Helpful Tips for Using the Procurement Contract Portal

  • July 1st, 2020
  • in News

The Contract Description and Contract Notes sections, located under the Contract Information tab, are designed to house additional important information about your submission.

Our team relies on you to share any relevant information that we cannot discover through our document review. We do not have independent access to details such as funding sources and previous intra-department approvals. Sharing these particulars up front will help us continue to improve speed and efficiency in processing your agreements.

If the amount of your contract is over $5,000.00 and not funded by a grant you must first submit a Purchase or Payment Request Approval Form. Access to the necessary form may be obtained by clicking the link below:

Due to the freeze on non-essential spending, if the amount of your contract submission is under $5,000.00 you should still include a brief explanation in the contract description or contract notes section of why it is essential that the contract be executed immediately.

Terminology Guide for the Procurement Contract Portal

  • May 4th, 2020
  • in News

So, you are ready to upload your contract and supporting documents to the system and suddenly realize that you are not sure which “Document Type” fits your document. You are not alone. In fact, this is one of the most common portal questions received by Contract Management.  We now have a Contract Portal Terminology guide available on the Contract Management Website.

While they can be confusing, the labels are designed to provide you with an organized electronic file that you can reference as needed. Use your dashboard to review your contract history within the system and explore your individual files. As always remember, that the Contract Management Staff is available to assist you with any questions.

Agreements Processed Through Contract Management

  • April 13th, 2020
  • in News

Please note that the elimination all non-essential or discretionary spending applies to all agreements normally processed through Contract Management including Professional Service Agreements and Guest Speaker Agreements.

Essential contract submissions over the sum of $5,000 will be required to go through additional levels of approval using a recently created Purchasing Request Form that will be provided to you by a Contract Management team member.

Non-essential contracts may still be submitted and will continue to be processed; however, they will not be routed for signature until the stay is removed.

If you have any questions please feel free to contact a member of the Contract Management Staff.

COVID-19 Contract Management Information and Best Practices

  • March 24th, 2020
  • in News
  • Contract Management Guidelines
    • All Contract Management guidelines should continue to be followed at this time. The Procurement Contract Portal as well as UA Template Agreement Quick Links are available via Contract Guidelines webpage.
    • Additionally, effective immediately, the University is eliminating all non-essential or discretionary spending. Contract Management will continue to negotiate contracts as they are submitted but, until further notice, no contract will be routed for signature.
    • At the time of your contract submission you may request an exception to this policy. You should provide an explanation of why the immediate execution of your contract is essential. Any requests will be reviewed, and you will be contacted regarding the decision.
  • Questions

Contract Portal Link now on myBama

  • March 2nd, 2020
  • in News

In one of the recent Contract Portal Focus Group sessions, you asked if we could add a link to the Contract Portal on myBama.  We are happy to announce that the Procurement Contract Portal can now be easily accessed through myBama. The new link is located on the Employee tab beneath Procurement Service’s heading.  Thank you again to our Focus Group participants for your time and valuable feedback.

Procurement Services section in the employee tab of myBama

Focus Group Volunteers Needed

  • February 3rd, 2020
  • in News

Contract Management is seeking at least one volunteer from each department on campus that uses the Procurement Contracts Portal. Volunteers would attend a training session on the use of the portal and provide valuable feedback to our department regarding how the end user experience could be improved.

Focus Group sessions are scheduled for February 4, 5, 6, and 7. If you are interested in participating, please register via the UA LMS.

Focus Group Volunteers Needed

  • January 9th, 2020
  • in News

Contract Management is seeking at least one volunteer from each department on campus that uses the Procurement Contracts Portal. Volunteers would attend a training session on the use of the portal and provide valuable feedback to our department regarding how the end user experience could be improved.

Dates are TBA. If your department is interested in participating please email Jlove@fa.ua.edu and provide the contact information for your representative(s).

Contract Submissions

  • October 2nd, 2019
  • in News

Contract Management is excited to announce that effective October 1, 2019, we will begin our transition into using the Procurement Contract Portal for all contract submissions. The use of one centralized digital repository for contract processing and storage will help ensure accuracy and efficiency in contract negotiation and shorten approval times. Details are available at http://procurementcontracts.ua.edu/contract-submittal/.

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/.