Roles
| Roles | Titles/Designations | Functions |
|---|---|---|
| Signer (Procurement Services) |
Director of Procurement | Individual with the authority to execute (sign) contract and bind the University in agreements. |
| Firm | Contractor Vendor, Supplier | Business, entity or enterprise doing business with the University or the Commonwealth. |
| Contract Manager** (Procurement Services) |
Buyer, Category Manager, Assistant Director of Contracts, or Contract Analyst | Individual which supports the initial stages of contract formation, following a contract request or need. This individual is generally within Procurement Services and utilizes the Real Source platform for contract drafting, negotiation and final approval. |
| Contract Stakeholder** (User Department) |
Contract Administrator Contract Manager |
Individual who initiates the contract process and works with the Contract Manager during the development of the contract or other agreement. Following contract development and execution, this individual manages contract deliverables, monitors performance, initiates complaints and authorizes payments. In special cases, the Contract Manager may be a member of Procurement Services. |
| Contract Approver** | Director of Procurement Assistant Director of Purchasing Assistant Director of Contracts |
Individual who reviews and determines that contract requests or agreements have met compliance standards prior to signing. |
| Contract Requestor** | Requestor Fiscal Administrator |
Individuals who assist Contract Stakeholders with initiating contract requests within RealSource or who support communications with Procurement Services with developing agreements. |
** RealSource designation only
Procurement Services Responsibilities
Procurement Services critical mission is to ensure that the University’s resources and interests are adequately protected when User Departments and Stakeholders seek to obtain quality goods and services. Procurement Services handles the initial stages of the purchasing goods and services, develops strong internal and external relationships, and maintains a record of active contracts. The responsibilities of the individuals within Procurement Services are:
Contract Development. Various members of the procurement team work collaboratively with User Departments, Contract Administrators, and Contract Stakeholders to develop and execute goods and services contracts that meet the University’s various purchasing needs.
Contract Modification and Revision. Various members of the procurement team work collaboratively with User Departments, Contract Administrators, and Contract Stakeholders to amend, modify or revise active goods and services contracts based on requests or changing University needs.
Risk Management. The procurement team, collectively, identifies and mitigates risks for goods and services purchases and reviews contracts for compliance with applicable procurement and contract standards.
Manage procurement process. Various members of the procurement team oversee the University’s procurement process for related requisitions and contracts.
Manage supply needs and base. The procurement team works with User Departments, Contract Administrators, and Contract Stakeholders to coordinate and improve efficiency regarding supply needs and supply base.
Monitor markets and develop strategies. Various members of the procurement monitor supply needs and internal purchasing trends and work to identify strategies to increase savings and reduce costs.
Contract Disputes. The procurement team assists and supports User Department and Contract Stakeholders, and Contract Administrators in resolving disputes or disagreements with Firms regarding contract performance or charges.
Records Management. The procurement team must store, manage, and maintain purchasing records as per University policy and store and maintain executed contracts within the University’s RealSource Contracts+ repository.
User Department Responsibilities
User department Contract Stakeholders are fully responsible for administering contracts once they are executed/awarded by Procurement Services through the life of the contract. Contract Stakeholders must monitor the Contractor's performance to ensure that the Contractor provides the required goods and/or services in accordance with all of the applicable terms and conditions of the contract. Responsibilities of Contract Stakeholders include:
Contract Management. After executive of a contract/purchase order, the User department monitors contract performance.
Receipt of Goods/Services. The User department “receives” requested goods/services and confirms that contractual deliverables have been meet. Upon such confirmation, the User Department accesses and updates RealSource with appropriate documentation.
Rejection of Goods/Services. The User department handles the rejection should contract deliverables not meet requirements.
Rejections are appropriate when a Firm overruns, underruns or over-ships items. Rejection is appropriate when the User Department receives damaged items or discovered lost items.
Inspection, Acceptance, and On-going Monitoring. The user department is responsible for inspecting, accepting, and continually monitoring the performance of the contract. Inspection is the close and critical examination of the delivered goods/services to determine conformance with applicable contract requirements or specifications.
Cancellations. In the event a User Department wishes to cancel a contract or purchase order, User Department is to contact Procurement Services for assistance with the process.
Contract Changes. In the event User Departments wish to change, modify or amend an existing and active contract or purchase order, the User Department must coordinate and consult with Procurement Services regarding any proposed revisions, changes or amendments.
Disputes. In the event User Department determines that contract deliverables have not been received or performance fails to meet contract requirements, the User Department should attempt to resolve the issue with the vendor; however, the User Department may seek additional support and guidance from Procurement Services.
Renewals. User Departments are to monitor contract termination or expiration dates. If extensions or renewals are desired, the User Departments are to coordinate with Procurement Services to establish and execute any such extension or renewal. In evaluating the need for renewals, the User Department may consider past performance of Firm.
Contract Close Out. User departments must review a Firm’s contractual obligations prior to the expiration of the contract. In the event of any non-compliance, the User Department should notify the Procurement Services for guidance.
Records Management. User departments must store, manage and maintain adequate records of a Firm’s performance as required by University policies. User Departments are to timely update required information in and review notices from RealSource Contracts+ regarding requisitions, renewal notices, contract expiration notices, contract communications, or procurement processing stages.
For more information about Contracts, view Manage Contracts.