Common use of Management Information Clause in Contracts

Management Information. 4.1. The Contractor is required to create and/or maintain a database with up to date and accurate information at all times in order to provide the Authority and/or the Framework Public Bodies with Management Information (MI) as requested. As a minimum the Contractor will be required to hold and report on the information in section 4.6 below. 4.2. The Contractor shall be required to maintain records of all mini competitions and direct award requested under this Framework Agreement including details of the response, pricing and any awarded contracts. At the request of the Authority, the Contractor shall be required to report on the mini competition and subsequent awards as part of the any review meetings. The Contractor, upon request of the Authority, shall also make available a copy of individual mini competition responses. 4.3. The Contractor must provide a strategic view of the utilisation of the Framework Agreement and high level information on the Framework Public Bodies buying under the Framework. On a quarterly basis, this standard MI will be provided both to the Authority and Framework Public Bodies. Reports should be submitted to the Authority within ten working days of the end of each quarter. The Authority and the Contractor will look to develop and continuously improve the MI throughout the term of the Framework Agreement. 4.4. At no additional cost, the Contractor will be required to assist with this development and incorporate the requirements into the database and reports as requested. 4.5. All MI should be made available in electronic and paper formats as requested by the Authority and/or the Framework Public Bodies. The format of the required management information will be agreed between each Party and the Contractor at the implementation meeting, but will generally take the form of a Balanced Scorecard approach, a template will be provided by Scottish Procurement and include the following key areas:  Cost  Quality  Service  Delivery  Environmental  Community Benefits 4.6. The MI will include, as a minimum, the following:  Framework Name Contract Ref Account Manager Scope Organisation Key Contact Name Key contact email Key contact phone numbers Contract term Contract start date Contract end date Total Contract Value Previous Contract Spend Estimated annual savings (%) Total spend per quarter Total spend per quarter by contractor by organisation Total spend per quarter by sub-contractor by organisation Sub-contractor name Sub-contractor spend – by each contractor Customer engagement Community benefits Fair Work Practices Economic growth / benefits Sustainability Any additional information required at the request of the Authority throughout the duration of the framework. 4.7. During the lifetime of the Framework Agreement (and any extension) the Authority will be allowed to add to this list of management information requirements, and individual Framework Public Bodies may specify additional requirements as part of the mini- competition processes. 4.8. The Contractor is also expected to work with the Framework Public Bodies, when required, to provide information relevant to Freedom of Information requests or to support the business requirements of the Authority and Framework Public Bodies.