Contract Review Procedures

Contract Review Procedures

CONTRACT GUIDELINES

These guidelines apply to all contracts pertaining to Simpson County Schools (“SCS), regardless of the source of funds to be expended.

  1. No person shall make an oral contract obligating SCS.
  1. The Superintendent is the only person with authority to sign a contract for SCS.
  1. No work can be initiated prior to the contract being signed by all parties.
  1. Contracts should include (if applicable):

Names and addresses of all parties to the contract

A detailed description of the goods or services to be provided

Where the contract will be performed

Beginning and ending dates of the contract

Grounds for termination of the contract

Amount of payment, when payment is due, and any conditions governing payment

Payment source (who will pay the outside party)

Specific designation of the person(s) responsible for administering the contract, approving any goods or services provided, and supervising any persons providing services directly to students

Any provisions, such as who will provide supplies or equipment, necessary to clearly explain each party’s obligations under the contract

  1. If any party contracting with SCS will work directly with students, a certificate of insurance must be attached to the contract. The certificate shall name Simpson County Schools as an additional insured, confirm that the party working directly with students has liability insurance with minimum limits of $1,000,000 per occurrence, and provide that coverage shall not be cancelled or decreased without thirty days advance written notice to SCS. The last provision can be in the form of a letter from the insurer.
  1. The person initiating a contract with an outside party must have the outside party complete a Form W-9 (obtain from School Secretary or from the Central Office) prior to being paid.
  1. Upon execution by the outside party, all proposed contracts must be attached to a Contract Review Form, signed by the Principal, if applicable, and sent to the administrator responsible for the subject matter of the proposed contract.
  1. Upon approval and execution, the person listed in Step #7 will forward the approved Contract Review Form and the proposed contract to the Director of Finance.
  1. Upon approval and execution, the Director of Finance will forward the proposed contract and all other information to the Superintendent.
  1. Upon approval and execution, the Superintendent will forward the contract and other information to the Business Affairs Director.
  1. The Business Affairs Director will keep a copy of the contract, if necessary, and return the contract to the person specified on the Contract Review Form.
  1. The person initiating the contract shall prepare a standard invoice to obtain payment pursuant to the terms of the contract. Refer to Step #6 regarding Form W-9.
  1. The form of a contract proposed by outside parties is acceptable if it complies with the provisions of these guidelines and does not include other unacceptable provisions.
  1. If the outside party does not have an existing contract drawn up, the initiating person will either provide an appropriate form or assist in drafting an appropriate document.

Contract Review Form

Simpson County Schools

This form must be attached to all contracts submitted to the Superintendent for approval. Once approved, the contract should be returned to ______.

Funding Source______

Code ______

Comments

______

DatePrincipal/Other Initiating Person

______

DateDirector/Assistant Supt.

______

DateDirector of Finance

Mr. Flynn, please sign the contract and return to the Business Affairs Director for filing and distribution as directed above.

Contracts on the following pages are samples only. They may be used as examples when preparing a contract, but they are not appropriate for all circumstances, so use them with that in mind.

The $1 million liability insurance requirement may be waived by stating in the contract that a certified employee of Simpson County Schools will be present at all times. However, in some instances, such as when students are participating in potentially dangerous activities, this provision will not be waived and the contract will not be approved without evidence of this level of liability coverage.

All contracts pertaining to school activities must have the approval of the school principal prior to sending the contract to the Central Office for review. The principal will then send the contract to the director or assistant superintendent in the Central Office, based on the program area involved (curriculum, operations, athletics, etc.).

In all situations, the person originating the contract must make certain the contract has been signed before the activity begins.
(sample contract that can be used when working with students)

CONTRACT

between

Simpson County Schools

and

______

This Contract, made and entered into this ______day of ______, 20____, by and between SimpsonCountySchools (“first party”) and ______(“second party”).

Whereas, the first party desires arts services for students at ABCElementary Schoolbetween September 1, 200x and March 1, 200x, and

Whereas, the second party is qualified to provide arts services,

Therefore, the parties agree as follows:

  1. The first party agrees to provide:
  2. Program of Studies and Kentucky’s Core Content to guide all art instruction for students,
  3. Facilities in which the second party will conduct arts services,
  4. Classroom teacher in the art classroom to supervise the second party at all times of direct student contact, as well as to learn techniques of art to use in the classroom,
  5. Oversight of the second party’s work by the Principal of ABC Elementary School,
  6. Art supplies for students, which will be purchased from each teacher’s school account,
  7. Compensation (after March 1, 200x) of $100 per 6-hour day (or prorated if less than a full 6 hours).
  1. The second party agrees to provide:
  2. Art lessons, following the Program of Studies and Kentucky’s Core Content, for each student (K-5) attending ABCElementary School,
  3. Art services for thirty-two (32) days between September 1, 200x and March 1, 200x,
  4. Guidance in art education to teachers during the lessons,
  5. Evidence of liability insurance, in force for the duration of this contract, with limits of no less than $1,000,000,
  6. Taxpayer Identification Number on IRS Form W-9 prior to payment for services.
  7. The first party and second party mutually agree that:
  8. A period of thirty (30) days will be necessary for either party to cancel this contract,
  9. They will refrain from discrimination against any student or employee on the basis of race, creed, color, religion, age, disability, or national origin,
  10. There will be an evaluation of the effectiveness of the art program within two (2) weeks of the completion of the arts services. The evaluation shall be completed by the second party and by the Principal, teachers, and students of ABCElementary School.

______

SuperintendentDate

______

(second party)Date

(sample contract that can be used when not working with students)

CONTRACT

between

Simpson County Schools

and

______

This Contract, made and entered into this ______day of ______, 20____, by and between SimpsonCountySchools (“first party”) and ______(“second party”).

Whereas, the first party desires Spanish translation of specific district documents between September 1, 200x and June 30, 200x, and

Whereas, the second party is qualified to provide Spanish translation services,

Therefore, the parties agree as follows:

  1. The first party agrees to provide:
  2. Documents for translation to the second party,
  3. A reasonable timeframe for completion of the translation of documents,
  4. Guidance on the format of the translated documents,
  5. Compensation of $15 per hour (after project is completed) for a maximum number of hours per project to be agreed upon in advance.
  1. The second party agrees to provide:
  2. Written Spanish translation of documents provided by the Community Relations Coordinator or Director of Student Programs and Services,
  3. Translated documents on a diskette (provided by second party) or via e-mail transmission as directed by the Community Relations Coordinator or Director of Student Programs and Services,
  4. Taxpayer Identification Number on IRS Form W-9 prior to payment for services.

______

SuperintendentDate

______

(second party)Date

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