Purchasing Professional Services

Professional services are those services rendered by an individual or firm under a contract with the College.  The firm or individual is viewed as an independent contractor possessing an advanced, specialized type of knowledge, expertise or training acquired through extensive study or training.  These services include, but are not limited to:

• Accountants
• Architects
• Attorneys
• Consultants
• Engineers
• Planners
• Programmers
• Software Developers
• Temporary Staffing Agency
• Trainers

Overview of Professional Services Procurement Procedures

Once a division/department requires professional services, the requesting division/department sends a Outlook Note to FS-PURCHASING informing Purchasing of the need for services.

• If the service is under $5,000, the Department inputs a requisition, completes the Independent Contractor Status-Determination and Documentation form (attached below), and forwards it to Purchasing.  Purchasing will begin processing.
• For those needs over $5,000, Purchasing will contact the Department to coordinate the writing of the Statement of Work.  The department will need to complete the Independent Contractor Status-Determination and Documentation form (attached below) and forward it to Purchasing.

Purchasing follows guidelines requiring competitive bids for purchases over $5,000. If more than $5,000 but less than $25,000 they must obtain three written bids.  If greater than $25,000, then Purchasing must advertise the Request for Proposal.

Sole Source

Competition is the decided method for Purchasing. However, there are times when competition is not possible.  A purchase order for services may be awarded by the Director, without competitive sealed bids when the Director determines, after conducting a good faith review of applicable sources, that there is only one source for supplying the requested service.  Requesting departments will be required to complete a Sole Source Justification Worksheet to substantiate the sole source justification.  The Director, along with a representative from the requesting department, shall conduct negotiations as appropriate.  The written documentation shall be included in the purchase order file.

The Purchasing Department mails the Request for Proposal to the identified vendors.   Once the vendors submit proposals, the requesting division/department will participate in proposal evaluations.

Criteria for Selection

The Request for Proposal (RFP) describes the services required, the type of information required from each individual or firm, the relative importance of particular qualifications and evaluation factors, including price.  RFPs are sent to firms or individuals who have expressed an interest in contracting with LCC as provided above and/or are known to have the qualifications to be considered for the service.  Based on the proposals submitted in response to the RFP, the Department negotiates with the best qualified individual or firm for a contract at compensation which is determined to be fair and reasonable to the College.  Professional competence, technical merit and price for services to be rendered are all taken into account before a selection is made and a contract is offered.

Procedures for Award

Terms, conditions, and pricing will be negotiated.  The requesting department will input a requisition into Banner for the amount of award and a purchase order will be processed.  If this is a recurring service, a contract purchase order is prepared.

Contract Approval

If the purchase order is for less than $100,000 award can be made once the College and the vendor have agreed to the terms of the contract.  If over $100,000, the final negotiated contract is recommended to the Board of Trustees by the Purchasing Department.  The contract is valid only after it is approved by the Board and all award conditions have been satisfied.

The Purchasing Department mails a copy of the Purchase Order/Blanket Purchase Order to the selected vendor as a notice to proceed.

The selected vendor provides the professional services to the requesting department.  The requesting department completes the Receiving Receipt Form in Banner indicating satisfactory completion of work.  If a blanket purchase order was issued, the requesting department will process a Purchase Order in Banne each time the service is received.

Payment Process

The vendor submits an invoice to Accounts Payable.  Accounts Payable matches the invoice to the Purchase Order or Receiving Receipt Form and prepares the invoice for payment and prints and mails the check to the vendor.

• Independent Contractor Form
• Sole Source Justification Worksheet

Please contact Beckie Beard via email or call (517)483-1790 if you have any questions regarding Independent Contractors or the purchase of professional services.