Contracting & E-Rate Services
Director – Mary TalentinowSecretary – Patches Kolb
3222 Winona WayNorth Highlands, CA 95660Office: 916-566-1775Fax: 916-286-3876
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• 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• 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 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• 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• 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
• 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.
• 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!