District renews contract for asset tagging and IT inventory after state audit finding

Trustees reviewed a contract renewal for NextGen 3D PC Services LLC (identified in packet as a vendor that assisted with asset tagging) after a State Board of Accounts audit found untagged equipment. The renewal covers services to reconcile, tag and track district technology and to assist with related website and inventory updates.

District staff said auditors had required serial-numbered, tagged and locatable records for equipment purchased with federal and grant funds; staff hired the contractor to create a compliant inventory and tag equipment across district locations. The administration said the work largely is complete and that the contractor now performs continuous compliance and tagging work, helps retire obsolete equipment that cannot be disposed of until board approval (because of federal grant rules), and assists with equipment transfer documentation to partner locations such as nonpublic placements.

Trustees expressed concern about long-term reliance on a contractor for what some considered an internal function and asked whether the district could hire the individual as an employee. Staff said the contractor works daily and the district may consider converting the role to a staff position in the future. Board counsel and finance staff confirmed the work is part of remediation and ongoing compliance after the audit finding.

Ending: The board was told the contractor's ongoing work has improved inventory records and compliance; administration will continue to manage tagging and will consider long-term staffing options.