THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON
ISSUED DATE: 07/25/02
LOGISTICS/ACQUISITION OPERATING PROCEDURES
REVISED DATE: 05/08/12
------------------------------------------------------------------------------------------------------------------------------------------------SECTION
2.0
PROCUREMENT
SUBJECT
2.32
BILATERAL AGREEMENTS
GENERAL INFORMATION
This procedure is issued to establish effective guidelines for processing and routing of Bilateral Agreement consistent with
applicable rules and regulations.
AUDIENCE
Applicable to all Procurement Staff and designated Satellite Buyers
DEFINITION
For the purpose of this procedure, Bilateral Agreements are defined as agreements that must be signed by an authorized
representative of each party to the agreement in order for the agreement to become effective (i.e., for UTMB, an agreement
that is effective upon being signed by the Contractor and UTMB)
GUIDELINES
1.
All Bilateral Agreements, regardless of the amount, shall be reviewed by the responsible Purchasing Supervisor to
determine its proper disposition (i.e., whether it should be executed within Purchasing or sent to Legal Affairs).
2.
If the Agreement will be sent to Legal Affairs, the responsible buyer shall:



2.
If the Agreement will be executed within Purchasing, the responsible buyer shall:


3.
Complete the “Contract Routing Approval Form For Chief Purchasing Agent or Purchasing Manager Signature”
(ref. Attachment B)
Submit the Agreement, “Contract Checklist” and the “Contract Routing Approval Form” to the Purchasing
Supervisor for review and approval
Upon approval from the Purchasing Supervisor, the responsible buyer shall:



4.
Review the Agreement against UT System Office of General Counsel’s “Contract Checklist” (available
athttp://www.utsystem.edu/ogc/checklists/sccklist.htm)).
Complete the “Contract Checklist and “Contract Routing Approval Form” (ref. Attachment A)
Submit the Agreement, “Contract Checklist” and the “Contract Routing Approval Form” to the Purchasing
Supervisor for review and approval
Make a copy of each document and place in the procurement file
If the Agreement will be sent to Legal Affairs; Forward an “original” or electronic version of each document to
Legal Affairs for processing
If the Agreement will be executed within Purchasing; forward an “original” of each document to the Purchasing
Manager for review and approval.
Upon receipt of a fully executed copy of the Bilateral Agreement, the responsible buyer shall create and enter the
Agreement into the automated Contract Management System, in accordance with Logistics/Acquisition Procedure
3.40 (New Contract Set-Up Process).
EXCEPTIONS
1
There will be no exceptions unless by formal addendum to this procedure or other formal written exception by the Chief
Purchasing Agent.
REFERENCES
UT System Policy UTS145 (Processing of Contracts)
UT System Office of General Counsel’s “Contract Checklist”
Logistics/Acquisition Procedure 2.33 (Procurement Review Process)
Logistics/Acquisition Procedure 3.40 (New Contract Set-Up Process)
2.36
Bilateral Agreements
Approved: Jeffery Bonnardel, C.P.M.
Chief Purchasing Agent
Attachments:
A – Contract Routing Approval Form
B – Contract Routing Approval Form For Chief Purchasing Agent Signature
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ATTACHMENT A
CONTRACT ROUTING APPROVAL FORM
Contract Information
Legal File No.: _____________________
Req./Contract No.: __________________________________
Contractor: ____________________________________________________________________________
Description of Product/Services: ___________________________________________________________
______________________________________________________________________________________
Amount: $_______________________
Contract Term: _________________________________________________________________________
Requesting Department: __________________________________________________________________
Department Contact: _____________________________________ Phone No.: ______________________
Acquisition Review
Contract meets all “Best Value” Procurement Requirements: Yes _____;
No ______
If no, please explain: _____________________________________________________________________
DIR Approval Required: Yes _____;
No ______
Proceed with Contract Preparation: Yes _____;
If Yes, has DIR Approved: Yes _____;
No ______
No ______
Comments: ____________________________________________________________________________
Reviewed By: ________________________________________ Phone: ___________________________
Legal Review
Contract meets all Statutory Requirements: Yes _____;
No ______
If no, please explain: _____________________________________________________________________
OGC Approval Obtained: Yes _____;
No ______
Comments: ____________________________________________________________________________
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