Professional Services Professional Services ContractsContracts

in conjunction within conjunction with

Organizational ExcellenceOrganizational Excellence

Made EasyMade Easy

Procurement PolicyProcurement Policy

LAUSD Board Policy requires LAUSD Board Policy requires competitioncompetition

State Education Code (SB1419)State Education Code (SB1419) Public Contracts CodePublic Contracts Code Grantor RequirementsGrantor Requirements

Contract AuthorityContract Authority Board authorizes and is responsible for approving and/or Board authorizes and is responsible for approving and/or

ratifying all contracts.ratifying all contracts. Contract Administration Branch is authorized to execute Contract Administration Branch is authorized to execute

contracts within Delegated Authority up to $250,000.contracts within Delegated Authority up to $250,000. Contract Administration Branch is authorized to execute all Contract Administration Branch is authorized to execute all

contracts approved by the Board of Education.contracts approved by the Board of Education. Schools and Offices can use the Professional Services Schools and Offices can use the Professional Services

Decentralized Purchase Order (PD CS) to procure low-dollar Decentralized Purchase Order (PD CS) to procure low-dollar value professional services (not exceeding $5,000).value professional services (not exceeding $5,000).

School Principals and Administrators areSchool Principals and Administrators areN O TN O T

authorized to execute contracts on behalf of the District.authorized to execute contracts on behalf of the District.

You’ll soon be an expert in how to…You’ll soon be an expert in how to…

Initiate a ContractInitiate a Contract Amend an Existing ContractAmend an Existing Contract Suspend/Terminate a ContractSuspend/Terminate a Contract Order Services Under a Master Order Services Under a Master

Services AgreementServices Agreement Obtain Additional InformationObtain Additional Information

Acquiring Professional Acquiring Professional Services –Services –

StepsSteps:: Create a Decentralized Purchase Order for Create a Decentralized Purchase Order for

low dollar value professional services (PD CS) low dollar value professional services (PD CS) online through IFS. online through IFS.

See Reference Guide No. REF-918 for details. See Reference Guide No. REF-918 for details. Maintain documentation on file at your Maintain documentation on file at your

school/ office in the event of an audit.school/ office in the event of an audit.

Not Exceeding $5,000Not Exceeding $5,000

Competitive requirements for acquiring Competitive requirements for acquiring professional service contracts are driven by the professional service contracts are driven by the estimated cost of service:estimated cost of service:

Exceeding $5,000 to bid threshold (currently Exceeding $5,000 to bid threshold (currently $65,100)$65,100)

- 3 Written Quotes- 3 Written Quotes Exceeding the bid threshold to $100,000Exceeding the bid threshold to $100,000

- Informal RFP process- Informal RFP process Exceeding $100,000Exceeding $100,000

- Formal RFP process- Formal RFP process

Initiating the acquisition of professional Initiating the acquisition of professional services exceeding $5,000 requires:services exceeding $5,000 requires:

A requisition (RX) with CS PrefixA requisition (RX) with CS Prefix Form CS001 (Request for Contract Action)Form CS001 (Request for Contract Action) Scope of work, contractor’s written Scope of work, contractor’s written

proposal and payment schedule (if proposal and payment schedule (if applicable)applicable)

Approved RFP waiver and After-the-Fact Approved RFP waiver and After-the-Fact memos, if applicablememos, if applicable

Contractor’s Certificate of InsuranceContractor’s Certificate of Insurance

Acquiring Professional Acquiring Professional ServicesServices

Use the following document numbering Use the following document numbering formula when creating the RX in IFS:formula when creating the RX in IFS:

TransTrans AreaArea Document NumberDocument Number

RXRX _ _ __ _ _ CS#CS#

(Object Code: 5110, 5140, 5150, 5801 or (Object Code: 5110, 5140, 5150, 5801 or 5802)5802)

(Commodity Code: 9610200000)(Commodity Code: 9610200000)

Acquiring Professional Services –Acquiring Professional Services –

Submit RX, Form CS001, scope of work, Submit RX, Form CS001, scope of work, contractor’s written proposal, and contractor’s written proposal, and payment schedule (if applicable) at least payment schedule (if applicable) at least 30 days before services are needed.30 days before services are needed.

$5,000 to Bid Threshold (Currently $5,000 to Bid Threshold (Currently $65,100)$65,100)

NOTENOTESchoolsSchools – CS001 requires signature of Principal and LD Dir. of – CS001 requires signature of Principal and LD Dir. of InstructionInstructionOfficesOffices – CS001 requires signature of Branch Director – CS001 requires signature of Branch Director

Acquiring Professional Services –Acquiring Professional Services –Exceeding Bid Threshold to Exceeding Bid Threshold to $100,000$100,000

Initiate acquisition at least Initiate acquisition at least 6060 days before services are days before services are needed by conducting an needed by conducting an Informal Request for Informal Request for ProposalProposal process. process.

Submit RX, Form CS001, scope of work, contractor’s Submit RX, Form CS001, scope of work, contractor’s written proposal, and payment schedule (if applicable).written proposal, and payment schedule (if applicable).

NOTENOTESchoolsSchools – – CS001 requires CS001 requires additionaladditional signature of LD signature of LD

SuperintendentSuperintendentOfficesOffices – – CS001 requires CS001 requires additionaladditional signature of Next Higher-Level signature of Next Higher-Level

AdministratorAdministrator

Selection of a contractor to perform Selection of a contractor to perform services valued at over $100,000 must go services valued at over $100,000 must go through a through a formal Request for Proposalformal Request for Proposal (RFP) process at least (RFP) process at least 9090 days before the days before the services are needed.services are needed.

Submit RX, CS001, scope of work and Submit RX, CS001, scope of work and evaluation criteria to Contract evaluation criteria to Contract Administration.Administration.

Acquiring Professional Services –Acquiring Professional Services –Exceeding $100,000Exceeding $100,000

Non-Competitive SituationsNon-Competitive Situations

In the event the contract requestor proposes to In the event the contract requestor proposes to select a contractor without going through the select a contractor without going through the written quote, Informal RFP, or RFP processes,written quote, Informal RFP, or RFP processes,ADVANCE WRITTEN APPROVAL is ADVANCE WRITTEN APPROVAL is requiredrequired..

After selecting a contractor, the contract After selecting a contractor, the contract requestor must submit an Inter-Office Memo to, requestor must submit an Inter-Office Memo to, and receive approval from, the Chief and receive approval from, the Chief Procurement Officer, or designee.Procurement Officer, or designee.

An Inter-Office Memo should be within the An Inter-Office Memo should be within the followingfollowingwaiver criteria:waiver criteria:

1.1. Contractor is identified as a partner or service Contractor is identified as a partner or service provider by a process similar to the RFP provider by a process similar to the RFP process but without the formality.process but without the formality.

2.2. Service is available from a single source.Service is available from a single source.3.3. District’s needs are so urgent that the District’s needs are so urgent that the

District’s interest will be seriously injured District’s interest will be seriously injured unless a limit on sources is permitted.unless a limit on sources is permitted.

Non-Competitive SituationsNon-Competitive Situations

Non-Competitive SituationsNon-Competitive Situations

Waiver Criteria (cont.):Waiver Criteria (cont.):4.4. Award to a particular contractor is necessary to Award to a particular contractor is necessary to

maintain that source in case of a District maintain that source in case of a District emergency.emergency.

5.5. Terms of the agreement between the District Terms of the agreement between the District and another organization have the effect of and another organization have the effect of requiring the use of noncompetitive procedures.requiring the use of noncompetitive procedures.

6.6. A law or grant expressly authorizes that the A law or grant expressly authorizes that the procurement be made from a specified source.procurement be made from a specified source.

After-the-Fact: After-the-Fact: Urgent and Urgent and CompellingCompelling

Board policy requires all contracts to be Board policy requires all contracts to be approved by the Board of Education or signed approved by the Board of Education or signed by Contract Admin. under delegated authority by Contract Admin. under delegated authority BEFORE CONTRACT SERVICES ARE BEFORE CONTRACT SERVICES ARE INITIATEDINITIATED..

Professional Services Contracts are not to be Professional Services Contracts are not to be submitted for approval “after the fact,” except submitted for approval “after the fact,” except in urgent and/or compelling circumstances andin urgent and/or compelling circumstances andonly with the written approval of the Chief only with the written approval of the Chief Procurement Officer or his/her designeeProcurement Officer or his/her designee..

If seeking approval for Contract Administration If seeking approval for Contract Administration to process an after-the-fact contract, an Inter-to process an after-the-fact contract, an Inter-Office Memo should be written justifying the Office Memo should be written justifying the urgent and compelling circumstance.urgent and compelling circumstance.

If it is determined that a contract does If it is determined that a contract does notnot meet the requirement of urgent and compelling meet the requirement of urgent and compelling necessity, the contract will necessity, the contract will notnot be approved be approved and the contract request will be returned to the and the contract request will be returned to the sponsor.sponsor.

After-the-Fact: Urgent and After-the-Fact: Urgent and CompellingCompelling

Acquiring Income and No-Cost Acquiring Income and No-Cost ContractsContracts

Submit Form CS001, scope of work, Submit Form CS001, scope of work, and payment schedule (if and payment schedule (if applicable) at least 30 days before applicable) at least 30 days before services are needed.services are needed.

Amending an Amending an ExistingExistingProfessional Services ContractProfessional Services Contract

Type of AmendmentType of Amendment Submit the followingSubmit the following

Extension of TimeExtension of Time Forms CS001 & CS0010Forms CS001 & CS0010

Change in ScopeChange in Scope Form CS001, rev. scopeForm CS001, rev. scope

Increase in AmountIncrease in Amount RX, Forms CS001 & RX, Forms CS001 & CS0010CS0010

Terminating/SuspendingTerminating/Suspending Forms CS001 & CS0010Forms CS001 & CS0010

Contract ended; Contract ended; Disencumber fundsDisencumber funds

Memo addressed to Memo addressed to Contracts,Contracts,c: Accounts Payablec: Accounts Payable

Contracts That Contracts That CannotCannotBe AmendedBe Amended

Significant change in the scope of workSignificant change in the scope of work Term of contract has already ended Term of contract has already ended

(Dead Contract)(Dead Contract) Increase in contract amount > 75% of Increase in contract amount > 75% of

original contract valueoriginal contract value

An amendment increasing the contract amount by more than An amendment increasing the contract amount by more than 75% requires the initiation of a new contract.75% requires the initiation of a new contract.

Ordering Against a Master Ordering Against a Master Services Agreement (MSA)Services Agreement (MSA)Orders against MSAs require an RX with Orders against MSAs require an RX with the numbering formula of RX _ _ _ MSA#the numbering formula of RX _ _ _ MSA#

Reference Guide No. REF-427 is Reference Guide No. REF-427 is specifically for Enrichment Services.specifically for Enrichment Services.

Reference Guide No. REF-428 is Reference Guide No. REF-428 is specifically for Professional Services.specifically for Professional Services.

MSA info can also be found at MSA info can also be found at http://contracts.lausd.net.http://contracts.lausd.net.

What should I do after receiving my copyWhat should I do after receiving my copyof the fully executed contract?of the fully executed contract?

A.A. Monitor Contract expenditures to ensure sufficient Monitor Contract expenditures to ensure sufficient funds to complete the workfunds to complete the work

B.B. Monitor performance of the contractor/consultant Monitor performance of the contractor/consultant to ensure compliance with terms of the contractto ensure compliance with terms of the contract

C.C. Ensure receipt of deliverables included in contractEnsure receipt of deliverables included in contract

D.D. Be mindful of the expiration date and/or renewal Be mindful of the expiration date and/or renewal options and plan ahead for any needed renewalsoptions and plan ahead for any needed renewals

What should I do after receiving my copyWhat should I do after receiving my copyof the fully executed contract?of the fully executed contract?

E.E. Be good to your consultant and help them get paid on Be good to your consultant and help them get paid on time. Check invoices for accuracy, sign/approve and time. Check invoices for accuracy, sign/approve and move it to Accounts Payablemove it to Accounts PayableRemember: District payment provision is Remember: District payment provision is typically a 45 day process from receipt of invoicetypically a 45 day process from receipt of invoice

F.F. File Maintenance – Be sure to keep good records in the File Maintenance – Be sure to keep good records in the event of an auditevent of an audit

G.G. Upon completion of services, send a Contractor Upon completion of services, send a Contractor Assessment (Form CS0010) to Contract Admin. or Assessment (Form CS0010) to Contract Admin. or complete an online assessment. Contract Admin. will complete an online assessment. Contract Admin. will send e-mails to the sponsor requesting the online send e-mails to the sponsor requesting the online assessment be completed.assessment be completed.

Where To Get More Where To Get More InformationInformation

Contact Contract Administration at (213) 241-3089Contact Contract Administration at (213) 241-3089 E-mail questions to: E-mail questions to: psg-contracts@lausd.k12.ca.uspsg-contracts@lausd.k12.ca.us Bulletins, Memos and Reference Guides, available through:Bulletins, Memos and Reference Guides, available through:

Inside LAUSD: Inside LAUSD: http://notebook.lausd.nethttp://notebook.lausd.net

andand

Contract Administration’s Website: Contract Administration’s Website: http://contracts.lausd.nethttp://contracts.lausd.net

Required for Payment of Required for Payment of InvoicesInvoices

Authorization to purchase goods Authorization to purchase goods or services or services

Acknowledgement that goods Acknowledgement that goods and services were receivedand services were received

InvoiceInvoice

Authorization to purchase Authorization to purchase goods or servicesgoods or services

Executed copy of the contract Executed copy of the contract (>$5,000) or copy of the (>$5,000) or copy of the amendment to contractamendment to contract

- I- Issued by Contract Administration Branchssued by Contract Administration Branch - Signed by Contractor and District- Signed by Contractor and District

Purchase OrderPurchase Order

PRIORPRIOR TO ANY SERVICE BEING TO ANY SERVICE BEING PERFORMEDPERFORMED

Acknowledgement that goods Acknowledgement that goods and services were receivedand services were received

Online ReceiverOnline Receiver - - RequiredRequired for 3-way match “A” for 3-way match “A” - Accepted in lieu of approval on invoice- Accepted in lieu of approval on invoice

Approval on InvoiceApproval on Invoice - - By site administratorBy site administrator - Print Name and Title- Print Name and Title

Invoice Checklist:Invoice Checklist: Invoice DateInvoice Date - Not earlier than billing period- Not earlier than billing period - Not later than current date- Not later than current date

Vendor NameVendor Name - Same as contract and PO- Same as contract and PO

Vendor AddressVendor Address - Should match vendor file info in IFS- Should match vendor file info in IFS - If not matched, vendor should request - If not matched, vendor should request

updateupdate

Invoice Checklist:Invoice Checklist: Invoice NumberInvoice Number - Preferably 8 digits- Preferably 8 digits - Ensure that payment is credited properly- Ensure that payment is credited properly

Reference Contract or PO Reference Contract or PO - Include amendment letter (example: - Include amendment letter (example:

060550A)060550A)

Date(s) when services renderedDate(s) when services rendered - Within contract or amendment dates- Within contract or amendment dates

Invoice Checklist:Invoice Checklist: Description of Work / ServiceDescription of Work / Service - Specify activity or phase completed- Specify activity or phase completed

Quantity of Hours BilledQuantity of Hours Billed - Follow payment schedule or terms- Follow payment schedule or terms - Associate with service rendered- Associate with service rendered

Unit PriceUnit Price - - Match to rate per person (or position)Match to rate per person (or position) - Match to service “package” or “module”- Match to service “package” or “module”

Invoice Checklist (cont.)Invoice Checklist (cont.) Itemized Shipping, Handling & Sales TaxItemized Shipping, Handling & Sales Tax - Fees are not subject to ST- Fees are not subject to ST - Materials are generally subject to ST- Materials are generally subject to ST

Total Amount DueTotal Amount Due

If applicable, deduction from “Amount If applicable, deduction from “Amount Due” for any Retention per contractDue” for any Retention per contract

One original invoice to Accounts PayableOne original invoice to Accounts Payable - With approval signature or online RC- With approval signature or online RC

Accounts PayableAccounts Payable

CUSTOMER SERVICE UNITCUSTOMER SERVICE UNIT(213) 241-4800(213) 241-4800

accounts-payable@lausd.k12.ca.us

Website: Website: accounts-payable@lausd.netaccounts-payable@lausd.net

Thank You!Thank You!