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Contracts

1. PURPOSE


All contracts including renewals entered into by Brigham Young University–Hawaii ("University") in any capacity, other than normal purchases which do not bind the University to repeated purchases or other obligations, need to be signed by an officer of the University as only officers of the University are authorized to bind the University contractually. The officers of the University are the President, the Vice Presidents, and other designated approved officers. These contracts include but are not limited to personnel, construction, performance, consulting, etc.

2. POLICY


All signed contracts are to be kept in a repository in the Purchasing Department for filing and recording.

The following are the maximum authority limits allowed by officers of the University. Exceptions to maximum limits must be approved by the University President’s Council.

3. IMPLEMENTATION

Estimated Dollar Amount Officer
$100,000 or more President*
$50,000 to $100,000 President, Vice President, Director of Construction/University Information Officer
$0 to $50,000 President, Vice President, Director of Construction/University Information Officer*, Contract Officer**

*In his/her absence, the President of the University may assign one or more of the Vice Presidents to sign a contract over $100,000.
**The Contract Officer may require the Administrative Vice President to countersign documents/contracts that need a second approver.

  • The Director of Construction ($100,000 limit), and the University Information Officer ($100,000 limit), are given the authority to sign documents that bind the University to agreements for all contracts related to their areas of responsibility.

The Auxiliary Services Managing Director and Facilities Management Director will be authorized to sign documents for emergency related to occurrences up to $100,000.
Change orders not exceeding the original contract threshold amount of $50,000, are to be signed by the Contract Officer.

Change orders exceeding the original contract threshold amounts of $50,000 and $100,000 must be signed by the Administrative Vice President or the President of the University.

The Procurement and Retail Services Director is assigned as the Contract Officer of the University.

The Director of Construction ($100,000 limit), and the University Information Officer ($100,000 limit), are given the authority to sign documents that bind the University to agreements for all contracts related to their areas of responsibility.

  • Change orders not exceeding the original contract threshold amount of $50,000, may be signed by the Campus Architect, Contract Officer or the cognizant Vice President.
  • Change orders exceeding the original contract threshold amounts of $50,000 must be signed by the Administrative Vice President or the Operations Vice President.
  • Change orders exceeding the original contract amount of $100,000 must be signed by the President of the University.
  • The Procurement and Retail Services Director is assigned as the Contract Officer of the University.
  • Contracts related to construction, including those designated as “CNA” projects must be signed prior to issuing a Notice to Proceed letter or Purchase Order to the contractor.

4. RELATED POLICIES AND PROCEDURES

Details

Policy Owner: Director of Materials Management

Executive Sponsor: Administrative Vice President

Adopted by President's Council: July 20,2015

Modified: 2/20/2020

Full revision history maintained by Human Resources.