Contracting Procedures and Forms

Please follow the steps below when hiring an Independent Contractor to provide goods or services to BGSU:

Step #1: Department completes and sends the Independent Contractor Agreement (ICA) with Attachment A to the Independent Contractor for signature before the BGSU Contract Signatory Authority has signed.

• ICA with Attachment A
  
• ICA Instructions
• ICA Adobe Sign Template Instructions
  

Things to Note if you already have a document listing SOW and Fee Information in lieu of the Attachment A:

• The document must be labeled "Attachment A"
• The document CANNOT contain any signature lines
• The document CANNOT contain additional Terms and Conditons

NOTE: Authorized BGSU Contract Signatory Authorities are noted per University policy #3341-1-7 https://www.bgsu.edu/content/dam/BGSU/general-counsel/policies/governance/delegation-of-contract-and-signatory-authority.pdf

Step #2: Department will log into Falcon's Purch and send a Supplier Request to the Independent Contractor to register in the BGSU Supplier Portal. Department will attach the fully executed ICA with attachment A to the request before submitting.

Step #3: Purchasing reviews request and releases invitation.

Step #4 Independent Contractor completes the registration which includes signing the OPERS form in the BGSU Supplier Portal. The portal will route the registration through necessary approvals including Purchasing, Human Resources and the Controller's Office.

Services should not be rendered before approval and the Independent Contractor should understand failure of any steps in the process or failure to cooperate will prevent payment.

Step #5: Department processes Payment Request in Falcons Purch to pay Independent Contractor AFTER services have been completed.

Independent Contractor Agreements are required for all individual contractors performing services at or for BGSU. 

• For professional service providers/speakers paid by BGSU, use the Independent Contractor Agreement form.
  
• Professional Service Providers/Speakers being paid zero dollars (excluding mileage reimbursement) do not require a contract and should be documented using the Volunteers @ BGSU process on the Risk Management website.

Please follow the steps below when hiring a Company to provide goods or services to BGSU:

Step #1: Department hiring the company works with the Purchasing department to complete the Vendor Short From Agreement and Attachment A, then the Procurement Specialist will send it to the Director of Purchasing to be reviewed and signed off on.

Step #2: Procurement Specialist will send the Vendor Short Form Agreement to the vendor for signature on behalf of the BGSU department.

Step #3: Department will log into Falcon's Purch and send an invitation to the Vendor to register in the BGSU Supplier Portal.

Step #4: Department processes Payment Request in Falcons Purch to pay Vendor.

NOTE: Authorized BGSU Contract Signatory Authorities are noted per University policy #3341-1-7. https://www.bgsu.edu/content/dam/BGSU/general-counsel/policies/governance/delegation-of-contract-and-signatory-authority.pdf

BGSU contract completed by the Purchasing Department. Contract typically used for multi-year duration or with significant value. Contract may be created as the result of a published competitive bid event. BGSU Purchasing will handle the setup, negotiation, and signing of these contracts. Please allow at least 2 months for the competitive bid process.