Publication of Procurement Procedures

We are pleased to share updates on the continued documentation of Shared Services Center Procurement processes. Contract Closeout, a new Contracts procedure, and Renew a Contract, an updated Contracts procedure, have both been published.

You can always find the procedures by visiting the SSC home page, clicking on the Procedures tab, and entering your myVCCS login credentials. You will find a brief explanation and link to the procedures below. Please take some time to visit the Procedures page and become familiar with the growing list of resources.

Contract Closeout

It is important at the end of every contract to have a standard close-out procedure. The close-out procedure should be a combined effort between the Contract Manager and Contract Administrators with a final review of the contract to ensure all appropriate documentation is in the procurement file along with notes on how the contract was carried out.

The Contract Manager confirms all obligations are fulfilled, including goods or services delivery and adherence to terms. Contract terms are reviewed, discrepancies addressed, and final payments initiated. Essential documents are archived for future reference and audits.

For the purposes of this document, a “contract” refers to a VCCS standard contract resulting from a formal solicitation process, such as a Request for Proposal (RFP), Invitation for Bid (IFB), or Unsealed Bid. This definition does not include individual Statements of Work (SOWs), vendor agreements, etc. initiated by individual colleges or system office outside of the standard solicitation process.

Renew a Contract

Term contracts may be renewed in accord with the terms of the initial contract. The Renew a Contract procedure ensures that contract renewals receive all necessary reviews and are executed appropriately.

Procedures are published on the SSC website as they are approved by the respective governance councils. After initial publication, procedures are reviewed annually to ensure they are current and correct. More frequent updates will also be made when changes are required.

If you have any questions, please contact the SSC Customer Engagement Team at 877-340-5577 or email Help@ssc.vccs.edu.