Contract Administration

Since the standard contract agreements are revised periodically based on changes in law or University policy, we strongly recommend that you visit this page each time you need a contract form - as opposed to storing and reusing forms on your computer or departmental server, which could result in your use of an outdated or otherwise unacceptable document.

TRAINING DOCUMENTS

TRAINING GUIDE for STANDARD Agreements

INSTRUCTIONS for COMPLETING the STANDARD PURCHASING AGREEMENT (SPA)

INSTRUCTIONS for COMPLETING the PERFORMER AGREEMENT

INSTRUCTIONS for COMPLETING the SPEAKER AGREEMENT

INSTRUCTIONS for COMPLETING the SERVICES AGREEMENT

INSTRUCTIONS for SUBMITTING CONTRACTS to CONTRACT ADMINISTRATION

INSTRUCTIONS FOR PROCESSING CONTRACT REQUISITIONS IN WORKFLOW

CONTRACTING GUIDE

CONTRACTING PROCESS

CONTRACTING PROCEDURES

CONTRACT WORKSHOP (PowerPoint) 

STANDARD AGREEMENTS

OCA COVERSHEET ~ Use as transmittal document when submitting a standard agreement $25,000 and above for legal review.

INSTRUCTIONS for COMPLETING the OCA COVERSHEET

STANDARD PURCHASING AGREEMENT (SPA) ~ Services provided TO UHCL

PERFORMER AGREEMENT ~ Use for performing artists such as musicians, DJs, dancers, etc.

SPEAKER AGREEMENT ~ Use for speakers for workshops or any time the service is a talk or presentation only.

FOREIGN NATIONAL INFORMATION ADDENDUM ~ If a vendor is BOTH an individual and a foreign national, then this form must be submitted with their agreement. NOTE:  General Counsel Immigration Services is required to review the Foreign National Information Addendum for all visa types except B-1 visa and W-B stamp, so the addendum must be submitted to Contract Administration at UHCLProcurement@uhcl.edu for review at least three weeks before services will be performed.

AFFILIATION AGREEMENT for FIELD PRACTICUMS or INTERNSHIPS

AFFILIATION AGREEMENT~Description of Internship Form ~ Must be used WITH the Affiliation Agreement for Field Practicums or Internships.

INTERAGENCY COOPERATION AGREEMENT ~ Agreement between Texas state agencies; use in accordance with Texas Gov't Code Chapter 771

INTERLOCAL COOPERATION AGREEMENT ~ Agreement between UHCL and a local government body; use by authority granted in Texas Gov't Code Chapter 111

MEMORANDUM OF UNDERSTANDING ~ Agreement between two educational institutions to establish a commitment to a joint academic program, the details of which will be finalized in a future written agreement

REVENUE CONTRACT COVERSHEET ~ Must be used to process the Services Agreement (Revenue Contract)

SERVICES AGREEMENT ~ Services provided BY UHCL (Revenue Contract) ~ Service agreements MUST be approved by Contract Administration PRIOR to execution.

NON-STANDARD AGREEMENTS

OCA COVERSHEET ~ Use as transmittal document when submitting a non-standard agreement for legal review.

INSTRUCTIONS for COMPLETING the OCA COVERSHEET

TRAINING GUIDE for NON~STANDARD Agreements

GUIDELINES for University and University System Names can be found in the UHCL Brand Guide.

INSURANCE TERMS APPROVAL ~ Use to acquire approval of or revisions to non-standard agreement insurance terms. Send form to UHCLProcurement@uhcl.edu for processing.

STANDARD CONTRACT ADDENDUM (SCA) ~ Use WITH a non-standard agreement to bring the agreement into compliance with Texas Government Code. (For limitations of use, see Training Guide for Processing Non-Standard Agreements.)

MISCELLANEOUS FORMS

AMENDMENT TO AGREEMENT ~ Use to change an existing contract. MUST be processed before the original contract expires with the same approvals as the original contract. ALL amendments must be sent to legal for review. The entire contract term must not exceed 5 years.

APPENDIX A ~ Use to attach a lengthy, detailed statement of services to any form listed above under Standard Agreements.

DISCLOSURE OF INTERESTED PARTIES FORM ~ Signed form must be submitted along with Board of Regents approval for all contracts valued at $1 million or more (revenue or expense).

FOOD SERVICE WAIVER REQUEST ~ Approved waiver must be attached to any contract over $100 to an off-campus vendor delivering and/or serving food for an on-campus event.

INFORMATION SECURITY HOSTED SERVICES CONTRACT CHECKLIST ~ This assessment must be completed for contracts that include hosting of University information on non-UH System servers. Must be completed and included in the contract packet.

INSURANCE WAIVER REQUEST ~ Use to request a waiver or modification of the insurance requirements of the Standard Purchasing Agreement (SPA) or the Standard Contract Addendum (SCA). Send form to UHCLProcurement@uhcl.edu for processing.

PROCUREMENT ENCUMBRANCE ADJUSTMENT FORM ~ Scan completed form and PO Status Report to UHCLProcurement@uhcl.edu.

PROCUREMENT ENCUMBRANCE ADJUSTMENT FORM INSTRUCTIONS ~ Instructions for completing

RELEASE AND INDEMNIFICATION AGREEMENT ~ Release and indemnification agreement for activity or trip on or off campus  

RELEASE for USE of IMAGE, VOICE, PERFORMANCE, ARTWORK or LIKENESS (03-02)  

SOLE SOURCE JUSTIFICATION ~ For contracts over $5,000 (Should submit to Procurement for approval PRIOR to processing requisition.) 

MISCELLANEOUS INFORMATION

BOARD OF REGENTS POLICY 55.01

CERTIFICATE OF INSURANCE EXAMPLE

CONTRACTS for the PURCHASE of GOODS and SERVICES from a PRIVATE VENDOR

SYSTEM ADMINISTRATIVE MEMORANDUM 03.A.05

TAX EXEMPT CERTIFICATE ~ Email request to UHCLProcurement@uhcl.edu (Request must include name & address of vendor). Certificate is sent to the requester, not the vendor.

VENDOR SETUP ~ Vendor Setup Requirements to establish vendor number in PeopleSoft  

VENDOR TAX STATUS SEARCH

VENDOR HOLD STATUS VERIFICATION REQUIREMENT 

PROCESSING PAYMENTS ON CONTRACTS 

INSTRUCTIONS for Initiating PAYMENTS ON CONTRACTS 

CONTRACT RECEIVER EXAMPLE 1 ~ Partial payment, 1 cost center, 1 invoice

CONTRACT RECEIVER EXAMPLE 2 ~ Partial payment, numerous cost centers, 1 invoice

CONTRACT RECEIVER EXAMPLE 3 ~ Partial payment, 1 cost center, numerous invoices

CONTRACT RECEIVER EXAMPLE 4 ~ Final payment (releases remaining encumbrance)

CONTRACT RECEIVER EXAMPLE 5 ~ Payment of check to be hand delivered to Contractor (Special Handling)

CONTRACT RECEIVER EXAMPLE 6 ~ Payment of Overage (Overage exceeding 10% of original contract amount must have budget authority approval.)

Contact
  • Procurement

    Phone: 281-283-2150
    Fax: 281-283-2156
    Email:UHCLprocurement@uhcl.edu

    North Office Annex II (NOA II)
    2700 Bay Area Blvd, Box 137
    Houston, TX 77058-1002

    Office hours:
    Fall & Spring
    Monday - Friday, 8 a.m. - 5 p.m.

    Summer
    Monday - Thursday, 8 a.m. - 5 p.m.
    Friday, 8 a.m. - noon