Managing Existing Supplier Relationships

University employees play a key role in ensuring that supplier relationships remain effective, compliant, and aligned with UConn’s mission. Once a contract or purchase order is in place, departments are responsible for monitoring performance, identifying issues early, and partnering with Procurement when changes or decisions are needed. The guidance below helps employees understand when and how to engage Procurement throughout the life of a supplier relationship.

Managing an Active Contract

Departments should actively monitor supplier performance to ensure that goods and services are delivered according to the contract’s scope, schedule, and quality requirements. If performance concerns arise—such as delays, incomplete work, billing discrepancies, or changes in project needs—employees should document the issue and contact Procurement for guidance. Procurement can help determine whether corrective action, clarification, or a formal contract modification is required.

Amending a Contract

Any change to the scope of work, pricing, deliverables, timelines, or other material terms requires a formal amendment. Departments may not make verbal or informal adjustments with suppliers. Because UConn is bound by terms and conditions required of all state entities, all amendments must be drafted by Procurement to ensure compliance, protect the University’s interests, and maintain audit readiness. Employees should reach out to Procurement as soon as they anticipate a change so the amendment process can begin before additional work is performed.

Extending a Contract

Some contracts include renewal or extension options. Departments should review contract end dates well in advance—120 days before expiration—to determine whether continued services are needed. Procurement will confirm whether an extension is permitted, whether pricing or terms must be updated, and whether a new competitive process is required. No supplier should continue work past the contract end date without written approval from Procurement.

Terminating a Contract

If a supplier is not meeting expectations or if the University’s needs change, termination may be appropriate. Because termination rights and procedures are governed by the State of Connecticut Mandatory Terms and Conditions, employees must consult Procurement before communicating with the supplier. Procurement will review the contract, assess risk, and guide the department through the appropriate steps—whether that involves corrective action, a negotiated resolution, or formal termination

When to Contact Procurement

Employees should reach out to Procurement whenever:

• A supplier’s performance is not meeting expectations
• A change in scope, pricing, or timeline is needed
• A contract is approaching expiration
• A supplier requests modifications to terms
• There is a potential conflict of interest or compliance concern
• Termination is being considered

Procurement is your partner in ensuring that supplier relationships remain compliant, effective, and aligned with UConn’s stewardship responsibilities. Early communication helps protect the University, maintain continuity of services, and support successful outcomes for your department.

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