Purchases Requiring a Supplemental Contract
On this page:
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.
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:
Supplier Works with Stanford School / Dept. on Project Requirements & Documentation
Information needed from supplier to form contract / purchase order:
- legal name and address
- contact information
- Project Manager
- Mobile phone #
- insurance
- scope of services or construction
- project schedule
Note: For more information regarding supplier requirements please click here.
School / Dept. Submits Requisition for Contract
School / Dept. uses information gathered to create requisition
Submission initiates processes to create contract or purchase order
Procurement Contracts Team Creates Contract or Purchase Order
Contracts Team is responsible for ensuring contract adheres to Stanford's requirements
Supplier Receives Contract or Purchase Order
For new contracts less than $25,000
The Supplier receives email that purchase order has been approved. Email contains link to purchase order, and to applicable Terms and Conditions.*
* Terms and Conditions
For new contracts $25,000 and greater
Supplier receives draft contract for signature, and, if necessary, any additional information
Supplier returns signed contracts and any additional information. Stanford signatures are obtained; fully executed contract returned to supplier
Contract templates: (coming soon)
- Short form construction
- Long form construction
- Services