Contract Management

Lamar University's contract management specialists are responsible for creating and maintaining administrative controls that assure fiduciary responsibility when executing contracts on behalf of the university. Lamar's contract specialists are also responsible for review and approval of contracts prior to a contract being signed by the appropriate delegated authority. 

Contract Guidance

There are two Lamar offices that execute the university's contracts:

     1. Campus Operations
     2. Procurement & Payment Services

The type of contract you wish to execute determines which office you will contact.

Which office should I contact?

CAMPUS OPERATIONS

  • Campus Operations handles:
    1. All revenue-based contracts where monies are coming into the university through payments from another party, such as facility use, sponsorships, game agreements, and campus food services.
    2. All non-monetary contracts such as Accreditations, Affiliations, and Memoranda of Understanding (MOU).
  • Contact Azadeh Semien at 409.880.8997 or Cynthia Dean at 409.880.7695, or email contractmanagement@lamar.edu, with any questions regarding non-monetary or revenue-related contracts.

PROCUREMENT & PAYMENT SERVICES

  • Procurement & Payment Services handles all expense-based contracts through which Lamar is paying an outside source for the goods or services being purchased.
  • Contact Amberr Melo at 409.880.7138, or email amelo@lamar.edu, with any questions regarding expense-related contracts.

How do I request a contract?

The process for requesting a contract depends on the type of contract.

NON-MONETARY & REVENUE-BASED CONTRACTS

  • Revenue and non-monetary contracts require the department to enter a Contract Request found in the Contracts module (or icon) in Cardinal Purch.
  • Once submitted, the Contract Request will be reviewed by the Campus Operations Office, and if approved, a contract will be generated, reviewed, and executed.

EXPENSE-RELATED CONTRACTS

  • For expenditure contracts, the department must enter a requisition in Cardinal Purch and attach all related documentation.
  • Procurement will review the information and create a contract for execution.
  • Once the contract is executed, Procurement will link the contract to the requisition and process the Purchase Order to complete the purchasing process.
  • Departments are responsible to ensure the vendor receives any signed contracts executed as well as monitor the contract deliverables, renewals, etc.

Can I Sign a Contract?

No. Per regulation, only delegated LU personnel are authorized to sign a contract on behalf of the university. These personnel are designated beforehand to perform this task.

All contracts must be reviewed for approval, then routed through the appropriate channels (indicated above), then signed by the delegated signatory prior to the start of any service or payment.

Total Contract Manager (TCM)

The Total Contract Manager (TCM) module within Cardinal Purch provides a comprehensive platform for contract requests, contract generation and review, approval, and executive authorization through electronic signature. In addition, it offers contract management tools with reminders and tracking for obligations, budget spending, and renewals.

CONTRACT NOTIFICATIONS

  • All stakeholders to the contract will receive notifications regarding the contract.
  • All Index Approvers will receive a notification to review and approve the contract prior to the contract going out for signature.

CENTRAL CONTRACT REPOSITORY

  • The TCM module serves as a central source for executed agreements with the exception of employee personnel contractual agreements, which will be retained by Human Resources.