The Contract Process
If you need University Procurement Services to process a contract or lease, you must allow Procurement 60 days to do so. Please note that this policy does not apply to real estate contracts or leases.
Supplier contracts often contain terms and conditions that are inconsistent with, or contrary to Rutgers' legal and business terms and conditions. Therefore, additional advisory is required from other Rutgers units who handle:
In these instances, we will negotiate with the supplier to arrive at a contract that is
- in accordance with Rutgers' terms and conditions
- protective of Rutgers’ interests
Remember, no supplier can begin work or deliver goods until both Rutgers and the supplier have executed the contract, and until a purchase order is issued. Contracts can only be signed by those authorized on the signatory matrix or University Procurement Services.
Types of Contracts
There are several types of contracts units may use to enter into an agreement with suppliers.
- Statement of Work (SOW) – a service and/or good that requires a detailed description of deliverables to be rendered. You will provide a Statement of Work (SOW) outlining the nature of the purchase; this may also include a quote from the supplier provided it contains no terms and conditions. You will attach the forms to the requisition and a purchase order will be generated upon University Procurement Services' approval.
- Service Agreement or Master Service Agreement – a contract that may result from an RFP or a supplier request. These contracts are negotiated through University Procurement Services.
- Service Agreements: a unit-specific purchase of goods or services with a defined Statement of Work (SOW), including a Price Schedule.
- Master Service Agreement: a University-wide or multi-departmental engagement with a supplier. The University enters into this contract when the unit repetitively purchases goods or services from the same supplier(s). The agreement must include: 1) a defined Statement of Work (SOW); 2) a Price Schedule (e.g. copiers, office supplies, lab supplies etc.); 3) Terms and Conditions.
- Supplier contract request – a supplier requests the University to sign a separate contract, which may be the quote containing the company’s terms and conditions. The request requires review and negotiation by University Procurement Services.