Public Entity & Small Purchase Contracts
Process Steps
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 technology is involved, the DHHS Division of Data, Systems, and Evaluation (DSE) also approves. 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.
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. Exception: scopes of work for projects reasonably anticipated to be $50K or less are only reviewed by a PCM staff member with a law degree and EDO.
A scope of work writing guide is posted on the PCM website, Agreement Resources Page.
Est timeline: 5.5 weeks
Contract Execution
After State Purchasing awards the contract in SharePoint Purchasing, a draft contract will be started in SharePoint Contracts. Contracts are automatically routed for approvals and signatures. The PCM contract analyst is available to enter the contract into SharePoint Contracts. The contract is reviewed by PCM and the OU fiscal officer before being sent for signatures to the vendor, EDO, and State Purchasing.
Est timeline: 5.5 weeks
How to create a new public entity or small purchase contract
Public entity contracts are contracts with other Utah public entities (entities that are subject to the Utah Procurement Code) and are governed by Utah Code 63G-6a-2103. Public entity contracts may be entered into directly and are not required to go through a competitive process. Most small purchases are made without a contract, however, if a contract is needed, the process below applies.
How to get started
PCM home page
