Contracting

Contract Review 

Contracts and contract language are frequently presented by suppliers. Any contract, supplier-provided terms or other conditions associated with a purchase must be reviewed by the appropriate PSC staff for special provisions, to ensure compliance with university policies, and to mitigate risk as part of the purchasing process at the University. This contract review process is completed as part of the procurement workflow, however depending on the vehicle for the purchase, there may be additional manual steps involved to ensure compliance.  

The PSC Purchasing Agents have been delegated authority to enter into contracts on behalf of the University. Department purchasers, fiscal staff and most other university employees do not have this authority. In fact, there are very few campus employees with the authority to enter into contracts on behalf of the University. If purchase documents are found to have contract language, they should always be submitted to the PSC Purchasing Agent for negotiation of the contract terms as needed during the purchase review process. The Purchasing Agent will also provide required signatures on these contracts following negotiation, ensuring the university is accurately represented and protected. 

Contract Signature Authority

The University has a clear policy that only individuals with delegated contracting authority are authorized to sign contracts on behalf of the University. Departments and employees without formal delegation of authority are not permitted to sign any contracts, agreements, or binding documents. Signing a contract without this authority can expose the individual and the University to significant legal and financial risks, and such contracts may be considered invalid.

All contracts must be reviewed and signed by the Procurement Service Center (PSC) or the designated Contracting Officer. Departments are encouraged to submit contracts for review and signature to ensure compliance with university policies and state laws. For specific information on contracting authority, refer to the University’s Administrative Policy Statement on Contracting Authority (APS 2005).

Departments should follow the official procurement process and submit all contracts for approval prior to engaging with suppliers to avoid any unauthorized commitments.

Procedure for Contracts Above $10,000

For contracts exceeding $10,000, departments must submit a Purchase Requisition via CU Marketplace and ensure that all documents related to the contract are attached and unsigned. A WORD version of the contact is preferred. The requisition enterer will be prompted to provide the contact details of the individual who will be negotiating the contract on behalf of the supplier, including their name, phone number, and email address.

Procedure for Contracts Under $10,000

For procurement contracts of $10,000 or less, departments are required to use the Small Dollar Contract Request Form in CU Marketplace. This form streamlines the process for smaller contracts and ensures proper review and approval. For more information and to access the form, visit the following link: CU Marketplace Small Dollar Contract Request Form.

Questions Regarding Existing Contracts

For any questions related to existing contracts, including contract amendments, renewals, or issues with terms and conditions, please contact the Procurement Service Center (PSC). The PSC can assist with contract negotiations, troubleshooting, and ensuring compliance with university policies. Do not hesitate to reach out for guidance or support regarding any ongoing contractual obligations.