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Agreement Consultant Services W BPS Smart Scholars Grant ECC Board of Trustees Executive Summary Date: January 31, 2019 Subcommittee: Consent Agenda Agenda Item: Agreement for Consultant Services requested between SUNY Erie and Buffalo Public Schools for the Smart Scholars Early College High School Grant Program at Hutchinson Technical High School on behalf of the SUNY Erie Information Technology A.A.S. degree program This item is: For Board's Approval Backup Documentation: Attached to this document Background Information: The Buffalo Public School System was awarded grant funding as it relates to the Smart Scholars Early College High School program starting in the 2018-2019 academic year. A new cohort starts each Fall for four academic years in the grant program. This agreement details activities involved with preparing students for earning SUNY Erie credits beginning in 2019-2020 through taking course work aligned with the Information Technology A.A.S. program. Advanced Studies will put forth a separate agreement to begin in 2019-2020. Reasons for Recommendation: The 2018-2019 academic year activities include visits and bridge programs located on-site at SUNY Erie, curriculum development related to this agreement by SUNY Erie Information Technology department chair Louise Kowalski, and partner meetings attended by SUNY Erie Grant by assistant project director Rob Leteste and Louise Kowalski. This grant period runs from December 1, 2018 to August 31, 2019. Faculty involvement will not conflict with any college course instruction. Fiscal Implications: As the consultant, SUNY Erie will receive up to $4,500. Consequences of Negative Action: Inability to meet grant outcomes. Steps Following Approval: Review and approval by SUNY Erie Legal Counsel Leslie Ortiz Fogg, Assistant County Attorney, Erie County. Contact Information If Any Questions: Douglas M. Scheidt, Ph.D., Provost and Executive Vice President, North Campus Phone: (716) 851-1500/email: [email protected] AGREEMENT FOR CONSULTANT SERVICES BY AN INDIVIDUAL OR BUSINESS ENTITY THIS IS AN AGREEMENT, effective on the date last executed by the parties hereto (“Effective Date”) by and between the BUFFALO CITY SCHOOL DISTRICT, having its principal office at 801 City Hall, 65 Niagara Square, Buffalo, New York 14202, hereinafter referred to as the “District”, and SUNY ERIE having its principal office at 6205 Main Street, Williamsville, NY 14221, hereinafter referred to as the “Consultant”. THE CONSULTANT IS NOT AUTHORIZED TO PROVIDE ANY SERVICES, OR INCUR ANY EXPENSES, UNTIL THIS AGREEMENT HAS BEEN FULLY EXECUTED. Section 1. Term. The Consultant shall commence performance of the services required under this Agreement on the later of December 1, 2018 or the Effective Date and complete the services no later than August 31, 2019. Section 2. Scope of Services & Contract Documents. (a) The Consultant shall perform the following services in a manner satisfactory to the District’s Authorized Agent: Smart Scholars Early College High School Grant/Program at #304 Hutchinson Technical High School • College staff from the Information Technology AAS degree program will consult on curriculum (hourly) • College staff will attend partner meetings and participate in classroom visits (hourly) • Smart Scholars students in grade 9 will be provided with college visit/s at the SUNY Erie campus in the Fall &/or Spring • Summer Bridge Camp/College visit will be held on the college campus (9th grade two days) (b) In order to enable the Consultant to perform these services, the District shall provide the Consultant the following data, information or facilities: The consultant will be provided with space for guest speakers, advisory meetings and curriculum meetings at Hutch Tech High School. (c) Monitoring of services provided. The District will monitor the Consultants services by: X 1. conducting onsite visits , a CTE teacher, Work-Based Learning Coordinator or CTE administrator will be present for all activities ____2. conducting surveys of participants to rate the service, Consultant Contract Board Approval Required Form December 8, 2017 Do Not Use Prior Versions 1 X 3. collecting sign in sheets, X 4. collecting copies of materials disseminated while services are being provided and/or X 5. Other; Sign-In sheets for adults at any Partner or Curriculum meetings will be collected. (d) The Contract Documents are incorporated by reference herein, and shall be deemed to be: (i) the District’s Request for Proposals or bid documents and any exhibits or communication related thereto; (ii) the Contractor’s proposal, including attachments, dated 8/15/2018; (iii) the Board of Education resolution authorizing the Agreement; (iv) this Agreement and (v) ___________________. In any instance in which this Agreement is silent, or less inclusive than the Consultant’s proposal, the provisions of the proposal, and then the Request for Proposal shall be controlling and given full force and effect. Section 3. Authorized Agents & Notice of Claims. A. The District designates: (Name): Kathy Heinle (Title): CTE Director (Address): 333 Clinton Street Buffalo, New York 14204 All invoices, along with required back up documentation, must be submitted in PDF format to the following email address - [email protected]. B. The Consultant designates: (Name): Rob Leteste (Title): Assistant Project Director (Address): 6205 Main Street_ Williamsville, NY 14221 (Name): Douglas M. Scheidt, Ph.D. Penny Howard (Title): Provost and Executive Vice President Executive Vice President of (Address): Administration and Finance 6205 Main Street 121 Ellicott Street Williamsville, NY 14221 Buffalo, NY 14203 as the Authorized Agent of the District or the Consultant for exchange of all communications pursuant to this Agreement. In the event that the Consultant seeks to terminate the Agreement, or to pursue a claim based upon the Agreement, written notice shall also be provided to: Office of Legal Counsel, Buffalo City School District, 713 City Hall, 65 Niagara Square, Buffalo, New York 14202. Any claim shall be subject to the notice and time requirements of New York Education Law § 3813. Consultant Contract Board Approval Required Form December 8, 2017 Do Not Use Prior Versions 2 Section 4. Fee & Terms of Payment. (a) The funding source for this Agreement shall be Budget Account: F3044D21 440 SK19. Specify the Resolution or Item Number and date that an Agreement was authorized by the Board of Education: Item Number/Resolution Number: 11k adopted on August 15, 2018. (b) The District shall pay the Consultant a fee for full performance not to exceed the total amount of four thousand five hundred dollars ($4,500.00), payable in installments as work is completed. Final payment shall be made upon completion of all services contemplated under this Agreement. (c) Invoice Requirements - Invoices must be appropriately detailed to allow District personnel to verify that specific goods and/or services have been received/completed per the Contract’s Scope of Services and Purchase Order specifications and provide a clear, consistent and accurate document trail required by the District’s Audit department. All invoices, along with required back up documentation, must be submitted in PDF format to the following email address - [email protected]. In situations where backup material is required (i.e. required reports, attendance sheets or receipts for reimbursements) these documents must be sent with the invoice. Do not send an invoice without the required back up. These documents should be referred to in the description of goods or services section of the invoice. All invoices must contain a valid Buffalo Schools Purchase Order # (PO#). Vendors should not commence work without a PO#. Contact the District Designee in Section 3 with any problems obtaining a PO#. Invoices not containing a valid PO# cannot be processed for payment. All Invoices must contain the following standard information; your organizations name and contact information, Invoice Date, Invoice #, Terms – for early payment discounts, a Buffalo City School District PO# and a current Remit Address. The description of goods or services section of the invoice must be consistent with both the Contract’s Scope of Services and the Purchase Order and include what service was performed, where it was performed, when it was performed and the cost for these services. Documentation required to support any charges based on staff time or reimbursements (e.g. attendance data, invoice receipts) must be submitted with the invoice (e.g. time sheets, subcontractor invoices, receipts). For contracts that have a multi-line Purchase Order, the invoice must indicate which Purchase Order line number the invoice charges are to be applied against. A separate invoice is required for each PO#. Do not include charges against more than one PO# on any one invoice. Do not include sales tax on any invoice. As a governmental entity, the District is tax exempt. Invoices should not be submitted prior to completion of services or receipt of goods. Consultant Contract Board Approval Required Form December 8, 2017 Do Not Use Prior Versions 3 Travel and all other expenses shall be the Consultant’s sole responsibility. Section 5. New York State Retirement System Approval/Contract Deemed Executory. If the contract is subject to New York State Retirement System Approval, Consultant, or any individual working for the Consultant under this Agreement, is a retiree of the District, this Agreement shall be contingent upon approval by the New York State Retirement System. This Agreement
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