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					     CONTRACT ADMINISTRATION




Office of the Vice President for Finance and Administration

            Texas A&M Health Science Center
                MISSION

Contract Administration's mission is to guide HSC
members through the complex contracting processes
to achieve their contract needs.
CONTRACT ADMINISTRATION

   Planning
   Procurement
   Contract Type
   Contract Formation
   Lifecycle Management
           CONTRACTING

There is no single “right” way to contract.
                    RESEARCH
               CONTRACTS AND GRANTS

   Transactions involving         Research
    furthering research projects




                                              Research
    must be processed through
    the HSC Office of the Vice
    President for Research and
    Graduate Studies.
                   POLICY & REGULATION

This Contract Management Guide is intended to
supplement A&M System policies and regulations:
SPRM 25.07: Contract Administration
SPRM 25.07.01: Contract Administration Procedures
                    and Delegations

SPRM 25.99.02: Component Purchasing Authority
TAMUS Procurement Code
State of Texas Contract Management Guide
State of Texas Procurement Manual
Purchase Order (PO) or Contract?

                If vendor/other party accepts
                 HSC term and conditions and
                 does not require a signed
                 contract, a purchase order may
                 be used to obtain commonly
                 available goods and services in
                 excess of $5,000.00.

                If the subject matter of the
                 transaction involves human
                 performance, such as rendition
                 of services, then a contract
                 should be used.
             CONTRACT APPROVAL PROCEDURES
                      FLOWCHART


Originator negotiates    Contract original     Contract deposited
 with one or more          scanned into            into contract
   other parties to     Laserfiche and sent     reviewers review
  create contract.         to Contracts          folder based on
                        Administration HSC     component criteria.
                          Review Folder.

If contract found not
      sufficient.




                         Originator returns      Contract found
 Contract deposited
                        contract to Contract       sufficient.
   into originating
                           Administration
 components return
                        through Laserfiche
    to component
                         for further review.
  Laserfiche folder,
 originator asked to
   make changes.
               CONTRACT APPROVAL PROCEDURES
                        FLOWCHART


                                                            Contract is
   Is contract over       If the answer to one            forwarded via
       $50,000?            of the questions is           Laserfiche to the
Is contract length of              yes.                  TAMUS Office of
term more than five                                     General Counsel for
        years?                                           required review.


 If contract is found
not legally sufficient.




                                                            Contract found
Contract returned to        Originator returns
                                                           legally sufficient
     Contracts            contract to Contracts
  Administration.           Administration for
Originator asked to          further review.
make recommended          Contract may or may
     changes.              not require further
                                                   Contract Administration routes
                           review by Office of
                                                    contract for final approval and
                            General Counsel.
                                                  signature based on delegation of
                                                         signature authority.
            PROPER CONTRACT FORM

   Standard Form of Agreements: Standard agreements are
    forms that have been approved as such by the A&M System
    Office of General Counsel (OGC).

   Review by OGC is unnecessary for a standard form of
    agreement for three years unless substantive changes have
    been made to the agreement.

   Other Contracts: Other parties prefer to use their contract for a
    transaction. If the other party’s contract will be used for a
    transaction, the contract must be submitted for review to HSC
    Chief Legal Officer and/or OGC as to form and legal sufficiency.
                      COMPLETING THE
                        CONTRACT
   All contracts must be submitted
    to the HSC Office of Contract
    Administration for compliance
    review.

   All contracts must be complete
    and all necessary information
    must be type written.

   Attach all necessary contract
    addenda.

   After compliance review, the
    signatures of officials with
    delegated authority must be
    obtained.
COMPLETING THE
  CONTRACT
          No contract shall be routed to
           the other party for review or
           signing without prior approval
           from HSC Contracts
           Administration.

          All contracts must have
           applicable contract
           administrative and legal reviews
           and appropriate signatures prior
           to performance by the parties as
           set forth within the contract.
  SIGNATURES OF AUTHORIZED
REPRESENTATIVES OF THE PARTIES

              No HSC employee has the authority
               to bind the HSC contractually except
               in accordance with A&M System
               policy. Else, the employee could be
               held personally liable.

              Contracts are legally binding on the
               HSC only upon signature by an HSC
               official with delegated contractual
               signatory authority (Delegation of
               Authority Matrix).
    PROCESSING CONTRACTS

   The following must be submitted to the Office
    of Contracts Administration:

    –   An original of the contract submitted via
        Laserfiche document management
        system.
    –   Include addenda.
PROCESSING CONTRACTS

         When the Office of Contracts
          Administration receives contracts:

     1.    The contract is issued a unique contract
           identifier number based on fiscal year.

     2.    An electronic file folder is automatically created.

     3.    The contract is given a cursory review to
           determine other HSC areas that may be
           necessary to review the contract.

     4.    The contract processes through a formal review
           process by a contract reviewer.

     5.    Upon completion of review, the contract is then
           routed through Laserfiche to the other party
           and/or appropriate HSC official(s) for signature.
            PROCESSING CONTRACTS
    After the contract has been
     signed by all parties:

1.   Contracts Administration will keep
     one fully signed scanned copy for
     its file - Contract Laserfiche




                                             X
     Repository.

2.   One fully signed original kept by or
     returned to the other party.

3.   Originating department electronic
     notified that final contract has been
     placed into the Laserfiche
     Repository for further monitoring
     and recordkeeping.
PROCESSING TIME FRAMES

             All forms of agreements less
              than $50,000 must be submitted
              to the HSC Office of Contracts
              Administration at least 15
              business days prior to start date.

             Contracts originating from other
              party and/or at least $50,000
              must be submitted at least 30
              business days prior to start date.
             PROCESSING TIME FRAMES

           Contracts for Consulting Services
      (Payment of more than $15,000 will be made)

   Submitted at least 60 business days prior to the start date for services.


                                    Why?

    The additional time is to notify the Governor's Office of Budget Planning
    and Policy/Legislative Budget Board and to publish a request for
    proposal for the consulting services.
            PROCESSING TIME FRAMES

             Contracts for Professional Services
    (As defined by state law for which the amount of the contract exceeds $14,000)

   Contract must be submitted at least 60 days prior to the start date for
    services.

                                      Why?

    The additional time is to notify the Legislative Budget Board and to
    publish a request for proposal for the professional services.
                             CONTRACT APPROVAL

         Contracts for which Vice President Recommended/Approval Must
                              be Obtained (Less than $100,000.00)




                Barry C. Nelson, Ph.D.      Roderick McCallum, Ph.D.       David S. Carlson, Ph.D.
                  Vice President for           Vice President for            Vice President for
               Finance & Administration         Academic Affairs         Research & Graduate Studies




NOTE: Rayellen Milburn, CPA, Senior Associate Vice President for Finance &
Administration, has been assigned delegated authority to sign contracts less than
$50,000.00
                         CONTRACT APPROVAL

                   Contracts for which President Approval Must Be
                         Obtained ($100,000.00 to $199,000.00)




                                                          The contract will require Vice
                                                           President‘s and legal review and
                                                           recommended approval before
                                                           processing to the President for
                                                           final approval.


               Nancy W. Dickey, M.D.
         President, Health Science Center
Vice Chancellor for Health Affairs, Texas A&M System
     CONTRACT APPROVAL

Contracts for which Chancellor Approval Must Be
     Obtained ($200,000.00 to $299,000.00)

                          The contract will require HSC
                           President‘s approval and
                           required legal review before
                           processing to the Chancellor for
                           approval.

                          The Chancellor approval process
                           usually takes at least one to two
                           weeks minimum.
    Chancellor
Michael D. McKinney
                    BOARD OF REGENTS
Contracts for which A&M System Board of Regents Approval Must be Obtained
    ($300,000.00 or greater and/or term of contract longer than five years)



   HSC member business administrator
    should contact the Office of
    Contracts Administration for
    guidance with Agenda Items for
    contracts that must be approved by
    the Board of Regents. The Board of
    Regents approval process usually
    takes at least two months.




                                         The Texas A&M University System Board of Regents
Contract Processing




              Sooner than Later!

				
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