UT System Administration’s Contracting Process

1. UT System Administration’sContracting Process March 9, 2005 Jenny Murphy, Accounting & Purchasing Services

2. Collaborative Effort – You are not in this alone A flowchart of the process can be found at APS’ web site

3. Contacts • OGC • Dana Hollingsworth x4475 • Scott Patterson x4528 • APS • Jenny Murphy x4366 • Kyle Hayes x3745 • HUB– Lynda Dyess x4724 • Business Affairs– Loretta Loyd x4560

4. 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.

5. 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?

6. 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.

7. Departments with Sophisticated Contracting Processes • Employee Group Insurance • Office of General Counsel • Office of Facilities Planning and Construction • Office of Risk Management • Travel Services

8. 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

9. 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)

10. 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

11. 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.

12. 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