Contracts

Under applicable law, the Governing Board is the only entity that may sign contracts, or permit someone else to do so.

NO EMCC employee is authorized to sign contracts, agreements, letter of credit or any other document with terms/conditions on behalf of Estrella Mountain Community College or MCCCD.

Contract for Professional Services

A Contract for Professional Services requires the Supplier to adhere to the legal requirements of the document. The contract contains the dates of service, fee/payment for services, type of service and the legal verbiage that protects the college against abuse of the contract.

District Legal is the only authorized division that can sign on behalf of EMCC or MCCCD.

Option 1:

• Download the Contract for Professional Services.

• Complete all sections of contract.  Ensure that the contract is detailed in the description of services to be rendered.

• Send contract to supplier for Contractor portion.  Have the supplier provide a certificate of insurance.

• Create a CFS requisition to support contract.

• Send requisition through approval process.

• Send the original Contract for Professional Services and certificate of insurance to Fiscal Services - Attn: Leda.

• The contract and certificate are sent to District Legal for signature.

• District Legal signs the contract and gives District Purchasing the OK to create a PO. 

• The PO and copy of signed contract are sent to the supplier.

• Services can now be rendered.

Option 2: 

This option is subject to approval from the Manager College Fiscal Services or Director of College Business Services prior to the processing the Contract for Professional Services.

• Obtain a certificate of insurance from the Supplier.  Submit certificate to Fiscal Services.

• Create a CFS requisition for the services being rendered.  Include the following information in the line description of the requisition:

  • Date performance begins

  • Date performance ends

  • Description of the services

  • Identification of reports, analyses, websites or other items to be produced by contractor and due dates of items

  • Fees/Payments (If travel to be reimbursed, expected dollar amount of cost must be included in the total)

  • Alternative payment terms (Payment is made after completion of all work unless alternative payment terms for increments of work are described.

  • Other terms

• Send requisition through approval process.

• At the Manager College Fiscal Services or Director of College Business Service's discretion a PO will be created for the services.

The PO issued is considered a legally binding contract.  Changes in the terms may require additional paperwork.  Contact the Manager of College Fiscal Services for requirements.

Contracts & Agreements initiated by Supplier
 

A supplier may require that EMCC/MCCCD sign their contract/agreement for services prior to them agreeing to rendered services.  If the contract/agreement . Follow these steps when processing this contract....

• Acquire two written bids if value is $2500.00 or above.

• Obtain contract and certificate of insurance from Supplier. 

• Create a CFS requisition, put the requisition number on the contract.

• Send the original Contract for Professional Services, certificate of insurance and written bids to the Fiscal Office.

• The contract, certificate on insurance and bids are sent to District Legal for signature.

• District Legal signs the contract and gives District Purchasing the OK to create a PO. 

• The PO and copy of signed contract are sent to the Supplier.

• Services can now be rendered.