The contract process:

1. Have you complied with Procurement Policy requirements?

Prior to preparing the contract, please ensure that the procurement of the service complies with the University’s Procurement Policy.

Procurement Policy Requirements (in regards to services):

Purchase Value Requirement Documentation Required
Under $10,000 Do not require competitive quotes, but departments are encouraged to consider more than one supplier of the product, and obtain a documented quotation from the vendor which outlines the terms and conditions, purchase price, deliverables, etc.  
$10,000 - $50,000 Three documented competitive quotations are required. Three competitive quotes
$50,000 + Public Tender, Public Vendor Qualification or a Request for Proposals for required. Contact Procurement Services

The University will not enter into contracts that are not in compliance with the Procurement Policy. Contracts that do not meet the Procurement Policy will be returned to the originator unsigned and the originator will be required to take such actions in order to meet the Procurement Policy. The documentation must be attached to the completed contract package.

Sole Source Justification:

The Procurement Policy allows for an exception to the requirement for quotations or tender where sole sourcing of the service is justified based upon the specialized nature of the particular service or other extenuating circumstances. Sole Source Justifications are not granted lightly. A letter must be written to the Manager of Procurement Services requesting consideration for sole sourcing. The Manager of Procurement Services at his/her discretion may require additional approvals.

2. What type of contract do you need to prepare?

  1. Fee For Service Contracts - An agreement with UPEI where a business, individual or agency agrees to provide a service in return for monetary compensation.
  2. Service Contracts - An agreement in which UPEI is contracted to provide a service for an individual, business or agency, and in return, UPEI will receive monetary compensation.
  3. MOUs And Other Agreements - An agreement between two or more parties to work jointly on a project or towards a common goal. Normally, there is no money exchanged between the two parties.
  4. Secondment Contracts - An arrangement made between UPEI and another employer, detailing the temporary transfer of an employee from his or her duties.
  5. Research Contracts - All agreements related to research are administered separately by Research Services.

3. Have you gathered the required information from the service supplier?

When preparing a contract, you will work with the supplier to gather the required information to complete the contract. The below sheet should be shared with the supplier and used as a guide to ensure all of the relevant information is gathered to complete the contract and to allow for appropriate processing of their invoices. 

Send service supplier the Service Supplier Information Sheet.

4. Draft the contract

Contract templates are available at the applicable links located in Section 2 of this Contract Process list. Some contacts have instructions sheet to assist in contract drafting. Please ensure all required information is complete. Any incorrect or missing information will cause delays in the contract process.

The contract drafter should be careful and thoughtful when drafting contracts. Contract drafters should be cautioned that contract drafting is not a “fill-in-the-blanks” exercise, each contract has different circumstances and should appropriately tailored to meet the circumstances.

5. Complete the Contract Approval Control Form

Completion of the Contract Approval Control Form requires the following information/actions:

  • Identify the contract title
  • Identify parties to the contract
  • Indicate if new account is required
  • Indicate start and end date of the contract
  • Originator must provide his/her name in the event contract revision is required
  • Contract must be approved and Control Form signed by (1) Chair/Department Head; (2) Dean/Director; and (3) a VP/President.

6. Forward contract package to the Comptroller’s Office

Contract must be reviewed by the Comptroller’s Office prior to signature by an official signatory of the University. The contract package must include the following documents, unless otherwise stated:

  1. Contract Approval Control Form
  2. Two copies of the completed Contract
  3. Certificate of Insurance (if applicable)
  4. Procurement Policy Requirements:
    1. Three Competitive Quotes (Contracts valued between $10,000-$50,000)
    2. Public Tender, Public Vendor Qualification or a Request for Proposals (Contracts greater than $50,000)
    3. Sole Source Request Letter (if applicable)

7. Who can sign a UPEI contract?

All contractual obligations of the University must be reviewed by the Comptroller's Office and signed by an official signing authority, namely:

  • the President
  • the Vice-President Administration and Finance
  • the Vice-President Research
  • the Vice-President Academic
  • the Comptroller

(see the Signing Authority Policy)

8. Purchase Requisition

Please use MyUPEI to generate a Purchase Requisition upon receipt of fully signed contract. Please reference the contract number located in the top right hand corner of the Control Approval Control Form when completing Purchase Requisition.

Contact UPEI