How Do I Buy...

Professional Services

Buyer(s):
Cory Harms

Description:

The Regents Policy Manual defines "professional services" as unique, technical, and/or infrequent functions performed by an independent contractor qualified by education, experience, and/or technical ability to provide services. In most cases, these services are of a specific project nature and are not a continuing, ongoing responsibility of the institution. The services rendered are predominately intellectual in character even though the contractor may not be required to be licensed. Professional service engagements may involve partnerships, corporations, or individuals. Some examples of "professional services" typically utilized at the University include consulting, marketing analysis, banking services, medical/physician services, auditing, software development/design. Speakers and entertainers do not require a university Professional Services Contractual Agreement (PSA) unless they represent a conflict of interest.

Design and training services normally do not fall under professional services unless they are very specialized. A requisition can be used for these services and Procurement Services will assist in determining whether a proposal from the vendor or a contractual agreement is needed.


The Accountable Government Act passed in the 2001 Legislative session requires greater Contractor accountability from Procurement Services so Procurement Services maintains an oversight role in services contracting.

Policy information can be obtained by reviewing the revised Professional Services Policy.

The Professional Services Contractual Agreement (PSCA) has been integrated into the new Contract Request Form. This new form is completed online and routed to Procurement Services directly for your convenience. 
All PSCA's that exceed $2,000 MUST be reviewed by Procurement Services before going to the vendor. In most cases, Procurement Services will work with the vendor to get the PSCA signed and will issue a PO to the vendor and send a countersigned copy. Please contact Procurement Services with any PSCA related questions.



Overview of Procurement and Payment Process for Professional Service Acquisitions

Professional Services FAQ

  

Procurement Procedure:

To find the best way to procure the goods or services in this category,
please answer each of the following questions by clicking [yes] or [no].

Are the services to be provided architectural, engineering, construction management services or specialized consultants related to the planning, design, or construction of university facilities?

[yes] [no]

Contact Facilities Planning & Management's (FP&M's) Architectural and Engineering Services Office, who will coordinate the acquisition and handle appropriate approvals. Do not prepare a PSA.
Is the Contractor an independent contractor?

[yes] [no]

Is the Contractor an employee of a Regent Institution or other state agency? or do they own 5% or more of the Contractor's corporate stock or are partners in the Contractor's firm?

[yes] [no]

Do not proceed with Professional Services Contractual Agreement (PSA), as this relationship constitutes a UPM 3.1(3) Conflict of Interest. Contact Purchasing - All procurements or commitments involving a conflict of interest vendor, regardless of the cost, are to be handled by the Purchasing Department.

Is the Contractor a non-resident alien?

[yes] [no]

The revised (12-2001) IRS Form 8233 must be attached to the PSA. The purpose of the form is to determine whether withholding of federal taxes is necessary. Instructions for using Form 8233. Contact: Bill Cahill.

Is the total project cost anticipated to exceed $50,000 (including fee, compensation, travel, lodging, etc.)?

[yes] [no]

Projects in excess of $50,000 will require a competitive selection process be conducted, unless a legitimate and documented sole source exists. Contact Procurement Services to discuss your requirements and forward a web requisition to initiate the competitive selection process. Any sole soruce for professional services will need to be approved by the COO fo the Board of Regents.

Is the total annual cost greater than $2,000 (including fee, compensation, travel, lodging, etc.)?

[yes] [no]

Complete a draft of a Professional Services Contractual Agreement (PSCA) and attach it to a web requisition prior to authorizing any work to begin. The agreement should not be signed by the vendor before it gets to Procurement Services. Procurement Services will obtain the signature orf the vendor after reviewing and approving the PSA document. Departments should also document the selection process utilized to select the contractor and identify other Contractors who were not selected and explain the reasons for non-selection.

Is the project greater than $600?

[yes] [no]

Complete a Professional Services Contractual Agreement (PSA) to establish agreement between the University and Contractor. Upon acceptable completion of the project, attach a copy of the PSA, Form 8233 (if non-resident alien), to a Kuali voucher and route to Accounting for payment processing. Departments should also document the selection process utilized to select the contractor and identify other Contractors who were not selected and explain the reasons for non-selection.

Upon finalization of the project, complete the Conflict of Interest Form, attach to a Kuali voucher and route to Accounting for payment processing.

Do not proceed with Professional Services Contractual Agreement (PSA). The PSA may only be utilized for independent contractors. PSA's may not be used for situations involving employer/employee relationships (hanlded through Payroll) or for additional employee compensation (UPM 3.7(1) Additional Compensation).