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25.45 Personal/Professional Services Contracts

25.45 Personal/Professional Services Contracts, Chancellor's Office Business Policies & Procedures

Purpose:

To establish policies and procedures associated with personal/professional services contracts.

Policy:

The following procedures will be used when contracting for personal/professional services.

Contacts:

The Office of General Counsel will provide advice and expertise for all personal/professional service contracts. Throughout these Policies and Procedures, references are made to Contracts Manager and the Office of General Counsel. To prevent repetition of the pertinent contact information throughout the procedures, it is displayed here.To make contact with the Contracts Manager or Office of General Counsel, you may e-mail, phone, or fax information to:
Hillary Bounds
Contracts Manager
Office of General Counsel
e-mail: Hillary_Bounds@ous.edu
503-725-5775

Procedures:

  1. Department staff identifies the need for personal or professional services.
  2. Department staff contacts the Contracts Manager in the Office of General Counsel to discuss the details of the acquisition. Discussion of facts and circumstances of the department's need will determine the appropriate:
    • Method of acquisition (direct procurement, 3-bid, RFP, or sole source)
    • Personal/Professional Services Contract (PSC) Form to be used-
      • "Short Form" PSC
        • The short PSC should be used for simple activities wherein minimal description of the work is required and the responsibilities of the contractor can be specified. It is understood that the short PSC will not be used to segment work and avoid competitive thresholds. The short PSC is available for contracts where the compensation does not exceed $5,000.
      • Standard PSC
        • The Standard PSC should be used for all other situations requiring personal/professional services.
  3. Department staff proceeds with acquisition of personal or professional services using the method determined in step 2 above. See section 25.05 Procurement Thresholds Summary for an overview of the various levels and methods of acquisition.
  4. Department staff completes the appropriate version of the Personal/Professional Services Contract (PSC), as determined in step 2 above.
    1. The following steps will be taken when a Standard PSC is required:  
      • Prior to services being rendered, Department Staff completes the initial draft of the standard PSC. (Note: The Office of General Counsel will provide the contract number to be used on the PSC.)
      • An electronic version of the draft PSC is routed to the Contract Manager in the Office of General Counsel for review and approval.
      • The PSC may be modified by the Contract Manager after necessary clarifications with Department Staff.
      • The Contract Manager obtains any other reviews/approvals that are necessary (e.g. DOJ approval, if required).
      • The PSC is routed to contractor for signature and is returned to the Contract Manager.
      • The Contract Manager retains the original and will forward a copy to department staff and a copy to the Controller's Division.
      • Services are performed by the contractor.
      • The contractor submits invoice(s) to department staff for services rendered.
      • The payment is processed following standard invoice processing procedures. See section 25.25 Invoices.
    2. The following steps will be taken when a "Short Form" PSC is required:
      • Prior to services being rendered, Department Staff completes the "short form" PSC. (Note: The Office of General Counsel will provide the contract number to be used on the PSC.)
      • The PSC is routed to contractor for signature and is returned to Department Staff.
      • Department Staff retains copy of completed form and forwards a copy to Contracts Manager.
      • Services are performed by the contractor.
      • The contractor submits an invoice to department staff for services rendered.
      • The payment is processed following standard invoice processing procedures. See section 25.25 Invoices.

Reminder:

An encumbrance is required for commitments of $5,000 or greater. For more information see section 25.20 Encumbrances.

Forms:

These forms are not available online; contact the Contracts Manager for the current template.

  • Personal/Professional Services Contracts - Short Form
  • Personal/Professional Services Contracts - Standard Form

Last Updated: 05/04/07