Contracts for Goods and Services Review Checklist

For any contract for goods or services, complete the following checklist and attach all associated documents. You should receive a confirmation of receipt via email within twenty-four hours of clicking submit.

The current process is not for contracts that initiate or renew government- or corporate-sponsored research—those agreements must be run through the Office of the Vice President for Research at https://wmich.edu/research/contracts.

Review of a complete package typically takes three weeks (see chart in Contract Review Procedures). If you have not received a substantive response within three weeks, contact our office.

Thank you for your assistance in this regard.

Business Services

Attach all exhibits and appendices

Attach all exhibits and appendices *

Files must be less than 20 MB.
Allowed file types: pdf doc docx.

Add another document

Attach another document

Files must be less than 20 MB.
Allowed file types: pdf doc docx.

Add another document

Attach another document

Files must be less than 20 MB.
Allowed file types: pdf doc docx.

Add another document

Attach another document

Files must be less than 20 MB.
Allowed file types: pdf doc docx.

Add another document

Attach another document

Files must be less than 20 MB.
Allowed file types: pdf doc docx.

Before Completing Checklist

Is this contract for $5000 or more of goods or services? *

Stop—you must contact Purchasing for approval before submitting for contract review.

Continue with Checklist Submission

Complete all items on checklist

1. Have you read the Contract Review Procedures to understand your responsibilities? *

Stop—you must review before submitting.

2. Is this Contract with a foreign entity or for foreign goods or services? *

Stop—you must receive approval from [someone] before proceeding.

3. Have you read the entire Contract, including all exhibits, appendices, cross-referenced documents, and linked-documents? *

Stop—you must review before submitting.

4. Are all exhibits and appendices attached (this may include original contracts/agreements)? *

Stop—you must attach them before submitting.

5. Is this a long-standing Contract or renewal of an existing Contract? *

Have there been any substantive changes since either Business Services or Legal last reviewed it? If so, please identify the changes here.

question_05_yes_textarea

Find the last signed version of the Contract and attach it to this submission.

question_05_notsure_file

Files must be less than 10 MB.
Allowed file types: txt rtf pdf doc docx.

6. Does the Contract, including all exhibits, appendices, cross-referenced documents and linked documents, represent your understanding of what you agreed to do or receive? *

Do not submit for review until you can respond yes to this question.

7. Are there clauses or sections of the Contract that do not apply to your purchase/transaction? *

Identify those sections here or cross them out on the Contract you submit.

question_07_yes_textarea

All of the information in the Contract is relevant to my purchase/transaction.

8. WMU’s name on the Contract must be “Board of Trustees of Western Michigan University on behalf of [Department].” It should not be a department, college or individual. Is that information correct in your Contract? *

Stop—contact the vendor and inform them that this will have to be changed prior to WMU signature.

9. The other party’s contact information must include Full Name, Address, Legal Status (i.e. corporation, partnership, government agency, etc.) and a contact person. Is this information completed and correct on the Contract? *

Stop—do not submit for review until you can respond yes to this question.

10. Are the payment terms and due dates clearly defined? *

Stop—do not submit for review until you can respond yes to this question.

11. Are the Contract start and end dates clearly defined? *

Stop—do not submit for review until you can respond yes to this question.

12. Is there a cost associated with this Contract? *

question_12_yes

What is the total cost of this Contract? Include all purchases, as well as maintenance, service, or other ongoing fees over the life of the Contract.

$

13. Can WMU cancel/terminate this Contract at will? *

Stop—the Contract must specify under what circumstances WMU may initiate the “Out” or Termination Clause. Typically, this is with a written 30-60 days’ notice prior to any rollover, renewal or expiration date. Please contact the vendor to request voluntary termination language.

14. Is there a Confidentiality Clause? *

question_14_yes

Does it state “EXCEPT AS REQUIRED BY LAW” or other language that allows for disclosure for FOIA (Freedom of Information Act) requests?

Stop—it must have this language in order for WMU to sign.

15. Do the laws of the State of Michigan govern the agreement? *

16. Does this contract include the purchase or renewal of technology hardware, software, or services? This includes online services that store or transmit university data including usernames and passwords. *

Information Technology Acquisition Policy

Has a IT Product Review been completed?

question_16_yes_yes

Attach email from IT Product Review confirming approval.
Files must be less than 10 MB.
Allowed file types: gif jpg jpeg png pdf doc docx.

Stop—you must get this approval before submitting this agreement for review.

17. Are you accepting credit cards for payment under this Contract? *

Stop—the PCI committee must approve this agreement.

For more information please visit the E-Commerce and PCI page.

question_17_yes_with_pci

Attach communication from PCI Committee confirming approval.
Files must be less than 10 MB.
Allowed file types: gif jpg jpeg png pdf doc docx.

18. Give a simple description of the services/products you are obtaining with this Contract. Include a description of the business purpose and/or justification for the Contract, e.g., cost savings, productivity gains, regulatory requirement, technology changes—anything that may help the reviewer(s) better understand the purpose. *

Contact information

The individual who can resolve issues with the Contract and answer questions.

Name *

Email *

Department *

Phone number *

Vendor name

Leave this field blank