Purchasing Contracts Training

What You’ll Learn Purchasing Contract Definition Importance of the Pieces Types of Purchasing Contracts Purchasing Contract Routing Process Delegated Signature Authority Compliance/Monitoring Hints Situation Specific Questions

Purchasing Contract Definition By definition, one of our categories of contracts is Purchasing agreements: describes agreements that involve the exchange of goods or services for payment does not include clinical services does not include an accreditation requirement does not include protocol research/clinical trial Purchasing Clinical Research Academic Correctional Operations Advancement

Categories of UNTHSC Contracts Purchasing Clinical Research Academic Correctional Operations Advancement Categories of UNTHSC Contracts Clinical agreements: are related to the provision of medical services by physicians and providers & contracts for clinical trials or investigational study agreements. have unique healthcare compliance issues including: Health Insurance Portability and Accountability Act (HIPAA) Fair Market Value (FMV)

Categories of UNTHSC Contracts Purchasing Clinical Research Academic Correctional Operations Advancement Academic agreements: are related to contract arrangements for students to complete residencies, internships, rotations, preceptorships, etc. may contain language related to accreditation, credit hours, and/or academic programs.

Categories of UNTHSC Contracts Purchasing Clinical Research Academic Correctional Operations Advancement Research agreements: are Subawards and Subcontracts for Sponsored Projects as defined in UNTHSC Policy 13.123. are Research and Research Related Contracts as defined in UNTHSC Policy 10.110. includes grant agreements, material transfer agreements, etc.

Categories of UNTHSC Contracts Purchasing Clinical Research Academic Correctional Operations Advancement See Contracts 101 training in Canvas for descriptions of all of the contract categories.

Types of Purchasing Contracts Equipment Purchase Agreement Professional Service Agreement Vendor Service Event Maintenance Agreement Lease of Space

Other Contracts to Know Business Associate Agreement (BAA) One of the security safeguards for complying with the HIPAA Security Rule is Administrative safeguards protects the confidentiality of Protected Health Information (PHI) exchanged with them

Other Contracts to Know Non-Disclosure Agreement (NDA) Helps protect ownership of information considered valuable about a business or an idea

Purchasing Contract Routing $        

Department Responsibilities Determining if a separate contract is needed in addition to a Purchase Order, which is considered a contract Reference the “Contract Management Handbook” on OGC’s website for tips on negotiating.

Department Responsibilities If a contract is needed, prepares contract for routing once the contract has been drafted, reviewed and approved at the department level

Talking Points Ensure that UNTHSC is listed as the Contracting Party, not the name of a department, employee or student Explain that additional terms and conditions may be required (Standard Addendum) Inform that UNTHSC is using DocuSign to acquire secure electronic signatures When negotiating with the Contracting Organization/Vendor…

Department Responsibilities first second Enter the requisition into ePRO Upload contract & all connected documents. Submit a Contract Request through Total Contract Manager (TCM) Upload contract & all connected documents. Total Contract Manager

Hints for the ePro Requisition Upload ALL documents Include your contact info in the Justification section of the ePro requisition (If applicable) start early enough to honor a deposit payment

Hints for the Contract Request Upload ALL documents Fill in the blanks on the Contract Request – “n/a” or “TBD” are not appropriate responses “One-time” purchases & EVENTS Expiration date will be the day after Total Contract Manager

BSS Purchasing Responsibilities Reviews and handles Purchasing requirements Provides the purchase approval by email to “HSC Contract Administration” (contractadmin@unthsc.edu)

OCA Responsibilities Reviews Contract Request, supporting documentation, BSS approval, and contract. Contacts department or vendor if necessary. Determines if contract requires additional review Legal, Marketing, IT, Compliance, etc.

Legal Review EXEMPT from legal review for contracts that meet criteria published annually by the OGC “Criteria for Exemption”. Legal review is required for ALL contracts unless…

Standard Addendum Contract Standard Addendum Office of General Counsel has created a Standard Addendum that can be attached to any contract between outside parties and UNTHSC to ensure compliance with state contracting requirements

Signed Not Signed Executed Contract Edit contract Standard Addendum Signed Executed Contract Not Signed Edit contract Decline to do business

Standard Addendum The Office of Contract Administration determines when a Standard Addendum should be attached to a contract When all parties sign the Standard Addendum, it becomes a part of the full contract

OCA Responsibilities cont’d Route contract for any necessary contract reviews Prepare contract for signature and route via DocuSign The department, external party, and BSS Purchasing receive copy of fully executed contract from DocuSign

BSS Purchasing Responsibilities Upon receipt of executed contract, dispatches PO to Contract Organization/Vendor

Delegated Signature Authority NOTE: The delegation for CONTRACTS is separate and different from delegations/authorizations for DeptIds/chart strings. All contracts must be approved and executed by individuals with appropriate authority to bind the UNT Health Science Center, regardless of whether the contract requires legal review.

Delegated Signature Authority Contract Admin Website FAQs

Compliance & Monitoring

Compliance/Monitoring Ensure that the contract is NOT signed by an unauthorized individual Monitor the performance of each party to the contract Keep track of the cumulative value of the contract

Compliance/Monitoring Keep track of contract expiration, renewal and termination dates Amend, renew or terminate contracts when necessary Report non-compliance to the OCA and BSS Know your contract

It’s the department’s responsibility to follow the procurement AND contract guidelines OCA will determine and facilitate necessary contract approvals You can help by reviewing Business Terms, letting external parties know there may be additional terms & conditions (Standard Addendum) & sharing DocuSign preference Review We’ve covered: Purchasing Contract Definition Types of Purchasing Contracts Purchasing Contract Routing Process Delegated Signature Authority Compliance/Monitoring Hints