Service Quote Authority - Management

Service Activities

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What Do I Do After I Am Delegated Quote Authority?

In addition to standard RBSA maintenance, the department/program and Delegate have on-going administrative responsibilities under quote authority.

Summary

ÌýÌý Issue quotes to customers and email OCG Services when contracts exceed Delegates authority.

ÌýÌý Track issued quotes.

ÌýÌý Report issued quotes and cooperate with OCG Services spot audits.

ÌýÌý Update delegate status as-needed.

When Do I Issue Quotes?

A legally binding contract is required every time service activities are sold from CU Boulder to an external entity. The Delegate should issue a quote for each customer except in specific high-risk situations (detailed below).

When NOT to Issue Quotes

There are certain high-risk circumstances when Delegates are not authorized to proceed. You must reach out to OCG Services under the following circumstances:

ÌýÌý Customer is foreign.
ÌýÌý ÌýService involves hemp and/or cannabis.
ÌýÌý ÌýService involves ITAR controlled items.
ÌýÌý ÌýCustomer requires signature.
ÌýÌý Customer requires negotiation of terms.
ÌýÌý ÌýCustomer requires use of their contract templates.

Flowchart of quote authority delegate quote generation. After OCG delegates authority, the delegate generates the quote and gives to the customer. If the customer accepts as-is, the delegate does not reach out to OCG. If the customer cannot accept, the delegate reaches out to OCG.

How Do I Issue Quotes?

OCG Services will give each Delegate a custom Service Quotation Template. This template is the only form that should be used to contract for services unless OCG Services has given you explicit permission to do otherwise. To issue a quote, follow these steps:

  1. Check that the customer and service fall under your quote authority.
    1. Customer is NOT foreign (including Canada and Mexico).
    2. Services does NOT involve hemp and/or cannabis.
    3. Service does NOT involve ITAR controlled items.
    4. Service and equipment have been setup by OCG Services under your RBSA.
  2. Fill out the fill-able fields of your quote template.
    1. Do not edit any other part of the template.
    2. Do not sign.
  3. Submit quote directly to the customer.
  4. Once the customer accepts the quote, proceed with services. Acceptance is defined as:
    1. Written acceptance by email, and/or
    2. Continuing to order services after the quote has been received.
  5. If the customer does not accept the quote, email OCG Services. Non-acceptance includes:
    1. Customer requires signature.
    2. Customer requires changes or additions to terms and conditions.
    3. Customer requires use of their contract template.

How Do I Track Quotes?

OCG Services will give each Delegate a Service Quotation Log. It is the Delegate’s responsibility to track basic details of every quote issued. Only quotes issued by the Delegate under their quote authority should be tracked. Any agreements completed by OCG should not be included.

How Do I Report Quotes?

It is the Delegate’s responsibility to report their Service Quotation Log to OCG Services every fiscal quarter for review. Reports are due two (2) weeks after the fiscal quarter ends.

  1. OCG Services sends a reminder email with instructions about two (2) weeks before reports are due.
  2. The Delegate follows email instructions to submit their Service Quotation Log via the online form.
  3. OCG Services reviews reports and may reach out for more information if a spot audit is conducted. The Delegate should be ready to provide copies of quotes and other documentation if requested.

How Do I Update the Delegate Status?

Quote authority is delegated to individuals, not the department. Should your Delegate leave CU or be otherwise unable to complete their RBSA duties, the department can either:

  1. Choose to have a new individual receive delegation from OCG Services, or
  2. Forgo quote authority and reach out to OCG Services for every customer.

In either situation, email OCG Services for next steps.