UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.1.12
DATE: 01/15/97
REVISION: 05/18/03 

PURPOSE

The purpose of this policy is to inform all UAMS departments of the requirements to be followed in the processing of maintenance contracts.

POLICY

The establishment and approval of all agreements and contracts for the maintenance of equipment belonging to the University of Arkansas for Medical Sciences (UAMS) is the responsibility of the UAMS Procurement Services Department. No other department or individual within the University is authorized to enter into any agreement for the maintenance and/or servicing of UAMS equipment. Agreements entered into by any means other than through the Procurement Services Department are not binding on the University.

PROCEDURE

1. Departments requesting the establishment of a maintenance or service contract for equipment must submit an on-line requisition to the Procurement Services Department along with a copy of the vendor's proposed contract. The contract should be faxed or mailed to Procurement Services. 
    
2. Departments should consult their division's Chief Financial Officer to determine if any division-level requirements must be met prior to submitting the request to the Procurement Services Department.
    
3. Upon receipt of the requisition and proposed contract, the Procurement Services Department will amend the contract as required by state law.
    
4. Upon completion and approval of a maintenance contract, the Procurement Services Department will notify the requesting department and provide them with a copy of the terms of the contract agreement.
    
5. Maintenance contracts for hospital equipment must follow the policies as outlined in the Clinical Programs Policy Manual, reference number MM.2.04.