To initiate the contract review process, Purchasing must receive an approved Requisition, draft contract and all supporting documents for review in accordance with the time frames below. (Please note: during fiscal year end, and at the beginning of each semester these time frames will be extended so please plan accordingly)
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Please note: Purchasing is unable to begin reviewing or editing any agreement until an approved Requisition has been received.ÌýÌý
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*For any purchase or contract requiring a Request for Proposal (RFP)– add 12-18 months Ìýto the above turnaround times. This includes but is not limited to:
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<$2k Contract Form Template (.pdf)(Only to be used for services with TOTAL billing less than $2000)
Sample Generic Contract (.doc) [NEW 23Mar23]Ìý
Sample Contract Amendment (.pdf) [NEW 13May21]
Cooperative Endeavor Agreement Template (.doc)
Legal Services Contract Template (.doc)
Sample Information Technology/Data Processing Contract (.doc)
Sample Software License Agreement (.doc)
Sample Software Maintenance Agreement (.doc)
Sample Software License and Maintenance Agreement (.doc)
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Additional Clauses for Contracts (site)
CyberSecurity Language(.doc)Ìý(Only needed if contractors will have access to ÍøÆØÃÅ’s information technology assets) [NEW 22Feb21]
FERPA Privacy ClauseÌý(.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)
ORM Insurance and Indemnification Language (.pdf) (Please review and insert applicable language into agreement)
Travel ReimbursementsÌý(site) (Must always be in accordance withÌýPPM 49ÌýState Travel regulations if travel is to be reimbursed as part of the contract.ÌýANDÌýTravel Reimbursement language must be inserted into the contract)
DOA Checklist for Contract Review (site)
OSP Professional Contracts - Forms and Formats (site)
PPCS Definitions (.pdf)
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Sample Statement of Work + Monitoring Plan for Services (.doc) (Required for all PPCS contracts >$2k)
Board Resolution Template (site) (Only needed if the contractor is a corporation, either profit or non-profit).Ìý The Board Resolution must be dated within the past 2 years.
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)
Indemnification Agreement (.doc) (for Contractor signature, when applicable)
Late Contract Justification Letter Template (.doc)Ìý (Only needed if contract submission is 60 days past award)
Multi-year Justification Letter Template (.doc) (Only needed if contract exceeds 12 months)
PerformanceÌýEvaluationÌýLetter Form (.doc) (Required for final payment on contracts over $2k, once services are completed.)Ìý *Also when submitting PPCS contracts greater than $50k, Purchasing must be provided with a copy of the performance evaluation related to the prior agreement with that vendor.
Resume (Required for all Consultants)
Sole Source / Proprietary Purchase (.pdf)
Vendor Profile (required for all contracts that go to Office of State Procurement (OSP), meaning all contracts $50,000 and greater).Ìý The vendor profile must have a last review date within the past 12 months.
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)
Worker's Compensation Indemnity (.doc) (for Contractor signature, when applicable)