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Contract team receives notification that a request has been submitted for review.
If the request is complete, it is marked as “Accepted” for processing by the Contract Specialist.
The Contract Specialist converts the request into a “Contract Record”
Track Contract throughout the review process - update Salesforce with the dates in which the contract was (1) submitted to Finance, (2) sent to the vendor for signature, and (3) when the agreement has been signed by both parties (fully executed)
Once the contract is Select the type of contract to create: Federal contract; Non-Federal contract; Federal Letter of Agreement; Non-Federal Letter of Agreement; etc.
Complete all required fields that are not filled in. Some fields are generate directly from the request record.
A contract template is generated by the system based on the type selected (Federal, Non-Federal, etc.). The Contract Specialist downloads the template, complete any missing field including the SOW.
The contract Specialist prepares the required supporting documentation needed for the review and approval process. The table below displays the required documents that are included in “Supporting documentation” based on the contract dollar threshold.
Upload a final contract template and the supporting documentation and click “Approve” under the section “Tasks and Workflows”.
The contract package will be submitted in a specific approval workflow for review and approval: Project Lead then department SVP then the relevant approver in Finance based on the contract threshold. Contracts above $100,000 are submitted to the CEO for approval prior to be sent out to vendors.
Once a contract is fully approved internally, the Deputy Director, Contracts & Procurement, sends it to the vendor via AdobeSign.
Once the contract is fully signed and executed, NACHC’s Deputy Director, Contracts & Procurement, Sanetra Mitchell, will assign a PO# and notify you the Project Lead and the vendor .
The executed agreement should be uploaded to Salesforce
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via a “Contract Tracking Memo” detailing the project title, PO#, the amount as well as instructions for submitting invoices.
Supporting Documentation
Requirements Based on Contract Amount
Contract Package Preparation and Required Documentation | LOAs <$5,000 | LOAs >$5,000 | Contracts > $25,000 | Contracts > $100,000 |
Micro-Purchasing Threshold (MPT) Contract Tracking Form for contracts $5000 or below | X |
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|
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Contract Tracking Form for contracts above MPT $5000 |
| X | X | X |
Search the US System for Award Management (SAM) for valid contract entities. | X | X | X | X |
X | X | X | X | |
Budget Line Item | X | X | X | X |
X | X | X | X | |
Organizational Budget or Consultant Hourly Rate | X | X | X | X |
| X | X | X | |
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| X | |
| If applicable | If applicable | If applicable | |
If applicable | If applicable | If applicable | If applicable |
Submitting Contracts via SharePoint
Once you have completed the Contract Package, you will need to upload the Contract Package to SharePoint for review and approval.
● For the “Title” field, input the data as follows:
o [ Funding Source - Vendor Type of Agreement Version # ]
o Example: 865-01 - HealthEfficient LOA v1
● Submit 2 PDFs - (1) Contract or LOA and (2) Supporting Documentation. The Supporting Documentation file must contain all required documentation.
● Always assign the Contract to the Chief Medical Officer, Ron, for review
● The Contract will be reviewed by Ron (CMO), Andrea (Finance Director), Mary (CFO), and COO (if applicable)
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