Purchases Requiring a Supplemental Contract

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When a Contract Is Required

While all Stanford Purchase Orders are a form of contract, there are cases where a more explicit and detailed written contract must be bi-laterally executed to clearly define:

  • The scope of services and deliverables
  • The use and ownership of data or design
  • Acceptance criteria
  • Special payment terms
  • Who specifically will provide the services
  • Performance Schedule
  • Guarantees / Warranties
  • Insurance Requirements
  • Terms and conditions from funding sponsor required to “flow-down” to a subcontract.
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How Contracts Are Processed

Contracts are executed between the Stanford Purchasing and Contracts Department and the supplier, and in general, follow this process:

  1. The end-user (school or department staff within the University) initiates a Standard Purchase Order Requisition and secures appropriate department approval.
  2. The requisition, along with required documentation, is routed to Stanford Purchasing and Contracts Department and is assigned to a Contract Specialist.
  3. The Contract Specialist writes the contract and sends the contract to the supplier for execution.
  4. The supplier executes (signs) the contract and returns it to the Stanford Contracts Specialist with proof of insurance and/or bonds, as required.
  5. The Contract Specialist transacts the contract and approvals in Stanford's ordering system, and provides a fully executed original contract to the supplier and a copy to the ordering department.
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