From: Davidson, Betty
Sent: Monday. September 22. 2003 7:22 AM
To: William Cobb (WiIliarn Cobb), Edward Legge (Edward Legge), Kathy Wright (Kathy Wright)‑, Mark Laird (Mark Laird), Naomi Soule (Naomi Soule), Rachel Hurtado (Rachel Hurtado)
Cc: Joyce Weberg (Joyce Weberg). Gerft, Kimberly
The following changes will go into effect IMMEDIATELY:
District supervisors will review and sign off on, as appropriate, all major equipment items over $1000. Major equipment items may include but are not limited to the following:
Equipment that cost more than $2,999 ‑ VRC/RT must obtain three bids from vendors that are acceptable to the consumer. The specifications for these bids should include warranties and any service requirements the consumer has. If staff obtain bids over the telephone, please record the information on the Bid Request Sheet. If the lowest bid is not selected, a memorandum must be attached explaining why this particular item/vendor was chosen. If the cost of equipment exceeds $2,999, but the consumer can justify in writing why a specific vendor is preferred, this justification can be submitted with the authorization instead of the three bids. A written statement by the consumer simply stating that he/she prefers to purchase equipment from the vendor IS NOT sufficient justification. The justification must include legitimate reasons why a vendor is preferred. Authorizations must be reviewed and signed by the district supervisor. Send all copies of the authorization and a copy of the three bids or justification to Joyce Wieberg. Copies for your office and the consumer will be returned to you when the authorization is sent to the vendor.
District supervisors will review and sign off on all CCTV authorizations.
Color monitors are only to he purchased if required to meet specific training and employment needs. Request Demonstrations from at least three vendors following current procedures. The consumer should complete the preference sheet and the VRC should issue an authorization for the CCTV the consumer chooses. The district supervisor should review and sign off on the authorization. Send all copies of the authorization, the client preference statement, a copy of the Request for Demonstration letters, and a copy of the recommendations from all vendors who demonstrated equipment to Joyce Wieberg. The district office and consumer copies of the authorization will he returned to you when the vendor copy is mailed.
District supervisors will review and sign off on PVA authorizations beyond six months or any extensions past six months.
District supervisors may approve case expenditures above $10,000 and up to $14,000 for equipment related to training and job placement. It is the district office’s responsibility to track the accumulated purchases and identify when the limit has been reached. All exceptions to the $14,000 equipment limit must be in writing and approved by the deputy director or his/her designee.
District supervisors will review, sign and date all maintenance authorizations. Maintenance includes the following: room and board, rent/living expenses for BEP, living expenses for relocation, personal incidentals and meals for day‑students
Signing off means the distract supervisor reviews, signs and dates the specified paperwork. If the district supervisor is not available for signature, another district supervisor, the Deputy Director or other administrative staff may approve.
Dr. Betty Davidson
Deputy Director
Rehabilitation Services for the Blind
Jefferson City, MO 65109
Phone: (573) 751‑4249 Fax: (573) 751‑4984