This could be either a court, an arbitrator or alternative dispute resolution, e.g. mediation.
In the absence of regulations in the agreement, most countries will have laws that similarly protect the injured party by third-party resolution. Both by law and under the terms of the agreement, therefore, claim management is not a voluntary process.
Let´s see if other members contribute with resposes in this forum, but I´d also recommend you, Julia, to join and connect with our IACCM community of interest created for this specific purpose: Dispute, Claim and Conflict Management: www.iaccm.com/gp/dispute
There are a lot of aspects to consider here, for example:
are you buying a replacement service from another vendor? if so, do you need the current vendor to support transition to the new vendor?
does the current vendor need to return any confidential documents?
are all payments up to date?
are any contract penalties (service credits, LDs) outstanding?
Irrespective of the above, you need to formally terminate the contract, confirming that neither party has any liability to the other following termination, except, perhaps, confidentiality provisions and, potentially, any latent defect/warranty claims. Simply 'allowing' the vendor to walk away seems odd: you spent time (and therefore money) on-boarding them and agreeing a contract, it seems strange to end the relationship in this way.
• Neptune Marine Service Ltd
What contract states with regards to email communication and authorized representative. If the contract only states that communications shall be in writing to the authorized representative. The next question that will arise is Governing Law of the contract. As some countries have adopted the United Nations Commission on International Trade Law (UNCITL) published its Model Law on Electronic Commerce in 1996 which states that actions will not be invalidated or discriminated against merely because they were conducted electronically and emails are considered as a message in "Writing"
So, make sure the message in "Writing" based on the governing law is communicated to the Authorised Representative.
For the balance checks, I agree with Steve Grange and that shall suffice.
• Yorkshire Water Services Limited,
I agree with Steve Grange. Create a formal Exit plan with the company to close off any outstanding liabilities to both parties. Regardless of each others 'mutual consent' to this. At the end of the that process formally close it off with a document. This will prevent anything coming back to bite you in the future.
• SIEMENS PTE LTD
I agree with Steve, Gaurav and Phil, They have covered multiple aspects which we have to look at before letting the vendor walk off as I believe in this case Vendor has no financial impact on them so easy for them to walk off without formal termination/closure of the contract. But from the moment you accept or let Vendor walk out all the responsibilities more of liabilities fall on your company.
• Resolute Corporate Services Pty Ltd As Agent for Société Des Mines de Syama S.A (SOMISY S.A)
I think you should prepare an official document signed by both parties to legally and lawfully end this contract by a mutual agreement by both parties.
• Resolute Corporate Services Pty Ltd As Agent for Société Des Mines de Syama S.A (SOMISY S.A)
I think you should prepare an official document signed by both parties to legally and lawfully end this contract by a mutual agreement by both parties. your message
The first item to consider is to ensure to review the Services Agreement and review the Termination and Notices Section and any others that may come in to play when terminating an agreement. Are there a certain number of days after written notification that the services agreement will terminate? Are you terminating a master agreement and any ordering documents or SOWs or either or both? Do you need to provide notice to the contractor via email, mail, certified mail, overnight delivery? Does your agreement allow for electronic transmission communication as an acceptable method of communicating to make it legally binding in a notices provision?
I then also check to see if there are provisions such as Confidential Information/Materials or any other security items that need to be returned to your company that would need to be mentioned in a termination agreement or letter. Is there any confidential information, materials, laptop/pc, security badges and property that need to be returned and when, how and to whom? These are a few of a number of items may need to be addressed in a termination agreement along with ramp down services and whether there are any fees apart from standard fees that would need to be paid to considered. I have seen termination agreements be very simple with little to no instruction since the Services Agreement was simple straightforward agreement with little to be exchanged by way of CI, materials, goods, security, property and others that can run a few pages of negotiated ramp down services, transfer of services to another contractor or training and payment of ramp down costs at stake.
The answer depends on the exact wordings of the variation order. Does it explicitly provides that principal can take over that portion of work not done / delayed by contractor, at the cost and risk of contractor? It also depends upon the nature of work. Generally contracts provide for such an eventuality by giving notice (30 days or so) to contractor.
Well, WILLFUL MISCONDUCT is clearly a breach of the agreement. Almost all of the contracts includes "The Contractor shall discharge its obligations in accordance with good industry practice" clause..
Willful misconduct clearly violates that, and i believe unless the Contract has such provision, the party cannot levy any kind of damages on the defaulting party.
Though the affected party by notice may ask for the substantial explanation of the defaulting party in this regard.
In case the affected party is the Authority, He may always holds the right to terminate the default party at any phase of the project.
Hope this helps.
• Bell Gully
Hi there, it depends on what legal jurisdiction you are operating in. In some jurisdictions "wilful misconduct" will have an established legal meaning. In others where it doesn't (including mine) it is actually sensible to flesh out the concept in your contract in order to (attempt to) mitigate any future uncertainty. These formulations will usually reference the party's intention, i.e., the party in question intended to commit the act or omission in question and knew/should have known that it was going to cause the other party to incur the loss. This is different from negligence (obviously) where you only have to show a duty of care. Whether your claim is for wilful misconduct or negligence, you will have still have to take the concept/test and "fit" it to the facts. Unfortunately it's never a binary kind of test.
As with any claim in tort you will then have to show causation i.e., (the wilful misconduct caused your loss) and that the loss wasn't too remote/excluded, e.g., if the other party excluded its liability for loss of revenue/profits and your loss = loss of revenue then you won't be able to claim damages. (Although it is actually pretty common for suppliers to agree that any liability caps/exclusions won't apply in the case of wilful misconduct).
It's a very interesting - and of course not uncommon - situation. I'll offer a few immediate thoughts and hope others add to them. I'll also be pleased to have a direct discussion to gather more details.
First, think about your customer's perspective. The situation you outline is unlikely to be unusual (though see what data you can find on whether your situation is typical in their other software relationships). Also explore their past experiences with your company and whether they have had problems or positive experiences in the past. Naturally they want to contain costs and most customers have experienced 'opportunistic' suppliers who try to push up prices post-award. So you need to build their confidence that you are operating with integrity and that any increases are fair and reasonable.
1) in doing your analysis, make sure you look for areas where changes may have occurred that actually benefit the customer. When scope changes, it is rarely all one way. By having a few trades that benefit your customer, you show your objectivity.
2) is the customer's problem that they want no increase, a smaller increase or (perhaps) a short term budget issue? For example, might additional charges be more acceptable if they can be slipped into the next budget year?
3) do you have a record of 'goodwill' examples - past situations where you have given concessions and value-add to the customer?
4) what mechanisms or measures can you offer to show the customer that proposed additional charges are reasonable and in line with market norms?
5) might there be an opportunity to change the way services are defined or delivered? Very often, SoWs and SLAs are created in ways that reduce supplier flexibility in HOW they are delivered, thus pushing up costs. Could you identify cheaper, better ways to deliver the services? Do they actually need current service levels? Are the KPIs the right ones?
As a negotiating strategy, I would be approaching this in a conciliatory fashion, highlighting how the speed of change in markets make it very difficult to establish precise requirements and therefore periodic renegotiation is normal. Hopefully, the ideas above then give you a context for how the customer is felling and some items of value that you can offer, such that they feel you are a fair and reasonable partner.
Thank you Tim. Your response is helpful. I have taken note of your suggestions. I may further approach for discussion.
I think I would try to focus on increased value rather that what the price per man day or intervention should be. The customer is asking for extra efforts, but the objective must be to achieve extra benefit for customer, not extra suffering on your side. Steering the discussion towards his benefit and a reasonable price versus the benefit he perceives may unlock a stalemate
Your question is not clear. First of all, did the client place an order on service provider for developing an estimation specifying certain amount as a fee for the services? If so, irrespective of client disapproving the project, service provider is entitled to receive the fee.
There could be another scenario wherein the payment of fee may be dependent on client approving the project. If that is the case, service provider will not be entitled to claim the fee.
Besides, in case of continuing relationship between clients and service providers, many a times, clients ask service providers to develop an estimate for new projects. Service providers carry out such estimation as a good will gesture. So there in no question of any payment arising out of such good will gestures.
So it all depends upon the specific case.
• Atos IT Services UK Ltd
Providing outputs/deliverables are clearly stated that they include a charge for effort undertaken, then I would expect the client to pay for that effort, regardless if the work is subsequently taken forward or rejected.
For example, a level of effort to write proposals for a client may be part of a contract offering however, if a client asks for indicative costs and then subsequently a firmer offer 'capable of acceptance' is requested then you may feel this would entail a level of detail and complexity considered chargeable.. This would then be for client to accept the firm offer or not but the effort to write the proposal would remain chargeable.
You will have to check in the present agreement if this can be charged (for new projects estimation). Most of the times efforts for submitting an estimation is not chargeable and there will be a timeline to submit the same. But if the agreement is silent, you may agree well in advance the charges for estimation. But bear in mind that this may affect business/sales.
• Sunderland City Council
From my own working experience, it tends to be explicitly described that the client doesn't cover those types of cots. However, most of my work relates to functions that are openly tendered, rather than approaching suppliers to develop proposals. If you are approaching suppliers to develop proposals its probably worth stating explicitly whether you will cover costs incurred in developing them.
Ultra Electronics Precision Control S...