Service Quote Authority

Service Quote Authority Delegation

What Is Quote Authority?

"Quote" is short for "Service Quotation," which is a type of contract. "Quote authority" is the authority to issue quotes for *certain pre-approved RBSA services directly to customers in *most situations without going through OCG Service Contracts ("OCG Services"). This is an optional delegation made by OCG Services, and not every RBSA is eligible. Quote authority does not extend to certain high-risk situations, for which the department must go through OCG. Quote authority is delegated to specific individuals associated with an RBSA and is not transferable.

Quote authority allows for a quicker and easier contracting process. However, it also requires additional administrative responsibilities from the department. Carefully consider whether your department has the administrative capacity before pursuing quote authority.

Summary
  • Optional delegation made by OCG.
  • Quicker/easier contracting for many low-risk services.
  • Delegated to individuals, not the department/program.
  • Includes additional administrative responsibilities.
*In-Eligible Activities/Situations
  • Customer is foreign.
  • Service involves hemp and/or cannabis.
  • Customer requires signature.
  • Customer requires negotiation of terms.
  • Customer requires use of their contract templates.

What Are Quotes and How Do They Work?

Quotes are a type of contract that utilize standard terms and conditions and are not negotiated or signed.

OCG Services gives each quote authority delegate ("Delegate") a unique PDF quote template with fillable fields to insert sponsor-specific information. Quotes are filled out by Delegates and submitted directly to the customer (no need to inform OCG). Customers “accept” the quote either by email confirmation or by continuing to order services. Quotes are not signed by either party.

Think of quotes like standard “shrink wrapped” terms you agree to when signing up for an app or online service - customers must accept quotes as-is. If a customer requires any changes (e.g., adding signatures, negotiating terms and conditions, etc.), the Delegate must contact OCG Services.

How Do I Get Quote Authority?

Once your RBSA is set up, reach out to OCG Services for quote authority delegation. OCG will determine whether the RBSA and Delegate are eligible, and set up a mandatory training session.

Eligibility

Any person involved in the administration of the RBSA is eligible. This can be the DRA, PI, Project Manager, Research Assistant, or other appropriate staff. Multiple individuals can be delegated authority under a single RBSA, but we recommend no more than two (2).

The Delegate must attend a 1-on-1 training session with OCG Services. Training sessions typically last an hour; DRAs and PIs are invited but not required to attend if they are not the Delegate.

Training session includes...

  • Overview of what quote authority means and how it works.
  • Details of departmental responsibilities under quote authority.
  • Overview of your quote template and a chance to request changes.
  • Instructions on how to fill out the quote template.

After the training, Delegates will receive an official delegation email and a copy of their Service Quotation template.

Service Quote Authority Responsibilities

In addition to standard RBSA maintenance, the Delegate has on-going responsibilities to:

  • issue quotes to customers,
  • track issued quotes,
  • report quotes to OCG, and
  • inform OCG when the Delegate leaves , goes on sabbatical, etc.

Issuing Quotes

When to Issue Quotes

A legally binding contract is required every time service activities are sold from 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 under the following circumstances:

Customer is foreign.
Service involves hemp and/or cannabis.
Customer requires signature.
Customer requires negotiation of terms.
Customer requires use of their contract templates.

How to 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.
  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.
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.

Tracking 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.

Submitting Quote Reports

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.

Updating Delegate Status

Quote authority is delegated to individuals, not the department. Should your Delegate leave 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.

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