CONTRACT POLICIES AND PROCEDURES

Click here for a printable version of the Contract Policy.

Procedure

Before entering into a written agreement, contracts should first be sent to the Associate Controller, Grants & Contracts, for review.  After review, signature from an authorized signing officer of the College will be obtained by the Business Office.

  • Major Contracts – Contracts that bind Ursinus to a financial commitment between $25,000 and $100,000 may require additional approval. 
  • Contracts binding the College to a financial commitment that exceed $100,000 require additional review and approval by the President and/or Board of Trustees.  Example:  Construction or renovations of College property. 

Contract Provisions

Contracts, whether verbal or written, should be made only with responsible, reliable vendors and/or suppliers capable of performing successfully.  When choosing a contractor, the following should be taken into consideration:

  • Resources available (both technical and financial)
  • Integrity and reputation.
  • Past performance.

Contracts should contain the terms, conditions, and specifications of the sponsor (when applicable). 

Several standard contractual provisions are required in contracts executed by the College.  These include, but are not limited to:

  • Compliance with applicable law.
  • Governing law.
  • Indemnification.
  • Insurance.
  • Termination.
  • Remedies.

Contracts and subcontracts in excess of the small purchase threshold ($25,000) will include the following:

  • Contractual provisions allowing for administrative, contractual, legal remedies and appropriate remedial actions for instances when a contractor violates or breaches the terms of the contract.
  • Provisions for the termination of contracts by Ursinus College including the manner and conditions of termination as well as basis for settlement.
  • Provision providing to Ursinus College, the awarding agency, Comptroller General of the United States access to the contractor's books, documents, papers and records which are determined to be directly pertinent and relevant for the purpose of audits, examinations, excerpts, and transcriptions. 

Additional Contract Provisions

It is important to note that contracts and agreements which are supported in whole or in part by federal or state awards require additional oversight, review, and provisions.  Per OMB Circular A-110, additional provisions required include:

  1. Equal Employment Opportunity - All contracts shall contain a provision requiring compliance with E.O. 11246, "Equal Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and as supplemented by regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, and Department of Labor."
  2. Copeland "Anti-Kickback" Act (18 U.S.C. 874 and 40 U.S.C. 276c) - All contracts and subgrants in excess of $2000 for construction or repair awarded by recipients and subrecipients shall include a provision for compliance with the Copeland "Anti-Kickback" Act (18 U.S.C. 874), as supplemented by Department of Labor regulations (29 CFR part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that each contractor or subrecipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he is otherwise entitled. The recipient shall report all suspected or reported violations to the Federal awarding agency.
  3. Davis-Bacon Act, as amended (40 U.S.C. 276a to a-7) - When required by Federal program legislation, all construction contracts awarded by the recipients and subrecipients of more than $2000 shall include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 276a to a-7) and as supplemented by Department of Labor regulations (29 CFR part 5, "Labor Standards Provisions Applicable to Contracts Governing Federally Financed and Assisted Construction"). Under this Act, contractors shall be required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, contractors shall be required to pay wages not less than once a week. The recipient shall place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. The recipient shall report all suspected or reported violations to the Federal awarding agency.
  4. Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333) - Where applicable, all contracts awarded by recipients in excess of $2000 for construction contracts and in excess of $2500 for other contracts that involve the employment of mechanics or laborers shall include a provision for compliance with Sections 102 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333), as supplemented by Department of Labor regulations (29 CFR part 5). Under Section 102 of the Act, each contractor shall be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than 1 ½ times the basic rate of pay for all hours worked in excess of 40 hours in the work week. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.
  5. Rights to Inventions Made Under a Contract or Agreement - Contracts or agreements for the performance of experimental, developmental, or research work shall provide for the rights of the Federal Government and the recipient in any resulting invention in accordance with 37 CFR part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency.
  6. Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.), as amended - Contracts and subgrants of amounts in excess of $100,000 shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
  7. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) - Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient.
  8. Debarment and Suspension (E.O.s 12549 and 12689) - No contract shall be made to parties listed on the General Services Administration's List of Parties Excluded from Federal Procurement or Nonprocurement Programs in accordance with E.O.s 12549 and 12689, "Debarment and Suspension." This list contains the names of parties debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or regulatory authority other than E.O. 12549. Contractors with awards that exceed the small purchase threshold shall provide the required certification regarding its exclusion status and that of its principal employees.

Contract Compliance

Each Department Head and/or Project Director needs to establish a method for monitoring contractor compliance with the terms and conditions specified in the executed contract and to ensure adequate and timely follow up of purchases.  It is important that performance be documented and such information be shared with College administrative heads.

For questions relating to Contracts policies or procedures, please contact the Associate Controller, Grants & Contracts via email or by phone at extension 3110.