About
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 implemented the Contracts module within SpartanMart, providing an automated contract management system. SpartanMart Contracts provides a paperless process for contract creation, workflow approvals and electronic signatures. Currently SpartanMart Contracts has been implemented with several University departments. If your department is one of these, all new contracts should be created in the contracting module.
Over the coming months, Procurement Services will be working with other areas across campus in the onboarding process to SpartanMart Contracts. Training will be provided by Procurement Services and is required in advance of individuals gaining access to the automated system. If you have questions about the onboarding process please contact us at purchase@uncg.edu.
Contract Guidance
There are many factors to consider when acquiring goods and services on behalf of the University. Please review the guidance below and contact Procurement Services, if you have questions or need additional assistance please email procure@uncg.edu or visit the Staff page.
Why should a Contract be Issued?
There are times when a more explicit and detailed written contract must be bi-laterally executed to clearly define the engagement. Factors to consider include:
- ♦ Acceptance Criteria
- ♦ Special payment terms
- ♦ The scope of services and deliverables
- ♦ Service level expectations and requirements
- ♦ The use and ownership of data or design
- ♦ Who specifically will provide the services
- ♦ Performance schedule
- ♦ Guarantees and/or warranties
- ♦ Insurance requirements
- ♦ Terms and conditions from prime sponsor required to "flow-down" to a subcontract
A Contract is recommended for the following:
- ♦ Contract or signature document is required by the supplier (ex. quote, proposal, etc.)
- ♦ Construction (any change to a building's interior or exterior)
- ♦ Architectural engineering and design services
- ♦ Charters (buses, air travel, etc.)
- ♦ Consulting services for areas that may present a substantial risk to the University (tax guidance, financial services, IT services, etc.)
- ♦ Any supplier who will access, create, store or transmit any confidential, moderate risk or high risk data
- ♦ Any supplier that provides a digital user interface that is intended to present, display, or allow for the interaction with University or student information as part of the programs or activities of the University
- ♦ Removal of hazardous materials (ex., asbestos, lead, pesticides, chemicals, etc.)
- ♦ Complex/custom legal terms required to protect the University that are unique to the project (ex., intellectual property terms)
- ♦ Increased risk of bodily harm or property damage to third parties (ex., grounds maintenance, waste disposal, tree trimming services, etc.)
- ♦ Transportation of gas or chemicals
- ♦ Programs that require interaction with minors
- ♦ Services that require supplier access to areas occupied by students or minors (ex. Residence Hall)
All contracts must adhere to the Office of General Counsel Contract Review and Approval process and Contract Signature Authority.
Convenience Contracts
Procurement Services has established contracts for the following commodities. Please see below for Ordering information and instructions.
PCard can be used if the commodity is on the PCard Allowable list. If you need assistance please contact the appropriate staff member in the Procurement Services Office or email procure@uncg.edu.
To assist the UNCG community with their printing needs as well as to maintain our branding standards, we have awarded convenience contracts to several printers.
What does this mean for you? Using the vendors below eliminates the need to go through a bid process for any of your printing needs. These vendors have been vetted by UNCG Procurement Services.
It is recommended these vendors are used for any printing need. Utilizing vendors not on this list may require you to complete the RFQ and/or the RFP process.
University departments will need to ensure University Brand Guidelines are followed:
When you request a quote from the supplier please make sure that RFP #69-3298 is referenced on the document.
Order process (SpartanMart):
- ♦ Attach the quotation to the requisition
- ♦ Select the appropriate contract number when creating the requisition
- ♦ Procurement Services will then review the requisition
- ♦ Purchase Order will be processed and issued to the supplier so that services can be rendered
Initial Contract Term End Date: 9-14-2023. University has option to renew for two (2) additional one (1) year periods.
| Awarded Vendor | Contact Name | Phone Number | Email Address | RFP # | Jaggaer Contract # | Mailing Capability |
|---|---|---|---|---|---|---|
| Salem One, Inc. | Clint Jackson | (336) 497-5656 | CJackson@salem-one.com | 69-3298 | UNCG-2021-PRODUCT-828 | Yes |
| Mittera Group, Inc. | Lindsey Gibbs | (336) 512-3768 | Lindsey.Gibbs@Mittera.com | 69-3298 | UNCG-2021-PRODUCT-829 | Yes |
| RR Donnelley | Adam Johnson | (919) 270-2794 | Adam.Johnson@rrd.com | 69-3298 | UNCG-2021-PRODUCT-830 | Yes |
| Phase 3 Marketing | Grace Sponyoe (Rep) Kelly Bourbonnais (Director) | (919) 830-6072 (704) 729-0146 ext. 208 | Grace.Sponyoe@phase3mc.com Kelly.Bourbonnais@phase3mc.com | 69-3298 | UNCG-2021-PRODUCT-831 | Yes |
| Systel Printing | Tom King | (336) 813-1275 | tking@systelprinting.com | 69-3298 | UNCG-2021-PRODUCT-832 | Yes |
To assist the UNCG community with their photography and videography needs as well as to maintain our branding standards, we have awarded convenience contracts to select photographers and videographers.
What does this mean for you? Using the vendors below eliminates the need to go through a bid process for any of your photography and/or videography needs. These providers have been vetted by UNCG Procurement Services.
It is recommended these providers are used for any photography or videography needs. Utilizing providers not on this list may require you to complete the RFQ and/or the RFP process.
When you request a quote from one of these providers please make sure that RFP #69-3321 is referenced on the document.
Order process (SpartanMart):
- ♦ Attach the quotation to the requisition
- ♦ Select the appropriate contract number when creating the requisition
- ♦ Procurement Services will then review the requisition
- ♦ Purchase Order will be processed and issued to the supplier so that services can be rendered
Initial Contract Term End Date: 2-15-2024. University has option to renew for two (2) additional one (1) year periods.
| Awarded Vendor | Awarded Commodity | Contact Name | Phone Number | Email Address | RFP # | Jaggaer Contract # |
|---|---|---|---|---|---|---|
| Burke Communications, Inc. | Photography & Videography | Maryann Martinez | (704) 365-9362 | maryann@wearburke.com | 69-3321 | UNCG-2021-PRDSERV-1046 |
| Christy King, LLC | Videography Only | Christy King | (702) 575-9364 | christykingllc@gmail.com | 69-3321 | UNCG-2021-PRDSERV-1047 |
| Madtoybox Films, Inc. | Videography Only | Chris Stevens | (704) 287-8589 | chris@madtoybox.com | 69-3321 | UNCG-2021-PRDSERV-1048 |
| Michael Micciche Photography, Inc. | Photography Only | Mike Micciche | (336) 684-3535 | mike@mikemicciche.com | 69-3321 | UNCG-2021-PRDSERV-1049 |
| Silverback Video | Videography Only | Jeff Jensen | (866) 828-8384 | jeff@silverbackvideo.com | 69-3321 | UNCG-2021-PRDSERV-1050 |
| VanderVeen Photographers | Photography Only | Bert VanderVeen | (336) 253-5052 | bertvveen@mac.com | 69-3321 | UNCG-2021-PRDSERV-1051 |
To assist the UNCG community with their various writing needs as well as to maintain our branding standards, we have awarded convenience contracts to select writing firms.
What does this mean for you? Using the vendors below eliminates the need to go through a bid process for any of your writing services needs. These providers have been vetted by UNCG Procurement Services.
It is recommended these providers are used for any writing needs. Utilizing providers not on this list may require you to complete the RFQ and/or the RFP process.
When you request a quote from one of these providers please make sure that RFP #69-3377 is referenced on the document.
Order process (SpartanMart):
- ♦ Attach the quotation to the requisition
- ♦ Select the appropriate contract number when creating the requisition
- ♦ Procurement Services will then review the requisition
- ♦ Purchase Order will be processed and issued to the supplier so that services can be rendered
Initial Contract Term End Date: 4-24-2023. University has option to renew for four (4) additional one (1) year periods.
| Awarded Vendor | Awarded Commodity | Contact Name | Phone Number | Email Address | RFP # | Jaggaer Contract # |
|---|---|---|---|---|---|---|
| 5D Marketing & Consulting | - Print Copywriting - Digital Copywriting | Darcie Duranceau | (607) 423-3215 | 5dmarketingandconsulting@gmail.com | 69-3377 | UNCG-2022-PRDSERV-1621 |
| AMB Copy | - Print Copywriting - Digital Copywriting - News Story/Feature Writing | Amy Burtch | (919) 308-1033 | amy@ambcopy.com | 69-3377 | UNCG-2022-PRDSERV-1622 |
| Ecotone Science Writing & Photography | - News Story/Feature Writing - Science/Research Writing | Rachel Damiani | (904) 687-5237 | Damiani.rachel@gmail.com | 69-3377 | UNCG-2022-PRDSERV-1623 |
| Manning Words | - Print Copywriting - Digital Copywriting - News Story/Feature Writing - Script Writing - Science/Research Writing | Alice Manning Touchette | (202) 697-1725 | alice@manningwords.com | 69-3377 | UNCG-2022-PRDSERV-1624 |
| Verdant Word | - Print Copywriting - Digital Copywriting - News Story/Feature Writing - Science/Research Writing | Robin Sutton Anders | (336) 686-8662 | robinsuttonanders@gmail.com | 69-3377 | UNCG-2022-PRDSERV-1625 |
To assist the UNCG community with their various Marketing and Advertising needs, whether it be in the digital or the traditional mediums, we have awarded a convenience contract to the companies indicated below.
As indicated below, these companies can assist in a variety of ways associated with your marketing and advertising requirements. Using any one of these six companies will allow you to obtain the necessary services without having to go through the bidding process. Using a company that is not on this list could result in your requirement having to be put out for bid.
When you request a quote from any one of these companies, please advise the company that the quotation must follow the pricing structure quoted against the RFP awarded to the company in April 2022. Once you have received the quotation, make sure that it references RFP# 69-1182.
Order process (SpartanMart):
- ♦ Attach the quotation to the requisition
- ♦ Select the appropriate contract number when creating the requisition
- ♦ Procurement Services will then review the requisition
- ♦ When approved by Procurement Services, the requisition will be converted into a Purchase Order and issued to the company so that services can then begin to be rendered
Initial Contract Term End Date: 4-18-2023. The University has the option to renew for four (4) additional, one (1) year periods.
| Awarded Vendor | Location | Contact Name | Contact Email | Contact Phone Number | Strengths |
|---|---|---|---|---|---|
| Brasco Marketing | Raleigh, NC | Brandon Ives | brandoni@brasco.marketing | (919) 745-8091 | Full service firm with experience in search engine marketing, non-profit marketing including government and higher education. |
| Sextant Marketing | Tampa, FL | Adrian Marrullier Matthew Speer | adrian@sextantmktg.com matthew@sextantmktg.com | (800) 691-9980 | Experience with marketing national higher education institutions, search engine marketing and optimization, and social media. |
| Stratatgon, Inc. | High Point, NC | Michael Christian | michael.christian@stratagon.com | (704) 621-6857, ext. 318 | Digital and traditional marketing firm with experience in UNCG college level marketing and other higher education institutions. |
| eBizUniverse | Schaumburg, IL | Sales Department | thomas@ebizuniverse.com ebizuniversefp@gmail.com | (800) 379-2829 | Full service firm with experience in search engine marketing, non-profit marketing including government and higher education. |
| New Path Media Group, Inc. | High Point, NC | Kelly Paul | Kelly@NewPathDigital.com | (336) 645-5786 | Digital and traditional media marketing firm with experience in UNCG enrollment and brand awareness marketing. |
| Walk West, Inc. | Raleigh, NC | Amina Fisher | afisher@walkwest.com | (919) 324-3925 | Digital focused firm with in-house creative team and experience with NC based higher education institutions. |
To assist the UNCG community with their various graphic design needs as well as to maintain our branding standards, we have awarded convenience contracts to select design firms.
What does this mean for you? Using the vendors below eliminates the need to go through a bid process for any of your designer services needs. These providers have been vetted by UNCG Procurement Services.
It is recommended these providers are used for any of the designer needs listed. Utilizing providers not on this list may require you to complete the RFQ and/or the RFP process.
When you request a quote from one of these providers please make sure that RFP #69-3388 is referenced on the document.
Order process (SpartanMart):
- ♦ Attach the quotation to the requisition
- ♦ Select the appropriate contract on the requisition
- ♦ Procurement Services will then review the requisition
- ♦ Purchase Order will be processed and issued to the supplier so that services can be rendered
Contract Term End Date: 10-31-2027.
| Awarded Vendor | Awarded Commodity | Contact Name | Phone Number | Email Address | RFP # | Jaggaer Contract # |
|---|---|---|---|---|---|---|
| Henderson Shapiro, Inc. | - Print Graphics - Website Graphics | Karen Latta | (770) 757-9886 | HSPDesignServices@hendersonshapiro.com | 69-3388 | UNCG-2023-PRDSERV-1851 |
| Honestly, LLC | - Print Graphics - Motion Graphics - Website Graphics - Social Media Graphics | Allison Amos | (208) 920-3478 | allison@honestly.co | 69-3388 | UNCG-2023-PRDSERV-1852 |
| Spark 451 | - Print Graphics - Motion Graphics - Website Graphics - Social Media Graphics | Pete Colbert | (516) 442-4650 | pcolbert@spark451.com | 69-3388 | UNCG-2023-PRDSERV-1853 |
| The Park Ave Animation House | - Motion Graphics - Social Media Graphics | Rafaela Uwaibi | (407) 984-7274 | ella@parkave.co | 69-3388 | UNCG-2023-PRDSERV-1854 |
To assist the UNCG community with their temporary staffing needs, we have awarded convenience contracts to select temporary staffing agencies.
What does this mean for you? Using the vendors below eliminates the need to go through a bid process for any of your temporary staffing needs. These providers have been vetted by UNCG Procurement Services.
It is recommended these providers are used for any temporary staffing needs. Utilizing providers not on this list may require you to complete the RFQ and/or the RFP process.
When you request a quote from one of these providers, please make sure that RFP #69-3389 is referenced on the document.
Initial Contract Term End Date: 7-31-2026. University has option to renew for two (2) additional one (1) year periods.
| Awarded Vendor | Awarded Commodity | Contact Name | Phone Number | Email Address | RFP # | Jaggaer Contract # |
|---|---|---|---|---|---|---|
| 22nd Century Technologies | - Building Trades - Mechanical Trades - Housekeeping/Projects Techs - Laborers/Ground Workers - Admin Professionals | Anne Marie Eaton | (888) 988-7284 | response@tscti.com | 69-3389 | UNCG-2024-PRDSERV-2134 |
| Advanced Personnel | - Admin Professionals | Diane Gaines | (336) 272-7720 | DianeGaines@aprinc.com | 69-3389 | UNCG-2024-PRDSERV-2135 |
| Allegiance Staffing | - Housekeeping/Project Techs - Admin Professionals | Naomi Crittenden | (336) 646-6886 | ncrittenden@allegiancestaffing.com | 69-3389 | UNCG-2024-PRDSERV-2136 |
| AppleOne | - Admin Professionals | Carlton Bryant | (866) 493-8343 | govservices@appleone.com | 69-3389 | UNCG-2024-PRDSERV-2137 |
| BelFlex Staffing | - Building Trades - Mechanical Trades - Housekeeping/Projects Techs - Laborers/Ground Workers - Admin Professionals | Alisha VanderZwaag | (336) 547-1994 | ajones@belflex.com | 69-3389 | UNCG-2024-PRDSERV-2138 |
| Blue Arbor | - Building Trades - Mechanical Trades - Housekeeping/Projects Techs - Laborers/Ground Workers - Admin Professionals | Lucine Moffett | (336) 314-0175 | jgossin@bluearbor.com | 69-3389 | UNCG-2024-PRDSERV-2139 |
| Career Match Solutions | - Building Trades - Mechanical Trades - Housekeeping/Projects Techs - Laborers/Ground Workers - Admin Professionals | Brian Mitchell | (855) 267-6282 | bmitchell@careermatchsolutions.com | 69-3389 | UNCG-2024-PRDSERV-2140 |
| Diskriter, Inc. | - Building Trades - Mechanical Trades - Housekeeping/Projects Techs - Laborers/Ground Workers - Admin Professionals | Laveena Yadav | (800) 242-1622 ext. 717 | business.coordinator@diskriter.com | 69-3389 | UNCG-2024-PRDSERV-2141 |
| Lancesoft | - Building Trades - Mechanical Trades - Housekeeping/Projects Techs - Laborers/Ground Workers - Admin Professionals | Chino Hoang | (770) 361-8025 | UNCGreensboro@lancesoft.com | 69-3389 | UNCG-2024-PRDSERV-2142 |
| ManPower | - Admin Professionals | Nicole Langley | (414) 961-1000 | janet.laquintano@manpower.com | 69-3389 | UNCG-2024-PRDSERV-2143 |
| STSS, Inc. | - House Keeping/Project Techs - Laborers/Ground Workers | Yvette Simmons | (919) 548-8648 | ysimmons@stssinc.com | 69-3389 | UNCG-2024-PRDSERV-2144 |
TCM User Guides
Editing contract documents requires using the Jaggaer Word App in TCM. This guide walks you through installing the App.
Contract Templates
The new Professional Services Agreement is one template to be used for both companies and individuals. Update Scope of Work and Payment terms in Exhibits at the end of the agreement.
This Agreement is used for presentations or services rendered on campus by a guest speaker or performer. In general the attendance would be of 100 or less with a cost of $1,500 or less. Professional liability insurance is recommended for this Agreement, but it is not required. Update Scope of Work and Payment terms in Exhibits at the end of the agreement.
Procedures/How-To's
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. For additional information please review the UNC Greensboro Policy Manual.
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.
Additionally:
- ♦ 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.
Please refer to the entire policy here →
If you have any questions please contact the Procurement Services Office for assistance: purchase@uncg.edu
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 Procurement Services 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 Procurement Services at purchase@uncg.edu.
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 Policies and Contract & Grant Accounting Policies
Step 2: Procurement Services Review and Approval
It is the general policy of the University to acquire contractual services exceeding $25,000.00 (including equipment service contracts) by seeking competition. To process a request for a personal service exceeding $5,000.00, contact Procurement Services 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 Professional Services Agreement, including services to be performed and payment terms in Exhibits A and B.
- ♦ If any modifications to the template’s Terms and Conditions are deemed necessary, contact UNCG Procurement Services 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 SpartanMart 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