Wayne State University

Aim Higher

Policies-8

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

Department

  1. Identify a vendor.

  2. Identify all services to be performed.

  3. Obtain the vendor contract (if appropriate, use a pre-approved University contract form).

  4. Prepare a WayneBuy Purchase Requisition (see APPM 2.2.2.).

  5. Send the contract and any other support documentation to Purchasing by e-mail at purchasingdocs@wayne.edu, campus mail at 4200 AAB, or upload support documentation into WayneBuy. Include the Requisition number with all documentation.

PASS

  1. Review the request to determine the nature and appropriateness of the order.

  2. Determine if a competitive bid is applicable.

  3. Check to see if an approved contract is already on file in PASS.

  4. Review the contract and any prior versions on file to determine if it should be reviewed and approved for legal form by the Office of General Counsel (OGC).

  5. Submit to OGC for review and approval as required.

  6. Approve the Requisition. Upon approval, WayneBuy will systemically generate a Purchase Order. Submit the Purchase Order and the contract for approval by the PASS management.

Office of General Counsel

  1. Review and approve/reject, modify contract form.

  2. Return contract to PASS.

II. If the contract to be awarded is $25,000 or more, see APPM section 2.4 .

Responsibility

Responsibility

Department

  1. Review and approve or reject Purchase Requisition in the WayneBuy System.

  2. If approved, Waynebuy will systemically route to PASS.

PASS

  1. If this is a competitive bid, select Vendor and approve the Requisition to issue a Purchase Order.

  2. If this was not a competitive bid, review the request for bid waiver. If approved, approve the Requisition to issue a Purchase Order. If denied,return to the Requestor.

  3. Transmit completed purchase order with the executed contract to the vendor.

Department

  1. If the request is denied, then contact PASS to discuss options.