Contract Administration

  • Jennifer Smith  Coordinator - Purchasing & Contract Administration

    850-488-1206

    smithj9@leonschools.net 

     

    LCS Program Areas (District Departments and Schools) are responsible for managing contracts with their vendor partners. The Purchasing Department will support all LCS Program Areas by:

    • Assisting in drafting and reviewing contracts;
    • Working with vendors on finalizing contractual language;
    • Facilitating legal review;
    • Submitting contracts to BoardDocs if requested and required; and
    • Maintaining the official contract file.

    Excluded: Construction contracts and grant applications

    Program Areas will send all contracts and agreements to purchasing@leonschools.net.

    CONTRACTING PROCESS

    1. The Program Area will work through any internal review of the purchase, such as the Principal or Department Director.
    2. After ensuring the purchase is appropriate, follows all required procurement laws/rules/policies, and is ready to finalize, the Program Area will send the draft contract or agreement to the purchasing department e-mail: purchasing@leonschools.net 
    3. The Purchasing Director will assign an LCS contract number, add the contract to the contract tracking system, and start the official contract file.
    4. The Purchasing Director will review the contract and work with the vendor and Program Area on any questions, concerns, or necessary changes to protect the Program Area and the District and allow the District to hold the vendor accountable.
    5. The Purchasing Director will work with the vendor and the Board Attorney (if needed) to finalize any contractual language issues and include the Program Area in all emails and discussions. 
    6. Once the document is finalized, the Purchasing Director returns the approved document to the Program Area, and, if requested, will submit it through BoardDocs (if required) to be added to the Board agenda.
    7. Once signed, the Purchasing Director will provide a signed original to the vendor and a signed copy to the Program Area and will retain the original for LCS in the official contract file.