Steps to Getting a Contract Signed
Not sure how to go about getting a contract signed at SJSU? Click on the links below to learn more about the process.
Who can sign a contract?
Per the CSU Contracts and Procurement Policy, SJSU employees and managers DO NOT have the authority to sign a university contract. This authority is delegated by the President and is limited to the Contract Services team, the P2P Team, and designated personnel in Administration and Finance.
How do I get the contract to the Contract Services team?
- Enter a requisition in FTS
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For general guidance on submitting a requisition:
See the Requisition to Purchase Order page.
For contract-related requisitions:
- For contracts that do not have funds associated with the request, select Supplier
NO $ Value.
- For contracts that will encumber funds, the requisition should be entered in the amount
of the contract. If it is a multi-year contract, enter the requisition in the amount
associated with the current fiscal year.
- Include contact information for the department requestor and the supplier.
- Include a description of the goods or services you are seeking to acquire via your
contract.
- Upload a scope of work, if it is part of the contracting process.
- Upload supplier’s proposal/contract, if available.
- For contracts that do not have funds associated with the request, select Supplier
NO $ Value.
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- Contracts for Information and Communication Technology/Software
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- All Information and Communication Technology (ICT) contracts require review from
both Information Technology and Contracts & Procurement Services.
- Departments will need to complete and submit the Technology Requisition Impact Assessment (TRIA) Form prior to contract execution.
- Departments will need to request a completed Voluntary Product Accessibility Template (VPAT) from the vendor. Additional information regarding the VPAT process can be found at: Voluntary Product Accessibility Template (VPAT) . The VPAT can be emailed to: Vpat-review@sjsu.edu.
- All Information and Communication Technology (ICT) contracts require review from
both Information Technology and Contracts & Procurement Services.
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- Get appropriate administrator approval
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- When you submit the requisition, your approving official will receive an email asking them to approve it. The requisition will not be assigned to a Contract Services team member until it is approved in FTS.
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I have entered my contract-related requisition. Now what?
- Requisition assignment to work queue
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- Your requisition will be assigned to a Contract Services team member within 24 hours
of receipt. There is a nightly feed from FTS to CFS, which means that a requisition
that is entered and approved on a given day is received by Contract Services the next
business day.
- When the requisition is assigned to a Contract Services team member, the requester will receive an email notifying them of their point of contact. The assigned team member will be your primary contact through the contracting process.
- Your requisition will be assigned to a Contract Services team member within 24 hours
of receipt. There is a nightly feed from FTS to CFS, which means that a requisition
that is entered and approved on a given day is received by Contract Services the next
business day.
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- Contract review/creation
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- Contract Services will review and negotiate with the supplier to ensure the contract remains in compliance
with CSU and applicable state policies, university standards regarding scope of work,
bid limits, terms and conditions, applicable insurance requirements, etc. Contract
Services may create their own contract or review/modify a contract provided by the
supplier, based on the best interest of the university.
- Multi-year contracts will be encumbered by fiscal year.
- Contract Services will review and negotiate with the supplier to ensure the contract remains in compliance
with CSU and applicable state policies, university standards regarding scope of work,
bid limits, terms and conditions, applicable insurance requirements, etc. Contract
Services may create their own contract or review/modify a contract provided by the
supplier, based on the best interest of the university.
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- Contract execution
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Contracts are executed by Contract Services as the delegated university signatory authority. An unsigned copy of the executed contract will be provided to the department. A signed copy will be provided to the supplier.
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