Procurement & Distribution Services
Contracts

Contracts

The University procures three types of goods/services:

  1. Goods (Commercial, or Specialized, etc.)
  2. Services (Artist Agreement, Independent Contractor, Maintenance, etc.)
  3. Goods / Services (Mixed) (Hotels, Events, Catering, Equipment with Maintenance, etc.)
Goods can be purchased the following four ways:
  1. SmartCART,
  2. Peoplesoft Financials - Special Request,
  3. PCard, and
  4. Reimbursements

The preferred method is via SmartCART, then Peoplesoft Financials - Special Request, and then PCard. The least effective method is after-the-fact reimbursements to individuals.
If you use a SmartCART vendor, CWRU has transparency on your spend (since it is categorized and coded properly), sales terms (such as payment, shipping , warranty, liability, etc.) are pre-determined.  If you use a PeopleSoft Financials Purchase Order (i.e. a Special Request), documents such as a Price Quotation(s), Single Source Justification Form, or Supplier Terms must be added as supporting attachments (for future audit).  A PCard transaction is expedient for some simple, low dollar, low-risk commercial transactions, but it customarily does not protect the University like a signed contract.  Reimbursements for after-the-fact transactions are the least effective sourcing methodology.

For Contracts:
IF a supplier accepts CWRU standard terms and conditions, then a Purchase Order is a quick.
IF a supplier does not accept CWRU standard terms or their Quote references non-standard terms (such as Net30 payment terms, non-Ohio jurisdiction, no liability, etc.), then Contracts-PDS@case.edu will redact the Suppliers Quote and request signature.  If signed, then a PO may be created quickly.
If a supplier does not accept CWRU terms or CWRU changes to their Quote, then either a negotiated compromise or Legal Approval must be obtained in order for CWRU signatory authority and the Procurement Buyer to issue a Purchase Order. 

Signatory Authority:  Reference Attachment
Standard Terms and Conditions: Reference Attachment
Standard Forms: Reference Attachment
FAQs:  Reference Attachment

Note: The most common cause of delay in issuing Purchase Orders are:

  • slow approval of the funding requisition
  • non-approval (or push back) of funding requisition due to incomplete documentation
  • non-approval of requisition due to supplier delay in agreeing to CWRU terms
  • internal review and signatory completion time

Questions regarding CWRU suppliers:
Supplier Information Form - customercareteam-pds@case.edu,
Preferred Suppliers - buying@case.edu,
SmartCART Supplier - smartcart@case.edu,
Suppliers with Master Service Agreements - Contracts-PDS@case.edu