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RSD Administration of Charter School Content Procurement Process June 22, 2007

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RSD Administration of Charter School Content Procurement Process June 22, 2007. What is the purpose of this process?. The Recovery School District is facilitating the acquisition of contents to support the opening of new Type 5 charter schools in the Fall of 2007.

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Presentation Transcript
slide1

RSD Administration

of

Charter School Content Procurement Process

June 22, 2007

what is the purpose of this process
What is the purpose of this process?
  • The Recovery School District is facilitating the acquisition of contents to support the opening of new Type 5 charter schools in the Fall of 2007.
what contents will be provided to the schools in this process
What contents will be provided to the schools in this process?
  • Classroom furniture
  • Classroom/instructional materials and Supplies
  • Office supplies, equipment, and furniture
  • Textbooks

NOTE: No computer equipment, materials and supplies for activities such as art, band, athletics, etc.

what is the budget for this activity
What is the budget for this activity?
  • $2,025 per student times the preliminary enrollment figures.
  • Will be reduced by $475 per student

Funds reserved for computer equipment procured by the RSD on behalf of the schools

Allocation spreadsheet will be provided

week of June 25, 2007

what is the funding source
What is the funding source?
  • Allowable purchases under the FEMA guidelines
  • RSD is utilizing its cash upfront and expect to receive reimbursement from FEMA
how will the schools be provided these items
How will the schools be provided these items?

Schools are being afforded two options:

  • Elect to have the RSD purchase goods on behalf of the school, or
  • Purchase the goods and then be reimbursed for these expenses.
school chooses to have the rsd purchase the goods
School chooses to have the RSD purchase the goods

School will

  • Identify the goods and submit purchase requisition to LDE Budget Office at 225-342-1256
  • The requisition will be processed by the RSD
  • Goods will be delivered to school site.
  • Upon receipt of the goods
    • inventory should be verified as received.
    • The signed receiving reports sent within 2 weeks to Department of Education, Division of Appropriation Control at fax number 225.342.6899.
school chooses to purchase the goods on their own
School chooses to purchase the goods on their own

School will

  • Be required to use a competitive bid process to obtain the goods unless
    • Purchase from Statewide Contracts
    • FEMA regulations must be adhered to
    • 3 quotes from bona fide vendors

Documentation of these quotes must be maintained for audit purposes.

procurement services
PROCUREMENT SERVICES

Property – equipment over $1,000

  • Inventory must be maintained for all equipment items with a unit cost of $1,000 or more
  • Inventory must be maintained in state system for period of five years
procurement services1
PROCUREMENT SERVICES

STATE CONTRACTS FOR SUPPLIES

LDE will use the following vendors:

School Specialty- www.schoolspecialty.com

Corporate Express - https://www.eway.com

slide15

www.schoolbook-la.com

Username: 017p

Password: pschools

procurement services2
Purchase Requisitions

Purchase Requisitions schools will be signed and forwarded to Rob Logan at RSD Central Office. The Central Office will fax requisitions as received to LDE at (225) 219-4250

Once Purchase Requisitions are received by LDE, they will be reviewed by budget staff for allowable costs

Upon approval, Purchase Requisitions will be forwarded to Purchasing for processing

A copy of the Purchase Order will be sent to the school

PROCUREMENT SERVICES
procurement services3
PROCUREMENT SERVICES

Receipt of Goods Purchased by LDE

  • Goods will be delivered to each school
  • All invoices will be mailed to LDE from vendors. LDE will distribute to individual schools
    • Schools must sign invoices verifying receipt of goods and fax back to the Department within 2 weeks of receipt at (225) 342-6899
inventory
INVENTORY

Goods purchased by LDE

  • Supplies & Equipment purchased by LDE are the property of LDE
  • Equipment costing $1,000 or more must be tagged with an LPAA tag
    • LDE will determine items to be tagged, assign a tag number and forward tags to the Central Office to be distributed
    • Tags must be attached to property and Moveable Property Tag Request form must be signed and returned to LDE within 2 weeks
    • Equipment purchased by LDE will be audited by state and federal auditors
    • Funds will be required to be returned for any items found not tagged
inventory1
INVENTORY

Goods purchased by LDE

  • Certification
    • Inventory list will be sent to the schools to be certified
      • Location changes must be clearly marked
      • Sign and return to LDE by deadline specified
  • Surplus and/or disposal
    • Must follow state regulations
    • Can be found on website
record retention
Record Retention
  • All records pertaining to Restart funds must be maintained for 5 years
  • Includes bids, quotes, purchase orders, invoices, receipts, packing slips, etc.
lde contacts
LDE Contacts

Payment

Babette Myers

Assistant Director

Division of Appropriation Control

Procurement

Patti Wallace

Purchasing Director

(225) 342-3780

FAX (225) 342-6899

Property Control

Rex Thomas

Property Manager

225-342-3815

Grants Management

Charlotte Stevens

Acting Director

Division of Education Finance

(225) 342-6311

FAX (225) 219-4250

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