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Preferred Supplier Agreement – Student Accommodation

GUIDELINES

This document formalises the relationship between UQ and commercial student accommodation suppliers recognised as ‘preferred suppliers’ for student accommodation.

Preferred Supplier Agreement

The Agreement may be accessed here. Version: uploaded 22 November 2016

Conditions of Use

The standard Preferred Supplier Agreement may be issued without review by UQ’s Legal Services and without the agreement being signed by UQ’s Chief Operating Officer in the following limited circumstances only:

  • This agreement is authorised for use only by or in consultation with UQ’s Student Services;
  • The blanks in the agreement are completed prior to the signing of the agreement.
  • No amendments or additions have been made to the standard terms.  If amendments or additions are made to the standard terms, the agreement is no longer considered to be a Standard Agreement and must be reviewed by Legal Services, and signed in accordance with the relevant contract delegation;
  • You have used the latest version of the agreement  downloaded from the Legal Services website each time;
  • You have obtained any relevant University approvals to enter into this contract;
  • You have complied with UQ’s policies and procedures, including any relating to the conduct of a risk assessment, and UQ’s procurement procedures;
  • The agreement is signed by a person with delegated authority to do so.  In that regard, see below.
  • If there are any insurance issues or enquiries, you have contacted FBS Insurance at insurance@uq.edu.au for advice and/or resolution of same.

Authorised Signatory

In terms of who is authorised to issue agreements using this standard, please confirm the financial delegation of the person signing – see clause 6.3 of PPL 1.10.03 (Contract Delegations) and the relevant bands in PPL 1.10.02 (Financial Delegations).

As stated above, if amendments are made to the standard terms, or if any variations to the standard terms are required, the contract will need to be signed in accordance with the relevant contract delegation - see clause 6.4 of PPL 1.10.03 (Contract Delegations) in order to comply with the current delegations policy.

Steps when using the Preferred Supplier Agreement

The following steps are should be followed to complete the Agreement:

  1. Complete the editable sections noting the preferred supplier’s (Provider’s) name, address and ABN (Australian Business Number). Please be sure to correctly identify the Provider. You will need to obtain a full company name (if there is one) and an ABN. To ensure the correct details have been provided to you by the other party, please use the ABN Lookup service.
  2. Send the completed contract to the Provider for their agreement.  Once it is finalised ask the Provider to sign two copies and return them to you.
  3. Arrange for an authorised UQ delegate to counter-sign both copies, and return one original to the Provider for their records. Please retain a copy of the fully executed agreement for your records and send the original to UQ’s Records and Archives Management Services.

When to contact the Legal Services

Please contact the Legal Services in the following circumstances:

  • If any of the Conditions of Use set out above cannot be met;
  • If any amendments have been made by the potential supplier;
  • If you require any amendments to the Preferred Supplier Agreement; or
  • If you have any legal queries in relation to the completion or content of the Preferred Supplier Agreement.