Contracts Office

Purpose and Scope

The purpose of the Contract Office is to review proposed agreements, negotiate terms, process documents, recommend agreements for approval, and retain all contractual documents for Prairie View A&M University (PVAMU) records. The Contract Office shall ensure each contract that is executed is reviewed using the Texas A&M University System (TAMUS) Office of General Counsel Contract Review Guidelines. The Contract Office shall maintain a database record of all PVAMU contractual agreements.  Contracts will be tracked from the date received by the Contracts Office to the date fully executed or cancelled. The database will also indicate the officer reviewing the contract, and the stage of the approval process.

Objectives

The objectives are to establish appropriate procedures to govern the contract review process and to describe the steps necessary for reviewing PVAMU contracts.

Every business, regardless of the type or style, has a series of necessary steps to secure the required goods or services. It is the fundamental responsibility of the contracts officer to fully understand what specific activities are involved in each step and to determine how they ultimately impact the performance of the project or contract.

The Contract Officer is delegated as a responsible individual who is knowledgeable and skilled in the duties and tact required to ensure compliance, by both parties, to the terms and conditions of the contractual agreement.

Delegation of Authority

In accordance with PVAMU Administrative Procedures Section 25.07.01.P0.01 and Texas A&M University System (TAMUS) Policy 25.07.01, all contracts are to be processed in accordance with the President’s Delegation of Authority.

Each Vice President, Dean, Director and Department is responsible for ensuring that all contracts are processed through the appropriate administrative channels for reviews and approvals, as indicated in the contracting delegations.

PVAMU Contract Staff will review contracts, coordinate the requisite reviews by the System Office of General Counsel and will verify compliance with the contracting delegations.

The current Contracting Delegation of Authority, which includes contract types, is located at: http://www.pvamu.edu/Include/Business_affairs/Pol_att/Contract%20Delegation%20of%20Authority.pdf.

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