Administration and
Management of Major UPPS
No. 03.04.08
Contracts for Goods or Services Issue No. 1
Review: June 1 E6Y
01. POLICY STATEMENTS
01.01 This UPPS outlines the basic requirements for contract
administration and management for major contracts, purchases or agreements
(contracts) for the purchase of goods or services by Texas State.
01.02 Each Texas State department charged with major
contract oversight shall develop and document internal processes and procedures
for contract administration and management. Non-major contracts for the
purchase of goods or services may require certain contract administration and
management activities if it is determined in Texas State’s best interests.
01.03 When a department is charged with oversight of
a major contract, a department contract administrator (DCA) is identified by
the department head and charged with the responsibility to conduct or
coordinate any required contract administration and management activities.
01.04 The amount, degree or level of effort required
for contract administration and management activities is based on the value,
nature, scope, complexity and risk of non-performance to Texas State.
01.05 The director of Contract Compliance shall make
available and update, as necessary, a contract administration and management
guide for DCA’s use.
01.06 The Office of Contract Compliance may conduct
compliance reviews, or the Office of Audits and Analysis may conduct audits, to
document that Texas State complies with this policy.
01.07 This UPPS does not apply to contracts,
purchases or agreements:
a. Involving the
planning, design, renovation, or contraction of buildings and other physical
facilities (refer to the Texas State University System Rules and Regulations,
Chapter III, Section 1, Paragraphs 1.5 through 1.8);
b. With private or
governmental agencies, entities, or foundations expending funds for grants in which
the donor or agency stipulates the proposed purpose of the expended funds (see UPPS No.
02.02.02, Sponsored Programs – Post Award);
c. Involving
alliances under which university employees or students, as representatives of
the university, are providing services (see UPPS No.
03.04.02, Authority to Commit the University); or
d. For lease of real
property by Texas State (see UPPS No.
08.04.01, Real Property Acquisitions).
02. DEFINITIONS
02.01 “Major contract” is a contract, purchase order
or agreement for the purchase of goods or services in which the total estimated
value for the term of the contract, without renewal options, is expected to
exceed $100,000 and the contract term exceeds one year.
02.02 “Department Contract Administrator (DCA)” is
the individual charged by the responsible Texas State department to oversee the
necessary contract administration and management activities.
03. DEPARTMENT CONTRACT ADMINISTRATOR RESPONSIBILITES
03.01 The DCA’s responsibilities include:
a. Assuring
compliance to all contract requirements and notifying the appropriate offices
of any actual or potential instances of non-compliance;
b. Verifying invoices
submitted are correct and obtaining the necessary approvals to process payment
in a timely fashion;
c. Documenting,
distributing and maintaining information regarding the contract and
contractor’s performance;
d. Attempting to
informally resolve any issues or disputes regarding the contract;
e. Escalating any
unresolved contract issues or disputes in a timely fashion in accordance with
the terms and conditions of the contract; and
f. Coordinating and
monitoring any necessary activities to close out a contract that is determined
complete, terminated or expired, and notifying the appropriate Texas State
parties.
03.02 The DCA is identified in writing to the
contractor by Texas State as the primary point-of-contact for formal
communications and notices regarding the contract. An alternate Texas State
point-of-contact should be identified to act on behalf of Texas State in the
DCA’s absence.
04. REVIEWERS
OF THIS UPPS
04.01 Reviewers of this UPPS include the following:
Position Date
Associate Vice President, Financial June 1 E6Y
Services
Director, Contract Compliance June 1 E6Y
05. CERTIFICATION STATEMENT
This UPPS has been approved by the following individuals in
their official capacities and represents Texas State policy and procedure from
the date of this document until superseded.
Associate Vice
President for Financial Services; senior reviewer of this UPPS
Vice President
for Finance and Support Services
President