This section defines the scope, cost structure, and terms of the district–vendor relationship as they will appear in the contract. This information will be incorporated into the contract language, (an exact amount of money per portion of service, not to exceed total, an hourly/daily rate for overages, and required expenses like taxes or bonds, etc.) Please keep in mind that this document and/or description must satisfy an auditor’s inquiry into the specific cost and nature of the expense.
The “Proposal/Scope of Work” section starts with fields to enter the contract start and end dates and total days for completion. These three fields will be used to determine the Contract Term. If you are unsure of the exact start and end date, please approximate. Please note there may be statutory limits on contract term depending on the nature of the expense.
The date services will begin (must allow sufficient processing time, must not be in the past). Beginning the work prior to execution of a contract or creation of a PO creates unnecessary risk for the District and is not permitted.
The date services will conclude. If this date is not fixed or only approximate, this date is typically set to align with the end of the fiscal year, June 30.
This field must include the number of days required to complete the services. These will be entered into the contract as calendar days, unless otherwise specified as business or working days. This field must not contain words like, “varies,” or other ambiguous phrases. The information entered here must match the proposal. If it does not, get a revised proposal from the vendor.
Specify the campus, building, or location where services will be performed. Use “WV” for West Valley College Campus, “MC” for Mission College Campus, and “DS” for Districtwide Contracts.
The box here is used to enter the account numbers used to fund the expense. Enter the FOAPs here, along with the dollar amount from each, if there are multiple. This field may be filled out by someone other than the RFC submitter. If so, enter the person's name into the space so that a corresponding field appears on the PDF for their approving/processing.
Please enter the total Not to Exceed amount of the contract here, inclusive of all expenses payable under the contract.
All contracts must include a detailed description of the services the contractor will perform, including specific deliverables, milestones, and expected outcomes. This is accomplished by attaching the required vendor proposal, quote, SOW, or other backup to the contract. It is preferable to have something on the vendor’s letterhead with a date, contact information, and quotation or proposal number. There is a radio button included in this section as a reminder that uploading a proposal/SOW to the requisition along with the RFC is a requirement.
In the rare instance that there is not a contractor provided document available, or when the contractor provided document does not clearly define the cost, timeframe, and deliverables, then the expenses may be explained in the space provided. Avoid vague descriptions such as 'consulting services'; be specific about the tasks and results.
These three fields are used to record the name of the personnel at the college who will be managing the contract. This is the CM, PM, or administrative staff who will serve as the primary contact for the vendor from the district side. This person will be included in receiving a copy on the Acrobat Sign, DocuSign, or e-mail when the contract is sent for signature. This is also the person who will remind the vendor to sign the contract once it is sent if needed and prohibit them from starting work until the contract is signed and a PO is issued.