Contract Preparation Checklist

Contract Preparation Checklist

• Bullets are informational

       _____ Blanks are tasks to be completed

Step 1 - Identify Need

• Routine maintenance
• Program staffing
• Replacement of goods or equipment

Step 2 - Set Budget

_____ Market rate information

_____ Human Resources

_____ Business Office 

_____ Contract negotiation

Step 3 - Review and Approval

_____ Purchasing Office

_____ Obtain Board approval if over $175,000

_____ IC vs EE Determination Form, for individual vendors

_____ Statement of Work

       _____ Develop work plan or timeline

_____ Request for Quote, for goods or services

Step 4 - Create Contract

_____ Enter contract information into the eRFP system - generate with SPPS template or vendor contract

_____ Signed W-9 for contractors must be captured in PeopleSoft

Step 5 - Review and Execution

Document review and routing for changes will happen in eRFP.  Purchasing will capture signatures.

See the Contracts and Contractors section for full details and steps.