THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON
ISSUED DATE: 09/17/00
LOGISTICS/ACQUISITION OPERATING PROCEDURES
REVISED DATE: 01/04/10
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CONTRACT ADMINISTRATION
SUBJECT
3.30
CONTRACT SECURITY DOCUMENTS
GENERAL INFORMATION
This procedure is issued to ensure the safekeeping of bid bonds, payment bonds, performance bonds, insurance certificates,
certified checks, letters of credit, and any document presented as a part of any Agreement, Contract, Purchase Order, and/or
Bid.
AUDIENCE
Applicable to all Procurement Staff and designated Satellite Buyers
REQUIREMENT FOR DOCUMENTS
1.
These security documents are those required by each individual Agreement/Contract or Purchase Order to ensure
UTMB and/or any subcontractor is protected from financial loss.
GUIDELINES
1.
Agreements/Contracts
Upon receipt of any of the required documents, the Buyer will scan the Documents as a PDF and attach them to the
Contract File in Omnicom; noting any expiration dates that need to be monitored.
2.
Purchase Orders
Upon receipt of any of the required documents, the Buyer will scan the Documents as a PDF and attach them to the
Purchase Order File in PeopleSoft.
3.
4.
Bid Bonds
A.
The Buyer will scan all the Bid Bonds received for in response to a ITB/RFB/RFP into a separate PDF for
each bidder and e-mail them (in one e-mail) to the designated Logistics/Acquisition’s Administrative
Support staff member. The subject line of the e-mail shall include the words “Bid Bonds” and then the
ITB/RFB/RFP number and title of the project.
B.
The designated Logistics/Acquisition’s Administrative Support staff member shall then move the e-mail to
the designated folder on the Logistics server.
C.
Within five (5) business days after the ITB/RFB/RFP is awarded, the bid bonds shall be returned to the
Vendors. The Buyer shall e-mail the designated Logistics/Acquisition’s Administrative Support staff
member, again including the words “Bid Bonds” and then the ITB/RFB/RFP number and title of the project
in the subject line.
D.
The designated Logistics/Acquisition’s Administrative Support staff member shall then e-mail each bid
bond back to the bidder. If a bidder does not have e-mail, the bid bond shall be printed and sent by postal
mail. Once the bid bonds have been returned, the e-mail shall be deleted from the designated folder on the
Logistics server.
Any security documents that will be executed or have action taken against them should be pre-approved by the
Chief Purchasing Agent. The security document shall be printed out and submitted to Legal Services for processing.
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EXCEPTIONS
There will be no exceptions unless by formal addendum to this procedure or other formal written exception by the Chief
Purchasing Agent.
3.30
Contract Security Documents
Approved: Jeffery Bonnardel, C.P.M.
Chief Purchasing Agent
Attachments:
A – Security File Data Label
B – Security Document Transmittal Form
C – Insurance Expiration Notification Letter
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