• The district contacts the Center Support Budget Coordinator regarding interest in an IPA.

• CS Budget Coordinator sends an IPA equipment list template to the district contact.

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• District completes the IPA equipment list.

Quoting process begins * Depending on the complexity, the quoting process could take days to weeks.*

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• CS Budget Coordinator verifies that everything on the list is compliant with BT BOCES purchasing rules.

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• District contact confirms the IPA list is accurate and complete.

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• The CS Budget Coordinator sends the completed list to the IPA Coordinator, who again will review the list and quotes for accuracy.

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District IPA Process

District IPA Process

• The IPA Coordinator completes an estimated payment schedule.

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• The IPA Coordinator completes the following paperwork and sends it to the appropriate designee for approval and signatures. School Board Resolution, BT BOCES BOE documents, and SED online approval.

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• For 7/1 IPAs, contact must be made with the vendors the first week of June to ensure quotes remain intact. Any outdated quotes must be requoted. * Depending on complexity and changes, the requoting process could take days to weeks.* When the revised quotes are received, a final equipment list is completed with any updated information.

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• The district confirms that the requoted list is accurate and complete.

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• CS Budget Coordinator sends updated approved equipment list to IPA Coordinator. They review and request bank finance paperwork and coordinate all signatures.

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District IPA Process

• IPA Coordinator emails letters of intent to vendors and copies district contact and/or delivery reference.

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• Budget Coordinator sends inventory tag sheets to delivery reference for equipment. Budgets are updated with IPA payment amounts. The IPA Coordinator enters requisitions for payment to the financial institution.

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• District is responsible for:
• Logging receipt of items on the IPA equipment list and notifying the IPA Coordinator of accuracy, complete/incomplete orders
• Tagging equipment
• Returning completed tag/inventory sheet to the Budget Coordinator

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CS Budget Coordinators: Susan Andrascik: sandrasc@btboces.org, Lindsey Peck: lpeck@btboces.org, Matt Conti: mconti@btboces.org

IPA Coordinator: Kristin Wittig kwittig@btboces.org Backup: Tina Robinson trobinson@btboces.org

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District IPA Process

IPA FAQ’s & Additional Information:

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• What is an IPA? Installment Purchase Agreement

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• IPA term 3-5 years – equipment must have an estimated useful life for at least the length of the IPA

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• Minimum finance amount is $25,000.There can be a loan variance of under $1,000 to cover price fluctuation

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• Items that can’t be purchased
• Items that have a useful life less than the length of the IPA
• Shipping & handling unless the vendor rolls shipping cost into the cost of the asset
• Software unless it is included with the associated hardware
• Hardware & software support/maintenance unless the vendor rolls support cost into the cost of the asset

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• What is the basis of order?
• Equipment must be on valid NYS Contract, BT BOCES bid, BT BOCES co-op bid, single quote if under $5,000, 3 quotes if over
• $5,000 - $19,999 total or bid of $20,000 or over.
• Digital Printers must be on maintenance for the term of the IPA (paid from the district budget).

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District IPA Process

IPA FAQ’s & Additional Information:

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• Final Equipment List:
• This list is included in the resolution prepared by BT BOCES, first to be approved by the district’s BOE and then BT
• BOCES BOE, SED, and finally, BT BOCES legal counsel.
• The variance allowance must be < $1,000.
• Equipment listed is final, including product type and vendor, and can only be submitted once to your BOE.

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• Requoting After Approvals:
• If, by requoting, the total cost is more than the approved principal, quantities will need to be reduced.
• If the variance is increased by requoting, quantities can be increased.
• No new equipment types can be added.
• The District must approve all requotes before BT BOCES sends out intent letters to vendors.

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• Lease Information:
• From the time the IPA is funded and all equipment is received, tagged, and paid, interest is earned on the escrow. The interest and excess principle (variance) will be credited to the district budget.

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