The contracts administrator plays a critical role in ensuring timely, compliant, and competitive responses to RFPs. Their activities typically include the following:
Post-Submission Activities
Monitors any requests for clarifications or additional information from the issuing authority.
Prepares amendments or follow-up documentation if required during the evaluation phase.
Final Review and Submission
Conducts a thorough review of the complete proposal to ensure compliance, accuracy, and alignment with RFP requirements.
Coordinates the electronic or physical submission of the RFP response within the specified timeline.
Document Control and Version Management
Maintains control over proposal versions, ensuring consistency and accuracy throughout the review process.
Tracks and manages timelines to ensure all deliverables are submitted on or before the deadline.
Risk Identification and Mitigation
Analyzes the proposed terms and conditions within the RFP and identifies any risks or non-standard terms.
Works with legal counsel to propose modifications or exceptions to minimize exposure to risks.
Compliance Management
Ensures the response meets all regulatory, contractual, and legal requirements outlined in the RFP.
Verifies the inclusion of mandatory forms, signatures, and certifications to avoid disqualification.
Development & Management of Proposal Content
Assists in reviewing sections of the proposal, including legal terms, conditions, and any contractual commitments.
Ensures all required documentation (certifications, licenses, references) is included and formatted correctly.
Coordination with Internal Teams
Collaborates with business units, legal, finance, and project teams to gather required technical, financial, and legal inputs.
Aligns the response with the company’s capabilities, pricing strategies, and legal policies.
Review and Analysis of RFP Requirements
Carefully examines the RFP documentation to identify submission requirements, deadlines, evaluation criteria, and mandatory terms.
Highlights risks, obligations, and compliance requirements for internal stakeholders.
*Disclaimer: These services do not constitute legal advice, nor do they replace the services of certified contract professionals or attorneys. Clients are encouraged to seek appropriate legal counsel or certified resources for matters requiring legal interpretation, formal certifications, or complex regulatory compliance.
