ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
ISSUANCE OF OTHER PERSONAL SERVICES AGREEMENTS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-3.6 Contracts
NUMBER
03-0504
PAGE
1 OF 3
DATE REVISED
February 3, 2015
Purpose
The purpose of this procedure is to outline the process for the issuance of Other Personal Services
Agreements (OPS).
Procedure
A. Definition of Eligibility - An Other Personal Services Agreement is an agreement with independent
contractors or individuals contracted by the College to provide unique professional services of a
temporary nature. An individual providing such services as an independent contractor shall not be
considered an employee of the College. An OPS Agreement shall be used if:
1. The individual provides a specialized service such as a lecture or conducts or participates in a
seminar, workshop, grant/contract compliance or other educational activity.
2. The individual teaches continuing workforce education, avocational or recreational courses (4200
courses or self-supporting classes) in which all expenses are paid by class enrollment.
B. Conditions applying to the management of OPS Agreements are as follows:
1. College does not provide direct supervision of the individual.
2. Service cannot be provided under any of the College’s job classification descriptions and related
Pay Plan placement.
3. Individual is not currently employed with the College in any capacity.
4. Service is to be contracted for a flat amount, with progressive payments permissible after
satisfactory completion of pre-defined deliverables contained in the OPS Agreement.
C. Funding of OPS Agreement
1. The supervising administrator forwards a completed Other Personal Service Agreement to the
Budget and Payroll Office for processing.
2. OPS agreements require the pre-approval of the budget administrator, Campus President or Vice
President/Provost and the Chief Financial Officer. OPS agreements over $10,000 additionally
require the pre-approval of the Vice President, Business Services.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
ISSUANCE OF OTHER PERSONAL SERVICES AGREEMENTS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-3.6 Contracts
NUMBER
03-0504
PAGE
2 OF 3
DATE REVISED
February 3, 2015
3. OPS agreements shall not include subcontracting and those greater than $10,000/project should
either be competitively solicited or a justification for Single Source/Sole Source Justification
Request Form should be submitted by the requesting department and approved by the Campus
President, Chief Financial Officer and the Executive Director, Purchasing and Auxiliary Services.
4. Proposals for OPS Agreements greater than $10,000 which are being awarded on a sole source
basis must include a rationale for the total payment to be made. Such rationale shall include an
estimate of the hours of work required, the comparable hourly rate implicit in the proposed
agreement, the basis of the implicit hourly rate, and an estimate of the contractor’s other expenses.
5. OPS agreements that are not approved for sole source process that are greater than $65,000/project
being solicited by the purchasing department will utilize a sealed Request for Proposal (RFP),
Request for Qualifications (RFQ) or bid process. OPS agreements less than $65,000/project being
solicited may utilize approved alternate informal purchasing procedures.
D. OPS Agreement Documentation - OPS agreements require that the requesting department ensure each
has attached to it (when submitted for approval) a screen print of either:
1. Disbursement Request (DR): if the total purchase is less than $3,500 with a single payment
required when the deliverable is complete, (i.e. national lecturer performance), then a
Disbursement Request will be required to commit the funds to pay the invoice after the services
have been rendered, or
2
Department Requisition: if the total purchase is over $3,500 with multiple planned partial
payments (upon completion of defined deliverables) then a committed department requisition will
be required to commit the funds to pay invoices(s) after deliverables/services have been rendered.
These OPS purchase orders must be signed by the Executive Director, Purchasing and Auxiliary
Services, or designee, to comply with the College’s Signature Authority Board Rule. OPS
Agreements greater than $325,000 require the pre-approval of the College’s District Board of
Trustees.
E. Instructional Non-Payroll (i.e. 5XXXX salary general ledger code) contracts over $3,500 per year that
require multiple partial payments, require the department requisition input and commitment and
approval by the campus budget administrator. The Purchasing Office will encumber these funds upon
request as blanket purchase orders as noted above.
F. Instructional Non-Payroll on-going annual contracts (e.g. American Masonry Association), that have
only a single payment will utilize a disbursement request to commit the funds.
G. The supervising administrator ensures that the date in the last paragraph of the Other Personal Services
Agreement is no later than the beginning date noted on the OPS agreement.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
ISSUANCE OF OTHER PERSONAL SERVICES AGREEMENTS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-3.6 Contracts
NUMBER
03-0504
PAGE
3 OF 3
DATE REVISED
February 3, 2015
H. The supervising administrator authorizes the disbursement of funds for the payment of OPS services
through the College’s Budget Office.
REFERENCES: F.S. 1001.64, 1010.04, 1012.83, SBE Rule 6A-14.0261, 6A-14.041, 6A-14.0734
Adopted Date: November 2, 1987
Revision Date: February 12, 2002, August 31, 2010, February 8, 2013, February 3, 2015