California Community Colleges
Chancellor’s Office
1102 Q street, suite 4550
Sacramento, Ca 95811-6549
(916) 445-8752
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February 16, 2016
TO:Extended Opportunity Programs and Services Directors (EOPS) and Cooperating Agencies Foster Youth Educational Support (CAFYES) Coordinators
FROM:Janet Fulton, Specialist, EOPS/CAFYES/CARE
SUBJECT:Waiver Request Processfor Contracts, Equipment, Furniture and Remodeling
As the Chancellor’s Office (CCCCO) reviewed selected districts’ Applications To Participate (ATP), staff noted that a number of colleges planned within their ATPs to expend funds on contracts, remodeling, and equipment. Consequently, the California Community Colleges Chancellor’s Office (CCCCO) is offering guidance on the required process to request advance approval for these expenditures.To reiterate direction provided in the ATP, colleges must not enter into contracts nor purchase equipment and furniture prior to receiving CCCCO approval.
Waiver requests may take the form of a letter, signed by the supervising administrator over the EOPS Director, EOPS Director and, if applicable, the CAFYES Coordinator, with justification for the proposed expenditure. Our office will look for the specifications below, relevant to the type of waiver requested, in our review:
- Proposed contract beginning and ending dates, budget and total cost, scope of work to be performed, identity and professional background of the contract recipient, link to student needs, program goals and program objectives, and reason why this work cannot be performed by college staff.
- Proposed construction, remodeling, or renovation scope, project beginning and ending dates, budget and total cost, link to student needs, program goals and program objectives. If a contract will be used to complete the construction, remodeling or renovation project, then additionally address all of the information items required for contracts.
- Equipment or furniture selections the college is proposing to purchase, including brands, models, number of items, cost per item, subtotals for item type, and total. Reason for the proposed purchase and link to approved program activity.
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- Identification of the funding source (EOPS, CARE and/or CAFYES), for the proposed purchase and, if using multiple funding sources, the amount of money that will be charged to each program.
It is anticipated that CAFYES programs will legitimately have many start-up costs in 2015-16, mandatorily requiring wavier submissions. Every effort will be made to review and respond as quickly as possible. If you have any questions, please submit them by e-mail to , or call me at 916-323-5275 or Kelly Gornik at 916-323-4281.
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