UAB currently utilizes over 100 agency and freelance vendors under MSAs for a variety of creative services, spanning content creation, design, video production, and photography. Click here to review the list of approved vendors currently under MSA with UAB.
Service Order Process for MSA Vendors
For projects with vendors already under an existing Master Service Agreement, the process is initiated with a Service Order. These are project-specific agreements that outline the scope of work, timelines, and budgets. Service Orders are typically processed much faster than standard contracts, usually within one week of submission, compared to the typical four-week contract process.
1. Vendor Completes Project-Specific Service Order
The initial step involves the UAB department collaborating with the selected vendor to detail the specifics of the project in a Service Order. This document Service Order template includes the project scope, agreed timeframe for completion, and the total project budget. Once completed, the vendor digitally signs and returns the Service Order to the UAB department.
2. UAB Department Submits Service Order for Approval
The UAB department contact then submits the completed Service Order through the Marketing Approval Form. This submission initiates the review process by UAB Marketing to ensure alignment with university standards and brand guidelines.
3. UAB Marketing Routes Service Order for Official Signature
Upon approval by UAB Marketing, the Service Order is officially routed through UAB’s Contract Management System (CMS). This formal routing is necessary to secure the official university signature, as UAB Marketing centrally manages the Master Service Agreements.
4. Officially Signed Service Order Returned to UAB Department
After the Service Order has been officially signed by the university, it is returned to the originating UAB department contact. It is crucial to note that no project work should commence until the department receives the fully executed Service Order.
5. Project Execution by Vendor
With the dually signed Service Order in place, the vendor proceeds with the project work as defined in the scope of services within the Service Order. Should the project require additional work beyond the initial scope, a new, separate Service Order must be initiated and approved.
6. Invoice Processing and Payment
Upon completion of the agreed scope of services, the vendor will submit an invoice to the UAB department contact. The department then processes this invoice through Oracle, attaching the dually signed Service Order as supporting documentation for the payment request. It is essential to verify that the Service Order and invoice amounts are consistent before processing payment.
Requesting to Add a New Vendor to the Master Service Agreement
If there is a need to engage a new vendor not currently under a Master Service Agreement, UAB departments can submit a request to add them. To initiate this process, click here to begin the new vendor request. Given that approved vendors are contracted under MSAs for a five-year term and are available for use by all UAB units, all new vendor requests undergo a review process. This ensures that all vendors meet UAB’s standards for delivering high-quality creative assets and adhere to UAB’s brand guidelines, content guidelines, and web standards. Justification for selecting a new vendor must be provided, especially highlighting specialized skills not already offered by existing MSA vendors.
Important Note: Attempting to process a Fee For Service Agreement for a creative vendor not on a MSA through the UAB Contract Management System (CMS) will result in the contract being rejected.
Once a new vendor request is approved, the formal establishment of a Master Service Agreement (MSA) commences, following the steps outlined below:
1. New Vendor Completes MSA and Personal Service Form (PSF)
The newly approved vendor collaborates with UAB Marketing to complete the Master Service Agreement document. The vendor then returns the completed MSA to UAB Marketing. Once UAB Contracts reviews the MSA, a formal signature will be requested.
Note: New vendors registered as individuals in iSupplier using a social security number are also required to complete a Personal Service Form (PSF) and submit it along with the completed MSA.
2. UAB Marketing Routes MSA for University Signature
UAB Marketing then routes the unsigned MSA through the UAB CMS to obtain the official university signature. As the MSA is established on behalf of the entire university, not a specific department, UAB Marketing manages the MSA process.
3. University-Signed MSA Returned for Vendor Signature
After the MSA is signed by the university, it is returned to the vendor for their signature. With a fully executed MSA in place, UAB departments can then proceed to submit Service Orders for specific projects via the Marketing Approval Form for review and approval, facilitating a streamlined project initiation process.
Existing Vendor Performance Review
To ensure quality and satisfaction, feedback is gathered on vendor performance. After a service order is completed, a survey is emailed to the UAB department contact to evaluate their experience with the vendor. Departments are encouraged to provide feedback to assist in ongoing vendor evaluations. For urgent issues requiring immediate attention, please contact This email address is being protected from spambots. You need JavaScript enabled to view it..
For any questions or clarifications regarding the MSA or Service Order processes, please reach out to This email address is being protected from spambots. You need JavaScript enabled to view it..
