CDBG-DR Personal Services Contract Process

Phase 1: Approvals

Approvals

• HR: Personal Services Certification > $5000
• Procurement: Sole Source; Documented Quote (DQ); Request for Proposal (RFP) (See guidance below for dollar thresholds)

Required Documents and Information

• Draft Contract
• Solicitation documents, if applicable
• HR Personal Services Certification, if applicable (required > $5000)
• Funding/Accounting Template
• CMS Record (DocuSign launcher will create/add the CMS record)
• Risk Analysis
• Purchase Authorization Procurement Form with DocuSign Approvals - Contract Review
• Blank e-signature routing form for Contract Review Personal Services Contract

Phase 1: DocuSign Approvals

Process: Program (Prior to DocuSign Launch)

• Procurement documents: Get procurement approval, if applicable (see below. If a formal procurement is required, the Procurement Process for Solicitations precedes this process)
• Approved HR Personal Services Certification, if applicable (required > $5000)
• Draft Contract
• Email all documents to Operations with the name, title, and email address of primary Vendor contact

Process: Operations (DocuSign Launch)

• Check Vendor in CORE; if not in CORE, get W9 from vendor; submit to accounting to add vendor to CORE; optional EFT paperwork
• Create folder on O:Drive for purchase and save all documents to folder
  • O:\CONTRACTS\CONTRACTS for DLG OPERATIONS\Personal Services Contracts and Purchase Orders
• Create CMS Record; print, save to folder
• Complete all fields of the Purchase Authorization Procurement Form with DocuSign Approvals - Contract Review
• Complete blank e-signature routing form for Contract Review and Approval Personal Services Contract
• DocuSign: attach required documents; launch
• Save completed/approved DocuSign envelope to the O:Drive folder

Phase 2: DocuSign Contract Execution

Process: Operations (DocuSign Launch)

• Add the DocuSign envelope # to the top of the contract and route for execution
• Complete all fields of the BLANK e-signature routing FORM for Execution Bi-Lateral Contracts-MTO
• Launch in DocuSign
• When executed, add the executed contract to O:Drive folder and update all trackers.

Note: all templates are on the O:\ Drive: O:\CONTRACTS\CONTRACTS for DLG OPERATIONS\Templates