UConn Health contracts generally proceed through the following steps:
1. Contract Negotiation
Contract preparation and negotiation are handled primarily by contract professionals in the Contracts Department. UConn Health employee who initiates the request for the contract on behalf of his/her department is referred to as the internal "Business Owner" for the contract. The Business Owner will be consulted with respect to issues that are "business decisions"; generally those that pertain specifically to the facilities, goods or services being procured or provided by UConn Health, as opposed to statutory or other legal contract requirements.
As a constituent unit of the State of Connecticut’s system of public higher education, UConn Health must follow all applicable State of Connecticut laws and regulations for its contracts. Therefore, individuals and entities wishing to do business with UConn Health must accept all legally-required contract terms and agree to execute all state-mandated forms. Business Owners should not enter into contract negotiations on their own, without the assistance of the Contracts Department. This is true regardless of whether the negotiations relate to an expenditure contract (UConn Health is paying the other party), an income-generating contract UConn Health is receiving payment from the other party), or an expense/revenue-neutral contract (an agreement that does not involve money changing hands).
How long will this step take? It usually takes 4 to 6 weeks to negotiate contract language. This step may take longer or shorter, depending on the complexity and risk involved with the specific contract.
2. Contract Review and Approval
The specific review and approval route depends on the type and value of the contract at issue. Most contracts are reviewed, approved and signed by one or more of the following individuals: the Department Head responsible for the contract budget; the Director of Procurement or Director of Contracts; the Associate Vice President for Research Administration and Finance; the Chief Financial Officer; the Executive Vice President for Health Affairs; the UConn Health Center Finance Corporation's Executive Director; and/or a representative of the Office of the Attorney General. The expenditure or receipt of funds may also need to be approved in advance by UConn Health's Board of Directors, the UConn Health Center Finance Corporation's Board of Directors, and/or the University of Connecticut's Board of Trustees.
The authority to sign contracts on behalf of UConn Health is designated by the Board of Trustees of the University of Connecticut. (See memo dated 4/30/13). Individual departments within UConn Health are rarely authorized to enter into contracts on behalf of UConn Health, regardless of contract type or value. A contract will not be valid unless it is signed by all of the appropriate, authorized individuals.
How long will this step take? Review and approval usually takes approximately 4 to 6 weeks from the time that the contract is completely finalized and ready to be executed. This step may take longer or shorter, depending on the complexity and value of the specific contract.
3. Contract Monitoring
UConn Health monitors contractor performance to ensure compliance with contract terms and conditions.