TBR Service Center VENDOR GENERATED CONTRACTS

Transcription

1 VENDOR GENERATED CONTRACTS Description: Contracts negotiated by TBR must include supporting documents, such as the Contract Routing Form and Contract Summary Sheet, to be routed through appropriate approvals for final contract execution. Table of Contents Step 1. TCAT Representative Submits Contract for Review... 2 A. Determine if contract is cost or no cost... 2 B. Submit contract to Service Center via BDMS... 2 Step 2. Service Center Contract and Reporting and Contract Manager Negotiates Contract... 7 A. Retrieve Draft Contract from BDMS... 7 B. Negotiate contract terms C. Save final contract into BDMS D. Notify the TCAT of Final Contract Availability Step 3. TCAT Representative Completes Required Contract Information A. TCAT Representative retrieves final contract in BDMS B. Go to TBR webpage and select applicable PowerForm C. Enter PowerForm signer information D. Complete Contract Routing Confirmation Review and Approval Form E. Complete the Contract Summary Sheet F. Retrieve non-debarment verification G. Attach non-debarment information to Contract Summary Sheet H. Attach contract I. Attach backup documentation J. Submit to Service Center Step 4. Service Center Contracts and Reporting Reviews Contract Submission and Finalizes Contract A. Review submitted documentation B. Assign contract number C. Assign contract amendment number D. Obtain signatures on internal documents E. Manage the contract F. Upload executed contract to TBR contracts log G. File final contract within DocuSign Service Center Training Vendor Generate Contracts Process Manual Page 1 of 42

2 Step 1. TCAT Representative Submits Contract for Review The contract is reviewed to determine if the vendor needs to be set up in TSM. A. Determine if contract is cost or no cost A cost contract is an agreement with a vendor for products and/or services for monetary payment. No cost contracts do not have monetary payment. 1. Determine if contract is a cost or no cost contract 2. The contract shall state if it is cost or if the product/services are offered at no cost 3. If the contract is no cost, proceed to Step 1B 4. If it is a cost contract, vendor must be set up and approved in TSM prior to moving to Step 1B Note: See Request New Vendor / Vendor Change process manual for instructions on requesting a new vendor B. Submit contract to Service Center via BDMS 1. Go to BDMS via App Extender 2. Log in with your Username and Password 3. On the home screen, select TBR-F-Contracts in the grey navigation pane on the left-hand side 3 4. Select the New Document icon 4 Service Center Training Vendor Generate Contracts Process Manual Page 2 of 42

3 5. In the updated screen, select the Upload Document Note: An Add New Page window will appear 6. Select the Browse button Navigate through your computer files to where your report document is saved 8. Select the document and select the Open button 8 Service Center Training Vendor Generate Contracts Process Manual Page 3 of 42

4 9. Select the Upload button Enter the vendor name in the Vendor Name field 10 Service Center Training Vendor Generate Contracts Process Manual Page 4 of 42

5 11. Select Draft in the Status drop-down menu Select Contract Vendor Generated from the Document Type drop-down menu 12 Service Center Training Vendor Generate Contracts Process Manual Page 5 of 42

6 13. Select the fiscal year in the Fiscal Year field In the School Contact field, enter the name of the individual who will serve as the contract person for this contract at your institution 15. In the Vendor Contact field, enter the name of the individual who will serve as the contract person for this contract at the vendor Leave the Routing Status field blank 17. Your institution s VPDI code will automatically populate in the VPDI_Code field 18. The Activity Date field will auto populate Service Center Training Vendor Generate Contracts Process Manual Page 6 of 42

7 19. In the Disposition Date field, select today s date from the calendar Note: Do not manually type in the date, as doing so will not apply within the system and will result in an error Select Save Note: You have completed uploading the document to BDMS. 20 Step 2. Service Center Contract and Reporting and Contract Manager Negotiates Contract The Service Center will negotiate applicable contract terms with the vendor until they are mutually agreed upon. A. Retrieve Draft Contract from BDMS 1. Manager/Associate follows up with TCAT until the form is uploaded to BDMS 2. Go to BDMS via App Extender 3. Log in with your Username and Password Service Center Training Vendor Generate Contracts Process Manual Page 7 of 42

8 4. On the home screen, select TBR-F-Contracts in the grey navigation pane on the left-hand side 4 5. Select the New Query button 5 Service Center Training Vendor Generate Contracts Process Manual Page 8 of 42

9 6. In the Vendor Name field, type in the vendor 6 7. In the Status field, select Draft 7 8. In the Document Type field, select Contract Vendor Generated 8 9. In the Fiscal Year field, select the fiscal year 9 Service Center Training Vendor Generate Contracts Process Manual Page 9 of 42

10 10. Select the Run button Note: A new screen will load with the query results Scroll through the Query Results page if there are multiple results, to locate the contract monitoring form that you are looking for 12. When you have identified the document, select the Check box to the left of the document icon and vendor name Note: Options to edit or share the document will appear. 12 Service Center Training Vendor Generate Contracts Process Manual Page 10 of 42

11 13. Select the Export icon 14. From the Export icon drop down menu, select Export Selected Document(s) Note: A new Export Document window will appear. TBR Service Center Select the Document Contents radio button and make sure the Use PFD Format checkbox is selected 16. Select Export In the permissions pop up that appears at the bottom of your screen, select Save Note: Once the download has completed, the Export Document will update. 17 Service Center Training Vendor Generate Contracts Process Manual Page 11 of 42

12 18. In the Export Document window, select Close 18 B. Negotiate contract terms 1. Edit the contract per negotiations with the vendor C. Save final contract into BDMS 1. Go to BDMS via App Extender 2. Log in with your Username and Password 3. On the home screen, select TBR-F-Contracts in the grey navigation pane on the left-hand side 3 Service Center Training Vendor Generate Contracts Process Manual Page 12 of 42

13 4. Select the New Document icon 4 5. In the updated screen, select the Upload Document Note: An Add New Page window will appear 6. Select the Browse button Navigate through your computer files to where your report document is saved Service Center Training Vendor Generate Contracts Process Manual Page 13 of 42

14 8. Select the document and select the Open button 8 9. Select the Upload button Enter the vendor name in the Vendor Name field 10 Service Center Training Vendor Generate Contracts Process Manual Page 14 of 42

15 11. Select Final in the Status drop down menu Select Contract Vendor Generated from the Document Type field Select the fiscal year in the Fiscal Year field 13 Service Center Training Vendor Generate Contracts Process Manual Page 15 of 42

16 14. In the School Contact field, enter the name of the individual who will serve as the contract person for this contract at your institution 15. In the Vendor Contact field, enter the name of the individual who will serve as the contract person for this contract at the vendor Leave the Routing Status field blank 17. In the VPDI_Code field, select your institution s VPDI Code from the drop-down menu 18. The Activity Date will auto populate 19. In the Disposition Date field, select today s date from the calendar Note: Do not manually type in the date, as doing so will not apply within the system and will result in an error Select Save Note: You have completed uploading the document to BDMS. 20 Service Center Training Vendor Generate Contracts Process Manual Page 16 of 42

17 D. Notify the TCAT of Final Contract Availability 1. the TCAT to inform them that their final contract is available in BDMS Step 3. TCAT Representative Completes Required Contract Information A. TCAT Representative retrieves final contract in BDMS TBR Service Center Once the TCAT receives notification from the Service Center, that the final contract is available in BDMS, they must retrieve the contract. 1. Go to BDMS via App Extender 2. Log in with your Username and Password 3. On the home screen, select TBR-F-Contracts in the grey navigation pane on the left-hand side 3 4. Select the New Query button 4 Service Center Training Vendor Generate Contracts Process Manual Page 17 of 42

18 5. In the Vendor Name field, type in the vendor 5 6. In the Status field, select Final 6 7. In the Document Type field, select Contract Vendor Generated 7 Service Center Training Vendor Generate Contracts Process Manual Page 18 of 42

19 8. In the Fiscal Year field, select the fiscal year 8 9. Select the Run button Note: A new screen will load with the query results Scroll through the Query Results page if there are multiple results, to locate the contract monitoring form that you are looking for Service Center Training Vendor Generate Contracts Process Manual Page 19 of 42

20 11. When you have identified the document, select the Check box to the left of the document icon and vendor name Note: Options to edit or share the document will appear Select the Export icon 13. From the Export icon drop down menu, select Export Selected Document(s) Note: A new Export Document window will appear Select the Document Contents radio button and make sure the Use PFD Format checkbox is selected 15. Select Export 15 Service Center Training Vendor Generate Contracts Process Manual Page 20 of 42

21 16. In the permissions pop up that appears at the bottom of your screen, select Save Note: Once the download has completed, the Export Document will update. TBR Service Center 17. In the Export Document window, select Close B. Go to TBR webpage and select applicable PowerForm 1. Navigate to the TBR website 2. Scroll to the bottom of the TBR home page 3. Click Vendors and Bid Opportunities 3 Service Center Training Vendor Generate Contracts Process Manual Page 21 of 42

22 4. On the left side gray navigation pane, under Contracts/Purchase Order Processing, click Paperless Workflow Forms 4 5. Click on the applicable agreement form link In general, the difference in the types of agreements is that each include different routing for approval by other individuals. (e.g., the Standard Agreement under System Office has a different department approval routing than the Standard Agreement for TCAT s. The TCAT routing includes the president of the TCAT s approval. Note: For more information regarding the different contract types, refer to Contracts Guideline: G-030 or the TBR Contracts and Reporting Manager a. Standard Agreement: Used by an Institution in many situations without allowing the employee, customer, etc. to make any changes b. Academics Course Revitalization: TBR course revitalization initiative brings together groups of faculty at each institution to engage with the course structure and curricula in the most fundamental classes in order to find new, innovative pedagogy approaches that will enable more students learn more material at a deeper level, and consequently for more students to succeed c. Clinical Affiliation/Field Experience Contracts: A clinical affiliation agreement is an agreement between an Institution and another entity (Affiliate) for the provision of practical clinical experience to the Institution s students. d. Clinical Affiliation Non-Standard: These are clinical affiliation agreements whereby the Affiliate will not agree to sign our template but ask that we sign theirs. In these instances, additional routing is required to seek General Counsel s approval. e. Dual Services: This applies to agreements whereby an Institution/state agency is procuring the services of a full-time employee of another Institution/state agency f. Academic Agreements: Articulation/transfer, dual credit and dual enrollment agreements should be developed in compliance with instructions or guidance from the System Office, Office of Academic Affairs g. Contracts associated with the Regents Online Campus Collaborative (ROCC): These agreements require different approval and routing thus the need for a separate link Service Center Training Vendor Generate Contracts Process Manual Page 22 of 42

23 h. Order Forms: Order forms from Ellucian, TouchNet, and PeopleAdmin are an amendment or an addendum to the contract; These are identified and managed separately due to the frequency and the nature of these forms 5 C. Enter PowerForm signer information Upon clicking the applicable agreement form link, the PowerForm Signer Information screen will open for the user to complete. 1. Enter your name and under the Originator section 2. Enter the name and of the Director Approval as defined in TBR Policy 1:03:02:10 3. Click Begin Signing at the bottom of the page Service Center Training Vendor Generate Contracts Process Manual Page 23 of 42

24 D. Complete Contract Routing Confirmation Review and Approval Form TBR Service Center 1. The Contract Routing Confirmation Review Form and Approval Form will appear after clicking Begin Signing on the PowerForm 2. Enter Date 3. TBR Contract Number will be added by the Service Center after completing Step 4B Determine if the form should be a Rush request a. If no, enter the department name in the Department field b. If yes, type justification for rush then enter the department name in the Department field 4b 5. Type the Contractor name Explain the purpose of establishing the contract in the Purpose field 7. Under Step 1: Department Approvals, click to sign as the Originator 8. Add name, title, and of signatories in the Comments text field at the bottom of the routing form a. For the TCAT, it will be the President or designee and the TCAT will need to contact the vendor for the name, title, and of the signatory on the vendor sign E. Complete the Contract Summary Sheet The Contract Summary Sheet provides an overview of the contract information, including contract terms and vendor information. The Contract Summary Sheet will appear once you complete and click the red Start icon on the Contract Routing Confirmation Review and Approval Form. 1. Follow the prompts to enter the pertinent contract data for items #1-10 on the Contract Summary Sheet Service Center Training Vendor Generate Contracts Process Manual Page 24 of 42

25 Note: If the Agreement is an expenditure Agreement and was non-competitive as prescribed in TBR Purchasing Guideline B-120, complete and attach the Non-Competitive Justification Form, found as Exhibit 5 of TBR Purchasing Guideline B-120. Note: The file attachments at the bottom of the page will be completed in Steps 1G-I. The contract number will be entered by the Service Center in Step 4C-8 1 F. Retrieve non-debarment verification Debarment means excluding a vendor from participation in procurements or contracts due to reasons such as; fraud, mismanagement, or similar improprieties. The System for Award Management (SAM) website is used to determine if a vendor is debarred due to such actions. Note: If this is not an expenditure contract, create a document stating NO DEBARRMENT NECESSARY, and continue to Step 1G. 1. Leave the Contract Summary Sheet window open 2. Go to in a separate browser window Service Center Training Vendor Generate Contracts Process Manual Page 25 of 42

26 3. At the bottom of the home page, under Getting Started, click Search Records TBR Service Center 3 4. Type in partial vendor/contractor name under Quick Search 5. Click Search 4 5 Service Center Training Vendor Generate Contracts Process Manual Page 26 of 42

27 6. If necessary, select the search filters under the Filter Results section to refine your search results 7. Once the correct vendor is identified, click Save PDF 8. The PDF will include all results listed under your search A pop-up screen will open after clicking Save PDF 10. Select Open With and choose Adobe Acrobat Reader 11. Click OK Service Center Training Vendor Generate Contracts Process Manual Page 27 of 42

28 12. The PDF will open; click File at the top left of the screen, then Save As Save the PDF to your desktop by clicking Desktop, or, to a file where you can remember Note: You will need this in the next step of the process 14. Close the browser window G. Attach non-debarment information to Contract Summary Sheet 1. Return to the Contract Summary Sheet window 2. Click the first paperclip at bottom of page to attach non-debarment verification 2 3. Click Upload File 4. Select the saved non-debarment PDF file from the desktop or your chosen location 5. Click Done Service Center Training Vendor Generate Contracts Process Manual Page 28 of 42

29 H. Attach contract TBR Service Center In this section you will attach the clean, unsigned vendor generated contract that you downloaded from BDMS in Step 3A. 1. Click the second paperclip at the bottom of the Contract Summary Sheet to attach unsigned contract 2 2. Click Upload File 3. Select the updated unsigned contract from its saved location 4. Click Done I. Attach backup documentation 1. Click on the third paperclip at the bottom of the Contract Summary Sheet to attach backup documentation 1 2. Click Upload File 3. Select any backup documentation (i.e. non-competitive justification form, sole source letter, original agreement is amendment is being processed, etc.) 4. Click Done Service Center Training Vendor Generate Contracts Process Manual Page 29 of 42

30 J. Submit to Service Center TBR Service Center 1. Review the Routing Form, Contract Summary Sheet, and that all attachments are correct and complete 2. Click Finish on the top right of the screen to submit to Service Center 2 Step 4. Service Center Contracts and Reporting Reviews Contract Submission and Finalizes Contract The Service Center is responsible for reviewing contract information to verify the submitted information is correct, assigning a contract number to the contract documents, obtaining document signatures, and filing the finalized contract to the TBR contracts log and DocuSign. A. Review submitted documentation 1. Review Routing Form, Contract Summary Sheet, and attachments to ensure that all documentation is correct 2. If documentation is correct: a. Leave DocuSign open b. Continue with Step 2B Service Center Training Vendor Generate Contracts Process Manual Page 30 of 42

31 3. If corrections are needed: a. Notify the institution of needed changes b. Void contract submission: i. Login to DocuSign ii. Click Manage from the menu bar 3bii. iii. Find the contract in question iv. Once the contract is found, select by clicking the check box 3biv. v. Under the More tab, click Void 3bv. c. Ask the institution to start with Step 1A for re-submission Service Center Training Vendor Generate Contracts Process Manual Page 31 of 42

32 B. Assign contract number 1. Go to TBR Contracts System 2. Enter your Username and Password 3. Click Admin Panel at the top of the screen 3 4. On the left side of the screen, under Edit Pages, click Add New Contract 4 5. Enter requested data in all fields Note: These fields will be identified in the Contract Summary Sheet Service Center Training Vendor Generate Contracts Process Manual Page 32 of 42

33 a. Status: Updates automatically b. Contract Type: Select type of contract; Contact Contract Manager if assistance needed c. Vendor: Enter vendor name d. Ethnicity: Select vendor diversity classification e. Commodity Type: Select commodity related to the contract; Contact Contracts Manager if assistance needed f. Initiator: Enter name g. Monitor: Enter name h. Yearly Amount: Enter contract amount i. Competitive: Click the check box if the contract was competitively bid j. Initial Start Date: Enter start date of the contract k. Current Year End Date: Enter date l. Log Date: Enter date created m. Purchasing/Finance Approval Dates: Entered when the contract is signed and complete n. Funding Type: Select Revenue, Expenditure, or No Cost o. Monitor Frequency: Determined by the Contract Monitor and dependent on the nature of the contract p. Max Liability: Enter the total amount of the contract taking into consideration multiple terms q. System Wide: Click the check box if the contract applies system wide r. Start Date: Enter tart of the contract considering renewals s. Ren #: Enter renewal number; The contract plus renewals t. Approval Dates: Enter the dates the contract is signed by the respective approvers u. Grant: Click the check box if it is a grant 6. Click Insert 5a-u 6 Service Center Training Vendor Generate Contracts Process Manual Page 33 of 42

34 7. The assigned number will display on screen 7 8. Return to DocuSign 9. Enter contract number in required field on the Contract Routing Form Leave DocuSign open C. Assign contract amendment number 1. Go to TBR Contracts System 2. Enter your Username and Password Service Center Training Vendor Generate Contracts Process Manual Page 34 of 42

35 3. Click Admin Panel at the top of the screen 3 4. On the left side of the screen, under Edit Pages, click Edit Contracts 4 5. Type the contract number into the Contract Number field 6. Click Search to pull up the selected contract a. This will tell you which contract amendment number to utilize (i.e ) 6 5 Service Center Training Vendor Generate Contracts Process Manual Page 35 of 42

36 7. Return to DocuSign 8. Enter the contract number at the top of the Contract Summary Sheet 8 D. Obtain signatures on internal documents 1. DocuSign will guide the signatory to both the Contract Routing Form Signature and Contract Summary Sheet Signature requirement 2. Contracts will then route internally for all applicable signatures for the Contract Routing Form and Contract Summary Sheet Note: Everyone in the signature workflow will receive an that the contract is ready for them to sign and the System will guide them to the fields for signature. E. Manage the contract 1. Go to DocuSign 2. Enter your and Password 3. Click Log In 4. At the left side of the Home screen, under Overview, click Action Required 4 Service Center Training Vendor Generate Contracts Process Manual Page 36 of 42

37 5. Click the Manage tab at the top of the screen 5 6. Click Manage for the contract that needs correction 6 7. Click Edit Envelope in the pop-up screen 8. Create additional recipients by clicking Add Recipient Note: Add the number of recipients who will sign the contract for both the System Office and the contractor. The contractor always signs before the System Office Assign new numbers to each Recipient to ensure they are after TBR PCPS in the workflow 10. Enter the name and of the respective individuals that will sign the contract Service Center Training Vendor Generate Contracts Process Manual Page 37 of 42

38 11. Drag the signatory tags from the left side of the screen and Drop to the corresponding location on the contract a. Signature b. Initial c. Date Signed 12. Click Correct at the top right of the screen 12 11a 11c 11b 11a 11b 11c Note: Everyone in the signature workflow will receive an that the contract is ready for them to sign and the System will guide them to the fields for signature. F. Upload executed contract to TBR contracts log 1. Once signatures are added and contract is complete, DocuSign will all individuals in the workflow a final copy of the contract 2. Save PDF copy of the documents separately, including: a. Contract b. Contract Routing Form c. Contract Summary Sheet d. SAM verification e. Any other supporting documentation Service Center Training Vendor Generate Contracts Process Manual Page 38 of 42

39 3. Upload the applicable fields in the TBR Contracts Log: a. Go to TBR Contracts System b. Enter your Username and Password c. Click Admin Panel at the top of the screen 3c d. On the left side of the screen, under Edit Pages, click Edit Contracts 3d Service Center Training Vendor Generate Contracts Process Manual Page 39 of 42

40 e. Type the contract number into the Contract Number field f. Click Search to pull up the selected contract 3f 3e g. In line detail, click Select in the far-left column of the selected contract 3g h. Click Edit on the bottom left of the gray box i. Fill-in and/or edit contract details in the fields, as applicable j. Click Update 3h 3j Service Center Training Vendor Generate Contracts Process Manual Page 40 of 42

41 k. If it is a new contract: i. Click Browse under the Attachments field ii. Double-click the saved contract iii. Click Upload 3ki. 3kiii. l. If it is an amendment: i. Click Add Renewal/Amendment ii. Click Edit 3lii. iii. Enter Dates iv. Click Update 3liii. 3liv. v. Click Browse under the Attachments field vi. Double-click the renewal/amendment vii. Click Upload 3lv. 3lvii. m. Click Browse under Internal Attachments n. Double-click to load the Contract Routing Form, Contract Summary Sheet, and other backup documentation o. Click Upload 3m 3o Service Center Training Vendor Generate Contracts Process Manual Page 41 of 42

42 G. File final contract within DocuSign 1. Go to DocuSign 2. Enter your and Password 3. Click Log In 4. Click Manage at the top of the screen 5. Drag (a) and Drop (b) the contract file to sub-folder on the left side within DocuSign 4 5a 5b Service Center Training Vendor Generate Contracts Process Manual Page 42 of 42