Contracts
The checklist below covers general categories that should be included in any contract. However, you will also want to ensure that your contract includes all terms and conditions specified by your procurement procedures. It is a good idea to develop a standard document that contains all required terms and conditions that can then be included with each contract. The Contracts chapter of Procurement in the 21st Century (Download) provides good information on general types of contracts, but it is still essential that you work with your school or district’s legal authority when developing and preparing to sign a contract.
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The State Purchasing Department is also available to assist with a variety of procurement related functions, including drafting contract documents. For more information, visit the Courtesy Posting Services website: https://purchasing.utah.gov/for-agencies/courtesy-posting-services/ Links to an external site.
It is important to remember that the procurement process does not end when you sign the contract—you must take an active role in managing the contract. For example, you should compare invoices to the prices you were quoted during the solicitation process, and conduct periodic warehouse reviews to ensure that the products you are receiving are the same ones you have ordered. When discrepancies arise, follow up with the vendor to ensure that you receive the full value of your contract.
State Contracts
Does the formal procurement process feel overwhelming? The good news is, you have a powerful resource to make your job easier— state contracts. The state of Utah has contracts in place for a variety of items that you may need for your program, including food, paper goods, and commercial kitchen equipment. As a public entity, you are able to order items off of these contracts without worrying about the procurement process— the state has already taken care of it. This not only saves time and helps avoid unintentional procurement fraud, but usually gets you a good deal. The combined purchasing power of the state allows them to negotiate with vendors for low prices and strong terms and conditions, and the contracts are drafted by the State Attorney General to protect the interest of the buyer (as opposed to a contract drafted by the vendor’s attorney, which protects the vendor). The Using State Contracts handout walks you through how to search for contracts and ordering information.