UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.3.01
DATE: 07/15/96
REVISION:
05/14/03   

SECTION: SUPPORT SERVICES
AREA: CONTRACT SERVICES
SUBJECT: PROFESSIONAL/CONSULTANT SERVICES CONTRACTS AND CONTRACTUAL SERIVCES AGREEMENTS

PURPOSE

The purpose of this policy is to notify departments within the University of Arkansas for Medical Sciences (UAMS) of the University and State of Arkansas rules and regulations regarding Professional/Consultant Services Contracts (PCS) and other contractual services agreements where UAMS provides services as the Contractor.  These procedures established here apply to all PCS and other contractual service contracts entered into for the UAMS campus regardless of the source of funding.

POLICY (DIVISION CONTRACT OFFICERS)

Division Contract Officers are appointed for campus divisions for the purpose of strengthening control and improving processing time.  Examples include, but are not limited to, Colleges of Medicine, Nursing, Pharmacy, Health Related Professions, Public Health, and Graduate School.  Officers are also within Academic Affairs, Campus Operations, Fiscal Affairs, Clinical Programs, Regional Programs, Arkansas Cancer Research Center, Myeloma Institute, and Stephens Spine/Neuroscience Institute.   Each UAMS department must communicate all contract activity with their respective Division Contract Officer.  All Professional/Consultant Services Contracts must be routed through the appropriate division contract officer.  The UAMS Contract Services Department shall serve as the principal liaison between the division contract officers, the Office of the Vice Chancellor for Finance & CFO (VCF&CFO) and other appropriate University and State entities, as applicable.  The VCF&CFO's office will not accept contracts from individual departments.  All requests involving Professional/Consultant Services Contracts require the completion of various forms, all of which are available on the UAMS Support Service/Contract Services web site, together with detailed instructions on completing the form, definitions of methods of procurement of the services, and the Legislative Council Deadline Dates. http://ss.uams.edu

NO UAMS DEPARTMENT OR INDIVIDUAL IS AUTHORIZED TO ENTER INTO ANY PROFESSIONAL/CONSULTANT CONTRACT OR OTHER CONTRACTUAL SERVICE AGREEMENT WHERE UAMS PROVIDES SERVICE AS CONTRACTOR, REGARDLESS OF COST OR TERM, PRIOR TO FOLLOWING THIS POLICY AND RECEIVING AN APPROVED CONTRACT/AGREEMENT.

PROCEDURE (PROFESSIONAL/CONSULTANT SERVICES CONTRACTS)

Professional/Consultant  Services (PCS) Contracts $5,000 or less

(1)     To request a PCS contract less than $5,000, (excluding reimbursables) departments must enter a SAP requisition and complete the PCS-Under $5,000 Form http://ss.uams.edu/contract/forms/pcsunder5000.pdf.  The SAP requisition must be forwarded to Purchasing Group – “SL.”  The PCS-Under $5,000 Form must be faxed (501-686-8628) or mailed to the Contract Services Department (Mail Slot 762).  Following review/approval, a Purchase Order will be issued for the required services.

Professional/Consultant Services (PCS) Contracts for $5,001-$25,000
 

(2)     To request a PCS contract for $5,001 to $25,000, (including reimbursables) competitive bidding procedures must be followed.  The department must obtain bids for the PCS contract services desired.  If the PCS contract is available only from a sole source of supply, a detailed explanation of the reason from the sole source must be provided. (See Sole Source procedure in the PCS Form Instructions http://ss.uams.edu/contract/documents/PCSlongforminstructions.pdf

Departments  requesting a  PCS contract  from $5,000   to  $25,000  (including  reimbursables)  must  complete   the State of Arkansas Professional/Consultant Services Contract Form http://ss.uams.edu/contract/forms/pcscontract.pdf. Departments must obtain all appropriate signatures (internal and contractor) and submit the original and three copies (ALL WITH ORIGINAL SIGNATURES) to the Division Contract Officer of their respective campus division. 


The VCF&CFO’s name should be typed on the PCS contract (Item 17 Signatures), followed by the title, “VC for Finance & CFO.”

(3)     The Division Contract Officer will review the PCS contract and, upon concurrence, initial the PCS Contract Form (Item 17) and forward the PCS contract to the Contract Services Department for processing.

(4)     The Contract Services Department will log and prepare the PCS contract for review by both UAMS Legal Counsel and the VCF&CFO.  Following legal review, the VCF&CFO will review the PCS contract and, upon concurrence, sign and return the PCS contract to the Contract Services Department.  The Contract Services Department will forward the signed PCS contract to the AR Department of Finance and Administration  - Office of State Procurement (DF&A/OSP).

(5)     If approved by DF&A/OSP, the executed PCS contract will be returned to the UAMS Contract Services Department.  The Contract Services Department will distribute the approved PCS contract to the contractor and the requesting UAMS department.  The appropriate department designee will be responsible for maintaining the PCS contract on file.

 (6)    Upon receipt of invoice(s) from the contractor, the responsible department designee must indicate the Professional/Consultant Contract Number (assigned by the Contract Services Department), and if approved, sign the invoice and forward to the Accounts Payable Department for payment (Mail # 545).

Professional/Consultant Services (PCS) Contracts exceeding $25,000 (including reimbursables)

(7)     Departments requesting a PCS contract exceeding $25,000 (including reimbursables) must follow competitive bidding procedures and obtain bids for the proposed service through the Contract Services Department.  If the service is available only from a sole source of supply, a detailed explanation of the reason for the sole source must be provided and a department representative may be asked to justify and defend this request before the Arkansas Legislative Review Committee. (See Sole Source procedure in the PCS Form Instructions http://ss.uams.edu/contract/documents/PCSlongforminstructions.pdf.

Departments requesting a PCS contract exceeding $25,000 (including reimbursables) must complete the PCS Form OSP-1 – Pages 1-7 and the Contract And Grant Disclosure And Certification Form – Pages 1-2 http://ss.uams.edu/contract/forms/pcscontract.pdf.  Departments must obtain all appropriate signatures (internal and contractor) and submit the original and three copies (ALL WITH ORIGINAL SIGNATURES) of the forms to the Division Contract Officer of their respective campus division.  The Division Contract Officer will review the PCS contract and, upon concurrence, initial the PCS Form OSP-1 (Item 17) and forward the PCS contract to the Contract Services Department for processing.

(8)     Any PCS contract requiring review by the Arkansas Legislative Review Committee/Legislative Council must be submitted by the deadlines established by both the Legislative Council Committee and DF&A/OSP.     A list of current deadlines is available on the Contract Services Department web site http://ss.uams.edu/contract/documents/legislativecouncildates.pdf.  Departments should verify deadlines with the Contract Services Department, since meeting dates are subject to change.

(9)     The execution date of the PCS contract (PCS Form OSP-1, Item 1) MUST NOT PRECEDE the date of the Legislative Council Committee Meeting in which said PCS contract is to be reviewed.    PCS Contracts not received and processed by the Contract Services Department in time for a particular committee meeting may be returned to the department designee for correction/resubmission.  Departments should be aware the effective date of their PCS contract could be delayed until after the next month's committee meeting if not received by the established deadlines.
 

(10)    UAMS Legal Counsel and the VCF&CFO.  The VCF&CFO will review the PCS contract and, upon concurrence, execute the PCS contract and return to the Contract Services Department


If the original PCS contract and/or an amendment(s) result in the PCS contract exceeding $250,000, the VCF & CFO will review the PCS contract and, upon concurrence, initial the PCS contract and submit the it to the University of Arkansas, Vice President for Finance and Administration (VPFA), will review the PCS contract and, upon concurrence, sign and return the PCS contract to the Contract Services Department.  Note:  The VPFA’s name should be typed on the PCS contract (Item 17 Signatures), followed by the title, “VPFA.” The Contract Services Department will route the PCS contract to DF&A/OSP for placement on the appropriate Committee meeting agenda. 
 

(11)   Upon review by the Arkansas Legislative Council and final approval signature by DF&A/OSP, the PCS contract will be returned to the Contract Services Department.  The Contract Services Department will distribute copies of the approved PCS contract to the contractor and the requesting UAMS department.  The appropriate department designee will be responsible for maintaining the PCS contract on file.

(12)   Upon receipt of invoice(s) from the contractor, and if approved, the responsible department designee must indicate the Professional/Consultant Contract Number (assigned by the Contract Services Department), sign the invoice and forward to the Accounts Payable Department (Mail Slot 545) for payment.

PROCEDURE (PROFESSIONAL/CONSULTANT SERVICES CONTRACT AMENDMENTS)

(13)   Departments must submit an original and three copies (ALL WITH ORIGINAL SIGNATURES) of the PCS Amendment Form OSP –1A  (pgs. 1-3) http://ss.uams.edu/contract/forms/pcsamendment.pdf to request an amendment to an existing PCS contract.  All amendments must show the original PCS contract number and indicate the Amendment Number.  The Department is also responsible for attaching a complete copy of the original signed PCS contract and any previous amendment(s) to each copy of the NEW Amendment.  Departments must complete only the sections they wish to amend on the Amendment and submit all copies to the Division Contract Officer, as previously indicated
(Item (12)  If approved, the Division Contract Officer will forward the PCS contract to the Contract Services Department for processing.

(14)   If a PCS contract amendment is submitted to extend the terms of the PCS contract in addition to changes in compensation/reimbursables, a new expiration date must be identified on the PCS Amendment  Form OSP-1A, Item 2. 

(15)     If the original PCS contract was $25,000 or less (including reimbursables) and the amendment does not increase the total compensation and reimbursables to more than $25,000, the PCS contract should be forwarded to the Division Contract Officer, following the same approval process as the original (See Item 2).  When received, the Contract Services Department will prepare the PCS contract amendment for review by UAMS Legal Counsel and signature by the VCF&CFO.  Following legal review, the VCF&CFO will review the PCS contract and, upon concurrence, will sign and return the PCS contract amendment to the Contract Services Department.  The Contract Services Department will process and forward to DF&A/OSP for final approval/signature.  Note:  Should the requested amendment amount result in the PCS contract exceeding $25,000, the PCS contract must be reviewed by Legislative Council and must be submitted based on dates found on the Legislative Council Submission Calendar as previously indicated (Items 8 & 9). http://ss.uams.edu/contract/documents/legislativecouncildates.pdf.
 

(16)  If the original PCS contract exceeded $250,000 (including reimbursables) the amendment will require the same review and approval process as the PCS original contract (See Item 10).
 

(17)   Upon review by the Arkansas Legislative Council and final approval signature by DF&A/OSP, the amendment will be returned to the UAMS Contract Services Department.  The UAMS Contract Services Department will distribute copies of the approved amendment (See

Item 11). The appropriate department designee will be responsible for maintaining the PCS contract/amendment on file.

PROCEDURE (UAMS AS CONTRACTOR)

(18)   Division Contract Officers must review and approve any Agreement/Contract/Memorandum of Agreement (MOA), etc., for which UAMS is to provide service(s) and be compensated.  Indicate appropriate signature on document as follows:

If the total compensation amount to UAMS for the term does not exceed $250,000, signature authority shall be the VC for Finance & CFO.
 

If the Agreement/Contract/MOA, etc., exceeds $250,000, the signature authority shall be the VP for Finance and Administration. After review and, upon concurrence, the Division Contract Officer will initial and route the Agreement/Contract to the Contract Services Department for processing.
 

(19)     Upon receipt from the Division Contract Officer, the Contract Services Department Office will prepare for UAMS Legal Counsel review and obtain required signatures.  After approval signatures are obtained, the Contract Services Department will return the agreement/contract/MOA to the designated Division Contract Officer or department designee as indicated on cover memo or routing slip.  The department designee will be responsible for maintaining a copy of the agreement/contract.