Contracts

The Contracts staff of the Office of Contracts and Procurement, Business and Support Services are committed to providing quality customer services to the campus community and its business partners. The Contracts staff supports the Division of Administration and Finance's mission of "Quality Services Supporting Excellence and Diversity in Education."

The primary focus of this office is to support the whole campus community with their contracting needs and to support the needs of the campus as it relates to public works and other service related contracting.

Contract Flow - (MUST BE TIMELY)

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
  • Send to vendor for review/approval and signature. If new vendor, send VDR (Std 204) packet (located below)
    • 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
  • Route contract for appropriate CSUMB signatures
    • Be aware, this process usually involves multiple signatures and/or multiple offices. Allow for sufficient time
  • All contracts/service agreements are REQUIRED to be signed by one of four CSUMB university agents, who are:
    • President (Eduardo Ochoa)
    • Vice President, Administration and Finance (Kevin Saunders)
    • Interim Associate Vice President, Finance (William Musselman)
    • Director, Business and Support Services (Arthur Evjen)
  • 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)
  • Procurement scans and pdf sent to CSUMB parties
  • Primary Contact (CSUMB) sends pdf to contractor
  • Primary Contact (CSUMB) notifies contractor to proceed

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

Business Ops Forum Presentation 2016 - VDRs/Contracts Updates

Contract Templates

In an effort to ensure that the templates in circulation are current, these templates are set to expire January 31, 2019. If you should encounter any errors while using this template, please contact Michael Phillips at miphillips@csumb.edu or ext. 4252.

Standard Service Agreement Templates (for most independent contractors)

Service Agreement - One-Time

Service Agreement - Blanket

Information Technology Service Agreement Templates*

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

Information Technology Service Agreement

Information Technology Service Agreement - Blanket

Guest Speaker Service Agreement Templates

Guest Speaker Service Agreement - One-Time

Guest Speaker Service Agreement - Blanket

Other Templates

Service Agreement Amendment

UAAPS Template

CSUMB Internal Internship Placement Agreement

Associated Contract Documents

Vendor Data Record

Request for Insurance Waiver or Modification

508 Compliance Documents (Package)

Campus-Wide Service Agreements

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

Access Options (Expires 06/30/18, Pro-Card Approved)

A to Z Party Rentals (Expires 06/30/20, Pro-Card Approved)

Cardinale GMC (Expires 06/19/19, Pro-Card Approved)

Cathy's Action Packed Fun Jumps/Let's Party (Expires 06/30/20)*

CCSLI Interpreting (Pro-Card Approved)

Chic Event Rentals (Expires 06/30/18)

Complete Mailing Services (Expires 06/30/21, Pro-Card Approved)

Deaf and Hard of Hearing Service Center (Expires 06/30/19, Pro-Card Approved)

Discovery Charters (Expires 06/30/20, Pro-Card Approved)*

Golden State Portables (Expires 06/30/20)

Great Expeditions (Expires 06/30/20)

Joseph Johnson/BTJ Enterprises (Expires 06/30/21)

Nigel Bates/Monger Mounts (Expires 06/30/20)

Pacific Monarch (Expires 06/30/20)*

Peninsulators Inc (Expires 06/30/20)

Current Bids

Current Bid Opportunities

Policies and Procedures

Commodity Contracts

Commodities from $0 - $50,000

The Campus endorses the policy of Best Business Practices. Competition is not required unless the campus determines that competition is necessary to develop sources, validate prices, or for other sound business reasons.

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

Contracts for goods in the amount greater than $50,000 and less than $100,000 shall be advertised in Fi$Cal and Planetbids and may be the result of an informal bid process. An informal solicitation process may provide for submittal of written or verbal quotes from the vendors.

Requests for quotes are faxed or phoned to the suggested vendor and additional sources when necessary. The quotations are then evaluated for price, delivery, specifications, and for terms of payment. If there are any significant discrepancies between the requisition and the quotation, the department will be notified by the buyer handling that particular request.

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

The use of formal bids is required. Requests are sent to as many sources as possible and vendors must respond by the specified date and time. The bidder quoting the lowest price must be awarded the order if his or her bid complies with our specifications

Service Contracts

Services from $0 - $50,000

The campus endorses the policy of Best Business Practices. Competition is not required unless the campus determines that competition is necessary to develop sources, validate prices, or for other sound business reasons.

Small Businesses and DVBEs

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

Services in excess of $50,000

The use of written request for bids is required. The campus shall comply with the competitive bidding requirements.

Information Resources Technology Contracts (ITR)

The acquisition of Information Technology Resources 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

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.

*Price Comparison -- A buyer has obtained and documented quotes or offers within the last 18 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.

*Informal solicitation process.

Acquisitions estimated to be equal to $5,000.01 to $249,999.99 may be awarded to Certified Small Businesses or DVBEs without advertising in Fi$Cal and Planetbids, as long as price quotations have been obtained from two or more small businesses or DVBEs. However, whenever there is reason to believe a price quote from a single source is not fair and reasonable the campus shall obtain at least two price quotations from responsible suppliers.

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

Acquisitions estimated to be equal to a greater than $50,000 and $500,000 or less may be the result of an informal solicitation process that includes advertising in Fi$Cal and Planetbids. An informal solicitation process may provide for submittal of written or verbal quotes from vendors.

ITR Acquisitions greater than $500,000

Acquisitions estimated to result in contracts greater than $500,000 shall be awarded as the result of a formal solicitation process.

Public Works Contracts

CSUMB Funded Projects

Public Works projects from $0 - $50,000

The Campus endorses the policy of Best Business Practices and competition is not required.

Acquisitions that are estimated to be greater than $5,000.01 to $314,000 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 - $709,000 (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 $709,000.01 (Major Cap)

The use of formal bidding requirements apply.

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