Welcome to the Contract Services page. On this site you will find information on how to initiate a contract, guidance on which contract template to utilize, and the approved contract templates that are available for use.
The University is implementing Total Contract Manager (TCM), an automated contract management system. TCM provides a paperless process for contract creation, workflow approvals and electronic signatures. Currently, Purchasing is onboarding UNCG departments to TCM. Required training is provided by the Purchasing Department when a department has an actual contract to create. Until a department is onboarded in TCM, the templates for Contracted Personal and Professional Services found in the Forms tab should continue to be used.
The contracting process at UNC Greensboro must comply with all State of NC rules and polices as well as those polices that govern UNC Greensboro.
Administrative Application (Computer Software) Pre-Purchase Approval
Purchases of enterprise software must comply with existing University policy and applicable laws, including Purchasing regulations and the policies on Web Accessibility and Contract Review.
- Proposed administrative applications must be reviewed by the Security Committee and by the Administrative Systems Committee (ASC) to ensure that University data are properly protected.
- Administrative enterprise and student-facing enterprise administrative applications must comply with a University-approved method of authentication and be capable of leveraging single sign on to allow one authentication transaction for utilization of multiple services (Single Sign-On for University Systems).
- All administrative applications must be an efficient use of University resources. Where capabilities exist in the Banner ERP system or other enterprise systems, purchases or renewals of partially redundant or similar systems will not be approved.
- If any of these conditions, based on applicability, are not met, the purchase will not be approved. Exceptions to II may, however, be granted in cases where no suitable alternative exists.
- Appeals: A potential purchaser whose request to purchase is denied based on efficiency review as described in section III may appeal to the Administrative Systems Committee.
If you have any questions please contact the Purchasing Office for assistance: firstname.lastname@example.org
Pursuant to N.C.G.S. §143-64.24(8), the Board of Governors has adopted the following policies and procedures governing contracts to obtain the services of a consultant by the constituent institutions of the University of North Carolina.
- “Consulting services” shall mean work or task(s) performed by governmental entities or independent contractors possessing specialized knowledge, experience, expertise, and professional qualifications to investigate assigned problems or projects and to provide counsel, review, analysis or advice in formulating or implementing improvements in programs or services. This includes but is not limited to the organization, planning, directing, control, evaluation, and operation of a program, agency, or department.
- The Chancellors, or the Chancellors’ designees, are authorized to approve contracts for consulting services to a constituent institution when the services are determined to be in the best interest of the University, and the amount is not above the constituent institution’s management flexibility purchasing benchmark. (UNCG’s purchasing benchmark is $500,000.)
- The University of North Carolina Vice President for Finance is authorized to approve contracts for consulting services above the constituent institution’s management flexibility purchasing benchmark. (For any contracts exceeding $500,000, UNCG Purchasing will seek approval for the contract.)
- Contracts for consulting services for a constituent institution shall be:
- Consistent with all applicable policies and procedures adopted by the constituent institution for the procurement of services, including policies and procedures for personal and professional services, competitive bidding, and sole-source justifications.
- Reported to the constituent institution’s Board of Trustees at least annually.
- Reported to the University of North Carolina Vice President for Finance at least annually.
- Contracts for the use of individuals for instructional services, curriculum development, and conducting academically oriented research, formerly covered under Board of Governors Policy Guideline §600.5.4[G], remain exempt from the State Consulting Act, and are exempt from the reporting requirements of Sections IV and V of this Policy, but must comply with all applicable policies and procedures adopted by the constituent institution or other unit of the University of North Carolina for the procurement of academic and research consultant services.
If you need assistance or have questions about contracting for consultant services, please contact the Purchasing Department at email@example.com.
Contracted Personal Services
Step 1: Review of Requirement and Resources
A campus department seeking to obtain a contractual service should first make all the following determinations:
- that funds are available to cover the total cost of the service
- that the desired level of quality of the service is adequate and reasonable for the purpose intended
- that all rules, regulations and procedures referred to herein have been or will be complied with, and that obtaining the service is in the best interest of the University
- that the following policies have been reviewed:
• Withholding from Nonresidents for Personal Services (.jpg)
• Financial Services Policy 7.4 and Contracts and Grants Policy 8
Step 2: Purchasing Review and Approval
It is the general policy of the University to acquire contractual services exceeding $5,000.00 (including equipment service contracts) by seeking competition. To process a request for a personal service exceeding $5,000.00, contact Purchasing to solicit bids or discuss obtaining a sole source approval.
Step 3: Independent Contractor vs Employee Determination
- Complete the UNCG Independent Contractor Determination Form and submit it for Approval.
- Proceed only after the supplier is determined to be an Independent Contractor
- NOTE – Individuals on the UNCG payroll may not be paid as Independent Contractors.
Step 4: Creating the Contract
4a: If your department is not yet using Total Contract Manager (TCM)
- Complete the Personal Services Contract Template or Professional Services Contract, including services to be performed and payment terms.
- If any modifications to the template’s Terms and Conditions are deemed necessary, contact UNCG Purchasing for review and approval before proceeding.
- For an unmodified template or an approved modified template, obtain the signatures of both parties. UNCG signatories must be the appropriate authorizing signature.
- Create a cart in eMarketplace for the same payment terms as the contract, attach the contract and submit your order.
4b: If your department is using Total Contract Manager (TCM)
- Create your contract in TCM using the appropriate template
The Purchasing department has negotiated the contract terms with a select group of suppliers and vendors to create a list of Master Agreements. These Master Agreements add efficiency to the process of planning and placing an order for rental golf carts, equipment and tools, party supplies such as chairs and tents, or when looking to book a bus for an upcoming trip.
- Can a Pcard be used to purchase items on these agreements?
Yes, an order involving a contract on a purchasing card is allowed as long as the contract has been reviewed and approved by the Purchasing department prior to the order being placed.
- What happens if my order cannot be placed using a purchasing card?
Should the total of your order exceed the PCard single transaction limit, you can submit a requisition via eMarketplace, being sure to attach the order acknowledgement along with a copy of the Master Agreement for that particular supplier to the requisition.
Click on the name of the supplier/vendor shown in the list below to be taken to the negotiated contract. Mention this agreement or forward a copy of the agreement to that supplier/vendor during your initial discussions. Contact Purchasing if you are interested in having a Master Agreement negotiated with a particular supplier.
|Brads Golf Carts||Golf Cart Rental||Belews Creek, NC||May, 2014|
|Grand Rental Station||Equipment and Event Rental||Greensboro, NC||July, 2015|
|Happy Rentz, Inc.||Party and Event Rental||Greensboro, NC||February, 2016|
|Holiday Tours||Tour Bus Rental||Randleman, NC||May, 2014|
|Horizon Coach Lines||Tour Bus Rental||Winston-Salem, NC||October, 2014|
|Rental Works||Tool and Equipment Rental||Greensboro, NC||May, 2014|
|Southern Event Rental||Equipment and Event Rental||Greensboro, NC||July, 2015|
|Sunbelt Rentals||Tool and Equipment Rental||Greensboro, NC||May, 2014|
|Systel||Managed Print Services||Greensboro, NC||September, 2014|