Contract Administration
Texas A&M University-Kingsville is subject to TAMU System Policy and the laws of the State of Texas. It is the responsibility of Procurement to ensure the University is in compliance with the applicable TAMU System Policies. TAMU System Policy is approved by the Texas A&M University System Board of Regents, who answer to the State of Texas Legislators and the Governor. TAMU System Policy complements Texas Government Code.
Contract Management Handbook
The Texas A&M University System Office has created a Contract Management Handbook to establish consistent contracting policies and practice to be followed by all Members of the System. The purpose of the Contract Management Handbook (CMH) is to offer System Members’ contract managers recommendations on improving existing contract management processes and practices.
The Contract Request must be properly completed completed and submitted, approved by the department and then be processed by Contract Administration for review and approval. Do not sign the actual contract.
Prior to submitting the contract and Contract Request to Contract Administration, please review the following questions:
- Has the contract been reviewed by the department to ensure that the terms of the contract meet departmental approval?
- Are all items referred to in the contract (e.g. exhibits, attachments) included with the contract that is about to be submitted for review?
- Is the contact information for the Second party/Vendor included with the contract that is being submitted to the Department of Contract Administration?
If the purchase would be considered a non-delegated purchase, the contract must be attached to the Requisition to be reviewed by Procurement Services instead of using the Contract Request. Procurement Services will work with the vendor and Contract Administration to execute the contract. If a purchase will require a requisition (non-delegated), it must be processed as a Requisition through Procurement Services.
To help streamline several university business processes and help determine which process should be used for procurement of goods/services and payment of those bills, below are some helpful guidelines on whether a Contract Request or a Requisition should be used when submitting your purchase for approval.
- Submit a Requisition if the purchase exceeds $10,000 or if it is software (regardless of value).
- Submit a Requisition regardless of dollar value if the funds are to be encumbered.
- Submit a Contract Request and Requisition if the purchase is a service and/or has terms and conditions, and the funds will need to be encumbered.
- Submit a Contract Request for revenue generating or non-monetary agreements, service agreements not associated with a master agreement currently, or if a vendor requires terms and conditions to be signed by TAMUK.
To help expedite the payment process, we encourage the use of a Requisition whenever the university will be paying an outside vendor. Not only does this ensure proper routing and approval, but it reduces the opportunity to pay prompt pay interest if the invoice matches the Requisition.
Please plan for a contract as soon as a service is known to be required for an event, this avoids delay in payment.
Exceptions to Contract Administration Review
Facility Use Addendum
Agreements made by Texas A&M University departments for the reservation of hotel and/or conference facilities, procured in accordance with University Purchasing Procedures, should not be routed through the Department of Contract Administration, nor be reviewed by the Office of General Counsel, so long as the Texas A&M department and the facility sign the standard Facility Use Addendum, as provided by the Department of Contract Administration, in conjunction with the facility's standard agreement. In the event the facility objects to the use of the Facility Use Addendum, the facility's agreement should then be sent to the Department of Contract Administration for review.
Other Exceptions
The Vice President for Finance and Business Services or a designee may waive the requirement for a written contract.
Please select the appropriate form based on the situation:
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Life-Threatening Projects or Activities:
Use this form when an individual or organization will participate in a project or activity that involves a significant risk to life, such as physical danger, hazardous materials, or high-risk construction.
Hold Harmless Physical Form -
Small Business Visitors:
Use this form when local small businesses visit campus for routine, non-hazardous activities, such as delivering goods or providing services.
Hold Harmless Simple Form
Important:
All insurance verification must be confirmed with the TAMUK Risk Management Department to ensure the appropriate Certificate of Insurance (COI) is included based on the level of risk in the project. Visit their website for more information: TAMUK Risk Management Department.