Who Signs What? Vendor Contracts at VCU
If a vendor requires VCU to sign any document before you can make a purchase—including online Terms and Conditions (T&Cs), click-through agreements, or even documents associated with a zero-dollar purchase—you must route the document to Procurement Services for review and signature.
The purchase amount normally determines how the document should be submitted:
- $10,000 or less: Submit the document through a Contract Request in RealSource.
- More than $10,000: Submit a Requisition in RealSource and attach the document.
Most vendor-supplied agreements contain terms and conditions that VCU cannot accept as written and, therefore, require review and negotiation. Some provisions are prohibited by Virginia law, while others require legal, business, or risk management review before VCU can proceed.
Examples of terms and conditions that VCU generally cannot accept include:
- Indemnification, hold harmless, or save harmless provisions
- Binding arbitration
- Payment of attorneys’ fees or collection costs
- Confidentiality provisions that may conflict with Virginia public records requirements
- Governing law or venue outside the Commonwealth of Virginia
- Insurance requirements that VCU cannot provide
- Automatic renewal provisions
- Liquidated damages
- Limitations of liability that may not adequately protect VCU
Depending on the purchase, Procurement Services may also review and negotiate items such as:
- Freight terms and delivery responsibilities
- Discounts or opportunities for improved pricing
- Payment methods (e.g., commercial card, virtual card, premium ACH, or standard ACH)
- Early payment discounts
- Financial incentives, including rebates, signing bonuses, growth incentives, or similar arrangements
What to Send
Please provide Procurement Services with the complete vendor package, including:
- The agreement or contract
- Quotes and order forms
- All exhibits, schedules, and attachments
- Online Terms and Conditions and click-through agreements
- Renewal and cancellation provisions
- Any vendor correspondence that modifies or clarifies the proposed terms
Keep in mind that negotiations with a vendor can take some time, so plan accordingly.
Bottom line: If a vendor is asking VCU to sign something, get Procurement Services involved from the start.
📌 Need help? Send the complete agreement to [email protected].
Categories Procurement Services