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How to Process a Contract

How to Process a Contract. OAF returns contract & support documents back to department so that the contractor can sign contract or corrections can be made. Contract & support documents are prepared by BRCC department employees & signed where appropriate.

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How to Process a Contract

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  1. How to Process a Contract

  2. OAF returns contract & support documents back to department so that the contractor can sign contract or corrections can be made Contract & support documents are prepared by BRCC department employees & signed where appropriate. The Journey Of A Contract Contract & support documents are sent to OAF for review & approval After the Vice Chancellor of Administration & Finance Signs and approves the contract & support documents are returned to OAF for processing. (contract is not executable until approved by V.C., OCR, and/or LCTCS) When contractor signs & returns (with all areas signed) the contract & support documents Are sent to the Vice Chancellor of Administration & Finance for appropriate signatures & finial approval (contract may be sent to OCR or LCTCS if required) OAF will process and send the yellow copy of the requisition to the department. When payments are due to contractors the department who initiated the contract must submit a detailed invoice to OAF - Accounts Payable Sections Payments are made by OAF against contracts after submission of invoice and requested support documents have been provided by Dept. Upon completion of the contract, the department submits a performance evaluation to OAF

  3. What Are The Basics

  4. Opening Paragraph • Date • Month • Year • Contractor’s Name • Contractor’s Complete Address • Contractor’s Phone Number

  5. Section 1 • Summary: Describe work to be performed – in detail • Goals: Describe what is to be accomplished • Objectives: Describe how the goals will be met • Deliverables: What the contractor will do or provide • Performance Measures: Explain how you plan to measure the quality of the product or service • Monitoring Plan: Who will monitor and the way you determine performance measures are met

  6. Section 2 • Maximum amount to be paid on this contract • Schedule of payments – single payment (upon completion of service) or other (specify by time sheet, quarterly etc…)

  7. Section 3 • No additional information required

  8. Section 4 • Contractor’s social security number or company’s tax id number

  9. Sections 5 - 7 • No additional information required

  10. Section 8 • Beginning date of the contract • Ending date of the contract

  11. Section 9 • No additional information is required

  12. Section 10 • Date contract is signed • 4 Witnesses’ signatures – 2 for BRCC and 2 for the contractor • Contractor’s signature – original signature is required • Director/Department Head’s signature

  13. Beyond the Basics

  14. For Contracts Over $5,000 • Verify/Complete steps 1 – 7 in the Letter of Certification • Retain any cost benefit analysis and other support documentation for future reference • Complete the letter by providing the assignment of the monitoring and liaison function, and all appropriate signatures • Submit only the Letter of Certification as an attachment to the contract

  15. Professional Services Contract Only a few services are considered to be a professional service contract. These are the types of service providers that would be submitted on a Professional Services contract: Lawyers Doctors Dentists Psychologists Certified Advanced Practice Nurses Veterinarians Architects Engineers Land Surveyors Landscape Architects Accountants Actuaries (Professionals who deal with the financial impact of risks) Claims Adjusters All other types of services are considered Personal or Consulting contract.

  16. For Consulting Services Contracts • For an individual - attach a copy of their resume • For a company – attach company credentials and resumes for the representatives that will be sent by company

  17. Personal Services Contract • Creative or Artistic Skills • Highly Technical Skills • Unique Individual Skills or Talents

  18. Examples of Personal Contracts • Graphic Artists • Sculptor • Musician • Photographer • Writer • Handwriting Analyst • Court Reporter • Foreign Representative • Chef • Expert Witness • Paramedical • Therapist • Private Investigator

  19. Out of State Corporation Certificate of authority and disclosure of ownership is required to do business in Louisiana • Must be official document from the Secretary of the State • Sometimes available on the internet

  20. Other Attachments • BA-22 Form – contracts $20,000 or more • Multi-Year Letter – contracts that last more than 12 months • Late Letter – sent to contract review if servicesegin prior to contract approval • Board Resolution – identifies individuals allowed to sign on the companies behalf • W-9 Form must be attached to all contracts • Contract Transmittal Form with all contract.

  21. Common Delays In Contract Approval • Lack of proper signatures • Incomplete information • Conflicting information • Lack of required attachments

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