Contract Forms

  • PLEASE READ: 

    • All principals, department directors, senior directors, confidential executive assistants, principals’ secretaries, school bookkeepers, business managers, and other District personnel who manage or work with contracts must take the Contracting at PPS: Requirements and Best Practices 2019-20 (PCP1005) course in Pepper PD.  The course allows you to read and respond to quiz questions at your own pace; we anticipate that it may take 30-45 minutes. Beginning October 1, 2019, Purchasing & Contracting will not process any contract unless the PPS contract manager, school/department contact person, and budget holder have taken and passed the 2019-20 course.  If you submit a contract but have not taken the training, you will receive an email reminder to do so.  The contract will be returned unprocessed if the training has not been completed within one week of submission.

       

    • Do not send contract templates to vendors to complete.  Our templates should be completed by PPS staff.  Fill in all fillable fields, save the document as a pdf, and then send to the vendor for the vendor's approval and signature before providing the contract, along with a Contract Approval Form, to Purchasing & Contracting for final review and District signature.

     

    Contract Approval Form

    • Contract Approval Form (CAF) - This form should accompany every contract or amendment you submit to Purchasing & Contracting for approval.

    Student/Instructional/Family Engagement Services

     

    Request For Payment on a Contract

    • Request for Payment on a Contract Form - This form must be completed and signed by the budget holder and submitted with each contract invoice.  The Request for Payment form should be submitted with the invoice to Accounts Payable.

    Federal Terms and Conditions

    • Federal Terms and Conditions - Attach this exhibit to your contract if you will use federal grant or pass-through funds to pay for your contract.  (This exhibit is already attached to the Personal Services contract template below.)

     

    Frequently Used Contract Templates

    • Personal Services - For most District users, the Personal Services contract (“PSC”) is their go-to contract. Use the PSC when your contract is primarily for services that require specialized technical, creative, professional, or communication skills or talents that are unique to the service provider.  
      • This template now includes the Independent Contractor Determination worksheet as Exhibit B.  It should be completed and signed by the contractor after the school/department completes the rest of the contract.
    • Digital Resource/Software - Use this contract for all software and related services, including web-based applications (apps). 
    • Intergovernmental Agreement (“IGA”) - An IGA is appropriate when you enter into an agreement in which another governmental agency or subdivision (e.g., the State of Oregon, MESD, City of Portland Bureau of Parks & Recreation, etc.) will provide services to the District.
    • Intergovernmental Agreement/Revenue - As with the IGA, use this contract when working with another governmental agency or subdivision, but when the District is providing services for which it will be paid.
    • Revenue - Use this template when the District will be providing services to a non-governmental organization in exchange for payment.
    • Amendment - An amendment to a contract changes, deletes, or adds certain details to the contract. Changes may be to scope of work, costs, payment terms, end date, or other terms. 
    • Services - Use this contract when you are contracting for basic services like maintenance, repair, custodial, security, flooring, landscaping, etc.
    • Material Requirements - Under this contract, the contractor promises to supply all the specified goods/materials (e.g., art supplies) that the District may require during a certain time period at an agreed price.
    • Student Teacher Agreement - For use by central office departments only.
  • Special Procurements

    In certain circumstances, the District can enter into contracts that are above the competitive dollar thresholds without seeking competition.

    Personal Services - Direct Negotiation
    • Direct Negotiation Justification Form - For use when entering into a Personal Services Contract valued at more than $50,000 and where direct negotiation is specifically allowed by PPS Public Contracting Rule PPS-46-0525. Instructions are included on the form.
    Amendment Above 125% Total Contract Value
    Goods and Services - Sole Source
    • Sole Source Justification Form - For use when purchasing goods or services that are available from only one source, per PPS Public Contracting Rule PPS-47-0275, or for contracts using more than $10,000 in federal funding.  This does not apply to personal services, consultant, services or construction services. Instructions are included on the form.  
    Software and Hardware Maintenance and Upgrades
    • Software & Hardware Maintenance, Licenses, Subscriptions, and Upgrades Form - For information technology and telecommunications hardware or software maintenance, licenses, subscriptions, or upgrades available from only one source or, if available from more than one source, obtained from the District's current provider in order to utilize the pre-existing knowledge of the provider regarding the specifics of the District's hardware or software system.