Contract Processing: Internal or External
Most contracts can be processed within ERAS, Business Operations. However, certain key factors will determine whether a contract needs to be processed through our campus partners
Common reasons a contract would need to be processed through one of our below campus partners
Purchasing and Contracting Services (PCS) |
Campus Planning & facilities Management (CPFM) |
Contract Over $25k |
Quote includes Construction BOLI Wages |
Amending, Extending or Renewing |
|
Contractor will not accept any change to their contract or the addition of UO T&Cs |
|
The service/event has already taken place (this is considered an after the fact matter) |
|
Involves Software/ Data |
Total Cost
- Less than 25k? ERAS will process internally
- 25k or more? ERAS will work with PCS to process
Determining Cost: If the resulting contract is for a one-time purchase or project, the contract price equals any fees or expenses payable to the contractor for that one-time purchase or project.
If the resulting contract is for a purchase or project with renewal terms, the contract price is equal to any fees or expenses payable to the contractor in a single-term commitment.
Note if the contract is> 50k, an informal/formal Procurement will be needed.
For Procurement Details See Goods and Services Contract ProcurementThresholds
Amendment or Renewal
- For any changes or renewals ERAS will work with PCS to process the new agreement
Contractor will not accept any change to their contract or the addition of UO T&Cs
- Policy states that UO Terms & Conditions must supersede Vendors. There are times when the Vendor will send a proposal with strict terms & Conditions, or when reviewing the agreement, refuse to agree to our T&C. In cases like this, ERAS will work with PCS and the Vendor to negotiate terms, if possible.
After the Fact
Any Contract Request made after the Event has taken place, items purchased, or services provided will result in the lowest priority submission with PCS and a detailed explanation is required. This results in delayed processing time and delayed payments
Software/ Data Agreements
- Will the vendor/contractor process, transmit, or store any confidential data points? If yes ERAS will work with PCS to process contract. Note: Software agreement have strict Terms & Conditions and may require an accessibility review. Timelines will vary
Does this Request involve Construction with BOLI wages?
- If Yes -ERAS will work with CPFM to process: “Construction Contracts” are contracts for goods or services where state law requires the University to pay for labor at published prevailing wage rates established by the Oregon Bureau of Labor and Industries, or where the University receives construction-related professional services, including services provided by architects, engineers, energy analysts and commissioning