B. To begin the Contract Process, the department secretary or representative will complete a Contract Analysis Form (CAF) in Dynamic Forms, listed under Business & Finance on the college website, then under Contracts, then Forms & Documents. This form has a 45-minute time limit, so be sure to save your progress by clicking the button at the bottom of the page if you need to complete it later or get an interruption. It is preferred that contracts are submitted at least 30 days before the start date of the contract, but we understand that is not always possible. The CAF will ask you for an explanation for anything not submitted within 2 weeks before the start date. Please enter a short, simple explanation as to why the agreement is being submitted late. When completing the CAF, be sure that whomever you list as the “contact” person is who needs to receive the contract at the vendor’s address, and whomever you list as the “signatory authority” is who needs to actually sign the contract for the vendor. These 2 sections are very important to have accurate information. NO CONTRACTS SHOULD BE PRE-SIGNED. Submit the CAF with the uploaded contract (i.e., Professional Services Agreement, Clinical Affiliation Agreement, Software License Agreement, etc.) and any other pertinent documents (i.e., Sole Source Letter, W-9 Form, etc.) in Dynamic Forms. NO CONTRACT SHOULD BE PRE-SIGNED. The CAF & unsigned contract will route automatically to the approvers you have inserted and will then go to Tammy Thorne & Mark Hodges, who will review and make recommendations for any revisions needed. Once all is approved, Tammy Thorne will then upload to DocuSign for all signatures, and will return a final copy to the contract originator.
