Contracts must be routed to Contracts, Purchasing and Risk Management for signature using a Purchase Request or Non-Purchase Request form, allowing ample time to review, negotiate and sign the contract. The Purchase Request or Non-Purchase Request form must be completed in its entirety in order to provide the Contracts office with enough information to process the contract. At the time of contract submittal, the requesting department shall inform Contracts, Purchasing and Risk Management of any operational details of the contract that need to be negotiated by Contracts, Purchasing and Risk Management.
A Purchase Request is needed for all acquisitions of goods and services whether NAU is expending funds or not, and when using a P-Card for transactions that require a contract or insurance such as purchases of equipment, services, speaker/performer engagements, information communication technology (ICT) including software, open source software, or freeware, or renting equipment.
A Non-Purchase Request is needed for requests to sign a contract when there will be no expenditure of funds such as when NAU is receiving funds, permits without fees, memorandum of understanding, or intergovernmental agreements.
The Responsible Departmental Representative authorizes the Non-Purchase Request form to indicate that they have read and can administer the contract from an operational perspective. The individual that authorized the form as the Responsible Departmental Representative is considered the departmental contract administrator and is responsible to ensure that all requirements of the contract are met. Any changes to the contract or in the event the contract needs to be canceled, the department must contact Contracts, Purchasing and Risk Management for processing.