1. Business Services Contract Guide
Contracts / Agreements / Terms & Conditions

2. 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 > 300K
Raymond Bartlett > 50K
Emily Messa PhD. > 50K
Esmeralda Valdez > 10K

3. 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

4. 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

5. 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

6. 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

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

8. 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

9. Recommendation for Award
Revised version date (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)

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

11. 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

12. 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  

13. 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

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

15. Tips Maintain a tracking log of all your contracts
When requesting Status Update – Reply to the last regarding the matter, most likely there has been no change in status from the last time I ed you.
Review Contracts Guide located in Share Drive
P:\Business Services_Shared\01_Contracts\Contracts reference
Check OCA’s Guide on their website
Check Purchasing’s Guidelines on their website