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Department of Finance
花季传媒
79 S Court St
Lindley Hall N162
Athens, OH 45701
Finance

BobcatBUY Services Agreement

Description

The Services Agreement Form is used to process purchases for services. The form allows for multiple types of services to be requisitioned using the same format. If your transaction is for Utilities & Leases, please use the Blanket Order Form.

How to Process a Services Agreement

The Services Agreement form is found in the Internal Forms section of BobcatBUY. Select the Services Agreement button to begin.

Services Agreement form

Instructions

Please review the Services Agreement instructions for general processing instructions. These instructions also provide useful links to the Contract & Insurance Matrix, Signature Authority, Exhibit A for the Services Agreement Form, Short Form Services Agreement Form, and Supplier Information.

1. After you have read and become familiar with the instructions click Next. 

Details

  1. In the Form Name field, replace the Services Agreement default with a brief summary description of service. The brief summary of services should include the nature of service and any other pertinent details. This information will print on the PO for the Supplier to see. You are limited to 100 characters including spaces.
description of service
  1. Click Save Progress.
  2. Click Next.

Suppliers

The supplier field is filled in to select the supplier(s) that the payment will be made to. The search can be performed by supplier name, relationship (in or out of network), or zip code.

supplier field

Existing Suppliers

  1. Click the text box to the right of Supplier and type in the name of the supplier.
  2. Click Search in the bottom left corner.
  3. Click Select to the right of supplier
  4. Click Next.

Note: The supplier鈥檚 preferred fulfillment address will be bolded and preselected. You will still be able to select from the available fulfillment addresses for the correct address for your purchase.

fulfillment address

New Suppliers

  1. Click the test box to the right of Supplier and type 鈥淣ot Available鈥 as the name of the supplier.
  2. Click Search.
  3. Click Select to the right of Not Available Supplier.
  4. Click Next.

Note: You may use these steps to request changes to existing supplier information.

Attachments

  1. Click Add Attachment.
  2. Click Upload.
  3. Click the text box to the right of Title and Type in the name of the file.
  4. Click Browse.
  5. Select the file that you would like to upload and click open to add the file.
  6. Click Save Changes.
  7. Click Save Changes again.
  8. Click Next.

Note: All documents loaded on the Attachments screen will be uploaded as an internal attachment in the draft cart. If the document needs to be sent to the supplier with the PO, e.g. Short Form Services Agreement or quote, you will need to upload the attachment again in the draft cart as an external attachment.

Form Fields

Please refer to the Contract and Insurance Matrix and 花季传媒 Signature Authority for the correct agreement type and the appropriate signer.

  1. Select the Services Agreement Type that applies to your purchase from the drop-down list:
  • Services Agreement 鈥 is used for more complex services in which exhibits are attached to the University鈥檚 standard terms and conditions and define the scope of work the supplier will be performing for the University. You will need to attach an Exhibit A for Services Agreement Form and any supporting documentation to ensure the Purchasing team can create the contract.
  • Supplier Provided Agreement 鈥 Although our preference is to have services covered by 花季传媒 (OU) contracts, we do in certain situations and industries accept the supplier鈥檚 contract. Because it is not OU鈥檚 standard terms and conditions, additional review time may be required to negotiate acceptable terms. You will need to attach the supplier鈥檚 agreement and any supporting documentation.
  • PO Terms Only 鈥 used for simple services where the University鈥檚 standard terms and conditions will suffice as the contract. Typical uses are repairs, maintenance, or delivery services. You will need to attach documentation to support the PO amount.
  • Short Form Services Agreement 鈥 used for common, specifically defined services where there is no ambiguity regarding the nature of the service. The Short Form Services Agreement should be used rather than the Honorarium Agreement when there is a need to have a formal contract that legally obligates the supplier to perform the agreement. You will need to attach the fully executed agreement including the terms and conditions pages, signed by both the supplier and the department CFAO as the requisition will bypass the Purchasing Department and create a PO. If a supplier objects to any of the standard terms and conditions on the agreement, the form must be routed to the Purchasing team for resolution. At this point the Short Form Services Agreement can no longer be used and the Services Agreement form will need to be selected in BobcatBUY for proper routing to Purchasing.

Note: For the Short Form Services Agreement, the amount of anticipated spend must be less than $40,000 and be for the current fiscal year only. In addition, the Short Form Services Agreement will no longer act as the invoice. The supplier must provide an invoice with the following information: supplier name and address, invoice date, invoice number, amount invoiced, date of service and description of service.

  1. Provide Service Start Date.
  2. Provide Service End Date.
  3. Provide a Detailed Description of Services.
  4. Provide total dollars of service as the quantity. (Unit Price & Unit of Measure cannot be changed)
  5. Click Save Progress.
  6. Click Next.

Review and Submit

  1. Confirm message next to each section is marked with a Green check mark under Progress and says Required Fields Complete.
  2. If a section is marked incomplete, revisit the section by clicking on the title to correct problem.
  3. Click Add and got to Cart and continue to process your draft cart according to the Standard BobcatBUY practice.