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Business Affairs
Purchasing Office

contractContract Process - for Personal, Professional, Social, and Consulting Services (PPCS)

  1. Submit a Banner Requisition to initiate the contract process (Exception: Contracts <$2,000 can be submitted via a Check Request, if for one-time use)
  2. If the contract is with a new vendor (i.e., Did you find them in Banner? If not, they're probably new), send the vendor's current W9 to Purchasing. Ask the vendor to ensure that the information on their W9 is correct and matches their LA state tax record.
  3. Download the most current contract templates below
  4. Send draft contract to Purchasing for compliance review prior to sending to vendor for signature
  5. After Purchasing compliance review, vendor signature may be obtained
  6. Then, the contract, with supporting documentation and required attachments should be forwarded to Purchasing
  7. Purchasing will obtain authorized University signature and issue the Purchase Order

Purchasing should receive the complete contract package for review in advance of the contract commencement date according to the estimated time frames indicated below. Submission Time may vary due to complexity and level of effort.

              Contract Amount                 Submission Time Requirements

Contract Templates

<$2k Contract Form Template (.pdf)(Only to be used for services billing less than $2000) [NEW 21May19]

Sample Generic Contract (.pdf) [NEW 19Sep19]

Sample Contract Amendment (.pdf)

Additional Clauses for Contracts (site)

Cooperative Endeavor Agreement Template (.doc)

Legal Services Contract Template (.doc) [NEW 19Sep19]

Sample Information Technology/Data Processing Contract (.doc) [NEW 29Jul19]

 

Contract Helpful Hints

DOA Checklist for Contract Review (site)

OSP Professional Contracts - Forms and Formats (site)

PPCS Definitions (.pdf)

Supporting Documents

Sample Statement of Work + Monitoring Plan for Services (.doc) (Required for all PPCS contracts >$2k)

Board Resolution Template (.doc) (Only needed if the contractor is a corporation, either profit or non-profit)

Certificate of Authority (.pdf)(Only needed if the contractor is an out-of-state corporation wishing to do business in Louisiana, and will be in the state for 30 days or more)

Certification Letter Template (.doc) (Only needed if contract is > $5k)

FERPA Privacy Clause (.doc) [NEW 18Jun19] (Only used situations where confidential student data is hosted or accessed by a vendor, the contract with the vendor must acknowledge and address FERPA protections and obligations)

Late Contract Justification Letter Template (.doc)  (Only needed if contract submission is 60 days past award)

Multi-year Justification Letter Template (.doc) (Only needed if contract exceeds 12 months)

Performance Evaluation Letter Form (.pdf) (Required for final payment on contracts over $2k, once services are completed)

Resume (Required for all Consultants)

Sole Source / Proprietary Purchase (.pdf) [NEW 25Jun19]

Travel Reimbursements must always be in accordance with PPM 49 State Travel regulations if travel is to be reimbursed as part of the contract. AND Travel Reimbursement language must be inserted into the contract.

Vendor Profile is required for all contracts that go to Office of State Procurement (OSP), meaning all contracts $50,000 and greater.

Verification for Potential Employment (.pdf) (Only needed if the contract is with an individual instead of a business)

W-9 (.pdf) (Only needed if the contract is with a new vendor, or if vendor's W-9 information has changed)


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