Step 2 - Basic Contracting Requirements and Standards
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How to Contract with The Harris Center 

Step 2 - Basic Contracting Requirements and Standards

 

1.  Did you timely submit all documents with all information accurately completed?

2.  Business documents are required-[i.e. d/b/a, corporations, LLC,Non-profits, partnerships].  

3.   A physical address is required for a contract vs a P.O. BOX.

4.   The W-9 has to be in the same business name as the contracting Entity [Disregarded entity must be named on second line if Applicable].

5.   Submit 1295 as defined and explained in separate link for any Contract over 50,000 and requiring Board of Trustee approval.
6.   Submit a Certificate of Insurance [COI] showing the appropriateinsurance levels as required by the Contract Services department [CSD].  The link below allows you to view a sample agreement. Note: The agreement is not the actual agreement but meant to give you an idea of some of the terms and conditions that you may see in the final agreement.

 

View a sample Basic Standard Professional Agreement.

 

 

Insurance Requirements

As a Community Center the Harris Center is a member of the Texas Council Risk Management Fund. As the underwriter for all community centers, the fund establishes the minimum insurance standards for contracts and publishes those standards annually. Outlined below are some the main insurance requirements that are typically required on all contracts. This summary is not exhaustive and is provided as information only as standards periodically change and are updated from year to year. *Note that specialty type Contracts may have additional requirements. When you receive the “Welcome Package,” the letter will tell you specifically the amount of insurance required for each line of coverage.  

 

Insurance Type

Additional Requirements

General Liability (GL)

Waiver of Subrogation, Additional Insured to the HC, Notice of Cancellation

Automobile Liability

All owned, hired and non-owned vehicles. Waiver of Subrogation, Additional Insured to the HC and Notice of Cancellation or nonrenewal.

Workers Compensation

Waiver of Subrogation in favor of the Center, Notice of Cancellation or nonrenewal.

Umbrella Liability

Special Provision, Waiver of the Subrogation in favor of the Center, Notice of Cancellation or non-renewal.

Professional Liability

30 Day notice of Cancellation and Non-Renewal.

Products Sales

Vendors who sale products to the Center should have Product Liability as part of its General Liability.

Insurance Types

Workers Compensation, General Liability, Automobile Liability is required for Contractors, Vendors and Providers.

 

Professional Liability is required for contracted physicians, therapist and counselors.

 

 

Specialty Agreements: Construction, IT, Leases, Repair or Renovation Agreements

The Harris Center enters into many types of agreements including those listed above. When the Contract Services department engages with a vendor to establish an agreement to provide the types of services outlined below it is likely that the contract requirements may change to ensure that the agreements contain legally required provisions that are specific to the type of services.  Please see some of those expanded requirements below. The list is not exhaustive but is meant to be a sample of those requirements.

 

1. Construction: Contractor will most likely have to include costs in its bid for payment or performance bonds, as applicable. Depending on the funding source [i.e. Federal vs. state] the terms and conditions of the agreement may require compliance with Bacon/Davis requirements. Large construction projects will often require project schedules. Payment will adhere to the contractor meeting those milestones and there may be associated liquidated damage clauses for delays caused by a contractor.

 

2. IT Agreements: These agreements are often complex and require professional licensing terms. We often include project schedules and special termination provisions. We typically do not agree to indemnification, jurisdiction outside of Texas or arbitration. Most importantly with IT Agreements the contractor must be inside the territorial borders of the United States.

 

3. Leasing or Purchase/Sale Agreements: The Harris Center enters into a variety of leasing agreements. They include but are not limited to car, property and sometimes equipment Leasing agreements. Most agreements contain standard TAA terms and conditions and many other special provisions specific to our entity type. [I.e. community center]. The agency is statutorily prohibited from purchasing property above the appraisal value unless approved by the Board of Directors. The Harris Center can sale its property but must do so in accordance with special provisions found in the Texas Administrative Code relating to governmental entities and community centers in particular.