Procurement Services | Contract Services
Contract Services
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About
Welcome to the Contract Services page. On this site you will find information on how to initiate a contract, guidance on which contract template to utilize, and the approved contract templates that are available for use.
The University implemented the Contracts module within SpartanMart, providing an automated contract management system. SpartanMart Contracts provides a paperless process for contract creation, workflow approvals and electronic signatures. Currently SpartanMart Contracts has been implemented with several University departments. If your department is one of these, all new contracts should be created in the contracting module.
Over the coming months, Procurement Services will be working with other areas across campus in the onboarding process to SpartanMart Contracts. Training will be provided by Procurement Services and is required in advance of individuals gaining access to the automated system. If you have questions about the onboarding process please contact us at [email protected].
Contract Guidance
There are many factors to consider when acquiring goods and services on behalf of the University. Please review the guidance below and contact Procurement Services, if you have questions or need additional assistance please email [email protected] or visit the Staff page.
Why Should a Contract be Issued?
There are times when a more explicit and detailed written contract must be bi-laterally executed to clearly define the engagement. Factors to consider include:
- Acceptance Criteria
- Special payment terms
- The scope of services and deliverables
- Service level expectations and requirements
- The use and ownership of data or design
- Who specifically will provide the services
- Performance schedule
- Guarantees and/or warranties
- Insurance requirements
- Terms and conditions from prime sponsor required to “flow-down” to a subcontract
A Contract is Recommended for the Following:
- Contract or signature document is required by the supplier (ex. quote, proposal, etc.)
- Construction (any change to a building’s interior or exterior)
- Architectural engineering and design services
- Charters (buses, air travel, etc.)
- Consulting services for areas that may present a substantial risk to the University (tax guidance, financial services, IT services, etc.)
- Any supplier who will access, create, store or transmit any confidential, moderate risk or high risk data
- Any supplier that provides a digital user interface that is intended to present, display, or allow for the interaction with University or student information as part of the programs or activities of the University
- Removal of hazardous materials (ex., asbestos, lead, pesticides, chemicals, etc.)
- Complex/custom legal terms required to protect the University that are unique to the project (ex., intellectual property terms)
- Increased risk of bodily harm or property damage to third parties (ex., grounds maintenance, waste disposal, tree trimming services, etc.)
- Transportation of gas or chemicals
- Programs that require interaction with minors
- Services that require supplier access to areas occupied by students or minors (ex. Residence Hall)
All contracts must adhere to the Office of General Counsel Contract Review and Approval process and Contract Signature Authority.
Convenience Contracts
Procurement Services has established contracts for various commodities. Please see the Convenience Contracts webpage for Ordering information and instructions. Instructions for individual contracts can also be viewed via the links below.
- Graphic Design
- Marketing & Advertising
- Moving Services
- Photo & Video
- Printing
- Public Relations
- Temp. Staffing
- Writing
PCard can be used if the commodity is on the PCard Allowable list. If you need assistance please contact the appropriate staff member in the Procurement Services Office or email [email protected].
Forms, TCM User Guides, and Contract Templates
Procedures / How-To’s
The contracting process at UNC Greensboro must comply with all State of NC rules and polices as well as those polices that govern UNC Greensboro. For additional information please review the UNC Greensboro Policy Manual.
Purchases of enterprise software must comply with existing University policy and applicable laws, including Purchasing regulations and the policies on Web Accessibility and Contract Review.
Additionally:
- Proposed administrative applications must be reviewed by the Security Committee and by the Administrative Systems Committee (ASC) to ensure that University data are properly protected.
- Administrative enterprise and student-facing enterprise administrative applications must comply with a University-approved method of authentication and be capable of leveraging single sign on to allow one authentication transaction for utilization of multiple services (Single Sign-On for University Systems).
- All administrative applications must be an efficient use of University resources. Where capabilities exist in the Banner ERP system or other enterprise systems, purchases or renewals of partially redundant or similar systems will not be approved.
- If any of these conditions, based on applicability, are not met, the purchase will not be approved. Exceptions to II may, however, be granted in cases where no suitable alternative exists.
- Appeals: A potential purchaser whose request to purchase is denied based on efficiency review as described in section III may appeal to the Administrative Systems Committee.
For additional information please refer to the entire policy.
If you have any questions please contact the Procurement Services Office for assistance: [email protected].
Pursuant to N.C.G.S. §143-64.24(8), the Board of Governors has adopted the following policies and procedures governing contracts to obtain the services of a consultant by the constituent institutions of the University of North Carolina.
- “Consulting services” shall mean work or task(s) performed by governmental entities or independent contractors possessing specialized knowledge, experience, expertise, and professional qualifications to investigate assigned problems or projects and to provide counsel, review, analysis or advice in formulating or implementing improvements in programs or services. This includes but is not limited to the organization, planning, directing, control, evaluation, and operation of a program, agency, or department.
- The Chancellors, or the Chancellors’ designees, are authorized to approve contracts for consulting services to a constituent institution when the services are determined to be in the best interest of the University, and the amount is not above the constituent institution’s management flexibility purchasing benchmark. (UNCG’s purchasing benchmark is $500,000.)
- The University of North Carolina Vice President for Finance is authorized to approve contracts for consulting services above the constituent institution’s management flexibility purchasing benchmark. (For any contracts exceeding $500,000, UNCG Procurement Services will seek approval for the contract.)
- Contracts for consulting services for a constituent institution shall be:
- Consistent with all applicable policies and procedures adopted by the constituent institution for the procurement of services, including policies and procedures for personal and professional services, competitive bidding, and sole-source justifications.
- Reported to the constituent institution’s Board of Trustees at least annually.
- Reported to the University of North Carolina Vice President for Finance at least annually.
- Contracts for the use of individuals for instructional services, curriculum development, and conducting academically oriented research, formerly covered under Board of Governors Policy Guideline §600.5.4[G], remain exempt from the State Consulting Act, and are exempt from the reporting requirements of Sections IV and V of this Policy, but must comply with all applicable policies and procedures adopted by the constituent institution or other unit of the University of North Carolina for the procurement of academic and research consultant services.
If you need assistance or have questions about contracting for consultant services, please contact Procurement Services at [email protected].
Step 1: Review of Requirement and Resources
A campus department seeking to obtain a contractual service should first make all the following determinations:
- that funds are available to cover the total cost of the service
- that the desired level of quality of the service is adequate and reasonable for the purpose intended
- that all rules, regulations and procedures referred to herein have been or will be complied with, and that obtaining the service is in the best interest of the University
- that the following policies have been reviewed:
• Withholding from Nonresidents for Personal Services
• Financial Services Policies and Contract & Grant Accounting Policies
Step 2: Procurement Services Review and Approval
It is the general policy of the University to acquire contractual services exceeding $25,000.00 (including equipment service contracts) by seeking competition. To process a request for a personal service exceeding $5,000.00, contact Procurement Services to solicit bids or discuss obtaining a sole source approval.
Step 3: Independent Contractor vs Employee Determination
- Complete the UNCG Independent Contractor Determination Form and submit it for Approval.
- Proceed only after the supplier is determined to be an Independent Contractor
- NOTE – Individuals on the UNCG payroll may not be paid as Independent Contractors.
Step 4: Creating the Contract
4a: If your department is not yet using Total Contract Manager (TCM)
- Complete the Professional Services Agreement, including services to be performed and payment terms in Exhibits A and B.
- If any modifications to the template’s Terms and Conditions are deemed necessary, contact UNCG Procurement Services for review and approval before proceeding.
- For an unmodified template or an approved modified template, obtain the signatures of both parties. UNCG signatories must be the appropriate authorizing signature.
- Create a cart in SpartanMart for the same payment terms as the contract, attach the contract and submit your order.
4b: If your department is using Total Contract Manager (TCM)
- Create your contract in TCM using the appropriate template
Hotel Corporate Discount Codes and Flyers
The following hotels have offered UNC Greensboro a corporate discounted rate. This rate applies to Students, Faculty & Staff and University guests traveling on University business. Please be sure to reference these Corporate Codes when booking either online or by phone.