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Welcome to the Contract Department

Welcome to the Contract Department. Bruce Payne, Director of Contract Lorie Messer, Contract Manager. Responsibility of Contract Department. Review contracts for terms and conditions Negotiate with vendor to ensure TAMUCC terms and conditions are met

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Welcome to the Contract Department

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  1. Welcome to the Contract Department Bruce Payne, Director of Contract Lorie Messer, Contract Manager

  2. Responsibility of Contract Department • Review contracts for terms and conditions • Negotiate with vendor to ensure TAMUCC terms and conditions are met • Assist department in legal obligations to university commitments • Create boiler plate contracts and agreements

  3. Responsibilities (continued) • Ensure compliance with TAMU System Regulations • Coordinate contract execution by both TAMUCC and vendor

  4. Types of Contracts Processed Through Our Department • Contracts associated with Purchase Orders Example: Software License Agreement • Contract for Services Examples: Bookstore and Food Services • Contracts with other state and federal agencies • Leases Note: Office of Research & Graduate Studies process, review, and signs all contracts associated with sponsored projects related to research

  5. Who Has Signature Authority To Sign Contracts? • President Dr. Flavius Killebrew • Provost Dr. Chris Markwood • EVPF&A Kathryn Funk-Baxter • AVP for Research Dr. Luis Cifuentes • Director of Contracts Bruce Payne • Contract Manager Lorie Messer

  6. Exceptions to Signature Authority • Using TAMUCC Contract Agreement Form • Department head or designee can approve and sign TAMUCC Agreement up to $5,000 Examples: Guest Lecturers and one day events

  7. How Is Signature Authority Established? • President’s Delegation of Authority for Contract Administration • Authorized signature is determined by type of contract and dollar amount

  8. How Is Signature Authority Established?(continued) • All contracts must be in compliance with TAMUS Policy 25.07 “Contract Administration and Regulation 25.07.01 “Contract Administration and Delegation”

  9. What is a Department’s Responsibility? • Read contract to ensure terms and conditions meet department’s approval • Encumber funds in FAMIS for goods and services • Non-purchase order contract form must be submitted if there is no charge • Determine department contract administrator

  10. What Happens If You Sign a Contract • Contract will be null and void • There will be an audit finding • You could be held personally liable

  11. Facts About Contracts • Contracts over $50,000 must be sent to TAMUS Office of General Counsel for review • Contracts must be submitted to the Contract’s Office for review prior to the President, Provost and EVPFA’s signatures. • Depending on the time of the year and complexity of a contract, processing time could range from 7 to 30 days

  12. Thank you

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