This page provides step-by-step instructions for searching in the SmartMart Contracts system for procurement contracts, including Service Agreements in which you are a stakeholder, and University-Wide Procurement Service Agreements formerly known as Master Service Agreements (“MSA”).
Refer to Topic Overview: Procurement Contracts for more information on the procurement contracts process at Stanford.
Search for an Existing Procurement Contract
Before You Start
Confirm that the contract you are looking for was submitted to Procurement Services through SmartMart Contracts.
Contracts that were not requested through the SmartMart Contracts system will not be available in the system.
- Obtain relevant identifying information, such as:
- Contract file number
- PO number
- Supplier legal name
- Confirm that you have SmartMart access. See Learn About System: SmartMart Contracts.
Confirm that you are listed as a Stakeholder in the contract file.
Only Stakeholders have view access to contracts in the system.Although everyone at Stanford is a Stakeholder for all University-Wide Procurement Services Agreements, project specific agreements will only show up in your search results if you have been added as a Stakeholder either because you submitted the original request, or because the person who submitted the original request asked to have you added as a Stakeholder.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
- Select SU Internet Procurement
- Select SmartMart Catalog Supplier & Contracts
- Hover over the Award Icon on the far left
- Hover over Contracts and select Search Contracts
Search for a contract using Quick Search, Quick Filters, or Search Results (See Step 5).
- Enter search term(s)
Quick Search (Search Contracts Header)
Guidelines for Quick Search:
- Single Terms
- Entering a single term by default looks for an exact match or a partial match. Single terms can also be combined with the special syntax to adjust how the query is written.
- Multiple Terms
- Entering multiple terms are treated as “OR” conditions by default. For example, Boulder Chemistry Equipment translates to Boulder OR Chemistry OR Equipment.The special syntax can also be combined to adjust how the query is written. Special syntax included with a term is considered an "AND" condition. For example, -Boulder Chemistry Equipment translates to Chemistry OR Equipment AND NOT Boulder.
- Search for a Phrase Match
- Put a phrase inside quotes. For example,"Fisher Scientific"
- Exclude Words from a search
- Put a - in front of a word to exclude it. For example, John -Johnson
- Search with wildcards
- The * (asterisk) character is used for indicating the parts of search term input that is unknown. Placement is based on what you do or do not know regarding what you are looking for. For example, if we were looking for the “Waters Basic Assurance Plan (BAP)” for the following searches should each find the document we are looking for:
- Water *assurance
- Water *plan
- *assurance
*BAP
Enter a space between the first word and the asterisk. This type of search can be slow..
- The * (asterisk) character is used for indicating the parts of search term input that is unknown. Placement is based on what you do or do not know regarding what you are looking for. For example, if we were looking for the “Waters Basic Assurance Plan (BAP)” for the following searches should each find the document we are looking for:
- Search for Starts With
- Entering the term Chemi* indicates searching for terms that start with Chemi such as Chemistry. The number of characters entered for a partial match impact the quality of the results.
- Search for Ends With
- Entering the term *pment indicates searching for terms that end with pment such as equipment. The number of characters entered for a partial match impact the quality of the results.
- Searchable Data: Contract Name, Contract Number, Second Party, Summary
- Select appropriate filter(s)
Quick Filters (The Sidebar)
Guidelines for Quick Filters:
- The sidebar allows users to toggle between two areas: Quick Filters and My Searches.
- Quick Filters provides a list of common search filters that can be applied. Selecting these will,
- Apply them to all currently listed contracts.
- My Searches allows users to go to the Manage Searches, My Contracts, and My Recent Approvals sections. It also displays any favorited searches in the Favorite Searches section
Example:
Existing Procurement Contract Quick Filters location
You can filter by any of the sixty-one (61) available fields, including:
- Contract Type
- Name of the supplier (2nd Party)
- Status of the Contract
- PO Number
- End Date
- Scroll through search results to locate the contract
- Select Contract Number to view contract details, if needed
Search Results (The Contracts Panel)
Guidelines for Search Results:
- The contracts panel lists all the contracts with any search filters applied
- Quick Search - Users may enter criteria (typically the contract name or contract number) into the quick search bar to perform a basic search. Any filters that are applied are displayed below the search bar.
- Add Filter - Users may use this drop-down menu to apply one or more commonly used filters, or perform a search for a specific filter to apply.
- Include Archived - This checkbox can be used to toggle between including archived contracts and excluding archived contracts in a search. By default, archived contracts are excluded.
- Clear All Filters - This button will clear all filters, reverting the contracts list to displaying all contracts.
- Configure Column Display - By selecting the gear button, users are taken to the Configure Column Display overlay. This allows them to select which columns are displayed in the contract list, and the order in which those columns appear.
- Contracts Per Page - Users may use the drop-down menu to select how many contracts will be displayed per page on the contracts panel. By default, this is set to 20.
- Contract File numbers are structured as follows:
CONTRACT NUMBER - TYPE - FISCAL YEAR the contract file was created.
1111-MACONST-2022 - University-Wide construction agreement created in FY2022
1112-MATECH-2023 - University-Wide Technical Services agreement created in FY2023
1122-VENUE-2024 - Project specific Hotel/Venue agreement created in FY2024
1133-ITSERV-2024 - Project specific IT Services agreement created in FY2024
1144-TSA-2025 - Project specific Technical Services agreement created in FY2025
1155-SOW-2025 - Project specific SOW created in FY2025 and issued under an MSA
1166-Artist-2025 - Project specific Artist/Performer/Speaker agreement, FY2025
1177-CONSULT-2025 - Project specific Consulting agreement, FY2025
- Create a Saved Search - If there is a set of search filters that you use regularly to keep the settings.
- Saved searches solve the problem of having to enter search criteria over and over again. For easy access you can add links to them on the Contract Search page, the Contract Home page, on dashboards, and in saved search folders. Saved searches can also be downloaded for reporting or exporting and importing contract data.
- Saved searches are created and updated from the Search Contracts page, but they are viewed and managed in the View Saved Searches page.
- Navigate to Contracts > Contracts > Search Contracts.
- For either a simple or advanced search, enter your search criteria and click the magnifying glass icon or Search button so that the search results page opens.
- In the left menu, select Save New Search. The Add to Saved Searches window opens.
- Enter a nickname for the search. This is the name that will identify the search.
- (Optional) Expand the Add Description link and type a description of the search. The description can be up to 500 characters long.
- Select the Personal or Shared folder where you want to save the search.
(note icon) You can create a folder by selecting Add New, entering a name for the folder, and defining access to it. - Select Save. The search is saved to the folder.
- Access the search by navigating to Contracts > Contracts > View Saved Searches.
- If you need a new contract, see How To Submit a Contract Request
- If you need to execute a Statement of Work, ensure that a University-Wide Procurement Service Agreement is already signed between Stanford and the supplier, then follow the steps in How To Submit a Contract Request.
- If you need to download a copy of the signed contract, click the “View Contract” button in the Contract File:
To learn more about procurement contracts, refer to Topic Overview: Procurement Contracts.