Contracts in Administration
Contracts in administration involve agreements creating enforceable obligations between parties, encompassing terms, conditions, leases, and more. Learn about the need for contracts, insurance requirements, and selecting the right contract type with helpful guidance and resources.
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Presentation Transcript
Whats Is a Contract? An agreement between two or more parties creating obligations that are enforceable or otherwise recognizable by law. This includes but is not limited to: Terms and Conditions Scope of Work Leases Letters of Agreement Memoranda of Understanding Letters of Intent Interagency or Intra-system Agreements
Do I Need a Contract? Human performance rendering service on campus An off-campus event that requires facilities, catering or service, specifically for UHD
Do I Need a Contract? Is off-campus, Not associated with a major UHD event, and Not specifically for UHD, i.e., is available to the general public at the same time A purchase made through Texas Comptroller of Public Accounts via DIR and TxMAS (Contact Purchasing)
Do I Need Insurance? Insurance is needed if the scope of work has the potential of doing harm to an individual or damage to UHD property. If insurance is required, make sure that it meets the contractual requirements, including general liability, auto liability, and workers compensation. If insurance is not required, the insurance waiver section of the standard contract must be initialed by Risk Management.
Which Contract Should I Use? https://www.uhd.edu/administration/contr acts/Pages/Quick-Reference-Defining- Contracts.aspx
Which Contract Should I Use? Standard Purchasing Agreement Is very flexible and can be used: On a fixed or hourly priced basis As a Service Order Agreement
Which Contract Should I Use? Service Order for SPA Used with a fully executed Standard Purchasing Agreement when the contractor will perform work on an as-needed basis. A separate Service Order must be signed for each project performed by the contractor.
Which Contract Should I Use? Standard Contract Addendum Used as an Addendum to non-standard/vendor contracts. No legal review is required if contract is less than $50K and vendor has no objections to any portion of the Addendum. Legal review is required for all contracts (standard or non- standard) $50K and over.
Contracting Process Contract Coversheet Use most current Contract Coversheet. Read through and answer all questions on page 2. Include all required documents with Coversheet. Get appropriate signature (pages 1 and 3). Attach Vendor Verification .
Contracting Process Business Unit: CN784 Beginning 12/1/18 all requisitions requiring a contract should be entered with Business Unit: CN784 Continue to route through the Contracts workflow path 12/1 date affects newly entered requisitions requiring a contract
Contracting Process OGC Approved Standard Contracts Type assigned contract number on each page of the contract. Define scope of work clearly/specifically. Only forward pdf versions of the contract electronically. Vendor signs first. One fully executed contract copy to Contract Administration Office.
Contracting Process Vendor Contracts Complete contract package received by Contract Admin. Contract Admin reviews and forwards to OGC for approval. Once approved by OGC, Contract Admin will obtain signatures from all parties and return executed copy to the originating department.
Key Things To Remember Attach a copy of the standard draft to the contract package. Please read the vendor contract to ensure agreement with all terms and conditions. Vendor s name on the coversheet, vendor verification, and COI must match. No changes can be made to a contract once OGC has approved. Ask the vendor if they are willing to sign the Standard Addendum; if not, ask what language in the addendum do they object. OGC requires at least 20 business days to review and approve an agreement. (OGC does not like rushes!!!) Use all Standard document from the website, not those saved on your computer.
