Contracting & E-Rate Services Director – Mary Talentinow Secretary – Patches Kolb

1. Contracting & E-Rate ServicesDirector – Mary TalentinowSecretary – Patches Kolb 3222 Winona Way North Highlands, CA 95660 Office: 916-566-1775 Fax: 916-286-3876

2. 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

3. 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

4. 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)

5. 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!

6. 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

7. 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

8. 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

9. 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!