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Requesting a Contract or Amendment

Requesting the Establishment of Purchase Agreement

 

Complete a KFS Purchase Agreement document.

The KFS Purchase Agreement document is generally the document to use when processing an agreement to be processed by Business & Revenue Contracts.   NOTE: There are a few exceptions when working with some Sponsorship or Performance Agreements, when a KFS Requisition can be used in lieu of a Purchase Agreement.

Click on the type of Purchase Agreement transaction you wish to process below, and follow the instructions provided:

 

Include a detailed scope of work on your KFS Purchase Agreement.

It may be best to include an abbreviated version on the KFS request with a note that a  detailed version is attached.

 

Include detailed payment information on your KFS Purchase Agreement.

For example, if a revenue agreement is requested, please specify the rate(s) and include the rate approval letter(s), which must list the rate and reference the service being provided. If the university is paying for a service, include rate(s) and/or budget, along with price justification (why the department feels the rate is reasonable, what was the basis for making that determination). It is recommended that a price justification  include at least three informal quotes.

 

If Needed, Attach Confirming Order Justification to your KFS Purchase Agreement.

If work has already begun (before required approvals were secured), a confirming order justification must be attached to the KFS document request. The confirming order justification approving the unauthorized purchase must be signed by the department’s dean/vice chancellor or designee and must explain why work began without a contract and what will be done in the future to avoid such an occurrence.


Requesting an Amendment

To initiate an amendment, submit amendment request against the original agreement in KFS by locating the final Purchase Agreement or Purchase Order document and clicking on the amend button at the bottom of the screen.

  • Do not delete existing line items. Existing line items should not be modified. New line items may be added as necessary.

  • All changes to dollar amounts and dates should be made directly to and throughout the KFS document.

  • A note must always be added to explain why the change is necessary. For example, why is an extension necessary (e.g., continued need for services past the initial term), why does the price need to increase (e.g., additional hours required, scope of work has changed).

  • An agreement cannot be amended to extend the term if work has not been ongoing. If services were completed and a new project with the same scope of work is to commence, a new agreement is required.