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Contracts

Contract Procurement

The university procures three types of goods/services: 

  • Goods: commercial or specialized, etc.
  • Services: artist agreement, independent contractor, maintenance, etc.
  • Goods / Services (Mixed): hotels, events, catering, equipment with maintenance, etc.

Goods can be purchased the following four ways: 

The preferred method is via SmartCART, then Peoplesoft Financials - Special Request, and then PCard. The least effective method is after-the-fact reimbursements to individuals.

If you use a SmartCART vendor, CWRU has transparency on your spend (since it is categorized and coded properly).  Sales terms (such as payment, shipping , warranty, liability, etc.) are pre-determined.  If you use a PeopleSoft Financials Purchase Order (i.e. a Special Request), documents such as a Price Quotation(s), Single Source Justification Form, or Supplier Terms must be added as supporting attachments (for future audit).  A PCard transaction is expedient for some simple, low dollar, low-risk commercial transactions, but it customarily does not protect the University like a signed contract.  Reimbursements for after-the-fact transactions are the least effective sourcing methodology.

For Contracts

  • If a supplier accepts CWRU standard terms and conditions, then a Purchase Order is quick.
  • If a supplier does not accept CWRU standard terms or their Quote references non-standard terms (such as Net30 payment terms, non-Ohio jurisdiction, no liability, etc.), then Contracts-PDS@case.edu will redact the Suppliers Quote and request signature. If signed, then a PO may be created quickly.
  • If a supplier does not accept CWRU terms or CWRU changes to their Quote, then either a negotiated compromise or Legal Approval must be obtained in order for CWRU signatory authority and the Procurement Buyer to issue a Purchase Order. 

Preferred Suppliers

The University has established contracts with Preferred suppliers for many commonly purchased goods and services. Preferred or Contract suppliers should be used whenever possible. Suppliers without University contracts should only be considered if Preferred or Contract suppliers do not provide the good or service, or if the pricing is not competitive.

Here is a list of campus wide contracts.

Delays

The most common causes of delay in issuing Purchase Orders are:

  • Slow approval of the funding requisition;
  • Non-approval (or push back) of funding requisition due to incomplete documentation;
  • Non-approval of requisition due to supplier delay in agreeing to CWRU terms; and
  • Internal review and signatory completion time.

Questions Regarding CWRU Suppliers