Contract FAQs

Please refer to the Quick Reference Guide for Searching for Submitted Contracts.

Whether the contract is pending approval or in another status, here is the next step: Open the contract you have a question about, go to the History tab, and scroll down to Approval History. Similar to the other modules, the bottom name highlighted in blue is the current holder of the contract. If your name is listed, that means it is in your worklist, and you need to take action.  Under Approval History, you can also click on Options, then Show All to show every approval step the contract has gone through.

A contract is not required for the purchase of goods, unless a competitive solicitation process has been used.  For example, a Request for Information (RFI), a Request for Qualifications (RFQ), a Request for Proposals (RFP), or a Request for Bids (RFB) are all considered competitive solicitations.  The Office of General Counsel will help the unit draft a contract if a competitive solicitation has been utilized.   

Oftentimes, purchases of goods involve terms and conditions (T&Cs), online references to T&Cs, agreements, binding conditions, etc.  These types of contracts do not need to be sent to the Office of General Counsel for review.  However, Procurement Services may request a legal review in certain situations.  

The University's Quote and Bid Threshold Policy requires a unit, through the Procurement Services Office, to obtain quotes for purchases of goods from $10,000-$99,999, and to obtain bids for purchases of goods for $100,000 or more. Please review the policy for more details about the requirements and exceptions.  Contact Procurement Services at 307-766-5233 for further information.

Software is considered a good (unless the supplier is also providing installation or training, then it is considered a service).  However, the supplier usually requires that the University sign a software license agreement.  A software license agreement must be reviewed by the Office of General Counsel.  Follow the external supplier process. Note: Any software purchase and any purchase related to technology must comply with the Accessibility Policy for Technology Purchases.

Yes, if the arrangement involves a professional service, totals more than $10,000, and the supplier has not provided their own contract.

Service agreements cannot be used for any alteration, construction, or design for alterations or improvements to University buildings or grounds, or for attaching any item or material to University buildings or grounds (for example, blinds, carpeting, paint, and electrical).  Contact UW Operations at 307-766-6883 for more information.

One option is to use the Statement of Work form and follow the instructions outlined in the “Process if supplier does not require a contract.” Another option is to use the Agreement for Services template and send it through the WyoCloud contract process.

The University's Quote and Bid Threshold Policy requires a unit, through the Procurement Services Office, to obtain quotes for services totaling $10,000 to $99,999 and to obtain bids for services totaling $100,000 or more. Please review the policy for more details about the requirements and exceptions. The cost of services is based on a complete project or contract (i.e., a cumulative value). Projects or contracts may be short in duration or be performed over a longer period of time. A signed contract does not negate this requirement.  Contact Procurement Services at 307-766-5233 for more information.

A procurement card may be used for certain purchases totaling $4,999 or less. Oftentimes, these purchases (whether a good or a service) involve terms and conditions (T&Cs), online references to T&Cs, agreements, binding conditions, etc.  These types of contracts do not need to be sent to the Office of General Counsel for review.  However, Procurement Services may request a legal review in certain situations.  

In general, the answer is yes, and the template agreements must go through the WyoCloud contract process unless the Office of General Counsel has provided a separate process for your unit after 2/15/2018.  [If you have a template agreement that you are currently using, or that you would like to use, but have not been contacted by our office, feel free to contact us to explore an arrangement.]
In addition to the individual arrangements described above, the Office of General Counsel does not need to review the following template agreements, unless the contracting party requests revisions.  You must work with Procurement Services to complete the following agreements. 

1. Catering Agreements
2. Agreements for Printing and Publishing Services
3. Agreements for Lab Services (Private Entities)
4. Agreements for Lab Services (Public Entities)

 

Currently the WyoCloud contracts module requires the contractor to be entered as a Supplier in WyoCloud before a contract can be created with that contractor. Some of these agreements/MOUs without the exchange of funds are with parties that are not currently Suppliers. Please contact the Office of General Counsel via email with the proposed contract attached to ask about this specific situation.