Trade Services (instructions for cost centers)

Check list for Trade Service Contracting for the Cost Center

• Step 1 - Identify the project need:
  
• What is the goal of the project?
• What is the estimated cost?
  
• Are there funds available to pay for the project?
  
• Has the Cost Center Administrator approved the project?
  
  
• Step 2 - Submit a CIP to Facilities - click here for a CIP Form, when you submit a CIP you will be contacted by a Facilities Department Project Coordinator, who will work through the following steps with you.
  
  
• Step 3 - The Project Coordinator will ask the Cost Center for a Purchase Requisition to be entered before the Contractor gets started.
  

• Step 4 - Contractor performs: Know your 'Rights': Along with the Project Coordinator watching the project, you want:
  
• the right service
  
• delivered at the right place
  
• at the right time
• in the right condition (the way you want it)
• in the right quantity (time/hours, reports/results/deliverables)
• at the right cost
• to the right customer (end-user)
• Work with the Project Coordinator to ensure that the Contractor does these things for you
  
  
• Step 5 - Payment:
  
• The Contractor issues an invoice
• The amount must match the quote
  
  
• Step 6 - Contract close-out. Approve Invoice for payment.
  
  
• Step 7 - Change Order Procedure: To increase the dollar amount of a PO in this category:
• Work with the Project Coordinator to communicate with the Contractor (usually the Contractor calls the Project Coordinator direct about price changes). See change order page for additional information
• Negotiate with the Contractor regarding the change
• ENSURE that the amount of the change does not exceed 25% of the original PO amount
  
• Email the Purchasing Department: purchasing@beaverton.k12.or.us to change the PO, for complete details see the PR Manual
  
  
• Step 8 - Troubleshooting. If anything goes 'sideways' contact Purchasing immediately.

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