Contract Execution
Description
Once a procurement process has concluded and a formal award has taken place, a contract will be required to formalise the agreement between the parties, this will need to be issued for signatures and executed through the following process. All contracts will require execution in line with Imperial Procurement Regulations.
Engagement
- Project Manager to support the drafing and compilation of the consultant contract.
- Quantity Surveyor to support the drafting and compilation of the construction contract.
- Responsible Director of Department to support/approve the contract execution process.
- Category Manager (Abad Zalal - a.zalal@imperial.ac.uk) to review and approve all contracts and ancillary contract documents (novation/warranties) and execute low-value contracts and ancillary contract documents
- Head of Procurement (HoP) to execute the contract and ancillary contract documents
- Director of Procurement (HoP) to execute the contract and ancillary contract documents
- Director of Procurement (DoP) to execute the contract
- Chief Financial Officer (CFO) to execute the contract
- Chief Operation Officer (COO) to execute the contract
Forms & Links
- (Process) Docu-Sign Contract Authorisation Form: DocuSign Contract Authorisation Form - TEMPLATE
- (Guidance) Guidance Document for Contract Approval Limits: Guidance Doc - Contract Approval Limits - Rev A
Approvals & Compliance Review
All contracts are issued via Docu-Sign by the Category Manager or their delegated authority. Docu-Sign Execution Limits are as follows:
- Contract Issue via Docu-Sign up to £50k: Executed by CM and HoP
- Contract Issue via Docu-Sign over £50k but less than £1m: Executed by HoP and DoP
- Contract Issue via Docu-Sign up over £1m up to £30m: Executed by DoP and CFO
- Contract Issue via Docu-Sign over £30m: Executed by CFO and the COO
- Ancillary Contract Documents (Novation or Collateral Warranty agreements): Executed by CM & HoP
Repeated Subsequent RIBA Stages
Contracts for consultant services will occur at varying RIBA stages (e.g. RIBA stage 1-2 engage designers, RIBA stage 3/4 engage clerk of works/supervisor).
Contracts for main contractors can occur at varying RIBA stages (e.g. RIBA stage 2/3 the 1st stage PCSA contract will be awarded, RIBA stage 4 the 2nd stage main contract will be awarded).