CONTRACTING PROCESSES& APPROVALS at TRUSD

A collaborative presentation being brought to you by:- Rob Ball, Associate Superintendent/Business Support Services - Kate Ingersoll, Executive Director – Fiscal Services- Ruth Hall, Director – Purchasing Services

Bid Limits & Vendor Selection• $1,000-$5,000 – 3 informal

quotes to be obtained.• $5,000-$78,900 – 3 formal,

written quotes required.• $78,900 and up will require

formal bidding (consult Purchasing/Contracting).

• Other bid limits (public works, CUPCCAA).

PROGRAM PLANNING/GRANT APPLICATION CHECKLIST• All new programs or grant

applications will require the Program Planning/Grant Application Checklist to be completed and routed by the program/grant initiator. Once Cabinet has approved the new program/grant, a SA or other type of contract can be completed as necessary.

Types of Agreements We Use• Service Agreement $15K and Less• Service Agreement Over $15K• SA Amendments• MOU’s - Memoranda of Understanding• Outside contracts/Agreements

generated by other parties• Purchase Requisition/Order• Purchase Order Change Form

When to Use What Agreement• Service Agreements (SA)– services or

service/supply combos from licensed service providers

• SA Amendments – used to make changes to an existing SA

• Purchase Requisition/Order – for products and equipment

• MOU – exchange of services with or without $ - between agencies, non-profits, school districts, universities

• Outside Agreements – when service provider requires, or when not practical to use District SA

Responsibilities, Reviews & Approvals• Initiator responsible for all

reviews, approvals, and distribution of signed agreements!

• Initiators/departments may delegate responsibility:– Departmental designees– Identify for follow-up

Responsibilities, Reviews & Approvals Continued…

• Outside party agreements & MOU’s Over $15K– Contract Routing & Approvals Sheet

required– CES review required– Budget approval required– Board & Assoc. Sup’t. Approval required

• Outside party agreements & MOU’s $15K or Less– Contract Routing & Approvals Sheet

required– CES review required– Budget approval required

Responsibilities, Reviews & Approvals Continued…

• SA’s Over $15K:– CES approval required– Budget approval required– Board & Assoc. Sup’t. Approval

required

• SA’s $15K or Less:– No CES review required– Budget approval required

Responsibilities, Reviews & Approvals Continued…

• ALL Agreements w/NO $ value:– CES review required– No Budget review required

unless contract requires a contribution from TRUSD of either time/supplies

– Network Exec Directors, Gloria, or Rob may approve according to active signature authority resolution

Distribution, Encumbrances & Retention of Fully-Executed Agreements

• MOU’s W/Receivables– $15K or Less: After Budget approves, Budget

Technician forwards to initiator/ delegate.

Initiator/delegate distributes copies to CES, vendor, department files, and accounts receivable.

Distribution, Encumbrances & Retention of Fully-Executed Agreements, Continued…

• MOU’s W/Receivables– Over $15K: After Board approves, Assoc.

Sup’t/Business signs and MOU will be scanned to initiator/delegate and sent to CES Department.

Initiator/delegate distributes copies to vendor, department files, and accounts receivable.

Distribution, Encumbrances & Retention of Fully-Executed Agreements, Continued…

• All Agreements W/Payables– $15K or Less: After Budget approval, Budget

Technician forwards to Purchasing for issuance of P.O. Budget will scan if marked “rush”.

Purchasing generates P.O. and distributes both P.O. and agreement to initiator/delegate and accounts payable.

Initiator/delegate sends a copy of agreement and P.O. (if desired) to vendor and keeps a copy for their department files.

Distribution, Encumbrances & Retention of Fully-Executed Agreements, Continued…

• All Agreements W/Payables– Over $15K: After Board approves, Assoc. Sup’t.

signs and Admin. Assistant scans to Initiator and mails original to Purchasing for issuance of P.O.

Purchasing generates P.O. and distributes both P.O. and agreement to initiator/delegate and accounts payable.

Initiator/delegate sends a copy of agreement and P.O. (if necessary) to vendor, keeping a file copy.

Distribution, Encumbrances & Retention of Fully-Executed Agreements, Continued…

• All Agreements W/No $ Value– NOTE: Board approval typically not

needed for these agreements, though it may be desired to alert the Board via District Information Bulletin.

– After Network Exec Directors, Gloria, or Rob approves, Admin. Assistant scans and forwards to initiator/delegate and sends original to CES Department. Initiator/delegate distributes copies to vendor and department files.

Words of Advice• Ask questions or seek help early in the process• Never attach a vendor’s agreement to ours

(attach a scope of services, instead)• Fill in all Service Agreement blanks• Clearly describe services to be provided, selection

process and how payment will be made• Get vendor signature after CES approval and

before further internal approvals are obtained.• Get all vendor information, W-9, signatures• Obtain approvals BEFORE work starts• Keep routing sheet, when required, with

agreement to show what’s been done

Other Resources• CES Dept. Webpage:

– Basic Contracting Guidelines– Service Agreement &

Amendment Templates– Contract Routing & Approvals

Sheet– This Presentation– Current Board Resolution of

Authorized Signerswww.twinriversusd.org/depts/contracting_e-

rate_services

Other Resources, Continued…

• Purchasing Department Webpage:– Purchase Requisition Form– Purchase Requisition

Instructions– Handbook

www.twinriversusd.org/depts/purchasing/purchasing

Other Resources, Continued… • CES Contract Matrix –

Available upon request– Reference for similar services– Encumbered funds/budgets

• www.leginfo.ca.gov– Government Codes & Laws

Rev. 10-17-11