Contracting & E-Rate Services Director – Mary Talentinow Secretary – Patches Kolb 3222 Winona Way North Highlands, CA Office: Fax:

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 Call CES for assistance any time!