Procurement

Contractor Forms

How to for Independent Contractors

Please provide Procurement with the following forms for an Independent Contractor (IC)

  • WHOI Purchase Requisition (please fill out all fields)
  • A Quote/Statement of Work from the IC
  • Classification Checklist A
  • If the work is >$9,999 Justification for Single/Sole and Urgent Purchases form or, three bids (lowest bid selected)

We will need to understand and document the expectations of the Independent Contractor/WHOI relationship  

  • What do you want them to do for WHOI?
  • What compensation are they expecting?

The Contract between WHOI and the contractor should spell out expectations

  • Statement of Work (or WHOI Exhibit A) should spell out your expectations from the IC.  Procurement can assist you with this.
  • If the contractor is doing more than one project, we can add additional Statements of Work or Exhibit A documentation to the contract. Procurement can assist you with this.

We need to understand the relationship between WHOI and the Independent Contractor to avoid conflict of interest

Expenses for Independent Contractors are reimbursed with the same policies that govern WHOI employees

Justification for Single/Sole and Urgent Purchases Form
This form is to be completed by the requistioner when a single/sole source or urgent purchase is required.
Classification Checklist A Form (completed by the requisitioner)
This form assists the Institution in determining whether the individual performing the services will be classified for tax purposes as an employee of WHOI or as an independent contractor.

Independent Contractor Forms

Purchase Requisition

Electronic copy of the Purchase Requisition with fillable fields

 

Contractor Contract

This is the master contract between the contractor and WHOI... It should be filled out by procurement and signed by the contractor...
 
This document must be submitted along with Independent Contractor Exhibit A and, Independent Contractor Exhibit B.
 
It must be signed by the contractor and, submitted to Procurement@whoi.edu
 

Contractor Exhibit A (S.O.W.)

A Statement of Work is required for all Independent Contractors.  Many contractors will have the statement of work included in their quote or, as a stand-alone document which can simply be labeled Exhibit A. 
 
If not provided (by the vendor) this form can be utilized to generate a Statement of Work
The Exhibit A document should spell out the deliverables and expectations of the contractor.
You may use this exhibit to update a contract already in place.
 
It must be signed by the contractor and, submitted to Procurement@whoi.edu

Contractor Exhibit B

This is Exhibit B

This exhibit allows the contractor to lay claim to previous works and patents.

This document must be submitted along with the Independent Contractor Contract

It must be signed by the contractor and, submitted to Procurement@whoi.edu