CONTRACT REQUEST FORM

CONTRACT REQUEST FORM

E.R.A.S Business Operations Procurement & Contracting Team

Provides Purchasing Services and Support tailored to our UO Partners in:

Advancement, Communications and Government & Community Relations.

Please note for Contract payments

Please submit an ERAS Business Operations Request for all contract-related invoices AFTER contract execution.

PCARD Payment If you would like to make a deposit, partial payment or a full payment via UO Credit Card, please complete PCard Purchase Request.

After you submit your request, you'll be directed to the ERAS calendar to choose a meeting date/time with a team member to complete the purchase.

Please complete the fields below

U N I T I N F O R M A T I O N

REQUEST TYPE

Select

REQUESTER*

If you do not see your name listed below please add your email address

Select or enter value

REQUESTING UNIT

Select from the list below, or enter the Unit responsible for the contract

Select-

UNIT AUTHORITY*

Choose the approving Supervisor. If not listed, enter their email.

Submission triggers approval request to provided email

Select or enter value

V E N D O R I N F O R M A T I O N

Vendor Name

Enter name of company or individual that the item/service is being purchased from

IS THE VENDOR AN EMPLOYEE, STUDENT OR FORMER STUDENT?

Yes

Unknown

IS THIS A NEW VENDOR?*

For a new vendors, a Substitute W9 will be required.

Yes

Unknown

VENDOR POINT OF CONTACT*

Please enter the vendor’s contact name & email below. This allows our team to reach out for any additional documents needed (ex: Substitute W9)

CONTACT EMAIL*

BUSINESS ADDRESS:

Street Address

City, Zipcode

P U R C H A S E D E T A I L S

HAS THIS EVENT OR PURCHASE ALREADY TAKEN PLACE?

Yes

Renewal

PURCHASE CATEGORY

Select or enter value

Is this an On Campus Event or Meeting?

Select or enter value

Does this contract include the purchase of alcohol

Select or enter value

Catering Agreeements

If you have chosen an outside Vendor to cater your On Campus Event or Meeting, you are required to complete a UO Catering Waiver for approval.

If the outside caterer will also be serving alcohol at your On Campus Meeting or Event: Request for Permission to Serve Alcoholic Beverages form is also required.

Please attach these approvals, if required, to your request.

UO Marks/ Logos

Please note that all merchandise orders that include apparel, promotional products, and staff apparel with university marks must be reviewed and approved by UO Marketing and Brand Strategy. Please Review the Oregon Brand Guide for more details

GOODS/ SERVICE BEING PROVIDED OR NAME OF THE EVENT

ADDITIONAL DETAILS OR SCOPE OF WORK

C O N T R A C T T E R M S

CONTRACT START DATE

The Anticipated Contract Start Date should be greater than one week in the future

CONTRACT END DATE

CONTRACT TOTAL

INDEX TO CHARGE

Enter index where payments against contract will be made. If unknown, leave blank

IS COST BEING SHARED?*

Select or enter value

Shared Cost Detail

Please list Unit(s) and amount being split

*Attach approval documentation below

CONTRACT RENEWAL*

Selecting Contract Renewal:

One-time Contract should be chosen for contracts that are considered short term, such as an event or purchase of equipment.

Notify Staff to Renew should be selected for contracts that you would like to renew after the end date. For contracts marked as Notify Staff to Renew, email notifications will automatically be sent to the Requester and Unit Authority as a reminder that the contract is expiring within 180 days. A second and final reminder email will be sent 60 days prior to the end date

Select or enter value

TRACKING NUMBER

Create a unique Identifier

A T T A C H M E N T S

File Upload

Upload all Relevant Documentation such as:

Quotes, Proposals

Current Substitute W9 from Vendor (If available)

Any Approvals Required

Drag and drop files here or

Send me a copy of my responses

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