CDBG-DR Personal Services PO Process
Quote
- Vendor quote; check CORE to ensure vendor and address are in CORE
Approvals
- HR: Personal Services Certification > $5000
- Procurement: Sole Source; Documented Quote (DQ); Request for Proposal (RFP) (See guidance below for dollar thresholds)
Purchase Order
- Required if > $5000 but < $150,000
Special Circumstances
- Official function required if training is to be provided with or without food purchase.
Required Documents and Information
- Quote
- 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)
- Purchase Authorization Procurement Form with DocuSign Approvals - Purchase Order
- Blank e-signature routing form for Purchase Orders
Process: Program (Prior to DocuSign Launch)
- Quote: Get quote from vendor
- Procurement documents: Get procurement approval, if applicable (see below. If a formal procurement is required, the Procurement Process for Solicitations precedes this process)
- HR Personal Services Certification, if applicable (required > $5000)
- Any other required documents such as the Official Function Form
- 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 - Purchase Order
- Complete BLANK e-signature routing FORM for Purchase Orders
- DocuSign: attach required documents; launch
- Save completed/approved DocuSign envelope to the O:Drive folder
- When the final PO is received from Accounting, save to the O:Drive folder, attach the PO Terms and Conditions, and forward to the vendor contact and add to the O:Drive folder
Note: all templates are on the O:\ Drive: O:\CONTRACTS\CONTRACTS for DLG OPERATIONS\Templates