Contract Routing Procedures Overview of contract

Transcript:Contract Routing Procedures Overview of contract:
Contract Routing Procedures Overview of contract routing process and workflow at Sam Houston State University Introduction Purpose Ethics in Procurement Delegation of Authority Contract Routing Process Types of Contracts Background Texas Education Code 51.9335 Senate Bill 20 TSUS Contract Management Handbook State of Texas Comptroller’s Procurement and Contract Management Guide No employee shall enter into discussion or participate directly or indirectly in a procurement in which the employee has a conflict of interest. Employees who breach an ethical standard of conduct will be subject to disciplinary action and may be subject to criminal prosecution for fraud. Fraud is a deliberate action intended to deceive another for personal gain. Potential conflict must be disclosed. Ethics in Procurement President’s Office Policy PRE-05 Provides review/approval path for various types of contracts/agreements Signature authority delegation President’s Delegation of Signature Authority Pre-Procurement Steps: IMPACT Major Projects Org Approval Funding IT Review Cherwell ticket Contract Process - Initial Steps Procurement Planning Determine appropriate Procurement Method Sole Source (if approved) Request for Proposal Invitation for Bid Existing Contract Contracts awarded by other Universities Co-Op Contracts DIR Contracts Contract Process - Initial Steps (continued) Step 1. Contract Negotiation Procurement begins negotiations with vendor. Contract Terms Finalized. Parties Dollar value and payment terms Duration (including potential extensions) Scope Required Texas clauses Contract Routing Process (1of 6) Step 2. Office of General Counsel Review Contracts over $50,000. Edited for form (required terms) and business decisions of concern. Standard Review Timeframe is 10 business days. Might take multiple rounds of negotiations between the vendor and OGC before agreeing to terms. OGC returns contract to Procurement Contract Routing Process (2 of 6) Step 3. Vendor Review of Edits Procurement returns edited contract to Vendor If Vendor provides subsequent edits, Procurement returns contract to OGC for additional review (Step 2). If Vendor has no further edits, Procurement "accepts" all changes, converts contract to PDF, and proceeds to Step 4. Contract Routing Process (3 of 6) Step 4. Vendor Signature Procurement sends final contract draft (PDF) to Vendor for signature Vendor returns contract to Procurement Procurement verifies that the signed contract contains all of the required edits per OGC's recommendations. Contract Routing Process (4 of 6) Step 5. Authorized University Signature(s) If the contract is a President- or VP-Level contract, Procurement routes contract to the appropriate signature authority. STOP If the contract is a Chancellor-Level contract, Procurement forwards the contract to OGC for routing