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Contracting & E-Rate Services Director – Mary Talentinow Secretary – Patches Kolb. 3222 Winona Way North Highlands, CA 95660 Office: 916-566-1775 Fax: 916-286-3876. Types of Agreements. Service Agreement $15K and Less Service Agreement Over $15K Amendments for Each

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contracting e rate services director mary talentinow secretary patches kolb

Contracting & E-Rate ServicesDirector – Mary TalentinowSecretary – Patches Kolb

3222 Winona Way

North Highlands, CA 95660

Office: 916-566-1775

Fax: 916-286-3876

types of agreements
Types of Agreements
  • Service Agreement $15K and Less
  • Service Agreement Over $15K
  • Amendments for Each
  • MOU - Memorandum of Understanding (coming soon)
  • HR Forms (Variable Services Agreement? - Consult HR)
  • Agreements Issued by Outside Entities
  • Purchase Orders w/Scope of Work
when to use what agreement
When to Use What Agreement
  • Service Agreements – licensed service providers for services or service/supply combos per $$
  • Amendments – to renew, continue, or change terms (annual P.O. trigger)
  • MOU – with other gov’t. agencies, non-profits, school districts/COEs
  • VSA / HR Forms – for extra duty services or help with projects our staff could normally do
  • Outside Agreements – when service provider won’t accept ours, or when not practical to use ours
  • Purchase Orders – for agreements of minimal cost; submit PR w/SOW
chain of review approvals
Chain of Review / Approvals
  • All agreements should be signed by other party first w/limited exceptions
  • Budget review/approval required
  • Initiator & Department Head approvals
  • Board & Associate Sup’t. – Business Support Services must approve over $15K
  • Outside agreements & MOU’s require use of tracking form (earlier review by CES will be required; legal/insurance reviews may be required)
  • Refer to service agreement instructions (pp. 3-4 of templates)
formal bids
Formal Bids
  • Formal bids required per Public Contract Code for goods/services over bid threshold
  • Bid threshold currently $76.7K, adjusted by State SPI every January for inflation
  • Formal bids require advertising, specific documentation, fair & equitable bid, selection, & award processes
  • Formal bid awards must be approved by TRUSD Board before execution of agreement
  • Climate of protests
  • Seek CES assistance with formal bids!
informal bids
Informal Bids
  • Dollar amounts under bid threshold ($76.7K now)
  • Still fair & equitable process
  • Minimum of three quotes sought
  • Provide same instructions and deadline for submittal to each vendor
  • Document vendor contact information, instructions, invitation & responses – keep on file for 5 years per CASBO Record Retention Manual
  • Choose lowest responsible vendor
  • Announce results to all participants
helpful hints
Helpful Hints
  • Submit complete agreements
    • All blanks filled in
    • Clear description of services
    • All Vendor information & signature
    • Budget codes supplied
    • Obtain appropriate TRUSD signatures
    • Obtain approvals BEFORE work/services begin
  • Follow approval & review instructions
    • Keep instructions and outside agreement tracking sheets with agreements and use as a check-off sheet to avoid confusion
  • Do NOT attach an outside contract to a TRUSD Service Agreement – use a Scope of Work, instead
other resources
Other Resources
  • CES webpage (from Business Support Services or Purchasing Department pages of the TRUSD website)
    • Basic Contracting Guidelines
    • Service Agreement & Amendment Templates
    • MOU (coming soon!)
    • Outside Agreement and MOU Routing & Approvals Tracking Sheet
    • Life of a Contract Flowchart
other resources cont d
Other Resources, Cont’d.
  • Back-to-School Binder
  • Contract Matrix – maintained by CES Department
    • Renewal reminders
    • Reference for similar services
    • Encumbered funds/budgets
  • www.leginfo.ca.gov
  • Call CES for assistance any time!
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