Procedure:

• Services Agreement (under $25,000) submit to Purchasing
  
  
• Services Agreement (over $25,000) requires Board approval
  
  
• Conflict of Interest Policy (Applies to all services agreements)
  
  
• IRS W-9 Form and Instructions (Accounts Payable form)
  
  
• Authorization to Pay (Accounts Payable form)
  
  
• Contracts for services shall be issued prior to services rendered and submitted to the Purchasing Department for approval.
  
  
• In selecting a contractor, the responsible budget head shall base the choice on demonstrated competence and knowledge, qualifications, and on the reasonableness of the proposed fee. All services agreements shall be accompanied by a quote or proposal from the prospective contractor. The scope of work must be indicated in the "Recitals" section of the agreement form.
  
  
• The requesting department will issue a Services Agreement Form (PDF Format), the contractor will sign the contract forms.
  
  
• All contracts shall specify the nature of the service, dollar amount, and date services will be rendered. If applicable, the contract must specify special payment requirements.
  
  
• Special grant conditions shall be considered when selecting a contractor. For grants where a specific contractor is requested and the dollar amount is in excess of $25,000, the name of the contractor shall appear on the Board agenda abstract.
  
  
• Contract documents shall be submitted to the Purchasing Department. Authorization for Payment and W-9 forms shall be submitted to the Accounts Payable Department.
  
  
• A copy of the processed services agreement will be forwarded to the requestor.
  
  
• Upon satisfactory completion of service, the requestor will issue an authorization for payment. If applicable, an invoice, receipts or statement need to be submitted with the authorization for payment.
  
  
• Changes to the services agreement shall be requested through a memorandum signed by the budget head, changes will be made to the agreement document. A copy of the amended agreement will be sent to the contractor and the requestor.
  
  
• The requestor shall contact the Purchasing Department and communicate any changes, additions or problems related to vendor performance.
  
  
• Please note: College employees (full-time or part-time) may not be contracted to provide services through this process.

Revised December 2004