Division of Procurement – Contract Administration Documents

The management of contracts in Montgomery County Public Schools (MCPS) begins with the contract administration office within the Division of Procurement. Contract Administrators assist offices with contract development to ensure the contract process complies with MCPS policies and regulations.

How to Begin the Process?

You can select the type of contract below and complete the necessary forms and information. Please make sure all forms and Word documents are e-mailed as separate attachments. If you have any questions, feel free to contact the contract administrators.

• New Contract - Professional Services Agreement (PSA)
  • Justification Form 235-3
  • Contract Review Form 203-6
  • Attachment A-Statement of Work
  • Attachment C-Data Form
  • Current W-9 (even if there is no cost)
  • Quote
  • Point of Contact (name title, address, phone, and e-mail)
  • Cover Memo
  • Please indicate if the contract is for Professional Development
  • Signatory (name and title)

• New Contract – Memorandum of Understanding (MOU)
  • Justification Form 235-3
  • Contract Review Form 203-6
  • Draft MOU Template
  • Cover Memo
  • Please indicate if the contract is for Professional Development
• Continuation or Renewal of PSA (Extend or Amend)
  • Justification Form 235-3
  • Contract Review Form 203-6
  • Copy of the most recent fully executed agreement/amendment
  • Attachment A-Statement of Work (if there are any changes to the services/products – redline all changes)
• Continuation/Renewal of MOU (Extend/Amend)
  • Justification Form 235-3
  • Contract Review Form 203-6
  • Copy of the most recent fully executed MOU/Amendment
  • Current MOU with redlines/proposed updates
• Cover Memos
  • No Cost Cover Memo
  • Under $10k Cover Memo
  • $10k up to $99,999 Cover Memo
  • $100k and Over Cover Memo

Timelines

To ensure that the process moves forward efficiently, please complete all necessary forms and documents, in their entirety, as one package. Make sure all forms and Word documents are e-mailed as separate attachments. The dollar amount of the contract can impact the amount of time it takes to complete the process. Higher dollar amounts require additional internal signatures and possibly Board of Education approval. Data sharing can also extend the approval process and needs additional review.