Contract Review and Execution Process

CONTRACT REVIEW AND EXECUTION PROCESS

Four Steps of the Contract Review and Execution Process

Negotiation

Contract Team Review

Documentation

Execution

Negotiation

All contracts must be initiated as the result of joint efforts between a representative of UF and a representative of Shands

·  Contract Initiators (“CIs”) will be responsible for agreeing on the operational issues and terms of the transaction and for shepherding the agreement through the contracts process

·  The business terms (payment cycle; required documentation of services; termination language) will be standardized as much as possible; there will be some variation as a function of the type of contract/service.

·  Legal terms shall be standardized and not subject to discussion or negotiation by CIs.

·  The CIs shall complete the then current version of the Contract Data and Information Sheet (CDIS) that is available at: http://contracts.health.ufl.edu/

·  Fields of the CDIS are mandatory as indicated.

·  CDIS shall contain names of CI’s supervisor(s).

o  Provision of the names of the supervisors shall constitute representation by the CIs that they have each received approval/authority from their respective supervisor to pursue the proposed transaction, including the requisite budget/financial approvals

·  Both CIs must sign and date the CDIS

·  CIs responsible for transmitting the CDIS to the Contract Team

o  Email e-version of the CDIS

Contracts Team Review

·  Team shall meet biweekly and otherwise as needed.

·  Email shall be preferred mode of communication.

·  Faxes shall be avoided - not green-wise; lacks documentation/trail

·  Any incomplete CDISs will be returned to CIs with indication of deficiency.

·  Contract Team will review CDIS within 7 business days of the date on which each is transmitted by the CIs.

·  Questions/ambiguities will be sent to CIs for resolution.

·  Contract Team will standardize forms for various types of transactions

o  Medical director

o  Professional medical services

o  Real property leases

o  Support

·  Contract Team shall have the authority to compel CIs and other involved persons to attend Contract Team meetings to facilitate issue resolution

·  Contract Team shall have the authority to resolve and agree to terms

·  Contract Team shall draft a condensed version of agreed upon terms for transmission to Senior Leadership, and which shall clearly identify any unresolved issues

Documentation

·  Once agreement is reached on CDIS terms, document will be sent to UF Contracts and Related Services for drafting

·  UF Contracts and Related Services Office will draft and route to Contract Initiators and Shands Legal Services.

·  Contract Initiators shall read and review for conformity to their intent

·  Contract Initiators then route per their respective internal routing processes

Execution

·  CIs send final form to Contract Team.

·  If approved, final form routed for execution per existing process accompanied by approvals from Contract Team and CIs

Post Execution Follow Up

·  If contract term exceeds one year, CIs shall meet no less than 45 days prior to each anniversary date to review terms and determine need for contract modification or termination