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 Name” field. 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: privacy.maricopa.edu (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.
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:
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.
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 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.
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