Submitting a Complete Contract Package
- Submit a Complete Contract Package the First Time
- Before You Put the Contract Package Together
- All Contract Packages Must Have
- If Applicable, Also Submit the Following Items with the Contract Package
- If You are Requesting a Rush on the Processing of a Contract that:
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.
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 Addendum clauses 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 $50,000, 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 $50,000 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.
If you need any additional assistance on CN requisitions or CN vouchers, please contact Contract Administration.
All Contract Packages Must Have:
If Applicable, Also Submit the Following Items with the Contract Package:
|Standard Contract Addendum||
|Certificate of Insurance||
|Bid Tab Documentation||
|Request for Sole Source Purchase||
(Does not apply to revenue contracts)
|A purchase requisition is required for all expense contracts, regardless of the dollar
Purchase requisitions submitted with an executed contract will not be processed by Purchasing.
If You are Requesting a Rush on the Processing of a Contract that:
|Requires OGC Approval||
|Does Not Require OGC Approval||
- Departments should have all standard contract documents in order and submitted for UHD authorized signature at least 10 business days prior to the contract start date for services if using an OGC standard form of agreement.
- OGC is allowed 20 business days 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.