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Standard Service Agreement

Standard Service Agreement. Bowie High School August 8, 2013. STRONG LEADERS STRONG SCHOOLS BUILDING ON STRENGTHS. Content. NEW Agreement Revision Modifications Location AND Current vs. New revision Components How to Populate (AISD & Contractor) Summary of Required Signatures

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Standard Service Agreement

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  1. Standard Service Agreement Bowie High School August 8, 2013 STRONG LEADERS STRONG SCHOOLS BUILDING ON STRENGTHS

  2. Content • NEW Agreement • Revision Modifications • Location AND • Current vs. New revision Components • How to Populate (AISD & Contractor) • Summary of Required Signatures • Agreement Process Flow • AISD Execution • Additional Forms/Forms Completion Table

  3. Revision Modifications • Standard Service Agreement (SSA) • Allows you to define Type of service being procured (Contracted or Consulting Service) • Defines Ownership of Work (Exhibit A, Statement of Work, page 4) • Clarifies need for Confidentiality (Exhibit A, Statement of Work, page 4) • Calculate Basis of Fee (Exhibit B, Basis of Fee, page 5) • Combined the TWO Contractor Certification forms into one page (Exhibit c, Notification of Criminal History Of Contractor, page 7) • Added HR and Legal approved instructions for Criminal History Record Requirements (Exhibit D, page 8-9)

  4. Revision Modifications cont. • Added form for Vendors use to record covered workers (Exhibit D.1, Covered Workers List, page 11) • Added internal and external contact information (Exhibit E, Contact Information for Notices, page 12) • Provides instruction for completion throughout (Additional Instructions & Definitions, pages 13-15 • Invoicing and payment (Applicable to BOTH Contractor and District) • Campus Security Requirements for Contractors • Types of Agreements • Agreement Definitions • Format will be used when we go paperless

  5. Location and Components • AISD Contract & Procurement Online Library • Revision 2/01/11 • Twelve pages: • Eight – agreement including • Suspension Debarment • Four – Contractor Certification forms 1 A and 1B • Revision 08/07/13 • Fifteen pages: • Three – Terms and Conditions and AISD signature • Nine – Exhibits • Three – Additional Instructions & Definitions • Standardized verbiage- provisions, contractor, document names • Allows you to identify what type of services you are procuring NEW

  6. How to Populate the SSA Terms and Conditions, Page1: Record PR # or RFP # if known Select the service agreement type (Definitions are also included in the Additional Instructions & Definitions, Types of Agreements, page 13) Enter name of Contractor Enter start and end dates of agreement Enter compensation rate (this should include travel fees) Reference to Exhibit B- Basis of Fee.Contractor to detail fees OR you can attach a fee schedule. PAGE 2 contains Terms and Conditions. NOTE: the agreement name, revision number and date.

  7. How to Populate – cont. Terms and Conditions, Page3: Contractor to print and sign name*. They Need to record their Title and date. (Note: if Contractor has made any changes AKA redlines on the Terms and Conditions (pages1-3), do not sign agreement. Forward to Contract and Procurement for Legal review. Such changes should be recorded on Exhibit A, Statement of Work under Special Provisions). Campus Principal or Department Director Signs AFTER Contractor returns agreement After AISD initial (Principal or Director) signature- route to Contract and Procurement for further review and routing. *See Summary of Required Signatures page For all required signatures by Contractor and AISD

  8. How to Populate – cont. EXHIBIT A, Statement of Work, Page 4: Originator may record scope of work being performed as dates of service OR may attach a quote for service OR reference proposal Information. Contractor may record special requirement needs from AISD (Rooms, technology, etc.). Changes aka redlines can be recorded in the Special Provisions section. Please note the Special Provisions require Legal review.

  9. How to Populate – cont. EXHIBIT B, Basis of Fee, Page 5: Contractor may use this form to record their fees OR you may attach the Contactor’s fee schedule if different or in addition to their quote.

  10. How to Populate – cont. EXHIBIT B.1, Debarment, Suspension and Ineligibility Certification, Page 6: Required signature on behalf of Contractor If agreement amount $25K or greater.

  11. How to Populate – cont. EXHIBIT C, Notification of Criminal History of Contractor, Page 7: Contractor needs to review document and If they select the status of their company. * Their signature is required twice

  12. How to Populate – cont. EXHIBIT D, Contractor Certification Form, Page 10: Contractor is to review previous pages (8 &9) and Complete the Contractor Certification Form. This includes selecting company status and signing.

  13. How to Populate – cont. EXHIBIT D.1, Covered Worker List, Page 11: IF the Contractor has covered workers as defined AND illustrated in Exhibit D, they will need to complete AND sign this form. The completed form is to EMAILED to the email address circled. DO NOT accept this form. IMPORTANT This is a NEW requirement in Contracts. It is designed to support HR in the collection of Contractor Information for background checks. It is a requirement in order to complete the processing of the agreement AND approving the PR. Please encourage Contractors to complete and submit if required.

  14. How to Populate – cont. EXHIBIT E, Contact Information for Notices, Page 12: Please be sure to have the procurer of the services complete the AISD side (left). Contractor to complete the Company Information Fields (right). Most POs are being sent electronically. Contractor needs to select their preference.

  15. Summary of Required Signatures

  16. AISD Signatures • Only authorized individuals to sign agreement- • Principal of campuses and Departmental Directors • All agreements require AT LEAST two (2)signatures on behalf of AISD

  17. Additional Forms • If agreement/contract $10K OR greater: • Contract Authorization Request Form (CAR) • Superintendent’s Abstract for Correspondence Form • If service was rendered WITHOUT AISD authorization: • Unauthorized Purchase Request Ratification Form (UPR)

  18. Forms CompletionTable

  19. Agreement Process Flow • Remains the same in paper format • Process flow overview • -Offer from Vendor • -Drafting Document Internally • -Send to Vendor for signature • -Campus/ Department Approval (Principal or Director signatures) • -Route to Contract and Procurement for review and continued signature routing • -Document Storage and Retrieval (C & P Role)

  20. If you have additional questions. Please feel free to contact me Cyrenna.Villegas@austinisd.org This presentation is already on our NEW website.

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