Privacy & Security Review of Contracts: Requester Due Diligence Questionnaire


Update to Privacy & Security Review of Contracts & Questionnaires

Effective immediately, the MCCCD Office of General Counsel has updated/streamlined the contract approval process in relation to the privacy and security review of all contracts.  The Requester Due Diligence Questionnaire is now completed online to ensure that the essential questions are answered.  Once completed, a signed PDF copy of the form needs to be attached to the associated requisition and the "Legal & Privacy Review Required" check-box needs to be checked.  Note: the online form does not get assigned a unique ID # so please add a unique ID # (numbers & letters can be used) before the “External Entity Organization Namefield.  See the FAQ’s document, question #2 on the Privacy/Security website for further information.

Based on the answers to the questionnaire, you may or may not need to have the vendor complete the MCCCD External Entity Due Diligence Questionnaire (this was previously completed by the department on behalf of the vendor).

The questionnaires are located on the Privacy/Security website: (login with MEID & password), right-hand side, in the Security & Privacy Document Library.  Communication about this topic from District is attached below.

When processing contracts it is important to remember that Legal does not need to approve contracts that do not require an acceptance signature.

New Security and Privacy Requester Due Diligence Questionnaires_Willa Morgan_01-28-16.pdf

Contracts for Professional Services

When a Contract for Professional Services form is required (see limits chart below), the instructions for completing the contract can be found on Legal's website.

Listed below is a quick checklist:

  • Has the vendor signed the contract?
  • Is the individual/company set up as a supplier in the CFS system?  If not, please have them complete a W9.
  • Has a CFS requisition been created?
    • Requisition must include: Contract Number, RFP Number (if applicable), Description of Services, and Payment Schedule.
  • Has the CFS requisition number and department information been entered on the last page of the contract?

Note: Contracts with original signatures are required.  Copies are not accepted.  The approved Contract for Professional Services is not an authorization for payment.  Invoices are required from the vendor upon completion of services for payment.

Effective FY2014/15, the Contracts for Professional Services Limits have increased.  The new limits are shown in the FY2014/15 Contracts for Professional Services Limits chart.

FY15 Contracts for Professional Services

As per the footnotes in the chart, below is the additional documents that are referenced:

Footnote # Referenced Document Name Format
1 Purchasing Procedures Manual, Section 309.3: Contracts for Professional Services PDF
2 Legal Services, Contracts for Professional Services section PDF
2 Legal Services, Instructions for Completing a Contract for Professional Services PDF
2 Legal Services, Contract for Professional Services form Word
2 Legal Services, Contract for Professional Services amendment form Word
3 Purchasing Procedures Manual, Section 303: Competitive Sealed Proposals (RFP Process) PDF

Other Contracts:

  • If there are terms and conditions associated with any service that requires an acceptance signature, regardless of the amount, it needs to go through Legal for approval.

  • A requisition should be created by the requesting department to correspond with the contract, including description of services, dates of service and contracted cost.

  • Upon approval of the contract by Legal, a PO is established by District Purchasing and mailed to the supplier.