Howard University Contracting Process Standard Operating Procedure (SOP) - Effective Governance

Sep 13, 2026

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Howard University Contracting Process Standard Operating Procedure (SOP) establishes the governance and controls required to protect the University and Hospital’s best interests throughout contracting. The policy emphasizes compliance, clear scope and deliverables, acceptable business terms, defined dispute recourse, and protection of sensitive information. It assigns roles for requisition initiation, departmental approvals, budget verification, and centralized Office of Procurement and Contracts oversight, including conflict checks, due diligence, sole-source coordination, and amendment approval rules.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages7

Reading Time3 min

AccessFree to download

Purpose

Exclusions

Contract Management System

Roles and Responsibilities

Requester

Department Approvers

Budget Approvers

Office of Procurement and Contracts (OPC)

Howard University Contracting Process Standard Operating Procedure (SOP) Related Policy: Contracts Policy 300-XXX Effective Date: Next Review Date: | Purpose | In a dynamic and litigious society, the contracting process must address a host of issues to protect the best interests of the University. The best interests of the University include but are not limited to compliance with regulations and policies, a clear statement of the scope of work and deliverables, acceptable business terms, submitted in a customary format that allows both parties to seamlessly input changes so that terms can be negotiated in the most effective and expedited manner, acceptable litigation and/or arbitration recourse, and protected information considerations. These issues require expert review and are best resolved by formalizing agreements in writing.
The Office of Procurement and Contracting (OPC) has the expertise and central position to review agreements for conflicts of interest and business considerationsand, as further set forth below, to solicit additional input from University Office of the General Counsel (OGC), Risk Management, the Budget Office and other University departments as needed to help ensure that the University’s and Hospital’s interests are protected. | | --- | --- | | Exclusions | This process applies to the purchase of all goods and services. This process does not apply to grant awards or related agreements. | | --- | --- | | Contract Management System | The University will use the Scout Contract Management tracking software integrated into its ERP system. The software allows authorized users to have comprehensive visibility into contract and renewal information, workflow approvals, including views of all contracts (and their interrelationships) with each supplier. The Scout CMS helps users make proactive decisions and operationalize obligations to realize the full benefit of all contracts and serves as the contract repository for all University contracts. | | --- | --- | | Roles and
Responsibilities | Within the context of procuring goods and services, the following roles and responsibilities have been established by the OPC and OGC to ensure the proper segregation of duties is built into the Contracting process.
• Requester
− Accountable Unit designee who is trained and granted access to initiate requisitions in the ERP System
− Prepares and submits Purchase Requisition with all required supporting documentation | | --- | --- | | | • Department Approvers
− Accountable Unit Manager who is trained and granted access to approve requisitions in the ERP System
− Ensures that the Purchase Requisition is in line with the Unit’s business needs, is budget appropriate and procurement ready
• Budget Approvers
− Budget Office designee who is trained and granted access to verify funding in the ERP System
• Office of Procurement and Contracts (OPC)
Authority
− Duly authorized University agent with the expertise to provide strategic sourcing guidance in the acquisition of all goods and services for the University and Hospital with a goal of obtaining the highest quality products and services at the best value.
− Duly implements Howard University policy that OGC-approved contract templates are used whenever such a template would be appropriate (regardless of contract size) and seeks vendor approval of an OGC-approved template without edits or modifications beyond accurately filling requested information in blanks provided in the template. Any contract with a value of $100,000 or greater (total of initial term plus any additional terms), must go to OGC for a compliance review before the contract is sent to the signatory.
− Duly implements Howard University policy, based on agreement type and content, that a proper OGC-approved contract template must be used in contracts below $60,000, so that the legal terms protect the University. Such use of an OGC-approved template will not requi

FAQs

What is the purpose of the Howard University contracting SOP?

To protect the University and Hospital’s best interests by ensuring compliance, clear scope and deliverables, acceptable business terms, appropriate dispute recourse, and protection of protected information through formal written agreements.

What purchases does the process apply to, and what is excluded?

It applies to the purchase of all goods and services. It does not apply to grant awards or related agreements.

How does the SOP manage contracts and approvals in the system?

The University uses the Scout Contract Management software integrated into its ERP system to provide visibility into contract and renewal information and workflow approvals, serving as the contract repository for all University contracts.

Sep 13, 2026

Upload by Aladdin