Page 41 - HCSD SOPandIC Manual

a. Written contracts shall be executed whenever the HCSD enters into a binding agreement with
another party that involves any amount and for any purpose between HCSD and other parties.

b. For contracts previously approved by the Business Office, departments must submit that the
contract is a renewal and was previously approved.

c. All renewal contracts not previously reviewed by the BM must be submitted for review.
Departments must submit a copy of the contract. Please note that the contract is a renewal. If
applicable, the BM will negotiate terms with vendors.

d. The BM will route contracts to officials for signature and to vendors.

6. Department Responsibilities:

Departments must ensure that HCSD operating procedures are followed prior to submitting contracts
to the Business Office. Departments must assign a contract administrator to each contract.

7. The Business Office’s Responsibilities:

a. Ensure contracts are in compliance with the requirements.

b. Review contracts for institutional risks through appropriate risk management procedures.

c. Ensure that all expenditure and revenue transactions are in compliance with HCSD operating
policies and the requirements of the contract.

d. Verify that contracts subject to this operating policy are in compliance with Mississippi state and
federal laws.

e. Verify that the Contractor is eligible to contract with HCSD in accordance with Mississippi state
and federal laws.

f. Submit contracts for legal review, as deemed necessary. The School board attorney requests to
have thirty (30) days to review pending contracts.

g. Submit all contracts more than $50,000 that must be reviewed by HCSD BOD for review or
approval.

h. Notify departments on the status of the contracts as they progress through the review process.

i. Route contracts to authorized HCSD officials and to vendor for signatures.

j. Disseminate contracts to the department, the vendor and retain one copy for its files.

k. Verify that bonds and insurance are provided as required by the contract or HCSD policy.

l. Negotiate contract terms and conditions with vendors.

m. Notify departments when contracts are expiring and require procurement or renewal.

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