21st Century Community Learning Center (21st CCLC) Purchase Request
The 21st Century Community Learning Center program is a federal initiative that supports afterschool and summer programs for children, youth, and families. To procure goods or services for a 21st CCLC grant, agencies must follow a structured purchase request (PR) process that complies with federal, state, and local regulations.
Why a Purchase Request Matters
- Fiscal responsibility: Ensures funds are used for eligible activities and at fair market prices.
- Transparency: Provides a documented trail for auditors and the U.S. Department of Education.
- Compliance: Meets requirements of the Uniform Guidance (2 CFR Part 200) and applicable state procurement statutes.
Key Elements of a Proper PR
1. Identify the Need
Clearly describe the product or service, the purpose it serves in the program, and the expected outcome. Example: Purchase of 30 portable soccer goals to support the afterschool physicalactivity curriculum for grades 35.
2. Verify Funding Availability
Check the current balance of the 21st CCLC grant and ensure that the requested amount does not exceed the budgeted line item. Include the grant number, fiscal year, and the exact fund code.
3. Determine Procurement Method
Choose the method that matches the dollar threshold and complexity:
| Threshold | Method |
|---|---|
| $5,000 | Micropurchase (no competition required) |
| $5,001 $25,000 | Receiving quotes from at least three vendors |
| $25,001 $250,000 | Competitive sealed bidding or solicitation |
| > $250,000 | Formal procurement with extensive competition and justification |
4. Conduct Market Research
Gather price information, vendor capabilities, and product specifications. Record sources (catalogs, websites, past contracts) and note any buyAmerican or Made in USA requirements that apply to the grant.
5. Prepare Documentation
The PR packet typically includes:
- Purchase Request Form (completed and signed)
- Statement of Work or Specification Sheet
- Cost/Benefit Analysis
- Quotes, bids, or solicitation documents
- Proof of funding (budget line item, balance confirmation)
- Approvals from Program Director and Finance Officer
6. Obtain Approvals
Electronic or paper signatures are required from:
- Program Manager verifies that the purchase supports program objectives.
- Chief Financial Officer confirms budget availability and compliance.
- Procurement Officer ensures the proper method was used.
7. Submit the PR
Enter the request into the agencys procurement system (e.g., SAP, PeopleSoft, or a dedicated grantmanagement portal). Attach all supporting documents and assign a tracking number.
Sample Purchase Request Form (HTML)
Below is a simplified form that agencies can adapt for internal use.
Common Pitfalls & How to Avoid Them
- Skipping market research: Leads to inflated prices and audit findings. Always document at least three sources for purchases over $5,000.
- Using nongrant funds: Ensure the full cost is charged to the 21st CCLC award; mixing funds can violate the Uniform Guidance.
- Late approvals: Build a timeline that allows for review, especially for larger contracts that require board or district signoff.
- Inadequate specifications: Vague descriptions cause delays and may result in noncompliant items. Include model numbers, dimensions, and performance criteria.
Resources
- U.S. Department of Education 21st CCLC FAQ
- 2 CFR Part 200 Uniform Guidance
- Small Business Administration Procurement Basics
By following the steps outlined above, agencies can confidently process purchase requests that support highquality afterschool programming while maintaining compliance with all applicable regulations.
21st Century Community Learning Center Purchase Request and Reference File Download Link
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