Multi-Year Direct Contracting: Checklists & Templates

Solicitation Templates

Request OCA Approval for your Contract

OCA Contracting Checklists

Standard City Contracts Templates

City Employees Only: The following templates are public facing documents. If you intend to use any template, please click here to download each template below with City attorney instructions.

Template ID Template Name Purpose
City Template with City Attorney Instructions
(For Internal City Use Only – Do not circulate without City Attorney approval and all instructions removed)

P-520
(1-22)

 Equipment Lease Agreement The P-520 may be used for the lease or rental of equipment. P-520 (1-22)
Equipment Lease
P-600
(1-22)

Professional Services Agreement

 The P-600 is the most commonly used template for Professional Services. It is designed to fit most situations.  P-600 (1-22)
Professional Services Template
P-601
(1-22)

Professional Services Agreement-
Individual Contractor

 The P-601 is the successor to the P-501. This template is an abbreviated form of the P-600 with sections relating to employees and subcontracting removed. This template may only be used for Agreements with an individual who has NO employees and NO subcontractors.  P-601 (1-22)
Individual Contractor
P-606
(1-22)

Professional Services Agreement-
Chapter 6

 The P-606 is to be used by Chapter 6 departments when procuring professional services related to public works and improvements under Administrative Code Section 6.40. OCA does not maintain this template, nor approve Chapter 6 Professional Services contracts. The template is hosted by OCA as a courtesy to Chapter 6 departments. P-606 (1-22)
Chapter 6 Professional Services Template
P-607
(1-22)		 Agreement with Public Entities The P-607 is a variant of the P-600 with a primary purpose of serving as a starting point for agreements with public entities. Because many of the City’s standard terms and policies do not apply to governmental entities, this template gives instructions and guidance on how to approach those types of agreements.  P-607 (1-22)
Agreement with Public Entities Template
P-615cg
(1-22)		 Commodities and General Services The P-615cg was developed for OCA for the purchase of Commodities and General Services on behalf of the City. It reflects the terms of the P-600 but also includes additional terms related to the purchase of goods and General Services. Departments may use this template upon prior approval of their City attorney.  P-615cg (1-22)
OCA Commodities and
GS Template
P-615c
(1-22)		 Commodities The P-615c was developed for OCA for the purchase of Commodities on behalf of the City. It reflects the terms of the P-600 but also includes additional terms related to the purchase of goods. Departments may use this template upon prior approval of their City attorney. P-615c (1-22)
OCA Commodities Template
P-615g
(1-22)		 General Services  The P-615g was developed for OCA for the purchase of General Services on behalf of the City. It reflects the terms of the P-600 but also includes additional terms related to the purchase of General Services such as Prevailing Wage and Displaced Workers Acts. Departments may use this template upon prior approval of their City attorney.   P-615g (1-22)
OCA GS Template
P-629
(1-22)		 Licensed Content for Internal Government Use Agreement The P-629 may be used to purchase or subscribe to content in an electronic form, almost always via the internet. Usually this is a lower value transaction. This is commonly referred to as “Online Content.” If the Licensed Content includes interactive services or personal involvement, this template may not be appropriate, and a P-600 should be used. P-629 (1-22)
Licensed Content Agreement for Internal Government Use
P-630
(1-22)		 Equipment Maintenance Agreement The P-630 is a successor to the P-530. This template is contemplated for use when the City must hire a contractor to ensure owned equipment is maintained in working order. P-630 (1-22)
Equipment Maintenance Agreement
P-640
(1-22)		 Software Maintenance Agreement The P-640 may be used for standalone software maintenance for previously purchased licenses. P-640 (1-22)
Software Maintenance Agreement
P-642
(1-22)		 Software Development Agreement The P-642 is used when hiring a contractor to develop software for the City. P-642 (1-22)
Software Development Template
P-645
(1-22)		 Software License and Maintenance Services Agreement  The P-645 is a successor to the P-545. It is used when acquiring an on-premise software license and maintenance services. P-645 (1-22)
Software License and Maintenance Services
P-648
(1-22)		 Software as a Service and Hosted Services Agreement The P-648 is used when purchasing cloud-based software, software as a service (SaaS), and hosted data agreements. If technology or software will be a significant aspect of a services, this template should be a starting point. This is a sophisticated template that offers the highest level of protection for the City and its data. This iteration offers improved security language, emphasis on data protection, streamlined clauses, and updated ADA language. P-648 (1-22)
SaaS and Hosted Services Template
P-649
(1-22)

Software License with Professional and Maintenance Services

 The P-649 is used when purchasing on-premise software license, software maintenance and professional services. Because of the wide range of legal issues, it is comprehensive, and must be tailored to each specific scope of services. P-649 (1-22)
Software License with Professional and Maintenance Services
P-660
(1-22)		 Assignment and Assumption Agreement The P-660 is used when a contractor transfers some or all of its obligations under a contract with the City and the City consents to the transfer. The result of the transfer will likely be that three parties (including the City) have continuing obligations stemming from the original contract. An Assignment and Assumption is necessary to ensure that the party assuming obligations under the original contract agrees to all City contracting requirements.  It will also be necessary for payment to new contractor. P-660 (1-22)
Assignment and Assumption Template
P-665
(1-22)		 Novation Agreement The P-665 is used when a contractor changes its corporate identity by merging into another entity (or otherwise changes ownership such that a new entity owns and controls the contractor) and assumes all of the contractor’s obligations under the City contract. The result of the transfer will likely be that two parties (including the City) have continuing obligations stemming from the original agreement. A Novation is necessary to ensure that the party assuming obligations under the original contract agrees to all City contracting requirements.  It will also be necessary for payment to new contractor.  P-665 (1-22)
Novation Template
P-550
(1-22)		 Contract Amendment  – P-5XX Series The P-550 should be used to amend all existing “P-5XX” series templates. P-550 (1-22)
Professional Services Amendment (for legacy contracts)
P-650
(1-22)		 Contract Amendment – P-6XX Series The P-650 should be used to amend all existing “P-6XX” series templates. P-650 (1-22)
Amendment Template

NDA
(1-22) – Current City Suppliers

 Non Disclosure Agreement – Current City Suppliers Pre-approved as to form NDA template for use in conjunction with the City’s cybersecurity assessment process with respect to current City suppliers.  NDA (1-22) –
Current City Suppliers
NDA
(1-22) – Non City Suppliers		 Non Disclosure Agreement – Non City Suppliers Pre-approved as to form NDA template for use in conjunction with the City’s cybersecurity assessment process with respect to non City suppliers.

NDA (1-21) –
Non City Suppliers

 

 

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