Business Services Contract Guide Contracts / Agreements / Terms & Conditions

Memo Contains Needed when Purpose & Benefit to UH Cost associated or Anticipated Revenue & Pricing Structure if available Source of funds Procurement type used to procure services Term Length Renewal Options (if applicable) Needed when Delegated signature authority's are: Dr. Renu Khator 600K > Jim McShan < 600K Dr. Walker > 300K1072255 Raymond Bartlett > 50K Emily Messa PhD. > 50K Esmeralda Valdez > 10K

Coversheet Revision Date!!!! (Current 01/28/16) all previous versions will no longer be accepted Requesting Dept. External party Authority to Purchase Cost Approval General Terms Summary

Binding contractual document UH Standard Document Basics: Legal entity name Dates in Future Detailed Scope of Work Exhibit Detailed Pricing Box No. 3 Changes by vendor Insurance requirement waiver Execution of Document

Binding contractual document Non-Standard <25K All purchase/ request for service <$5K Quotes Best value Internal documents & Send Standard Addendum to vendor for approval Forward documents to Business Services for approvals/signatures $5K to $24,999.99K Route to Purchasing Send Standard Addendum If vendor agrees to Standard Addendum obtain their signature Route to our office for review signatures

Binding contractual document Non-Standard >25K Procurement Method Used When agreement is 25K > Review RFP/ITB Review Insurance coverage Terms and Conditions Business Terms Renewals Fine Print Check for any references to the support agreements

Amendment Provide original documents New coversheet New Vendor Status Expenditures to Date Amendment either standard or non-standard

Purchasing Follow Procurement Guide 0-$5K Spot Purchase $5K - $25K Obtain quotes and approval required by Purchasing $25K - > Route to Purchasing and request assistance in obtaining vendor quotes Include all details in memo as well as RFA details

Recommendation for Award Revised version date 07.28.15 (OCA will not accept previous versions) Procurement method used Prices Tabulations Basis for Best Value Preferred Vendor Signature of College/Department/Division Administrator TIP: use this to list and submit to Purchasing when requesting approval for informal quotes ($5K - $25K)

Procurement Documentation Recommendation for Award Quotes obtained RFP/RFQ/ITB Posting (Purchasing can provide this document) RFP/RFQ/ITB Awarded Response Selection Matrix

Vendor Status Check Vendor status in People Soft Check Franchise Account Status in Texas Comptroller Site Tip: Print to PDF for more clear resolution; if I can not read it, I can not accept it as a “approved vendor”. It is considered a violation when vendor status is not checked prior to the start of obtaining services

Risk Management Any Deviations from UH Required Insurance Requirements, need to be routed to Risk Management for review and approval prior to submitting to Business Office If specialized services are being requested/purchased, go ahead and initiate a RM review prior to posting RPF docs. Contact Person: Zachary Armitstead ziarmits@central.uh.edu 713-743-5218 

Miscellaneous When to contact Business Services Type of agreement to use Non- Standard Agreement What to include Who to contact Terms and Conditions require signature IS A CONTRACT Any Reference to T & C or Service Agreement or Support Agreement IS A CONTRACT

When Submitting Submit to Business Services Email Subject should read: DeptName_VendorName_EventDate/StartDate Save executed documents to your files

Tips Maintain a tracking log of all your contracts When requesting Status Update – Reply to the last email regarding the matter, most likely there has been no change in status from the last time I emailed you. Review Contracts Guide located in Share Drive P:\Business Services_Shared\01_Contracts\Contracts reference Check OCA’s Guide on their website http://www.uh.edu/legal-affairs/training/OCAContractManagementHandook.pdf Check Purchasing’s Guidelines on their website http://www.uh.edu/administration-finance/purchasing/Information/