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Purchasing & Warehouse Services

CONTRACTS AND AGREEMENTS

Purchasing creates or reviews all contracts to ensure the agreement terms provide adequate protection to the District.

 

CONTRACTS AND AGREEMENTS IN GENERAL

BOARD POLICY ON CONTRACTS AND AGREEMENTS

SIGNATORY AUTHORITY

FIELD AGREEMENTS

INDEPENDENT CONTRACTOR/CONSULTING SERVICES AGREEMENTS

PROFESSIONAL SERVICES AGREEMENTS

SHORT FORM SERVICES AGREEMENTS

Presenters (Guest Lecturer/Performance) Contracts

COMMUNITY EDUCATION/SERVICE NOT-FOR-CREDIT CLASSES CONTRACTS

CONSTRUCTION CONTRACTS OF $45,000 OR MORE

CONTRACT AND AGREEMENT MATRIX (TABLE)

 


CONTRACTS AND AGREEMENTS IN GENERAL

There are several types of District contracts that are for construction, maintenance, professional services, independent contracts and other services. If the contract or agreement is not drafted by the Purchasing department, the Purchasing department should review the contract or agreement before you submit the requisition.

General review of contracts takes approximately 1-2 days. However, when a contract requires modifications like strike-outs (deletions) or additions, the processing of the final contract will be delayed.

  • Once the Datatel entry is complete, send all back-up material for the contract to the appropriate Buyer Point of Contact. Include the scope of work (if the initial review did not include the scope of work), the start and end dates, and the name of the person signing off the work as complete.
  • Once the requisition has been approved in Datatel, three copies of the contract is generated and sent to the vendor/contractor for their signature(s).
  • The signed contract copies are returned to Purchasing, along with the vendor’s certificate of insurance with required endorsements. Upon receipt, one of the District approved signers will sign the contract.
  • Lastly, the signed contract is distributed and the contractor can begin the work.

The District lets four types of standard-form service contracts:

  • field agreements
  • independent contractor or consulting services agreements
  • professional service agreements
  • short-form service agreements

All service contracts must be in writing and must include the following basic elements: 

  • scope of work (e.g. description of services, deliverables, etc.)
  • schedule (e.g. dates, times, constraints, etc.)
  • price and payment (e.g. deposit required, fee type, hourly rates, etc.)
  • any other terms and conditions (e.g. key personnel requirements, license requirements, etc.)

Purchasing must review and approve ALL other contracts, specifically those on vendor provided forms.  This includes such contract as hotel rental agreements, catering agreements, leases, etc. 

 

BOARD POLICY ON CONTRACTS AND AGREEMENTS

Per Board Policy 6.1 B., all contracts of $50,000 or more must be approved by the Governing Board; contracts of less than $50,000 must be presented in a monthly agenda item for ratification by the Governing Board.

 

SIGNATORY AUTHORITY

Only those individuals named on the District Authorized Signature List are authorized to sign contracts and agreements on behalf of the College. The District Authorized Signature List is designated by the Governing Board.

 

FIELD AGREEMENTS

For construction work under $45,000 or maintenance/repair work. 

 

INDEPENDENT CONTRACTOR/CONSULTING SERVICES AGREEMENTS

For administrative or technical support services to provide either specific services/deliverables during a specific term, or general services for a specified time period (e.g., hours, days, weeks, months, etc.).  Any contract involving expenditures greater than the current statutory bid threshold must be publicly bid and awarded per California Public Contract Code section 20651 et. seq

 

PROFESSIONAL SERVICES AGREEMENTS

For professional services, such as accounting services, legal services, health services, DSA Inspection Services, and other licensed/certificated/expert services.  

 

SHORT FORM SERVICES AGREEMENTS

The standard Short Form Services Agreement is primarily for services under $600, whether performed over multiple dates or just one-time, such as note-takers, interpreters, lecturers or speakers, and performers.  For evaluation services or special services under $600, contact your Buyer Point of Contact for information.

There are three templates for the Short Form Service Agreements:

  1. Evaluation Services
  2. Student Art
  3. General

The templates for the three types of Short Form Services Agreement are located on the Purchasing Public folder on the Z drive.

Instructions for completing the standard Short Form Services Agreement:

  • Under $100:  No requisition is required for services under $100, just an account number. 
  • $100 or More:  If services exceed $100, then an on-line requisition must be entered and approved in Datatel before the agreement form is completed.
  • For All Short-Form Services Agreements:
    • The Description of Services must include:
      • The type of service to be performed.
      • If providing services for a specific event, the name of the event must be included.
      • The location of where the service is to be performed.
    • Contract Amount:
      • The contract sum represents the amount the District will pay for the services. The services will be either a lump sum payment or billed at an hourly rate for a not to exceed amount.
      • Enter the amount of the total contract (note: the amount should be inclusive. This means that if there are any other reimbursable fees: like travel, food, lodging, they must be included in the total contract price).
      • Flat Fee - This amount should represent the total amount of the contract.
      • Billed Rate - The amount will be a not-to-exceed amount.
    • Complete the agreement form, and have the contractor sign it.  If a prepayment, a deposit, or payment at time of service is required, specify such on the agreement and have the contractor submit an invoice.
    • The vendor must sign in two (2) locations:
      • The IRS W-9 section.
      • The bottom left corner of agreement.
    • Submit the completed form (and invoice if applicable) to your Veronica Springer, Assistant Buyer. 
  • The form includes fillable fields for ease of use for departments/programs.  The form also incorporates IRS Form W-9 so a separate W-9 Form is not required.
  • The agreement must be completed, signed by the contractor and received by the Purchasing Department before the contractor begins providing services.

 

Presenters (Guest Lecturer/Performance) Contracts

Presenters provide limited one-time or limited-term presentations/lectures/seminars/special project for staff development and/or related training sessions, not teaching classes or courses; or specialized services not generally performed by District personnel that is required only for brief periods of time on an infrequent basis.
There are two types of presenters: employees and non-employees.

  • Non-employees are independent contractors, and Purchasing contracts with them using either our short-form service agreement or independent contractor service agreement as appropriate. 

 

  • Employees (i.e. current tax year faculty including adjunct / staff) may serve as presenters, but should be compensated under the applicable employment agreement or as professional experts or short-term employees through the District’s Human Resources Department.

 

COMMUNITY EDUCATION/SERVICE NOT-FOR-CREDIT CLASSES CONTRACTS: 

Individual instructors of community education/service not-for-credit classes ARE employees, and NOT independent contractors.  Such individuals may be categorized as either a classified employee or as a professional expert.  Such individuals are not academic employees.  If a classified employee, refer to the applicable collective bargaining agreement for compensation.  If a professional expert, compensation is negotiated.  In either case, contracts with individuals are processed through the District’s Human Resources Department. Private companies can provide instructors for community education/service not-for-credit classes.  Contracts with private companies are requisitioned and approved through the District’s Human Resources Department using the same procedure as for temporary employment-staff contracts.


CONSTRUCTION CONTRACTS OF $45,000 OR MORE

Public works construction with an expenditure of greater than $45,000 but less than $175,000 is informally bid through CUPCCAA processes. Public works construction with an expenditure of greater than $175,000 must be publicly bid and awarded per California Public Contract Code section 20651 et. seq.  See the Bids / RFP's link for additional information.

 

CONTRACT AND AGREEMENT MATRIX

  FIELD AGREEMENTS INDEPENDENT CONTRACTOR CONSULTING SERVICES PROFESSIONAL SERVICES SHORT FORM SERVICES
DOLLAR AMOUNT $45,000 or less Current Statutory Bid Threshold - See the section on Bids - Commodities Negotiable $600 or less
SERVICE TYPE

Construction

Maintenance

Repairs such as fencing, landscape, equipment replacement installation, etc.

 

Nurse practitioner

Interpreting services

Website design

Curriculum preparation

Test administration

 

Accounting services

Legal services

Health services

DSA inspection services

Other licensed certificate expert services

 

Guest speaker

Instructor evaluation

One-time service (interpreter or performer)

Student note taker

 

BACKUP DOCUMENTS (INVOICE, QUOTE, PROPOSAL, EMAIL, FAX, ETC.)

 

Vendor proposal w/ scope of work

Work start & end date

Project location (campus, building, and room #)

Please specify if pre-payment or deposit is needed prior to starting work

 

Vendor proposal w/ description of services and deliverables

Contract term

Cost (flat fee or hourly rate)

Vendor proposal w/ scope of services

Work start & end date

 

Completion of Short Form Service Agreement by department and vendor

Invoice if prepayment is needed

SPECIAL REQUIREMENTS

 

Department is responsible for coordination of work through M&O

 

N/A Contact your Buyer Point of Contact to negotiate price and terms and conditions

 

Original signature on agreement is needed

Approved invoice needed for prepayment

 

DATATEL REQUIREMENTS

 

Approved requisition needed to process contract

Contract must be fully executed prior to start of work

 

Approved requisition needed to process contract

Contract must be fully executed prior to start of work

Approved requisition needed to process contract

Contract must be fully executed prior to start of work

Approved requisition needed to process contract

Contract must be fully executed prior to start of work

All contracts are approved or ratified by the Governing Board by action item or consent. Contracts must be executed (budget approved, complete, and signed) by the last working day of the month to ensure they are on the next board agenda. Incomplete contracts will be held for the following month.

 

 






Hours of Operation:

Purchasing Office:
Monday through Friday
7:30am to 4:30pm

Phone: 909-652-6701
Fax: 909-652-6704


Receiving Dock:
Monday through Friday
8:00am to 4:00pm

Phone: 909-652-6711

Map to Warehouse

Staff Directory



Additional Links

How to Register as a Vendor/Contractor

Public Records Act Requests

Foundation

Facilities Master Plan

Construction Update

Citizen's Oversight Committee




Rev. 11/19/14


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