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Contract Approval and Signature Authority Policy 215.05

Contract Approval and Signature Authority Policy 215.05
Johnson County Community College
Series: 200 Administrative Services
Section: Purchasing and Contracts

Applicability: This Policy applies to all Johnson County Community College (“JCCC” or the “College”) Business Agreements. This Policy does not apply to signatures or approvals that may be required to carry out the College’s internal processes.

Purpose: The purpose of this Policy is to set forth the approvals required to contractually bind the College with third parties and establish the process for delegating signatory authority.

Definitions:

“Business Agreement” means any agreement, contract, or other business relationship which legally and contractually binds or obligates the College including, but not limited to, purchase agreements for goods, services, and real property, leases, affiliation agreements, sales agreements, grant contracts, memoranda of understanding, letter and arrangement agreements, and commitments.

Statement:

The power to enter into Business Agreements on behalf of the College is vested in the Board of Trustees (the “Board”). No individual has authority to enter into a Business Agreement on behalf of the College or in any other way obligate the College for procurement or contractual liability unless authorized to do so by the Board. The Board has delegated to the President authority to execute Business Agreements on behalf of the College when such agreements have been approved in accordance with College policies and operating procedures, and the President may delegate such signatory authority to JCCC employees or officers in leadership positions related to such agreements.

Business Agreements for the purchase of goods or services by the College are subject to review by Procurement Services prior to being finalized. Communication with vendors pertaining to negotiations affecting purchases, prospective purchases, or purchase orders (“POs”), which involve prices, terms, conditions, or delivery of any service or product shall be conducted in coordination with Procurement Services. The College shall only accept written proposals for such services at the College's request, and all such quotations, bids, and proposals must be submitted through Procurement Services. Direct contact with College employees (other than Procurement Services’ employees) by vendors regarding future contracts or contract solicitations shall be permissible only on matters such as product information, technical specifications, and literature review, and only when the College is not actively soliciting bids or proposals for goods or services.

Other Business Agreements shall be reviewed by the President or the department designated by the President as responsible for administering the agreement.

Business Agreements that are not reviewed, approved, and executed in accordance with this Policy or otherwise approved by the Board are considered unauthorized and will be null and void with respect to the College, and the employee making the purchase or entering into the agreement may be subject to discipline up to and including termination of employment in accordance with the Suspension, Demotion and Termination Policy 415.08, and be deemed to have personal liability for the purchase or agreement.

Date of Adoption: 07/06/1982
Revised: 09/18/2008, 09/25/2014, 08/16/2018, 07/20/2023