CONTRACTS

DEPARTMENT OF CONTRACT ADMINISTRATION

• Our Mission The Department of Contract Administration is responsible for

creating and maintaining a well-defined administrative control environment that assures management exercises its fiduciary responsibilities when executing and administering contracts on behalf of Texas A&M University.

• Contracts at Texas A&M University What is a contract? When is a contract required? Texas A&M Contract Rules/Policies

o http://policies.tamus.edu/25-07.pdfo http://rules-saps.tamu.edu/PDFs/25.07.01.M1.pdf

CONTRACT TOOLS

• Contract Administration website http://contracts.tamu.edu

• Resources Contract Submission Checklist Contract Transmittal Form Delegation of Authority

o http://rules-saps.tamu.edu/PDFs/25.07.01.M1.01.pdf

CONTRACT SUBMISSIONCONTRACT CHECKLIST CONTRACT TRANSMITTAL FORM

• Standard Contracts Contract Templates Common Misconception

• Contract Listing http://contracts.tamu.edu/resources/contract-listing/

OTHER RESOURCES

Service vs. ResearchSponsored Research Services and Vice President for Research Office

SRS: any sponsored research contracts VPR: industry and non-sponsored research contracts

Helpful HintsDATA USE AGREEMENT

This Data Use Agreement ("Agreement") is between The University of Texas Southwestern Medical Center ("UTSouthwestern"), an institution of The University of Texas System ("System"), and by Texas A&M UniversitySystem ("Recipient"), on behalf of their investigator, Dr. John Smith ("Investigator").

THE UNIVERSITY OF TEXASSOUTHWESTERN MEDICAL CENTER APPENDIX 1Office for Technology Development Data Includes:By: __________________________________ Limited Dataset files collected by UT Southwestern under

Jane Doe IRB protocol STU 102123-035.Director, Sponsored Research

SRS Contact: VPR Contact:

Crissy Stratta https://srs.tamu.edu/ Katherine Kissmanncstratta@tamu.edu https://vpr.tamu.edu/ kkissmann@tamu.edu979.458.8452 979.458.8176

CLICK-THROUGH CONTRACTS

HIDDEN TERMS & CONDITIONS

ORDER FORM EXAMPLE:

By signing this Order Form, you expressly acknowledge and agree on behalf of yourself and the entitynamed above (“Customer”) that this Order Form for a subscription to the ABC Company standard service(“Subscription”) is subject to, and is hereby incorporated into the ABC Company Standard Terms of Servicelocated at https://www.abc.co/agreements/standard (“Terms of Service”) as of the date this Order Form issigned by Customer (“Subscription Agreement”), and that Customer’s use of any ABC proprietarysoftware (“Commercial Software”) listed on this Order Form as being included with Customer’sSubscription is governed by the ABC end user license agreement set forth at http://www.abc.co/eula/ as ofthe date this Order Form is signed by Customer (“EULA”). The parties also agree that the Cloud StandardOrder Form Addendum located at https://www.abc.com/agreements/cloud_standard is part of, andincorporated into, this Order Form.

The parties hereby expressly acknowledge and agree that if Customer issues any purchase order or similardocument (whether issued prior to or following Customer’s execution of this Order Form) in connectionwith the purchase of an ABC Subscription, it shall do so only for its own internal, administrative purposesand not with the intent to provide any contractual terms that may be set forth in such documents (all ofwhich are hereby deemed rejected and extraneous to this Agreement), and ABC’s performance shall not toan acceptance by conduct of any terms set out or referred to in any such purchase order or similardocument.

TAMU QUESTIONS

Does your office review EVERY contract, or is there a dollar amount or typeof contract that does not require routing through your office that our COOcan approve?

At what point is the contract signed by TAMU? Is the contract signed afteryour approval, or is the contract signed after BOTH parties have approvedthe contract?

What is the “typical” turnaround time for reviewing and approving contracts?

If Contract Administration has questions about XYZ contract who do youcontact? Contract originator or the company directly?

OTHER QUESTIONS

CONTACT INFORMATION:Emily Terral

Senior Contract Administrator, Contract Administration979.845.0099

eterral@tamu.edu contracts.tamu.edu

Provost IT OfficeElectronic Information 

Resource (EIR) Services

Chris Nugent

Accessibility• Per the State of Texas TAC 213, based on Section 508, amendment to the Federal

Rehabilitation Act of 1973, the university is required to gather accessibility statements (VPATs) from all vendors regarding access to their products for persons with disabilities.

• EIR includes, but is not limited to: • Software (Including cloud or web applications)• Software Subscriptions and Online Database Access• Printers/Copiers (You should consult with PITO for leases to check for compatibility of

support)• Scanners and imaging devices• Desktop & Laptop Computers• Tablets and 2-1n-1 Laptops• Monitors, Displays or Conferencing Equipment.

• If the VPAT shows that the product is not compliant, an exception request must be made and approved by the Division Vice President and the University President.

Accessibility• The Provost IT Office (PITO) will obtain, if

available, required VPATs for purchase requests and submit to the Division of IT.

• If, after review, the VPAT needs an exception request, PITO will facilitate getting one signed and submitted.

• This applies to new purchases and all renewals going forward.

Purchasing• In addition to VPAT paperwork, PITO will:

• Obtain Quotes• Review Terms of Service• Obtain Sole Source Document• Facilitate Contract review and amendment (+ contract transmittal).

• Compliance is required for pro-card purchases as well.• This is to help our customers remain in compliance and to spare

anyone from making purchases that cannot be supported by the university. Remember: Before is much easier than after!

• For large purchases requiring negotiation, RFP and bids, the PITO Project Management Team can provide services for these processes.

Purchasing ‐ Process• Submit a ServiceDesk Plus (SDP) request listing the item(s)

needed for purchase. (separate requests for separate vendors please).

• PITO will gather required paperwork and send back to department for DCS processing.

• PITO will receive and install the items, supply asset information if needed and apply asset tags.

• The process is listed on AABS website:https://aabs.tamu.edu Search for: IT Equipment and Software

Questions?

“The Provost IT Office works as a trusted IT partner in enhancing and enabling our offices in Academic Affairs to more 

effectively serve their clients”