1 / 15

Contract Policies and Procedures

2. Contract Services Division. . . . . . . Monika JohnsonDirector of Contracts. . . Andrea HoodContracts Attorney. Thomas CrivensContracts Administrator. . . . . . Belinda HardwickExec. Secretary. 3. Responsibilities. Prepare and Negotiate ContractsReview ContractsPrepare Standard Form Agreeme

collin
Download Presentation

Contract Policies and Procedures

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

    1. Contract Policies and Procedures SLT Presentation May 14, 2008

    2. 2 Contract Services Division

    3. 3 Responsibilities Prepare and Negotiate Contracts Review Contracts Prepare Standard Form Agreements Submit contracts to General Counsel’s office, as required Coordinate with Department to place contract on Board agenda Coordinate with Department to place contract on Committee agenda Obtain Superintendent’s and Board President’s signatures on contract File and distribute executed originals

    4. 4 Contracts Requiring Review

    5. 5 Approvals for Professional Services Contracts

    6. 6 Approvals for Goods and Other Services

    7. 7 Contracts Processing ALL Contracts must be submitted to Contract Services for processing. Requirements for Submission: Contract Request Form Approved Requisition Vendor Number (Obtain Vendor Application and W-9 from Procurement) Requirements for Contract Execution Evidence of insurance Criminal Background Checks and Fingerprinting (T.C.A. § 49-5-413), if contractors and their employees may come into contact with students

    8. 8 Exceptions Master Purchase Agreements (MPA’s) May submit orders for goods and services under MPA’s initiated by Procurement using a requisition, regardless of the dollar amount of the order, as long as it does not exceed the department or school budget The administrator approvals based on dollar amount still apply Procurement Services will distribute and maintain a list of all MPA’s available for use by departments and school sites (see website) Revenue Contracts, No-Cost Contracts, and School Activity Accounts Department or school must complete as much of the Contract Request Form as appropriate and submit a scope of work and payment schedule It is NOT necessary to complete a requisition

    9. 9 After-the-Fact Contracts Departments and schools are prohibited from allowing a contractor to start providing services prior to contract execution. Exceptions may be granted if the department or school can demonstrate an urgent need based on an urgent and compelling circumstance

    10. 10 Contract Records All original District contracts will be centrally filed in the office of the Contract Services Division. A database of all contracts will be maintained to include the following information:

    11. 11 E-Procurement Update Procurement Services

    12. 12 Roll Out Dates E-Procurement Pilot –Complete by 30 May Administrative Training- Summer 2008 Roll Out to Schools- September 2008 Training at TTC- User I.D. Issued at Completion

    13. 13 Overview-What is E-Procurement and what are the Advantages? Electronic Requisitioning-the groundwork Order direct to vendors in phase 2 Knowing where monies are committed at any time Reduction of Paperwork Control of Approved Vendors Greater Accountability in all Areas- who is purchasing what and how much Security

    14. 14 E-Procurement Advantages-Continued Speed- travels electronically and no paper! Full Encumbrance Accounting views Site Based Budgets are already full encumbrance accounting Tracking Paves the Way for Phase II E-Procurement On-Line Catalogs Summary Reports for all Budgets

    15. 15 The Procurement Doctors- Just call 416-5376-Help is Just a Phone Call Away! The Procurement Doctors are available for house calls every day all day The Procurement Doctors will prescribe an E-Procurement Solution The Procurement Doctors will work with all MCS staff to ensure that all challenges are resolved.

More Related