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Purchases Requiring a Supplemental Contract

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When a Contract Is Required

While all Stanford Purchase Orders are a form of contract, there are cases where a more explicit and detailed written contract must be bi-laterally executed to clearly define:

  • The scope of services and deliverables
  • The use and ownership of data or design
  • Acceptance criteria
  • Special payment terms
  • Who specifically will provide the services
  • Performance Schedule
  • Guarantees / Warranties
  • Insurance Requirements
  • Terms and conditions from funding sponsor required to “flow-down” to a subcontract.
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How Contracts Are Processed

Contracts are executed between the Stanford Purchasing and Contracts Department and the supplier, and in general, follow this process:

Click each block to navigate through details for each step:
Contract Process Flow for Suppliers - click each block to navigate through details for each step click to view details for Step 1 click to view details for Step 2 click to view details for Step 3 click to view details for Step 4

icon of Step 1Supplier Works with Stanford School / Dept. on Project Requirements & Documentation

checkoffInformation needed from supplier to form contract / purchase order:

  • legal name and address
  • contact information
    • Email
    • Project Manager
    • Mobile phone #
  • insurance
  • scope of services or construction
  • project schedule

Note:  Learn more information regarding supplier requirements.

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icon of Step 2School / Dept. Submits Requisition for Contract

checkoffSchool / Dept. uses information gathered to create requisition

checkoffSubmission initiates processes to create contract or purchase order

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icon of Step 3Procurement Contracts Team Creates Contract or Purchase Order

checkoffContracts Team is responsible for ensuring contract adheres to Stanford's requirements

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icon of Step 4Supplier Receives Contract or Purchase Order

For new contracts less than $25,000

checkoffThe Supplier receives email that purchase order has been approved. Email contains link to purchase order, and to applicable Terms and Conditions.

For new contracts $25,000 and greater

checkoffSupplier receives draft contract for signature, and, if necessary, any additional information

checkoffSupplier returns signed contracts and any additional information. Stanford signatures are obtained; fully executed contract returned to supplier

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