Quick Check Table
For contract $150,000 or greater contact the Director of Purchasing at least (6) months prior to desired contract commencement date before proceeding if a Request for Proposal may be required.
| What’s Needed | Personal Service | Professional Service | Consulting Service | Social Service |
|---|---|---|---|---|
| Purchase Requisition In Financial System | Yes | Yes | Yes | Yes |
| Contract Form Scan Contract To System Req and Forward Original with Signature to Purchasing |
Yes | Yes | Yes | Yes |
| Individual Questionnaire Form (Scan Only) (all contracts with individuals or partnerships) |
Yes | Yes | Yes | Yes |
| Resume of Consultant (Scan Only) (principal investigator or individual) |
Yes | |||
| Board of Director’s Resolution (Scan Only) (any corporation; includes Limited Liability Corp) |
Yes | Yes | Yes | Yes |
| Goals / Performance Measures / Monitor Plan / Certification Statement (Scan Only) (for contracts over $5,000) |
Yes | Yes | Yes | Yes |
| Disclosure of Ownership (Scan Only) (photocopy of filing with Secretary of State)(most corporations – click for exceptions) |
Yes | Yes | Yes | Yes |
| Certificate of Authority (Scan Only) (photocopy of Secretary of State certificate)(non-resident corporation) |
Maybe | Maybe | Maybe | Maybe |
| Affidavit of Non-Collusion | Architects / Engineers | |||
| Certificate of Insurance | Architects / Engineers | |||
| Explanation Letter (Scan Only) for contract over $2,000 submitted after start date |
Yes | Yes | Yes | Yes |
| Justification Letter (Scan Only) for use of out-of-state contractor (For contracts over $49,999) |
Yes | Yes | Yes | Yes |
| Justification Letter (Scan Only) for contract in excess of 12 months |
Yes | Yes | Yes | Yes |
| Contractor Payment – Receive in Financial System for Services Completed or Rendered | Yes | Yes | Yes | Yes |
| Contractor Original Invoice (Forward to Controller’s Office) |
Yes | Yes | Yes | Yes |
| Performance Evaluation (Forward to Purchasing Dept.) |
Yes | Yes | Yes | Yes |
NOTE: Contract over $2,000 with signature of contractor shall be forwarded to Purchasing for Administration signature. All other documents only need to be scanned and attached inside requisition. Contract should be scanned and attached inside requisition.