Mesa Community College Administrative Services has partnered with the Office of General Counsel and District Business Services to simplify and streamline the review and approval of contracts, agreements, licenses, end-user agreements and all documents requiring signatures or agreeing to terms and conditions. The goal of this new process is for an expedited process for signing contracts/agreements, and an increased interest in using pre-approved MCCCD templates over vendor-provided contracts. It also means the college has dedicated points of contact to help with the contracting process. Requisitions will be submitted via FMS, but instead of requesting a legal review through FMS, the divisions will, with Fiscal Services, have the agreement/contract reviewed and approved.
All contracts, agreements, terms and conditions, license agreements, online terms and conditions, end-user agreements or MCCCD legal templates will be reviewed and processed by MCC Fiscal Services. MCC Fiscal Services will serve as the liaison between the college and the District Office of General Counsel. If your contract/agreement is related to software or online license agreements, please work with CTS first and CTS will coordinate with Fiscal. Please do not send any contract/agreements directly to the District Office of General Counsel, the MCC President or MCC Vice President of Administrative Services.
- NEW Online Training for Certificates of Insurance
- Log in to the Employee Learn Center:
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Privacy & Security Review of Contracts: Requester Due Diligence Questionnaire
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 FMS system? If not, please have them complete a W9and complete their profile in the vendor portal system.
- Has an FMS requisition been created?
- The requisition must include Contract Number, RFP Number (if applicable), Description of Services, and Payment Schedule.
- Has the FMS 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.
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|
|2||Legal Services, Contracts for Professional Services section|
|2||Legal Services, Instructions for Completing a Contract for Professional Services|
|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)|
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 a 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.
PLEASE DO NOT SIGN THE CONTRACT ON BEHALF OF MESA COMMUNITY COLLEGE OR MCCCD.