CONSULTANT AGREEMENT GUIDELINES. Updated for FY15
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1 CONSULTANT AGREEMENT GUIDELINES Updated for FY15
2 Frequently Asked Questions Who is a consultant? A consultant is a person who performs a service for the District. What is a consultant service? It is a service provided by a professional. Examples are artistic services; speakers, trainers, and educators. When is form 1420 used? Any time a consultant performs an educational or professional service at your school. When is the form not used? The form is not used for supplies, catering for food, prom or rental agreements.
3 FAQ s continued Can District employees be consultants? - Employees with District wide responsibilities cannot consult for the District. - Teachers, Assistant Principals and Principals assigned to one specific school can consult at any school other than the school that they earn their paycheck from during nonworking hours. Example: Mr. Jones is a teacher at Boca High and has a side business as a DJ. Mr. Jones can DJ after regular work hours at any school except Boca High. Mr. Jones cannot take a sick or vacation day to consult at a school. (See District Code of Ethics Policy for additional information). - Substitutes, departmental employees and employees that work at numerous schools cannot consult for the District.
4 More FAQ s What about Vendor Badges from School Police? - It has never been a requirement of Purchasing to keep a copy of a vendor badge on file for each consultant agreement. - School Police has stated that if a consultant is in plain view of a District employee at all times, including restroom visits, they do not need a badge. - It is the sole decision of the Principal to allow a consultant on campus without a badge but it is strongly recommended by the Purchasing Department that one is issued.
5 Changes to Consultant Agreements Review Insurance and Loss Prevention Guidelines for Special Events to determine if additional contract documentation is required. The information can be viewed at: ents/specialeventsguidenew--aug.2014.pdf
6 Consultant Agreements - The Forms Forms 1420 and 1843 are not available to the general public. Logins are required to obtain the forms. Always use the latest version of the forms, do not save the forms to your desktop. It is the School/Department s responsibility to fill out the agreement, not the consultant. Type the agreement in PDF and complete all fields. Handwritten agreements and those with handwritten corrections will be returned. Submit all six pages of the agreement (including insurance certificates, if required). Your agreement will be returned if it is received incomplete.
7 Consultant Agreements - The Forms Beneficial Interest and Disclosure Form 1997 This form is included in the 1420 agreement and must be submitted with the contract. Form 1997 allows the District to verify who they are doing business with and it is required by the Board. If a contract is made out to an individual; Joe Smith, then we know who we are doing business with and the form does not apply and does not require notarization, but must be submitted with N/A Individual on it. Any corporation, company, LLC or Not for Profit; Crafting made Simple, must fill out the form so we can verify who owns the business. It must be notarized as well. If the contract is with a Government Agency or State/County College or University the form does not apply and does not need to be notarized. It must be submitted with N/A Government Agency on it.
8 Consultant Agreements The Process When using INTERNAL school funds: Authority is delegated to the Principal of each school center to Purchase contractual services, including Professional Services (Consultant Agreements), in an amount not to exceed $5,000 per vendor per fiscal year per school; These agreements do not need to come to purchasing until the consultant has reached $5,000 for your location during the current fiscal year. Please retain these agreements for audit purposes and tracking up to the $5,000 threshold per consultant per fiscal year. Agreements should be fully executed prior to services being provided.
9 Consultant Agreements The Process When using BUDGETED funds: Agreements under the $5,000 threshold per vendor per fiscal year per school/department will be signed by the consultant and Principal or Department Head/Director and attached to the PeopleSoft requisition. When an agreement/vendor exceeds $5,000, please route to purchasing via PONY immediately after obtaining signatures of the consultant and Principal or Department Head/Director, and the Area Superintendent. Purchasing will complete the process. Some Professional Services do not qualify as bid exempt. If you are purchasing a service that is not bid exempt, then quotes or bids must be obtained. (See Purchasing Manual, Chapter 4) Submit all agreements timely. No services should begin prior to the issuance of a District Purchase Order.
10 Signatures required: Under $5,000: SIGNATURES Consultant Principal or Department Head/Director $5,001-$10,000: Consultant Principal or Department Head/Director Area/Assistant Superintendent Purchasing will obtain signatures from: Legal (if necessary) CAO or COO Superintendent $10,001+ Consultant (go to he Board) Principal Area/Assistant Superintendent Purchasing will obtain signatures from: Legal CAO or COO Superintendent Board Chair
11 Contracts going to Board Each Academic contract going for Board Approval must have a Data Panel. A Data Panel shows the need for the services that will be provided. Example: If the service is to improve test scores in reading, your Assistant Principal can obtain the latest FCAT scores for your school through EDW. Do not send Data Panels that identify students by name. Contracts for Board approval must be sent to Purchasing by the deadline listed on the Purchasing website: palmbeachschools.org/purchasing/bids/purch/consulta/index.asp
12 Vendor Categories There is no such thing as An Approved Vendor" list. Vendors fall under three categories: Vendors who are awarded bids to sell the District certain items or services. Non bid awarded vendors who have been given a vendor number to allow us to generate a Purchase Order through PeopleSoft. Vendors who have obtained a vendor badge through School Police that clears them to work at a school when children are present. Note: Informing prospective consultants to call Purchasing so they can become an approved vendor causes confusion. If you want to use a consultant, your school can do so by filling out a 1420 agreement and following the processing steps. Have them contact School Police for a vendor badge.
13 ADDITIONAL SUPPORT Additional support is available on our webpage: palmbeachschools.org/purchasing Click on Purchasing Links then Consultant Contracts Chapter 13 of the Purchasing Manual: palmbeachschools.org/purchasing click on Purchasing Links then Purchasing Manual tabs. Contact: Debra PX debra.boutet@palmbeachschools.org or Dick Hardman dick.hardman@palmbeachschools.org
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