Service Quote Authority - Setup
Service Activities
What Is Quote Authority?
"Quote" is short for "Service Quotation," which is a type of contract. "Quote authority" is the authority to issue quotes 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 by OCG Services to a specific quote authority delegate ("Delegate") representing 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.
- Optional delegation made by OCG.
- Quicker/easier contracting for many low-risk services.
- Delegated to individuals who represent and issue quotes on behalf of the department/program.
- Includes additional administrative responsibilities.
- Customer is foreign.
- Service involves hemp and/or cannabis.
- Service involves ITAR controlled items.
- 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 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 on behalf of the RBSA program (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.) or asks you to use their agreement template, the Delegate must coordinate with OCG Services.
How Do I Get Quote Authority?
Email OCG Services to request quote authority delegation. OCG will determine whether the RBSA and Delegate are eligible and set up a mandatory training session.
The RBSA must have completed Steps 1-3 of the RBSA setup process to be eligible. See our Rate-Based Service Activities (RBSA) - Setup page for more information.
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.
For Service Contracts Help or Questions
Email:
Office of Contracts and Grants, Service Contracts
ocgservicecontracts@colorado.edu