Contract Administration

Purpose: This document sets forth requirements applicable to all contractual instruments for services.

References: MAPP 04.04.01A, SAM 03.A.05, Office of Contract Administration, Sponsored Project Contractual Agreements

This policy and procedures applies to contract agreements between the University of Houston and outside entities or individuals for professional services and consulting. A contract is considered as such if two or more parties agree in writing to exchange goods, money or services with one another, regardless of what the document calls itself and is subject to the the requirements set forth. Such contracts are generated in the department.

I. Types of Contracts and Processing Procedures

When a department is made aware of a need for services and a contractor is chosen, the department will prepare the contract documents for submission to the College. A contract packet includes the following:

1. NSM Contract Audit Checklist
2. Contract Coversheet
3. Recommendation for Award
4. Contract Agreement (standard or non-standard agreement form)
5. Purchase Requisition (not required for revenue contracts)
6. Any other required contract documents (i.e. justification for sole source, Foreign National Information Addendum, Standard Contract Addendum, etc.)

For the most up to date contract documents and attachments, please refer to the website for the Office of Contract Administration and Division of Research:

• OCA Contract Documents
• DOR Contract Agreement Form
• Once a contract packet has been prepared, the department will submit it to the College electronically via the NSM Ticket System. The College will review and send back for corrections if needed. Otherwise, it will be processed as follows:

1. Standard Contracts under 25k - fully executed by NSM

CBA will sign all documents except for the contract agreement and return to the department for vendor signature

once it is signed by the vendor, the CBA will sign the contract agreement and send executed copy to the department

the department will forward an executed copy of the agreement to the vendor and attach the backup documentation to the requisition

Procurement and Contracting Process Flowchart

To help ensure that contracts are timely signed and executed, the DBA will prepare and submit contract documents within the indicated timeframe.

II. Contract Amendments

Once a contract has been fully executed by both parties, the only way a department should change the terms in the contract is by a written amendment which must be submitted to OCA for approval before signature. The following applies to contract amendments:

• Can only be prepared if the original contract has not expired.
• The original contract and any previous amendments must be attached.
• One contract coversheet must be submitted and should include:
  • Amount must include the total contract amount (i.e. the amount of the original plus all amendments)
  • Start date and end date should reflect new contract period (i.e. original start date - new end date)
• Must be executed before payment related to the amendment is made.
• Must be executed by the same signatories as the original contract unless higher signature authority is required or personnel changes have occurred.
• Amendments to amounts should be analyzed to ensure the resulting contract still has the proper forms and required approvals as the original contract. Otherwise, more forms or certifications may be necessary.
• If the cumulative total reaches $25,000, the amendment and contract must be sent to Contracts Administration for processing.
• If the scope of work changes, a new contract should be prepared.

III. Encumbering and Paying Contracts

All contracts administered by the College should be encumbered in PeopleSoft by the department according to the procurement and contracting steps set forth by the Finance division.

Procurement and Contracting Review

Purchase requisitions should reference the Contract K# in the comments. The date executed

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