Effective Contract Administration and Management Guidelines at Florida State University
"Explore the comprehensive guidelines for contract administration and management at Florida State University, covering contract roles, responsibilities, processes, and the SpearMart Contract Module. Learn about the roles available, contract managers' processes, and procurement quick references."
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Policy 4-OP-D-4: Contract Administration & Management What is a Contract? What contracts are exempt from the policy? Establishes and defines the Roles and responsibilities for contract management; and Establishes the Contract Module and the routing/execution process https://policies.fsu.edu/policies-and-procedures/financial/contract-administration-and-management FLORIDA STATE UNIVERSITY
SpearMart Contract Module The Contract Module within SpearMart serves as FSU s central contract repository. Access is limited. Users must request the appropriate role and be approved before access is granted. Request appropriate role through the individual s myFSU page under eORR Online Role Request FLORIDA STATE UNIVERSITY
Role Requests There are three (3) roles available within the system: Contract Manager User can create/edit/manage contracts within a given campus area ( work group ). Existing contract managers in an area, or Contract Administration, may grant access to existing contracts for this user. Contract Approver User may approve contracts in the approval workflow, but cannot edit or create contracts without also having the Contract Manager role. Role is granted to very few people on campus generally the DDDH category or central offices. Contract Stakeholder User may view contracts in an assigned work group, but cannot edit or create conctracts. FLORIDA STATE UNIVERSITY
Contract Managers Process 1. Receive a contract to be executed 2. If contract is for a purchase over $25k, confirm the Procurement method three quotes, or approval from member of Procurement Services 3. Send contract to contracts@fsu.edu for review 4. Contract Administration will assist with negotiation of terms between department and second party 5. Once terms have been agreed to on both side, Contract Manager will receive green light to route contract through TCM for formal approvals and signatures
Procurement Quick Reference FLORIDA STATE UNIVERSITY
Contract Managers Review Make sure the second party is registered with the university (PaymentWorks) Ensure blanks are filled in Provide dates (must be current or future cannot backdate!) Confirm Renewals What are the deliverables? What is the cost? Remember intent can t be inferred! All terms/promises must be written into the contract. FLORIDA STATE UNIVERSITY
Contract Administration Review Approve the contract as to form Ensure all essential elements are included If you re using our forms make sure they re being used correctly Assist department in negotiation of the contract Note: Contract Administration will get back to you within 10-14 days we appreciate your patience! FLORIDA STATE UNIVERSITY
Contract Routing - Approvals Contract approvers are dependent on (1) type of contract, (2) amount, and/or (3) policy. Possible approvers that may be included- Department Contract Administration IT/Information Security & Privacy Office (ISPO) Sponsored Research Office of Business Services Controller s Office Procurement Services Office of General Counsel FLORIDA STATE UNIVERSITY
Contract Routing - Signature 2-7 Signature Authority Policy Who has authority to sign contracts How a Signatory can delegate their authority Applies to all documents on campus that (1) create an obligation for the university and (2) require a signature by FSU i.e. Contracts FLORIDA STATE UNIVERSITY
Contract Routing - Signature 2-7 Signature Authority Table FLORIDA STATE UNIVERSITY
Contract Routing - Signature Who signs first? If the contract originates from FSU and/or is an FSU template, the second party will sign first If the contract originates from the second party, and FSU negotiates (or attaches our addendum), FSU will sign first FLORIDA STATE UNIVERSITY
The contract is signed now what? Contract Manager Monitoring Contract Manager is responsible for monitoring the performance of a second party to ensure that they are performing their oblgiations in accordance with the contract, and to be aware of and address any issues that may develop Know the contract s requirements, deliverables and payments read your contract and know what it says! Memorialize and process any amendments, change orders or renewals in TCM Resolve contractual issues by identifying, documenting, and communicating issues with the second party. If necessary, proceed to terminate the contract. FLORIDA STATE UNIVERSITY
Terminology Addendum vs Amendment Addendum makes changes to a contract beforeit s signed. Amendment makes changes to a contract afterit s signed. Renewal vs New Contract Renewals are provided for at the time the original contract is signed, and provides for a new period of performance under the same terms and conditions as the original agreement. FLORIDA STATE UNIVERSITY
Q&A Resources Contract Administration Website- https://procurement.fsu.edu/contract-administration Job Aid for entering an agreement in TCM https://procurement.fsu.edu/sites/g/files/upcbnu3941/files/media/Contracts%20Module%2 0Job%20Aid%20v.8-2022_0.pdf Contact Mary Lovett (melovett@fsu.edu)/ Meisha Daniels (md24v@fsu.edu) Contract Administration contracts@fsu.edu FLORIDA STATE UNIVERSITY
