The following
describes the general process for contract execution. Attachment A.
describes the following process in a flowchart.
Standard
Contract Form
When a contract
that is not in a standard contract form, or this form has been modified,
is received in the Contracts Office the following steps are followed:
Otherwise the contract is executed, see Section 6. Execution of
Contract.
Contracts
Requiring Board Approval.
Make sure that the
contract does not require Board of Regents Approval. Reference the
following web-site for a summary of contracts requiring Board Approval:
http://www.utsystem.edu/bpm/contractsbor.htm If the contract does
not requires Board Approval the contract does not need to be submitted
to System Administration at UT System for review or approval, otherwise
follow the process for System Approvals Required After Legal Review.
Note: If the
contract requires approval by the Board, it may not be signed before
such approval is granted.
b). Verify if the
contract is a Special Procedure Contract, reference the following link
http://www.utsystem.edu/ogc/smallcontracts/specialcontract.cfm and
determine if the contract has ‘special processing procedures’. If the
contract falls in one of this categories, the contract needs to be
revised according to the General Procedure Checklist
http://www.utsystem.edu/ogc/smallcontracts/sccklist.html for small
contracts, and has to be forwarded to the Office of General Counsel,
regardless of the dollar amount.
Determine the
value of the contract.
If the estimated
value of the contract is $250,000 or less, the Contract Review Procedure
http://www.utsystem.edu/ogc/smallcontracts/contractreview.cfm may be
used without further review by the Office of General Counsel then
proceed with the System Approval requirements after legal review.
If the estimated
value of the contract is more than $250,000 then the General Procedure
Contract Checklist
http://www.utsystem.edu/ogc/smallcontracts/sccklist.html should be
used and forward it along with recommendations to OGC for further review
and approval ‘as to form’. This should be coordinated through the
Contracts Office at UTPA.
System Approvals
Required after Legal Review
If the contract
requires approval by the Board, the contract needs to be submitted
(through the Office of the President) to the System Administration
Office of Academic Affairs at UT System and either a) the approval ‘as
to form’ from OGC or b) the completed General Procedure Contract
Checklist and recommendations along with i) a memorandum from the
Contracts Office noting all the deviations, if any, from the checklist
recommendations and ii) listing the circumstances that justify execution
of the contract despite the deviations, for review and approval. After
this approval is obtained, then determine whether contract must be
docketed.
Determine
whether contract must be docketed.
If the contract
requires approval by the Board as per Section 2., then reference the
System Docket Manual when determining the proper docketing procedure
http://www.utsystem.edu/BUD/docket.htm, then proceed to execution
of contract.
If the contract
does not require docketing procedure then proceed to execution of
contract.
Execution of
contract.
The following items
will be forwarded by the contracts office to the President of UTPA or
the person to whom the President has delegated authority to sign
contracts
http://www.utsystem.edu/purchas/UTPANAM.pdf
§The contracts routing form.
§The contract.
§The approval ‘as to form’ from OGC if the contract
required OGC approval or the completed General Procedure Contract
Checklist and recommendations along with a memorandum noting all the
deviations, if any, and the circumstances that justify execution of the
contract despite the deviations.
Contract
numbering
Once the contract
has been executed, the Contracts Office will issue a number to each
executed contract as follows:
Contracts major
classifications:
C -
Construction contracts.
I -
Software License and Database Agreements
O - Service
Agreements
L -
Consultant Agreements
P -
Professional Services Agreements
UT - UT System
wide contracts
DIR - DIR
contracts
IC -
Interagency cooperation contracts
ND -
Non-disclosure Agreements
VM - Vending
Machine Agreements
SL - Space
Lease Agreements
Depending on the
Fiscal Year when the contract was executed, the numbering will be as
follows:
00-000X
– C – R322049
The first two
digits refer to the Fiscal Year: 03 for 2003, 04 for 2004 and so on. The
next four digits are a consecutive number that the Contracts Office will
assign when entering the information of each contract in a database
maintained by the same office.
The following
letter is a classification of the type of contract and the last number
will be the PO number associated to that contract, if any.
