Contracts FAQs

If you don't see yours, feel free to reach out to Arts Department - Harsha Hooli or Contracts Department - Michael Hirai or Patricia Martir. 
 
 

1. What is the process for submitting contracts?

• All contracts must be submitted through the SFUSD online contract management system - Frontline. Ensure that all required fields are filled out accurately before submission.

2. What documents are required for contract submission?

• Required documents typically include:
  • Completed contract form
  • Vendor W-9 form
  • Insurance certificates (emailed to contractinsuranceform@sfusd.edu)
  • Any relevant appendices or supporting documents

3. How do I check the status of my submitted contract?

• You can check the status of your submitted contract by logging into Frontline and navigating to the “Requisition>Vendor Requisition" and entering the requisition number.

4. What should I do if I need to make changes to a submitted contract?

• If changes are necessary, please “Return to open” status and click on edit, make changes/ updates and resubmit. Requisition may go through approvals again. Depending on the status of the contract, you may need to submit an amendment.

5. How long does the contract approval process take?

• The Contract Office will review your contracts within ten (10) business days from the date they are received on our worklist in Frontline.  If you observe "No Action" for your contracts, the contracts were likely routed to CDE/administrators (below).
• CDE/administrators have their own time frame for approving contracts as referenced in the paragraph in the color blue (below).
  Effective August 2024. In parallel with the Fiscal Stabilization Plan, additional review by administrators and CDE is required for all contracts. While the Contract Office will endeavor to expedite your contract, the timing for approval in Frontline will be dictated by this approval process.
• On the basis of the above, you should timely submit your contract at least 30-45 days in advance of the contract start date for timely approval unless and assuming that your contract does not require further corrections thereby delaying the approval process.

6. Who can I contact for assistance with the contract submission process?

• For assistance, reach out to the Contracts Department.
  Patricia Martir - Principal Administrative Analyst, (415) 241-6468 ext. 1616, martirp@sfusd.edu 
  Michael Hirai - Senior Administrative Analyst, (415) 241-6468 ext. 1609, hiraim@sfusd.edu 

7. Are there deadlines for contract submissions?

• Yes, it’s important to submit contracts as early as possible. We will post deadlines as soon as they are available. 
• Under contracts (under or equal to $119,100).......................
• Over contracts (over $119,100)..............................................
• The only exception is "Rapid Response" funded contracts.

8. What happens if a contract is submitted after the deadline?

• Late submissions may result in delays in processing and could impact project timelines. It’s advisable to adhere to all deadlines.

9. Can I submit contracts for services that have already begun?

• Generally, contracts should be submitted before services commence. If services have already begun, please contact the Contracts Department for guidance.

10. Is training available for clerks on the contract submission process?

• The Contracts Department will be presenting at the Clerks Institute on August 7th. We will share any other training sessions as soon as they are made available.