Effective: Friday, January 26, 2007

I. INTRODUCTION

RISD E-rate asset inventory and tracking system is an essential part of managing all E-rate assets. It documents ownership and helps provide accountability for the public funds that have been entrusted to the district. RISD Technology E-rate asset system is used to track all E-rate sensitive equipment, to provide proof of acceptance of E-rate equipment, proper installation, where E-rate equipment is located on RISD premises, when E-rate equipment was installed, all E-rate equipment clearly tagged with corresponding funding request number and documented, loss from vandalism or casualty losses, provide a mechanism to calculate depreciation, track E-rate assets for E-rate maintenance purposes and help in the capital outlay plan process.

II. Acceptance

2.1.      Due to compatibility requirements, no substitutions will be allowed when a brand name and manufacturer are listed in the specifications unless “or equal” is specified.  If proposing on other than reference, quote must list manufacturer, brand, model, etc. of item proposed.  If brand other than specified or proposed, complete descriptive information of item must be included. RISD reserves the right to make final decisions on comparable items.  Equipment, supplies, and materials that are not equal shall be returned to the Vendor transportation charges collect. 

2.2.      All E-rate forms must be filled out as appropriate and signed by authorized agents. 

2.3       RISD may choose to reject deliveries that do not use the RISD forms.  Additional information and lists of items proposed should be attached to the forms.  

2.4.      All items must be new, tagged clearly and permanently with E-rate Funding request number and must be in first class condition, including containers suitable for shipment and storage.  No reconditioned or used products can be accepted. 

2.5.      All goods are subject to inspection and return at the expense of the Vendor if found to be inferior to those specified. RISD will not pay for equipment, computers, switches, wiring/wireless, software, fiber optic cable, supplies, materials, or services that are unsatisfactory.  Vendors will be given a reasonable opportunity (30 calendar days) before termination, to correct the deficiencies.  This, however, shall in no way be construed as negating the basis for termination for non-performance. 

2.6.      Deliveries under terms of the quote will be in accordance with dates indicated therein or agreed upon by the Vendor and RISD.  If delays are foreseen, written notice shall be given to RISD.  Extensions to complete orders will be considered as failure to meet delivery dates, and may result in the determination that the Vendor has failed to fulfill the obligations agreed to. 

2.7.      Delivery shall be made during normal working hours, unless prior approval has been obtained from RISD.

2.8.      Acceptance shall be further defined as beneficial use by RISD.

2.9.      The title and risk of loss of the goods shall not pass to RISD until RISD actually receives and takes possession of the goods at the point or points of delivery.

III. Installation

3.1.       Installation included in the specifications shall be included at no additional cost above the initial quote price on items specified.  Equipment is to be complete including operating/owner’s manuals.  Installation will include locating the items in the proper location within the building, uncrating, complete assembly, and adjustment by a trained installer, and removal of all debris.  After connection, equipment should be made ready for use.  Installation should be during normal working hours of RISD and the school districts involved.  If installation is needed outside of the RISD’s working hours will be at vendor’s expense.

3.2.      All E-rate equipment will be photographed, tagged with appropriate funding request number and E-rate Year it was purchased.

3.3.      All information must be logged into RISD E-rate inventory tracking system.

3.4.      All contracts and agreements between vendors and the RISD shall strictly adhere to the statues as set forth in the Uniform Commercial Code as last amended by the American Law Institute in the National Conference of Commissioners on Uniform State Laws.

3.5.      Vendor warrants that the product sold to RISD shall conform to the standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act.  In the event the product does not conform to OSHA standards, RISD may return the product for correction or replacement at the Vendor’s expense.  In the event the Vendor fails to make the appropriate correction within a reasonable time (15 working days) correction made by RISD will be at the Vendor’s expense. 

3.6.      These conditions are applicable and form a part of the contract documents in each equipment, software, supplies, materials, and services contract and a part of the terms of each purchase order for items included in the specification and quote forms issued herewith.

3.7.      Vendor, contractors, and sub-contractors agree to comply with provisions of the Davis-Bacon Act.  Vendor, contractors and sub-contractors agree not to pay less than the prevailing Federal minimum wage rate. 

3.8.      RISD is an Equal Opportunity Employer.  Vendor, contractors, and sub-contractors will comply with provisions of the Equal Employment Act. 

3.9.      Change Orders - All parts, attachments, and miscellaneous items needed to complete the projects are to be included in the price.  Change orders will be considered only on a case-by-case basis and are discouraged.  Any change order, if issued, will not affect the final completion date.

3.10.    Inspection and acceptance will be at destination and upon successful installation unless otherwise indicated.  Title to, or risk of loss or damage, to all items shall be the responsibility of the successful Vendor until acceptance by RISD unless loss or damage results from negligence by RISD.  If the materials or services supplied to RISD are found to be defective or do not conform to the specifications, RISD reserves the right to cancel the contract upon written notice to the vendor and return products at the vendor’s expense based upon the terms of the Contract.

3.11.    RISD shall at all times have access to the work wherever it is in preparation or progress and the Vendor shall provide proper facilities for such access and for inspection.

3.12.    The vendor shall not close up any work until RISD has inspected the work.  Should the vendor close up the work prior to inspection by RISD, the vendor shall uncover the work for inspection by RISD at no cost to RISD and then recover the work according to the specification contained herein.

3.13.    The vendor shall notify RISD in writing when the work is ready for inspection.  RISD will inspect the work as expeditiously as possible after receipt of notification from the vendor.

IV. E-rate Inventory Tracking System

4.1      E-rate Inventory Tracking System will gather and report information about E-rate assets awarded to RISD. Its purpose is to track all E-rate purchases and to provide a history where E-rate equipment is located and is organized by E-rate funding years and funding request numbers. The following criteria is how the E-rate inventory tracking system is organized:

A.     Photograph of equipment purchased

B.     E-rate funding year of purchased is clearly tagged permanently on each item

C.     Serial Number of item

D.     Location where item is located.

E.      Funding Request Number tagged permanently on each item

F.      Description of Item

G.     When item was installed

H.     Signature of accepting authorized RISD technology agent

      4.2      The E-rate inventory tracking system will be stored on a Microsoft Access database so that future enhancements can be done easily and it is also a widely accepted database format.

V. INVENTORY PRACTICES AND PROCEDURES

Access to RISD E-rate asset tracking system is limited to the Technology department’s E-rate asset Coordinator and the Computer Technicians. All Computer technicians have access to the RISD E-rate asset tracking inventory system to allow them to control (input, update, etc.) their E-rate assets. At the end of each inventory, they must run a summary report and send it to their respective technology director. The granting of this access will be controlled by the school or district department. Best practices are as follows:

5.1   All E-rate equipment must be processed through purchasing.

5.2   The Technology department will inventory all E-rate assets. The Location E-rate asset Coordinator will tag the E-rate asset identifying it by serial and funding request  number.

5.3   E-rate equipment cannot be cannibalized without the written approval of the Technology Coordinator.

5.4   The Technology department is responsible to tag and inventory all E-rate equipment delivered to the warehouse. The On-site computer Technician is responsible to inventory all E-rate equipment delivered to the schools. They will record all E-rate equipment in Technology’s inventory system. The technology department is responsible for tagging and inventorying all E-rate equipment in the RISD E-rate Inventory Tracking System. 

5.5   Identification labels will be the responsibility of the technology department to place on the E-rate asset. All serial, funding request numbers, and E-rate funding years specialty labels should be very visible. The labels should also be placed so not to tempt students to remove them. Some sensitive equipment which are small and highly portable  may not be tagged. The E-rate asset tag ID should be placed on the equipment storage container or manual. They will still need to be inventoried in the E-rate Inventory Tracking System. It is important the equipment also be identified by make, model and serial number, E-rate funding year and funding request number.

5.6   All computer technicians will need to work with the technology coordinator  to ensure all computer equipment is inventoried in the proper inventory systems.

5.7   All E-rate assets must be assigned by location and room. If the E-rate asset has been personally assigned to an employee, the employee’s name must also be recorded and identified with the serial number. The E-rate asset must be described as E-rate equipment. The employee can only change location and room assignments for E-rate assets that have been personally assigned to them. All other E-rate assets must E-rate remain in the location and room. The employee will be subject to disciplinary action failing to adhere to this practice.

5.8   All sensitive E-rate equipment regardless of cost must be inventoried and entered into the E-rate Inventory Tracking System. It is the user’s responsibility to ensure all E-rate equipment is kept in a safe and secure area. When not in use the equipment should be stored in a locked cabinet.

5.9   All E-rate equipment must be inventoried each year. The technology department is required to conduct the inventory and certify its accuracy. A file must be maintained indicating the spot audits conducted and the actions taken. Periodically, the Technology  Coordinator will spot audit school E-rate assets. Their findings will be reported back to school administration and the Business Services Administrator. The On-site computer Technician must conduct a wall-to-wall inventory for all computer equipment annually. The On-site Technician must also submit a listing of computer equipment for the Technology Coordinator for the inventory which will be conducted. This is the responsibility of each location’s computer technician. This inventory is under the direction of the Technology Director. This inventory is recorded and tracked on the E-rate Inventory Tracking System.

5.10   All missing or stolen E-rate assets must be listed in a special room (*lost). At the end of the school year an unlocated E-rate asset report must be printed, reviewed and signed by school administration or District Department managers or the Coordinator of Technology/Infrastructure. At the end of each year, the lost or stolen equipment should be retired with the written approval of administration. Lost, stolen or warranty replacements are the only E-rate assets the Technology Coordinator can retire from the E-rate Inventory Tracking System. This approval must be on file in the Technology Coordinator’s office. A copy of the police report for all stolen equipment must be attached to the Fixed E-rate asset Retirement Request. The Technology Coordinator is the only one that is authorized to retire E-rate equipment.

5.11   Equipment cannot be transferred within three years of the date of purchase unless the location served by the equipment is permanently or temporarily closed. After this three-year period, the equipment can be transferred to another eligible entity, regardless of discount level. All Entities must maintain records documenting the transfer and the reason for the transfer for five years from the date of the transfer.Surplus E-rate assets are those E-rate assets that the school or departments no longer need and wish to have them removed. When an E-rate asset has been declared surplus, it should be moved to a special room designated as storage. At the time the equipment is picked up by the Technology personnel, they would go into the system and change the location of the E-rate asset on the inventory to a special warehouse location designated as surplus equipment under their control. If the warehouse sends the surplus equipment to another school, then the technology personnel will update the equipment location. They will pick up the equipment and identify it as surplus and change the location.

All equipment transfers must Notify USAC of equipment transfers.

To notify USAC about a transfer of equipment, send a letter to USAC by registered mail, fax, or e-mail that contains the following information:

·         Name of transferring entity

·         Address of transferring entity

·         Entity Number of transferring entity

·         Contact person name for USAC questions about the transfer

·         Contact person address

·         Contact person telephone number

·         Contact person e-mail address

·         Form 471 Application Number(s) associated with the equipment to be transferred to the receiving entity

·         Funding Request Number(s) associated with the equipment to be transferred to the receiving entity

·         Purchase date of equipment to be transferred

·         List of equipment to be transferred to the receiving entity

·         Entity Number of receiving entity

·         Reason for the transfer

·         Projected or actual date of transfer

If the transfer is temporary, the projected date that the equipment will be returned to the transferring entity.

For each individual receiving entity:

·         Name of receiving entity

·         Address of receiving entity

·         Entity Number of receiving entity

·         Contact person name for USAC questions about the transfer

·         Contact person address

·         Contact person telephone number

·         Contact person e-mail address

·         Form 471 Application Number(s) associated with the equipment transferred to the receiving entity

·         Funding Request Number(s) associated with the equipment transferred to the receiving entity

·         List of equipment to be transferred to the receiving entity

·         Physical location of equipment at the receiving entity

·         Reason for the transfer

·         Projected or actual date of transfer

If the transfer is temporary, the projected date that the equipment will be returned to the transferring entity.

Regular Mail.

The letter should be labeled "Equipment Transfer Notification" and sent to:

Schools and Libraries Division - Correspondence Unit
100 S. Jefferson Rd
P.O. Box 902
Whippany, NJ 07981

Fax.

Please include a fax cover page marked "ATTN: Equipment Transfer Notification" and indicate the number of pages you are faxing.

Fax your letter to:

(973) 599-6526.

5.12   At the end of each year a report summarizing the E-rate Inventory should also be printed for administration’s review. The principals or district department manager must sign these reports certifying the inventory has been reviewed and is accurate. The reports must be kept on file by the Technology Coordinator.

5.13   Periodically, the Technology Department E-rate asset Coordinator must query their data base by funding request number to ensure all computer equipment has been inventoried. The Technology Department shall keep a copy of all purchase orders for E-rate assets that will be inventoried.

5.14   E-rate assets shall not be loaned, borrowed, taken home, or otherwise taken off school or District property without prior written consent from the  RISD Superintendent and Technology Coordinator and also must be in strict accordance with USAC rules and regulations.

5.15    A mandatory retention of all E-rate records must be kept for five years.