PROCUREMENT PROCEDURES



PURCHASING SERVICES

CENTRALIZED SERVICES

HANDBOOK

CONTRACTS AND E-RATE SERVICES

PURCHASING SERVICES

PRINT AND MAIL SERVICES

WAREHOUSE SERVICES

PURCHASING, CONTRACTS AND E-RATE, PRINT, MAIL AND WAREHOUSE SERVICES

The Purchasing, Warehouse, Printing, Mail, Contracting and E-Rate Services department are located at 3222 Winona Way, North Highlands, CA 95660.

Department information, purchasing procedures, order forms for warehouse, printed materials, and guidelines for the mail room are available on line.

Look for these and other important documents on the TRUSD Web Site under Departments: Purchasing, Warehouse, Printing, Mail, or Contract and E-Rate Services.

Contacts:

Service Departments:

Purchasing Services Contract & E-Rate Services

566-1618 566-1775

Fax: 566-1792 Fax: 566-3506

Printing & Mail Services Warehouse Services

566-1724 566-1716

Fax: 566-3523 Fax: 566-3522

Ruth Ann Hall Debbie Gordon

Director Manager

Purchasing Services Contract and E-Rate Services

566-1725 566-1600 Ext: 50701

Dawn Jones, Administrative Secretary

566-1600 Ext: 50701

Mary Ann McCarty, Supervisor, Purchasing Services

566-1726 or at Ext: 50671

Sue Toledo, Manager, Warehouse Services

Print and Mail Services

566-1600 Ext: 50680

Vince Navarrete Michael Kaley

Warehouse Operations Graphics/Print/Mailroom

566-1600 Ext: 50683 566-1600 Ext: 50677

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PROCUREMENT PROCEDURES



CENTRALIZED PURCHASING DEPARTMENT

Our Services

The Purchasing Department has the sole authority to prepare and issue purchase orders for public works, goods and services.

• Ensures legality of all purchases.

• Acts as a clearinghouse for vendors and vendor negotiations.

• Coordinates all comparative bids and advertised bids.

• Establishes purchasing standards and specifications.

A Purchase Requisition Form must be used for all non-warehouse items ordered. (See form and instruction page below)

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TWIN RIVERS UNIFIED SCHOOL DISTRICT

PURCHASE REQUISITION

For All 2017/2018 FY Orders

The standard PURCHASING REQUISITION is used to request materials and services.

The form is in PDF format and fill-able on-line, but cannot be saved as a completed copy.

Please follow the following instructions to submit the Hard Copy Purchase Requisition:

1. Fill out the form on-line or print a blank copy to be filled in by ink.

2. Print two copies of the completed form and retain one for your files.

3. Give the Requisition to the person at your site responsible for processing Requisitions. They will forward to the next approver and keep a copy for the site.

4. Send Requisition to the next required approver for signature.

(Example: Principal or Department Head, Categorical, Budget.)

5. Requisitions can be sent by Intra-District mail, Fax, or by Scan and E-mail. Please send only by one form of communication. If you follow a fax or e-mail with a hard copy, duplication may occur.

6. On-Line Requisitions may be submitted by authorized users that have been trained to use the QCC On-Line system. (Call for more information)

When entering the information into the PURCHASE REQUISITION please remember to include the following important information:

1. School or Department: Name of the site or department from which the

request was originated.

2. Delivery: The name of the person/room/department/site to which the

order is to be delivered.

3. Charge Expense to: Name of the program and the Budget Code.

4. Categorical: In the Categorical Programs Justification of Expenditures

Box: Enter the number of the school site plan goal, objective,

and site plan page number.

5. Suggested Vendor: Enter the complete name and address of the suggested

vendor. If you do not know which vendor you should order from, the Purchasing Department can assist you.

6. Phone Number: Please include the vendor’s phone and fax number if

available.

7. Quantity Required: Enter the number of items, sets, packages, etc.

8. Unit: Enter the unit of measure in which the item is sold, (i.e.

each, set, package, etc.)

9. Description: Enter a complete description of goods and /or services

requested (part number, brand name, etc.).

10. Unit Cost: Enter the price of each unit.

11. Sales Tax & Shipping: The State of California requires that we pay sales tax on all

merchandise purchased. (Sales tax, (7.75%) is paid to the State of California regardless of where the merchandise is ordered from). Shipping is usually included in the cost of the merchandise. In some cases however, shipping will be an extra cost. Include shipping if necessary under the Sales Tax.

12. Approved By: All appropriate signatures must appear on the requisition in order to process.

If you have an immediate need and feel the standard requisition process will take too long, call the PURCHASING DEPARTMENT, 566-1618. The Purchasing Department will see that you get an approved Purchase Order in the time required. DO NOT, under any circumstances, place an order without an authorized Purchase Order from the Purchasing Department.

HOW TO MAKE A PURCHASE

The employee can make a purchase by using the follow steps:

Employee

• Asks purchasing for a vendor and price

• Shops for additional prices- (If available)

• Fills out purchase requisition form

• Obtains signature of the site / program manager

• Sends requisition by electronic or hard copy version to next requisition approver (hand carries purchase requisition through system for emergencies*)

Site Administrator / Program Manager

• Insures the program budget can pay for the purchase

• Assigns proper budget name and numbering

• Approves purchase requisition and sends it to the District Office for Categorical and or Budget Approval

Categorical and or Budget Services

• Checks budget and signatures

• Verifies availability of Funds

• Approves purchase requisition

• Sends purchase requisition for any additional required signatures and then to Purchasing Services

Purchasing Services

• Checks budget and signatures

• Verifies prices

• Does comparative shopping

• Checks for compatibility with District Standards

• Performs legal research

• Selects qualified / reliable vendors

• Assigns vendor number

• Prepares Purchase Order

• Sends copies of Purchase Order to proper offices

• Forwards original to vendor

Receiving Department

• Notes items received on Purchase Order receiving copy

• Indicates partial or complete shipment

• Signs and dates receiving copy

• Sends packing slip / receiving document to Accounting Services

Accounting Services

• Matches Purchase Order with vendor invoice and checks receiving copy to verify for payment

• Issues warrant for the amount of purchase

* If you require assistance in obtaining a Purchase Order in an emergency, contact the Purchasing Department for assistance.



The Contracting and E-Rate Services department works in cooperation with Purchasing to provide comprehensive services to each Department, and the partners of the Twin Rivers Unified School District. Reaching out to bring quality care and services with each Contract the District partakes in.

E-Rate Services provide the District with Discounted Technology, Telephone and other Services through a federally regulated program.

****Refer to the Contract and E-rate Section for further information.

WHO IS RESPONSIBLE?

❖ The Board of Trustees Establishes a purchasing policy to insure that goods or services are purchased in a prompt, cost-effective, and legal manner.

❖ The Superintendent and Administration Establishes direct purchasing procedures to insure that all purchases receive the proper review, approval or disapproval by the responsible program or site manager and the Director of Purchasing.

❖ The Employee Identifies the need, initiates the request for goods or services, and obtains the approval of the responsible site or program manager. Under no condition is the employee allowed to commit district funds without an authorized purchase order.

❖ Principal or Department Head Insures there are funds available, approves the request, and

submits the requisition to the Network Executive if required or to Budget for budget review.

❖ Networks Review school site requests and verifies compliance.

❖ Budget Services Verifies that the responsible program has adequate funds to make the purchase, and forwards the requisition to the Purchasing Services.

❖ Purchasing Services Has the SOLE AUTHORITY to prepare and issue PURCHASE ORDERS for public works, goods and services.

Insures legality of all purchases.

Acts as a clearinghouse for vendors and vendor negotiations.

Coordinates all comparative bids and advertised bids.

Establishes purchasing standards and specifications.

Operates the district warehouse.

Maintains an inventory control system for district furniture, equipment and property.

Disposes of surplus, scrap, or obsolete materials.

❖ The Purchasing Director Approves the final PURCHASE ORDER.

❖ Receiving Department Verifies the quantity of goods or services received and forwards receiving documents to Accounting.

❖ The Accounting Services Pays the vendor after the materials, equipment or services are received and an invoice has been submitted by the vendor.

COMPARATIVE SHOPPING

To ensure that the school district is obtaining materials and services at the most competitive price, state law requires “comparative shopping” before the purchase is made. The guidelines for comparative shopping vary according to the size of the purchase, ranging from informal price quotes to official, advertised requests for sealed bids. These guidelines are described as follows:

❖ Informal Quotes Purchases from $1,000 to $5,000 require documentation of

informal quotations from three separate sources. The originator may obtain the quotes, or the purchasing staff will do so prior to actual purchase.

❖ Formal Quotes Purchases from $5,000 up to the bid limit (currently $88,300 for

Services and materials, and $45,000 to $175,000 for CUPCCAA*

(Public Works require an “Informal Bidding Process”). The employee may obtain a formal quote that is written on vendor letterhead or on a Twin Rivers quotation form and signed by an authorized employee of the vendor. The quotes are to be attached to the purchase requisition. If requested, the Purchasing Department will perform this task. Purchases for services should be accompanied by a Service Agreement Contract and submitted to the Purchasing Department for approval and processing.

❖ Advertised Bids All purchases that exceed the legal bid limits, (currently

$88,300 for services and materials, and $175,000 for CUPCCAA* Public works), must go through the advertised bid procedure required by the State of California. The recommended award must then be approved by the Board of Trustees. District funds cannot be committed prior to the Board approval on purchases of this size. Advertised bids are handled by the Purchasing Department or Facilities for Public Works. The bid process may take six to eight weeks from the time of budget approval to the final authorization of the Board of Trustees.

❖ Sole Source Any purchase of materials or services that are available from only

one source. This written documentation would take the place of the required formal quote/bid and will be obtained and approved by the Purchasing Department.

*All Public Works Projects Must Go through Facilities and the Contract Services Department.

“If all bids received are in excess of $175,000, the governing body of the public agency may, by adoption of a resolution by a 4/5 vote, award the contract at $187,500 or less, to the lowest responsible bidder, if it determines the cost estimate of the public agency was responsible.”

State law regulates the bid process

PCC Section 20111(a) and 22034(f)

LIMITED OPEN PURCHASE ORDERS

Open Purchase Orders will be limited to departments that purchase specialty items on an immediate need. Office and instructional supplies, custodial, equipment, and technology items should be purchased through a comparative and competitive process, and will not be purchased through an Open Purchase Order.

On-Line pricing for items not available through the District Warehouse will be provided with contract pricing through various vendors. The on-line vendor web links will be available on the District web page.

If you have an immediate need and feel the standard requisition process will take too long, call the PURCHASING DEPARTMENT at: 566-1618. The Purchasing Department will see that you get an approved Purchase Order in the time required. DO NOT, under any circumstances, place an order without an authorized Purchase Order from the Purchasing Department.

HOW TO USE A LIMITED PURCHASE ORDER

To simplify the procedure for purchasing items under $500.00 from local vendors, the following flow chart illustrates how you can use the LIMITED PURCHASE ORDER.

Employee

• Fills out Requisition as a Limited Purchase Order

Site Administrator / Program Manager / Executive Director

• Verifies vendor is local

• Verifies Purchase is less than $500

• Approves Limited Purchase Order for use

Budget Services

• Approves Purchase Requisition for Limited Purchase Order

• Sends Purchase Requisition to Purchasing Department

Purchasing Services

• Issues Limited Purchase Orders that have been approved by the Business Office

Employee

• Purchase merchandise

• Gives original copy of the Limited Purchase Order to the vendor

• Signs Limited Purchase Order when goods are received

• Gives originator copy to the Site Administrator/Program Manger

• Sends remaining copies to Accounting Services

Accounting Services

• Checks Limited Purchase Order for coding and signatures

• Matches Limited Purchase Order with vendor invoice and verifies for payment

• Issues warrant for the amount of purchase

ORDERING ITEMS FOR PREVIEW, DEMO, OR

“ON APPROVAL”

The procedures for ordering preview or demo products/materials are the same as ordering non-stock items through Purchasing with Budget approval, with the following additional steps:

When the Purchase requisition form is prepared, a statement is added “Demo”, “30 day preview,” “on approval” or whatever the offer may be. If any special offers or advertising materials is necessary to complete the purchase, please attach to the requisition form.



When the products/materials arrive, if you decide to keep it, send a note stating this, including the purchase order number to Accounts Payable.

If you plan to return the materials, send them to the warehouse with a notation that they should be returned, along with a Warehouse Return Report, available on the warehouse web page or the on-line forms section.

With the proper paperwork, the warehouse will be responsible for returning the material. All items will be insured as a proof of return.

ORDERING PROCEDURES FOR EQUIPMENT

Capitol outlay equipment purchases must have prior budget approval. A Purchase Requisition must be sent to the Purchasing Department with appropriate approvals indicated before the purchase is made.

TECHNOLOGY PURCHASES

Before you order computers, printers, surge protectors, printer cables, or software; before you require wiring or network services; or have needs relating to technology, please contact the Purchasing or Technology Services Department. The Purchasing Department works closely with the Technology Department to insure the District receives the best price for the best quality equipment, and that the District Standards are following our District Technology Plan. Getting the correct information before you order can save time and frustration when ordering technology.

The Technology Services department is ready to help you make solid decisions when purchasing equipment and software for your Classroom, Department, and Site. There are many options and configurations as well as system requirements to consider before making a purchase.

The District’s network is a business class or what is known as an Enterprise Infrastructure. There is a big difference in performance between Consumer grade and Enterprise grade products. The network is specifically configured for Twin Rivers use. Adding non configured consumer grade devices to the network can and usually does cause problems at the classroom and site level. Sometimes at the district wide level too. Anytime you want to purchase something that will be connecting to the network either through a port in the wall or though the wireless, please contact us so we can help you choose product that we can assure will work properly.

Software packages are not all created equally and have differing ranges of hardware requirements. Before purchasing a software package that is not already in use in the district, you must contact us so we can make sure it will work properly on your classroom or site system(s).

We have information available about pre-configured hardware systems at . You can always call Technology Services at extension 55555 for any questions you may have.

Please visit the Technology Services section of this handbook for further information.

Reference: BP 3300, 3400, AR 3311

EMPLOYEE EXPENSE REIMBURSEMENT

The purpose of the Request for Direct Payment Form is to reimburse District Employees for out-of-pocket expenses incurred on behalf of the District for travel or the purchase of materials and supplies purchased on an emergency basis.

The reimbursement process is not to be used to bypass the purchasing process. It is to be used in emergency situations, and where use of a purchase order is impracticable.

All purchases must be pre-approved.

***See Accounting Services section for further information.

PRINTING AND MAIL SERVICES



ORDERING FROM PRINTING SERVICES

The Print Services Department produces curriculum materials, school site administrative printing, and individual classroom and department materials at a low cost.



Orders for Printed Materials must be submitted on Print Services Request Form and must indicate a budget. Prior budget approval, other than Lump Sum Budget, MUST BE obtained before print shop receives. Please contact the Print Services Department for information about individual orders.

Orders may be sent via email to: Print.Shop@

COPYRIGHT LAWS

Copyright laws are strictly enforced at the Print Services Department, and should be enforced at the school sites. – The Copyright laws state:

In no case shall any district employee or student use District equipment for duplication of copyrighted material for which copyright release has not been obtained and which copying thereof would prevent or circumvent sale of copyrighted materials.

Even if the material you would like to have copied is out of print, you must get written permission from the publisher. If the original publisher is out of business, you must contact the publisher that has bought the copyright. Copyright material sent to Print Services needs the original letter or cover page that reads: has written permission.

MAIL SERVICE

U.S. and Inter-District mail service, postage meter and bulk rate postage is a service provided by the Warehouse and Print Services Department. The mail delivery will be daily to each site during the regular school calendar. The Mailroom follows a modified schedule when schools are not in session, or during holidays.

(Postage requirements and mailing instructions will be updated regularly on the District web page.)



Contact:

Mailroom

566-1600 ext. 50711

CENTRALIZED WAREHOUSE



The District Warehouse operates with the goal of having on hand most of the common items needed by teachers and support staff. Products needed that are not carried in the warehouse can be ordered upon request at a substantial savings by working directly with the Purchasing Department to leverage contract pricing and bulk ordering.

• Operates the District Warehouse, stocking commonly used items in bulk.

• Maintains an inventory control system for district furniture, equipment and property.

• Provides warehouse assistance with textbook and library services inventory.

• Receives all materials and supplies, insuring accurate receiving procedures and forwarding documentation to Accounts Payable.

• Handles all replacements and returns.

• Delivery of all District materials, supplies, food, and mail.

• Provides moving services for all sites and departments.

• Provides Gear Truck for field trips

• Disposes of surplus, scrap, or obsolete material; removes confidential documents to be shredded

Important Warehouse Forms available on the TRUSD Website, “On Line Forms –

❖ Warehouse Return Report

❖ Warehouse Supply Order From

❖ Request to Move Form

❖ Surplus Property Removal Log

❖ Warehouse Gear Truck Request

ASSET INVENTORY

Inventoried items (equipment that costs $500 or more and items listed in the Purchasing section to be inventoried that are less than $500) must be purchased through the District’s Purchasing Department through the purchase requisition/purchase order process, not through Direct Pay or open PO’s.

Categorical Inventory:

Schools must inventory all equipment and technology (furniture not included) over $500 in cost.

Inventory items that are considered high theft items costing under $500 (include digital cameras, TV’s, VCR/DVD players, LCD projectors, computers and monitors, laptops, Smart boards, Elmo/document cameras, camcorders, etc.).

(See Accounting Services and Categorical Sections for additional information)

Refer to the Warehouse Operations Handbook for additional information on all Warehouse procedures.



Contracting & E-Rate Services Responsibility Areas

An overview of each responsibility area follows this listing.

Contracting Services

Maintain Standard Agreement Documentation

Maintain District Contracting Database & Reference Files

Maintain Contractor Listing Under CUPCCAA

Coordinate District Contracting Processes

Review District Contracting Agreements

Monitor Bidding & Proposal Processes

Provide Assistance with Formal Bid Processes

Lease/License Agreements

E-Rate Services

Coordinate Yearly Planning Efforts

Collect Data and Determine District Eligibility Levels

Monitor Critical Components (Technology Plan, CIPA, etc.)

Process and Submit all Required SLD Forms Within Applicable Deadlines

Ensure RFP Process Integrity and Compliance (PCC & SLD)

Act as Single Point of Contact Representing District to the SLD, Vendors, & Auditors

Process, Record, and Reconcile Vendor Payments

Coordinate E-Rate Record Retention as Required by SLD

Audit Response

Cellular Phones

Develop, Implement, and Maintain Cellular Phone Procedures

Coordinate Cellular Phone Distribution, Replacement and Surrender for Employees

Cellular Phone Rate Plan Administration and Invoice Processing/Tracking

|Contracting Services |

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|Twin Rivers’ Contracting Process |

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|The initial idea to enter into an agreement can originate in a variety of ways for the Twin Rivers Unified School District. Sometimes, it is |

|simply the need to facilitate basic operations. Often, it comes out of creativity and the desire to expand District services to the community. |

|Whatever the source, contracts are required to solidify the scope of services and terms of the agreement, while also encumbering funds and |

|protecting the District from legal or liability claims. Public Contract Code and Education Code dictate much of what we do in these agreements.|

|The information contained in these guidelines will serve as an overview of the contracting process. Contracting & E-Rate Services can help with|

|the process, and employees of the District are encouraged to seek this assistance whenever necessary. |

| |

|When a department or program wishes to enter into an agreement, the first step is to consider the type of agreement and dollar amount of the |

|agreement, if there will be any fee for services or costs for the project. The dollar amount will dictate whether or not the District is |

|required to formally compete and advertise the project or need for services. |

| |

|Construction, or Public Works, projects have their own set of requirements and these are not addressed here, except to say that for most |

|construction projects, bid thresholds differ from those for non-construction services, equipment, materials, supplies, and non-public project |

|repairs [Public Contract Code Section 20111(a)]. |

| |

|To initially determine the dollar amount of an agreement, it is common to get a budget estimate from a vendor or seek input from other school |

|districts or county offices of education which may have recently secured similar services. If the dollar amount of the project and/or services |

|does not exceed the bid threshold (at the time of this writing, $81,000.00 effective Jan. 2012, this amount is adjusted annually for inflation |

|by the State Superintendent of Public Instruction), formal bid will NOT be required to secure the vendor of choice. Generally speaking, if the |

|dollar amount will exceed the bid threshold, formal bid WILL be required, unless certain other conditions will be met (data processing |

|equipment, textbooks, perishables, piggyback contracts, etc.). Formal bids must be advertised for a specific period of time, and the process is|

|a bit more involved. Program coordinators are advised to seek input from Contracting & E-Rate Services if their services or project will exceed|

|the bid threshold. |

| |

|Program coordinators should make sure the services they seek (or similar services) are not already being performed within the District. There |

|are cost and administrative benefits that may be derived from consolidating services through a single vendor. Contracting & E-Rate Services |

|maintains a central agreement matrix and can provide input on what kinds of agreements already exist within TRUSD. Be sure to consult your |

|department or Program Administrator before you get too far along in this process. If you are concerned about adequate funds for your project or|

|services, seek verbal input from Fiscal Services and Budget before you proceed. These departments review all contracts and may reject any |

|agreements where funding is not available. |

| |

In cases where a formal bid is NOT required, it is generally acceptable to obtain three proposals, or quotes, based upon a set scope of work/services, from three vendors. The vendors may be chosen at will. If any of the chosen vendors do not wish to participate or submit a proposal, there is no need to seek a fourth vendor’s participation. There are a few things to remember however, in order to maintain the integrity of the process and show that due diligence was performed:

1. Record your contact with and invitation to the three vendors, naming each company and their contact information, and making a note of the current date.

2. If a vendor chooses not to participate, document that fact and state their reason for declining.

3. Supply the same scope of services or work that you are considering, identically to each of the vendors.

4. Tell each vendor what criteria you will use to select the winning vendor (price is always a factor, but there can be other criteria used to determine who will be the best vendor to perform your services). Criteria should be provided to the vendors in writing.

5. Set a fair due date for submittal of the three quotes. Give the vendors ample time to prepare and submit them, and make sure they know where and how you want them delivered.

6. Select the winning vendor by comparing the criteria equally. Criteria must be consistent with what you provided to them in writing in Step 4. (Contracting & E-Rate Services can supply customizable evaluation/selection criteria tables for this process.)

The District maintains contracting templates for use in writing your agreements. These agreement templates are presently under revision, but the latest versions can be found online at the Twin Rivers website. Responsibility for each step in the contract review and approval process is explained in the first few pages of each template. Agreements for dollar amounts of $15,000 or more will require TRUSD Board approval. Refer to the online templates for further instructions.

The District has standard Memorandum of Understanding (MOU) templates for use when an agreement will be with another agency or agencies (non-profit, school district, county office of education, state or local government entity). Please contact Contracting & E-Rate Services for help developing an MOU.

The District directs use of our standard service agreement templates or MOU whenever possible. There are times, however, when an outside party will not accept a Twin Rivers agreement. Any outside agreements must be reviewed early in the process by the Director of Contracting & E-Rate Services, and the tracking sheet described above will be required.

ALL agreements must be fully-executed and approved by the Twin Rivers Board ($15,000 and greater) BEFORE services may begin. Please allow ample time for the review and approval process, prior to the start of services.

When agreements expire, there may be a need for renewal or extension of the original agreement. For this reason, Twin Rivers maintains Amendments to Service Agreements, also available online. The amendment templates are simple documents meant to identify and secure approval for any changes to the original agreement.

Please consult Contracting & E-Rate Services for assistance in any District contracting matters.

Summary of Contracting Documentation & Process Changes

Effective 11-1-11

1) TRUSD Service Agreements have been updated to reflect a different cost break. The lower amount agreement is now for use when LESS THAN $35K will be paid or received, and the higher amount agreement is now for use when $35K OR MORE will be paid or received.

2) As a result of the above change, and for consistency with Board policy, Board approval is now required for all agreements valuing EXACTLY $35,000 (and also above that amount).

3) The Contract Routing & Approvals Sheet has been updated for use only with OUTSIDE agreements and MOU's. There is no need to include this sheet for any of the TRUSD Service Agreements. We've also slightly modified this form to eliminate the additional review of our Risk Management Director. Contracting & E-Rate Services will now be advising the need for evidence of insurance from vendors and will seek input from the Risk Management Director when TRUSD insurance certificates are required, and/or as needed.

4) TRUSD Service Agreements $35K OR MORE must still come to the Contracting & E-Rate Services Department for review - but now there is a signature line on the actual contract to show CES approval (replaces the need for the Routing Sheet mentioned above). And don't forget, these agreements will require Board approval (as well as the usual Division and Budget approvals).

5) Please be sure to allow adequate time for the reviews required for ALL types of agreements. Agreements must be approved and fully-executed before any of the referenced services start!

6) TRUSD Service Agreements LESS THAN $35K do not require the review/approval of the Contracting & E-Rate Services Department.

|What is E-Rate? |

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|History of the E-Rate Program |

|The E-rate program, officially known as Universal Service Funding for Schools and Libraries, under the Schools and Libraries Division (SLD) of |

|the Federal Communications Commission (FCC), was created as a result of the Telecommunications Act of 1996.  In the act, a fourth Universal |

|Service Fund program was established to get schools and libraries connected to the internet. |

|The program policies and rules are designed to promote competition between service providers and to give applicants the most cost effective |

|means to connect to the Internet.  The E-rate program is funded with $2.25 billion dollars annually from the Universal Service Fund.  This |

|program is supported by assessments on telecommunications companies, not the federal budget.  The program will continue indefinitely until |

|Congress decides to end it. The E-rate program enjoys broad support from all program stakeholders and Congress. |

|E-rate is the largest and most reliable source of technology funding for K-12 public and private schools in the United States. Since the E-rate |

|program was created, the percentage of U.S. public school classrooms that are connected to the Internet has grown from 27 percent to more than |

|90 percent. |

|The underlying concept of the E-rate program is to provide discounts for goods and services that are used for educational purposes as defined by|

|the FCC.  E-rate discounts can range from 20 to 90 percent on certain types of services and products.  This means that the applicant will always|

|have some payment burden when receiving approved services.  |

|The types of services and products eligible for E-rate discounts fall into four broad categories. These are telecommunication services, internet|

|access, internal connections, and basic maintenance.  Also, if the applicant is requesting service for internet access or internal connections, |

|the applicant will be required to comply with the Children's Internet Protection Act |

|Since there is not enough money to fund every request, each of the four broad categories of services falls into either a primary or secondary |

|priority level.  Priority One services include telecommunications and internet access.  Priority Two services focus on internal connections and |

|their maintenance.  As a general rule all applicants applying for Priority One services will receive funding. If there is any money left after |

|the Priority One requests are funded, then the Priority Two requests with the highest discount rates are funded until the money is depleted. |

|An applicant will calculate its discount rate based off the number of students eligible for the National School Lunch Program.  The discount |

|rate also takes into consideration the poverty level of the area and if the applicant is in a rural or urban area.  The applicant's discount |

|rate is important since only the applicants with the highest discount rates will be eligible for Priority Two funding. |

Twin Rivers’ E-Rate Process

Twin Rivers USD participates in the E-Rate Program as a way of stretching its budget for technology and telecommunications.

Percentages of students who qualify for F&R Lunch provide a discount percentage. That percentage is applied to the total cost of eligible program services. The District pays for the remaining costs, after the discount.

Services that are eligible for E-Rate Program discounts include:

|Priority 1: |

| Phone Services |Provides for discount on monthly phone and cell phone bills. |

| Internet Access |Provides for discounts on e-mail, wireless internet, some servers and routers. |

|Priority 2: |

| Basic Maintenance Services |Provides for discounted break/fix repairs on critical electronic circuitry and |

| |components. |

| Internal Connections |Provides for discounted installations of cabling, routers, infrastructure to support |

| |technology |

End user equipment is not eligible for E-Rate discounts. In general, E-Rate provides discounts on services, and not on the items we hold or touch. Telephones, cameras, computers, printers, fax machines, etc., are all considered end-user equipment and not eligible for discounts.

E-Rate funds are applied for every year based upon the District’s plans for telecommunication and technology services in the coming year. We can only receive discounts for eligible items for which we have applied that year. Lunch counts, eligibility rules, facility changes, budgets and other considerations must be made during the planning and application process each year. Much goes on behind the scenes to accommodate the requirements of this federal program, and the Contracting & E-Rate Services Department depends upon accurate and timely information from many other departments to carry out the process. The steps we must go through each year to apply for and receive support are as follows:

Step 1 Determine Eligibility

Step 2 Develop a Technology Plan

Step 3 Open a Competitive Bidding Process

(Post RFP, File 470)

Step 4 Select Service Provider(s)

Step 5 Calculate the Discount Level

Step 6 Determine TRUSD’s Eligible Services

Step 7 Submit 471 Application for Program Support

Step 8 Undergo Application Review by SLD

Step 9 Receive Your Funding Decision

Step 10 Begin Receipt of Services (Pay & Reconcile Invoices)

Step 11 Invoice USAC (472 BEAR, or 474 SPI)

Anyone with questions about the E-Rate program, or with ideas to invest in new technology which may be eligible, are invited to consult the Contracting & E-Rate Services Department for advice. We may be able to apply for discounts on services you want to implement and can determine whether or not they would be eligible under E-Rate. Please keep in mind, however, that there is only one window to apply each year (typically sometime in the months of November-February), and that funding for those applications, if they are approved by the SLD, does not begin for at least six months and up to over a year afterward in some cases.

An overview of the E-Rate program and an Application Process Flow Chart developed by the Universal Service Administrative Company (USAC), the entity administering the program on behalf of the Schools and Libraries Division (SLD) of the Federal Communications

Commission (FCC), follow.

|Cellular Phones & Devices |

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|Twin Rivers’ Cell Phone Procedures |

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|The District has approved cell phone procedures and the accompanying Administrative Regulation (AR 3513.1), to coincide with Board Policy (BP |

|3513.1). These documents can be found at: trustees/policies. |

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|New cell phones can be ordered by contacting the department. Cell Phone order forms are available online at: |

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|District Provided phones must be surrendered to the CES Department when an employee leaves the district or transfers to a position where a cell |

|phone is not required for the job. |

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|Lost or stolen phones should be reported to the CES Department immediately. Please also notify the Department if you are experiencing problems |

|in operating your phone (do not go to a retail store without first consulting CES). |

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|Please contact the CES Department for assistance with any of your cellular communication needs. |

Twin Rivers Unified School District Cell Phone Procedures

District Use

All cellular telephone service for District use must be obtained by the Contracting & E-Rate Services Department from the District’s awarded Service Provider.

District Cell Phone Procedures

1. 1. Cellular telephones are provided specifically to carry out official District business when other means of communication are not readily available. Cellular telephones may not be used for routine personal communications other than the exceptions below.

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3. 2. Cellular telephones are not to be used when a less costly alternative is readily available, unless as otherwise necessary for safety or emergency circumstances.

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5. 3. Personal use of a District owned cellular telephone is limited to making or receiving calls for family or 911 emergencies only. Personal emergencies include contacting a family member or child care provider should the employee be late arriving home or picking up children for a reason directly related to his/her official District duties, e.g., a meeting which runs later than expected or a last minute schedule change. Whenever possible, such calls should be made or received on District or other public telephones.

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7. 4. Cellular telephone conversations involving District information of a confidential nature should be minimal and avoided whenever possible.

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9. 5. Cellular telephones are not to be loaned to others.

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11. 6. Employees issued a cellular telephone are responsible for its safe keeping at all times. Defective, lost or stolen cellular telephones are to be reported immediately to the Contracting & E-Rate Services Department who will in turn notify the service provider. Stolen or lost equipment outside the boundaries of the District is the employee’s financial responsibility.

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13. 7. Cellular telephones and accessories issued to employees who work 10 months or less must be returned to Contracting & E-Rate Services at the conclusion of the school year, activity or as otherwise specified. (Bilingual and M & O are responsible for picking up cell phones used by their employees.)

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15. 8. Exiting employees must surrender District provided devices, and any accessories before their departure. District provided cell phone numbers will stay with the District, but current and exiting employees may obtain discounted services for their personal cellular needs. Please contact Contracting & E-Rate Services for additional information.

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17. 9. Cell Phone use while driving a school bus or any district vehicle is prohibited. Employees are reminded that use of communication devices must be hands-free while driving any vehicle, in compliance with State Law.

10. Employees provided District cell phones are expected to carry the device and keep it charged and available for use during their normal work hours.

11. Any charges incurred for the convenience of the employee (e.g. non business related Wireless Web or Roaming Charges) are the sole responsibility of the employee. Services not covered by District rate plans are charged at higher rates; these include ring tones, games, directory assistance, and other “convenience” applications. The District reserves the right to charge employees for these costs.

12. Employees who have valid, work-related reasons to make international calls are instructed to contact Contracting & E-Rate Services for participation in an appropriate rate plan to minimize costs to the District.

13. The District reserves the right to review and question employee use of District provided devices. Employees who abuse cellular and/or communication privileges are subject to charges, discipline, and/or surrender of their District –provided device.

I have read, understand, and will abide by the Twin Rivers Union School District Cell Phone Procedures. I have also read and understand the District’s Acceptable Use Policy, Board Policy 3513.1 and Administrative Regulation 3513.1. I further understand that any violation may result in the loss of access privileges and/or possible disciplinary action.

Signature: _________________________________________ Date: ____________

Contracting & E-Rate Services

Revision 3.0: July 2, 2012

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