State of Alaska

Department of Administration

Division of Administrative Services

Alaska Department of Administration, Administrative Services
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Professional Service Contracts Training

Contracting Steps

Assess your needs.

What is it exactly that you need to procure? Does it qualify for a professional service contract? Have you considered all phases of the project? Does the money exist to pay for it? Is there another State of Alaska agency who can provide the services? Are the services available from a certified employment program? Is it possibly exempt from procurement?

Prepare an ASPS form.

Remember that incomplete forms delay the approval process. The Division of Administrative Services will assign the ASPS number. Obtain the director's initials in the departmental signature block and submit to the DAS for review. DAS will obtain the appropriate approving signature and return a copy to you. You are not authorized to proceed on the procurement until you receive written approval via the ASPS form.

Prepare the specifications.

The specifications should describe clearly and completely the specific services you require and levels of acceptable performance. If you do not specify a required service, do not expect to receive it. Specifications should include:

  • a definition of the problem,
  • the expertise or knowledge required,
  • the proposed solution (if known),
  • an estimated work schedule,
  • an estimate of cost, and
  • renewal options and 'subject to funding' clauses

Solicitation requirements.

If the professional service does not cost more than $5,000, you are not required to solicit a certain number of quotes. You are required to use reasonable and adequate competition.

For professional services contracts covering hearing officer services or attorney services costing up to $25,000, you may use reasonable and adequate competition.

For professional services estimated to cost between $5,000 and $25,000, you must solicit at least three quotes. You may solicit those quotes verbally or in writing using an informal Request for Proposals (RFP). For professional services estimated to cost between $25,000 and $50,000 you must solicit at least three quotes. These quotes must be in writing using an informal RFP.

Professional services costing more than $50,000 must be obtained through the RFP process. You must allow enough time for the solicitation process, so keep that in mind when beginning a procurement.

If a RAP situation exists, you must obtain approval of the RAP before proceeding with a contract. Do not submit a contract for signature along with a RAP. The RAP should be submitted before a contract is even typed up.

The RFP process begins when you submit your draft RFP to the Commissioner's Office for distribution to the RFP Review Committee. The Department of Administration has a standard boiler plate for use in developing your RFP. The Committee will meet to review the RFP and make recommendations for changes. Once the Committee has approved the RFP, you may proceed with the advertisement of the RFP. As proposals are received, they must be kept in a secure place until the published opening time and date. The proposals must be evaluated according to the criteria set out in the RFP. Once the proposals are evaluated, the contract can be awarded.

Putting together the contract package.

The contract package can be reviewed and processed in a timely manner if it is presented with all of the appropriate signatures and complete as follows:

Under $10,000

  • Standard Agreement Form
  • Appendix A-located on the back of the Standard Agreement Form
  • Appendix B-Indemnity and Insurance
  • Appendix C-Scope of Service
  • Appendix D-Method of Payment
  • Division Director signs as final approval
  • Alaska Business License
  • Written determination of selection
  • Proof of Insurance
  • Encumbrance document

$10,000-$50,000

  • Copy of ASPS
  • Standard Agreement Form
  • Appendix A-located on the back of the Standard Agreement Form
  • Appendix B-Indemnity and Insurance
  • Appendix C-Scope of Service
  • Appendix D-Method of Payment
  • Commissioner signs as final approval
  • Written determination of selection
  • Alaska Business License
  • Proof of Insurance
  • Encumbrance document
  • Procurement report, if needed

Over $50,000

  • Copy of ASPS
  • Standard agreement form
  • Appendix A-located on the back of the Standard Agreement Form
  • Appendix B-Indemnity and Insurance
  • Appendix C-Scope of Services
  • Appendix D-Method of Payment
  • Commissioner signs as final approval
  • Written determination of selection
  • Alaska Business License
  • Proof of Insurance
  • Encumbrance document
  • Procurement report
  • RFP/All RFP correspondence
  • Register of proposals
  • Evaluations/score sheets
  • Notice of intent to award
  • Any appeals
  • Any waivers
  • Solicitation and fact sheet
  • Ads, ad orders, affidavit of publication

Routing and signature.

For contracts costing under $10,000, your director has final signature approval. A copy of the contract package must be sent to the Division of Administrative Services after your director signs. For contracts costing over $10,000, the Deputy Commissioner has final signature approval. You must obtain the contractor's signature, then your director's signature. Then the contract package can be submitted directly to the Division of Administrative Services for review and final signature. Obtaining the contractor's and director's signatures and providing a complete contract package is very important in the timely processing of contracts. Several days must be allowed for processing a contract for signature, so don't make the start date too close to the signature date. You could run into a procurement violation if the contractor begins work without an approved contract. Submit one contract package for review. Remember to keep a copy for yourself. We will make a copy of the approved, signed contract face for you.