Procurement & Contracting Services

Business & Revenue Contracts

What We Do: Our Process

After your department has submitted a KFS Requisition or Purchase Agreement document, the following steps take place in Business & Revenue Contracts:

1.  The Procurement and Contracting Services Control Desk reviews the KFS document(s).

 The Control Desk will check for  completeness,  including  receipt  of  all  required  attachments/documents.  If  the request appears  to  be  complete,  it  is routed  to  a  manager based  on  the  agreement type and commodity code used.

2.  The buyer manager will review the KFS request.

They will ensure that the document is complete and assign it to an analyst for completion or will return the request to the Control  Desk  for additional  information  (most  often scope  of work, pre-hire worksheet, or confirming letter).

3.  The analyst reviews the KFS request in detail and drafts an agreement.

In some cases, the analyst reviews  and  modifies the  agreement  provided  by  the  other party.  The analyst will add status updates directly to the KFS document in the Notes section, so we recommend reivewing the notes when you are looking for a progress update.

4.  If necessary, the analyst will engage in negotiations with the other party.
5.  Copies of Agreement will be emailed to parties.

If a business contract, the agreement will be e-mailed to the other party for signature with a copy  emailed to  the  department’s  business  contact.  If  a  service,  the  PO  will  be  emailed  to  the contractor/vendor. No signature is necessary from the contractor/vendor.

6.  Signed Agreement is returned to Business & Revenue Contracts for final signature.
7.  A copy  of  the fully signed agreement is attached to the KFS request document.

This occurs once  the  agreement  has  been  fully  executed, or a PO has been issued.

8.  The KFS request is completed and approved.

The KFS document initiator is notified via email.

9. The payment process is generally managed by central Accounts Payable.

This is generally handled as part of the Accounts Payable Invoicing Service (APIS).

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