Currently, pre-approved District contract agreement templates are the following two:
Independent Contractor Agreement- FORM 10200 Fillable
Independent Contractor Consulting Agreement - FORM 10100 Fillable
Examples of When to Use
Independent Contractors IC Agreement (FORM 10200)
demonstrations, Disc Jockeys, Inflatable action activities, Services Agreements,
Carpentry, Drywall, Electrical work, Painting, Plumbing, Roofing, Welding and Small remodel projects.
Examples of When to Use
Consulting Agreement (FORM 10100)
tellers, Event planners, lecturers, performer, assemblies, Philharmonic, after school
enrichment, staff development seminar and various other specialized consulting
The District no longer uses the short-form agreements for any engagement.
site personnel should not sign contracts or agreements. Contracts and
agreements may only be signed by designated directors and Assistant Superintendents.
templates can be used for most engagements except for the following:
Purchasing products, supplies or equipment: Contact Purchasing Department at (805) 498-4557 x162 instead.
Construction or building projects: Please contact the Director, Planning & Construction at 805-498-4557 ext. 153 for all construction and building projects no matter the amount.
For vendors that are asking for facility use. Please direct them to the District’s Facility Use Permits webpage, or Civic Center Coordinator at (805) 497-9511 extension 272. The general rule of thumb: If someone pays the district to use facilities, a Facilities Use permit is needed. When the district pays someone else to do something for the District, school, or school organization, then either IC or Consulting Agreement are used.
unaltered pre-approved templates can be used.
Any proposed changes to the template and its provisions must be approved
by the Risk Manager.
may attach a vendor's proposal or quote, but do not sign their
agreement/contract unless previously authorized by Risk Management and
designated directors and Assistant Superintendents.
requirements for different engagements and services can be adjusted in
accordance to the risk and approved by Risk Manager only. For insurance requirement details, view District’s most recent INSURANCE
GUIDELINES AND INSURANCE REQUIREMENTS MATRIX:
CVUSD INSURANCE GUIDELINES - January 2018.pdf
The initiator of the service or engagement is
responsible for obtaining:
or Consulting agreement/contract signed by the vendor (use our template only)
must include Exhibit A: Costs/Pricing and Payment Terms
must include Exhibit B: Statement of Work or Scope of Services
of Insurance as required in Agreement (for exceptions or alternation of level
or type of insurance, contact Risk Manager.)
Email service agreement, proof of insurance, and all other documents from vendor to the Risk Manager for review. Risk Manager may respond with further requests, or say everything is in order.
If all is in order the service agreement/contract
may be signed by the site administrator and forwarded to director for final
approval and signature by the Director of that department.
Once approved, a purchase requisition is entered
into Escape (if applicable) with scanned copies of the contract, and any other
paperwork from the vendor, i.e. fee schedule, scope of services, etc.
and approval process for Contractors
After all approvals, the originator will create a purchase order in ESCAPE and include scanned copies of all supporting documentation.
Service may begin.
Purchasing will generate the report for BOE approval.
Contracts/agreements considered high risk or with total contract value of $5,000 or
All consultant contracts and agreements $5,000 or greater require PRIOR BOE approval.
the following process:
For generic type services seek three proposals. (Unique/instructional related services are exempt).
Obtain the vendor contract, requisite insurance and supporting documents.
IC or Consulting agreement/contract signed by the vendor (use our templates only)
Agreement must include Exhibit A: Costs/Pricing and Payment Terms
Agreement must include Exhibit B: Statement of Work or Scope of Services
Proof of Insurance as required in Agreement (for exceptions or alternation of level or type of insurance, contact Risk Manager.)
DO NOT SIGN THE CONTRACT.
Utilize the following routing and approval process for the hard copy contract:
After all approvals, the originator will create a purchase order in ESCAPE and include scanned copies of the contract and all supporting documentation.
Service may begin.
You, the originator, are responsible for obtaining all documents and
signatures required for contract
Contracts should be signed by the vendor prior to placement
on Board of Education agenda.
Contracts can be signed only by authorized CVUSD staff.
Services may NOT begin until approved by the Board of
Education, please plan accordingly.