CONTRACT INTAKE FORMS

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.

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

1.  GENERAL SERVICE AGREEMENTS, VENUE AGREEMENTS, PUBLIC AGENCY AGREEMENTS, AND PRIVATE SCHOOL AGREEMENTS (NOT-TO-EXCEED $114,500.00):

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 $114,500.00 in expenses for the calendar year.

  • Scope of Work (SOW) must be submitted in Word format (Arial Narrow 11 Font, and single-spaced).

2.  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.

3.  STIPENDS & FEE REIMBURSEMENTS: 

4.  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.

5.  INVITATION TO BID & REQUEST FOR PROPOSALS: 

  • These Intake Forms are utilized when open and public competition is required to obtain a good exceeding $114,500.00 in value in a single fiscal year or when seeking competitive solicitations for Professional Services or software programs or licenses exceeding $114,500.00 in value.

6.  MAINTENANCE & OPERATION AGREEMENTS: 

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

  • Less than $114,500.00 for the term of the Agreement

  • Additional Information