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- Notary Services: Some contracts or permits (such as the F-2 liquor permit) might require the services of a notary public.
- Filing Contracts: Currently the point of control for any contract is with the primary College liaison responsible for the execution of the contract. The College liaison should maintain paper copies of all contracts and contract amendments.
- Contractual Notices: Contractual notices (e.g. bankruptcy, change of name) should be forwarded to Accounts Payable in the Business Office.
- Changing a Contract: The procedure for contract changes is usually described in the base contract. If the contract is silent on the issue, the contract can be changed by issuing a letter to the contract parties asking that each party sign the contract amendment letter. If the contract amendment contradicts or replaces something in the original contract, or in a prior contract amendment, then the letter should specify the details of the change and also indicate that the new amendment letter “controls and supercedes” the prior language. All changes must be determined in advance, agreed upon in writing, and signed and dated by all parties.
- Voiding a Contract: The procedure to void a contract is usually described in the base contract and often incurs a fee. Under all circumstances, written notification prior to the issue of potential dispute should be signed and dated by all parties. For assistance, contact the Procurement Agent.
- Appeals: In breach of contract issues, the supervisor or chair of a department should contact the Secretary of the College, as well as the appropriate Vice President. The Procurement Agent must also be informed. Payment for the good or service should be withheld until the situation is resolved.
- Returning Items: Items to be returned usually require a Return Materials Authorization (RMA) number provided by the vendor prior to shipment. Each vendor’s return policy should be kept on file in the Business Office.
- Delivery of Items: In many cases, items can be delivered directly to the building on campus where they will be used. Items that require special handling (e.g. computer equipment) or present environmental or safety concerns should be delivered to specified locations. Large items requiring the use of unloading equipment should be delivered to Central Stores, located in the Service Center Monday through Friday between 7:30 am and 4:00 pm. Delivery acceptance location and hours of operation should be clearly defined on the purchase order or contract. Please consult the Building Index for actual street addresses when needed.
