Contracts and Memorandum of Understanding (MOU).ppt

* * * * BOLD -the most common contacts sent into IEEE * * IEEE Financial Operations Manual. (Policy 11.2.E.1(a)) ; Approved by the Board June 2000. * * Exposure is limited to meeting management and registration contracts when the vendor is handling conference funds and those funds are not being directly deposited to the conference account * * *in North America attrition is a percentage guaranteed in the contact – outside of the US – attrition is not guaranteed – it is up to you to take advantage of it * * Qualify Contract: (Hotel) Venue Selection Process; Sleeping Room Block; Food and Beverage Commitment (Convention Center): dates of the event , meeting rooms and exhibit hall space are stated correctly in the contract and that you have the correct days spelled out for any set up/tear down time you will need. * * KNOW YOUR HISTORY– KNOWLEDGE IS POWER Sleeping Room Pick Up, $ spent on FB, Meeting Space Requirements, # of Exhibit Booths ) * * * * * * * * Purpose of standard templates (specifically hotel) You still negotiate the “Terms of Sale” (Sleeping room rate, Sleeping room block, Meeting room space, Concessions) – but the boiler plates that will Eliminate Ambiguity, Ensure Contract is mutual and Minimize Financial Liability - IS DONE – QUICKER TURN AROUND IN REVIEW SME will still: Ensure negotiated clause with attorneys were not altered Confirm sleeping room block and FB comment is realistic to the needs of the meeting * * New and improved website: end 2009/early2010: Checklists (AV, site inspections, etc.) , Sample RFPs, Best practices in negotiations, National account list, Contract terminology, PCI compliance, Insurance, FAQ * * Staff and volunteer subject matter experts shall administer the bidding process. Subject matter experts shall document and recommend the vendor selection based on the requirements, past reliability, past performance, and price. The Procurement Department shall be the final approval of the supplier selectio