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UT System Administration’s Contracting Process March 9, 2005 Jenny Murphy, Accounting & Purchasing Services Collaborative Effort – You are not in this alone A flowchart of the process can be found at APS’ web site Contacts OGC Dana Hollingsworth x4475 Scott Patterson x4528 APS

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ut system administration s contracting process

UT System Administration’sContracting Process

March 9, 2005

Jenny Murphy, Accounting & Purchasing Services

collaborative effort you are not in this alone
Collaborative Effort – You are not in this alone

A flowchart of the process can be found at APS’ web site

contacts
Contacts
  • OGC
    • Dana Hollingsworth x4475
    • Scott Patterson x4528
  • APS
    • Jenny Murphy x4366
    • Kyle Hayes x3745
  • HUB– Lynda Dyess x4724
  • Business Affairs– Loretta Loyd x4560
delegation of signature authority for contracts
Delegation of Signature Authority for Contracts
  • Delegation of Signature Authority
    • Very few employee’s can sign contracts. If you have signature authority on your accounts this does not mean you can sign contracts.
  • EVC for Business Affairs signs the majority of contracts at System Administration
    • FY 2004 – 244 contracts
    • FY 2005 – 172 contracts (so far)
  • Signers rely on the contract process that is in place to provide them assurance that they can sign.
key s that you will be asked
Key ?s that you will be asked
  • What is a brief description of the goods or services that you are trying to purchase?
  • What is the estimated dollar amount of the goods or services?
  • When are the goods or services needed?
  • What type of funds will be spent? Appropriated? Institutional? Grant?
contract administrator s responsibilities
Contract Administrator’s Responsibilities
  • Spearheading your project through the process,
  • Developing a clear statement of deliverables or scope of work,
  • Evaluating RFP responses and selecting the vendor
  • Negotiating, if needed,
  • Monitoring the vendors progress/performance to ensure compliance with the contract terms,
  • Reviewing and approving invoices, and monitoring to ensure UT does not pay more than the contract terms, and
  • Managing the contractor.
departments with sophisticated contracting processes
Departments with Sophisticated Contracting Processes
  • Employee Group Insurance
  • Office of General Counsel
  • Office of Facilities Planning and Construction
  • Office of Risk Management
  • Travel Services
experts are among us
Writing Scope of Work

Jeff Kauffmann, OSS

Mike Murphy, OFPC

Clair Goldsmith, OTIS

Marg Knox, OTIS

Miguel Soldi, OTIS

Jim Sarver, EGI

Laura Chambers, EGI

Jackie Ploch, ORM

Art Martinez, BOR

Dawn Jones, IPSI

Marta Hubbard, UT Telecampus

Evaluating RFP Responses

Jeff Kauffmann, OSS

Stan Scott, OFPC

Cindy Hammond, OHR

Jackie Ploch, ORM

Jim Sarver, EGI

Laura Chambers, EGI

Experts are Among Us
experts are among us con t
Negotiating

Clair Goldsmith, OTIS

Marg Knox, OTIS

Nancy Sutherland, Travel Services

Jeff Kauffmann, OSS

Dan Stewart, Employee Services

Jim Sarver, EGI

Stan Scott, OFPC

Monitoring the terms of the Contract

Jeff Kauffmann, OSS

Stan Scott, OFPC

Richard Blount, OFPC

Gary Barnard, OFPC

Nancy Sutherland, Travel Services

Bob Westmoreland, EGI

Art Martinez, BOR

Jackie Ploch, ORM

Winona Schroeder, AA

Experts are Among Us (con’t)
experts are among us con t10
Experts are Among Us (con’t)
  • Managing the Contractor
    • Jeff Kauffmann, OSS
    • Nancy Sutherland, Travel Services
    • Richard Blount, OFPC
    • Gary Barnard, OFPC
    • Laura Chambers, EGI
    • Bob Westmoreland, EGI
tools and advice
Tools and Advice
  • Read the Business Affairs’ Contract Checklist before you do anything.
  • Legal contract templates and training topics are available to you at www.utsystem.edu/purchas (no “e”)
  • Do not underestimate the amount of time it takes to plan, create, and execute a contract.
  • Call upon the contacts in this presentation for help; contracting requires a variety of skills.
slide12

Thank you for taking the time to learn more about the contracting process at System Administration!Please contact me if you have questionsJenny Murphy, APSjennifer.murphy@utsystem.edux4366