Annual Contract Renewal

Annual Contract Renewal, Rebid, Cancellation

Contract renewals, rebids and cancellations occur annually. The process of contract review begins mid-February, to ensure all contracts that coincide with the Fiscal Year are renewed, rebid or canceled, so that a lapse in coverage does not occur, or that we do not pay for goods or services no longer required. Contracts that do not renew or expire according to the fiscal year are reviewed approximately two (2) months prior to the end of their 12-month term.

The renewal/rebid process begins with an e-mail to the department head notifying him/her of the contract(s) that are up for renewal or rebid. The department head is to review the information and forward to the appropriate person(s) within his/her department for collaborative determination whether to renew, re-bid or cancel said contract(s). When choosing to renew the department will submit the “new” Procurement & Contract Services Dept. Service Form, the procurement generated contract report, valid quotes and the contract assessment report. When need of rebid the department will submit the “new” Procurement & Contract Services Dept. Service Form, the procurement generated contract report, specifications for bid and the expiring contracts assessment report. When it is determined to cancel the contract or allow the contract to end the department must submit the procurement generated contract report as well as a completed contract assessment report. All State guidelines and instructions to complete these forms are available on the Procurement & Contract Services website.

Any questions pertaining to the process may be addressed to Houston Kirkland 912.478.0045 or hkirkland@georgiasouthern.edu

Last updated: 3/3/2016

Procurement and Contract Services • PO Box 8123 Statesboro, GA 30460 • (912) 478-2897 • purchasing@georgiasouthern.edu