总统内阁于2012年2月21日通过
总统内阁于2017年2月28日通过修订
总统内阁于2018年12月28日通过修订
Revisions Adopted by President’s Cabinet 2/23/21; 2/1/22; 8/8/22
Policy Statement and Scope
This policy and procedure outlines the college’s process for contract review, approval, 维护和管理. 该策略的目标是提供集中化 of contract review and approval, to enhance communication among the college’s relevant departments regarding the proposed contracts and to provide financial oversight of the college’s expenditures. 建筑合同受USG政策管辖 不受此审查程序的约束.
A “contract” for purposes of this policy and procedure refers to the agreement between EGSC and the vendor for the purchase or provision of goods and/or services, outlines the responsibilities of the parties, and includes any ancillary documents referred to in the agreement. 概述购买或提供的有关文件 goods and/or services may be known by other names and may include several documents such as: proposal, quotation, terms and conditions, memorandum of understanding, memorandum of agreement, click through agreements, non-disclosure agreements, confidentiality agreements, etc. 约束买卖双方的任何文件 货物和/或服务的合同被认为是合同.
采购申请，合同审查，谈判和批准
East Georgia State College utilizes the Department of Administrative Services contract 投标门槛，以确定内部合同审查程序. Any proposed purchase for goods and services that does not exceed $4,999 in value per fiscal year may be negotiated at the department level but will be subject to East Georgia State College Purchasing Policy. 建议与采购部门协商 on all purchases but is required 购买金额超过4999美元的物品. 任何建议购买的信息 technology software or hardware requires approval of the Vice President for Information 购买前的技术. 所有采购必须遵循以下程序.
The first step for review and approval of a proposed purchase under this policy is 将以下文件提交给 Purchasing Department: the completed Departmental Request with supporting documentation of the proposed 采购(建议书、估价等.)，并提交已填妥的 法律事务办公室合同路由和批准表格 (attached), if applicable to the purchase (See “If Purchases Require Legal Review” below). 请求者必须与IT协作进行数据保护审查 to determine whether the vendor will have access to EGSC data, conduct a review of vendor’s processes for the assessment and analysis of risks with respect to its access to EGSC’s data, determine whether adequate controls are in place, assign a risk level after the review, and require appropriate protections such as cyberinsurance if required. 数据保护审查将使用 EGSC/USG网络安全合同清单 并要求供应商遵守相应的合规措施 USG policy. Vendor’s compliance with data protection is required prior to initial contract execution 或工作开始及任何后续续期之前. The completed checklist 和合规文件将由IT和业务办公室维护. Upon receipt of the Department Request, the Purchasing Department will review and determine if 这笔开支可以从所要求的预算中支付. 在购买授权之前， the Purchasing Department will consult with the department concerning any additional requirements, including the need for a criminal background check for vendor, and the 购买的大致时间表. 如果需要犯罪背景调查 of a vendor the Purchasing Department will obtain vendor’s certification of same using the 供应商强制犯罪背景调查条款和认证 form (attached).
如果购买豁免法律审查:
After review of the proposed purchase and approval granted by the Purchasing Department, a Purchase Order (PO) will be issued by the College Purchasing Official and forwarded 给选定的供应商和部门代表.
如果购买需要法律审查:
[All purchases requiring review by Legal Affairs must include a Department Request – No P-Card Purchases. 不直接把合同寄给法务审核 -它们将被退回给发送者.]
After review and approval by the Purchasing Department and signature of the Vice President 对于商务，采购将提交完整的，签名的 法律事务办公室合同路由和批准表格 及所有证明文件送交法务审批. The Office of Legal Affairs will work with the department representative and/or vendor to address and implement data protection requirements in the vendor contract, as appropriate, 最后敲定一份各方都能接受的合同. 一旦定案，法律事务 will send a copy of the unsigned contract and the signed routing form to the Purchasing Department. 采购部将发出采购订单(PO)并通知 法律事务部确认PO已经到位. 采购部和法务部负责协调签署 卖方和授权学院在批准的合同上签字. After the signature is obtained, the Purchasing Department will forward the PO to the selected vendor 部门代表. 采购部负责确保 法律事务厅收到完整签署的文件.
Performance under a contract must not begin until the contract has been approved using the above process and signed by the President or Vice 商务总裁, 适当时，所有合规文件都存档. Performance includes taking any action which could be considered as consent to the contract and includes but is 不限于口头承诺、开始工作、订购等行为 产品、接收产品等.
All contracts entered into in the name of East Georgia State College are subject to 佐治亚大学校董会的政策和程序. In addition, many of the college’s contracts are subject to State purchasing regulations 以及对国家机构订立的合同的法定限制.
All contract renewals, amendments, modifications and terminations must be submitted to the Purchasing Department for review and will undergo the same contract review process as outlined above.
Signatory Authority
All contracts require the President’s signature and prior review by Legal Counsel 除非另有说明. 总统有权签署合同，续约， 修改，修改和终止代表学院. This includes Construction Contracts, Memorandum of Understandings, Consulting Agreements, Collaborative 协议、授予协议等.这是十大彩票平台的义务. No member of the faculty or staff may sign any of the above documents without specific 十大彩票平台校长的书面授权. State law provides that persons entering into contracts without complying with all applicable State laws and regulations become personally liable for any amounts due under those contracts.
采购合同例外
The President has delegated signatory authority for purchase contracts to the Vice 商务总裁.
合约维护及管理
After review and signature as indicated above, a copy of the fully executed contract will be sent to the department, and the original retained by the President’s Office. The Office of Legal Affairs maintains the President’s contract files and maintains 法律事务部审查过的所有合同的清单. 采购部将 maintain a contract log listing all contracts with commencement dates, renewal dates 以及终止日期，以及其他相关信息. The Purchasing Department will be responsible for prompting the departments when critical dates are pending 并将此事通知商务事务副总裁. For contracts under $4,999, the departments will be responsible for monitoring the relevant information and dates.
Any questions concerning College contracts should be addressed to the Vice President for Business Affairs (Ext. 2025)或法律顾问(分机2165).
