Contracts FAQ

Getting a Contract Signed

• Can I sign a contract for the University?

  • No, only those with delegated authority signed by the Chief Financial Officer are authorized to sign contracts on behalf of the university.

• Where can I send an agreement that needs to be signed?

  • You will need to submit a requisition in FTS and upload the agreement to the requisition.

• How long does it take for this type of contract to be issued?

  • Once all necessary documentation is entered in FTS, the average processing time for requisitions are within two or eight weeks depending on dollar amount and complexity of the request.

    General processing times:

    • Less than $10,000 = Two Weeks
    • Between $10,000 to $50,000 = Four Weeks
    • Greater than $50,000 = Six to Eight Weeks
• When is a Scope of Work required?

  • A Scope of Work (SOW) [pdf] is required when you want services uniquely customized for your specific needs. Examples include consulting services, customized training, program evaluations, computer programming services, etc.  You must attach the SOW to the Requisition in FTS.

    Please wait until your SOW is ready before submitting your requisition.  Strategic Sourcing will not be able to proceed without your SOW.  

• Who will receive a copy of the PO?

  • Once the Purchase Order is finalized:

    • The requester will receive an unsigned copy of the finalized agreement.
    • The supplier will receive a signed copy of the finalized agreement.

Multi-year Contracts

• What is a Multi-year contract?
  • A negotiated agreement for a designated multi-year term, which typically does not exceed 3-5 years. This can be especially helpful for IT software that requires Technology Requisition Impact Assessment (TRIA) review.
• How can I apply for a Multi-Year contract?
  • If you already have the contract provided to you by the Supplier, you may submit a $1.00 requisition and upload the contract for review by Strategic Sourcing.  Please mention in the Header Comments that you are interested in a multi-year contract.  Multi-year contacts will need to adhere to established solicitation bid limit thresholds.
• Do I need to submit a new requisition if I have a Multi-year contract?
  • Yes, you will need to submit a new requisition each fiscal year, but you can mention the multi-year contract in the requisition and upload the previously approved TRIA form, as long as the contract is still valid in that fiscal year.
• Do I need IT approval to renew my Multi-Year software?
  • If the renewal falls within the dates specified on the Multi-year agreement then you are not required to obtain IT approval.

Information & Communication Technology (ICT) Contracts

• Is TRIA (Technology Requisition Impact Assessment) required for… ?

  • A Requisition and TRIA form is required for all software even if it is:

    • Free.
    • For a single user.
    • A component in equipment.
    • Already purchased by another department.
    • A renewal request for your department.

    
    Any software being downloaded and used on an employee's computer is subject to TRIA.

• Can I submit a requisition even though my TRIA hasn't been approved?

  • Yes, we recommend you complete TRIA at the time of requisition submission.

• Do I need to submit a requisition for free software?

  • Yes, you need to submit a Requisition so that we can review:

    • Terms and Conditions.
    • Accessibility Compliance.

    You also need to submit a TRIA for IT review and approval.

• What if the supplier doesn’t have a VPAT available on their website?
  • When the Requisition is submitted, the assigned Buyer will help communicate with the supplier to get a VPAT, if necessary.

Special Approvals

• What is Section 508 Compliance?

  • Compliance with Section 508 of the Rehabilitation Act of 1973 (29 USC § 794d) requires that when U.S. Federal government agencies develop, procure, or maintain, information and communication technology (ICT), that it is accessible to persons with disabilities. California Government Code Sections 11135 through 11139.8 applies Section 508 standards to California agencies.

• Why do I need to complete a TRIA (Technology Requisition Impact Assessment) Form?

  • A TRIA is necessary so that IT can evaluate the security and accessibility of a particular technology requisition on behalf of the University in order to comply with applicable state and federal law.

     

• Why do I need FD&O’s approval?

  • Please see Fixtures, Furnishings, and Equipment Permit Requirements [pdf] for more information.