u. t. system contracts administration training
DESCRIPTION
U. T. System Contracts Administration Training. March 9, 2005. UT Purchasing Council Website. Note: Most of the information and resources identified in this presentation are available through the UT Purchasing Council website: http://www.utsystem.edu/ogc/pc/homepage.htm. - PowerPoint PPT PresentationTRANSCRIPT
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U. T. SystemContracts Administration
Training
March 9, 2005
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UT Purchasing Council Website
Note: Most of the information and resources identified in this presentation are available through the UT Purchasing Council website:
http://www.utsystem.edu/ogc/pc/homepage.htm
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This Presentation Focuses On . . .
• Steps 2 – 5 of UT System Policy (UTS) 145, “Processing of Contracts”; and
• The “OGC Contract Review Procedures.”
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Review and Processing of Contracts
Regents’ Rules and Regulations, Rule 10501, Section 2 provides that all authority to execute and deliver contracts, agreements, and other documents is subject to the special instructions or guidelines issued by:
• the Chancellor,• an Executive Vice Chancellor, or• the Vice Chancellor and General Counsel.
http://www.utsystem.edu/bor/rules/10000Series/10501.pdf
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Types of Contracts
• Unmodified Standard Contracts
• Special Procedure Contracts
• General Procedure ContractsDefinition - A contract that is NOT a Special Procedure Contract or an unmodified Standard Contract is a General Procedure Contract.
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Standard Contracts
Definition – A contract form pre-approved for use in a specific type of transaction.
Examples Include:• Affiliation Agreements• Interagency Contracts• Trademark Licenses
http://www.utsystem.edu/ogc/contracts/standard.htm
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Unmodified Standard Contracts
If no substantive changes are made to a Standard Contract (you only “filled-in-the-blanks”), then OGC review is not necessary.
Examples: Changes in:• party names, • consideration amount, • effective date; or• contract term.
http://www.utsystem.edu/ogc/contract/standard.htm
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Non-Substantive Change to aStandard Contract
RELEASE AND INDEMNIFICATION AGREEMENT FOR ADULTS
Participant: Elmer Fudd
Description of Activity or Trip:
Wabbit Rabbit Hunting
I, the above named participant, am eighteen years of age or older . . . . .
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Substantive Change to aStandard Contract
RELEASE AND INDEMNIFICATION AGREEMENT FOR ADULTS
Participant: Wile E. Coyote
I hereby accept all risks to my health and of my injury or death, except for those caused by ACME Corporation products . . .
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Special Procedure Contracts
Definition: Contracts with complicated/complex issues that -
• must be sent to OGC for review regardless of the dollar value of that contract, or
• must be processed in accord- ance with a relevant UT System Policy (UTS), checklist, or guideline.
http://www.utsystem.edu/ogc/contracts/specialcontracts.htm
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Special Procedure Contracts
Examples include contracts for:• Software development • Space Leases• Construction • Consulting Services
http://www.utsystem.edu/ogc/contracts/specialcontracts.htm
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Use of General Procedure Contract Checklist
UT institutions must use the General Procedure Contract Checklist to review and revise a contract (regardless of the contract’s dollar value or whether OGC review is required) unless if the contract is:
(1) a Special Procedure Contract (which is processed in accordance with a specific UTS, checklist or guideline), or
(2) a Standard Contract with no substantive modifications.
http://www.utsystem.edu/ogc/contracts/sccklist.htm
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Issues Addressed by General Procedure Contract Checklist
• Purchasing• Form of
Agreement• Parties• Term• Consideration• Reps/Warranties• Insurance• Indemnities
• Remedies• Licenses:
Grant Scope
Modes of Access
Third Parties
Archival Rights
Beta Site
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Software and Database Licenses
Review these licenses using both the General Procedure Contract Checklist AND the separate Software and Database License Checklist.
http://www.utsystem.edu/ogc/IntellectualProperty/dbckfrm1.htm
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Software and Database Licenses
This is fairly straightforward - the General Procedure Contract Checklist will prompt you to access the Software and Database License Checklist. Additionally, the recommendations generated by both of the Checklists are coordinated.
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OGC Review is Required for:
• General Procedure Contracts with a dollar value > $100,000 This includes Standard Contracts that
have been substantively modified.
• Special Procedure Contracts, if required by the relevant UTS / checklist / guideline.
• Any contract that you request OGC to review.
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Before Submitting Contracts for OGC Review
• Review the Contract:
– General Procedure Contract Checklist (including the Software & Database License Checklist, if necessary)
– Special Procedure Contract: the relevant UTS, checklist, or guideline.
• Revise the Contract as required by such review.
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Submitting Contracts for OGC Review
Forward the following items to OGC:↣ A completed Contract Intake Form with “SERVICE” items identified;
↣ If contract reviewed using the General Procedure Contract Checklist, a copy of the Checklist responses/recommendations;
↣ If a Special Procedure Contract, documents created during the applicable review; and
↣ A copy of the revised contract.
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Contract Intake Form
A “CONTRACT INTAKE FORM” identifying all “SERVICE” items should accompany all contracts that are referred to OGC for review.
http://www.utsystem.edu/ogc/pc/Protected/Intake.doc
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Service
Send OGC complete copies (including exhibits and attachments) of all proposed documents, preferably in electronic format (Word) for ease in editing.
(See Section 3 of Contract Intake Form)
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Service
Enclose copies of all existing documents which are relevant to current transaction.
(See Sections 3, 4, 6, 7, and 9 of Contract Intake Form)
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Service
Recite all pertinent background information, including what you are seeking to accomplish and who has reviewed the business terms of the documents.
(See Sections 2 and 8 of Contract Intake Form)
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Service
Voice any specific questions, issues or risks that you have identified.
(See Sections 2, 3, 6, and 7 of Contract Intake Form)
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Service
Identify contact person(s) (name, phone/fax number, email and mailing addresses) from whom OGC can obtain additional information or answers to questions.
(See Section 8 of Contract Intake Form)
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Service
Confirm that you have complied with the requirements of applicable UT System Policy (UTS) and completed checklists or forms required by a UTS or otherwise.
(See Sections 5 and 9 of Contract Intake Form)
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Service
Estimate your time frames and deadlines.
In the interest of helping OGC serve all of our clients better, please give OGC sufficient time to review and respond.
(See Section 1 of Contract Intake Form)
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Prior to Signing Contract
If a contract requires approval by OGC, the contract may not be signed before an approval memo is obtained from OGC.
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Prior to Signing Contract
If the contract requires approval by the Board, the contract may not be signed before such approval is granted unless contract contains the following statement:
“This [Contract] is not effective until approved by the Board of Regents of The University of Texas System.”
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UT Purchasing Council Website Informational Materials
• “Required ADR: Do We Have To?” - explains the “dispute resolution” provisions in Chapter 2260, Gov. Code.
• “Required Contract Clauses Reference Materials” - explains other statutorily-required contract provisions
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UT Purchasing Council Website Informational Materials
• Training Presentations
• OGC Bulletins
• Legal Resource Manual for Purchasers and Contract Administrators
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UT Purchasing Council Website Resource Documents
• UTS145
• Contract Review Procedures
• General Procedure Contract Checklist