Contract Process for Personal, Professional, Social, Consulting Services and Subscriptions

Contracts that include technical or unique functions performed by companies, independent contractors, or consultants whose occupation is the rendering of such services constitutes professional, personal, consulting, and social services (PPCS).

Please be advised that the following are the new guidelines for processing the University’s Professional, Personal, Consulting and Social services contracts ("PPCS Contracts") that complies with Louisiana laws, rules and regulations (R.S. 39:1551-1755 and Louisiana Procurement Code Title 34, Part V and Act 87 of 2015).

Effective immediately: Below you will find the general procedures for all professional, personal, consulting, and social service contracts:

  1. The Department negotiates the contract terms (payment terms, scope, etc.) with proposed contractor.
  2. Forward all vendor/contractor issued agreements to University Compliance universitycompliance@gram.edu and Purchasing Office walkere@gram.edu prior to completing DocuSign documents (Do not proceed to DocuSign documents until you have received the approved contract/agreement from University Compliance and/or Purchasing Office).
  3. Contract Administrator(s) (person completing the contract process) will obtain Authorized University Signatures for the execution of the contract/agreement.
  4. Create requisition in Banner
  5. Complete Contract Monitoring / Approval (attach signed vendor/contractor agreement)
  6. Complete Certification letter (if contract is 75,000 or more)
  7. Complete DOA BA-22 Form (if contract is 75,000 or more)
  8. Complete GSU Contract Form Option (attach signed vendor/contractor agreement)
    • General Contract
    • Title III Contract
    • Grant Contract
  9. Evaluation of All Contracted Services Rendered (Completed) or End of Contract term

Purchasing should receive the complete contract package for review in advance of the contract commencement date according to the estimated time frames indicated below. Evaluation times may vary due to complexity and level of effort.

Contract Amount Evaluation Time Requirements
  • Up to $2k
  • $2k -  $20k
  • $20k - $74,999
  • Over $75,000
 10 days
14 days
60 days
90 days

 

Contracts (Zero to $74,999.99)- Routing Forms

  1. Forward all vendor/contractor issued agreements to University Compliance and Purchasing prior to completing DocuSign documents (Do not proceed to DocuSign documents until Compliance and/or purchasing has approved vendor/contractor agreement.)
  2. Create requisition in Banner
  3. Complete Contract Monitoring / Approval Form
  4. Complete GSU Contract Form (if applicable)

 

Contracts ($75,000 or more) - Routing Forms

  1. Forward all vendor/contractor issued agreements to University Compliance and Purchasing prior to completing DocuSign documents (Do not proceed to DocuSign documents until Compliance and/or Purchasing has approved vendor/contractor agreement.)
  2. Create requisition in Banner
  3. Complete Contract Monitoring / Approval Form
    1. Attach all supporting documents to contract monitoring /approval form)
  4. Complete DOA BA-22 Form
  5. Complete Certification letter
  6. Complete GSU Contract (attach signed vendor/contractor agreement)

Note: If the agreement/contract is $75,000 or more, Purchasing must submit all documents to the Office of State Procurement for approval.

 

Subscriptions (no more than three years)

  1. Forward all vendor terms and conditions to University Compliance and Purchasing prior to completing DocuSign documents. (Do not proceed to DocuSign documents until Compliance and/or purchasing has approved vendor/contractor terms and conditions.)
  2. Create requisition in Banner
  3. Complete Contract Monitoring / Approval Form
    1. Attach all supporting documents to contract monitoring /approval form)

 

Educational Affiliations, Business Association, Memorandum of Understanding (MOU) Zero dollar Contracts etc... - Routing Forms

  1. Contract Checklist (Refer to Checklist)
    1. Terms and conditions
  2. Forward all vendor/contractor issued agreements to University Compliance and Purchasing prior to completing DocuSign documents (Do not proceed to DocuSign documents until Compliance and/or purchasing has approved vendor/contractor agreement.)
  3. Complete Contract Monitoring / Approval Form
    1. Attach all supporting documents to contract monitoring /approval form)
  4. Complete GSU Contract - (if applicable) (attach approved vendor/contractor agreement)

 

Forms And Resources

Policies and Procedures

Supporting Documents

  • Board Resolution Template (site) (Only needed if the contractor is a corporation, either profit or non-profit)
  • Certificate of Authority (.pdf) (Only needed if the contractor is an out-of-state corporation wishing to do business in Louisiana, and will be in the state for 30 days or more)
  • Certification Letter Template (.doc) (Only needed if contract is > $5k)
  • FERPA Privacy Clause (.doc) (Only needed if confidential student data is hosted or accessed by a vendor, the contract with the vendor must acknowledge and address FERPA protections and obligations)
  • Late Contract Justification Letter Template (.doc)  (Only needed if contract submission is 60 days past award)
  • Multi-year Justification Letter Template (.doc) (Only needed if contract exceeds 12 months)
  • Resume (Required for all Consultants)
  • Sole Source / Proprietary Purchase (.pdf)
  • Travel Reimbursements (site) (Must always be in accordance with PPM 49 State Travel regulations if travel is to be reimbursed as part of the contract. AND Travel Reimbursement language must be inserted into the contract)
  • Vendor Profile (required for all contracts that go to Office of State Procurement (OSP), meaning all contracts $50,000 and greater)
  • Verification for Potential Employment (.pdf) (Only needed if the contract is with an individual instead of a business)
  • W-9 (.pdf) (Only needed if the contract is with a new vendor, or if vendor's W-9 information has changed)

Contract Service Types