2.3.4. Contracts for Specialized Services with Organizations (Revised 01/31/13)
DESCRIPTION
The University contracts with outside entities (companies, agencies, other universities, etc.) for the purchase of goods and services. The contract / agreement is the governing document, and the Purchase Order serves as the payment mechanism. A Personal Services Contract is used when contracting with individuals (see APPM section 2.5 Personal Service Contracts).
POLICY
The signature authority for contracts is detailed in University Policy 2004-6. The AVP or Director of PASS may approve contracts up to $500,000 and the Vice President for Finance and Business Operations (CFO) approves contracts above $500,000. There are other administrative officers with signature authority. For further information on signature authority see University Policy 2004-6.
Contracts for $25,000 or more are subject to the competitive bid process or the request for proposal process as described in APPM section 2.4. Contracts for less than $25,000 are bid at the discretion of Procurement & Strategic Sourcing. For all contracts that are to be signed by the PASS Director, Assistant Vice President, and/or CFO, the bid or RFP process is to be performed by Procurement & Strategic Sourcing. For contracts signed by administrators other than the PASS Director, Assistant Vice President, and/or CFO, the responsible department, college or division must provide all supporting documents (i.e. quotations, contracts, etc.) to PASS. In instances where a competitive bid may not be appropriate, the requestor must submit a request for a waiver of the bid process to the Assistant Vice President of PASS. Submission of a request for a bid waiver is not a guarantee that a waiver will be granted. No work is to commence until a PO has been issued.
PROCEDURE
I. If contract to be awarded is less than $25,000 for the total anticipated project:
Responsibility | Action |
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Department |
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PASS |
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Office of General Counsel |
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II. If the contract to be awarded is $25,000 or more, see APPM section 2.4 .
Responsibility | Responsibility |
Department |
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PASS Department |
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Department |
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