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CONSULTANT AGREEMENTSPBSD 1420 AGREEMENT

PBSD 1843 AMENDMENT TO AGREEMENT

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Consultant Agreements

• It is the School or Department’s responsibility to fill out the agreement, not the consultant. Please type it in PDF. Handwritten agreements and those with handwritten corrections will be returned.

• Forms 1420 and 1843 are not available to the general public. Logins are required to obtain the forms.

• Always use the latest version of the form, do not save the form to your desktop.

• Submit all six pages of the agreement. It will be returned if it is sent in incomplete.

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Consultant Agreements

• Who is a consultant?– A consultant is a person who performs a service for the District.

• What is a consultant service?– It is a service provided by a professional. Examples are

speakers, trainers, and educators.• When is form 1420 used?

– Any time a consultant performs an educational or professional service at your school.

• When is the form not used?– The form is not used for supplies, catering for food, prom or

rental agreements.

Consultant Agreements• Can District employees be consultants?

– Employees with District wide responsibilities cannot consult for the District.

– Teachers, Assistant Principals and Principals assigned to one specific school can consult at any school other than the school that they earn their paycheck from during non-work hours. Example: Mr. Jones is a teacher at Boca High and has a side business as a DJ. Mr. Jones can DJ after regular work hours at any school except Boca High. Mr. Jones cannot take a sick or vacation day to consult at a school. (See Policy on District Code of Ethics for additional information).

– Substitutes, departmental employees and employees that work at numerous schools cannot consult for the District.

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Signatures– Internal Funding

• Contracts $2,500 and under, not going to Board, do not get submitted to Purchasing. Keep a copy of the signed agreement for your records for audit purposes.

• Any contract over $2,500 must go to Purchasing for final signatures. • Any contract with a Consultant that has exceeded the $10,000 threshold during any

fiscal year will be sent for Board Approval.– Budgeted Funds

• All contracts regardless of the dollar amount must come to Purchasing

• Contracts not going to Board and that are $2,500 or under require two signatures. Form 1420 must be signed by Principal and Consultant and it is your responsibility to obtain those required signatures.

• Contracts over $2,500, or that need to go to Board, require you to obtain the consultant, the Principal/Director and the Area or Assistant Superintendent signatures before forwarding to Purchasing.

• Purchasing will send the contract to Legal if it deems necessary. • Please do not get any further signatures; Purchasing will obtain them for you.

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Beneficial Interest and DisclosureForm 1997

• This form is page 5 of the 1420 agreement and must be submitted with the contract.

• Form 1997 allows the District to verify who they are doing business with and it is required by the Board.

• If a contract is made out to an individual; ‘Joe Smith’, then we know who we are doing business with and the form does not apply but must be submitted with ‘N/A Individual ‘on it.

• Any corporation, company, LLC or Not for Profit; ‘Crafting made Simple’, must fill out the form so we can verify who owns the business. It should be notarized as well.

• If the contract is with a Government Agency or State/County College or University, FAU the form does not apply but must be submitted with ‘N/A Government Agency ‘on it.

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Additional Information• There is no such thing as “An Approved Vendor" list.• Vendors fall under three categories

– Vendors who are awarded bids to sell the District certain items or services

– Non-bid awarded vendors who have been given a vendor number to allow us to generate a Purchase Order through PeopleSoft.

– Vendors who have obtained a vendor badge through School Police that clears them to work at a school when children are present.

• Informing prospective consultants to call Purchasing so they can become an approved vendor causes confusion. If you want to use a consultant, your school can do so by filling out a 1420 agreement and follow the processing steps. Have them contact School Police for a vendor badge.

Vendor Badges from School Police

• It has never been a requirement of Purchasing to keep a copy of a vendor badge on file for each consultant agreement.

• School Police has stated that if a consultant is in plain view of a District employee at all times, including restroom visits, they do not need a badge.

• It is the sole decision of the Principal to allow a consultant on campus without a badge but it is strongly recommended by the Purchasing Department that one is issued.

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Contracts going to Board

• Each contract going for Board Approval must have a Data Panel– A Data Panel shows the need for the services that will be

provided. Example: If the service is to improve test scores in reading, your Assistant Principal can obtain the latest FCAT scores for your school through EDW.

– Do not send Data Panels that identify students by name. • Check the Purchasing website for a list of Consultants

exceeding $10,000.• Contracts for Board approval must be sent to Purchasing

by the deadline listed on the Purchasing website.

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BOARD CONTRACT DEADLINES

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