Like commodity purchases, purchases for services are guided by purchasing thresholds outlined by the Division of Purchase & Contract. Purchasing thresholds determine the purchasing procedures that must be used when soliciting competition and obtaining offers from vendors. Requests for Professional Service Agreements and Contracted Services will be evaluated by CCC’s Purchasing department and processed in accordance with the State Purchasing Policy.
Professional Service Agreements (PSAs)
All PSAs and Contracted Service Agreements must be processed through the Purchasing Department. The PSA form is to be submitted for both professional service and contracted service agreements. All PSAs and Contracted Service Agreements must be approved by Division Dean, VP, and VP of Finance & Administrative Services. All agreements must be forwarded to the Purchasing Department with all information attached including budget code and approval signature(s), and a purchase order will be issued.
Contracted Services
Generally, terms of service contracts should not exceed a one-year term. However, an exception to this rule occurs where a vendor must make a significant investment in equipment to perform the service. In these cases, a contract term with an initial one-year term, with renewals up to three years may be considered.
Maintenance Contracts
Maintenance contracts are usually the most economical method of maintaining equipment, and the original manufacturer or their service agency best maintains specialized critical equipment. It is advisable to consider having this type of coverage. Parts and supplies are not generally covered by maintenance contracts. However, the cost of labor, travel and service calls can usually justify this type of contract.
Each department is responsible for reviewing and establishing maintenance contracts for items in their department, and a maintenance contract is initiated by submitting a requisition and an unsigned copy of the maintenance contract to the Purchasing Department. Typically, a blanket PO is prepared annually for services supported by a contract. For approved contracts, a copy of the signed contract and purchase order will be forwarded to the vendor providing the maintenance.
Contract Approval and Renewals
All contracts must be reviewed and signed by either the College President or the Vice President of Finance & Administrative Services.
Subsequent contract extensions and optional renewals may be approved by the responsible department. Once approved, they must be forwarded to the Purchasing Department for requisition processing and final approval by the College President or the Vice President of Finance & Administrative Services.