UT System Contract and Procurement Solicitation Intake Form

To submit this form, ensure that all required fields are completed and approved. Attach the contracts and pertinent documents electronically in a modifiable Word format. Submit the completed form and attachments via email to OGC_Intake@utsystem.edu or fax to (512) 499-4462. For physical submissions, send the documents to the Office of General Counsel at the University of Texas System Administration, 210 W. 7th Street, Austin, TX 78701. It's advisable to keep a copy of the submission for your records and follow up with the Office of General Counsel for confirmation of receipt.

There are no specific important dates mentioned for 2024 and 2025 for this form. Always check with the Office of General Counsel for any updates.

The purpose of the UT System Contract and Procurement Solicitation Intake Form is to streamline the contract review process within the University of Texas System. This form ensures that all necessary information, approvals, and documentation are provided for the effective evaluation and approval of contracts and procurement solicitations. By using this form, UT institutions can ensure compliance with relevant laws, regulations, and policies, making the overall contract processing more efficient. The form also helps to expedite the review process by providing a standardized format for submission and review by the UT System Administration and the Board of Regents.

• 1. Institution: Select your institution from the drop-down list.
• 2. Vendor Name: Provide the name of the vendor.
• 3. Contract Title and Number: Enter the title and number of the contract, if any.
• 4. Anticipated Contract Value: Specify the anticipated contract value for the initial term and all renewals.
• 5. Type of Submission: Indicate whether the submission is for a new contract, amendment, etc.
• 6. Subject Matter: Describe the subject matter of the contract or procurement solicitation.
• 7. Institution Compliance: Confirm compliance with accessibility, privacy, and data security laws.
• 8. Board Approval: Indicate if Board approval is required and provide necessary documentation.
• 9. Date Submitted and Deadline: Enter the date submitted and the requested deadline.
• 10. Attachments: List and attach all relevant contract documents and problematic provisions.
• 11. Institution Review and Approval: Provide the contact information of those who have reviewed and approved the document.
• 12. Legal Review: Provide the contact information of the institutional legal counsel who reviewed the contract.
• 13. Contract Administrator Contact Information: Provide the contact information of the contract administrator.
• 14. Content Contact Information: Provide the contact information for the content of the contract.
• 15. Prior OGC Review: Provide details of any prior OGC review of the contract or solicitation.
• 16. Other Information: Include any additional comments or information that may assist in the review.

Failing to submit the form can result in delays or non-approval of the contract or procurement solicitation. This could impact project timelines and compliance with institutional policies.

• Delays: Submission delays can postpone contract approval and project timelines.
• Non-Approval: Failure to submit the form correctly may lead to non-approval of the solicitation.
• Non-Compliance: Incomplete submissions may result in non-compliance with institutional policies.

• 1. New Contracts: Submitting newly drafted contracts for review and approval.
• 2. Contract Amendments: Submitting amendments to existing contracts for review.
• 3. Procurement Solicitations: Submitting procurement solicitation documents for evaluation.
• 4. Compliance Checks: Ensuring compliance with accessibility, privacy, and data security policies.
• 5. Board Approvals: Seeking necessary approvals from the Board of Regents or its delegates.