8361 R&P

SERVICE CONTRACT ADMINISTRATION

8361 R&P

 8361.1 

Procedures for all Non-Construction Service Contracts - Approval, Routing, and Reporting

1.

Service contracts as used herein, shall include any agreement or purchase order used to obtain any service. Service contracts, as used herein, shall also include any leases, lease-purchase agreements, or installment purchase agreements. Service contracts shall not be used to circumvent hiring an individual as an employee.

2.

All requirements of Board Policy 8361 shall be followed.

3.

The administrator and supervisor shall certify that they have reviewed the service contract, and that the terms and conditions are correct and clearly stated.

4.

Prior to final approval, the associate superintendent for administrative services may require that the school board attorney review the service contract or change order.  

5.

Service contracts and change orders shall be approved, routed, and reported as follows:

$2,500 or less: The service contract or change order shall be attached to the direct payment or purchase order request for certification of funds. The school principal and treasurer shall certify any payment from individual school checking accounts.

More than $2,500, but less than $50,000: The service contract or change order and vendor copy of purchase order shall be routed using form 1950 (attached). When completed, the routing form and purchase order shall become a permanent part of the service contract. The vendor copy of the purchase order shall be delivered to the contractor by the originator only when accompanied by properly executed contract or change order.

$50,000 or more, but less than $100,000: The service contract or change order and vendor copy of purchase order shall be routed using form 1950 (attached). When completed, the routing form and purchase order shall become a permanent part of the service contract, all of which shall be reported to the Board of Education monthly.  The vendor copy of the purchase order shall be delivered to the contractor by the originator only when accompanied by properly executed contract or change order.

$100,000 or more: A service contract or change order using a Wake County Public School System form contract approved for expenditures of $100,000 or more requires funds certification by the finance officer, prior to approval by the Board of Education. Service contracts and change orders of $100,000 or more not using a Wake County Public School System form contract shall be routed, using form 1950, and shall be approved by the Board of Education.  In either case, the vendor copy of the purchase order shall be delivered to the contractor by the originator only when accompanied by the properly executed contract or change order. 

6.

After final approval, all routed and Board approved service contracts, change orders and associated documents shall be returned to the originating department.  A fully-executed original, including a copy of Form 1950 if required, shall be forwarded to the finance officer for filing.

7.

The responsible administrator shall ensure that the contractor is familiar with the following board policies prior to commencing work: 2302, 2305, 2306, 2307, 2308, 2321 and 3012.

8.

Signature Authority

A.

Any service contract or change order in an amount less than ten thousand dollars ($10,000) may be executed by the budget manager.

B.

Any service contract or change order in an amount less than one hundred thousand dollars ($100,000) may be executed by the superintendent, appropriate associate or assistant superintendent, chief technology officer, or cabinet level designee.

8361.2         

Procedures for Construction, Repair and Associated Contracts – Approval, Routing and Reporting

1.

Construction, repair, and associated contracts are used to obtain construction and repair services, materials, and equipment.

2.

Construction and repair projects, contracts and change orders shall not be divided to evade the provisions of this policy or North Carolina General Statutes.

3.

All bidding and purchasing activities shall be performed in accordance with State laws and in a manner that best represents the board’s interests.  In the event of conflict between governing laws and these regulations and procedures, applicable laws shall take precedence.

4.

Form of Contract

A.

The form of the contract for construction shall be the latest board-approved form contract.

B.

The form of the construction contract will be reviewed annually for any changes that need to be made in accordance with the law and presented to the board for approval.

5.

Approval, routing, and reporting of construction contracts and change orders shall be in accordance with R&P sections 8361.1.2, 8361.1.3, 8361.1.4, 8361.1.5, 8361.1.6, 8361.1.7 and 8361.1.8, with the exception that form 1951 (attached) shall be substituted for form 1950.

8361.3 

Reporting All Contracts

1.

The superintendent’s designee, the chief technology officer and each associate superintendent shall provide a list of all contracts and change orders, reportable to the board under Policy 8361, to the finance officer immediately following each month.

2.

The finance officer shall provide a monthly aggregate information report of these contracts to the Board.

Issued:  April 1, 2000

Revised: August 14, 2002