Contracts Classification
Contracts Classification
The following describes the general process for contract execution.
Standard Contract Form
When a contract received by Contracts Office is not in an OGC standard contract form or is in a modified version of a standard OGC contract form, the steps outlined below are followed. Otherwise, the contract is executed as per below section entitled "Execution of Contract"
Contracts Requiring Board Approval
Verify whether the contract requires Board of Regents approval . If the contract does not require Board approval, it is not necessary to submit to System Administration at UT System for review or approval. Otherwise, follow the process as per below section entitled "System Approvals Required After Legal Review".
Note: If the contract requires approval by the Board, it may not be signed before such approval is granted.
Verify whether the contract is a Special Procedure Contract. If the contract falls into one of these categories, it must be revised as according to the General Procedure Contract Checklist and forwarded to OGC for review, regardless of the dollar amount.
Determine the Value of the Contract
If the estimated value of the contract is $250,000 or less, the Contract Review Procedure may be used without further review by the OGC, followed by completion of the section entitled "System Approval requirements After Legal Review".
If the estimated value of the contract is more than $250,000 then the General Procedure Contract Checklist should be used and forwarded along with recommendations to OGC for further review and approval "as to form". This process should be coordinated through the UTPA Contracts Office.
System Approvals Required After Legal Review
If the contract requires approval by the Board, the contract must be submitted (through the Office of the President) to the System Administration Office of Academic Affairs at UT System and either:
a) The approval "as to form" from OGC or
b) The completed General Procedure Contract Checklist and recommendations along with:
i) A memorandum from the Contracts Office noting all the deviations from the checklist recommendations and
ii) Listing the circumstances that justify execution of the contract despite the deviations, for review and approval. After this approval is obtained, determination must be made as to whether the contract must be docketed.
Determine Whether Contract Must be Docketed
If the contract requires approval by the Board as per the above section entitled "Contracts Requiring Board Approval", reference the System Docket Manual in order to determine the proper procedure for docketing and then proceed with execution of contract.
If the contract does not require docketing procedure then proceed to "Execution of Contract".
Execution of Contract
The following items will be forwarded by the Contracts Office to the President of UTPA or the person to whom the President has delegated authority to sign contracts:
- Contracts routing form
- Contract
- Approval "as to form" from OGC if the contract required OGC approval or the completed General Procedure Contract Checklist and recommendations along with a memorandum any deviations and the circumstances that justify execution of the contract despite the deviations.
Contract Numbering
Once the contract has been executed, the Contracts Office will issue a number to each executed contract as follows:
Contracts major classifications:
C - Construction contracts.
I - Software License and Database Agreements
O - Service Agreements
L - Consultant Agreements
P - Professional Services Agreements
UT - UT System wide contracts
DIR - DIR contracts
IA - Interagency cooperation contracts
ND - Non-disclosure Agreements
VM - Vending Machine Agreements
SL - Space Lease Agreements
Depending on the Fiscal Year when the contract was executed, the numbering will be as follows:
00-000X-C
The first two digits refer to the Fiscal Year (09 for 2009, 10 for 2010, etc). The next four digits are a consecutive number assigned by the Contracts Office when entering the information into the Contracts Database maintained by the same office.
The following letter is a classification of the type of contract.