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Pima County Community College District Standard Practice Guide

SPG Title:  Contracts
SPG Number: SPG-1302/AB
Effective Date: 12/14/04, 3/4/08
Approval Date: 12/14/04
Review Date(s): 3/15/07, 2/5/08, 8/25/11, 4/16/13
Revision Date(s):
3/15/07, 2/5/08, 8/25/11, 4/16/13
Schedule for Review & Update: Annually
Unit Responsible for Review & Update:  Chancellor
Sponsoring Unit/Department: Chancellor
Policy Title(s) & No(s).: Signature Authority for Leases, BP-1301; Contracts, BP-1302; Disposition of Equipment, Personal Property and Supplies, BP-2602
Legal Reference:
Cross Reference:


PURPOSE

This standard practice guide sets forth the contract authority vested in the Chancellor or designee(s) for conducting College business.

DEFINITIONS

PROCESS AND PROCEDURES

The Chancellor or his/her designee(s) are authorized to enter into contracts on behalf of the Pima County Community College District, as necessary, but within the annual capital outlay plan, budgetary limits, or other authorization, or limitation including Intergovernmental Agreements, as established by the Pima Community College Board of Governors and the State of Arizona.

The College general counsel or the Executive Vice Chancellor for Finance and Administration shall approve contract templates.

The official name of the College will be used on all contracts. The name of an individual campus may be used, when appropriate or necessary, as follows: Pima County Community College District - (name) Campus.

All purchase orders issued will be in accordance with procedures specified in the purchasing procedures.

Additional Delegation of Authorized Signature

A.      The Executive Vice Chancellor for Finance and Administration is delegated authority by the Chancellor to sign only the following documents for amounts less than $50,000.

  1. Leases, licenses, and codicils.
  2. Construction project change orders.
  3. Agreements between the College and organizations for contract training.
  4. Contract defaults.
  5. Utility agreements.
  6. Insurance plans.
  7. Employee benefits agreements.
  8. Local renovations.
  9. Contracts for professional services.
  10. General contracts for goods and services.

B.      The Provost/Executive Vice Chancellor for Academic and Student Services is authorized by the Chancellor to sign the following documents for amounts less than $50,000.

  1. Articulation agreements.
  2. Contracts and agreements for athletic events, both on and off campus.
  3. Contracts for student activity events and entertainment.
  4. Master clinical affiliation agreements.
  5. Dual enrollment agreements and addenda.
  6. Contracts for educational services.
  7. Teacher preparation program agreements.
  8. Cooperative and internship agreements.
  9. Joint faculty agreements with other institutions of higher education.
  10. Contracts for professional services up to $10,000.

C.      The Vice Chancellor for Facilities is authorized by the Chancellor to sign the following documents for amounts less than $20,000.

  1. Equipment purchases, repairs, and maintenance agreements.
  2. Labor and other service purchases.
  3. Parts and supply purchases.
  4. Architectural and engineering services by preapproved vendors.
  5. Construction change orders as specified in a contract.
  6. Contracts for professional services up to $10,000.

D.      The Vice Chancellor for Human Resources is authorized by the Chancellor to sign the following documents for amounts less than $20,000.

  1. Employment contracts regardless of amount, following Board authorization.
  2. Employment related agreements.
  3. Civil action hearing notices.
  4. Contracts for professional services up to $10,000.

E.      The Vice Chancellor for Information Technology is authorized by the Chancellor to sign the following documents for amounts less than $20,000.

  1. Software purchases, licenses and/or maintenance agreements.
  2. Software agreements for specialized computer needs.
  3. Hardware purchases and maintenance agreements.
  4. Telephone related services or licenses.
  5. Contracts for professional services up to $10,000.

F.      The Vice Chancellor for Public Information and Federal Government Relations is authorized by the Chancellor to sign the following documents for amounts less than $20,000.

  1. Advertising and marketing.
  2. Contracts for professional services up to $10,000.

G.      The Campus Presidents are authorized by the Chancellor to sign the following documents, for amounts less than $20,000.

  1. Adjunct faculty contracts in excess of 10.5 load hours in the fall or spring academic sessions and in excess of 12 combined load hours in the three (3) summer session terms.
  2. Contracts for professional services up to $10,000.

H.      The Director of Contracts and Auxiliary Services has signature authority to approve facility use agreements, testing agreements, special use permits, and service and maintenance agreements for amounts less than $500 and terms of one year or less.

OUTCOMES

This standard practice guide provides notice to those with signature authority, as well as college constituents, of the structure, limitations and authorization vested in specific College administrators for specific documents affecting College business.