UT System Administration’s
Contracting Process
March 9, 2005
Jenny Murphy, Accounting & Purchasing Services
Collaborative Effort –
You are not in this alone
Office
of
Business Affairs
Office
of
General Counsel
Vendors
Department Employee
“Contract Administrator”
Accounting &
Purchasing
Services
Office
of
HUB Development
A flowchart of the process can be found at APS’ web site
Contacts
OGC
– Dana Hollingsworth x4475
– Scott Patterson x4528
APS
– Jenny Murphy x4366
– Kyle Hayes x3745
HUB – Lynda Dyess x4724
Business Affairs – Loretta Loyd x4560
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.
Key ?s
that you will be asked
1. What is a brief description of the goods
or services that you are trying to
purchase?
2. What is the estimated dollar amount of
the goods or services?
3. When are the goods or services needed?
4. What type of funds will be spent?
Appropriated? Institutional? Grant?
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.
Departments with
Sophisticated Contracting Processes
Employee Group Insurance
Office of General Counsel
Office of Facilities Planning and
Construction
Office of Risk Management
Travel Services
Experts are Among Us
Writing Scope of Work
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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
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Jeff Kauffmann, OSS
Stan Scott, OFPC
Cindy Hammond, OHR
Jackie Ploch, ORM
Jim Sarver, EGI
Laura Chambers, EGI
Experts are Among Us
(con’t)
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
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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)
Managing the Contractor
– Jeff Kauffmann, OSS
– Nancy Sutherland, Travel Services
– Richard Blount, OFPC
– Gary Barnard, OFPC
– Laura Chambers, EGI
– Bob Westmoreland, EGI
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.
Thank you for taking the time to
learn more about the contracting
process at System Administration!
Please contact me if you have questions
Jenny Murphy, APS
jennifer.murphy@utsystem.edu
x4366