2.2.3 Coordination with
Facilities Contract Administration Office

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A. Purpose

The Purchasing Department was created in 1945 as the central purchasing authority for Princeton University for purchase contracts, vendor agreements and purchasing transactions for the procurement of goods and services. This policy sets forth the circumstances requiring, and procedures for obtaining, the Facilities Contract Administration Office review.

B. Responsibilities/Procedures

1. Facilities Contract Administration Office Review - Purchase contracts, agreements and transactions (of any value) that include the Princeton University standard Terms and Conditions do not require the Facilities Contract Administration Office review, except for the following circumstances:
   
   • a. The Director of Purchasing, or authorized designate, specifically identifies that the solicitation and/or contract requires Facilities Contract Administration Office review.
     
     
   • b. The contract deals with construction, design, engineering consulting and related services. The bylaws of the Trustees of Princeton University vest the responsibility for design, alteration or construction of University-owned and University-managed buildings to the Trustee's Committee on Grounds and Buildings. That Committee has delegated day-to-day responsibilities to the Vice President for Facilities. Design, alteration, construction and maintenance activities, including the issuance of contracts or purchase orders, will be coordinated by that office. Since these activities are subject to a variety of laws, regulations and codes, it is imperative that such work be administered only by Facilities. Departmental needs should be brought to the attention of Facilities as early in the planning process as is practicable.
     
     
2. Facilities Contract Administration Office Assistance - While it is not required, it may be prudent to obtain Facilities Contract Administration Office assistance when dealing with contracts for goods or services that are used primarily by the Facilities Department as noted on the Purchasing Approvals and Special Conditions policy.
   
   
3. Other Assistance - On a monthly basis, the Facilities Contract Administration Office will furnish a revised listing of specific Facilities Basic Order Agreements to the Director of Purchasing, or authorized designate. As needed, the Purchasing Department may reference this list on the Facilities Contract Administration Office Web Site.
   
   
4. File Documentation - The contract file shall be documented to indicate that the requirement for Facilities Contract Administration Office review has been satisfied, or when applicable, that Facilities Contract Administration Office assistance has been obtained.

C. References

• Purchasing Approvals and Special Conditions
• Facilities Contract Administration Office Web Site