When is a contract/agreement required to procure goods/services?

Have you ever wondered if you need a contract/agreement to procure goods/services?

Contracts/agreements are not required for simple services where the University’s standard terms and conditions will suffice as the contract. In these cases, a purchase order requisition should be created in BobcatBUY and will suffice as they include the University’s standard terms and conditions. Examples include:

• repairs,
• maintenance,
• delivery services, and
• off the shelf goods.

Contracts/agreements are usually not required for Ohio University preferred suppliers, as contracts with these suppliers are already in place and are available for use as needed. However, specific scenarios may arise where addendums to the contracts could be required, and Procurement can assist you in this process. For example, if the installation/calibration/maintenance of a customized piece of equipment, in which the purchase of the good (equipment) is included in the preferred supplier contract, but installation is not included in the contract, Procurement can create an addendum to the contract to include installation. You can review all of the Ohio University preferred suppliers and a description of the goods/services they provide here.

All other services/goods generally require a contract.

Common examples of services that require a contract to procure them are (but not limited to):

• custom/specialized services requiring statements of work,
• leases/rentals (vehicles/tractors/lifts, tools, equipment, real estate, facilities, office equipment, etc.),
• warranties,
• software,
• group/team lodging, charters, events, catering, etc.

Common examples of goods that require a contract to procure them are:

• custom/made-to-order goods (for example, build to specification goods for scientific/medical research)

Procurement has online resources available on our website for reference at: Contract Services Overview

For questions related to or assistance with contract/agreement topics or concerns please contact financecustomercare@ohio.edu.