Procurement

Procedures for Contracting for Professional Services

Policy

The Institution will in all cases comply with Federal and State regulations and guidelines with regard to classification of individuals as "employees" or "independent contractors." This Procurement procedure, Contracting for Professional Services, provides information regarding independent contractors. Should the determination be made that an individual does not qualify as an independent contractor, refer to the Institution's hiring procedures in the Personnel Practices and Procedures Manual and the Appointment and Promotion Procedures for the Scientific and Technical Staffs and Department Assistants.

Process

The process for contracting for professional services is as follows:

A determination of status of proposed service provider is necessary and will be analyzed by WHOI based on the information obtained through the following form: Classification Checklist for Employee/Independent Contractor (completed by the requisitioner)

Procurement will notify you if the service provider is determined not to be an independent contractor. If desired you can refer to WHOI hiring practices to pursue employment of the service provider.

If the service provider is determined to be an independent contractor then the following documentation is required:

  1. A purchase requisition form completed by the requisitioner and appropriate approvals obtained.
  2. For all Independent Contractors and Contractors regardless of the total value, we request that you complete a "Sole Source Justification" form.
    Please consider the target audience of this form is not likely to understand industry specific terms or, abbreviations.  Please be as comprehensive as possible about your selection.
  3. All contractors will fill out a Contractor Agreement Form and Procurement will be happy to take the lead on this.

Upon reviewing the supporting documentation for appropriateness, Procurement will assign the contract for professional services a WHOI purchase order number.

Prior to the commencement of any service arrangement, a WHOI Purchase Order Number must be granted. Without a purchase order there is no contract, therefore the Institution holds no legal obligation to pay the supplier for any services rendered.

 

Last updated: July 10, 2015