Ensure all necessary approval signatures and dates are completed before uploading the RFC to the requisition in the District’s Enterprise Resource Planning (ERP) system.
Depending on the nature of the work, additional approval signatures may be necessary for coordination from the IT/IS, F&M, and/or Public Safety departments. There are four check boxes that will populate additional fields when selected. You may select as many of these as are applicable, or none at all. Each is listed below with instructions for the additional fields. As with the departmental and budget officer signature fields, you must enter the signer’s name for the signature field to appear on the finished PDF.
IT/IS – Contract (consulting/services)
Required if the contract involves IT/IS services deliverable in a project-specific time frame, such as installation of AV or computer hardware, specialized equipment, or related services. Selecting this box will populate a signature field for the IT/IS approver responsible for coordination. Please enter their name here.
IT/IS – Software (licensing/SaaS/platforms)
Required if the contract involves software, systems integration, data, cybersecurity, or accessibility/ADA compliance. Selecting this box will populate a radio button reminding you to attach a completed VPAT, or ACR, to the requisition in Banner before submitting. It will also populate a signature field for the IT/IS approver responsible for reviewing the ACR and coordination. Please enter their name here. More information about the VPAT/ACR is included in the “Legal Clauses” section.
Police (Public Safety)
Selecting this box will populate a signature field for the “Police (Public Safety) Approver.” Entering a name here is required if the contract involves public safety, security, or events requiring campus police coordination.
F&M (Public Works Install/Construction/Maintenance)
Required if work involves installation, renovation, construction, or facility maintenance. Selecting this box will populate a signature field for the F&M approver responsible for reviewing the project and coordination. Please enter their name here. The following fields are also populated to capture additional information required for Facilities and Maintenance Contracts:
Below the signature field, You will see a, “DIR PWC-100 Type,” heading and seven choices below it with radio buttons to select. These buttons tell us what type of public works project you need a contract for and will help us to create the project number for payroll reporting purposes. If none of these apply, please select, “N/A.”
All construction/public works services over $1000 are required to be performed by contractors actively licensed in the appropriate trades by the California State Licensing Board (CSLB) and currently registered with the Department of Industrial Relations (DIR). Enter the Contractor License and DIR Registration numbers in the fields provided.
Checking yes here will let us know to include contractual provisions required by the Division of State Architect (DSA), which oversees all code compliance inspection and testing for structural construction projects in schools within California, rather than the local permitting entity. Below the radio buttons is a field to enter the “Project Name, Location, and Description.” Please include the DSA project number and other information in this field.
Enter the total contract dollar amount as it will appear in the contract here.
Liquidated damages are a daily penalty payable under the contract by the contractor to the district for unexcused delays in project completion. LD amounts entered here will end up in the contract. These will be in the special conditions of the bid documents. This amount can be $500 for smaller projects, $1,500 for larger projects, or “N/A,” if not applicable.
Select “Yes” if Measure W funds will be used, in whole or part, to pay for this project. This will let us know to include language related to the Project Labor Agreement, (PLA) in the contract, which is a requirement for any project paid for by the bond.