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Contracting Process (Contract Intake Form)

Contracting and Procurement can be a confusing topic to navigate. To better help navigate these processes, please review the SDUSD manual to understand the "WHY" of contracting: Contracting & Procurement Manual.

If your school or department wishes to hire a company, consultant, or organization, regardless of the dollar amount, complete an appropriate Intake Form request: INTAKE FORM 

Supplier Information

Board Meeting Due Dates 

Contract Intake Form FAQs

Purchases greater than $10,000 FAQs

Have questions on your specific contract or purchase: Point of Contact

Contract Process

Step 1- Contact your Strategic Sourcing & Contracts (SS&C) point of contact linked above to assist with processing contracts, agreements, and amendments; and purchasing supplies and professional services. The department is knowledgeable with State and Education code. The employees in SS&C will help to answer any questions you may have with this process. The employees are educated and experienced in contract negotiations.

Step 2 - Complete the electronic intake form through the Smartsheet request link identified above. You cannot start and save the electronic request, therefore; ensure you have all the required information before you begin. The form will be submitted to Executive Level Leadership for final approval before landing in Strategic Sourcing and Contracts to begin working the request.

Step 3 - Ensure you have attached a Scope of Work EXAMPLE, W9 form, and approval from HR/Labor if contracting for services similar to those provided by District employees. These are required and by not attaching the proper forms, there could be a delay in processing. 

Step 4 - SS&C will perform the following tasks: Initiate a contract number; start a contract file, review all terms, conditions, and insurance and negotiate cost and assist in revising the scope of work to ensure all tasks are clear and appropriate to the District's goals and objectives. SS&C will submit the contract for Legal, Labor, and Board of Education approval. Implementation can be anywhere from ten (10) to twelve (12) weeks depending on complexity of the agreement and services. Be sure your request is clear and concise to help expedite this process.

Step 5 - After Board of Education approval, the contract will be emailed through DocuSign. Please check your Junk or Spam mail folders for emails from @docusign.net if you do not receive a signed copy.

Frequently Identified Contracting Issues in the SOW
When a contracting issue is identified in the scope of work, it could impact the timing of processing the Agreement. It is best practice to consider these potential issues before submitting the intake form. 

Finance - Audit or budget challenges may exist or there are issues with the timing of receiving money is not aligned with the fiscal year.

Information Technology- The services or goods includes the transmission of student and/or staff data. The goods or services includes the procurement of software that will connect with existing district systems. The goods may exceed the public bidding threshold.

Labor - Union or Labor issues that would require Labor guidance. Potential issues to look for in the scope-of- work could be Contractor/Consultant/Supplier is providing services that a District employee could potentially provide, certificated teaching staff is not present during the delivery of these services, and/or the Contractor/Consultant is paying or providing a stipend to a District employee.

Legal Services – The Contractor/Contractor/Consultant/Supplier is seeking a change to the Indemnification clause. Contractor/Consultant/Supplier’s legal location is not California.

Plant Operations and Facilities- The services include the purchase of goods or products being installed at a site or the services affect instruction on a site. 

Risk Management - Contractor/Consultant/Supplier is seeking a reduction in minimum insurance, exception of liability requirements outlined in the Agreement.