Key Roles and Responsibilities in Contract Administration
Responsibilities of a contract administration department include reviewing contracts, negotiating terms, ensuring compliance with policies, and coordinating contract execution. Authorized personnel have signature authority based on contract type and amount. Contracts must comply with specific policies and regulations to avoid personal liability and audit findings.
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Dealing with Contracts (updated 3/23/21)
Contract Administration Department s Responsibilities Review contracts for terms and conditions Negotiate with vendor to ensure TAMU-CC terms and conditions are met Assist departments with the university s legal obligations and commitments Create boiler plate contracts and agreements
Responsibilities (continued) Ensure compliance with TAMU System Policy and Regulation Coordinate contract execution by both TAMU-CC and vendor and/or affiliate
Who Has Signature Authority To Sign Contracts? President Provost and Vice President V.P., Finance & Administration V.P., Research & Innovation Exec. Dir, Admin. Services Contract Manager Contract Coordinator Dr. Kelly Miller Dr. Clarenda Phillips Ms. Jaclyn Mahlmann Dr. Ahmed Mahdy Ms. Judy Harral Ms. Deborah Zentmire Ms. Tammy Graham Above are some examples of those who have signature authority. Further descriptions are on the next Delegation of Authority slide.
How Is Signature Authority Established? https://adminservices.tamucc.edu/Contract- Admin/fy21-delegation-of-authority_corpus- christi-per-sreo-request.pdf Authorized signature is determined by type of contract and dollar amount
All contracts must be in compliance with: TAMUS Policy 25.07 - Contract Administration TAMUS Regulation 25.07.01 - Contract Administration, Delegation and Reporting TAMU-CC Rule 25.07.99.C1 Contract Administration
What is a Departments Responsibility? Read contract to ensure terms and conditions meet department s approval Encumber funds in IslanderBuy for goods and services Non-purchase order contract form must be submitted if there is no charge or incoming funds Determine department s contract administrator
What Happens If You Sign a Contract You could be held personally liable for terms, conditions and financial responsibility There will be an audit finding
Helpful Hints for Contract Processing and Contract Review Flow Chart https://adminservices.tamucc.edu/helpful-hints-for- contract-processing-rev-3-15-21.docx https://adminservices.tamucc.edu/Contract- Admin/assets/contracts/contract-review-flowchart- rev-6-10-19.pdf
Routing Contracts Through Islander Buy Please click Route to Procurement Services when creating your requisition. This will ensure Purchasing knows there is a contract attached to the requisition and to hold until Contract office s review.
Insurance Requirements The majority of contracts submitted for review will have a section for insurance requirements. TAMU-CC contract templates have the required TAMUS Risk Management insurance language already inserted. Insurance requirements may be reviewed by TAMUS Risk Management to ensure they are appropriate and protect the interests of System and TAMU-CC
Insurance Requirements (continued) Upon execution of contract, vendor would be required to transmit the certificate of insurance to us for the contract file, and meets the insurance requirement stated in the contract or addendum Sample of Certificate of Insurance (COI) Certificate of Insurance
Audit Compliance The question routinely asked by a TAMUS Auditor during a contract audit review is: What action does each individual department take to monitor the contract terms for compliance. The top audit finding is: Monitoring contracts for compliance with general contract terms and vendor performance. A resolution to ensure the contract administrator is effectively monitoring his/her contract is: Vendor/Contractor Performance Evaluation Form
Facts About Contracts Contracts over $100,000 must be sent to TAMUS Office of General Counsel for review Contracts must be submitted to the Contract s Office for review prior to the President, Provost, or Vice President for Finance & Administration to sign Depending on the time of the year and complexity of a contract, processing time could range from 4 to 8 weeks
Facts About Contracts (continued) Contract should not exceed five (5) years If contract exceeds five (5) years, must be approved by the Board of Regents Real Estate Regardless of dollar amount, all real estate contracts shall go through System Real Estate Office
Contracts Administration Personnel Deb Zentmire, Contracts Manager deborah.zentmire@tamucc.edu (361) 825-3918 Tammy Graham, Contracts Coordinator Tammy.graham1@tamucc.edu (361) 825-3005 Judy Harral, Executive Director, Administrative Services judy.harral@tamucc.edu (361) 825-2495
Contract Administration Contact Information Please remember we are here to help you if you have questions do not hesitate to contact us at contracts@tamucc.edu (email will be sent to Deborah Zentmire and Tammy Graham) Website: http://adminservices.tamucc.edu/Contract- Admin/index.html
