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This section includes information you may find helpful when completing the RFC including a general overview of the next steps, the timeline to expect for execution, and legal clauses that guide our contract practices, such as whether bonds are required and if statutory limits on contract term apply.

The following is a list of additional documents that may be required to upload to your Requisition, as prompted by the instructions in the form. (For example, if the vendor is new, a W9 will be required, etc.)

  • Unless it is already on file or handled by Facilities Finance, please submit a W9 form for new vendor (send to W9FREEWVM in Finance to set up a new vendor before creating REQ).
  • Proposal/Quote/Estimate/Order Form/Vendor Agreement or other backup from the vendor detailing the scope of work and payment details (required).
  • Copy of original Contract if amending or if a non-standard contract request.
  • Copy of the approved Board of Trustee’s agenda item for contracts requiring BOT approval; such as public works contracts over $220,000, change orders over 10% of the original PO amount or $100,000 (whichever is smaller,) change orders for amounts that net for all change orders pertaining to one project of more than $1,000,000, and other contracts over $100,000 per BP 6340 (Reference: Public Contract Code sections 20651, 20655, and 20659).
  • Signed PLA Letter of Assent if Measure W Bond funds are used, in whole or part, to pay for the expense. Please use the Agreement to be Bound Template attached to the PLA Addendum A.
  • If this expense is for software or technology, please upload a completed VPAT/ACR to your requisition.

Contract execution between two parties could take approximately 30-60 days, especially if a non-standard contract is being used. Please coordinate accordingly.

If a formal bid is required, the timeline from the creation of the procurement number through bidding, BOT approval, contract execution, and PO creation, can be up to 16 weeks depending on the bids in Purchasing’s queue and the responsiveness of the vendor. Advance planning is required.

  • Upload approved RFC to your REQ to initiate contract 3-4 weeks before start date to allow time for negotiations and:
    • Standard Boilerplates will take up to five (5) days for processing from date received by General Services.
    • Non-standard requests will take up to ten (10) days for processing from date received by General Services. May take longer if legal counsel and/or insurance needed for review.
  • Please do not cc on DocuSign. If urgent, less than 5 business days before start date of Contractor/Consultant/Vendor, email approved RFC and items noted above directly to michael.robinsFREEWVM and CC: gina.vennFREEWVM and don.mackessyFREEWVM

Some helpful references follow:

A District employee should not be employed under contract. The IRS scrutinizes the returns of individuals who receive both a W-2 Form and a 1099 Form in the same calendar year from one employer. If a District employee is hired to perform a service outside the scope of their normal duties, he/she must be paid through the payroll process.

Contract term cannot exceed: 3 years max for material/supplies; 5 years for work/services or apparatus/equipment.

All public works construction projects over $25,000 require bonds. Proposals/quotes/estimates for such work must be inclusive of the bonding costs.

As of January 2026, the bid threshold amount is $119,100. Pursuant to PCC §20651(d), the annual amount specified in PCC §20651(a) may be adjusted annually to reflect the percentage change in the annual average value of the Implicit Price Deflator. NOTE: At the discretion of the Executive Director of General Services or AVC of Finance, the RFC Submitter may need to place high risk contracts under the Action (Consent) /Action section. For more information, visit the General Services webpage: Contract Services.

Contracts and/or agreements for special services and advice, in financial, economic, accounting, engineering, legal or administrative matters will be issued without competitive bidding if the District finds that it is in the best interest of the District. Contracts and/or agreements up to $100,000 shall be approved by the Chancellor or his/her designee, any contracts and/or agreements that exceed $100,000, will require Board approval. The District may solicit a competitive bid process for these types of services.

A VPAT, or Voluntary Product Accessibility Template, is a self-assessment template completed by a vendor to generate an Accessibility Conformance Report (ACR). A completed ACR provides relevant information on how a vendor's product or service conforms to the Section 508 Accessibility Standards. WVMCCD is required by state law to ensure that all information technology products procured for use by students and employees are compliant with Section 508 guidelines. Our District wants to partner with vendors that demonstrate a good-faith effort in evaluating and building access into the product(s) they deliver to us, and the ACR helps to document that good-faith effort. Some vendors publish their ACRs on their website. Others will provide the ACR when you request it from their sales or support contact. Vendors should provide an up-to-date ACR reflecting the current version of the product and applicable accessibility standards. Ensure the vendor provides a current ACR based on the most recent VPAT. The Revised Section 508 Standards (effective 2018) incorporate Web Content Accessibility Guidelines (WCAG) 2.1 Level A and AA criteria (or higher, such as WCAG 2.2 where applicable).