The University of Texas Medical Branch at Galvestonissued Date: 09/17/00

THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTONISSUED DATE: 09/17/00

LOGISTICS/ACQUISITION OPERATING PROCEDURESREVISED DATE: 01/04/10

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SECTION3CONTRACT ADMINISTRATION

SUBJECT3.30CONTRACT SECURITY DOCUMENTS

GENERAL INFORMATION

This procedure is issued to ensure the safekeeping of bid bonds, payment bonds, performance bonds, insurance certificates, certified checks, letters of credit, and any document presented as a part of any Agreement, Contract, Purchase Order, and/or Bid.

AUDIENCE

Applicable to all Procurement Staff and designated Satellite Buyers

REQUIREMENT FOR DOCUMENTS

These security documents are those required by each individual Agreement/Contract or Purchase Order to ensure UTMB and/or any subcontractor is protected from financial loss.

GUIDELINES

1.Agreements/Contracts

Upon receipt of any of the required documents, the Buyer will scan the Documents as a PDF and attach them to the Contract File in Omnicom; noting any expiration dates that need to be monitored.

2.Purchase Orders

Upon receipt of any of the required documents, the Buyer will scan the Documents as a PDF and attach them to the Purchase Order File in PeopleSoft.

3.Bid Bonds

A.The Buyer will scan all the Bid Bonds received for in response to a ITB/RFB/RFP into a separate PDF for each bidder and e-mail them (in one e-mail) to the designated Logistics/Acquisition’s Administrative Support staff member. The subject line of the e-mail shall include the words “Bid Bonds” and then the ITB/RFB/RFP number and title of the project.

B.The designated Logistics/Acquisition’s Administrative Support staff member shall then move the e-mail to the designated folder on the Logistics server.

C.Within five (5) business days after the ITB/RFB/RFP is awarded, the bid bonds shall be returned to the Vendors. The Buyer shall e-mail the designated Logistics/Acquisition’s Administrative Support staff member, again including the words “Bid Bonds” and then the ITB/RFB/RFP number and title of the project in the subject line.

D.The designated Logistics/Acquisition’s Administrative Support staff member shall then e-mail each bid bond back to the bidder. If a bidder does not have e-mail, the bid bond shall be printed and sent by postal mail. Once the bid bonds have been returned, the e-mail shall be deleted from the designated folder on the Logistics server.

4.Any security documents that will be executed or have action taken against them should be pre-approved by the Chief Purchasing Agent. The security document shall be printed out and submitted to Legal Services for processing.

EXCEPTIONS

There will be no exceptions unless by formal addendum to this procedure or other formal written exception by the Chief Purchasing Agent.

3.30 Contract Security Documents

Approved:Jeffery Bonnardel, C.P.M.

Chief Purchasing Agent

Attachments:

A – Security FileData Label

B – Security Document Transmittal Form

C – Insurance Expiration Notification Letter