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This guide explains how to complete the Request for Contract (RFC) Form used by West Valley–Mission Community College District (WVMCCD).

The RFC form is designed to supply all information necessary for the creation and execution of a contract. Submitting a completed RFC Form is required when requesting a contract (or agreement) with vendors, consultants, or other external parties.

This training guide is intended to serve as a reference to answer questions that may arise when completing the RFC. If you are unsure if you need to complete the RFC form, or if you have questions not answered herein, you may inquire with the General Services department at general.servicesFREEWVM or call ext. 2088

  • Submit the RFC at least 30 days before the service start date to allow adequate time for review, approvals, and contract execution. (More time may be necessary if the contracting party requests changes to the contract language resulting in a redline process.)
  • Gather all vendor information (legal entity name, emails, phone numbers, d/b/a name, address, contact information, etc.)
  • If setting up a new vendor, please complete the Independent Contractor Checklist (ICC) and send their completed W‑9 to W9FREEWVM. Please upload the completed ICC to your requisition along with the RFC. Completion of the ICC form is necessary to determine vendor eligibility, indicating whether the contractor has been a student, faculty member, or staff employee of WVMCCD within the last 12 months. This informs us about their taxable relationship with the District in the current tax year. “Employed,” means they received or will receive a W-2 for work as an employee of the District. If they received or will receive a 1099 for work as a contractor, it does not count as employment for the purposes of this form. Issuing a W-2 and a 1099 to the same person in the same tax year is an audit trigger. The District does not employ our contractors or contract with our employees.
  • Gather any necessary supporting documentation (proposal, quote, scope of work, business license, insurance, etc.).
  • Confirm the scope of work, start date, and end date.
  • Ensure budget funding and obtain the Budget Administrator’s approval before submitting. If you are the approver, your signature verifies that sufficient unencumbered budget exists to fund the expense created by the contract.
  • If applicable, coordinate with IT/IS, Police, or Facilities & Maintenance early.
  • Submitting the RFC less than 30 days before the service start date.
  • Failing to send the vendor contract to General Services for review with enough time to process before services start when the form of the vendor’s contract is used.
  • Using an informal or partial vendor name instead of the legal entity name from the W‑9.
  • Providing an incomplete or vague scope of work.
  • Providing a proposal with pricing and terms inconsistent with those requested on the RFC.
  • Typos/incomplete entries - The information entered in the RFC will appear in your contract as written, so please be accurate and complete. If a field does not apply, enter “N/A” rather than leaving the field blank.
  • Failing to obtain required departmental approvals.
  • Allowing a vendor to begin work before the contract is fully executed.
  • Failing to follow up with the vendor to remind them to sign once the contract goes out.