Procurement and Contract Services
Contract Services
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All contracts related to the purchase of goods and services for the University of Southern Mississippi require review by the Department of Procurement and Contract Services.
As a reminder, no employee of the University of Southern Mississippi may sign a contract on behalf of the University unless that employee has been delegated contractual authority by the USM President. Pursuant to the Mississippi Institutions of Higher Learning Board Policy 707.02, anyone who signs a contract without authorization is subject to disciplinary action, up to and including termination.
Please note, for the purchase of goods over $5,000, sole source purchases, leases, and contracts requiring a prepayment/deposit, you will need to follow the purchasing policies outlined by the Department of Procurement Services before any purchase agreement can be made. All technology purchases require iTech review and approval to ensure compliance with USM policies and purchasing standards for Mississippi Information Technology Services (ITS). Physical Plant must be involved if the purchase will involve any physical installation or any type of alteration to the university property.
Contract Management
The Department of Procurement and Contract Services has the legal authority to negotiate all purchase, rental or service contracts between the University of Southern Mississippi and vendors. Common examples include master service agreements (MSA), statements of work (SOW), advertising agreements, hotel contracts, rental agreements, charter bus contract, event agreements, license agreements, etc... If any contracts are received by your department, please submit for review using the following Contract Processing Steps:
- Email the documents to procurementFREEMississippi
- Include a departmental contact name and email, and a budget string for workflow notifications
- If applicable, reference the previous contract, requisition or purchase order number.
Procurement staff will review the contract for legal sufficiency (consulting with General Counsel if necessary) and make any required changes. It could take up to 5 business days for the initial review, so please be patient and plan accordingly.
Once the contract has been deemed legally sufficient, the contract will either be signed by the Director of Procurement and Contracts or forwarded to the appropriate official for signature, or sent to the vendor for their review and signature.
If the vendor rejects any or all modifications to the contract, Procurement and Contracts and General Counsel will handle any negotiations. A fully executed contract must be in place before proceeding with the purchase of goods and/or services. A contract payment form must be submitted upon invoice for contracts whose total value exceeds $5,000.
Effective February 14, 2025: Once a NEW contract has been signed by all parties, it will be entered in SOARFIN and issued a Contract Number to be used at requisition entry or on a P-Card/E-Card transaction (you will receive an email with the approved contract number). All contracts prior to this date will not be in SOARFIN. Departments will continue to submit a Contract Payment form to approve those payments for contracts over $5,000.
How to Use a SOARFIN Contract Number
Once a contract is fully executed (signed by both the vendor and university) and entered by Procurement into SOARFIN, specified users will receive an email notification with their SOARFIN contract number. The requesting department will enter the SOARFIN contract number on the requisition or purchasing card transaction to link the expense to the appropriate contract. For purchases made via Purchase Order (PO), releasing the PO for payment (ie. creating a PO receipt) will be required for all purchase orders for departments to acknowledge and confirm the services have been completed prior to payment. (Previously, only physical goods required a receipt to indicate release for payment).
**If you have a contract that was signed prior to this new process, you will continue using the Contract Payment Form if the total contract value was greater than $5,000. The completed form should be sent with your invoices for payment or uploaded as an attachment to your P-Card/E-Card transaction.
Forms and Instructions for Contract Management
Quick Reference - How to Search for Contract Number in SOARFIN
Quick Reference - Requisition Entry with Contract Number
Quick Reference - Adding Contract Number to P-Card/E-Card Transaction
Quick Reference - Email and Worklist Notification Procedures
Step-by-Step for P-Card/E-Card Contract Entry
Steps for Releasing (ie. Receiving) a Purchase Order
Contract Payment Form (for contracts issued prior to SOARFIN process)
Full Purchasing 101 - Requisition Entry Manual
Contracted Auxiliary Services
The University of Southern Mississippi entered into a contract with the below mentioned vendors. The purpose of these contracts is to enhance the campus environment while improving student recruitment and retention by offering world-class service and facilities. As a result of these contracts, the University has seen dramatic improvement through capital investment in facilities and wealth of knowledge that each partner brings to their discipline. While the University continues to grow, Contract Services will be on the forefront in developing new business models to further enhance the overall student experience.
Barnes & Noble @ Southern Miss
Located on the first floor of the Cochran Center, the Southern Miss bookstore has all the necessary textbooks, supplies, and USM merchandise to complete your campus experience.
B&N Online Southern Miss Bookstore
Barnes & Noble Department Purchase Policy
Eagle Dining & Southern Miss Catering
Exclusive food service for the University is provided through Eagle Dining and Southern Miss Catering. The main dining office is located on the ground floor of the Cochran Center, and dining operations are available all throughout campus.
Eagle Dining WebsiteSouthern Miss Catering Online
Food purchased for use on-campus using university funds:University Catering Policy, ADMA-PUR-008University Snack Policy, ADMA-PUR-009
- Charitable Food Donation Agreement - Please refer to University Snack Policy
Fisher Science Storeroom
Thermo Fisher Scientific manages the science storeroom on the first floor of the Johnson Science Tower. They stock an inventory of most commonly used chemicals and related gear for USM's research community. They can also assist with ordering unique scientific equipment and research related merchandise.
Store Contact information:
Thermo Fisher Scientific
Office +1(601)266-4737 | Fax (601)249-3709
CSO.USMiss@thermofisher.com | www.unitylabservices.com