Contract Management

Torbay Council believes that effective contract management is key to a successful relationship between ourselves and you the supplier. We expect you to manage your part of the business and work with us pro-actively to improve the performance of the contract over its lifetime.

How we pay our contractors / suppliers

Payment terms are normally set out in the contract documents. They may be stage payments, annual / quarterly / monthly payments, payment on completion or payment per purchase order.

Payment is made within 30 days of receipt of a correct invoice, unless otherwise agreed.

To ensure that your payment is dealt with efficiently and to avoid delays, please ensure that you:

submit the invoice in the format agreed in the contract;
quote the order number and / or contract title;
address it to the correct officer and location;
ensure that it is mathematically correctly;
include as much information as possible about what the payment is for;
only include requests for payment of supplied goods or services

Once a contract has been awarded, the supplier must ensure that quality and performance stated in the tender documents are maintained (or improved) throughout the contract period.

The Officer of the Council responsible for the administration of the contract will be notified by users of any instances when the suppliers performance does not meet the required levels. This will feed into the contract review process and appropriate action taken to remedy the situation. Examples of poor administration of the contract, e.g. inability to invoice at the contract rates, inability to supply monitoring information when requested etc.

The contract management process will feed into the payment process. The Council makes payment by Cheque or BACS. The use of BACS ensures that the payment goes directly into the contractors / suppliers bank account. BACS is the Council's preferred method and can be linked to a facility to receive remittance advices by email.