1. Purchasing Contracts Training

2. 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

3. 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

4. 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)

5. 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.

6. 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
are Research and Research Related Contracts as defined in UNTHSC Policy
includes grant agreements, material transfer agreements, etc.

7. 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.

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

9. 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

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

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

12. 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.

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

14. 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…

15. 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

16. 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

17. 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

18. BSS Purchasing Responsibilities
Reviews and handles Purchasing requirements
Provides the purchase approval by to “HSC Contract Administration”

19. 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.

20. 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…

21. 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

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

23. 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

24. 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

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

26. 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.

27. Delegated Signature Authority
Contract Admin Website
FAQs

28. Compliance & Monitoring

29. 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

30. 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

31. 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