Contracts Administration & Ariba System Resources

In August 2012, the University transitioned from the LibertyNet imaging system to the Ariba Contract Management System. Ariba is designed to track and monitor contracts through the various points of process and approval to ensure that Originating Units will be able to monitor the status of contract approval at every stage of the process. LibertyNet is still accessible to view archived contracts; however all new contracts must be submitted by upload to Ariba. To gain access to Ariba, please contact the Purchasing & Contracts Department at Ext. 22642 or contracts@pace.edu.

Under the Ariba Contract Management System:

• Contract Creation- Contract workspace creation is controlled through the use of Ariba templates that map the process of contract creation for different types of contracts. These templates include the required tasks and documents used in contract creation for different types of contracts. These templates include the required tasks and documents used in contract creation, as well as defining the different roles involved.
   
• Process Management- Processes are defined by a series of phases and tasks that users must complete before a finalized contract is established. Users can indicate which tasks have been started and completed so others can easily monitor project status. Ariba generates notifications triggered by task assignment and due dates.
   
• Document Management- Within a contract workspace documents are created, edited, reviewed and approved potentially by a variety of different users. Features include version control and tracking of changes.
   
• Collaboration- Ariba supports specialized tasks that allow collaborators to exchange information and negotiate the details of contract documents as well as submit documents for the review and approval of other users, with complete version history.

Please, click below to review our services and the contract management process: 

•  The Contract Facilitators:
  • Originating Units
    Originating Units are responsible for conducting the initial contract negotiations with the vendor to make sure that the contract contains the minimum terms and conditions. The Originating Unit is the driving force behind the contract management process by following the contract through the process. 
  
  
  • Finance and Planning
    Finance and Planning is responsible for receiving contracts and purchase orders and maintaining contracts and supporting legal documents on the imaging system.
    Contact : Jennifer Weldon -Purchasing & Contracts, Phone: (914)923-2690, Fax: (914)923-8114
  
  
  • The Office of University Counsel
    The Office of University Counsel is responsible for reviewing contracts, negotiating terms not finalized by the Originating Unit and to approve contracts as to legal form.
    Contact : Robert Yarbrough -Office of University Counsel, Phone: (212) 346-1274, Fax: (212) 346-1682
  
  
  • Risk Management / Insurance
    The Director of Risk Management/Insurance administers insurance matters on behalf of the University. The Director reviews, approves insurance certificate from external parties. The Director may also negotiate insurance terms with external parties. When required by contract, the Director provides external parties copies of Pace's certificate of insurance.
    Contact : Rick Myers -Director, Risk Mgmt/Ins, Phone: (914)923-2627, Fax: (914)923-2731
  
  


•  Contract Types:
  • List of Contract Types and Definitions - General information listing and description of contract types.
     
  
  
  • Contract Types and Required Documents (click to view) - Detailed information of contract types and required documents for processing below.
    • Consultant/Vendor Service Agreement
    • Catering/Event Agreement
    • Speaker/Artist/Performer Agreement
       


•  Contract Forms:
  • Independent Contractor Questionnaire - This form is to be completed and signed by the Originating Unit representative and should be included with consultant Agreements where Pace is contracting with an individual.
  • Contract Negotiation Checklist
  • Contract Signature Authority Form  
    This form (signed by the AVP Finance & Controller Ron Aloni) authorizes a Pace employee to sign standard Pace contracts and riders on behalf of the University. Please contact the Contract Administrator to request contract signing authority. Note that as per Pace University contract policies and procedures, contracts signed by authorized signatories must be uploaded to Ariba by the Originating Unit for the University’s records after they are fully-executed.
  
  


•  Contract Payment:
  • Special Payment Form
  • Independent ContractorPayment Form
  
  
  • Vendor Request form (if new vendor)
  
   


•  Standard Contracts and Riders:
  • In the Ariba system, Pace standard contracts and riders are automatically generated in the Ariba Documents Folder of your Contract Workspace based on the contact type selected. Pace standard contracts and riders are still currently available under Finance Forms
  
  


•  Renewing or Amending an existing contract:
  • Renewal: This type indicates that the contract is being amended simply to change the active dates for the contract i.e. the effective date or the expiration date. This could represent a situation where the contract was extended with the same terms as the previous version.  Renewal Form
     
  • Amendment: This type indicates that changes are required to the contract beyond just editing the dates. This may include changes to the commodity, pricing terms, or contract language added to the contract by adding a separate amendment document with additional clauses to the contract.   Amending Form
  
  

Helpful Resources:
Contract Process Workflow How To: Post To The Ariba Message Board Via Email	Ariba Handbook for End Users
NEW- Ariba Training Video This video (approximately 15 minutes) covers the following topics: How to navigate the dashboard in Ariba to create your Contract Request Explanations of the questions asked and sample answers in the Contract Request form How to upload documents to your Contract Request How to submit your Contract Request for the Contract Administrator’s review The Contract Management Policy and Procedure (under-construction) is designed to provide detailed, clear, user-friendly information to the Originating Units for assistance in executing this process more efficiently. If you have any questions contact the Purchasing & Contracts Department at Ext. 22642 or email them at contracts@pace.edu Please review our Policies and Procedures for additional information. Please review our Forms for additional information.