CONTRACT INTAKE FORMS

BELOW ARE THE VARIOUS TYPES OF CONTRACTING METHODS AVAILABLE TO SCHOOL SITES AND ADMINISTRATIVE DEPARTMENTS.

Intake Form Due Dates for Board Meetings

NOTE:  Before you complete an Intake Form, contact your Contract Specialist or Buyer for guidance as to which Intake Form is more appropriate for the services you require.  This will help eliminate redundancy in completing unnecessary Intake Forms.

1. INDEPENDENT CONTRACTOR AGREEMENTS (ICAs) and VENDOR AGREEMENTS (VA) - ASB FUNDS ONLY (Not to Exceed $10,000.00 in value): 

       NOTE: DO NOT USE ICA Intake Forms FOR VENUE AGREEMENTS (utilize the GSA Intake Form)

        INDEPENDENT CONTRACTOR AGREEMENT (ICA) PROCESS (Requires H. R. Questionnaire):

  • Do this First: For all services provided by an "Independent Contractor" (they cannot have a Professional License issued by the State of California, they cannot be a Corporation, LLC, 501c3 Nonprofit, Government of Educational Institution) please contact Human Resources FIRST by completing  this questionnaire. The Human Resources Department (H.R.) conducts a review to identify "Independent Contractors" by following Assembly Bill 5 guidance to ensure that those who provide services and support to our employees, students, and families are indeed "Independent Contractors".  H.R. requires the following questionnaire to be completed. The completed form will provide needed information that will help expedite the review and processing time. If you have any questions about the form, please email H.R. at [email protected] before you complete the ICA forms listed below.

  • STOP....Did you submit the Questionnaire to H.R.?

  • After you receive H.R.'s Approval, complete the ICA Form and attach all 3 documents (W-9, Contractor's Insurance Certificate, and H.R.'s Approval email) to your ICA Intake Form Lil Smith, Contracts Administration Supervisor, will process the request for the next available board meeting.

  • School Sites and Administrative Departments must know that the District's Risk Management procedures and policies require a copy of the Independent Contractor's Insurance Certificate before you can begin a contract.

  • Need more information on this process? Contact Lil Smith at [email protected]. 

     VENDOR AGREEMENT (VA) PROCESS (Does Not require H.R. Questionnaire):

  • Complete the Vendor Agreement Form if the vendor is a Corporation, LLC, 501c3 Nonprofit, Government, or an Educational Institution, once signed by all parties complete the ICA Intake Form and attach the completed Vendor Agreement Document, W-9, and Contractor's Insurance Certificate.

  •  School Sites and Administrative Departments must know that the District's Risk Management procedures and policies require a copy of the Independent Contractor's Insurance Certificate before you can begin a contract.

  • Need more information on this process? Contact Lil Smith, Contracts Administration Supervisor at [email protected].

NOTE:  For either Agreement if the intake is incomplete the Contract Specialist will send one (1) email requesting the documents.  Departments/School Sites will have five (5) business days to provide missing information.  If the missing information is not provided within this timeframe the intake will be canceled and the Department/School Site will have to resubmit when they have the appropriate documents.

2.  GENERAL SERVICE AGREEMENTS, VENUE AGREEMENTS, PUBLIC AGENCY AGREEMENTS, AND PRIVATE SCHOOL AGREEMENTS (NOT-TO-EXCEED $109,300.00):

NOTE:  Venue Agreements and Vendors that are Corporations, LLCs, 501c3 Nonprofits, Government, and/or Educational Institutions DO NOT require you to complete the H. R. Questionnaire.

  • GSA Intake Form Use this Intake Form for Non-Students Instructional Services (No Professional License issued by the State of California required) such as Dance, Music, Pottery, Gardening, Acting, Venue Agreements, ASB Venues including Proms, Graduations...etc. Please contact Human Resources FIRST by completing this Questionnaire.
  • STOP....did you submit the Questionnaire to H.R. first? (Not required for Corporations, LLCs, 501c3 Nonprofits, Government and/or Educational Institutions)

  • School Sites and Administrative Departments must follow Risk Management procedures and policies to including requesting a copy of the Insurance Certificate from the vendor or service provider you are contracting with.

  • All funding types can be utilized under a GSA (including ASB Funds for expenses over $10,001.00).

  • Cannot exceed $109,300 in expenses for the calendar year.

  • Scope of Work (SOW) must be submitted in Word format (Arial Narrow 11 Font, and single-spaced). Here is the link to a sample SOW: Sample SOW

3.  PROFESSIONAL SERVICE AGREEMENTS AND SOFTWARE LICENSE AGREEMENTS:

  • Intake Form

  • All funding types can be utilized (no dollar limit).

  • Professional Services (Requires a License issued by the State of California, i.e. Student Instructional Consultants, Teachers, Attorneys, Doctors, Nurses, Psychologists, Clinicians, Real Estate Agents, Insurance Brokers, Architects, Engineers, CPAs, Financial Advisors, etc...)

  • Scope of Work (SOW) must be submitted in Word format (Arial Narrow 11 Font, and single-spaced). Here is the link to a sample SOW: Sample SOW

  • School Sites and Administrative Departments must follow Risk Management procedures and policies including requesting the Insurance Certificate from the vendor or service provider you are contracting with.

  • Intake Forms without a Scope of Work and IRS Form W9 will be rejected.  Both documents must be submitted with the initial Intake Form.

4.  STIPENDS & FEE REIMBURSEMENTS: 

5.  NO COST PARTNERSHIP AGREEMENTS: 

  • The organization providing services has an Agreement they want the District to sign.

  • There is no cost to the District to participate.

  • The District is not obligated to provide data or information to the organization.

6.  INVITATION TO BID & REQUEST FOR PROPOSALS: 

  • These Intake Forms are utilized when open and public competition is required to obtain a good exceeding $109,300 in value in a single fiscal year or when seeking competitive solicitations for Professional Services or software programs or licenses exceeding $109,300.00 in value.

7.  MAINTENANCE & OPERATION AGREEMENTS: 

  • Routine Maintenance for Physical Plant Operations, grounds, landscaping, and custodial

  • Less than $109,300 for the term of the Agreement

  • Additional Information