Office Of Purchasing and Contracts

1. Office Of Purchasing and Contracts Procurement Outreach Training Level II - Module C Specialized Agreements

2. Types of Agreements • Vendor Contract • Memorandum of Understanding • Revocable Permit • Real Property Leases • Clinical Affiliations Boiler Plate Agreements are available on the Purchasing web site: http://www.albany.edu/purchasing/contracts.html

3. Revenue Who Are the parties to the contract? What Is the purpose of the contract? When Are the conditions expected to be met? Where Will the work take place? Why Is the University engaged with this vendor? How much Does the University expect to receive as a result of the contract and how will it be paid to the University? Expenditure Who Are the parties to the contract? What Is the purpose of the contract? When Are the conditions expected to be met? Where Will the work take place? Why Is the University engaged with this vendor? How much Does the University expect to pay as a result of the contract and how will it be paid to the Vendor? The Vendor Contract

4. Memorandum Of Understanding • Service contracts between two State agencies are usually defined and agreed to in a Memorandum of Understanding (MOU). The MOU sets forth many of the same elements as a contract (for example, services to be provided, payments to be rendered, performance timetables, etc.). MOU’s can only be entered into between two State agencies. The most notable difference is the exchange of compensation which is handled by a journal transfer. • Who are the parties? • Two New York State agencies • What are the terms? • Can be for any period • Can be for any dollar value • Who can authorize? • Department Head and • University Controller and • Partner Agency.

5. Revocable Permit • The State University has a policy for the use of University-controlled facilities by non-commercial organizations whose use is consistent with University purposes and is not in conflict with normal operations of the campus. Please contact the supervisor of the particular area in order to obtain specific instructions. • The procedure requires that the University issue a Revocable Permit authorizing the organization to use University facilities in accordance with campus policies and procedures. Use of facilities in excess of 30 days will require additional SUNY approvals. If the estimated value of the permitted use exceeds $10,000 it will require prior approval of the New York State Attorney General and Office of the State Comptroller. • In order to receive a revocable permit a user will be required to indemnify the University, SUNY and the State of NY with a certificate evidencing insurance coverage. There may also be a fee for the use of the facility. The Facilities Use procedures are identified as SUNY item 008 and can be viewed in its entirety at the following link: http://www.albany.edu/purchasing/state_funded/contracts_sf.html#Facility_Use

6. Real Property Lease • The University leases real property in multiple locations for various uses. For state funded transactions within Albany County, legislation requires that the Office of General Services act as the broker-of-record. For all other leases, including research funded transactions, the campus provides professional support. The process is similar to any other procurement; transaction threshold guidelines apply, as well as the requisitioning process, contract review, authorized signatures, insurance coverage and formal contract approval.

7. Clinical Affiliation • When a curriculum requires field internships as a part of the credits earned within an academic program, the University enters into a Clinical Affiliation with an appropriate agency. These agreements are between SUNY and the agency, and outline expectations of each party. A boilerplate agreement is available upon request. • Once the Clinical Affiliation Agreement is fully executed, the Office of Purchasing & Contracts obtains an insurance certificate for liability coverage from SUNY and the student can begin the internship.

8. In closing…. There are many levels of procurement, with unique requirements and regulations. Thank you for taking time to review this information. Additional training presentations can be found at our website at www.albany.edu/purchasing