What is a Professional Service and when do I need an agreement?

  • September 5th, 2019
  • in News

Professional Services are services which require a high degree of specialized skill or knowledge, for which a fee is charged. Some common examples include:

  • Guest speakers
  • Consultants
  • Artists
  • Attorneys

Professional Services are exempt from the State of Alabama Competitive Bid Law, but if the fee charged to your department is over $5,000.00, a formalized agreement must be in place prior to the services being rendered. The type of agreement and supporting documentation required is determined by the service provided. For step by step instructions on executing a Professional Services Agreement you can visit our website and click on the Professional Services Guidelines. If you have any questions, please contact Contact Management at (205) 348-5230 or email contracts@ua.edu.

Contract Management Reminders

  • August 6th, 2019
  • in News

When submitting a contract for review, the more information you provide at the beginning, the faster the review process. Here are a few pieces of information you should provide with your submission:
1. The vendor’s name and contact information including email
2. The beginning and end date of the contract
3. The total amount/cost of the contract for the term you are contracting
4. Any forms, applications or terms and conditions that you have received from the vendor
For more information on contract processing please go to our website http://procurementcontracts.ua.edu/contract-processing/.

Software/IT Information Form Requirement

  • July 8th, 2019
  • in News

Due to the volume of software acquired by the University and the increasing complexity of the associated contracts, Contract Management is now requiring campus to complete and provide a Software/IT Information Form at time of contract submittal.  This form will assist Contract Management with better understanding how the software will be used which will help ensure proper and comprehensive contract review prior to execution.

Important Note:  Contracts for software that exceed $15,000 in total value for the contract term are subject to bid per State law unless approved by Purchasing as a sole source.  Please see Purchasing Guidelines for additional information.  Please contact the Purchasing Department at the beginning of your acquisition process for guidance on bid threshold compliance.

Attaching Contracts to Concur Invoices

  • June 1st, 2019
  • in News

Contract Management facilitates the contract review, negotiation and execution in accordance with Alabama Law and University policies. At the completion of this process, requesters will be provided a fully executed copy of the contract. If payments are to be made against this contract through Concur Invoice, please ensure that you are attaching the fully executed contract as part of your supporting documentation in Concur to prevent delays.

Contract Management Reminders

  • March 8th, 2019
  • in News

As a reminder, all standard contracts should be submitted to contracts@fa.ua.edu and non-standard contracts should be submitted through the Procurement Contract Portal.  Additional contract processing information including examples, tips and reference material can be found on our website.

Contract Management Reminders

  • February 7th, 2019
  • in News

As the new year begins, please keep in mind these important Contract Management reminders. When submitting contracts for review, please ensure that you include a description and any other relevant details that could expedite the review. Also, remind companies that we cannot sign contracts in their e-signature platform. We have to have the Word or PDF document outside of their system in order to conduct the necessary review and execution through the University’s DocuSign system. Let’s make it a great year!

Contract Amounts

  • January 3rd, 2019
  • in News

Due to compliance requirements, various approval thresholds, and reporting responsibilities, it is important to identify the total value of each contract submitted for Contract Management review. In order to appropriately document the total amount of each contract that we process for signature please ensure the amount is included with each submission. If the exact amount is unknown, please provide an estimate. If the amount is not clearly stated on the contract, please include the total estimated amount with your contract request.

Contract Processes

  • December 5th, 2018
  • in News

Throughout the year, the Contract Management staff meets with campus partners to review and discuss contract processes. We have found that these meetings improve the overall efficiency of the contracting process. As the new year approaches, if you need a refresher or have new staff in need of training, please let us know and we would be happy to arrange a meeting.

Engaging Search Firms

  • September 4th, 2018
  • in News

Effective September 1, 2018, contact your Human Resources Recruiter for further guidance regarding the necessary procedures that must be followed when entering into a contract with a search firm. All contracts requiring review and signature should be routed to the Contract Management Department. Searches at a VP and/or Provost Level position or higher, must be approved by the Board of Trustees per Board Rule 302 before engaging with a search firm or starting the recruitment process.

Vendor E-Signature Systems

  • August 2nd, 2018
  • in News

When working with an external party on a contract, please advise them to provide their contract in a .doc or .pdf file format. Some vendors prefer or request to send their contracts through their electronic signature system, however, the University is not able to review or sign contracts in that fashion. We use DocuSign for the electronic routing of contracts and we have to review the contract prior to uploading it and routing it for signatures. We cannot sign within the other party’s electronic signature system and we ask that they avoid submitting their contracts in that way. Thanks so much for partnering with us as we work to expedite the contract review and execution process for you.