Contract Management

Contract Management

This applies to all N.C. A&T colleges, departments, divisions, centers, and affiliated entities that enter into agreements or use funds administered by the University.

It governs all binding contractual commitments made by or on behalf of N.C. A&T, regardless of the source of funds or the document title (e.g., contract, agreement, memorandum of understanding (“MOU”), letter of intent).

All contracts made on behalf of N.C. A&T must:

• Be created, reviewed, approved, executed, and managed in accordance with this document and related procedures;
• Use IntelAgree, the University’s official Contract Management System (CMS); and
• Be signed only by individuals with delegated signature authority, as established in the Delegation of Contract and Signature Authority Policy.

Key Definitions

Contract: A legally binding agreement (written or oral) between N.C. A&T and another party that creates enforceable obligations.

Contract Requestor: A University employee who initiates a contract record within IntelAgree.

Contract Administrator: The individual responsible for overseeing contract performance.

Contract Manager: The individual responsible for reviewing contract terms, ensuring compliance with state terms and conditions, and processing amendments and renewals.

Contract Approvers: The employees authorized to review and approve contract requests or terms on behalf of the organization requesting the contract or within their designated area of expertise.

Contract Signer: A University official with delegated authority to sign and legally bind N.C. A&T.

Vendor/Third-Party Contract: A contract prepared by an external party that may not contain University standard terms.

University Contract Template: A preapproved form developed and maintained by the Office of Legal Affairs and Procurement Services.

Contract Requirements

1. All contracts must be in writing and signed by both the authorized University Signer and the vendor.
2. Each contract must identify the vendor’s legal name, address, term, scope, cost, and deliverables.
3. University templates must be used whenever possible; deviations require additional review and approval.
4. No employee may sign or commit the University to a contract unless expressly delegated such authority.
5. All contracts and related documents must be entered into IntelAgree for review, approval routing, and storage.

Legal Review

Contracts must be reviewed by the Office of Legal Affairs when:

• Non-standard vendor forms are used;
• The contract involves high risk, data access, insurance, intellectual property, or indemnification provisions; or
• The total value or potential liability is significant.

Contracts using approved University templates without substantive changes generally do not require additional legal review.

Relevant North Carolina Statutes

The following statutes govern University contracting and should be observed when preparing, signing, or administering contracts:

• Procurement and Contracting by State Agencies:
  N.C. Gen. Stat. Chapter 143, Article 3 – governs purchasing, bidding, and contracting for State agencies and UNC institutions.
• Competitive Bidding Requirements:
  G.S. 143-52 – establishes procedures for public bidding and award disclosures.
• Electronic Transactions and Signatures:
  G.S. 66-317 – ensures contracts and signatures are not denied legal effect because they are electronic.
  G.S. 66-58.4 – 58.5 – authorizes public agencies, including universities, to use electronic signatures.
• Business Contract Choice of Law and Forum:
  N.C. Gen. Stat. Chapter 1G – allows North Carolina law and venue for business contracts.
• Authorized Signatures on Behalf of an Entity:
  G.S. 25-3-402 – binds principals when a representative signs within proper authority.
• UNC System and State Oversight:
  All contracts are further subject to the UNC Policy Manual, Section 200.7, Procurement, Contracts, and Capital Improvement Projects, and State Budget Manual, Chapter 7.

IntelAgree Contract Management System

IntelAgree is N.C. A&T’s official repository and workflow system for all University contracts.

• A contract record must be created at initiation.
• All amendments, renewals, and supporting documentation must be linked to that record.
• Access to IntelAgree is granted after completion of required training.
• Existing active contracts must be uploaded to maintain a complete contract history.

Compliance and Enforcement

Failure to comply with this document may result in contract invalidation, financial liability, or disciplinary action. All N.C. A&T employees involved in contracting must follow this guideline, the Delegation of Contract and Signature Authority, and applicable North Carolina General Statutes and UNC System regulations.