Board Reports

This page describes how to prepare a board report.
View board reports here.
View suppliers with district-wide board reports here.

The CPO Request Application is now available for use.  The CPO Request Application is used to request permission from the Chief Purchasing Officer (CPO) to purchase non-biddable goods and services with a value between $25,001 and $250,000.  CPO Request Application

When do I need a Board Report?

Generally speaking, Board of Education authority (Board Report) is needed whenever there will be a purchase of biddable goods or services in aggregate value of $10,001.00 or more, or a purchase of non-biddable goods or services in aggregate value of $75,001.00 or more, per unit, per supplier, per fiscal year.

NOTE: Purchasing Board Rules Effective November 1, 2004. Please review the attached PowerPoint Document for details.

Board reports must be submitted according to the Board Report Schedule.

If a contract already exists, as in the case of Strategic Sourcing, a Board Report has already been done and there is no need to do another.

Preparing a Board Report

Templates and brief instructions are available online.
For detailed instructions refer to:

• Board Report Manual (April 2006)

Board Report Steps:

1. Programmatic Approval - Required by the Chief Education Officer

   Forms

   • School Data Forms (Please attach the information requested, e.g. school progress report and racial/ethnic background)
     Contact: Administrative Coordinator to the Chief Education Officer, 553 1490.

   Please determine which signatures are applicable to complete the Board Report Routing Review Check List.

   • Professional Development Approval (hiring a non-educational consultant).
     Contact: Chief Administrative Officer, 553-1500.
   • Computer Training (applicable if buying educational software, computer hardware and technical equipment or receiving a donation of computers or technical equipment).
     Contact: Chief Information Officer, 553-1300.
   • Accountability Approval (applicable if school is on probation or remediation)
     Contact: Chief Officer of Research Evaluation and Accountability, 553-2320.

2. Board Report Forms -Required by the Law and Purchasing Departments

   Board Report Routing Review Checklist - (complete top portion of form and include all programmatic approvals where applicable). This is also available in MS-Word.

   Accountability Certification

   • Schools - The Principal and Area Instructional Officer (AIO) complete and initial the form, as originators, and forward it to the Chief Education Office for signature.

   • Central Office - The originator completes and initials the form and the Chief of the User Department initials and signs the form.

   Ratification Endorsement - (applicable if payment is for work already started or completed)

   • Schools - The Principal and Area Instructional Officer (AIO) complete this form and forward it to the Chief Education Office for signature.
   • Central Office - The originator completes the form and the Chief of the User Department signs the form.

   Vendor Feedback Form - Vendor feedback forms must be completed and included as part of the back up for the following board reports: Prequalified Pool Options to Renew/ Extend, and Options to Renew/Extend.

3. Meet affirmative action requirements.

   Per an August 2001 directive from Michael Scott, Board President, all board reports must have the M/WBE Program and all Affirmative Action paperwork (Revised Remedial Plan For Minority and Women Business Economic Participation), completed and submitted as back-up documents with board reports. All minority sub-contractors must be identified by name, amount, and percentage of contract dollars committed within the text of the Affirmative Action section of the board report. M/WBE sub-contractors must have current or pending City of Chicago minority certification. Certification documents must also be submitted as part of the board report.

4. Complete Supplier Forms

   Supplier's Application Form - New suppliers must complete a Supplier's Application Form.

   M/WBE Forms - M/WBE Forms 100 to 105 are required for the Board Report.

   Supplier's proposal - A copy of the supplier's proposal must accompany the Board Report.

School Based Board Report Approval Process

Look at this School-based Board Reports Flowchart to see the approvals needed for a school-based board report.