Contract Management - Basics.ppt

Overview of Contracts
Management

All Contracts are
Agreements, But not all
Agreements are Contracts

Introduction
O Contracts are the basis of many of our daily activities
O They provide the means for individuals and businesses to
sell and otherwise transfer property, services, and other
rights
O Without enforceable contracts, commerce would collapse.
Definition of a Contract :
O A contract is an agreement that is enforceable by a court
of law or equity
O If one party fails to perform as promised, the other party
can use the court system to enforce the contract and
recover damages or other remedy

Examples of Contracts
O Credit Card Agreement
O Signed agreement related to a job
O Online agreement when starting a Facebook or
email account
O An agreement to buy something from a friend
O Buying something from a store
O Taking a seat in a bus
O Going to a restaurant and taking snacks
O When a coin is put into the slot of a weighing
machine

What does it mean to Contract?
Contracts are about:
OBargaining
OComing to an agreement
OBeing willing to be legally bound to your side of
that agreement, as long as the other party is
bound to theirs

Intention to create legal
relations
O If it can be shown that it was not the intenion of the
parties to create a legally binding relationship, there
is no contract
O Presumption: if the agreement is with family or
friends, the agreement was not intended to be
binding; commercial agreements – the other way
round

Parties to a Contract
O Offeror – The party who makes an offer to enter into a
contract
O Offeree – The party to whom an offer to enter into a
contract is made
Offer
Acceptance
Offeror Offeree
Offeror makes an
offer to the offeree
Offeree has the power to
accept the offer and create a
contract

Essentials Elements of a Valid
Contract
1. Agreement.
2. Enforceability by
law.
3. At least 2 parties.
4. Proposal.
5. Acceptance.
6. Intention to legal
relations.
7. Free consent.
8. Contractual
capacity.
9. Consideration.
10. Lawful objects.
11. Possibility of
performance.

Elements of a contract
O Offer: This is the first element and part of creating a contract. Offer is
when a person or entity gives a proposal to another with the aim of
entering into a valid contract. Therefore, a contract is formed when an
offer made by the offeror is accepted by the offeree.
O Acceptance: It occurs between two parties when one accepts
another’s offer. If any new terms are suggested this is regarded as a
counter offer which can be accepted or rejected.
O Consideration: Consideration consists of either a benefit to the
promisor or a detriment to the promise. It is a present exchange
bargained for in return for a promise. Most common types of
consideration:
O Tangible payment (e.g., money or property)
O Performance of an act (e.g., providing legal services)

Elements of a contract –
Contd.,
O Agreement: To enter into a contract, the parties must
agree to the terms and conditions of the contract.
O Legality: When entering into a contract, the parties must
be in accordance with the law and they should not act in
any illegal manner which was not mentioned in their
contract.
O Capacity: It is the legal capability of the parties to enter a
contract and carry out their agreed tasks . A persons
ability to sign a contract in terms of the age and mental
capability.

Offer
O An offer is an invitation to make a contract
O Examples?
O Displaying a take it or leave it contract online
O Bidding on ebay
O Putting a price tag on an item in a store
O Offers can go back and forth (but don’t have to) until…

Acceptance
O The point at which one party agrees to the other
parties offer.
O Validity of Acceptance
1)it must take place while the offer is still in force;
2) it must be on the same terms as the offer
3) it must be unconditional
4) it must be communicated to the offeror
O Examples
O Clicking that you accept the online contract
O Winning an ebay auction
O Buying the item from the store

Counter-offer
O Acceptance: Only when all the terms of the offer are
agreed to
O If you propose a change to the terms of an original
offer, you are making a new offer – this is called a
counter-offer
O Counter-offer – a rejection of the original offer; there
can be no contract until the counter-offer is
accepted

Special cases
O When the offer consists of a promise to confer a
benefit on whoever may perform a specified act, the
offeror waives the requirement of communication.
O Example :
If the offeror offers a reward for information, a person
able to supply the information is not expected to accept
the offer formally.
The act of giving the information constitutes the
acceptance, the communication of the acceptance, and
the performance of the contract

Consideration
O Generally, courts will only enforce a contract if both
sides are getting something.
O What each side gives the other is called consideration.

Activity / Discussion -
Is this a contract?
In each of the following examples, ask yourself
if there is mutual consideration?

Is this a contract?
OYou order a book of Amazon.com. Your
credit card is charged, but no book ever
shows up.
OWas there a legally enforceable contract?

Is this a contract?
OLast year, your uncle promised you an iPhone for
your 18th birthday. When you turned 18, he gave
you his old broken basic cell phone.

Is this a contract?
OYou signed up for a week long summer
basketball camp which cost $100. You
paid and went to the camp. When you got
to the camp, they just had you watch
football movies all day.

Negotiation and drafting
activity
O We are going to negotiate and draft a contract
O Negotiating and drafting contracts is something that a
lot of lawyers do—including hopefully me.
O The goal is to come to an agreement.
O This requires each side to compromise, so that they
can get what they really want—to make a deal.

When drafting be sure to
 Include all the terms
 Don’t be afraid of creative solutions
 Use specific binding language:
 “Shall” not “Will”
X shall pay Y $10.
Y shall wash X’s car.
 Not:
X will pay Y $10.
Y will wash X’s car.

Contracting- Tendering – UNICEF Ex.,
• Invitation to Tender (ITT): An invitation to
third parties to submit offers
• Tendering is the beginning of the
contracting process and serves as an ITT
Invitations to Bid (ITB)
Requests for Proposals (RFP)
Request for Quotations (RFQ)
 An ITT must be distinguished from an
“Offer”. The responses to the different
forms of ITT would constitute the “Offer”
and issuance of a contract would be
UNICEF’s acceptance.
24

Procurement Process
Issue
Purchase
Order
(PO)
Commercial
Techni
cal
Quality
Evaluation
Below
$2,500
No
competition
$2,500 to
$30,000
RFQ
Above
$30,000
ITB/ RFP
Tendering
Below
$100,000
Award Recommendation
& Approval
Above
$100,000
CRC
Review
Approval
by SD
Director
Award
Sampl
e

THE PURCHASING CYCLE
BIDDING PROCESS / TENDER PROCESS
 Open, fair, and competitive procedures used in a
transparent manner in the procurement process.
 Solicitations based on clear and accurate descriptions of
what need to be acquired.
 Contracts awarded only to qualified and capable
suppliers / Contractors.
 No more than a commercially reasonable price shall be
paid

Bidding Process / Tender
Process
 General Procurement Notice (GPN)
 Required to alert prospective bidders to the procuring
entity. The notice usually includes information on the
estimated value and brief description of the
requirements.
 The GPN is issued usually in a minimum of 45 days
prior to first procurement action.
 Specific Procurement Notice (SPN)
 Required to alert prospective bidders to prequalify or
bid for specific contracts.
 Published in newspapers and/or websites

SPECIFICATIONS
 Specification must define quality
 Quality is suitability for intended purpose.
 Specifications must be neutral / Generic (i.e. avoid use
of brand names). Where a standard exists, such shall
be used.
 Services specifications come in form of Terms of
Reference (TOR) i.e. define minimum performance
levels
 Works specifications come in form of scope of works,
bill of quantity and material specifications or standards.

 OPENING OF TENDERS
 Tenders shall be deposited in a tender box.
 Tenders submitted within the stipulated period shall
be opened;
 Opened Publicly
 By an authorized officer,
 On a day other than a public holiday or day after a
public holiday

 OPENING OF TENDERS / TENDERS
 Time for opening is immediately after submission deadline
 Late bids cannot be accepted; should be returned unopened
 The same opening procedure will apply for each bid;
 Any question relating to the process of evaluation may be
answered but only with reference to the bidding document
 No statements referring to evaluation are to be made in the
bid opening. For that reason, no bids are rejected at bid
opening
 Only the relevant points are to be read in a bid opening, using
a Bid Opening Checklist form.

THE ROLE OF AN AGENT
O Relationship that arises between 2 parties
O Principal – a person on whose behalf an agent acts
O Agent – a person appointed to act for another,
usually in contractual matters
O How it arises
O Expressly, by conduct, by necessity
O Three parties
O Principal, agent, third party
O Agent acts for principal in relationship with third party

THE ROLE OF AN AGENT
OAgent acts on behalf of another (the Principal)
OMay have authority to bind principal in
contract or simply responsibility to assist
principal to achieve some business objective
OGoverned by common law rules and, in some
cases, by statute
OMolded by both common law and law of equity
OTraditionally distinguished from employment
law

NATURE OF
RELATIONSHIP
O Agent is one who is employed to act on behalf of another
O Agent can bind principal
O If done within scope of agent’s authority
O General rules of contract apply to agency relationship
O Capacity of agent
OAgent can be minor and bind a principal if the
principal is an adult

AGENCY
CONTRACTUAL RELATIONSHIPS
EXAMPLE:
PRINCIPAL
THIRD
PARTY
AGENT
Authority to Enter into Contract
on Behalf of Principal
(Contract Usually Between
Principal and Agent)
Negotiation
of Contract
on Behalf of
Principal
(Within
Scope of
Authority)
RESULT
PRINCIPAL
THIRD
PARTY
AGENT

AGENCY
RIGHTS OF THIRD PARTIES
PRINCIPAL
DISCLOSED PRINCIPAL
UNDISCLOSED PRINCIPAL
AGENT THIRD PARTY
Right of Action
Authority Contract on Behalf
of Principal
PRINCIPAL AGENT THIRD PARTY
Right of Action Against Agent or Principal
Authority Contract on Behalf
of Undisclosed
Principal

Contract Award
 Contract award notification to the supplier/contractor
shall be in writing and shall be by the purchasing officer.
 Simple or low value/risk contracts can be by local
purchase order. However, complex and high value/risk
contracts must be written with relevant Conditions of
Contract.
 Advance payments are generally not permitted. Where
this is unavoidable, the supplier/contractor must submit
an advance payment guarantee of equivalent value from
a financial institution.

Contract Management - Basics.ppt

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