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DIRECT SERVICE CONTRACTS:  

• An End of Year Report was sent out to all Direct and Non-Direct services providers that provided services in the 2023/24 school year.  
• The End of Year Reports are evaluated by the sites and departments where the services were performed.
• Partners will be approved or not approved through the approval process.
• If approved by the sites and departments the End of Year Reports are then presented to the board for approval.
• Once the board approves the providers, Master Contract Amendments will be sent to the direct service providers.  
• Partners will be added to the .
• Partners are not to contact Schools or Departments.
• Schools/Departments can choose from the program booklet.
• Principals and sites connect with the program point of contact to gather service terms.
• Schools/Departments must complete the  for direct service contracts regardless of the amount.
• If the partner is approved for Direct Services, an exhibit B contract and a requisition will be created.
• If the partner is approved for Non-Direct Services the school or department can create a Non-Direct Services Agreement and Munis Requisiton
• The staff roster form will be sent out to the partners to be completed and then submitted to the Community Engagement Department.
• Community Engagement will issue badges.
• If the contract amount exceeds the board limit ($25K for general fund and LCAP or $50K for all other resources) it will be added to the next available board summary.  Note that this is a per-year cumulative total for the partner.
• The requisition is converted into a Purchase order and the fully executed exhibit B is completed.  Both are sent to the partner.
• Services may begin.

If the partner you are looking for is not in the program booklet please contact Nancy Garcia at 510-231-1140

 

NON DIRECT SERVICE CONTRACTS: 

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A consultant is a person, company or corporation who is not an employee of the District and is not entitled to any rights, benefits or protections, which accrue to employees of the District. A consultant is an independent contractor who is hired to provide services for the District for a specific period of time. The authority/approval to hire a consultant is a combination District signature approval process and a Governing Board function. Accordingly, no District staff may authorize a consultant to begin work until all of the paperwork has been completed and appropriately approved. 

 

» NOTE: Allowing a consultant to provide services prior to proper approval and issuance of a purchase order constitutes an unauthorized purchase for which the requesting originator and/or principal/department head will be held personally liable (Board Policy 3310).

 

PROCESS FOR CONSULTANT APPROVAL FOR NON-DIRECT SERVICES 

Submit the if the contract exceeds 10K

Submit the 23/24 Non-Direct Services Agreement packet through Informed K12 at least six weeks prior to the date services are required. Forms must be completed in Informed K12.

Create a Munis Requisition

Follow the instructions in the Munis manual on how to create a contract requisition.

• Start Date: contracts will not be processed if they are backdated for after the fact services.
• End Date: contracts must end by June 30th of the current year.
• Description: Should be at least 1 paragraph and must match the purpose on the Consultant Services Summary. 

How to create a Non-Direct Services - Agreement Packet, step by step instructions:

24-25 Non-Direct Services Agreement 

• Enter: Your requisition number
• Select: Your school site or department from the drop-down
• Date: Enter the date the form is being completed 
• This Agreement, by and between: Enter the company name or individual name of the contractor here. 

1. Services: Select the first check box to enter the description of services on the exhibit "A" at the end of the agreement.  Or Select the second check box to enter a description of services. 
2. Agreement Time: Enter the start and end dates, enter the same date in both fields if the services are for one day. 
3. Price and Payment: Enter the amount in the appropriate section 
4. Account Number: Enter the account number and funding source.  Select Central or Site and enter the amount
5. Contract is fully budgeted: After confirming that the funding is allocated to the correct account codes, check this box. 
6. Section 6: Complete this section, entering the site, students and staff impacted as well as how the cost is determined, limitations and tier of services
7. Annual Measurable Outcomes: Complete this section with local indicators and what data you will be collecting.
8. Continuing Service: If these services were provided previously please complete this section
9. Justification: Select the appropriate response
10. LCAP / SPSA: Select the appropriate response
11. Notice: Complete the District portion
12. Submittal of Documents: Select any additional documents that need to be submitted. (Usually no additional documents are selected)
13. Fingerprinting:If this consultant will be unsupervised around students they need to be fingerprinted.  Select the first box and attach fingerprinting varification.  If they will be supervised at all times check the second box and enter the name of the district representative (usually the principal) and have them initial. 
14. TB Screening: Check the first box if they have TB clearance on file or check the second box if the consultant will not work directly with students on more than an occasional basis.  The principal needs to initial. 
15. Insurance: Insurance can be waived if the consultant will be supervised at all times or will not have contact with students.  Principal / Site Director must initial if waived. 
16. Signature Page: Complete the district section and have the Principal / Site Directors sign.

• Once the Principal has signed, submit the 24-25 Non-Direct Services Agreement to the consultant for signature

 

Submitting the Document (Initiator):

• Click on the Red rectangle and select "Send to Next Approver" or "Continue": 

• Select the most appropriate answer to the Pop-up question:
• Secretary/Office Manager: Send to your Principal or Department Administrator to review/sign (choose this if you are creating this form for your principal or site administrator)
• Principal/Dept Admin: Send directly to Consultant (Vendor) (Choose this if you are a principal or site administrator and you have the consultants email information)
• Principal/Dept Admin: Send to Secretary/Office Manager so that they can send to the Consultant (Vendor) (Choose this if you are a principal or site administrator and you don't have the consultant's email information)

 Submitting the Document (Principal or Director)

• Click on the Red rectangle and select "Send to Next Approver or "Continue": 

• Do you have the Consultant's contact information?
• Yes, Send to Consultant Contact
• No, Send to Secretary / Office Manager

 

» Under limited circumstances, when a consultant's contract is used in lieu of the District's Agreement for Special Contract Services the contract will be subject to review and modification by District's Legal Counsel and must be submitted to purchasing for review before any agreements are made.

 Don’t forget to Attach an unsigned PDF of the Non-Direct Services - Agreement Packet and any attachments to your Munis requisition.    

Purchasing will generate the purchase order after the Informed K12 agreement and Munis requisition has been approved.

CONSULTANT SERVICES COSTING $50,000 AND ABOVE

Consultants whose services total $50,000 and above for categorical funding must be approved by the Board of Education.  Board limit for Unrestricted and LCAP funds is $25,000.

It is imperative that the consultant services approval package be submitted to Purchasing at least six weeks prior to the service date to ensure sufficient time to complete the approval process. The printing deadline for board agenda items is two (2) weeks prior to the date of the board meeting. If all signed contract paperwork and the fully approved Munis requisition are not pending with purchasing by the printing deadline, your request cannot even be considered for approval until the next scheduled board meeting. Board meetings are scheduled on the first and third Wednesdays of the month.

CONSULTANT SERVICES COSTING UP TO $50,000

It is imperative that the Non-Direct Services - Agreement Packet be submitted in Informed K12 at least six weeks prior to the service date to ensure sufficient time to complete the approval process.

PAYMENT TO CONSULTANTS

Consultants should not be paid in advance. Please advise the consultant that the District will make the payment after the service has been provided. In those instances when the consultant will provide the service only if payment is made immediately after the service is performed, the originator must obtain a Pro Forma invoice from the consultant and attach the Pro Forma invoice to the consultant services requisition, indicating on the form the date required for payment. The Accounting Department will release a warrant to you, made payable to the consultant, for payment upon the completion of the services rendered.

 » Payments made in excess of $1,500 to California nonresidents, including corporations, limited liability companies, and partnerships that do not have a permanent place of business in this state are subject to 7% state income tax withholding (California Revenue and Taxation Code Section 18662). Tax exempt organizations, under either California or federal law are exempt from 7% withholding.

 

The Accounting Department is responsible for making payments to the consultant only after they have received;

1. An invoice for services rendered, referencing the purchase order number which authorized the service (submit to accountspayable@茄子视频)
2. The invoice to be paid has been approved.

        (The consultant cannot be paid without these two items.)

 

CHANGES TO CONSULTANT SERVICES REQUEST

1. Create a Change order in Munis using the instructions on page 54 of the Munis Manual.
2. Submit an .
3. Board Approval will be required if the Consultant has reached the board limit through this or other contracts with the school district.

 

TERMINATION OF SPECIAL CONTRACT SERVICES

If a contract needs to be terminated, please contact the contracts department

QUESTIONS: Contact Mary Kitchen at (510) 231-1192 or mkitchen@茄子视频