Contract Administration

Contract Execution Process Summary

Any contract with a value in excess of $25K will be subject to the Procurement Department final review / execution process. While any contract up to $25K in value may be executed locally, contracts $5K up to $25K must be sent to the Procurement Department for central record retention accompanied by a completed transmittal form marked FOR FILE ONLY. Contract value is defined by multiplying the maximum annual amount of receipts or expenditures by the number of contract years.

Role of Contract Negotiator (Initiator)

•          Negotiate contracts based on need
•          Refer to the Contract Checklists as created by C/A
•          Obtain Contract Transmittal Form, completing required fields
•          Determine if IEEE Legal Counsel is necessary (discuss with Procurement Manager if needed)
•          Forward Contract Transmittal Form to the Procurement Department at the Operations Center for review and the final approval process
•          Forward contract to the appropriate Major Board Staff Rep

Forward letter and original contract to vendor for counter signature (cc Initiating Unit)

Role of Contract Administration

•          Review Contract Transmittal Form for complete information
•          Enter information provided by Initiating Unit into database
•          High level review of contract
•          Execute contract.
•         Upon receiving the countersigned contract a copy will be forwarded to the Initiating unit (if requested), the original retained for central record retention

If there is an issue with contract content at any point in the review process the Initiating Unit will be contacted. The process will begin again once the Initiating Unit addresses the issue with an explanation. The metric is 3-8 business days with a target of 5 business days.