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Santa Monica College|Business Services|Purchasing
Announcements: Contracts - Facility Use Agreements, Independent Consultants, MOU/Professional Service Agreements, and Software License Agreements


Contracts - Facility Use Agreements, Independent Consultants, MOU/Professional Service Agreements, and Software License Agreements




Listed below is the information required to encumber funds for each contract type:
Facility Use Agreement
  • Submit a copy of the Facilities Use Agreement Form signed by all parties, to include the appropriate account numbers, and vendor information (Name, Physical Address, and Email Address).
  • Please provide the total time period (number of days, weeks, or months), the facility will be used by SMC. An exact facility schedule is not required, actual facility use dates can be specified as needed.
  • If the Facilities Use Agreement has not been completed, please request the service by submitting an approved Purchase Requisition containing the required information.
  • Board of Trustees approval is Required
Independent Consultants
  •  Fully Executed "Independent Consultant" agreements, which shall include an email address, account number, who the consultant reports to and signature from the consultant and the VP of the requesting department. If this is the first time requesting the consultant service, a Vendor Data Record Form shall be completed (please download from the Documents & Forms link).
  • If reimbursable expenses are included as a part of the contracting document, please specify a Not-to-exceed dollar amount for the reimbursable items.
    • If you require assistance to determine the reimbursable dollar value, please contact Purchasing.
  • All Consultant agreements require Board of Trustees approval.
Memorandum of Understanding/Professional Service Agreements
  •  Completion of a Memorandum of Understanding or Professional Services Agreement which occurred in FY 12-13 and included:
    • Valid account number
    • Authorized signatures
    • The amount to be expended in FY 13-14
    • Email address for the person signing the agreement
    • Board report stating the budget expenditure for each fiscal year
  • A Purchase Requisition is required for the following:
    • If any of the above information has changed or is not included in the original submission,
    • Carry over fund balances from FY 12-13
    • Adding or changing account numbers
    • Increase in program funding
    • Board of Trustees approval is required, if changes are required that differs from the original board report
Software License Agreements
  • Renewals- A completed Purchase Requisition accompanied by the renewal notice.
  • New Software License Agreements- Submit the supplier proposal outlining the terms of the agreement and start/end dates for the license. All software license agreements must be approved by Information Technology.
Please contact Nyla Cotton via email at or at Ext. 4495 if you require any additional information.





Created at 1/25/2013 5:35 PM by ORDAZ_CINDY
Last modified at 6/6/2013 2:34 PM by ORDAZ_CINDY