Templates

The following documents are required for every contract request, regardless of type:

• Contract Request Cover Sheet – contains guidance and a list of required documentation to submit a contract in GMS.
• GU Standard Template Agreement (see below drop-down menu for types) or “Supplier Terms“ the agreement must include a detailed scope of work that provides a description of services, deliverables, milestones, etc.
• Certificate of Insurance (Document evidencing the vendor’s insurance coverages as required by the contract) or a completed Waiver of Insurance Form. For instruction on insurance requirements, please review the Office of Risk Management’s guidance.
• Evidence of Appropriate Bids or a Sole/Single Source Justification Form for purchases greater than $10,000.
• Addendum for the Protection of Minors – required only if minors are included in the services, i.e. minors will be in attendance or participating in the goods/services.
• Transportation Addendum – required for transportation services of more than 8 individuals if the supplier will not use the GU Transportation Template Agreement.

Standard Template Types

• The following include the currently available standard contract templates. Departments are encouraged to download the applicable template of choice for each use as terms may be routinely updated.
  • Domestic Standard Agreement – for general use for services provided by a US-based supplier
  • International Standard Agreement – for general use for services provided by suppliers based outside of the US
  • Independent Contractor Agreement – for use with suppliers that have two or less employees
  • Event Equipment Standard Agreement – for event-related equipment services
  • Transportation Standard Agreement – for chartered transportation services with eight or more persons
  • Software as a Service Standard Agreement – for software services where the supplier remotely hosts and manages software applications
  • Grant-Related Templates – for use when procured services will be using grant-related funds
    • Grant-Related Domestic Standard Agreement
    • Grant-Related International Standard Agreement
    • Grant-Related Independent Contractor Agreement

    Catering

    • Approved Requisition
    • Cover Sheet
    • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
      • Domestic Standard Agreement Template
      • Grant-Funded Domestic Standard Agreement Template
      • International Standard Agreement Template
      • Grant-Funded International Standard Agreement Template
      • Amendment Standard Agreement (for amendments to existing contracts, where applicable)

      Chartered Transportation

      • Approved Requisition
      • Cover Sheet
      • Agreement Terms
        • Transportation Standard Agreement, or
        • Supplier Terms with Addendum for Transportation

        Equipment Services

        • Approved Requisition
        • Cover Sheet
        • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
          • Domestic Standard Agreement Template
          • Grant-Funded Domestic Standard Agreement Template
          • International Standard Agreement Template
          • Grant-Funded International Standard Agreement Template
          • Amendment Standard Agreement (for amendments to existing contracts, where applicable)

          Events

          This contract type can be used for event-related procurement contract requests, including equipment/tent rental, A/V services, space rental, etc.

          The following are required components as listed and where applicable:

          • Approved Requisition
          • Cover Sheet
          • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
            • Domestic Standard Agreement Template
            • Grant-Funded Domestic Standard Agreement Template
            • International Standard Agreement Template
            • Grant-Funded International Standard Agreement Template
            • Amendment Standard Agreement (for amendments to existing contracts, where applicable)
            • Event Equipment Standard Agreement (for tents and event equipment, where applicable)

            Facilities

            • Approved Requisition
            • Cover Sheet
            • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
              • Domestic Standard Agreement Template
              • Grant-Funded Domestic Standard Agreement Template
              • International Standard Agreement Template
              • Grant-Funded International Standard Agreement Template
              • Amendment Standard Agreement (for amendments to existing contracts, where applicable)

              Goods Purchase

              • Approved Requisition
              • Cover Sheet
              • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
                • Domestic Standard Agreement Template
                • Grant-Funded Domestic Standard Agreement Template
                • International Standard Agreement Template
                • Grant-Funded International Standard Agreement Template
                • Amendment Standard Agreement (for amendments to existing contracts, where applicable)

                Hotels

                Typically, hotels insist on using their terms and conditions for any type of transaction. However, stakeholders should use the GU Standard templates (Domestic or International) if given the opportunity.

                • Approved Requisition
                • Cover Sheet
                • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
                  • Domestic Standard Agreement Template
                  • International Standard Agreement Template
                  • Amendment Standard Agreement (for amendments to existing contracts, where applicable)

                  Independent Contractor Agreements (ICAs)

                  • Approved Requisition
                  • Cover Sheet
                  • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
                    • Independent Contractor Agreement
                    • Grant-Funded Independent Contractor Standard Agreement, or
                    • Supplier Terms and Grant-Related Appendix (if using grant funds)

                    Lease

                    Refer to the User Guide – Create a Contract for Leases for more guidance on requirements.

                    Professional Services

                    • Approved Requisition
                    • Cover Sheet
                    • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
                      • Domestic Standard Agreement Template
                      • Grant-Funded Domestic Standard Agreement Template
                      • International Standard Agreement Template
                      • Grant-Funded International Standard Agreement Template
                      • Amendment Standard Agreement (for amendments to existing contracts, where applicable)

                      Technology and UIS

                      • Approved Requisition
                      • Cover Sheet
                      • Agreement Terms (Standard or Supplier), including Scope of Work; agreement template options include:
                        • Domestic Standard Agreement Template
                        • Grant-Funded Domestic Standard Agreement Template
                        • Software as a Service Standard Template
                        • International Standard Agreement Template
                        • Grant-Funded International Standard Agreement Template
                        • Amendment Standard Agreement (for amendments to existing contracts, where applicable)
                        • Accessibility Addendum (Required when an IT service has a web interface and to ensure compliance with ADA and meets industry standards)
                        • Customer Information Addendum (Required to ensure sensitive information / Personally Identifiable Information is properly handled and disposed of by Suppliers)
                        • UIS Checklist (to be completed by the department) – submit
                        • UIS Technical Questionnaire (to be completed by the supplier)

                        Office of the Chief Financial Officer