Contract Administration

 The goal of Contract administration is to provide assistance to the System Office departments and System Members to improve contracting processes. The department is dedicated to monitoring the overall contract review process and reporting requirements.   By providing a single point of contact for Member contract administrators, we can ensure that all Members are receiving consistent information.

Our goal is to ensure that System Members are meeting the statutory requirements and abiding by A&M System policies and regulations related to contracts and contract reporting. 

Contract Management Handbook

The Texas A&M University System Office has created a Contract Management Handbook to establish consistent contracting policies and practice to be followed by all Members of the System. The purpose of the Contract Management Handbook (CMH) is to offer System Members’ contract managers recommendations on improving existing contract management processes and practices.

Contract Reporting

Government Code 2261.253 requires state agencies to post on their Internet website, contracts for the purchase of goods or services from a private vendor that are valued at $15,000 or greater, regardless of funding source. The list of System Office contracts that fall under this requirement, along with a link to their solicitation documents, if applicable, are below. All other System Member contracts can be found on their respective websites.

LBB Reporting
The Legislative Budget Board (LBB) is a permanent joint committee of the Texas Legislature that develops budget and policy recommendations for legislative appropriations, completes fiscal analyses for proposed legislation, and conducts evaluations and reviews to improve the efficiency and performance of state and local operations.

The Contracts Database is the single point of data entry for all contract information or contract documents that state entities are required to report to the LBB either by statute or the General Appropriations Act (GAA). Contract reporting requirements vary depending on contract type, contract amount and contracting entity. A summary of LBB requirements for the Members of The Texas A&M University System as well as a link to the LBB Contracts Database can be found below.

TEC Reporting
Effective January 1. 2016, a contracting business entity must submit a disclosure of interested parties on a form prescribed by the Texas Ethics Commission (TEC) for any contract (including an amendment, extension or renewal) that has a value of at least one million dollars. A “contracting business entity” includes a sole proprietorship, partnership, corporation, limited liability company, foreign company or other legally-recognized business. The contract cannot be executed prior to the completion of Form 1295. Exceptions to this requirement include:

  • a sponsored research contract of an institution of higher education
  • an interagency contract of a state agency or an institution of higher education;
  • a contract related to health and human services if
    • contract value cannot be determined at the time of execution; and
    • any qualified vendor is eligible for the contract;
  • a contract with a publicly traded business entity, including a wholly owned subsidiary
  • a contract with an electric utility, as defined by Section 31.002, Utilities Code; or
  • a contract with a gas utility, as defined by Section 121.001, Utilities Code