Maricopa Emergency Management System Alert

COVID-19 Update: The EMCC campus is open for classes, appointments, and walk-in services. Masks are required for everyone inside ALL buildings at EMCC.  All student support services are still available online. Students are encouraged to contact their instructors for additional information.

Steps for Contract Submission

Contracts/Agreements Related to Software or Online License Agreements

  1. Verify there is funding and budget available in the FMS Account Summary Inquiry (ASI) if there is a cost related to the contract
    • To find ASI and verify budget, log into Employee Learn Center>Resources>Technology Training Materials>FMS>View Budget Invoices (Account Summary Inquiry)
  2. Submit a Helpdesk ticket to IT with the following information:
    • Name of product wishing to be purchased
    • Website of software company if there is one
    • A quote for the software if there is one
  3. Request Certification of Insurance (COI) from company (if applicable)
  4. Skip to Fiscal Services/IT Review and Approval Process at the bottom of this page

REMINDER: Once IT related contract/agreement has been approved, contact Patty Topping (patty.topping@estrellamountain.edu) to purchase an IT product with ProCard.

All other Contracts/Agreements

  1. Verify there is funding and budget available in the FMS Account Summary Inquiry (ASI) if there is a cost related to the contract
    • To find ASI and verify budget, log into Employee Learn Center>Resources>FMS>View Budget Invoices (Account Summary Inquiry)
  2. End User collects Supplier information
    • Full company name, no acronyms
    • Company address
    • Contact for company: name, phone number and email address
    • FMS Supplier Number
      • If paying by Purchase Order (PO); the supplier must be registered and have a supplier ID number in FMS.
      • Receive a Supplier ID number or update supplier information Here.
  3. Determine if a Maricopa Contract Template or a Supplier contract will be used
    • If Maricopa Template - Contracts
      • Complete all template fields
      • Contact Fiscal
    • If Supplier contract - complete all fields
      • Verify that the legal name for MCCCD is on supplier contract: Maricopa County Community College District for Estrella Mountain Community College
      • Verify Supplier uses the Tax ID# 86-0185552 for Maricopa County Community College District (MCCCD).
      • Read entire supplier contract and confirm EMCC can meet all requirements of the contract
  4. Complete Privacy and Security Questionnaire (PSQS)
    • Sufficient understanding of any supplier access to MCCCD data is required to answer the security screening questions
    • Save as PDF and submit to Fiscal once PSQS has been completed
  5. Request Certification of Insurance (COI) from company (if applicable)
  6. Submit the following to Fiscal Services for contract submission at: fiscal.services@estrellamountain.edu
    • Supplier name, address and contact information (name, email address and phone number)
    • Contract
    • Certificate of Insurance (if applicable)
    • PSQS
    • Quote (if applicable)

Fiscal Services/IT Review and Approval Process

  1. Fiscal/IT reviews contract, PSQS, COI and quote
  2. Fiscal/IT enters contract into Contracts Lifecycle Management (CLM)
  3. Contract is routed for review and approval:
    • If Maricopa template, the contract is reviewed and approved by Fiscal and Vice President of Administrative Services
    • If supplier contract, the contract is reviewed and approved by Fiscal and District Legal

Buying Process for End User:

  • Follows MCCCD and EMCC Purchasing Guidelines, Policies and Procedures.
  • Work with Patty Topping (patty.topping@estrellamountain.edu) if purchasing an IT product through Procard.
  • Always verify budget before submitting a helpdesk ticket.

Important Templates You May Need

  1. MCCCD Contract Templates
  2. Contract for Professional Services
  3. Contracting with Current or Former MCCCD Employees
  4. Procurement/Purchasing Employee Forms
  5. Competition Waiver Request Fillable Form