Contract Request

The Contract Request must be properly completed completed and submitted in AggieBuy, approved by the department and then be processed by Contract Administration for review and approval. Do not sign the actual contract.

Prior to submitting the contract and contract and Contract Request to Contract Administration, please review the following questions:

• Has the contract been reviewed by the department to ensure that the terms of the contract meet departmental approval?
• Are all items referred to in the contract (e.g. exhibits, attachments) included with the contract that is about to be submitted for review?
• Is the contact information for the Second party/Vendor included with the contract that is being submitted to the Department of Contract Administration?

If the purchase would be considered a non-delegated purchase, the contract must be attached to the Requisition to be reviewed by Procurement Services instead of using the Contract Request. Procurement Services will work with the vendor and Contract Administration to execute the contract. If a purchase will require a requistion (non-delegated), it must be processed as a Requistion through Procurement Services.

To help streamline several university business processes and help determine which process should be used for procurement of goods/servies and payment of those bills, below are some helpful guidelines on whether a Contrat Request or a Requisition should be used when submitting your purchase for approval.

• Submit a Requisition if the purchase exceeds $25,000 or if it is software (regardless of value). (Procurement Services, Section 2.2 and 5.1)
• Submit a Requisition regardless of dollar value if the funds are to be encumbered.
• Submit a Contract Request if the purchase is not software, less than $25,000, and the funds will not be encumbered. (Contract Administration)
• Submit a Contract Request for revenue generating or non-monetary agreements.

To help expedite the payment process, we encourage the use of a Requisition whenever the university will be paying an outside vendor. Not only does this ensure proper routing and approval, but it reduces the opportunity to pay prompt pay interest if the invoice matches the Requisition.