Texas A

1
Texas AM University-CommerceServices Agreement
Purchasing Contract Administration

• www.tamu-commerce.edu/purchasing/contractAdmin.htm
  l

2
Texas AM University-CommerceServices Agreement

• What is a Contract?
• Contracts are agreements which create an
  obligation to do or not to do a particular thing.
• Contracts may have other names Service
  Agreement, Memorandum of Understanding, or
  Statement of Intent.

3
Texas AM University-CommerceServices Agreement

• All Service Contracts are to be routed to the
  Contract Administration Office prior to execution
  of the contract.
• The State of Texas requires the review and
  approval of contractual service by the Contract
  Administrator when the service exceeds 50.00.

4
Texas AM University-CommerceServices Agreement

• The Contract Administrator will review the
  contract for compliance to State of Texas
  statutes and AM System policies.
• If issues are found, the contract will be
  returned to rectify any issues with the contract.

5
Texas AM University-CommerceServices Agreement

• If no issues are found, the contract will be
  executed and forwarded to the university Accounts
  Payable or Payroll.
• The Contract Administrator is the only person
  delegated to sign contracts for services for the
  university.

6
Texas AM University-CommerceServices Agreement

• All required information must be completed
  correctly on this form to ensure processing in a
  timely manner.

7
Texas AM University-CommerceServices Agreement

• Submit two (2) copies of the Contract (1 original
  and 1 Xeroxed copies) to Purchasing Contract
  Administration Department.

8
Texas AM University-CommerceServices Agreement

• After the completed contract has been approved by
  all required signatories, the contract will be
  processed - the original will remain in the
  Purchasing Contract Administration Office.

9
Texas AM University-CommerceServices Agreement

• Contract ___________________

• The contract number will be assign by the
• Contract Administration Office.
• The Contract Number
• will begin with a S
• followed by the Fiscal Year
• and sequence number

10
Texas AM University-CommerceServices Agreement
(Page 1 of 3)
S800195
Contract ___________________
Texas AM University-Commerce (University), a
member of the Texas AM University System, an
agency of the State of Texas, and _

_ with the principal
(Contractors Name) place of business located
at
_
(Contractors Complete Address)
desires
to enter into an Agreement this date whereby the
Contractor agrees to perform the services as
defined below.
Association of Campus Administrators, Inc.
123 Street, Any Town, TX. 75429
11
Texas AM University-CommerceServices Agreement
(Page 1 of 3)

• Statement of Services to be performed for the
  University
• (Provide detail Information Purpose/Scope
  of Agreement and any additional information such
  as Fee Schedule.)

12
Texas AM University-CommerceServices Agreement
(Page 1 of 3)

• Statement of Services to be performed for the
  University
• To obtain the services of ACAI for management
  consultations to improve the administration,
  management and operation of the department. ACAI
  will review of the Contract Administration
  Department and generate a report that will cover
  the team's findings and recommendations. The
  agency agrees to pay in two installments
  5000.00 deposit and 5,000.00 upon delivery of
  final report.

13
Texas AM University-CommerceServices Agreement
(Page 1 of 3)

• Term of Agreement
• Anticipated Contract Award Date
  
• Anticipated Contract Completion Date
  
• Agreement Amount
  .

As Soon As Possible
Until Funds Run Out
9,000.00 plus expenses
14
Texas AM University-CommerceServices Agreement
(Page 1 of 3)
Term of Agreement Anticipated Contract
Award Date
Anticipated Contract Completion Date
Agreement Amount
.
09/1/2007
12/31/2007
10,000.00
15
Texas AM University-CommerceServices
Agreement(Continued Page 2 of 3)

• Written Notices
• Any written notice required by this Agreement
  shall be mailed first class to the address below
• University Contractor
• Texas AM University-Commerce
  __________________________________P.O. Box 3011
• Commerce, TX 75429 ______________________________
  _____
• ___________________________________
• Attention Bert A. White, Director Attention
  _________________________
• Fax Number 903.886.5039 Fax Number
  ______________________

Association of Campus Administrators, Inc.
123 Street
Any Town, TX. 75429
Jane Smith, Contract Specialist
903-886-1234
16
Texas AM University-CommerceServices
Agreement(Continued Page 3 of 3)
Association of Campus Administrators, Inc.

• Approved
• University Contractor _______________________
• Texas AM University-Commerce ____________________
  _____________
• Name (please print/type)
• Bert A. White
  _________________________________
• Name Title (please print/type)
• Director of Purchasing and ______________________
  ___________
• Contract Administration Payee SSN/EIN
• ____________________________ _____________________
  ____________
• Signature/Date Signature/Date
• _________________________________
• Phone Number 903-886-5039 Phone Number

John Jones
Vice-President
75-0000001
Original Signature Required
Original Signature Required
903-886-1233
17
Texas AM University-CommerceServices Agreement

• Contractors who use their own contracts must
  attach the
• Texas AM University-Commerce Dispute Resolution
  
• HB 826 Contract Language

18
Texas AM University-CommerceServices Agreement
Dispute Resolution and Claims Reviewed The
dispute resolution process provided for in
Chapter 2260 of the Government Code shall be
used, as further described herein, by Owner and
Contractor to attempt to resolve any claim for
breach of contract made by the University ACCEPT
ED AND AGREED TO By ____________________________
__________ (Contractors Name)
_______________________________________
(Print Name Title) ________________________
_______________ ___________ (Signature)
(Date)
19
Texas AM University-CommerceAll Services
AgreementsRouting and Approval Cover Sheet

• Submit ONLY one (1) original Routing Approval
  Cover Sheet
• (with original signatures)

20
Texas AM University-CommerceAll Services
AgreementsRouting and Approval Cover Sheet
242160
20300
7007

• Account Number _________ - ________ - _______
• S/L S/A User Ref.
• __________________________________________
• Services to be Performed

Consultants.
21
Texas AM University-CommerceAll Services
AgreementsRouting and Approval Cover Sheet

• Original Signature Required
  
  .
• Account Manager Date
• Original Signature Required
  
  .
• Department Head/Dean Date
• Original Signature Required
  
  .
• Foundation/Grant Officer Date
• Original Signature Required
  
  .
• Director, Purchasing Contract
  Administration Date

22
Texas AM University-CommerceServices Agreements
1. Routing and Approval Cover Sheet (One
Original)
2. Service Agreement (Original and Copy)
3. Additional Attachments
4. Invoice or Payment Request
23
Texas AM University-CommerceAll Services
AgreementsRouting and Approval Cover Sheet
CHANGE ORDER

• Original Contract Number
  ________________
• Original Account ______ - ______ - _____
  Original Total _______
• S/L S/A User Ref.
• CHANGE TO
• New Account ______ - ______ - _____ New
  Total _______
• S/L S/A User Ref.
• __________________________________________________
  _______
• Enter the Amount of the Increase or Decrease and
  the Reason for the Change.

24
Contract Requirements

• Contract Administration Contacts
• Bert A. White, Director of Purchasing Contract
  Administration 903-886-5059
• Bert_White_at_tamu-commerce.edu
• Cheri Cooper, Administrative Assistant II
• 903-468-3002
• Cheri_Cooper_at_tamu-commerce.edu

http//www.tamu-commerce.edu/purchasing/contractAd
min.html
25
Special Activities Services Agreement/Payment
Request Authorization

• Purchasing Contract Administration is the only
  one who can authorize a Department to use this
  form.
• After Mandatory Training and the Authorization
  Form has been approved signed by all parties
  listed, the Department can start utilizing the
  Special Activities Services Agreement/Payment
  Request.