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Administration

Submitting a Complete Contract Package

Submitting a Complete Contract Package the First Time:

  • Benefits everyone,
  • Eliminates duplicate processing by everyone involved, and
  • Facilitates full execution of the contract on a timelier basis.

Contract packages that are incomplete or inconsistent will be returned in total with an "Incomplete Contract Package Notice." The contract package will need to be corrected/completed and resubmitted to the Contract Administrations Office (through the Provost Office if your department reports up to Academic and Student Affairs) for processing.

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Before You Put the Contract Package Together:

  • Read the Contract - The person responsible for the contract should read the contract to make sure they are in agreement with the scope of work, timing, cost and responsibilities of both parties. The Office of General Counsel (OGC) will review and advise on the legal matters; however, only the person requesting the contract will be familiar with the negotiated business decisions
  • Use the Standard Contract Addendum Effectively - If we are being asked to sign the vendor's contract (and the vendor is not a state agency), regardless of the dollar value of the contract, ask if he or she is willing to sign the Standard Contract Addendum. If "No," ask what language in the addendum is an issue and what can be done to resolve that issue. Some Standard Contract Addendumclauses can be revised to become acceptable to all parties executing the contract.

If the vendor agrees to sign the Standard Contract Addendum:

  • No OGC review is required if:
    • The contract is for services, and
    • The contract is valued at less than $25,000, and
    • The contract does not have a clause that supersedes any portion of the Addendum or the vendor presents a revised contract that excludes this clause, and
    • There are no requested changes to the Standard Contract Addendum
  • OGC review is required (but is processed more efficiently) if:
    • The contract is valued at $25,000 or more, or
    • The contract provides revenue to UHD, or
    • The contract has a clause that supersedes any portion of the Addendum (this must be deleted), or
    • The vendor has requested changes to the Standard Contract Addendum
  • Comply with Policies and Procedures -
    • Policies or State of Texas law do not allow:
      • Contracting on a retroactive basis, or
      • Contracting with vendors "On Hold" with the State of Texas, or
      • Contracting with a current UHS employee or with a former UHS employee who has been employed by UHS within the past 24 months, or
      • Your signature on a contract unless you have written authority from the President to sign UHD contracts.
    • Policies and procedures require:
      • A specific start date on the contract, and
      • OGC approval of all contracts, and 
      • Full execution of the contract prior to any work performed in association with the contract, and
      • Contracts signed by a UHD signatory who has been authorized in writing by the President to sign contracts for UHD.
  • Consider a Multiple Year Contract - If you contract for the same service from the same vendor on an annual basis, consider executing a multiple year contract for up to and including five (5) years.

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All Contract Packages Must Have:

Item Requirements
Complete Contract
  • Fill in all blanks in the contract, and
  • Attach all documents referenced in the contract, and
  • Attach a memo or email explaining any changes that need to be made to the contract package, and
  • Attach email approval from Purchasing, and 
  • If you are processing an amendment to an existing contract, include a copy of the fully executed contract package and all previous amendments
Contract Coversheet
  • Be sure the information on the contract coversheet is consistent with the information on the contract (vendor name, start/end date, dollar value for the entire contract period, type of contract and signatory)
  • Be sure the responses to the Contract Checklist on page 2 of the coversheet are correctly answered and consistent with the dollar values on the contract and contract coversheet.
  • Be sure all required signatures (excluding signatures of Contract Administration personnel) are acquired before submitting the contract package to Contract Administration
Vendor Verification
  • Be sure the vendor is "Open for Ordering" (and not "On Hold")
  • Be sure the name or "DBA" on the vendor verification matches the name on the contract and contract coversheet

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If Applicable, Also Submit the Following Items with the Contract Package:

Item Requirements
Standard Contract Addendum
  • If we are being asked to sign the vendor's contract (and the vendor is not a state agency), regardless of the dollar value of the contract, ask if he or she is willing to sign the Standard Contract Addendum. If "No", ask what language in the addendum is an issue and what can be done to resolve that issue.
  • Attach a memo or email explaining any changes that need to be made to the contract package
Certificate of Insurance
  • Attach a Certificate of Insurance that meets the terms of the contract and has the same vendor name as the name on the contract and contract coversheet
  • Ask the vendor to provide a certificate of insurance that meets the terms of the contract before asking Risk Management for a waiver.
    [Note: A Certificate of Insurance to cover the contract period can be revised or purchased typically for no more than a few hundred dollars. It can be secured within a day or two and the cost can be included in the price of the service]
  • Requests for waivers must be:
    • Documented in writing with a reason for the request
    • Forwarded to the Risk Manager (Mary Cook, cookm@uhd.edu, 713-222-5340, One Main Building, room S621)
    • Approved by the Risk Manager before the contract package is forwarded to Contract Administration
    • Forwarded to OGC by Contract Administration if the language in the contract needs to be revised to accommodate the waiver
Bid Tab Documentation
  • Include the competitive bidding documentation if the contract is valued at more than $5,000
  • Alternatively, a Request for Sole Source Purchase can be completed if applicable
Request for Sole Source Purchase
  • If the contract is valued at more than $5,000 and there is a justifiable reason not to bid the service competitively, process a Request for Sole Source Purchase
  • All signatures, including the Purchasing Department, must be obtained on the Request for Sole Source Purchase
  • A copy of the Request for Sole Source Purchase with all required signatures must be included in the contract package submitted to Contract Administration
Addendum C
  • If the value of the contract/purchase requisition exceeds $100,000, complete, obtain appropriate signatures and submit this document with the contract package.
Purchase Requisition
(Does not apply to revenue contracts)
A purchase requisition is required for all expense contracts, regardless of the dollar value.

Purchase requisitions submitted with an executed contract will not be processed by Purchasing.

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If You are Requesting a Rush on the Processing of a Contract that:

Item Requirements
Requires OGC Approval
Does Not Require OGC Approval

 

Please Note:

  • Departments should have all standard contract documents in order and submitted for UHD authorized signature at least 5 business days prior to the contract start date for services if using an OGC standard form of agreement.
  • OGC is allowed 20 business days prior to the contract start date to review the contract, but in some instances, contract negotiations may take longer.
  • State requirements do not allow rushes on the following procurement processes:
    • Texas Market Place ($25,000 or more): Expect the procurement process to take a minimum of 30 calendar days prior to the start date of services.
    • Consulting contracts over $25,000 must be published in the Texas Register a minimum of 30 days prior to execution of the contract (Processed through the Office of General Counsel)

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Contract Compliance and Administration
Last updated 7/11/2017 9:41 AM