SCHOOL DISTRICT OF LANCASTER Contract Administrator Responsibilities

Transcription

1 SCHOOL DISTRICT OF LANCASTER Contract Administrator Responsibilities The Contract Administrator is the person responsible for creating a contract for services rendered to the School District of Lancaster (SDOL) and for summarizing the results through the evaluation process. If a Master Agreement is already in place with this vendor/contractor, see section titled Amendments. If it is a new Master Agreement or Contract and the services are LESS than $4,000: 1. Prior to any services being provided, Contract Administrator must ask the vendor for a Statement of Work (SOW) or Proposal (on the vendor s letterhead, signed and dated by the vendor, and with a signature line and date line for SDOL s Chief Financial & Operations Officer to sign) that includes the following, if applicable: a. Vendor or Individual s Name b. Dates of Service c. Who/how many are providing the service d. Resumé (if individual) or Program description (if corporation/agency/group) e. To whom the service is being provided: adults? students? for facilities? Etc. If service is being provided to students, will an SDOL staff person be present at all times? If not, then clearances will be required. All clearances need to be current as follows: Clearances are NOT required to be obtained by SDOL if person is hired through our Human Resources Dept and are paid by the employee s agency Ex.: Manpower, 360, STS FBI, PA Criminal Background History, PA Child Abuse, and Act 24 clearances that are less than 5 years old A 45-day Clearance Affidavit and Agreement for Contracts may be used when the potential staff can prove they submitted their child abuse paperwork and have the other three clearances in order. This affidavit will allow the person to work temporarily up to 45 days until the actual child abuse clearance is received by the School District of Lancaster. f. Cost of service with hourly rates, travel, and other expenses. Vendor must provide actual receipts for itemized expenses when submitting invoices. Due to multiple funding sources being utilized to fund programs in the District, the SDL-BO-13 Page 1 of 6 Rev. 10/02/17

2 District must follow Federal guidelines OMB Circular-A87 for acceptable reimbursable expenses (see Internet for details). SDOL Allowable Per Diems: Lodging Please refer to the current rate on the SDOL intranet under Business Office\Documents\Forms Meals Maximum allowable per person in Lancaster - $66/day (SDOL does not include incidentals) Mileage Maximum allowable - $.535/mile g. Certificate of Insurance (if service is provided on-site at SDOL). Vendor must state on the form that SDOL is the additional insured. h. Current W-9 (if vendor is an existing vendor, with no change in their company name, this is not required) 2. Contract Administrator informs the Purchasing Manager if this is a one-time service or if it occurs periodically throughout the year or each year. 3. Contract Administrator forwards the above with all required information to Purchasing Manager. The Purchasing Manager will distribute forms to the proper staff in Accounts Payable. 4. After Purchasing Manager has reviewed items, the Contract Administrator is contacted to enter the purchase requisition and to reference the Vendor s SOW/Proposal (including dates and/or locations of services) in the body of the requisition. NOTE REGARDING PAYMENTS: Invoices must be received by Accounts Payable no later than the fifth (5 th ) of each month for payment to be made the day following that month s Board Meeting approval. Payments for services will be mailed the day following the Board Meeting on the third Tuesday of the month (twelve payments per year). Every effort will be made to ensure timely payments. Invoices must be in original form, include any required documentation, and be free from errors. The District does not make prepayments for services or supplies. Invoices: Invoices (in their original form) can be issued by one of the following methods (please do not mail to any individual s attention): o Via accountspayable@lancaster.k12.pa.us o Via U.S. Mail or Hand Delivery: School District of Lancaster Business Office - Accounts Payable 251 S. Prince Street, 3 rd Floor Lancaster, PA SDL-BO-13 Page 2 of 6 Rev. 10/02/17

3 If it is a new Master Agreement or Contract and the services are GREATER than $4,000: 1. The Contract Administrator is responsible for adhering to the deadline to submit the completed Contract or Master Agreement to the Purchasing Manager. Contracts are due no later than the day after the Regular Board meeting. 2. The Contract Administrator is responsible for obtaining all necessary back-up documents for the Contract, such as current/anticipated staff list, resumés, background clearances, program information, certificate of insurance (if applicable) and original signatures. If service is being provided to students, will an SDOL staff person be present at all times? If not, clearances and ACT 24 forms will be required. All clearances need to be current as follows: a. Clearances are NOT required to be obtained by SDOL if person is hired through our Human Resources Dept and are paid by the employee s agency Ex.: Manpower, 360, STS b. FBI, PA Criminal Background History, PA Child Abuse, and Act 24 clearances must be less than 5 years old c. A 45-day Clearance Affidavit and Agreement for Contracts may be used when the potential staff can prove they submitted their child abuse paperwork and have the other three clearances in order. This affidavit will allow the person to work temporarily up to 45 days until the actual child abuse clearance is received by the School District of Lancaster. d. The Contract Administrator must ensure that no individual works with SDOL students unless all background clearances are received. This is especially important when a Contract is approved with a note that clearances will be provided once staff is hired. 3. A Sole Source Review and Justification Form for Educational Contracts has been discussed with and signed by the Purchasing Manager ONLY if the contract is over $4,000 and the contract is using federal funds. 4. The Contract Administrator is responsible for obtaining signatures on the Contract Checklist from the Assistant Superintendent, Director(s) of Schools, or the Chief Financial & Operations Officer or designee. 5. Once the Contract has been approved by the Board at its regular monthly Board Meeting, the Purchasing Manager will create a contract # and mail the following to the Vendor: o Cover approval letter & assigned contract # o Original, signed contract o Invoicing instructions for the Vendor SDL-BO-13 Page 3 of 6 Rev. 10/02/17

4 6. Then, the Purchasing Manager s the following to the Contract Administrator: o a copy of the scanned, approved Contract with new contract # o a copy of the cover letter & invoicing instructions that Purchasing Manager sent to vendor o Instructions for Contract Administrator (or their secretary) to create a purchase requisition, if required, on an as needed basis to include: Contract # Date of Service (making sure it does NOT go past June 30th of the current school/fiscal year) Description of service 7. The purchase order will be faxed to the vendor and vendor is required to include that PO# on their invoice. NOTE: If another purchase order needs to be set up under that same contract #, the list of CURRENT CONTRACTS can be found under: P:\CONTRACT- NUMBERS and the correct current contract # must be listed on the purchase order. 8. Then, the invoices may be submitted by the vendor. 9. The Contract Administrator is responsible for obtaining, from the vendor, a Certificate of Insurance listing SDOL as the Additional Insured (may or may not be applicable please ask the Purchasing Manager). 10. The Contract Administrator is responsible for obtaining, from the vendor, a current W-9 form. If vendor is an existing vendor, with no change in their company name, this is not required. 11. The Contract Administrator will be required to review all incoming invoices and complete a Contract Invoice Checklist that certifies that the stated services have taken place, the services and costs were within the Contract terms, the calculations are correct, and that all necessary back-up documentation is attached. Vendor must provide actual receipts for itemized expenses when submitting invoices. Due to multiple funding sources being utilized to fund programs in the District, the District must follow Federal guidelines OMB Circular-A87 for acceptable reimbursable expenses (see Internet for details). SDOL Allowable Per Diems: Lodging Please refer to the current rate on the SDOL intranet under Business Office\Documents\Forms Meals Maximum allowable per person in Lancaster - $66/day (SDOL does not include incidentals) Mileage Maximum allowable - $.535/mile SDL-BO-13 Page 4 of 6 Rev. 10/02/17

5 12. The Contract Administrator must keep a running balance of the expenditures related to their Contracts to ensure the invoices submitted do not exceed the approved contracted amount. 13. The Contract Administrator is responsible for ensuring final evaluation data is submitted to the Purchasing Manager within 2 months after the end date of a fixed term Master Agreement, or within 2 months after June 30 th if the Master Agreement is evergreen. NOTE REGARDING PAYMENTS: Invoices must be received by Accounts Payable no later than the fifth (5 th ) of each month for payment to be made the day following that month s Board Meeting approval. Payments for services will be mailed the day following the Board Meeting on the third Tuesday of the month (twelve payments per year). Every effort will be made to ensure timely payments. Invoices must be in original form, include any required documentation, and be free from errors. The District does not make prepayments for services or supplies. Invoices: Invoices (in their original form) can be issued by one of the following methods (please do not mail to any individual s attention): o Via accountspayable@lancaster.k12.pa.us o Via U.S. Mail or Hand Delivery: School District of Lancaster Business Office - Accounts Payable 251 S. Prince Street, 3 rd Floor Lancaster, PA For assistance with this process or questions, please contact Purchasing Manager, Drew Schenk, in the Business Office at or or via at ajschenk@lancaster.k12.pa.us. SDL-BO-13 Page 5 of 6 Rev. 10/02/17

6 AMENDMENTS to an existing Master Agreement during and after year 1 and/or Continuation of Master Agreements after year 1 The Contract Administrator is responsible for adhering to the deadline to submit the completed Amendments to the Purchasing Manager. Amendments are due the day after the Regular Board meeting). When an Amendment form is needed: If you need to amend an existing Master Agreement during the current year If you have a Master Agreement that is evergreen (meaning that it continues until someone terminates it), a new school year is starting, and you want to continue services with this vendor What to do: Fill out a Master Agreement Amendment form You or the vendor should complete an updated Addendum which should include the vendor s current rates, description of services, dates of services, etc. The Amendment form (with the attached new Addendum) should be signed by the contract administrator and the vendor Once the vendor returns the signed Amendment form (with the attached new Addendum), please forward it to the Purchasing Manager. CFOO will then sign. Depending on the scenarios described in the NOTE SECTION of the Master Agreement Amendment form, this Amendment may or may not need to go to the Board for approval. Either way, the Amendment will ultimately be assigned a revised contract #. The Purchasing Manager will update the contract in the database. The Purchasing Manager will send the vendor the revised contract # and also the contract administrator a copy of the Addendum with the revised contract #. You can then enter the purchase requisition for these services in CSIU, making sure you reference the NEW contract #. SDL-BO-13 Page 6 of 6 Rev. 10/02/17