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The University of Queensland Standard Procurement Contract – Goods/Services

Whole of Government Conditions of Contract

GUIDELINES

Conditions of Use

  • This contract must only be used where UQ is purchasing goods or services.  It must not be used where UQ is supplying goods or services.
  • The contract is not suitable for the purchase of Information Technology equipment or software licences.
  • The purchase must be a low risk activity.
  • No amendments may be made to the standard contract or special conditions document.  If amendments are made the agreement is no longer considered ‘standard’ and must be reviewed by the Legal Office, and signed by the Chief Operating Officer.
  • You must use the latest version of the standard contract and special conditions downloaded from the Legal Office website each time.
  • You must obtain any relevant University approvals to enter into this contract.
  • You must comply with UQ’s policies and procedures, including any relating to the conduct of a risk assessment, and UQ’s procurement procedures.
  • Where there are any insurance issues or enquires, you have contacted FBS at insurance@uq.edu.au for advice and/or resolution of same.

Authorised Signatory

Conditions of Contract and Schedules do not contain specific signature blocks. For this reason, it will be necessary to obtain a letter of acceptance from the supplier’s authorised representative, agreeing to supply the good or service in accordance with the Conditions of Contract and the accompanying Schedules.

In terms of who is authorised to issue contracts 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).

Conditions of Contract and Conditions of Contract Schedules

Templates of the Conditions of Contract version 004 – dated 1 July 2012 and its accompanying Schedules (the ‘Conditions of Contract Schedules version 002 – dated 1 July 2012’).

The Conditions of Contract cannot be amended without further consultation with the Legal Office as this will render the document as non-standard. In addition, the cell entitled ‘Conditions of Contract’ in Schedule C of the Conditions of Contract Schedules (p9) should remain blank (this is where amendments to the Conditions of Contract are noted).

Steps when using the standard procurement contract

UQ staff should arrange to enter into the contract BEFORE a purchase or payment is made.

The following steps are should be followed to complete a transaction using the above terms:

  1. Complete any purchase or tender process required under UQ’s procurement policies (please liaise with FBS Procurement if you have any questions regarding the necessary processes).
  2. Complete the Schedules and Issue the Conditions of Contract to the selected provider.
  3. Ensure that the Supplier provides UQ with a letter accepting the Conditions of Contract and Schedules. As stated above, there are no signature blocks included in the documentation, so written acceptance is necessary.

In completing Condition of Contract Schedules, please be sure to correctly identify the other party involved. You may need to obtain a full company name (if there is one) and an ABN (Australian Business Number). To ensure the correct details have been provided to you by the other party, please use the ABN Lookup service.

When to contact the Legal Office

FBS Procurement administers the Whole of Government Contract processes so please direct any questions to this division in the first instance.  FBS Procurement will refer any questions to the Legal Office if any amendments are necessary or legal assistance is otherwise needed in order to conclude your transaction.