PROCUREMENT CONTRACT REQUEST INTAKE FORM

TABLE OF CONTENTS

• PURPOSE
• GENERAL INFORMATION
• EXHIBIT AND INSTRUCTIONS
• FORM REQUIREMENTS
• NUMBER OF COPIES AND ULTIMATE DISTRIBUTION
• WHERE TO SEND COMPLETED FORMS
• CONTACT INFORMATION
• CROSS REFERENCES

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PURPOSE

A Procurement Contract Request Intake Form must be submitted with any contracts being sent to the Office of Central Procurement for signature or review outside of a PSUbuy (formerly Shop OnLion) Shopping Cart.

GENERAL INFORMATION

Before completing a Procurement Contract Request Intake Form, please read the following questions and proceed as indicated:

• Is this being paid with a Purchase Order? Consult the Procurement Search Tool to assist with authorized payment methods.
• If yes, DO NOT complete this form. Instead, the contract should be attached to the PSUbuy (formerly Shop OnLion) Shopping Cart.
• If no, continue to next question


• Is this Software or Software-as-a-Service (Saas) (Including, but not limited to End-User License Agreement (EULA), Digital Apps - Online Platforms, Website Services, Courseware, Electronic Click-Through Agreements)?
  • Before proceeding, please check:
    • courseware.psu.edu - For courseware software agreements, please visit courseware.psu.edu for more information on how to submit. DO NOT complete this form for courseware.
    • software.psu.edu - As a Penn State student, faculty, or staff member, a variety of software is available for no cost or at a reduced cost. Browse software.psu.edu to see all current offerings, including subject-specific software. If software is available from software.psu.edu, DO NOT complete this form or the Software Request Form.
    • Pre-approved Software List - If software is available from the Pre-approved Software List, DO NOT complete this form or the Software Request Form unless hight or restricted data (per Policy AD95 Information Assurance and IT Security is involved.
    • If not available from software.psu.edu. courseware.psu.edu, or permitted per the Pre-approved Software List, complete the Software Request Form to determine how the associated Software Agreement (electronic or hard signature) must be processed. Upon completion of the Software Request form, download a PDF of the completed form and submit according to the instructions included on the last page of the completed form. See the Software Request Form Checklist for a general overview of the information that will be requested.


• Is this a facility use agreement for one year or longer?
• If yes, submit the contract to University Real Estate Services
• If no, continue to next question.


• Is this for photographic and/or filming services?
• If yes, complete the required Strategic Communications Intake Form to initiate the process for Strategic Communications to issue the required Penn State agreement template.
• If no, continue to Procurement Contract Request Intake Form

NOTE: Only one contract should be submitted with each form. Once the Procurement Contract Request Intake Form with the contract attached is submitted, it will be logged and assigned for review. Please submit contracts as soon as possible as lead time for completion will vary based on a variety of factors including the number of contracts in the queue, complexity of the contract, and input needed from other offices.

EXHIBIT AND INSTRUCTIONS

See the Central Procurement New Contracts web page for additional instructions.

FORM REQUIREMENTS

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) and Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for full details.

NUMBER OF COPIES AND ULTIMATE DISTRIBUTION

WHERE TO SEND COMPLETED FORMS

The is an electronic form submitted through ServiceNow.

CONTACT INFORMATION

For questions or additional details, please submit a Procurement Assistance Request.

CROSS REFERENCES

• Policy AD35 University Archives and Records Management
• Policy AD95 Information Assurance and IT Security
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website

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