Submit a Contract Request

1. Go to Oracle Financials
2. Select Login
3. Enter SUNet ID and password, if prompted

1. Select SU Internet Procurement
2. Select SmartMart Catalog Supplier & Contracts

1. Hover over the Award icon (in the left menu)
2. Hover over Requests
3. Select Request Contracts

1. Enter Contract Request Name
2. Select the type of Request. Options include: 
   • A New Contract
   • Amend / Change a Contract

Once a contract request has been created it cannot be deleted but can be edited and submitted later.

There are five tabs within the SmartMart contracts form that you will need to complete: Instructions, Details, Attachments, Questions, and Review and Complete. 

 

1. Instructions Tab
   • Provides basic instructions for moving through the contract request form.
2. Details Tab
   • The Details tab provides basic information about the Contract Request. The Contract Request Name is auto populated (and can be edited) on the Details tab. 
3.  Attachments Tab

   1. Within the Add Attachments  tab upload attachments related to the contract. Examples include:  A Statement of Work (SOW), Contractor/Supplier’s Proposal, Draft Contract received from the Contractor/Supplier, and/or an Independent Contractor Checklist.

      Single/Sole Source Justification (SSJ) document and/or competitive bids are not needed at this step. Wait until the Purchase Requisition (PR) has been created in iProcurement and to attach those documents to the PR. 

4.  Questions Tab

   • The Questions tab is the main form. Note that the questions tab is a dynamic form and some responses may prompt additional questions.  Enter information in all required fields.  To come back to the form at a later time, select Save Progress. 

     Statement of Work (SOW) contract type is only selected when the SOW is associated with an existing University-Wide Procurement Service Agreement (UWA).  You will need to have the SmartMart file number (xxxx-MATect-202x or xxxx-MAConst-202x) for the specific UWA that will govern the SOW.  Learn more in the How To: Search for an Existing Procurement Contract. 

     All fields with an asterisk (*) are required fields and must be filled in before  the contract request can be submitted.

Review information on key fields that you may have questions about: 

• The Notes to the Contracts Team is an open text field for any additional information about the request that needs to be communicated to the Contracts team, such as: 
  • The prior contract number, if this is a request to renew an existing contract.
  • Any FYI viewers, including SUNET IDs to be added as Stakeholders in the contract file.
• Compensation Types: 
  • Not-To-Exceed (NTE): Contractor bills at an agreed rate (hourly, monthly, or per deliverable) up to a maximum amount. Used when the scope is uncertain (e.g., consulting projects).
  • Lump Sum: Fixed price for the entire project, regardless of actual costs. Used when scope and budget are well-defined (e.g., annual software licenses).
  • Guaranteed Maximum Price (GMP): Contractor completes the project within a price ceiling and absorbs any cost overruns. Used for complex construction projects with higher risk.
  • Time & Materials: Contractor bills for actual time and material costs. Rarely used; limited to projects where scope cannot be defined upfront (e.g., dry-rot repairs where damage extent is unknown until work begins).
• Project Information: The SPO / Project number field is an optional field to add a specific Project number or an SPO number  to help you in tracking the agreement. The field  has options for either Project, SPO, both or select Neither if there is no such number associated with the agreement. 

In exceptional cases where a RUSH processing is required: Put RUSH at the beginning of the Contract Name. Start the Note to Contracts Team field with a valid business reason and its details for the rush request, such as: work or service stoppage, event reservation/hold, or a signed contract is a prerequisite to ordering equipment with long lead times or filing for permits. Then, fill out the Signature Need-by Date with the due date that the contract must be signed

5. Review and Complete Tab
   1. Confirm that all the tabs have a checkmark and state No required fields on the Review and Complete tab.
   2. Select Submit Request to submit your contract request to Procurement Services. 
6. Select Yes in the pop-up screen to confirm you are ready to complete your new contract request. 

If a request for a signed contract is received from the supplier after you have created a Purchase Order, follow the instructions for How to Submit a Contract Request and add the following steps:
- Add the contract/document needing signatures to the Attachments tab
- In the Notes to the Contracts Team include, “This was issued as PO _________ (add PO number) but now needs signature on the attached document”
- Fill in all other required fields and submit for approval