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

2 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.

3 What contents will be provided to the schools in this process?  Classroom furniture  Classroom/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.

4 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

5 What is the funding source?  Allowable purchases under the FEMA guidelines  RSD is utilizing its cash upfront and expect to receive reimbursement from FEMA

6 Will schools be allowed to choose their own specific content items? Yes

7 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.

8 School chooses to have the RSD purchase the goods School will  Identify the goods and submit purchase requisition to LDE Budget Office at  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

9 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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11 PROCUREMENT

12 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

13 PROCUREMENT SERVICES STATE CONTRACTS FOR SUPPLIES LDE will use the following vendors: School Specialty- Corporate Express -

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15 la.com Username: 017p Password: pschools

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23 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)  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

24 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)

25 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

26 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

27 Record Retention  All records pertaining to Restart funds must be maintained for 5 years  Includes bids, quotes, purchase orders, invoices, receipts, packing slips, etc.

28 LDE Contacts Grants Management Charlotte Stevens Acting Director Division of Education Finance (225) FAX (225) Payment Babette Myers Assistant Director Division of Appropriation Control Procurement Patti Wallace Purchasing Director (225) FAX (225) Property Control Rex Thomas Property Manager

29 Questions?