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Quick Reference Defining Contracting Documents
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Documents Used in the Contracting Process

Requisition and Contracting Form
 

OGC (Office of General Counsel) Approved Contracts
 

Department Specific Contracting Documents
 

Supplemental OGC Approved Contracting Documents
 

Release and Indemnification Agreements
 (Click on links below to access the documents)

Requisition and Contracting Forms

  • Purchase Requisition:  (Complete a Service Center Requisition and forward to the UH Print Shop via inter-office mail. Allow a minimum of two days for the mail time.)

    Initiates the procurement process, documents the approval of expenditure by the appropriate authority. Required for all:

    • Higher Education Assistance Funds (HEAF) transactions,
    • Software purchases,
    • State contract items,
    • Purchases in excess of $5,000 for Facilities Management and Information Technology, and
    • Purchases in excess of $2,500 for all other departments.

    Optional for all other expenditures.

    Summary sheet required for each contract. This document is for internal UHD use only and should not be forwarded to the vendor.

  • Contract Change Order:  

    Documents and obtains the appropriate signature authority for specific changes to an existing contract.

  • Proprietary/Sole Source Justification: (Note: This is a PDF form)

    • Documents the reason(s) for selecting a specific vendor without going through the required competitive bidding process.

    Documents the reason(s) a contract was not submitted for review and approval a minimum of 5 days prior to the initiation of the contract.

  • Information Sheet for Purchase Requisition Exceeding $100,000: (Note: Contact Purchasing Manager, Cory Odstrcil (713-221-8607) for form )

    Documents the financial or operating damages to the University if standard procedures were followed to acquire goods or services needed to address an emergency.

 

[Note: To get Adobe for PDF forms, link to http://www.uhd.edu/contact.htm]

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OGC (Office of General Counsel) Approved Contracts 

    Used for businesses or vendors providing a service that require insurance coverage.

  • Consulting Agreement: (OGC-S-1998-06 Revised 09.01.06)

    Used for hiring a consultant.  Contracts over $14,000 may require permission from Governor’s office and Texas Register offering.  Allow minimum of 6 weeks prior to start date.

    “Consulting Services” are defined by state law as “the service of studying and/or advising a state agency under a contract that does not involve the traditional relationship of employer-employee".

    Used for licensed or certified services, which include accounting, architecture, land surveying, medicine, optometry, professional engineering, real estate, or nursing.  (This contract is used primarily by Facilities Management.)

    "Professional Services" are those services directly related to the professional practices such as accounting, architecture, landscape architecture, land surveying, medicine, optometry, professional engineering, real estate appraising, or nursing. Management services provided by accounting firms are not considered professional services by UH System policy.

  • Sponsored Project Contractual Agreement: (S-1999-13-UHD Revised 03.04.08) 

    • Used for the contracting with individuals or organizations paid from a grant received by UHD. Contact Elaine Pearson(pearsone@uhd.edu or (713) 221-8273) for information and availability of funds.

  • Amendment to Purchasing Agreement for Goods and Services: (S-2004-08-UHD Revised 03.04.08)

    • Used to extend the expiration date of a current contract or increase the value of a current contract for up to 25% of the total contract value.  Expired contracts cannot be amended.

     

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Department Specific Contracting Documents

    Used for construction, repairs and rehabilitation.  (This contract is generally reserved for use by Facilities Management only and must be reviewed by the Office of General Counsel if the value exceeds $50,000.

    Used for referral of international students.

    Used to govern requirements for loaned art work to be displayed in the O'Kane Gallery.

    Used to provide UHD students with teaching experience in local independent school districts for pre-service teaching program.

 

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Supplemental OGC Approved Contracting Documents

    Certifies the contractor is not in arrears in paying child support, or the contractor is in compliance with a written repayment agreement regarding any written debt.

    Required for all contracts involving the acquisition of automated information systems (hardware, software, firmware and related computer components. Certifies the technology meets statutory requirements for accessibility by persons with visual impairments.

    Used to contract for a specific job under and existing Contractor By Operations Job Order Contract contract.

  • Nonresident Alien Information Addendum (OGC-S-2006-15-UHD Revised 03.24.08) 

    • Used in conjunction with the Purchasing Agreement for Goods and Services (reference paragraph 3. "Terms of the Agreement:" j.) if the contractor is not a United States citizen/national or Permanent Resident Alien.

    Generally, an individual is a resident alien if he or she meets either the "green card test" or the "substantial presence test" for the calendar year.  Any person not meeting either test is genarlly a nonresident alien.  An alien individual who qualifies as a "resident of a treaty country" or a bonafide resident of Puerto Rico, Guam, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands or American Samoa is a nonresident alien individual. [Note:  Even though a nonresident alien individual is married to a U.S. citizen or resident alien for certain purposes, he or she is still treated as a nonresident alien for witholding tax purposes on all income except wages.]

 

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Release and Indemnification Agreements

Releases the University, its governing board, officers, employees and representatives from any and all liability for the injury, death or damage to property that occurs while participating in a University activity or trip.  Also allows emergency medical treatment without cost to the University for the participant as a result of illness during the activity or trip.

  • Release and Indemnification Agreement for Minors:  (OGC-S-2003-08-UHD Revised 03.04.08) 

    • Have parent or guardian of participant less than 18 years of age sign this form prior to the minor’s participating in a UHD sponsored activity or trip.

    Have participants 18 years of age or older sign this form prior to participating in a UHD sponsored activity trip.

 

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