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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

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