Contracts

Please use the following as a guide in the process of initiating a contract.

• Check with the appropriate Vista Unified School District department to see if the work can be accomplished ‘in-house’.
• Reference the "RED, ORANGE, YELLOW, GREEN" list for approved/not approved activities.
•  Individuals using their SSN and who paid into STRS/PERS/PARS must fill out a Professional Expert Packet.
• If the Company/Individual is located out of state, a 590 form must be sent out.
• Collect a School Safety Act Form (for any vendor coming onto campus and/or that will have unsupervised contact with students)
• Collect a Certificate of Liability Insurance Form (for vendors that are coming onto campus).
• Collect a W-9 Form (for payment) and best email to send a Purchase Order to.
• Make copies of all documents received from the Company/Individual for your records - DO NOT SIGN ANYTHING!
• Any contract request must come from an Admin or the Site/Department Secretary. 
• 2026 Board Meeting Contract Request Deadlines.

School Site or Department Roles and Responsibilities

Do you know the Company/Individual with whom you are working?

• Can they deliver the promised service(s)?
• If something does not make sense to you, do not be afraid to ask the vendor for clarification; it is important the contract language is clear to you.
• All documents requiring signatures must be forwarded to Business Services.
• Per AR3312, school sites do not have Signature Authority for contracts.
• Contracts over $10,000 must go to the School Board for approval; this takes time; the school site/department should factor into timeline expectations.
•  Individuals who paid into STRS, PERS or PARS, may need to be processed as a Professional Expert; this secondary processing may take up to a month.
• Out-of-State Companies/Individuals must fill out a yearly 590 form; Business Services must be alerted to this possibility as soon as possible.

Business Services Contracting Roles and Responsibilities

• Vista Unified School District has delegated Signing Authority only to the Assistant Superintendent of Business Services.

• Business Services will ensure all parts of the contract packet are complete.
• Upon completion of the contract portion of the packet, Professional Expert packets will be forwarded from the Business Services Department to the Human Resources Department for processing into the payroll system; know that the finalization of this process may take up to a month to complete.
• Business Services presents contracts over $10,000 before the Board for approval, these services cannot begin without Board Approval.
• Contract amendments that bring the total contract cost over $10,000 must be board approved prior to services taking place.
• Public Works change orders always go to the board for approval, under 10% goes on the PO report, and over 10% is a standalone agenda item.
• Business Services gives notice to proceed; do not begin services without it!

What is to be treated as a contract? Use the following as a guideline: 

• A Contract
• An Estimate
• A Proposal
• A Quote
• A Letter of Agreement
• A Memorandum of Understanding, (MOU)

Please keep the following in mind as you propose a contract:

• Can the work be done by school district personnel (painting, landscaping, maintenance..etc)?
• Be clear, think ahead; what could be future implications?
• Contract verbiage should not be subjective!
• If a contract is disputed, the courts will stay within the ‘four corners’ of the contract.
• Be specific! Request a clear proposal.
• Contract must have a beginning and end dates.
• Caution! A Company/Individual’s contract is more than likely set up to be in their favor.
• The company name on ALL documents, (Contract/W9/COI-Insurance documents/ etc.), should be the exact company name.
• Individuals who have paid into STRS, PERS or PARS and operate under their SSN – MUST be processed as a Professional Expert.
• Out of State vendors must fill out a 590 Form, if not exempt – 7% will be withheld for the California Franchise Tax Board.

Contracts Board Policy 3312.2

Contracts Administrative Regulation 3312.2