New and Renewing Contracts
In general, proposed contracts and related documents for the provision of services must be reviewed by both the Department of Finance - Contract Administration and the Department of Legal Affairs. This includes third-party payer contracts, contracts in
which UTMB is providing professional services to other institutions; contracts in which UTMB is providing services to State agencies, and other services where UTMB realizes revenue, except for research agreements. Requests for review should be made
to both Contract Administration and to Legal Affairs.
Contracts for the purchase of services should be submitted to the UTMB Purchasing Department. Contracts for the purchase of goods, equipment, software, information systems, and supplies are submitted to the Purchasing Department.
Educational affiliation agreements, visiting scientist agreements, business associate agreements, and non-disclosure agreements are among the types of agreements reviewed by the Department of Legal Affairs and not reviewed by Contract Administration.
Requests for review of these contracts should be made to the Department of Legal Affairs.
For contracts related to the provision of services, for construction, for purchase transactions in which the total contract value is over $1M, and for increases of at least $100K to existing Purchase contracts, Contract Administration will review proposed
contract for completeness and advise requestor as to elements needed for approval and signature. This includes approvals by operations, finance, legal, privacy, security, and UT System approval if applicable.
For contracts reviewed by Legal Affairs, Legal Affairs will review for a range of risk mitigation, compliance, and regulatory issues. Please refer to Legal Affairs website or call Legal
Affairs at 409-747-8738 for additional information regarding legal review.
Any contracts submitted for review and approval to Legal Affairs, Contract Administration and Purchasing should be vetted with enterprise leadership before submission. Submissions should be complete, with forms populated, and with sufficient documentation
to support sound decision making throughout process. Once approved by Legal Affairs and Contract Administration, contract files are routed to entity CFO for approval and then on to signatory authority. If entity CFO or signatory authority requires
additional information, Contract Administration will coordinate the follow up and re-submission for approval and signature.
Please refer to contract process flow chart for steps in the approval process. If you need assistance or have questions regarding review, approvals needed, and signatory authority related to contracts, please contact the Contract Administration Office
at 409-772-3443.