Measure C FF&E Phase II Requests
FF&E FOAPs and Ordering Instructions
What Can I Purchase With Measure C Dollars?
Only approved items can be purchased. Items ineligible for Measure C funding according to the rules of the Bond issuance cannot be purchased regardless of the prioritization process.
Note: Funds will be monitored as expenses are incurred. Deans will be notified when the dollars are exhausted as requests can no longer be processed once all funds are expensed.
Measure C requisitions cannot be combined with any Non Measure C items.
Expenses cannot be transferred to Measure C if items are purchased from other funding sources. (Pro-Card, "B" Budget, and Grants)
Extended Warranties & Maintenance Contracts
Extended warranties and maintenance contracts (aka service & support contracts) cannot be purchased using Measure C funds as these Types of charges are "operating costs".
Also, it is very important to note that bundling the extended warranty and/or maintenance contract with the equipment to skirt the policy is not legitimate use of Measure C dollars. Users can purchase warranty and maintenance extensions; however, they must pay for it from another funding source on a separate requisition.
Fund Codes Phase II
456703 - Furniture, Fixtures, & Equipment
457717 - Computers
457720 - Printers
(Technology requests must go through Technology Prioritization Committee prior to purchase requests being generated)
Use your own department org code.
FF&E Account Codes
Base Unit Cost above $100 or under $5000 (before tax)
6410 - Software
6420 - New Equipment
6421 - Replacement Instructional Equipment
6423 - New Instructional Equipment
6430 - Replacement Equipment
Base Unit Cost greater than $5000 (before tax)
6610 - Software
6620 - New Equipment
6621 - Replacement Instructional Equipment
6623 - New Instructional Equipment
6630 - Replacement Equipment
The Measure C Program code is: 710000
Document Text Headers
Add required header to all FF&E Requisitions (example)*************************
Measure C Phase II Project : 456703 - Furniture, Fixtures, & Equipment
Room #: L11
Please contact xxx (put your name and phone #) with product questions
May 2014 Updates
Measure C Update at iDeans Meeting on May 1, 2014:
Jeanpierre updated the deans regarding Measure C & FF&E status. Janet Couch Vong would be back as TEA and encouraged everybody to work with her as needed.
Jeanpierre then distributed a printout of an email that she sent to the deans on 4/30/14 with Measure C requests submission/revision attachments (see handouts).
Priority I (Open Items List) – put everything that didn’t get ordered on previous submissions.
Priority II – review your list, update if needed and add new items if you wish. (Stay within your overall budget) Computer refreshment should be placed in Priority II list as well.
Send your Priority 1 and 2 spreadsheets to Letha copy to Pippa (starting after UPRU’s due date 5/2/14) in the next two weeks (due date to Pippa and Letha is 5/19/14)
For accreditation purpose all requests must be attached to Annual Program Review Updates.
July 30, 2012
College Council approved the lists as presented at the June 28, 2012 meeting:
Finance & Educational Resources FERPBT_FFE_Prioritized_FINAL_Apr_12
Student Services SSPBT_MeasureC_FFERankingOverall_Priority_FINAL
I know we've been working on the FF&E project for some time and many of you are wondering when your divisions can start spending the money, so I checked in with Letha and she reminded me that ongoing Measure C projects take precedence . These projects are listed on the Measure C web site at: http://www.deanza.edu/measurec/
June 21, 2012
The next step in the process is to take each PBTs list to a joint campus Budget & Technology Task Force Meeting (tentatively scheduled for May) for review and to make a recommendation to College Council.
College Council will make the final review and approve the lists.
The President has the final decision on approval and prioritization.
March 16, 2012
To: PBT Chairs
Subject: Measure C FF&E Request Prioritization Spreadsheets Available
As you may recall, the Citizens Bond Oversight Committee tightly monitors Measure C funding and these funds have very specific criteria attached to them.
The FF&E Coordinator has completed reviewing the requests and has divided the requests into funding sources. These requests are now ready for review & prioritization.
1) PBTs review and prioritize the requests for their own PBT area.
2) Joint meetings of Campus Budget, Technology Task Force & PBT reps will perform institutional review and prioritization.
3) This joint group will give recommendations to College Council.
4) The President will make the final decision on the projects.
As a PBT member please review & prioritize the requests for your own PBT area.
You will need to download the following information for this task.
As a PBT member please consider the following when evaluating the requests:
Each PBT can determine it’s own voting process. We would suggest using a scale of 1 to X (1 being the #1 ranked item for that particular funding source). The actual scale can be determined by each PBT, but please remember that each PBTs prioritized lists will be brought together at an institutional level. All requests will then be reviewed and prioritized from a college-wide perspective. So although it may be tempting to prioritize all items as #1, we would urge you not to do so as it will invalidate the prioritization process.
Lastly, although we know that purchasing will allow the process to bridge standard fiscal timelines it is important to review these requests as soon as possible. Some requesters will need items in time for fall quarter 2012, so we hope to conclude this whole process by April 15th so we can put in orders for the 2011-12 fiscal year.
Thank you again for volunteering to participate in this new process. Your time and careful considerations are paramount to the success of this project.
Please contact Pippa Gibson email@example.com x8936 for clarification on the spreadsheets.
March 1, 2012
Status Update & Explanation of Postings:
1) FF&E Coordinator (Janet Couch-Vong) is currently reviewing the requests for eligibility of Measure C funding.
2) Remaining requests are being prioritized by the PBTs. Please click here to download the PBTs FF&E Evaluation Matrix.
3) Institutional review and prioritization will be performed by joint meetings of Campus Budget and Technology Task Force.
4) CBT & TTF will give recommendations to College Council.
Instructional Division Requests
A Very Important Message About Measure C Furniture, Fixtures & Equipment Requests - Phase II
To all Deans and Managers,
After reviewing an analysis of Phase I Measure C FF&E funding as provided by our Measure C accountant, Tonette Torres, it has been determined that we have exhausted our Phase I dollars. Purchases being made since the beginning of this fiscal year (July 1, 2011) have been coming from Phase II dollars.
The reason for the shortfall is the amounts initially allocated to the divisions were greater than the amounts received from the proceeds of the Measure C bond issue.
Most divisions received a budget based on the equipment they requested. These allocations amounting to $9,875,270 were given out, but only $7,378, 537 was received from the bond sale to cover these allocations. This gap was never adjusted.
In addition to this shortfall, district-wide overhead allocations and college-wide expenditure such as classroom furniture and faculty office furniture (which were not initially provided for in the budget, but became a priority for the College and the District) increased the shortfall.
This leaves us with a $3.5 million gap between what we allocated six years ago and what we had available to spend from the bond proceeds.
After a careful review and discussion at Senior Staff on Monday September 19, 2011, we decided that the remaining Phase II dollars for new equipment should be allocated based on the process outlined and approved by College Council on June 10, 2010 for requests of Phase II FF&E dollars.
As Phase I lists are at least six years old, each division will now be required to make new requests and affirm/reaffirm their needs based on the College mission and their division's program reviews.
How Make New Measure C Phase II FF&E Requests:
Please refer to the guidelines on what you can purchase with Phase II FF&E Funds
Once you have read the guidelines, please use the following electronic forms to submit you division's requests.
1) Narrative of request. Word document. Please complete one of these request forms for each request being made. Complete every section. Save your changes and email to firstname.lastname@example.org. Print a hard copy and put them in Letha Jeanpierre's mail box.
2) Dollar breakdown of request. Excel spreadsheet. Must accompany the narrative request form/s. List all of your division's requests on one spreadsheet. Save your changes and email to email@example.com. Print a hard copy and put it in Letha Jeanpierre's mail box.
3) Also, print a hardcopy of ALL documents and put them in your VP's mailbox.
Every narrative request form and accompanying excel spreadsheet will be posted to this web site for interested parties view.
The deadline for submissions is December 1, 2011.
The requests will be prioritized and allocations will be made in February 2012.
We are sorry for this inconvenience. If you have further questions please contact myself or Rowena.
Letha L. Jeanpierre, MBA, CPA
Updated June 2010
Measure C Prioritization Process
Measure C Replacement and FF&E Requests (2006-2010 funding)
Measure C Replacement and FF&E Requests (2010-2015 funding)
Notify Deans, Academic Senate and Classified Senate of process to provide ergonomic update of staff and faculty furniture.
Process For Ergonomic Update of Staff and Faculty Furniture:
Measure C Phase I FF&E Expenditures: http://www.deanza.edu/gov/techtaskforce/pdf/MeasureC_FFE_Phase1_Expenses_12-1-11.pdf
Contact: Pippa Gibson