Contract Administration Policy 4-OP-D-4: Contract Administration Management What is a Contract? What contracts are exempt from the policy? Establishes and defines the Roles and responsibilities for contract management; and Establishes
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Presentation Transcript
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Contract Administration<br>
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Policy 4-OP-D-4: Contract Administration & Management
What is a “Contract?”
What contracts are exempt from the policy?
Establishes and defines the Roles and responsibilities for contract management; and
Establishes the Contract Module and the routing/execution process
SpearMart “Contract Module” “The Contract Module” within SpearMart serves as FSU’s central contract repository.
Access is limited. Users must request the appropriate role and be approved before access is granted.
Request appropriate role through the individual’s myFSU page under eORR – Online Role Request<br>
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Role Requests There are three (3) roles available within the system:
Contract Manager – User can create/edit/manage contracts within a given campus area (“work group”). Existing contract managers in an area, or Contract Administration, may grant access to existing contracts for this user.
Contract Approver – User may approve contracts in the approval workflow, but cannot edit or create contracts without also having the Contract Manager role. Role is granted to very few people on campus – generally the DDDH category or central offices.
Contract Stakeholder – User may view contracts in an assigned work group, but cannot edit or create conctracts.<br>
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Contract Manager’s Process Receive a contract to be executed
If contract is for a purchase over $25k, confirm the Procurement method – three quotes, or approval from member of Procurement Services
Send contract to contracts@fsu.edu for review
Contract Administration will assist with negotiation of terms between department and second party
Once terms have been agreed to on both side, Contract Manager will receive “green light” to route contract through TCM for formal approvals and signatures<br>
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Contract Process<br>
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Procurement – Quick Reference<br>
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Contract Manager’s Review Make sure the second party is registered with the university (PaymentWorks)
Ensure blanks are filled in
Provide dates (must be current or future – cannot backdate!)
Confirm Renewals
What are the deliverables? What is the cost?
Remember – intent can’t be inferred! All terms/promises must be written into the contract.<br>
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Contract Administration Review Approve the contract “as to form”
Ensure all essential elements are included
If you’re using our forms – make sure they’re being used correctly
Assist department in negotiation of the contract
Note: Contract Administration will get back to you within 10-14 days – we appreciate your patience!<br>
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Contract Routing - Approvals Contract approvers are dependent on (1) type of contract, (2) amount, and/or (3) policy. Possible approvers that may be included-
Department
Contract Administration
IT/Information Security & Privacy Office (ISPO)
Sponsored Research
Office of Business Services
Controller’s Office
Procurement Services
Office of General Counsel<br>
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Contract Routing - Signature 2-7 Signature Authority Policy
Who has authority to sign contracts
How a Signatory can delegate their authority
Applies to all documents on campus that (1) create an obligation for the university and (2) require a signature by FSU i.e. Contracts<br>
If the contract originates from FSU and/or is an FSU template, the second party will sign first
If the contract originates from the second party, and FSU negotiates (or attaches our addendum), FSU will sign first<br>
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The contract is signed – now what? Contract Manager Monitoring
Contract Manager is responsible for monitoring the performance of a second party to ensure that they are performing their oblgiations in accordance with the contract, and to be aware of and address any issues that may develop
Know the contract’s requirements, deliverables and payments – read your contract and know what it says!
Memorialize and process any amendments, change orders or renewals in TCM
Resolve contractual issues by identifying, documenting, and communicating issues with the second party.
If necessary, proceed to terminate the contract.<br>
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Terminology Addendum vs Amendment
Addendum makes changes to a contract before it’s signed. Amendment makes changes to a contract after it’s signed.
Renewal vs New Contract
Renewals are provided for at the time the original contract is signed, and provides for a new period of performance under the same terms and conditions as the original agreement.<br>
Job Aid for entering an agreement in TCM
https://procurement.fsu.edu/sites/g/files/upcbnu3941/files/media/Contracts%20Module%20Job%20Aid%20v.8-2022_0.pdf
Contact
Mary Lovett (melovett@fsu.edu)/ Meisha Daniels (md24v@fsu.edu)
Contract Administration – contracts@fsu.edu<br>
