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SPECIAL APPROVALS - DEPARTMENTS NEED TO ALLOW TIME TO OBTAIN
The following special approvals must be obtained, via the Business Office Contracts Manager, prior to any advertising or solicitation, and/or contract signature:
1. Requests for attorney services, audit services, or financial and bond counsel services.
2. "Interstate" (with other state governments or political subdivisions) and "international" agreements (with foreign governmental organizations).
3. Agreements with Native American Tribes must be approved PRIOR to signature or submission to the tribe.
4. Department of Justice/Attorney General approval as to contracts at certain dollar thresholds (and the formal solicitation documents which result in those contracts). See the link under Policy entitled Contracts - Special House Bill 2321 Requirements for specifics.
DEPARTMENTAL RESPONSIBILITY AFTER EXECUTION OF A CONTRACT
Once a contract is signed, the administration of the contract falls to the department. It is the department's responsibility to ensure payments are made/received as required, that performance/goods meet the requirements of the contract, that any restrictions are not violated (especially as to software), that the department complies with the departmental requirements of the contract, and to advise the Business Office Contracts Manager if they are having problems with the contractor in carrying out the intent of the contract.
NEW NOTIFICATION PROCESS REGARDING CONTRACT TERMINATIONS
Numerous contracts negotiated contain language indicating that the contract is effective "until terminated," or "until terminated with XXXXX days written notification". In addition, many contracts are "open-ended," in that they do not have any actual ending date, but end when the contractually required process is completed. THEREFORE, EFFECTIVE IMMEDIATELY, on those contracts which were signed by the Business Office, and for which a specific end date is not set forth in the contract, notify the Business Office Contracts Manager as follows:
1. If you receive written termination notice from the contractor.
2. If you intend to terminate a contract (do so in writing, with a copy to the Business Office Contracts Manager).
3. If the contract has been fulfilled and no further service or performance is required.
Following review/signature of equipment rental/leasing agreements, the Business Office Contracts Manager will forward a copy to the UO Property Coordinator at Ext. 6-3163 to ensure the property is recorded on Banner records as required. The agreement will then be returned to the department.
DISCOUNTED VAN LINES MEMORANDUM
Synopsis of related links:
1. FAQs, Contracting. Some basic questions and answers as to contracting and formal solicitations (Invitation to Bid - ITB and Request for Proposal - RFP).
2. Forms, Contract Administration. Sample approved ITB and RFP forms and letters.
3. Policy, Contracting, Contracts - Special ORS 291.047 Requirements. Sets forth rules as to special Department of Justice approval at certain dollar thresholds or contract types.
4. Training. Information as to classes, training, and other informational options.
5. News. Keep up with notices as to the latest additions and revisions to policies, rules and procedures.
6. Procedures - Invitation to Bid (ITB) and Request for Proposal (RFP). Some basic questions and answers, and tips and comprehensive procedures as to ITB's and RFP's.
7. Procedures - Leases. General information as to the leasing of "real" property.
8. Procedures - Legal - General. Addresses special legal process procedures affecting faculty/staff.
9. Resources - Van Line Discounts. Sets forth the latest discounts and local agent contacts as to interstate van line moves.
For contract information, questions, preparation, or the preparation of any special waivers, releases, practicum agreements, or other contractual documents, contact the Business Office Contracts Manager at (541) 346-3149, or Email: EKOEHLER@UOREGON.EDU