Important Information
Agreements for services are a legally binding contract between the College and an individual/company; it is for this reason that we must ensure that they are properly completed and processed before any services begin.
All agreements for services must include, at a minimum, the following information in order to move forward to the next level of review, and ultimately to the Campus President, Vice Provost, or Provost as required for final approval. Please make sure of the following before the agreement is sent forward:
- Make sure that you are using the latest version of the Agreement for Services.
- If any of the services require the individual or company to have access to the College's computer systems, internet, intranet, website, or social media accounts, you must request a recently revised agreement for services from the Office of Legal Affairs (sample attached).
- All sections of the agreement MUST BE TYPED and completed accordingly; no handwritten agreements will be accepted.
- No changes will be permitted on any of the terms and conditions contained in the agreement for services.
- Both pages of the agreement must be included.
- All sections must be filled in. If a section is not applicable, type “N/A” in the section.
- The complete MDConnect Chartstring is REQUIRED.
- The agreement must be signed and dated by the Contractor and the Originator, respectively. The College's final approver will sign last.
- Addendum Page (if included) must be signed by the contractor (the originator may initial/date on the margin) and referenced on the first page of the agreement for services; the required signature is the Campus President/Vice Provost/Senior Vice Provost.
- Services should not begin until the Agreement is signed by the authorized person. In the event of emergencies where services must begin before the agreement can be signed and which have prior email approval from the Campus President or Provost, the agreement MUST INCLUDE a justification as to why the agreement was submitted late together with the email confirming prior approval.
- Memo from the originator explaining the individual/company's qualification to perform the scope of services.
- Supporting documentation and description detailing the scope of services for the agreement. For individuals, please include a resume. Specify any minimum expectations or time standards which may apply to the service provided.
- W9 Form (for NEWsuppliers/individuals only)
- Check for spelling and correctness: Names MUST be complete and correctly spelled. Also, when you are using titles (Dr., Ph.D., Ed.D, etc.) you must include them with everyone, as applicable.
For clarification, here is the current College signature approval workflow with names and titles accordingly (to be used in the “For Miami Dade College Use Only” section):
|
Individual |
Title |
|
Name of the Originator / Name of Chairperson |
Enter Current Job Title as applicable / Chairperson |
|
(Dean's name as applicable/Sr. Director) |
Dean of (as applicable) / Sr Director of Campus Administration |
|
Dr.(Campus President's name)$25,000 or less |
Campus President / Vice Provost / Senior Vice Provost |
|
Dr.Lenore Rodicio (only for >$25,000.00) |
Executive Vice President & Provost |
This process should be completed, at least two (2) weeks prior to the agreement becoming effective and services beginning.
Also, per Purchasing Department instructions:
- DO NOT CREATE/SUBMIT a requisition for an agreement, until you have received the agreement back, with all signatures.
- The requisition for an Agreement for Services MUST be submitted as“Amount Only.”
- Upon creating the requisition, you MUST attach a copy of the agreement with all signatures to the requisition; otherwise, the requisition will be rejected.
- DO NOT attach invoices to the requisition.
Remember that per College Policy VI-30/Procedure 6300 we cannot engage in an agreement for services with any current part-time or full-time employee and/or family members of an employee under any circumstances.
While we understand that we are working in a very fast-paced environment, this should never be an excuse not to put our best efforts into maintaining a professional image, especially when it comes to legally binding documents. Please be advised that any agreement for services that do not comply with these requirements will be returned to the originator immediately. Any person approving an agreement for services who are not authorized may be personally liable to the individual or company.