Contract Procedures

The Office of General Counsel reviews and approves all University contracts after the procurement process is complete. Since the procurement process will be different depending on the type and amount of the contract, STEP 1 of the Contract Procedures is to confirm compliance with the required procurement process before submitting the contract to the Office of General Counsel for review. The following Chart summarizes the steps in the procurement process that are required before submitting a contract for legal review. Information on the University's procurement and purchasing procedures is available on the Purchasing Department's website.

STEP 1 - PROCUREMENT TO LEGAL REVIEW

 

After completing the required procurement process, STEP 2 of the Contract Procedures is to prepare and submit the required contract documents to the Office of General Counsel. The following Chart and Checklist set forth the various documents that need to be submitted to the Office of General Counsel before legal review of a contract. As an initial step, not that if the Vendor is an individual, then the Department Representative who is requesting the contract must complete the Independent Contractor Checklist. The form of Service Agreement and the other standard contract forms are available under Contract Forms. After the contract is complete and required documents are collected from the Vendor, the Department Representative will complete the Contract Processing Form and submit the contract and the required documents to the Office of General Counsel at legal@stockton.edu.

Contract Amount

Required Documents

Responsible Party

All Service Contracts

1. Completed Contract Processing Form

Department Representative
 

2. If Vendor is an Individual, completed Independent Contractor Checklist

Department Representative
 
3.Completed Service Contract
Department Representative
 
4. Vendor Proposal
Department Representative
(Not applicable to Guest Speaker Agreement)

5. Insurance Documents

  • Certificate of Insurance, or
  • Insurance Waiver

Department Representative

 

Risk Management

If Service Contract is greater than $4,950
NJ Business Registration Certificate
Department Representative
If Service Contract is greater than $6,600
Provide Purchasing 3 Written Quotes or Sole Source Form
Department Representative
If Service Contract is greater than $17,500
NJ Chapter 51 Certificate and Disclosure of Political Contribution
Purchasing Department

 

** PLEASE NOTE ALL SERVICE PROVIDER AGREEMENTS IN THE AMOUNT OF $6,600 OR LESS WILL NOT REQUIRE A PURCHASE ORDER/REQUISITION. THOSE AGREEMENTS WILL BE PROCESSED AS A DIRECT PAY.

After the contract is reviewed and approved, the Office of General Counsel will assign an "L" number to the contract and return it to the Department Representative. The Department Representative will then send the contract to the Vendor for execution. After the Vendor executes the contract, the Department Representative will submit the contract to the Contracting Officer in the Purchasing Department for execution by the University. THE UNIVERSITY WILL NOT EXECUTE A CONTRACT UNLESS IT CONTAINS AN "L" NUMBER AND IT IS EXECUTED BY THE VENDOR. If the Vendor makes any changes to the contract after an "L" number is assigned, then the revised contract MUST be submitted to the Office of General Counsel for review and approval of any Vendor changes prior to execution by the University.

 

The Purchasing Department will send the fully executed contract to the Department Representative for recordkeeping. The Department Representative shall maintain of copy of the fully executed contract for seven (7) years, as required by law. The following Chart summarizes the execution process for all contracts.

 

 

If there are questions on the Contract Procedures or if there is an urgent contract matter, please contact Janet Greco at Janet.Greco@stockton.edu.