Contracting with Consultants

Contracting with Consultants

Consultant contracts are those that provide services not generally available from employees of the university; these services are usually of a "one-time" nature and the results or outcomes of the work to be performed are not known in advance since they usually result in a report conveying advice or recommendations to meet University objectives. (i.e. performers and speakers are not consultants.)

Design professionals, such as architects and engineers for construction and renovation projects are not considered consultants. Contracts for their professional services must follow special form and format, which shall be prescribed by the Procurement Office.

Consultant contracts are subject to specific regulation under the provisions of Act 188 and Board of Governors policy. The area Vice President has authority to delegate or not delegate authority to commit funds for consultants.

Requests to encumber monies for consultants are made through the channel designated by the area Vice President to the Procurement Office. The electronic requisition is recommended for this purpose. The background of the consultant (summary of credentials), dates of service, and detailed description of the service and reports to be provided must be included with the request.

The University is required by law to have a competitive selection process when the estimated cost of consultant services exceeds $5,000.

Upon receipt of a request, the Procurement Office will prepare a consultant contract for signature by the consulting firm/person.

The contract agreement will then be sent to the consultant for signature with the request that the signed agreement be returned to Procurement for routing to the Vice President for Administration and Finance who has authority to sign on behalf of the University.

Consultant contracts in excess of $5,000 require the approval of the Chancellors office. Contracts in excess of $5,000 must be approved for legality and form by University Legal Counsel and the Attorney General. At least six weeks should be allowed for the approval after the contract is signed by the appropriate parties. Services may not commence until the fully executed (approved) contract has been received.