PROFESSIONAL SERVICE AGREEMENT PROCESS DRAFT 6/29/09

This document describes the process to use with Advantage Financial 3 for Professional Service Agreements.

DEFINITIONS:

  1. The Service Contract (SC) is an “Award Document” process within Advantage for procuring professional services through anagreement that can extend more than one fiscal year. This document acts like a Purchase Order in nature and does encumber funds.

This document does not roll or lapse at the end of the fiscal year. The document will remain open until the total encumbrance is expended or until it is closed by the Office of the Auditor/Controller.

  1. The Blanket Service Contract (BSC) is an Award Document process within Advantage for procuring professional services through an agreement that will cover the current fiscal year. This document acts like a Purchase Order in nature and does encumber funds.

This document will lapse at the end of the fiscal year.

  1. Professional Services Agreement(PSA) is the written Agreement that specifies the terms and conditions under which the vendor has agreed to provide service.

How to Process a Professional Services Agreement

Department determines if Vendoris registered using the Vendor Customer Table (VCUST) in Advantage.

If vendor is not registered:

  1. Department requests that Vendor self-register using Vendor Self Service (VSS) online.
  2. If the Vendor has no Internet access, the department refers the Vendor to Central Procurement for registration assistance.
  3. Department completes the written Professional Services Agreement.
  4. If exceptions are made to the language of the Agreement,CountyCounsel approval isrequired before vendor signs the PSA.
  5. Department sends to the Vendor:
  6. A minimum of two (2) Professional Services Agreements for signature
  7. Cover letter using established template
  8. Insurance information sheet and samples.
  1. Upon receipt of the required documents, department will:
  2. Forward the hard copy of the Certificate of Insurance, Additional Insured Endorsements and W-9 to Central Procurement.
  3. Complete the Professional Services Agreement signature process
  4. If exceptions are made to the indemnity, and/or insurance language of the Agreement, a written justification for the exception and Risk Management approval of the PSA isrequired.

If vendor is registered:

  1. Department completes the written Professional Services Agreement.
  2. If exceptions are made to the language of the PSA,CountyCounsel approval isrequired before Vendor signs the PSA.
  3. Department sends to the Vendor:
  • A minimum of two (2) Professional Services Agreements for signature
  • Cover letter
  1. Upon receipt of the required documents, department will:
  2. Complete the Professional Services Agreement signature process.
  3. If exceptions are made to the indemnity, and/or insurance language of the Agreement, a written justification for the exception and Risk Management approval of the PSA isrequired.

Professional ServicesAgreement Signature Requirements

  1. Department obtains required signatures in accordance with the dollar thresholds of the Professional Services Agreement:
  2. Professional Services Agreement under $100K
  • CountyCounsel – required only if exceptions are made to the language of the Agreement
  • Risk Management- required only if there are exceptions made to indemnity, and/or insurance language
  • Contracts/Purchasing Officer

a)Attach a cover sheet to the PSA that identifies thedepartment and department contact.

b)Central Procurement will submit PSA to Auditor/Controller for review

  • Professional Services Agreement over $100K
  • Auditor/Controller
  • CountyCounsel
  • Risk Management - required only if there are exceptions made to indemnity, and/or insurance language
  • Contracts/Purchasing Officer

a)Attach a cover sheet to the PSA that identifies thedepartment and department contact.

  • If the PSA requires the Board of Supervisors (BOS) approval, the Board Report and Routing form should accompany the PSA through the signature process.
  1. Department completes the Board of Supervisor authorization process if applicable.
  • Department must obtain approval of the BOS for any Professional Services Agreement over $100,000 prior to scanning the Service Contract package into Advantage for processing.
  • PSAs that the BOS has authorized the Contracts/Purchasing Officer to sign must be submitted for signature prior to scanning the Service Contract packet into Advantage.

Submittal of Service Contract to Central Procurement

(Refer to the Professional Services Agreement checklist)

  1. Department scans signed original PSA and supporting documentation into the Service Contract or Blanket ServiceContract within Advantage.
  • Documentation as applicable shall include but is not limited to:
  • Signed Professional Services Agreement
  • Exhibits
  • Board of Supervisors signed Order
  • Sole Source Justification document
  • Business Associate Agreement (HIPAA)
  • Insurance &/or Indemnity exemption justification
  • Guidelines for Determining a Contractor’s Status, including the 25 Questions if applicable
  1. Service Contract package is submitted to Central Procurement using Work Flow in Advantage for review and approval.
  • Service Contract is approved by Central Procurement
  • Accounts Payable in the Auditor-Controller’s Office approves the encumbered funds
  • Service Contract or Blanket Service Contract prints at the department and is distributed by the department to the Vendor.

OR

  • Service Contract is not approved during the Workflow process in Advantage
  • Service Contract is returned to department for correction and re-submittal.

Note: The Professional ServicesAgreement is NOT a final document until Central Procurement receives and approves the signed Professional Services Agreement and all required documents through the Award Document process in Advantage.

6-29-09