FAQ

Frequently Asked Questions(FAQs)

1. How long does it take to process a contract? 
   
   
   • Contracts valued at $5,000 or less can be procured directly by a school or office through a Professional Services Decentralized Purchase Order (PD CS). Please see Reference Guide REF-918.
   • Contracts valued over $5,000 to $72,400 will require at least thirty days before services are needed.
   • Contracts valued over $72,400 to $100,000 require at least 60 days before services are needed.
   • Contracts valued over $100,000 require at least 90 days before services are needed.

2. Do I need a new contract to extend and/or increase the amount of the contract? 
   
   
   • In general, a contract can be amended to extend the period of performance, increase the fee to obtain additional services, allow for a minor change in the current contract scope of services or any combination of the above.
   • To extend and/or increase the contract, use the RFCA, Form CS001.
   • For time extensions, complete Form CS001 .
   • To increase the amount of the contract, complete an online requisition and a Payment Schedule and revised scope of work, if applicable. Contracts can only be amended for one additional fiscal year.
   • A contract cannot be amended if there is a significant change in the contract scope of services, or if the contract value increases to greater than 75% of the original contract amount. Additionally a contract cannot be amended if the contract period ended prior to the date of the amendment request (also know as a "dead contract").

3. Do I need to get additional approvals for my Healthy Start contracts? 
   
   
   • Yes. All Healthy Start contracts must be approved by the Integrated Student Health Partnerships. Contact John DiCecco at 213-241-3872

4. How will I know when processing of the contract or amendment is complete? 
   
   
   • Contract Administration will e-mail the requestor and Accounts Payable copies of the contract or amendment in PDF format once it is approved/executed.
   • The Contract Administration website allows requesters with profiles to view the status of their contracts. The website is located at http://contracts.lausd.net
   • Contract Administration Website will enable the sponsor to determine status as it relates to contract expiration, execution date, and view the contract in PDF format

5. What is the necessary paperwork for a Professional Services Contract 
   
   
   • An on-line Requisition (RX) must be processed before completing any paperwork.
   • The Request for Contract Action (RFCA), Form CS001.
   For contracts over $5,000, include the following:
   • Scope of work
   • Contractor proposal(s), contractor’s resume/statement of qualification
   • Payment schedule
   • Copies of approved memoranda, if applicable:
   • Inter-Office Memorandum addressing non-competitive situations: selecting a contractor without an RFP. (See Section VII, Bulletin No. BUL-426.1.)
   • Inter-Office Memorandum addressing urgent and compelling necessity “After the Fact"). (See Section IV, Bulletin No. BUL-426.1.)
   For contract values of $5,000 or less,
   • On-line submittals of the RFCA may be completed on the Contract Administration website at http://contracts.lausd.net/contracts

6. Where do I send my completed contract forms to verify they are complete? 
   
   
   • Submit the complete forms either to your Local District Procurement Services Coordinator if it is from a school or to Contract Administration Branch (Beaudry Building, 28th Floor) if it is from a central office via fax at (213) 241-8945.

7. Who do I call for payment questions? 
   
   
   • If a fully executed contract (signed by vendor and LAUSD) or valid Purchase Order has been issued, then call Accounts Payable Customer Service Unit at (213) 241-4800.

8. Who should I call if I have questions about my contract? 
   
   
   • Call the Contract Administration Help Desk at (213) 241-3089
   • Or Email Contracts Administration

9. Whose signatures should I get for the contract request? 
   
   

   REQUIRED APPROVALS FOR PROFESSIONAL SERVICES CONTRACTS

    

   CONTRACT AMOUNT	REQUIRED APPROVALS	REQUIRED CONTRACTOR SELECTION PROCESS			ACCOUNTABILITIES/ CONTROL
   		TELEPHONE QUOTES	WRITTEN QUOTES	RFP PROCESS
   Up to Bid Threshold*   ·        Up to $5,000   ·        Over $5,000 to Bid Threshold	Principal Branch Director	2 recommended	3 required		Contract requestors must certify compliance with selection procedures including justification documents for exceptions.   Random audits will be conducted by the Office of the Inspector General.  Indications of non-compliance may result in disciplinary action.   Non compliance with procurement regulations will be reflected in administrator’s performance evaluation.
   Over Bid Threshold to $250,000	Local District Supt. Branch Director			X
   Over $250,000 to $500,000	Asst. Supt. Assoc. Supt. Div. Admin. or designee** Duty. Supt. or designee			X
   Over $500,000	CFE or designee CFO or designee CHRO or designee CIO or designee COO or designee Supt. or designee			X

    

   REQUIRED APPROVALS FOR RFP WAIVER

    

   CONTRACT AMOUNT	REQUIRED APROVAL
   Over Bid Threshold to $100,000	Local District Business Manager Local District Superintendent Next Higher Level Administrator (office)
   Over $100,000	Chief Procurement Officer or designee in addition to above approvals

   
    

10. Why do some contracts/amendments need Board approval before Contract Administration can sign them? 
    
    
    • Under State law, only the Board of Education may enter into contracts for goods and services to be paid for with District funds. Schools, Local District and central office administrators are not authorized to do so. Any agreement not authorized by the Board of Education is not valid and not authorized for payment.
    • For a contract or amended contract in the amount of $250,000 or less, the Board of Education has delegated approval authority to Contract Administration, Procurement Services Group. Such contracts are signed by those delegated such authority and then are ratified by the Board of Education. The contractor may not perform the services until the contract has been approved by Contract Administration.
    • For a contract over $250,000 or an amendment that increases the total amount to more than $250,000, advance Board approval is required. The contractor may not perform services until the contract or amendment has been approved by the Board of Education.
    • Any contract or amendment which increases the aggregate amount payable to a particular vendor to over $500,000 for the current fiscal year requires advance Board approval, unless the contractor is a government or non-profit agency. In no event shall the contractor perform services until the contract or amendment has been approved by the Board of Education or via Contract Administration’s delegated authority.

11. Will you accept fax copies of contract requests? 
    
    
    • Fax copies may be submitted to either the Local District PSC or Contract Administration at (213) 241-8945

12. What are Master Contracts and how can I order services off of them? 
    
    
    • Master Contracts have been retitled as Master Services Agreements (MSAs)
    • MSAs and ordering procedures are placed on the Contract Administration website at Master Services Agreements

13. Where can I get more detailed information on the Contracting procedure and policy? 
    
    
    • The new Bulletin NO. BUL-426.1, formerly Bulletin No. C-4, outlines the new procedure while enforcing current policies already in place.
    • Contract training sessions will be available in the catalog developed by Organizational Excellence.

16. What are After-the-Fact Contracts? 
    
    
    • Bulletin No. BUL-426.1, Section IV, addresses contracts after-the-fact, where contractor begins work without an executed contract in place and the potential consequences that follow. Board policy prohibits a school or office from allowing a contractor to start providing services prior to receiving Board approval.
    • Exceptions to this policy will only be granted if the contract sponsor can demonstrate an urgent need based on an unusual and compelling circumstance. The contract sponsor must receive advance approval of the Chief Procurement Officer, Procurement Services Group, or the appropriate executive administrator prior to submission of Form CS001.
    • To have an after-the-fact contract approved, schools/offices must demonstrate in a memo an “urgent and compelling” reason for the situation in which work commenced without proper approval.
    • If an after-the-fact contract does not meet the criteria of urgent and compelling necessity, the contract may be rejected and it will become the contract requestor’s responsibility to determine how to compensate the contractor for work performed.