Mohave is a nonprofit corporation providing public procurement contracts for use by Arizona schools, government and eligible nonprofit organizations. As a public procurement unit, administrative fees paid by users fund Mohave. No direct tax dollars come to us.

Mohave’s administrative fee is one-percent (1%) of the purchase price of ordered materials or services. The administrative fee is not paid on the value of shipping charges, taxes, bonds, permits, etc.

The administrative fee is our primary means for supporting Mohave’s operations. The funds generated by that fee must be sufficient to pay for all salaries, facilities, vehicles, utilities, insurance, supplies, maintenance and repair, etc. Our history has demonstrated that 1% is the appropriate amount to meet this requirement and is lower than or equal to the fees charged by similar cooperatives around the nation. This fee is included or otherwise identified in the pricing quoted by the contracted vendor.

Those categories that seem like good candidates for contracts are placed on a list for future solicitations. As time and resources allow, an Invitation for Bid or Request for Proposal is developed. The requirements are researched and reviewed by Mohave and member personnel. The Invitation for Bid or Request for Proposal is ultimately drafted by Mohave’s contract team.

Notices describing the solicitation are emailed to vendors registered in Mohave’s potential bidders database for the goods or services listed in the solicitation. (Vendors can register as potential bidders on our website— there is no charge to be listed.) Solicitations are posted for download on our website’s “Procurement Solicitations” page.

All bids and proposals are date and time stamped and initialed by Mohave personnel upon receipt. Bids and proposals are opened and announced publicly at the time and place noted.

After the public opening, bids or proposals are evaluated by a Mohave evaluation committee. The committee is comprised of Mohave staff and may include member representatives. Responses are checked to determine if the vendor accepts the general terms and conditions, include all required information, comply with the scope of work, and have acceptable references. Those that do not are rejected. The remaining responses are evaluated in accordance with the criteria listed in the solicitation. Bids are awarded to the lowest responsible and responsive bidder or bidders. Proposals are awarded to the vendor or vendors whose proposals are determined to be most advantageous to Mohave and its members. With proposals, best and final offers may be required before contracts are awarded.

Single awards may not be advantageous to Mohave’s members for some commodities, services, equipment, or construction. In those instances, multiple awards are available. Awards are documented in writing.

Bids and proposals become contracts after final approval and signature by Mohave’s Executive Director. All vendors receive notification of the final determinations for their bids or proposals.

Awards are posted on Mohave’s website. They are also listed in our website’s Product/Vendor Finder and Contract Summary. Most contracts run for one year and allow up to four consecutive one-year renewals.

In order for you to more easily complete Due Diligence on our contract, we have included a Contract Documentation page on our website. This page contains downloadable folders containing digital documentation for Mohave contracts. These folders contain information to assist members in reviewing the contracts for compliance with competitive procurement requirements. They also contain other useful contract information.

An independent auditor reviews our procurement practices each year as part of our financial audit. This audit examines Mohave’s procedures and compares them with the Arizona Procurement Code and the Arizona State Board of Education School District Procurement Rules.

The ordering cycle is as follows:

• The Mohave vendor will provide you with product or service description, part number(s), and Mohave contract price in the form of a quotation.
• You prepare a purchase order that is made out in the vendor’s name and references the vendor’s Mohave contract number. You send the approved purchase order and a copy of the quotation to Mohave
• The procurement specialist reviews your purchase order to determine if the purchase is allowable under our contracts. Based upon that review, Mohave stamps your purchase order with “MESC Reviewed” and forwards the purchase order via email to the vendor and you. Under our contracts, Mohave vendors are prohibited from doing any work or ordering any products until they have received Mohave’s approval of the member’s purchase order.
• The vendor will ship your order with your purchase order number on the package.
• Revisions to your purchase order must follow the same procedures as above.

Mohave assists members with purchase verification. However, it is the member’s responsibility to independently verify that quotations and purchase orders comply with the terms of the award of a contract or procurement. This responsibility is set by rule and statute, and cannot be changed by Mohave. Contract documentation files are available on our website to assist members in meeting this due diligence responsibility.

Our procurement specialists are committed to quick turnaround of your order. This means that the vendor will generally receive the “MESC Reviewed” purchase order within 2 business days. Problems with a purchase order (such as incorrect prices, including products or services that are not under contract, failing to attach a quotation, etc.) will delay processing. Peak ordering periods, such as the beginning and end of a fiscal year, may have longer order turn around time. Even during peak periods, the procurement specialists make every effort to process all orders as quickly as possible.

The Mohave contract requires you to pay within 30 calendar days of receipt of the vendor’s invoice. Please work very closely with the contracted vendor to ensure payment is made in a timely manner. If you and the vendor are unable to agree upon matters relating to the invoice and/or general billing, please contact your procurement specialist for assistance.

Mohave procurement solicitations include provisions for vendors to offer prompt payment discounts. You are the sole determinant as to whether these discounts are cost effective to your entity; however, these discounts must be part of the approved contract.

Mohave contract pricing can be found at www.mesc.org. For members to view this pricing, you must contact the reference listed in the website for a user ID and password. Only one user ID will be issued to each member. It is important that this information not be shared outside of your organization, this pricing is being offered to you as a member of the Mohave Educational Services Cooperative. A detailed explanation of the contract pricing structure is available in the Exhibits section of this handbook.

Fixed price contracts are updated with a complete price update on the anniversary date of the contract. Generally, that is the only time fixed price contracts can be adjusted. However, in instances when a legitimate, demonstrable cost increase clearly affects the vendor’s ability to sell at the current price, Mohave may consider fixed price increases at times other than the contract anniversary. Fixed prices can be lowered at any time.

All price changes are subject to Mohave’s approval. Special offers, quantity discounts, etc., must be received and approved by Mohave before they are offered to you. All price reductions must be made available to all members and generally must be available for 30 days or more.

For most Mohave contracts, the one-percent administration fee is included in contract prices. There is no add-on administration fee. The vendor will invoice the member at contract prices and remit to Mohave the administration fee portion of the member’s payment.

E-Rate contract prices do not include the administration fee because USAC (Universal Service Administrative Company) will not pay or reimburse administration fees. Mohave’s one-percent administration fee is added to contract prices for E-Rate contracts. The vendor will invoice the member at contract prices for payment on goods and services, which are not funded, and will invoice the USAC for the funded portion. Mohave will invoice the member for payment of the administration fee on the entire contract usage (both funded and non-funded).

Third party lease contracts include Mohave’s one-percent transaction fee in the funding proposals. There is no add-on transaction fee. Mohave will invoice the member and send the invoice for payment of the transaction fee to both the member and the vendor. The vendor will pay the transaction fee directly to Mohave.

Contact the vendor as quickly as possible to request a return. After you have met the requirement of the return policy and accepted the obligation to pay any restock fees, the vendor will arrange for return of the product. Products must be returned as directed by the contracted vendor. They are not routed through Mohave. Mohave does no accept responsibility for items returned to our office in error.

Because Mohave County Career Education had diversified into other programs, the schools in the county decided to keep the project alive. The name was changed to Mohave Educational Services Cooperative (Mohave, for short). Mohave operated through the Mohave County School Superintendent’s office.

In 1981-82, Mohave introduced local schools to educational software through the Minnesota Educational Computer Consortium (MECC). Mohave County districts were saving money on this software through the cooperative. When schools outside Mohave County inquired if they could be provided the same services, the Mohave County Attorney approved participation by other school districts, as long as they paid an administration fee that covered all our costs for providing them with services. Over the years, Mohave has expanded its contracting into other products and services for schools and non-school agencies throughout Arizona.

To fill the statewide need for equipment and services, Mohave has competitively solicited and awarded cooperative procurement contracts. Mohave follows the same rules and procedures our members must use to award procurement contracts. All members can order through Mohave using those contracts. This procedure, cooperative purchasing, saves members time and money. Since Mohave seeks prices for the entire state, vendors offer lower prices than they would on a single member’s contract.

Using Mohave contracts, our members are able to purchase a variety of required materials, construction and services, with even the smallest member enjoying the purchasing power of the entire state. Taxpayers are saving money, and more materials to support important functions are available at reasonable prices.

In May 2004, legislation (HB 2181) was passed to allow agencies such as Mohave to provide public procurement services as state nonprofit corporations. In January 2005, Mohave’s articles of incorporation pursuant to A.R.S. § 11-952 and A.R.S. § 41-2632 become effective. Mohave Educational Services Cooperative, Inc., is governed under Title 10 of the Arizona Revised Statutes. As a public procurement unit, members can use Mohave contracts to procure products and services just as they did before the incorporation.

Effective January 1, 2008, Mohave implemented a new process change that allowed for purchase orders to be made out directly to the vendors. This had been requested for many years and the timing and situation became right to accomplish this change. After a year of training to vendors and members, Mohave began this process change. Among the major changes to this are the new invoicing and payment procedures as outlined in this revised handbook. Vendors are now invoicing members directly and members are now paying the vendors directly. Mohave’s staff is still reviewing purchase orders and conducting audits of orders; however, the vendors and members now have far greater roles in the process of using Mohave contracts. Mohave is still an integral part of contract administration and management as well as being available for any dispute resolution.

For nearly 40 years, Mohave’s staff has been dedicated to providing the finest service possible to our members. Our staff is qualified, trained and experienced. Several have achieved professional certification in their areas of expertise. Mohave has received the Annual Achievement of Excellence in Procurement Award® from the National Purchasing Institute (NPI) on five separate occasions. We have been successful in receiving this prestigious award each time we submitted an application. Mohave has also received the NIGP Outstanding Agency Accreditation Achievement Award® which is effective until September 2013. Mohave has held this certification since September 2001. These awards were given in recognition of Mohave’s professional purchasing program.

• Advise us of any changes in your address, contact person, phone numbers, etc.
• Send issued purchase orders to Mohave made out to the contract vendor.
• Note the applicable MESC contract number on your purchase order.
• Check your emailed copy of the “MESC Reviewed” purchase order for notations.
• Send purchase order revisions and/or project change orders to Mohave.
• Contact Mohave whenever you desire assistance with questions, problems and/or disputes.

Do Not:

• Make changes to a purchase order without going through the process.
• Attempt to use Mohave contracts without sending the purchase order to Mohave.
• Pay Mohave for the services/goods invoiced, payments are made to the vendor who performed the services or delivered the goods (exception E-rate contracts)

Mohave Educational Services Cooperative, Inc.
625 E. Beale Street
Kingman, AZ 86401
928-718-3232 (fax)
orders@mesc.org (email)

Where Do I Go For Help?

Contract Questions

• Bill Brannen, CPM, ACBS
  Director of Contracting Programs
• 928-718-3201
   
• bill@mesc.org
   

• Mark DiBlasi, Contract Specialist II
• 928-718-3220
• mark@mesc.org

• Nancy Colbaugh, Contract Specialist I
• 928-718-3228
• nancy@mesc.org

• Michael Carter, Contract Specialist I
• 928-718-3222
• michael@mesc.org

Purchase Order and Invoice Follow-up and/or Revisions

• Rhonda Jackson, Procurement Manager
• 928-718-3202
• rhonda@mesc.org

• Ann Del Monaco, Procurement Specialist
• 928-718-3206
• ann@mesc.org

• Mike Nentwig, Procurement Specialist
• 928-718-3203
• mike@mesc.org

• Maria Brissette, Procurement Specialist
• 928-718-3237
• maria@mesc.org

Accounting

• Sue Watts, Accounting Manager
• 928-718-3204
• sue@mesc.org

• Mary Brooks, Accounting Specialist
• 928-718-3221
• mary@mesc.org

• Terry McClintock, Audit Specialist II
• 928-718-3226
• terry@mesc.org

Operations/General Questions

• Julia Tribbett, Director of Business and Operations
• 928-718-3074
• julia@mesc.org

Exhibits

• EXHIBIT 1 Purchase Order Process Flowchart
• EXHIBIT 2 Mohave Member Order Process Notes
• EXHIBIT 3 Sample Standard Member Purchase Order
• EXHIBIT 4 Using Mohave Contracts Under E-Rate
• EXHIBIT 5 Sample E-Rate Purchase Order
• Lease Processing Instructions
  • EXHIBIT 6 Financing Is Through A Mohave Financing Contract
  • EXHIBIT 7 Mohave Financing & Equipment Contracs Used
  • EXHIBIT 8 Sample Lease Purchase Order (Financed Under A Mohave Leasing Contract)
  • EXHIBIT 9 Financing Is Through A Third Party Financing Contract
  • EXHIBIT 10 Sample Lease Purchase Order (Financed Under Non-Mohave Leasing Contract)
• EXHIBIT 11 Direct Online Order Process Flowchart
• EXHIBIT 12 Hybrid Direct Order Process Flowchart
• EXHIBIT 13 In Store Purchase Process Flowchart
• EXHIBIT 14a MESC Review Tools
• EXHIBIT 14b Mohave's Procurement Stamps Order
• EXHIBIT 15 Sample Standard "MESC Reviewed" Purchase Order
• EXHIBIT 16 "MESC Reviewed" Split Purchase Order (Two Mohave Contracts On The Same PO)
• EXHIBIT 17 Contract Pricing

EXHIBIT 1
PURCHASE ORDER PROCESS FLOWCHART

Mohave Member Order Process

EXHIBIT 2
Mohave Member Order Process Notes

E-Rate Purchases
Mohave will invoice member for the admin fee. Member will make admin fee payment to Mohave.
Vendor will invoice Member for goods and services. Member will pay vendor.
Prices in the Erate contracts do not include admin fee. Vendor does not apply admin fee credit to invoices.
See Mohave’s Member or Vendor Handbook for complete instructions. The handbooks are available at www.mesc.org.

Service/Rental Purchases
Effective 7/1/08, the following information applies to service/rental purchase orders.
Members shall follow the regular Member Oder Process for service/rental purchases.
Member will not issue a separate purchase order for the admin fee. Mohave will not invoice for the admin fee.
Mohave’s admin fee will be included in vendor’s invoiced amount. Mohave’s admin fee will be included in Member’s payment to vendor. Vendor remits admin fee to Mohave.
See Mohave’s Member or Vendor Handbook for complete instructions. The handbooks are available at www.mesc.org.

Financed (Lease) Purchases
The process for these purchases varies because of the following scenarios:
Purchase and financing under Mohave contracts, admin fee is included in financed amount.
Purchase under Mohave contract, financing under non-Mohave contract.
Financing under Mohave contract, purchase under non-Mohave contract.
See Mohave’s Member or Vendor Handbook for complete instructions. The handbooks are available at www.mesc.org.

MESC Contract Numbers
It is essential that vendor quotes, member POs, and vendor invoices include the applicable MESC contract number.
The MESC contract number provides the following:
Confirmation that a Mohave contract is being used.
Faster processing and review.
An additional check and balance.
A readily available audit trail.

Quotations
Only quote items under contract.
Quote only at approved MESC contract prices.
Special volume discounts, promotion, closeout, and other special pricing must be approved by Mohave before they are quoted to the member.
Product and service additions must be approved by Mohave before they are quoted to the member.
Member should attach a copy of the quote to member’s PO. Mohave needs the quote to review and approve the PO.

Order Processing
Member must not send PO directly to the vendor.
Vendor must process member POs only after Mohave approves them.
The email subject references Mohave confirmation of a specific member PO.
The approved member PO is attached to the email. The PO will include a “MESC Reviewed” stamp.
Revisions to POs follow the same process.

Invoices
Bill to addresses can be found on the member’s PO. Invoices should match the member PO. Invoices for “as-needed, when-needed” BPO purchases must match approved contract pricing. Payment terms must comply with the applicable MESC contract. Members may take prompt payment discounts, if such discounts are included in the contract.

Admin Fee
Each contract has a specified day of the month for submitting the admin fee payment and reconciliation report.
Reconciliation reports are provided monthly, regardless of activity.
Admin fee payments must be submitted monthly, unless the amount is less than $20. Amounts of less than $20 should
be added to the next month’s admin fee payment.

Contract Prices
Contract prices will be posted on Mohave’s website.
Each member agency may request a single user ID and password. The member may share that user ID and password
with appropriate personnel within the organization.

Rev. 3/30/11, JET

EXHIBIT 3
SAMPLE STANDARD MEMBER PURCHASE ORDER

EXHIBIT 4
USING MOHAVE CONTRACTS UNDER E-RATE

• Member will issue a purchase order to Mohave indicating the order is for an E-Rate purchase and listing the vendor’s contract number. Purchase order will provide a description of the project, list the item(s) to be purchased, and provide Mohave contract price(s) in the body of the purchase order. For long detailed orders, members may provide the project’s description in the body of the purchase order and attach the details on separate sheet or vendor quote. Amount of the purchase order will be equal to one-percent (1%) of the total cost of the goods and services used on the Mohave contract (Mohave’s administration fee). Prices in Mohave’s E-Rate contracts do not include the one-percent administration fee.
• Member will issue a purchase order to Mohave Vendor indicating the order is for an E-Rate purchase and listing the vendor’s contract number. Purchase order will provide a description of the project, list the item(s) to be purchased, and provide Mohave contract price(s) in the body of the purchase order. The PO will be in the amount that the member will pay directly to the vendor (the amount not funded by the SLD). Prices in Mohave’s E-Rate contracts do not include the one-percent administration fee.
• Member will send the Mohave purchase order, a copy of purchase order issued to the vendor, a copy of the vendor’s quote, and a copy of the Schools and Libraries Division (SLD) Funding Commitment Report to Mohave. Highlight the section of the SLD Funding Commitment Report that applies to the purchase order.
• Mohave will issue a summary to the vendor that states “E-Rate Summary” in the top right corner and send it and the “MESC Reviewed” vendor purchase order to the vendor. Vendors should only start work on E-Rate projects under Mohave contract after receipt of the reviewed purchase order and summary.
• Vendor will perform the work in accordance with the contract and the purchase order. Vendor will invoice the Universal Service Fund (using vendor’s SPIN number) for the eligible percentage of the project noted in the SLD award document.
• Vendor will invoice the member directly for the balance of the project. Payment will be made directly to the vendor.
• Mohave will invoice the member for Mohave’s one-percent (1%) administration fee. Mohave will not invoice for the goods and services for the project. The only money Mohave will receive for the E-Rate project is Mohave’s one-percent (1%) administration fee. Mohave holds the contract and does not have a SPIN number. Therefore, we cannot invoice the Universal Service Fund.
• We recommend checking with the SLD or Arizona Department of Education for additional information on E-Rate purchases. Also, please feel free to contact us for further information.

NOTE: Mohave assists members with purchase verification. However, it is the member’s responsibility to independently verify that quotations and purchase orders comply with the terms of the award of a contract or procurement. Contract documentation files are available on our website to assist members in meeting this due diligence responsibility.

Rev. 1/9/09, JET

EXHIBIT 5
SAMPLE E-RATE PURCHASE ORDER

EXHIBIT 6
LEASE PROCESSING INSTRUCTIONS
FINANCING ONLY UNDER MOHAVE CONTRACT

FINANCING IS THROUGH A MOHAVE FINANCING CONTRACT

A member is financing the purchase of equipment. The financing is through a Mohave contract awarded to a vendor from a Mohave leasing solicitation. The equipment is not purchased through a Mohave contract.

The processing instructions are as follows:

1. The member issues a PO to a Mohave financing contractor or the financial institution to which payments are to be made. The member PO must reference the MESC contract number. The PO amount is the initial payment(s) due for the initial PO term.
2. The body of the member's PO contains the complete purchase description (items purchased, unit price, extended cost, total cost, tax, freight, Mohave contract number).
3. The body of the member's PO should include the term of the lease.
4. The member documents provided to Mohave include a copy of a financing proposal from the financing contractor, an amortization schedule, and the member PO.
5. Mohave issues a "Lease Order" to the Mohave financing contractor.
6. The Mohave financing contractor completes the funding and notifies Moha ve. Mohave revises "Lease Order" with the exact amount of the interest on the lease and issues a "Transaction Invoice" to be paid by the Mohave financing contractor. (A transaction fee is 1% of the total inter est to be paid under the lease).
7. Copies of the Mohave Lease Order, member's PO to Mohave financing contractor, a copy of a financing proposal from the financing contractor, and an amor tization schedule are sent to the Mohave member, and the Mohave financing contractor.
8. The Mohave financing contractor pays Mohave the transaction fee from the "Transaction Invoice."
9. The equipment contractor will submit the invoice for the equipment directly to the member or Mohave financing contractor.
10. The Mohave financing contractor pays the equipment contractor upon r eceipt of the invoices and acceptance certificate from the member.
11. The Mohave financing contractor invoices the member directly for all lease payments.
12. The member makes lease payments directly to the Mohave financing contractor.

IMPORTANT INFORMATION

NOTE:  Mohave assists member s with purchase verification. However, it is the member's responsibility to independently ver ify that quotations and purchase orders comply with the terms of the aw ard of a contract or procurement. Contract documentation files are available on our website to assist members in meeting this due diligence responsibility.

Rev. 4/1/11, JET

EXHIBIT 7
LEASE PROCESSING INSTRUCTIONS
PURCHASE AND FINANCING UNDER MOHAVE CONTRACTS

MOHAVE FINANCING AND EQUIPMENT CONTRACTS USED

A member is financing the purchase of equipment. Both the equipment purchase and the financing are through Mohave contracts.

The processing instructions are as follows:

1. The member issues a PO to a Mohave financing contractor or the financial institution to which payments are to be made. The member's PO must reference both MESC contract numbers. The PO is in the amount of initial payment(s) due for the initial PO term.
2. The body of the member's PO contains the complete purchase description (items purchased, unit price, extended cost, total cost, tax, freight, Mohave contract numbers).
3. The body of the member's PO should include term of the lease.
4. The member documents provided to Mohave include the detailed equipment quote, a copy of the financing proposal from the Mohave financing contractor, an amortization schedule, and the member PO.
5. Mohave issues a "Lease Order" to the Mohave equipment contractor. Mohave's equipment Lease Order amount is equal to the cost of the purchase of the equipment (cost of equipment, freight, etc.).
6. Mohave issues a "Lease Order" to the Mohave financing contractor. The Mohave financing contractor completes the funding and notifies Mohave. Mohave revises "Lease Order" with the exact amount of interest determined and issues a "Transaction Invoice" to be paid by the Mohave financing contractor. (A transaction fee is 1% of the total interest to be paid under the lease).
7. Copies of both Mohave Lease Orders, the member's PO to the Mohave financing contractor, the detailed equipment quote, a copy of a financing proposal from the Mohave financing contractor, and an amortization schedule are sent to the Mohave member, Mohave equipment contractor, and Mohave financing contractor.
8. The Mohave equipment contractor will submit the invoice for the equipment directly to the member or Mohave financing contractor.
9. The Mohave financing contractor pays the Mohave equipment contractor upon receipt of the invoices and acceptance certificate from the member.
10. The Mohave equipment contractor reports and pays the Mohave admin fee on their monthly reconciliation report to Mohave.
11. The Mohave financing Contractor pays Mohave the Transaction Fee from the "Transaction Invoice."
12. The Mohave financing contractor invoices the member directly for all lease payments.
13. The member makes lease payments directly to the Mohave financing contractor.

Notes:  The financing contractor invoices the member directly for all lease payments.

The member makes lease payments directly to the financing contractor.

IMPORTANT INFORMATION

NOTE:  Mohave assists members with purchase verification. However, it is the member's responsibility to independently ver ify that quotations and purchase orders comply with the terms of the award of a contract or procurement. Contract documentation files are available on our website to assist member s in meeting this due dilig ence responsibility.

Rev. 4/1/11, JET

EXHIBIT 8
SAMPLE LEASE PURCHASE ORDER
(Used When the Purchase is Financed Under a Mohave Leasing Contract)

EXHIBIT 9
LEASE PROCESSING INSTRUCTIONS
PURCHASE UNDER MOHAVE CONTRACT

FINANCING IS THROUGH A THIRD PARTY FINANCING CONTRACT

A member is financing the purchase of equipment. The equipment purchase is through a Mohave contract. Financing is through a non-Mohave 3rd party leasing company, which is not a vendor awarded a contract to a Mohave leasing solicitation.

The processing instructions are as follows:

1. The member issues a PO to the 3r d party financing contractor, showing the mailing address, for the initial payment(s) due for the initial PO term. The member must reference the applicable MESC contract number for the equipment to be purchased.
2. The body of the member's PO contains the complete purchase description (items purchased, unit price, extended cost, total cost, tax, freight, Mohave contract number).
3. The body of the member's PO must note the purchase is to be financed by a 3rd party financing contractor, the term of the lease , and the name of the financing contractor.
4. The member documents provided to Mohave include, the detailed equipment quote , a copy of a financing proposal from the 3rd party financing contractor, an amortization schedule and the member PO.
5. Mohave issues a "Lease Order" to the Mohave equipment contractor.
6. Mohave's equipment Lease Order amount is equal to the cost of the purchase of the equipment (cost of equipment, freight, etc.).
7. Copies of the Mohave Lease Order, member's PO to 3rd party financing contractor, detailed equipment quote and a copy of a financing proposal from the financing contractor are sent to the Mohave member, Mohave equipment contractor, and 3rd party financing contractor.
8. The Mohave equipment contractor will submit the invoices for the equipment directly to the member or 3rd party financing contractor.
9. The 3rd party financing contractor pays the Mohave equipment contractor in full upon r eceipt of the invoices and acceptance certificate from the member.
10. The Mohave equipment contractor reports and pays the Mohave admin fee on their monthly reconciliation report to Mohave.
11. The 3rd party financing contractor invoices the member directly for all lease payments.
12. The member makes lease payments directly to the 3rd party financing contractor.

IMPORTANT INFORMATION

NOTE:  Mohave assists member s with purchase verification. However, it is the member's responsibility to independently ver ify that quotations and purchase orders comply with the terms of the aw ard of a contract or procurement. Contract documentation files are available on our website to assist members in meeting this due diligence responsibility.

Rev. 3/15/11 JET

EXHIBIT 10
SAMPLE LEASE PURCHASE ORDER
(Used When the Purchase is Financed Under a Non-Mohave Leasing Contract)

EXHIBIT 11
Direct Online Order Process
(Please visit our "Direct Online Order" webpage on our website for more details.)
http://www.mesc.org/directorder/

EXHIBIT 12
Hybrid Direct Order Process
(Please visit our "Hybrid Direct Order" webpage on our website for more details.)
http://www.mesc.org/directorder/

EXHIBIT 13
In Store Purchase Process
(Please visit our "In Store Purchase" webpage on our website for more details.)
http://www.mesc.org/directorder/

EXHIBIT 14a
MESC Review Tools

Mohave Educational Services Cooperative Review Tools

As part of the service Mohave provides its Members, Mohave procurement specialists perform an initial review for contract compliance on member purchase orders using a Mohave contract. After the Mohave procurement specialists have completed their review, members and vendors will simultaneously receive the “MESC Reviewed” purchase order and documentation back up via email. To assist members and vendors, Mohave has incorporated various stamps into the review process.

EXHIBIT 14b
Mohave’s Procurement Stamps

The “MESC Reviewed” stamp indicates that Mohave has done an internal check and the Purchase Order is ready to be initiated by the vendor. Mohave sends members and vendors reviewed POs via email with documentation attached. All Mohave contract orders should be stamped “MESC Reviewed”. If you receive an unstamped PO please send it to Mohave for review.

Mohave uses an “Adminfeeable” stamp to assist vendors with the Reconciliation Report. This stamp breaks the amount that Mohave should receive admin fee on, from the amount of pass thru or non Admin Fee eligible items. This stamp will not be used on blanket purchase orders. Only the review stamp will be used.

A “Split PO” stamp is used when a member issues a PO for a single vendor using two or more Mohave contracts for that vendor. The contracts will be listed on the “Split PO” stamp. There will be a PO copy with contract breakout for each contract used on the member purchase. The highlighted contract will correspond to the amounts on the “Adminfeeable” stamp. An email will be sent for each contract used with the PO and documentation attached.

EXHIBIT 15
SAMPLE STANDARD "MESC REVIEWED"
PURCHASE ORDER

EXHIBIT 16
“MESC REVIEWED” SPLIT PURCHASE ORDER
(TWO MOHAVE CONTRACTS ON THE SAME PO)

EXHIBIT 16
“MESC REVIEWED” SPLIT PURCHASE ORDER
(TWO MOHAVE CONTRACTS ON THE SAME PO)

EXHIBIT 17
CONTRACT PRICING

Access Contract Pricing from “Purchasing Services” in our website at www.mesc.org/contract_pricing.html.

This information is on the bottom half of the Contract Pricing webpage. It provides instructions for obtaining a login and password, an explanation of price file naming methodology, and contacts for questions.

The following pages provide an overview of our contract pricing area.