1 RSD Administration of Charter School Content Procurement Process June 22, 2007.

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RSD Administration of

Charter School Content Procurement Process

June 22, 2007

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What is the purpose of this process?

The Recovery School District is facilitating the acquisition of contents to support the opening of new Type 5 charter schools in the Fall of 2007.

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What contents will be provided to the schools in this process?

Classroom furnitureClassroom/instructional materials and Supplies

Office supplies, equipment, and furniture

Textbooks

NOTE: No computer equipment, materials and supplies for activities such as art, band, athletics, etc.

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What is the budget for this activity? $2,025 per student times the

preliminary enrollment figures. Will be reduced by $475 per student

Funds reserved for computer equipment procured by the RSD on behalf of the

schools

Allocation spreadsheet will be provided week of June 25, 2007

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What is the funding source? Allowable purchases under the

FEMA guidelines

RSD is utilizing its cash upfront and expect to receive reimbursement from FEMA

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Will schools be allowed to choose their own specific

content items?

Yes

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How will the schools be provided these items?

Schools are being afforded two options:

Elect to have the RSD purchase goods on behalf of the school, or

Purchase the goods and then be reimbursed for these expenses.

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School chooses to have the RSD purchase the goods

School will Identify the goods and submit purchase

requisition to LDE Budget Office at 225-342-1256

The requisition will be processed by the RSD Goods will be delivered to school site. Upon receipt of the goods

• inventory should be verified as received.

• The signed receiving reports sent within 2 weeks to Department of Education, Division of Appropriation Control at fax number 225.342.6899.

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School chooses to purchase the goods on their own

School will Be required to use a competitive bid

process to obtain the goods unless• Purchase from Statewide Contracts• FEMA regulations must be adhered to• 3 quotes from bona fide vendors

Documentation of these quotes must be maintained for audit purposes.

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PROCUREMENT

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PROCUREMENT SERVICES

Property – equipment over $1,000

•Inventory must be maintained for all equipment items with a unit cost of $1,000 or more

•Inventory must be maintained in state system for period of five years

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PROCUREMENT SERVICES

STATE CONTRACTS FOR SUPPLIESLDE will use the following vendors:

School Specialty- www.schoolspecialty.comCorporate Express - https://www.eway.com

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www.schoolbook-la.com

Username: 017p

Password: pschools

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DIVISION USE ONLY Department of Education OMF-PURCHASING USE ONLY

Division Director: PURC HASE R EQ UISITIO N Purchase Order #:

LDO Purchase Requisition

Asst. Superintendent: Date Requisition #

Vendor #: Deliver To:Agency #:

Vendor Name & Address: Ship To:

Telephone #

Invoice To:LDOE, Expenditure ControlPO Box 94064Baton Rouge, LA. 70804-9064

Contact Person & Phone#:

ItemNo.

Description(contract # and line #, if contract items)

Qty.Ord.

Unit Unit Price Amount

Total

OMF-BUDGET USE ONLY Item No. Agency No. Exp.Org.

Object Sub. Obj. ReportingCat.

Amount

DIVISION USE ONLY OMF-PURCHASING USE ONLY

OMF-BUDGET USE ONLY

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PROCUREMENT SERVICES

Purchase Requisitions Purchase Requisitions schools will be signed and forwarded to

Rob Logan at RSD Central Office. The Central Office will fax requisitions as received to LDE at (225) 219-4250

Once Purchase Requisitions are received by LDE, they will be reviewed by budget staff for allowable costs

Upon approval, Purchase Requisitions will be forwarded to Purchasing for processing

A copy of the Purchase Order will be sent to the school

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PROCUREMENT SERVICES

Receipt of Goods Purchased by LDE Goods will be delivered to each school All invoices will be mailed to LDE from vendors.

LDE will distribute to individual schools

• Schools must sign invoices verifying receipt of goods and fax back to the Department within 2 weeks of receipt at (225) 342-6899

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INVENTORY

Goods purchased by LDE Supplies & Equipment purchased by LDE are the

property of LDE Equipment costing $1,000 or more must be tagged with

an LPAA tag• LDE will determine items to be tagged, assign a tag

number and forward tags to the Central Office to be distributed

• Tags must be attached to property and Moveable Property Tag Request form must be signed and returned to LDE within 2 weeks

• Equipment purchased by LDE will be audited by state and federal auditors

• Funds will be required to be returned for any items found not tagged

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INVENTORY

Goods purchased by LDE Certification

• Inventory list will be sent to the schools to be certified

Location changes must be clearly marked Sign and return to LDE by deadline

specified Surplus and/or disposal

•Must follow state regulations

•Can be found on website

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Record Retention

All records pertaining to Restart funds must be maintained for 5 years

Includes bids, quotes, purchase orders, invoices, receipts, packing slips, etc.

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LDE Contacts

Grants Management

Charlotte StevensActing Director

Division of Education Finance

(225) 342-6311FAX (225) 219-4250

Payment Babette Myers

Assistant Director Division of Appropriation Control

Procurement Patti Wallace

Purchasing Director(225) 342-3780

FAX (225) 342-6899

Property ControlRex Thomas

Property Manager225-342-3815

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Questions?