Blanket or Requirements Contract

This type of contract encompasses the needs of a particular requisitioner or college or the district for a specific product or line of products or services. Contracts may be based upon a set price for a number of items or services, or it may be for a wide range of products or services with a predetermined discount or mark-down based upon a catalog or book standard price.

Multi-term contracts for goods or services may be utilized for a period not to exceed five (5) years, if they meet the following criteria:

The estimated requirements subject to this contract are identifiable as to scope and/or general quantities for the periods covered.

The contract serves the best interest of the District by encouraging competition and economies of scale based upon extended purchase periods.

The contracts are written for a period of one fiscal year only, with an option to renew each year based upon availability of funding. No contracts are automatically renewable.

The vendor must continue to meet all criteria based upon performance and other requirements that may apply such as bonding, insurance and licensure, etc.

Contracts may be written with options for terms greater than five years, only with approval of the Purchasing Manager.

Professional Services Contracts should be used for the procurement of services, not products or construction/renovation.

Professional Services contracts are to be used only for the following types of services:

Consultants (e.g. Management), Educational Consulting (e.g. Curriculum Development and Evaluation), Technical Support, Grant Writing/Development, Speaking/Facilitating/Presenting, Editing/Writing, Teaching/Instruction Services, and Student Activities.

Exceptions to these categories are to be upon approval of the Purchasing Manager.

Professional Services Contract procedures vary according to dollar limits:

Professional Services Contracts $50,000 or more
Professional Services exceeding $50,000 require competitive, sealed proposals utilizing the Request for Proposal (RFP) process. (See 303; Competitive Sealed Proposals.)

Professional Services Contracts from $10,000 to under $50,000
Professional Services from $10,000 to under $50,000 need to show as much competition as is practical and deemed necessary by the Purchasing Manager. A minimum of three written quotations shall be obtained.

Professional Services Contracts from $2,500 to under $10,000
Professional Services from $2,500 to under $10,000 generally do not require competition, unless deemed appropriate for competition by the Purchasing Manager.

Professional Services Contracts under $2,500
Purchases of Professional Services under $2,500 can be processed on a Limited Purchase Order (LPO). A contract is not required by Purchasing or Legal although it is recommended to use the standard Professional Services Contract form, ensuring that all pertinent information is obtained.

"Contract for Professional Services" forms are standard forms designed for use with Professional Services Contracts up to $50,000 to ensure that all pertinent information is obtained and agreed to by the Contractor. Contracts for Professional Services exceeding $50,000 are developed by the Legal and Purchasing Departments. Non-numbered forms are now available for download from the Legal Department web site.

In addition to a contract, an approved Requisition is necessary for creation of a Purchase Order (Coding should be to Professional Services - 3210). Itemized invoices must also be submitted to process payments to the Contractor to verify that the services have been provided.

The following information is to be included on the Requisition:

Contract Number, RFP Number (if applicable), Description of Services, and Payment Schedule

Note: Professional Services Contracts are not to be used for the temporary employment of staff. For those instances, special services contracts (available through Payroll department) are to be used. I-9 forms are only to be used if the contractor is considered a temporary or contract employee. If the person has assigned hours, is provided a workspace plus equipment and supplies, and is treated or performs such as an employee, this may be a temporary employment situation that warrants use of a Special Services Contract.

All contracts that require signature regardless of the dollar amount are to be forwarded to the Legal department. All other contracts are routed to Purchasing. Purchasing will then send any contracts that need review and signature to the Legal department, if necessary. Please reference the requisition number on all contract forms.

After the contract is signed by the appropriate authority, a Purchase Order is then created based on the approved requisition and signed contract. The Purchase Order along with the signed contract is then sent to the vendor.

Note: A vendor shall not begin work or provide any service until a requisition is approved, a contract is signed, and a Purchase Order is created.

The authorized individuals to sign contracts on the behalf of the District are set by Governing Board Policy and are as follows:

• District Contracts Manager (Assistant General Counsel);
• Vice Chancellor for Business Services, in the absence of the Contracts Manager;
• The Director of Strategic Business Operations, in the absence of the Vice Chancellor for Business Services and the Contracts Manager.