Finance

When creating a contract/service agreement it is important to follow the contract flow guidelines:

• Begin drafting contract during the planning stages of the event/activity
• ALWAYS start with contract templates (located below)
  • Minor modifications may be made by drafter; major modifications to be coordinated through Contracts staff
    • Minor modifications to be reviewed and approved by Oscar Lemus (olemus@csumb.edu)
• Send to vendor for review/approval and signature. If new vendor, send PaymentWorks invitation
  • Department staff to complete "Request for Insurance Waiver Modification" form if needed (located below). Insurance Waiver must be received by Contracts at least 3 weeks before event to be carefully considered and approved, if possible
    • The "Request for Insurance Waiver or Modification" form only needs the signature of Amy Thomas, Director of Enterprise Risk Management.
    • Waiver request sent to Risk Management along with copy of unsigned contract before routing for signatures
    • If waiver is approved, it must be attached to the contract pdf to be routed as one document (Contract + Waiver)
• Route contract for appropriate CSUMB signatures
  • Be aware, this process usually involves multiple signatures and/or multiple offices. Allow for sufficient time
    • Always cc Oscar Lemus (olemus@csumb.edu) on the completed contract for filing
• All contracts/service agreements are REQUIRED to be signed by one of four CSUMB university agents, who are:
  
  • President (Vanya Quiñones)
    • Vice President, Administration and Finance (Glenn Nelson)
      
    • Associate Vice President, Finance (Michal-Anne Miller)
      
    • Director of Business & Support Services (Sandra Ruiz)
• To expedite the contract flow, scanned documents sent via email are acceptable

After all parties have signed, please note the following document flow process:

• Fully executed document (All parties signed)
• CSUMB parties receive cc'd copies of final agreement
  
• Primary Contact (CSUMB) sends pdf to contractor (if needed)
  
• Primary Contact (CSUMB) notifies contractor to proceed
  

For more information, please see our Business Operation Forum presentation:

Do you anticipate using this vendor again within the next 3 to 5 years?

Yes - Use a blanket template; this template can be made for 1, 2, 3, or 5 years and allows departments to reuse services on a quote-by quote basis, without the need of making a new contract for each event. The blanket allows for the option of using the service, and does not guarantee the vendor work for the duration of the agreement

No - Use a one-time template; this template can be made for a few days up to 1 year for a service that is anticipated to be used only once. It can span multiple occurrences, in which case, all specific dates must be listed

Template Choices

Information Technology - contract deals with software, electronic licenses, data transfers, or any type of network access

Guest Speaker - public speaking, lectures, book readings, performance

UAAPS - placement of students into another institution or facility

Standard Service Agreement - everything else

Standard (for most independent contractors)

Information Technology Service Agreement Templates*

(NOTE: ALL contracts for IT systems and services must be reviewed by our IT department prior to execution)

Guest Speaker Service Agreement Templates

Service Agreement for Guest Speakers - One Time 2023

Service Agreement for Guest Speakers - Blanket 2023

Other Templates

508 Compliance Documents (Package)

*Please note that all contracts with an asterisk have special payment considerations

Chic Event Rentals (Expires 06/30/23)

Discovery Charters (Expires 06/30/26)

Iron Mountain Shredding (Expires 11/30/23, Pro-Card Approved)

Mission Printers (Expires 06/30/23)

Pacific Monarch (Expires 06/30/26)

Randy Tunnell Photography (Expire 06/30/25)

Commodity Contracts

Commodities from $0 - $50,000

The campus strongly endorses the policy of Best Business Practices, obtaining three quotes for all commodity purchases. Formal competition is not required unless the campus determines that competition is necessary to develop sources, validate prices, or for other sound business reasons.

When deemed necessary the attainment of the standard of “fair and reasonable” may be determined by techniques including, but not limited to, one of the following:

• Catalog or Market Price – The price offered is supported by an established and verifiable catalog or market pricing medium issued by a responsible supplier and/or through an established reputable forum. In addition, the pricing structure provided is one that a prudent buyer would accept as a reasonable representation of existing market value.

• Price Comparison – A buyer has obtained quotes or offers within the last 6 month period from other responsible suppliers which provide evidence that a price obtained is deemed fair and reasonable.

• Historical Pricing – A buyer is able to demonstrate that other transactions occurring in the past 18 months show prices for similar acquisitions, which provides evidence that a price obtained is deemed fair and reasonable.

• Controlled Pricing – Law or regulation sets the price offered

Commodities greater than $50,000 and less than $100,000

Contracts for goods in the amount greater than $50,001 and less than $100,000 may be the result of an informal non-advertised solicitation. An informal non-advertised solicitation process is required. The informal solicitation must be based on a written project scope documenting the requirements and characteristics of the goods must possess in order for the proposal to be responsive. Three written responses must be obtained.

Contracts must be awarded based on the most value-effective solutions. If the award is other than the lowest priced proposal, documentation shall be obtained showing the value-based determination for making the award.

Small Businesses and/or DVBEs

Acquisitions that are estimated to be $5,000.01 to $249,999.99 may be awarded to a Certified Small Business or a Certified DVBE, as long as price quotations or proposals have been obtained from two or more small businesses and/or DVBEs. Advertisements in Fi$Cal and Planetbids are not required.

Commodities in excess of $100,000

Goods greater than $100,000 shall be awarded as the result of a formal solicitation process. The campus shall comply with the competitive bidding requirements.

Service Contracts

Services from $0 - $50,000

The campus strongly endorses the policy of Best Business Practices, obtaining three quotes for all services. Formal competition is not required unless the campus determines that competition is necessary to develop sources, validate prices, or for other sound business reasons. Services under $3,000 do not require three quotes.

Small Businesses and DVBEs

Acquisitions that are estimated to be $5,000.01 to $249,999.99 may be awarded to a Certified Small Business or a Certified DVBE, as long as price quotations or proposals have been obtained from two or more small businesses and/or DVBEs.  Advertisements in Fi$Cal and Planetbids are not required.

Services from $50,001 to $100,000

An informal non-advertised solicitation process is required. The informal solicitation must be based on a written project scope documenting the requirements and characteristics the services must possess in order for the proposal to be responsive. Three written responses must be obtained.

Contracts must be awarded based on the most value-effective solutions. If the award is other than the lowest priced proposal, documentation shall be obtained showing the value-based determination for making the award.

Services in excess of $100,000

Services greater than $100,000 shall be awarded as the result of a formal solicitation process. The campus shall comply with the competitive bidding requirements.

Information Resources Technology Contracts (ITR)

The acquisition of Information Technology Resources (ITR) includes, but is not limited to, all electronic technology systems and services, automated information handling, system design and analysis, conversion of data, computer programming, information storage and retrieval, telecommunications which include voice, video, and data communications, requisite system controls, simulation, electronic commerce, and all related interactions between people and machines.

ITR Acquisitions less than $50,000

Competition is not required on ITR goods and services transactions of an amount less than $50,000 unless the CSUMB determines that competition is necessary to develop sources, validate prices, or for other sound business reasons intended to establish fair and reasonable standards.

When deemed necessary, the attainment of the standard of “fair and reasonable” may be determined by techniques including, but not limited to, one of the following:

• Acquisitions estimated to be less than $50,000 may be awarded when the price has been determined to have met fair and reasonable standards. The attainment of the standard of "fair and reasonable" may be determined by, but not limited to, one of the following techniques.
• Catalog or Market Price -- The price offered is supported by an established and verifiable catalog or market pricing medium issued by a responsible supplier and/or through an established reputable forum. In addition, the pricing structure provided is one that a prudent buyer would accept as a reasonable representation of existing market value.
• Price Comparison -- A buyer has obtained and documented quotes or offers within the last 6 month period from other responsible suppliers which provides evidence that a price obtained is deemed fair and reasonable.
• Historical Pricing -- A buyer is able to demonstrate that other transactions occurring in the past 18-months show prices for similar acquisitions, which provides evidence that a price obtained is deemed fair and reasonable.
• Controlled Pricing -- law or regulation sets the price offered.

CSUMB may also define and document other “fair and reasonable” attainment techniques that demonstrate best value to the CSU.

Small Businesses and DVBEs

Acquisitions that are estimated to be $5,000.01 to $249,999.99 may be awarded to a Certified Small Business or a Certified DVBE, as long as price quotations or proposals have been obtained from two or more small businesses and/or DVBEs. Advertisements are not required.

ITR Acquisitions including consulting services, equal to or greater than $50,000 and equal to or less than $500,000

Acquisitions estimated to be equal to a greater than $50,000 and equal to or less than $500,000 may be the result of an informal, non-advertised solicitation process. An informal solicitation process must be based on a written project scope documenting the requirements and characteristics the ITR good or services must possess in order for the proposal to be responsive. Written responses based on the project scope must be obtained from at least three vendors. If less than three responses are received, CSUMB must document that sufficient outreach and diligence was undertaken before waving the requirement for three responses.

Contracts shall be awarded based on the proposal that provides the most value-effective solution to the CSU’s requirements. Verbal quotes must be documented. If the award is other than to the lowest priced proposal, CSUMB shall document the value-based determination for making the award.

The CSU Accessible Technology Initiative

Any project scope developed for the solicitation of informal proposals must incorporate the requirements of the CSU Accessible Technology Initiative regarding Section 508 of the Rehabilitation Act of 1973 accessibility standards wherever applicable. Compliance with Section 508 accessibility standards must be included in the best value evaluation, and the award made to a proposal that fully meets accessibility requirements. If no proposal demonstrates full ATI compliance, award shall be made to the response that demonstrates greatest compliance. Exceptions or exemptions regarding Section 508 accessibility requirements must be made and documented in accordance with the CSUMB ATI implementation plan and/or policy.

ITR Acquisitions greater than $500,000

Acquisitions of ITR requirements estimated to result in contracts greater than $500,000 shall be awarded as the result of a formal solicitation process. The formal solicitation shall comply with all the requirements for formal solicitation of ITR goods or services.

Public Works Contracts

CSUMB Funded Projects

Public Works projects from $0 - $50,000

The campus endorses the policy of Best Business Practices, obtaining three quotes for all public works. Formal competition is not required.

Acquisitions that are estimated to be greater than $5,000.01 to $461,000 may be awarded to a Certified Small Business and or Certified DVBE, as long as price quotations or proposals have been obtained from two or more small businesses and/or DVBEs. See below for bid package requirements.

Public Works projects from $50,000.01 - $1,103,000 (Minor Cap)

Informal bid process is required. Bid packages are provided to those contractors interested in doing business with us. Solicit bids in writing. Ensure that the scope of work, specifications, notice to contractors, bid proposal form, contract general conditions, supplementary general conditions, list of proposed subcontractors, list of proposed subcontractors - additional information, payment and performance bonds, prevailing wages rates, certificate of appropriate contractor's license, small business preference and certification request, advertisement in Fi$Cal, CalEProcure, and Planetbids, certification to bid, noncollusion affidavit, and DVBE solicitation are included.

Public Works projects in excess of $1,103,000 (Major Cap)

The use of formal bidding requirements apply.

• CSU Pre-qualification of Prospective Bidders - Major Capital Projects
• CSU Contract General Conditions for Design Bid Build -Major Projects
• CSU Contract General Conditions for Design Bid Build Minor Projects
• Department of Industrial Relations, Prevailing Wage Determinations
• Department of Industrial Relations Contractor Registration Program
• CSU Contract General Provisions for Acquisition of Goods, Service Acquisition, Information Technology Acquisition, & Maintenance Tasks (Facilities Maintenance)
• CSU Consultants Service Agreement for Architects and Engineers