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| Contracts/Agreements/Leases |
This office is responsible for: (1) reviewing
all contracts, agreements and leases for
compliance
with applicable State, TAMUS and TFS requirements,
(2) maintaining the central
contract files, (3)
coordination with TAMUS staff, as required, and
(4) assisting with contract
negotiations, as
required.
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| Your
Responsibilities
as Contract Administrator |
Departments should ensure
that all TFS and purchasing
requirements are met and
that all
best value practice
procedures are utilized
prior to submitting a contract
for review and
signature.
The Contractor should not
be authorized to proceed,
nor should payment be
approved,
until the contract is fully
executed (signed by all
parties).
As the departmental administrator for this contract, your responsibilities
include, but may not
be limited to, the following:
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verifying
that the Contractor
or Vendor complies
with all of the terms |
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and
conditions of the
agreement |
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ensuring
that all services
have been received
to your specification
prior to |
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authorizing
payment |
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ensuring
that all revenue
generated pursuant
to the terms of the
business contract |
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are
paid to TFS |
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ensuring
the collection, review,
and maintenance of
any required certificates
of |
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insurance,
workers' compensation
insurance, and performance
bond. |
Regarding insurance requirements, the Contractor should not be authorized
to proceed until
you have received and verified the accuracy and authenticity
of current and adequate
certificates of insurance, workers' compensation
insurance, and a performance bond if
required. The originals of these
documents should be maintained in your departmental files.
Procedures
should also be established to track renewal dates in order to ensure
that you
receive evidence of renewals on a timely basis.
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| Contracts
Requiring Office
of General Counsel
Prior Approval |
There are certain contracts
that require review and
approval by the Office
of General
Counsel
prior to execution. If
your contract
falls into one of the categories
noted below, our
office
will review
the agreement locally and
then forward
to the Office of General
Counsel for
approval
as
to legal form. These categories
include, but may not be
limited to, the following:
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General
Business Contracts
exceeding $50,000 |
|
Contracts
Requiring Board of
Regents Prior Approval |
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The following standard
contract forms have been
approved by the Office
of General Counsel:
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Contract
for Vending Machine
Services |
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Coop Agree Rural Comm Fire Protection |
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Forest
Products Sale Agreement |
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General
Affidavit Before
Notary, Affidavit
of Non-Collusion |
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Interagency
Cooperation Contract |
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Interlocal
Cooperation Contract |
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Intrasystem
Cooperation Contract |
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Memorandum
of Timber Sale Agreement |
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Standard
Service Agreement |
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Student
Internship Memorandum
of Understanding |
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Urban
Forestry Partnership
Grant Program |
These contracts should
be used whenever possible.
Please note that the standard
forms still
must be processed
through this office for
review and approvals.
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| Vendor
and Taxpayer Account
Clearance through
State of Texas
Comptroller's Office |
Prior to entering into
a contract for goods
or services, TFS is required
to contact the State
Comptroller’s
Office to verify whether
the Comptroller is prohibited
from issuing a warrant
to
the vendor. This information
can be obtained through
an electronic search
at the following
website: http://ecpa.cpa.state.tx.us/vendor/tpsearch1.html
There are certain conditions under which the Agency is prohibited
from entering into an
agreement with a vendor.
If the Comptroller is currently prohibited from issuing a
warrant to the person or
organization, we may not sign a contract with that individual
or organization unless the
person or organization agrees to a contract
clause under which any payments owing to the
person or organization will
be applied to the debt or delinquent taxes that the person or
organization
owes the State until the debt or delinquent taxes are paid in full.
We will contact the sponsoring
department in the event
this occurs and will
ask that you
advise the vendor to contact the State
Comptroller's Office for assistance in resolving the
issue.
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