Client Service Contracts

Process Steps

How to create a new client service contract

Client service contracts are procured through DHHS's procurement authority and do not go through the Department of Government Operations, Division of Purchasing and General Services (State Purchasing). If the contract includes the purchase of items that DHHS does not have independent procurement authority for (e.g., software), then it should be handled as a State Purchasing procurement.

APR Form

The first step in the contracting process is to submit an Agreement/Procurement Request (APR) form. APR forms are submitted by the program and approved by the OU fiscal officer and EDO. If communications or media is involved, the DHHS Division of Public Affairs and Education (PAE) also approves. All approvals are obtained through the SharePoint process. A SharePoint license is required for the person who submits the APR form (if a license is needed, speak to your OU fiscal officer; to obtain a role in SharePoint, complete a User Access Request). When the APR form is approved, a PCM contract analyst will be assigned to assist with the process.

APR forms are not required for single client residential placements or amendments to add new service codes when the scope of work is published online.
Est timeline: 2 weeks
Scope of Work Review

Scopes of work must be reviewed by a PCM contract analyst, the OU director, a PCM staff member with a law degree, and EDO. For single client residential placements, previously approved scopes of work do not require a new review.

A scope of work writing guide is posted on the PCM website, Agreement Resources Page.
Est timeline: 5.5 weeks
DHHS Procurement Process

The OU submits applicable DHHS procurement questionnaires to PCM. As applicable, PCM will post a competitive procurement. The OU will evaluate (as applicable) and PCM will notify vendors of contract awards.
Est timeline: 4 weeks+
Contract Execution

After PCM awards the contract, the PCM contract analyst will enter the contract into SharePoint Contracts. The contract is reviewed by PCM and the OU fiscal officer before being sent for review by the OU fiscal officer and PCM and signatures to the vendor, EDO, and State Finance.
Est timeline: 5.5 weeks