RECOMMENDED MOTION 2… · years in one-year increments. RobotLAB, Inc. of San Francisco, CA and...

1

EASTERN SUFFOLK BOCES REGULAR MEETING, JAMES HINES ADMINISTRATION CENTER, PATCHOGUE, NEW YORK, MARCH 25, 2020

AGENDA I. Call to Order II. Pledge of Allegiance III. Comments from the Board President IV. Comments from the District Superintendent (Supporting Information) V. Visitors VI. Executive Staff Reports (Supporting Information) A. Chief Operating Officer B. Associate Superintendent for Educational Services C. Associate Superintendent for Management Services D. Assistant Superintendent for Human Resources VII. Agenda Review

VIII. Minutes/Financials/Personnel/New Business – Consent Agenda

A. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, has determined that each of the actions being taken through approval of the consent agenda is a Type II action under the State Environmental Quality Review Act (SEQRA) regulations, 6 NYCRR 617.5, which has no significant impact on the environment.”

2

B. Recommended Acceptance of Budget Review Meeting Minutes (Supporting Information – Minutes) RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the Minutes of the February 12, 2020 Budget Review Meeting.

C. Recommended Acceptance of Regular Board Meeting Minutes (Supporting Information - Minutes)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the Minutes of the February 12, 2020 Regular Board Meeting.”

D. Recommended Acceptance of Financial Reports (Supporting Information – Financial Reports) RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the following financial reports:

Treasurer’s Report for January 2020

Receivables Report for January 2020

Claims Audit Report and Warrants for January 2020

Budget Amendments and Budget Transfers Report for January 2020

Budget and Revenue Status Reports for January 2020

School Lunch Fund Report for January 2020”

E. Recommended Approval of Bids and/or RFPs Extend Bid #15-46-0514R: Fiber Optic WAN Maintenance for Shoreham Wading River CSD Opening Date: May 14, 2015 Original Term of Contract: June 27, 2015 – June 30, 2020 First Extension of Contract: July 1, 2020 – June 30, 2021 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for fiber optic wide area network (WAN) maintenance for the Shoreham-Wading River Central School District was originally awarded at the May 27, 2015 Board Meeting. The current contract expires on June 30, 2020, and the specifications provide an option to extend the original contract for five additional years in one-year increments. Telecom Construction Group, Inc. of Head of the Harbor, NY has agreed to extend the contract with no increase in price, under the same terms and conditions and in accordance with the original bid specifications. The service provided by the awarded vendor during the initial term of the contract was satisfactory.

3

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends Bid #15-46-0514R: Fiber Optic WAN Maintenance for Shoreham Wading River CSD for the period of July 1, 2020 through June 30, 2021 to Telecom Construction Group, Inc. of Head of the Harbor, NY as indicated above.”

Extend Bid #17-32-0216R: Fresh Cut Flowers Opening Date: February 16, 2017 Original Term of Contract: May 1, 2017 – April 30, 2018 First Extension of Contract: May 1, 2018 – April 30, 2019 Second Extension of Contract: May 1, 2019 – April 30, 2020 Third Extension of Contract: May 1, 2020 – April 30, 2021 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for fresh cut flowers was originally awarded at the March 22, 2017 Board Meeting. The current contract expires on April 30, 2020, and the specifications provide an option to extend the original contract for four additional years in one-year increments. Pennock Co. of Plainview, NY has agreed to extend the contract with no increase in price, under the same terms and conditions and in accordance with the original bid specifications. The service provided by the awarded vendor during the initial term and the extended terms of the contract was satisfactory.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends Bid #17-32-0216R: Fresh Cut Flowers for the period of May 1, 2020 through April 30, 2021 to Pennock Co. of Plainview, NY as indicated above.” Extend Bid #18-38-0315: Virtual Reality (VR) Kits Opening Date: March 15, 2018 Original Term of Contract: May 1, 2018 – April 30, 2019 First Extension of Contract: May 1, 2019 – April 30, 2020 Second Extension of Contract: May 1, 2020 – April 30, 2021 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for virtual reality (VR) kits was originally awarded at the May 16, 2018 Board Meeting. The current contract expires on April 30, 2020, and the specifications provide an option to extend the original contract for four additional years in one-year increments. RobotLAB, Inc. of San Francisco, CA and Troxell Communications, Inc. of Phoenix, AZ have agreed to extend the contract with no increase in price, under the same terms and conditions and in accordance with the original bid specifications. The service provided by the awarded vendors during the initial term and the extended term of the contract was satisfactory. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends Bid #18-38-0315: Virtual Reality (VR) Kits for the period of May 1, 2020 through April 30, 2021 to RobotLAB, Inc. of San Francisco, CA and Troxell Communications, Inc. of Phoenix, AZ as indicated above.”

4

Extend Bid #19-46-0219: Emerging STEM Technology Opening Date: February 19, 2019 Original Term of Contract: May 1, 2019 – April 30, 2020 First Extension of Contract: May 1, 2020 – April 30, 2021 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for emerging Science, Technology, Engineering, and Mathematics (STEM) technology was originally awarded at the March 20, 2019 Board Meeting. The current contract expires on April 30, 2020, and the specifications provide an option to extend the original contract for four additional years in one-year increments. CDW Government, LLC of Vernon Hills, IL; iDESIGN USA CORP. d/b/a iDESIGN Solutions of Portland, OR; PC University Distributor’s, Inc. of Valley Stream, NY; RobotLAB, Inc. of San Francisco, CA; Tequipment, Inc. of Huntington Station, NY; and Troxell Communications, Inc. of Phoenix, AZ have agreed to extend the contract with no increase in price, under the same terms and conditions and in accordance with the original bid specifications. The service provided by the awarded vendors during the initial term of the contract was satisfactory. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends Bid #19-46-0219: Emerging STEM Technology for the period of May 1, 2020 through April 30, 2021 to the lowest responsible bidders meeting specifications as indicated above.”

Extend Bid #20-01-0307: Printing and Mailing Prep of Adult Ed Materials Opening Date: March 7, 2019 Original Term of Contract: July 1, 2019 – June 30, 2020 First Extension of Contract: July 1, 2020 – June 30, 2021 (Supporting Information – Bid Recommendation Memo)

The above-referenced bid to provide the printing and mailing preparation of adult education materials was originally awarded at the April 17, 2019 Board Meeting. The current contract expires on June 30, 2020, and the specifications provide an option to extend the original contract for four additional years in one-year increments. Graphic Image, Inc., of Milford, CT has agreed to extend the contract with no increase in price, under the same terms and conditions and in accordance with the original bid specifications. The service provided by the awarded vendor during the initial term of the contract was satisfactory.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends Bid #20-01-0307: Printing and Mailing Prep of Adult Ed Materials for the period of July 1, 2020 through June 30, 2021 to Graphic Image, Inc., of Milford, CT as indicated above.”

5

Correct Clerical Error Bid #20-29-1212: Tires and Related Services Opening Date: December 12, 2019 Term of Contract: February 1, 2020 – January 31, 2021 with an option to extend for four additional years in one-year increments (Supporting Information – Bid Recommendation Memo and Disclosure Form) The above-referenced bid was awarded at the January 22, 2020 Board Meeting. There was a clerical error in which ten lines were entered incorrectly. The below list reflects the correct amount bid.

Vendor

Items Recommended for Rescission

Vendor

Items Recommended for

Award

Barnwell House of Tires, Inc. Central Islip, NY

Line # 00018: Tire installation w/purchase in store includes dismount of used tires and tubes $24.00


Line # 00018: Tire installation w/purchase in store includes dismount of used tires and tubes $8.00


Line # 00019: Change tire, dismount, and mount (when no tire is purchased) $27.50


Line # 00019: Change tire, dismount, and mount (when no tire is purchased) $10.00


Line # 00020: Flat repair, remove, repair, and mount $31.00


Line # 00020: Flat repair, remove, repair, and mount $15.50


Line # 00021 Flat repair, off vehicle $31.00


Line # 00021 Flat repair, off vehicle $14.00


Line # 00022: Rotate mounted tires (per tire) $17.00


Line # 00022: Rotate mounted tires (per tire) $3.50


Line # 00023: New valve stem rubber or metal, TPMS $9.00


Line # 00023: New valve stem rubber or metal, TPMS $6.75


Line # 00024: Wheel balance - computer spin balance (per tire) $33.00


Line # 00024: Wheel balance - computer spin balance (per tire) $10.95


Line # 00025: Wheel balance/valve stem combo $38.00


Line # 00025: Wheel balance/valve stem combo $13.95

6


Line # 00026: Alignment services - standard two wheel alignment $120.00


Line # 00026: Alignment services - standard two wheel alignment $69.95


Line # 00027: Alignment services - four wheel alignment $150.00


Line # 00027: Alignment services - four wheel alignment $74.95

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, corrects the clerical error for Bid #20-29-1212: Tires and Related Services for the period of February 1, 2020 through January 31, 2021 to reflect the correct amount bid on 10 line items awarded to Barnwell House of Tires Inc. of Central Islip, NY as indicated above.”

Award Bid #20-38-0213: Sale of Used Textbooks Opening Date: February 13, 2020 Term of Contract: March 26, 2020 – April 25, 2020 (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Forms)

The Purchasing Office solicited bids for the sale of used textbooks for various Eastern Suffolk BOCES locations. Bid specifications were developed in collaboration with the Central Support Services staff. Bids were requested for a total of 1,047 items. Bid packets were distributed to eight vendors as a result of advertising and direct solicitation. Four bids and two no-bids were received. The Purchasing Office contacted the highest responsible bidders, Academic Book Solutions, Inc. of Medford, NY; Follett School Solutions, Inc. of McHenry, IL; Northeast Book Company, Inc. of Greenwich, NY; and Yaffa Books of Bergenfield, NJ to negotiate better prices and the vendors indicated that the prices are firm. Of the 1,047 items bid, no bids were received for 595 items. We will prepare a take-all bid for the remaining items.

Vendor Number of Items

Recommended for Award

Academic Book Solutions, Inc. Medford, NY

255

Follett School Solutions, Inc. McHenry, IL

39

Northeast Book Company, Inc. Greenwich, NY

62

Yaffa Books Bergenfield, NJ

96

No Bid / No Award 595

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #20-38-0213: Sale of Used Textbooks for the period of March 26, 2020 through April 25, 2020 to Academic Book Solutions, Inc. of Medford, NY; Follett School Solutions, Inc. of McHenry, IL; Northeast Book Company, Inc. of Greenwich, NY; and Yaffa Books of Bergenfield, NJ as indicated above and detailed in the supporting documentation.”

7

Award/Extend/Reject Cooperative Bids (Supporting Information – Bid Recommendation Memos, Award Reports, and Disclosure Forms) As the lead agency for the Cooperative Bidding Program, all program bids require ESBOCES Board approval. RECOMMENDED MOTION: “WHEREAS, the Board of Cooperative Educational Services, First Supervisory District of Suffolk County (hereinafter “ESBOCES”), acts as the lead agency for participants in the Joint Municipal Cooperative Bidding Program (hereinafter the “Program”) organized pursuant to General Municipal Law § 119-0 and Education Law §1950; and WHEREAS, ESBOCES has been delegated the responsibility for awarding program bids on behalf of certain participants as evidenced by ESBOCES possession of a duly adopted resolution by each of their governing boards; and WHEREAS, ESBOCES has solicited, duly received and opened, and/or recommends award/extension, rescission/re-award or rejection as follows: Bid #2017-070-0316: Fire Extinguisher Maintenance (June 1, 2020 – May 31, 2021); Bid #2018R-031-0601: Doors – Repair, Maintenance and Installation (July 1, 2020 – June 30, 2021); Bid #2018-045-0320: Metal Fencing (June 1, 2020 – May 31, 2021); Bid #2018-063-0329: Data Cabling and Wiring (Supply and Installation) (May 1, 2020 – April 30, 2021); Bid #2019-040-0221: Fuel Oil (May 1, 2020 – April 30, 2021); Bid #2020-001-0211: General Office Supplies (May 1, 2020 – April 30, 2021 with an option to extend for four additional years in one-year increments); Bid #2020-009-0204: Custodial Equipment (Catalog Purchase) (April 1, 2020 – March 31, 2021 with an option to extend for four additional years in one-year increments); Bid #2020-013-1219: Microcomputers, Peripherals and Software (March 1, 2020 – February 28, 2021); Bid #2020-030-0116: Music Instruments and Supplies (April 1, 2020 – March 31, 2021 with an option to extend for four additional years in one-year increments); RFP #2020C-068-0123: Land Survey and Utility Locating Services (April 1, 2020 – March 31, 2021 with an option to extend for four additional years in one-year increments), and WHEREAS, ESBOCES has analyzed and determined the lowest responsible bidder(s) for the above-referenced bids;

BE IT RESOLVED, that on behalf of those program participants, ESBOCES extend Bid #2017-070-0316: Fire Extinguisher Maintenance for the period of June 1, 2020 through May 31, 2021 to M&M Fire Extinguisher Sales & Service d/b/a Professional Fire Service of Copiague, NY as indicated above and detailed in the supporting documentation.

BE IT RESOLVED, that on behalf of those program participants, ESBOCES extends Bid #2018R-031-0601: Doors – Repair, Maintenance and Installation for the period of July 1, 2020 through June 30, 2021 to P&M Door, LLC of Copiague, NY as indicated above and detailed in the supporting documentation.

BE IT RESOLVED, that on behalf of those program participants, ESBOCES extends Bid #2018-045-0320: Metal Fencing for the period of June 1, 2020 through May 31, 2021 to Residential Fences Corp. of Ridge, NY as indicated above and detailed in the supporting documentation.

8

BE IT RESOLVED, that on behalf of those program participants, ESBOCES extends Bid #2018-063-0329: Data Cabling and Wiring (Supply and Installation) for the period of May 1, 2020 through April 30, 2021 to GM Data Communications Inc. of Farmingdale, NY as indicated above and detailed in the supporting documentation.

BE IT RESOLVED, that on behalf of those program participants, ESBOCES extends Bid #2019-040-0221: Fuel Oil for the period of May 1, 2020 through April 30, 2021 to Romeo Enterprises I, Inc. of Holbrook, NY and United Metro Energy Corp. of Brooklyn, NY as indicated above and detailed in the supporting documentation.

BE IT RESOLVED, that on behalf of those program participants, ESBOCES awards Bid #2020-001-0211: General Office Supplies for the period of May 1, 2020 through April 30, 2021 to the lowest responsible bidders meeting specifications as indicated above and detailed in the supporting documentation.

BE IT RESOLVED, that on behalf of those program participants, ESBOCES awards Bid #2020-009-0204: Custodial Equipment (Catalog Purchase) for the period of April 1, 2020 through March 31, 2021 to the lowest responsible bidders meeting specifications as indicated above and detailed in the supporting documentation. BE IT RESOLVED, that on behalf of those program participants, ESBOCES rescinds the referenced item on Bid #2020-013-1219: Microcomputers, Peripherals and Software for the period of March 1, 2020 through February 28, 2021 from W.B. Mason Co., Inc., of Hauppauge, NY and re-awards the item to the next lowest overall bidder meeting specifications, The Tree House, Inc., of Norwood, MA as indicated above and detailed in the supporting documentation.

BE IT RESOLVED, that on behalf of those program participants, ESBOCES awards Bid #2020-030-0116: Music Instruments and Supplies for the period of April 1, 2020 through March 31, 2021 to the lowest responsible bidders meeting specifications as indicated above and detailed in the supporting documentation.

BE IT RESOLVED, that on behalf of those program participants, ESBOCES awards RFP #2020C-068-0123: Land Survey and Utility Locating Services for the period of April 1, 2020 through March 31, 2021 to American Engineering & Land Surveying P.C. of Plainview, NY and Louis K McLean Associates Engineers & Surveyors, PC of Brookhaven, NY as indicated above and detailed in the supporting documentation.

F. Recommended Approval of Grants and/or Specially Funded Projects (Supporting Information – Summary of Grants)

The grants/specially funded projects and/or adjustments in the following table have been reviewed programmatically by the appropriate Administrative Council member, and reviewed fiscally by the Department of Business Services. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the acceptance of the new grants and/or specially funded projects and/or grant adjustments as indicated in the following table:

9

2019 - 2020 Grants – Fiscal Approval

Project Division/Office Amount Nassau County Every Student Succeeds Act (ESSA) Title III English Language Learners (ELL) Consortium Project #0293-20-1724 9/1/19 – 8/31/20

Educational Services

$144,322

Suffolk County Every Student Succeeds Act (ESSA) Title III English Language Learners (ELL) Consortium Project #0293-20-3285 9/1/19 – 8/31/20


$230,137

Pre-Employment Transition Service (Pre-ETS) For Students with Disabilities Project #C014004 1/1/20 – 12/31/24


$1,500,000

New York State Bullet Aid Proposal Project # N/A 7/1/19 – 6/30/20


$10,000”

G. Recommended Approval of Personnel Report (Supporting Information)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the actions contained within the following Personnel Report:

1. Leaves of Absence (a) Certificated (b) Civil Service 2. Resignations (a) Certificated (b) Civil Service

3. Terminations (a) Certificated (None) (b) Civil Service (None) 4. Change of Status (a) Certificated (b) Civil Service

10

5. Probationary Appointments (a) Certificated (b) Civil Service 6. Appointments (a) Certificated (None) (b) Civil Service 7. Tenure Appointments

(a) Certificated

8. Permanent Status (a) Civil Service

9. Special Appointments

(a) Summer Programs (b) Per Diem Substitutes and Hourly/Per Diem Workers (c) Additional Assignments (d) Casual Employees (e) Adult Education”

New Business

H. Recommended Approval of Professional Services/Facility Use Contracts

The following Professional Services/Facility Use Contracts have been reviewed and are recommended for approval by the Cabinet member responsible for the department seeking the services. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the following professional services/facility use contracts:

2019 - 2020 School Year

Consultant/ Vendor

Division/ Office Service Dates Amount Expenses

Central Islip Union Free School District

Human Resources

This facility use contract will allow Eastern Suffolk BOCES use of classrooms and the cafeteria at the Ralph G. Reed

4/18/20 $2,500 per facility, for a

total not to exceed $3,000 (facility

usage fee)

N/A

11


Consultant/ Vendor


Middle School located at 200 Half Mile Road in Central Islip, NY for its Diversity Career Fair.

Levine, Joseph M.D., PLLC (amendment)


This is an amendment to the "Assignments" section of the existing agreement. The contractor will conduct on-site psychiatric evaluations and provide a written report.

12/18/19-6/30/20

Various pricing per

Attachment A, for a total

not to exceed

$30,000

None

Murphy, Susan M. (amendment)

Office of the District Superintendent/FSSSI

This is an amendment to the "Payment Terms" of the existing agreement. The contractor will provide trauma-informed yoga and mindfulness workshops and instruction.

11/26/19-6/30/20

$250 per hour for four

staff trainings and $55 each for

three 40-minute

sessions for students

and parents, for a total

not to exceed $1,665

None

Premiere Speakers Bureau, Inc. (amendment)


This is an amendment to the "Payment Terms” section of the existing agreement. The contractor will provide professional development that focuses on social-emotional learning.

8/21/19-6/30/20

$6,000 per full day, for

a total not to exceed

$168,000

None


Consultant/ Vendor


Advanced Psychological Assessment, P.C.


The contractor will conduct neuropsychological evaluations for participating school districts' students and Eastern Suffolk BOCES students. The vendor

7/1/20-6/30/21

Various pricing per


not to exceed

$40,000

None

12


Consultant/ Vendor


will also provide a written report.

Amy Benjamin Educational Services, Inc.


The contractor will provide training to educators related to standards aligned with literacy across the content areas.

7/1/20-6/30/21

Various pricing per Addendum

A, for a total not to

exceed $39,000

None

Andrea Honigsfeld and Associates Corp.


The contractor will provide training to teachers and administrators in a workshop setting at Eastern Suffolk BOCES and/or Long Island school districts, as requested, related to the use of various English language learners’ instructional practices and strategies.

7/1/20-6/30/21



exceed $25,000

Not to exceed $2,500

(participant materials)

Athletes Helping Athletes, Inc.


The contractor will provide training related to Athletes Helping Athletes, Inc., which is a program that trains high school student-athlete leaders to deliver an early intervention drug, alcohol, and tobacco abuse prevention program to fifth and sixth grade school students, and to process the issues of sportsmanship/civility, as well as bullying and teasing.

7/1/20-6/30/21

$5,000 per project, for a total not to exceed

$60,000

None

Barry, Patricia, Ed.D.


The contractor will provide regional workshops and/or in-district professional development focused on strategies to support second language learners, as well as overall literacy strategies.

7/1/20-6/30/21



exceed $18,000


(lodging), not to exceed

$2,400 (travel), not

to exceed $65 per day

(meals)

Child Behavior Consulting, LLC


The contractor will provide professional development training that focuses on the area of teaching struggling students to become strategic learners.

7/1/20-6/30/21



exceed $26,250




to exceed

13


Consultant/ Vendor


$65 per day (meals)

CMG EdGroup, LLC


The contractor will provide training to enhance the teaching of English language learners (ELLs) in a mainstream academic setting, tapping into all the resources that are recognized as best practices.

7/1/20-6/30/21



exceed $30,000

None

Cochrane, Glen D.


The contractor will provide professional development that is focused on instructional practices in science and/or unpacking the New York State Science Learning Standards.

7/1/20-6/30/21



exceed $54,000





(meals)

Consulting That Makes a Difference, Inc.


The contractor will provide professional development services that provide differentiated instruction strategies to support inclusion for all students.

7/1/20-6/30/21



exceed $50,000

None

Dinota, Kathleen A.


The contractor will provide professional development that is focused on instructional practices in science and/or unpacking the New York State Science Learning Standards.

7/1/20-6/30/21



exceed $20,800

Note to exceed $1,750




(meals)

Dodge, Judith Educational Services

The contractor will provide regional workshops and/or professional development/training related to the use of various instructional practices, such as Socratic Seminar/Academic Conversations across the content areas.

7/1/20-6/30/21



exceed $25,000


(participant materials)

Envision Leadership, Inc.


The contractor will provide annual recertification training and professional development related to leadership practices.

7/1/20-6/30/21





$4,800

14


Consultant/ Vendor


exceed $35,000

(travel), not to exceed

$65 per day (meals)

Grant, Alice D. Educational Services

The contractor will provide professional development/training related to the use of various best teaching practices within the social studies content area to teachers and administrators.

7/1/20-6/30/21



exceed $19,000


(lodging), Not to exceed

$2,400 (travel),not to

exceed $65 per day (meals)

H.E.A.R.S Audiology, P.C.


The contractor will conduct auditory processing evaluations and audiological evaluations and provide a written report, and attend Committee on Special Education meetings by phone or in person if requested.

7/1/20-6/30/21

Various pricing per


not to exceed

$20,000

None

Instream, LLC d/b/a Biel's Information Technology System


The contractor will provide professional and consulting services related to implementing document management solutions to participating school districts.

7/1/20-6/30/21

$1,450 per day, for a

total not to exceed

$21,850



$5,600 (travel)

Jaccarino, Victor


The contractor will provide regional workshops and professional development related to secondary English language arts (ELA) instructional practices aligned with the state standards.

7/1/20-6/30/21



exceed $65,900





(meals)

JANO Consulting, Inc.


The contractor will provide regional Dignity for All Students Act (DASA) workshops and professional development related to cultural competency.

7/1/20-6/30/21



exceed $130,000

None

Klimek, Emma Educational Services

The contractor will provide professional development to support participating school districts focusing on assessment development, data analysis, and creating

7/1/20-6/30/21



exceed $25,000

None

15


Consultant/ Vendor


student-learning objectives.

Kolhoff, Diana W.


The contractor will provide training related to aligning mathematics instructional practices with the state standards.

7/1/20-6/30/21



exceed $50,000


(lodging), Not to exceed

$2,400 (travel),not to

exceed $65 per day (meals)

Marolla, Jill Educational Services

The contractor will provide in-person training and support in hourly sessions for the computer software program known as Finance Manager. The contractor will also provide consulting sessions to Eastern Suffolk BOCES and school district services personnel with the management and development of its portfolio of shared services.

7/1/20-6/30/21

$60 per hour, for a total not to

exceed $25,000

None

Osroff, Peter Educational Services

The contractor will provide teacher mentor and leadership training.

7/1/20-6/30/21



exceed $25,500





(meals)

RCP Consultants, Inc.


The contractor will provide training related to preparing the Consolidated Application.

7/1/20-6/30/21

$1,800 per full day, for a total not to exceed

$27,000

None

Stony Brook Psychiatric Associates, UFPC


The contractor will conduct psychiatric and urgent psychiatric evaluations, developmental disabilities evaluations, and autism diagnostic observation schedule evaluations. In addition, the contractor will provide psychiatric summaries, consultation follow-up services, and

7/1/20-6/30/21

Various pricing per


not to exceed

$200,000

None

16


Consultant/ Vendor


classroom observations. The contractor will also provide a written report.

The Distinctive Educators Institute, Inc.


The contractor will provide professional development that focuses on the area of balanced literacy.

7/1/20-6/30/21



exceed $280,000

None

Vorwald, Brian Educational Services

The contractor will provide professional development related to the implementation of the New York State Science Learning Standards (NYSSLS).

7/1/20-6/30/21



exceed $30,000





(meals)

Wright, James Educational Services

The contractor will provide teacher training related to strategies to differentiate, to help struggling students, as well as Response to Intervention planning across the content areas.

7/1/20-6/30/21

$2,400 per full day, for a total not to exceed

$60,000

None”

I. Recommended Acceptance of Professional Services/Facility Use Contracts

Item #61 of the July 10, 2019 Organizational Meeting Minutes authorizes the Purchasing Agent or, in the absence of the Purchasing Agent, the Assistant Purchasing Agents, “to execute contracts during the 2019-20 school year for the purchase or lease of goods and/or services for amounts less than $20,000 per vendor, per year, where competitive bidding is not required, and where the budget contains adequate appropriations to cover such obligations. A report concerning the contracts and/or agreements shall be made at the next Board meeting after execution of such contracts and/or agreements.” A report of the contracts and/or agreements that were approved by the Purchasing Agent follows.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the following report of professional services/facility use contracts that were approved by the Purchasing Agent:

17


Consultant/ Vendor


Nuestro Terreno Comun, LLC

Office of District Superintendent/FSSSI

The contractor will be developing and delivering parent workshops in the parents' native languages. The contractor will be co-presenting and translating to the parents at various school districts on different educational topics, and will provide information related to local resources.

3/26/20-6/30/20

$150 per hour (10

hours), for a total not to

exceed $1,500

None

Seidlitz Education, LLC

Office of District Superintendent/FSSSI

The contractor will provide a professional development workshop entitled, "Toma la palabra!" addressing the need and development of academic Spanish in classrooms.

4/28/20 $4,697.50 per day of

presentation, for a total not

to exceed $4,697.50

None

Sisters of St. Joseph


This facility use contract will allow Eastern Suffolk BOCES to utilize the Joan DeLourdes Conference Room located at 1725 Brentwood Road, Brentwood, NY for its career fair.

4/30/20 $150 per room, for a total not to

exceed $150 (facility usage

fee)

N/A


Consultant/ Vendor


Complete Rehabilitation PT, OT, SLP of the Hamptons, PLLC


The contractor will provide physical therapy sessions based on Individualized Educational Program (IEP) needs and provide a written report.

7/1/20-6/30/21

$45 per 30-minute

session, for a total not to

exceed $10,000

None

18


Consultant/ Vendor


Giarraputo, Jo-Ann


The contractor will recommend and advise participating school district personnel and Eastern Suffolk BOCES personnel related to the use of appropriate FM auditory trainer equipment for participating school district students and Eastern Suffolk BOCES students. The contractor will also consult with participating school district personnel and Eastern Suffolk BOCES personnel on all matters pertaining to FM auditory trainer equipment.

7/1/20-6/30/21

$125 per hour, for a total not to

exceed $15,000

None

St. Charles Hospital


The contractor will conduct central auditory processing evaluations and audiological evaluations, provide a written report, and attend Committee on Special Education meetings by phone.

7/1/20-6/30/21

Various pricing per


not to exceed

$10,000

None”

J. Recommended Acceptance of Professional Services/Facility Use Contracts Item #62 of the July 10, 2019 Organizational Meeting Minutes authorizes the Associate Superintendent for Educational Services to execute contracts “during the 2019-20 school year for Professional Development Services in CoSer 531 in cumulative amounts less than $20,000 per vendor, per year where competitive bidding is not required, and where the budget contains adequate appropriations to cover such costs.” A report of the contracts and/or agreements that were approved by the Associate Superintendent for Educational Services follows.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the following report of professional services/facility use contracts that were approved by the Associate Superintendent for Educational Services:

19


Consultant/ Vendor


Greene, Ross W.


The contractor will provide professional development related to the Collaborative and Proactive Solutions (CPS) model for behavior management.

3/2/20-6/30/20

$8,500 per full day, for

a total not to exceed

$17,000

None


Consultant/ Vendor


Harnischfeger Consulting, LLC


The contractor will provide professional development related to the implementation of the social studies framework.

7/1/20-6/30/21

$850 per full day, for a

total not to exceed

$17,850

None

Siris, Karen Educational Services

The contractor will provide regional workshops related to the Dignity for All Students Act (DASA), as well as professional development in the area of cultural competency.

7/1/20-6/30/21



exceed $18,000

None”

K. Recommended Approval to Declare Property as Surplus and Authorize Disposal (Supporting Information – Listing of Inventory to be Declared as Surplus)

The Capital Asset Management Department has submitted a list of property that it has determined to be obsolete technology, broken/irreparable, excess inventory, or have minimal or no value. The available items have been offered agency-wide and are not needed by any of our divisions or programs. These items are from various programs and have no known immediate or foreseeable use by Eastern Suffolk BOCES.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby declares the inventory on the listing included in the supporting information as surplus, as so noted, and authorizes the disposal of the property in accordance with Board policy.”

20

L. Recommended Acceptance of Donations

It is being recommended by the Director of Administrative Services that the Board approve the following donated items. These donations have been reviewed by the Capital Asset Management Department, the building administrators, and/or program director. The educational value, health and safety standards, and compatibility with current facilities have been assessed, and it has been determined that these donations will enhance our educational programs.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the following donations:

M. Recommended Approval of a Multi-Year Service Agreement – Project

#SC-42-110719-2019-2023 – Canon Networked Copiers by the South Country Central School District

(Supporting Information – Agreement) This is a four-year, multi-year service agreement for the purchase of Canon

networked copiers by the South Country Central School District. This equipment will be provided through Technology Acquisition Services within the Regional Information Center at Eastern Suffolk BOCES. The estimated cost for the project is $124,387.85 and consists of $109,194.72 for equipment, software, and services, and $15,193.13 for administrative fees.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative

Educational Services, First Supervisory District of Suffolk County, hereby approves the South Country Central School District’s Project #SC-42-110719-2019-2023 – Canon Networked Copiers, at an estimated cost of $124,387.85.”

N. Recommended Approval of a Multi-Year Service Agreement – Project #CONN - 09-120319-2019-2023 – Konica Minolta Networked Copiers by the Connetquot Central School District

(Supporting Information – Agreement) This is a four-year, multi-year service agreement for the purchase of Konica Minolta

networked copiers by the Connetquot Central School District. This equipment will be provided through Technology Acquisition Services within the Regional Information Center at Eastern Suffolk BOCES. The estimated cost for the project

Donor Name, Town & State Division/Office Item

John Rinaldo J&B Musical Instruments Oakdale, NY

Educational Services Five cellos and 15 violins

Carole Trottere East Setauket, NY

Educational Services $1,000 for Alex Sutton Memorial Welding Scholarship Fund”

21

is $45,663.55 and consists of $40,361.28 for equipment, software, and services, and $5,302.27 for administrative fees.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Connetquot Central School District’s Project #CONN-09-120319-2019-2023 – Konica Minolta Networked Copiers, at an estimated cost of $45,663.55.”

O. Recommended Approval of an Amendment to the Agreement with BC Technologies Company d/b/a FinalForms

(Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with BC Technologies Company d/b/a

FinalForms will allow Eastern Suffolk BOCES to offer FinalForms custom online forms for athletics, academics, and personnel which assist in automation, emergency, and compliance assurance, for a one-year term commencing on July 1, 2020 and ending on June 30, 2021, at a cost not to exceed $150,000, which will be offset by school district participation.


Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the agreement with BC Technologies Company d/b/a FinalForms for a one-year term commencing on July 1, 2020 and ending on June 30, 2021, at a cost not to exceed $150,000.”

P. Recommended Approval of a Multi-Year Service Agreement – Project

#WF-51-020520-2020-2026 – Chromebooks and Instructional Whiteboards by the William Floyd Union Free School District

(Supporting Information – Agreement)

This is a five-year, multi-year service agreement for the purchase of Chromebooks and Instructional Whiteboards by the William Floyd Union Free School District. This equipment will be provided through Technology Acquisition Services within the Regional Information Center at Eastern Suffolk BOCES. The estimated cost for the project is $3,368,206.77 and consists of $2,502,349.14 for equipment, software, and services, and $175,164.44 for administrative fees, $372.841.37 for professional development and $317,851.82 for estimated interest costs. Approval of this resolution is required to obtain SED approval of the project. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the William Floyd Union Free School District’s Project #WF-51-020520-2020-2026 – Chromebooks and Instructional Whiteboards, at an estimated cost of $3,368,206.77.”

22

Q. Recommended Approval of a Resolution to Finance a Multi-Year Service Agreement – Project #WF-51-020520-2020-2026 – Chromebooks and Instructional Whiteboards by the William Floyd Union Free School District For the last several years, Eastern Suffolk BOCES has provided instructional and administrative technology to participating school districts. The following resolution authorizes Eastern Suffolk BOCES to enter into a financing agreement with TD Equipment Finance, Inc. to finance the purchase of hardware and software for the William Floyd Union Free School District’s Multi-Year Project #WF-51-020520-2020-2026 Chromebooks and Instructional Whiteboards pursuant to General Municipal Law. RECOMMENDED MOTION: “WHEREAS, the William Floyd Union Free School District has requested that the Regional Information Center of the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, provide hardware and software for district technology projects; and WHEREAS, the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, has entered into an agreement with the William Floyd Union Free School District to provide the requested hardware and software at an estimated financed cost of $2,485,609.14 plus related borrowing fees; and WHEREAS, pursuant to Section 1950(aa) of the Education Law, a board of cooperative educational services may, with the written approval of the Commissioner of Education, contract for the financing of the purchase of data processing equipment, provided the contract is in the best financial interests of such board; and WHEREAS, pursuant to Section 170.3 of the Regulations of the Commissioner of Education, a board of cooperative educational services may, with the written approval of the Commissioner of Education, contract for the financing of the purchase of personal property, including hardware and software, provided the contract is in the best financial interests of such board; and WHEREAS, the outright purchase of the aforementioned hardware and software would create a detrimental budgetary impact; THEREFORE, BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby determines that a financing agreement with TD Equipment Finance, Inc. is in the best financial interests of the Board; AND, BE IT FURTHER RESOLVED, that the Chief Operating Officer or designee is authorized to execute the agreement with TD Equipment Finance, Inc. upon approval of the project by the Commissioner of Education.”

23

R. Recommended Approval of an Amendment to the Agreement with MML Software LTD d/b/a/ Finance Manager

(Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with MML Software, LTD, d/b/a Finance

Manager, will replace the existing pricing schedule and product listings entitled “FINANCE MANAGER – ESRIC Pricing Schedule Effective July 1, 2019” and replace it with the pricing schedule and product listings entitled “FINANCE MANAGER – ESRIC Pricing Schedule Effective March 26, 2020”. The term of the existing agreement commenced on July 1, 2019 and ends on June 30, 2020.


Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the agreement with MML Software, LTD. d/b/a Finance Manager, replacing the existing pricing schedule and product listings entitled “FINANCE MANAGER – ESRIC Pricing Schedule Effective July 1, 2019” and replace it with the pricing schedule and product listings entitled “FINANCE MANAGER – ESRIC Pricing Schedule Effective March 26, 2020”.

S. Recommended Approval of a Leasehold Space Agreement with the Patchogue-

Medford Union Free School District (Supporting Information – Leasehold Space Agreement) It is being recommended by the Director of Administrative Services that the Board

approve a leasehold space agreement with the Patchogue-Medford Union Free School District for the use of four regular medium-sized classrooms by Eastern Suffolk BOCES for its Special Education Program at the Oregon Middle School, located at 109 Oregon Avenue in Medford, NY, for a term commencing on September 1, 2020 and ending on June 30, 2023.


Educational Services, First Supervisory District of Suffolk County, hereby approves a leasehold space agreement with the Patchogue-Medford Union Free School District for the use of four regular medium-sized classrooms by Eastern Suffolk BOCES for its Special Education Program at the Oregon Middle School, located at 109 Oregon Avenue in Medford, NY, for a term commencing on September 1, 2020 and ending on June 30, 2023. The total annual base rent for the 2020-21 school year shall be $39,250.56. The rent will increase by the property tax cap’s most recent allowable growth factor, (i.e. the lesser of 2% or the CPI-U) in each subsequent year of the lease. This leasehold space agreement was developed by a committee of supervisory district and ESBOCES representatives, fulfills the New York State Education Department’s Special Education Space Requirement Plan, and is in the best financial interest of the supervisory district as the rental rate is not more than the fair market value of similar properties, and is the same rate the agency pays for similar space in the region.”

24

T. Recommended Approval of Capital Expenditure Calculations for Eastern Suffolk BOCES Component School Districts’ 2020-21 Property Tax Cap Limit Calculation

(Supporting Information – ESBOCES Component School Districts’ 2020-21 Tax Levy Limit Calculations)

Pursuant to the December 27, 2019 update to the Department of Tax and Finance

Regulations, costs for certain BOCES capital expenditures paid for through its component school districts will be included in every school district’s property tax levy limit calculation. Attached are the calculations for Eastern Suffolk BOCES component school districts’ 2020-21 tax levy limit calculation.


Educational Services, First Supervisory District of Suffolk County, hereby approves the capital expenditure calculations for Eastern Suffolk BOCES component school districts’ 2020-21 property tax cap limit calculation.”

U. Recommended Approval of an Amendment to the Agreement with DocNetwork,

Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with DocNetwork, Inc. will delete the existing

“Schedule B Fee Schedule” in its entirety and replace it with a new “Schedule B Fee Schedule.” The term of this agreement commenced on February 1, 2020 and ends on January 31, 2021.


Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the agreement with DocNetwork, Inc. for the remainder of the term which commenced on February 1, 2020 and ends on January 31, 2021.”

V. Recommended Approval of an Amendment to the Agreement with Edge Document

Solutions, LLC (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Edge Document Solutions, LLC will replace

the existing “Schedule A 2020-2021” with a new “Schedule A 2020-2021” effective March 26, 2020 and ending on January 31, 2021. All other terms of the existing agreement shall remain in full force and effect.


Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the agreement with Edge Document Solutions, LLC effective March 26, 2020 and ending on January 31, 2021.”

25

W. Recommended Approval of a Financial Advisory Services Agreement with Fiscal Advisors & Marketing, Inc.

(Supporting Information – Agreement and Disclosure Form) Fiscal Advisors & Marketing, Inc. provides Eastern Suffolk BOCES financial

services related to the issuance of debt, specifically the agency’s Revenue Anticipation Notes, and related special projects. The agreement outlines the responsibilities of Fiscal Advisors & Marketing, Inc. with regard to the issuance of these notes and any other financial services prescribed by Eastern Suffolk BOCES. This is a one-year term agreement commencing on July 1, 2020 and ending on June 30, 2021, at a cost of $4,500 for the Revenue Anticipation Note issues, $1,000 for document preparation only, and an hourly rate of $149 for special projects.


Educational Services, First Supervisory District of Suffolk County, hereby approves a financial advisory services agreement with Fiscal Advisors & Marketing, Inc. for a one-year term commencing on July 1, 2020 and ending on June 30, 2021, at a cost of $4,500 for the Revenue Anticipation Note issues, $1,000 for document preparation only, and an hourly rate of $149 for special projects.”

X. Recommended Approval of an Agreement with Optimum Solutions Corporation

(Supporting Information – Agreement and Disclosure Form)

This services agreement with Optimum Solutions Corporation will provide scoring services to Eastern Suffolk BOCES component school districts and participating school districts for the New York State Testing Program. The assessments include English language arts (ELA) for grades 3-8, mathematics for grades 3-8, New York State English as a Second Language Achievement Test (NYSESLAT) for grades K-12, and science written and performance for grades 4 and 8. These services include turnkey scoring, computer-based scoring, and regional scoring as outlined in Schedule A and C-1. The fee schedule for these services is outlined in Schedule C. The term of the agreement commences on March 26, 2020 and ends on December 31, 2020, at a cost not to exceed $826,035.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves an agreement with Optimum Solutions Corporation for a term commencing on March 26, 2020 and ending on December 31, 2020, at a cost not to exceed $826,035.”

Y. Recommended Approval of a Classroom Use Agreement with the Bay Shore Union Free School District

(Supporting Information – Classroom Use Agreement) It is being recommended by the Director of Administrative Services that the Board

approve a classroom use agreement with the Bay Shore Union Free School District for the use of eight classrooms by Eastern Suffolk BOCES for its Special Education summer school half-day instruction at the South Country Elementary School

26

located at 885 Hampshire Road in Bay Shore, New York, and the Bay Shore High School located at 155 Third Avenue in Bay Shore, New York, for a term commencing on July 6, 2020 and ending on August 14, 2020, with one additional day in June/July (to be determined) for a parent-student orientation program. The total rent will be $5,887.60.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves a classroom use agreement with the Bay Shore Union Free School District for the use of eight classrooms by Eastern Suffolk BOCES for Special Education summer school half-day instruction at the South Country Elementary School located at 885 Hampshire Road in Bay Shore, New York, and the Bay Shore High School located at 155 Third Avenue in Bay Shore, New York, for a term commencing on July 6, 2020, and ending on August 14, 2020, with one additional day in June/July (to be determined) for a parent-student orientation program. The total rent will be $5,887.60. This classroom use agreement was developed by a committee of supervisory district and Eastern Suffolk BOCES representatives, fulfills the New York State Education Department Special Education Space Requirement Plan, and is in the best financial interest of the supervisory district as the rental rate is not more than the fair market value of similar properties, and is the same rate the agency pays for similar space in the region.

Z. Recommended Approval of a Classroom Use Agreement with the Bay Shore Union Free School District

(Supporting Information – Classroom Use Agreement) It is being recommended by the Director of Administrative Services that the Board

approve a classroom use agreement with the Bay Shore Union Free School District for the use of five classrooms by Eastern Suffolk BOCES for its Special Education summer school full-day instruction at the South Country Elementary School located at 885 Hampshire Road in Bay Shore, New York, and the Bay Shore High School located at 155 Third Avenue in Bay Shore, New York, for a term commencing on July 6, 2020 and ending on August 14, 2020, with one additional day in June/July (to be determined) for a parent-student orientation program. The total rent will be $7,359.50.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves a classroom use agreement with the Bay Shore Union Free School District for the use of five classrooms by Eastern Suffolk BOCES for its Special Education summer school full-day instruction at the South Country Elementary School located at 885 Hampshire Road in Bay Shore, New York, and the Bay Shore High School located at 155 Third Avenue in Bay Shore, New York, for a term commencing on July 6, 2020, and ending on August 14, 2020, with one additional day in June/July (to be determined) for a parent-student orientation program. The total rent will be $7,359.50. This classroom use agreement was developed by a committee of supervisory district and Eastern Suffolk BOCES representatives, fulfills the New York State Education Department’s Special Education Space Requirement Plan, and is in the best financial interest of the supervisory district as the rental rate is not

27

more than the fair market value of similar properties, and is the same rate the agency pays for similar space in the region.”

AA. Recommended Approval of an Agreement with the Civil Service Employees Association, Inc.

(Supporting Information – Agreement and Disclosure Form) A recommendation is being made to approve an agreement with the Civil Service

Employees Association, Inc. to participate in the tuition voucher program for a one-year term commencing on April 1, 2020 and ending on March 31, 2021, at no cost to Eastern Suffolk BOCES.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves an agreement with the Civil Service Employees Association, Inc., to participate in the tuition voucher program for a one-year term commencing on April 1, 2020 and ending on March 31, 2021, at no cost to Eastern Suffolk BOCES.”

BB. Recommended Approval of a Proposal with Xerox Corporation

This is a proposal for a four-year deferred payment plan of a Xerox B8055H networked copier for use in the Business Services Department at the James Hines Administration Center. This equipment is being purchased through Bid #2020-044-0502, which provides for a zero-interest deferred payment plan. The estimated cost is $7,341.60 for equipment and maintenance costs and 5,000 copies per month; additional black and white copies at $.0039. The monthly cost is $152.95 per month for 5,000 copies per month. This is for a new machine.

RECOMMENDED MOTION: “BE IT RESOLVED that the Board of Cooperative

Educational Services, First Supervisory District of Suffolk County, hereby approves the Xerox Corporation proposal for a four-year deferred payment plan of a Xerox B8055H networked copier for use in Business Services at James Hines Administration Center in the estimated amount of $7,341.60.”

CC. Recommended Approval of an Emergency Purchase by the Buildings and Grounds Department

In an effort to lessen the spread of the novel coronavirus (COVID-19), the Buildings

and Grounds Department needed to make an emergency purchase of disinfectant and other sanitizing products for custodial use throughout Eastern Suffolk BOCES school buildings and offices. This emergency was an unforeseen occurrence that required immediate action and could not await execution of proper purchasing procedures. The cost of the purchase was $6,287.50.


Educational Services, First Supervisory District of Suffolk County, hereby approves an emergency purchase of additional disinfectant and other sanitizing products for a total cost of $6,287.50.”

28

DD. Recommended Approval of a Multi-Year Service Agreement – Project

#IA-LW-012820-2020-2025 – Internet Access Project for the Longwood Central School District

(Supporting Information – Agreement) The Longwood Central School District, a participant in the LAN/WAN service, has

requested a multi-year project #IA-LW-012820-2020-2025 for the establishment of a dedicated 1000M circuit providing internet access with DDoS Protection and 128 IP addresses at 100 Longwood Road, Middle Island, NY. The estimated cost for this project is $150,603.40 and consists of $136,912.20 for annual recurring costs and $13,691.20 for BOCES project management fees to be paid in equal installments over five years.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Longwood Central School District’s Internet Access Project #IA-LW-012820-2020-2025, at an estimated cost of $150,603.40.”

EE. Recommended Approval of an Amendment to the Agreement with ScholarChip Card, LLC (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with ScholarChip Card, LLC will allow Eastern Suffolk BOCES to continue to offer software that manages classroom attendance, visitor management, staff attendance, and emergency notifications to school districts, for an additional term commencing on March 26, 2020 and ending on June 30, 2020, at a cost not to exceed $900,000, which will be offset by school district participation. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the agreement with ScholarChip Card, LLC for an additional term commencing on March 26, 2020 and ending on June 30, 2020, at a cost not to exceed $900,000.”

FF. Recommended Approval of an Amendment to the License Agreement with Remind101, Inc.

(Supporting Information – Amendment to License Agreement and Disclosure Form) This amendment to the license agreement with Remind101, Inc. will allow Eastern

Suffolk BOCES to offer a two-way platform built for education that helps teachers, administrators, coaches, students, and parents communicate quickly and efficiently. This is a one-year term agreement commencing on July 1, 2020 and ending on June 30, 2021, at a cost not to exceed $350,000, which will be offset by school district participation.

29

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the license agreement with Remind101, Inc. for a one-year term commencing on July 1, 2020 and ending on June 30, 2021, at a cost not to exceed $350,000.”

GG. Recommended Approval of an Amendment to the Agreement with C&S Operations, Inc.

(Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with C&S Operations, Inc. will allow Eastern

Suffolk BOCES to continue to offer Q Ware, a facilities management software, for an additional one-year term commencing on July 1, 2020 and ending on June 30, 2021. An increase in allowable spending is also being requested at this time for a new total spending amount not to exceed $150,000, which will continue to be offset by school district participation.


Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the agreement with C&S Operations, Inc. for an additional one-year term commencing on July 1, 2020 and ending on June 30, 2021, and an increase in allowable spending not to exceed $150,000, which will continue to be offset by school district participation.”

HH. Recommended Approval of Updated Petty Cash Accounts and Custodians

Due to staffing changes at the Edward J. Milliken Technical Center, the petty cash listing that was approved at the July 10, 2019 Organizational Meeting has been updated. RECOMMENDED MOTION: “BE IT RESOLVED that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the following update in petty cash funds:

Building Name of Custodian Title

Edward J. Milliken Technical Center Jennifer Martino Principal”

II. Recommended Approval to Increase the Allowable Spending on an Agreement with New York Therapy Placement Services, Inc.

The existing agreement with New York Therapy Placement Services, Inc. contracts therapists for occupational therapy and physical therapy services as needed in the event of staffing shortages. The term of the agreement commenced on July 1, 2019 and ends on June 30, 2020, and allowed for spending of up to $45,000. Due to additional school district requests, an additional $30,000 is needed for a new spending amount of $75,000.

30

RECOMMENDED MOTION: “BE IT RESOLVED that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves an increase of the allowable spending to $75,000 to the agreement with New York Therapy Placement Services, Inc. for the remainder of the term that commenced on July 1, 2019 and ends on June 30, 2020.”

JJ. Recommended Approval of a License Agreement for the Use of Facilities at Suffolk County Community College

(Supporting Information – License Agreement for the Use of Facilities) This license agreement for the use of facilities at Suffolk County Community College

will allow Eastern Suffolk BOCES Arts-in-Education Program to utilize various designated rooms at Suffolk County Community College’s Eastern (Riverhead) Campus for the annual Conference for Kids program taking place on May 27 and 28, 2020, at a cost not to exceed $4,550.

RECOMMENDED MOTION: “BE IT RESOLVED that the Board of Cooperative

Educational Services, First Supervisory District of Suffolk County, hereby approves a license agreement for the use of facilities at Suffolk County Community College on May 27 and 28, 2020, at a cost not to exceed $4,550.”

KK. Recommended Approval of a Multi-Year Service Agreement – Project #COM-08-012920-2020-2024 – Konica Minolta Networked Copiers by the Comsewogue Union Free School District

(Supporting Information – Agreement) This is a four-year, multi-year service agreement for the purchase of Konica Minolta

networked copiers by the Comsewogue Union Free School District. This equipment will be provided through Technology Acquisition Services within the Regional Information Center at Eastern Suffolk BOCES. The estimated cost for the project is $68,223.31 and consists of $60,542.88 for equipment, software, and services, and $7,680.43 for administrative fees.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Comsewogue Union Free School District’s Project #COM-08-012920-2020-2024 – Konica Minolta Networked Copiers, at an estimated cost of $68,223.31.”

LL. Recommended Approval of an Amendment to the Leasehold Space Agreement

with the Sachem Central School District (Supporting Information – Leasehold Space Agreement) It is being recommended by the Director of Administrative Services that the Board

approve an amendment to the leasehold space agreement with the Sachem Central School District for the use of 12 classrooms by Eastern Suffolk BOCES for Special Education summer school instruction at the Samoset Middle School located at 51

31

School Street in Lake Ronkonkoma, NY, for a term commencing on July 6, 2020 and ending on August 14, 2020. The fixed rent of $18,070.29 is pro-rated and based on the base rent paid for the 2019-20 school year.


Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the leasehold space agreement with the Sachem Central School District for the use of 12 classrooms by Eastern Suffolk BOCES for Special Education summer school instruction at the Samoset Middle School located at 51 School Street in Lake Ronkonkoma, NY for a term commencing on July 6, 2020 and ending on August 14, 2020. The fixed rent of $18,070.29 is pro-rated and based on the base rent paid for the 2019-20 school year. This leasehold space agreement was developed by a committee of supervisory district and Eastern Suffolk BOCES representatives, fulfills the New York State Education Department’s Special Education Space Requirement Plan, and is in the best financial interest of the supervisory district as the rental rate is not more than the fair market value of similar properties, and is the same rate the agency pays for similar space in the region.”

MM. Recommended Approval of a Lease Agreement with the Southampton Union Free School District

(Supporting Information – Lease Agreement) It is being recommended by the Director of Administrative Services that the Board

approve this lease agreement with the Southampton Union Free School District for the use of classroom #146 by Eastern Suffolk BOCES for its Career and Technical Education Program at Southampton High School, located at 141 Narrow Lane in Southampton, New York, for a term commencing on September 1, 2020 and ending on June 30, 2021.


Educational Services, First Supervisory District of Suffolk County, hereby approves the lease agreement with the Southampton Union Free School District for the use of classroom #146 by Eastern Suffolk BOCES for its Career and Technical Education Program at Southampton High School, located at 141 Narrow Lane in Southampton, New York, for a term commencing on September 1, 2020 and ending on June 30, 2021. The total annual base rent for the 2020-21 school year shall be $17,431.65 if the space is used by Eastern Suffolk BOCES for a full day, and $8,715 if the space is used by Eastern Suffolk BOCES for a half day. This lease agreement is in the best financial interest of the supervisory district as the rental rate is not more than the fair market value of similar properties, and is the same rate the agency pays for similar space in the region.”

32

NN. Recommended Approval of a Services Agreement with the OMNI Financial Group, Inc.

(Supporting Information – Services Agreement and Disclosure Form)

OMNI Financial Group, Inc. is the third-party administrator for Eastern Suffolk BOCES 403(b) and 457(b) retirement plans. The services agreement outlines the responsibilities of OMNI Financial Group, Inc. and Eastern Suffolk BOCES with regard to the administration of the plans. OMNI charges a $1,500 annual administrative fee, plus $36 per year, per contributing participant, for qualifying accounts. The term of the agreement commences on July 1, 2020 and ends on June 30, 2021.

RECOMMENDED MOTION: "BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves a services agreement with the OMNI Financial Group, Inc. for a term commencing on July 1, 2020 and ending on June 30, 2021, at a cost of $1,500 for an annual administrative fee, plus $36 per year, per contributing participant, for qualifying accounts.”

OO. Recommended Acceptance of an Engagement Letter from Bonadio & Co., LLP (Supporting Information – Engagement Letter)

The acceptance and execution of an engagement letter from Bonadio & Co., LLP is necessary for the audit of Eastern Suffolk BOCES financial statements for the fiscal year ending June 30, 2020 as awarded in RFP #19-19-0816. In addition to the audit, Bonadio & Company, LLP will prepare the financial statements. The total cost for both services will not exceed $47,000.

RECOMMENDED MOTION: "BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby authorizes the Board President to execute the engagement letter from Bonadio & Company, LLP for the fiscal year ending June 30, 2020. The total cost for both services will not exceed $47,000.”

PP. Recommended Approval of the Establishment of a Capital Project

It is being recommended that a capital project be established to fund the costs associated with the replacement of the roof at the James Hines Administration Center. The estimated cost for the project is $815,000.

RECOMMENDED MOTION: "BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the establishment of a capital project to fund the costs associated with the replacement of the roof at the James Hines Administration Center, at an estimated cost of $815,000.”

33

QQ. Recommended Approval of a SEQRA Resolution for the Replacement of the Roof at the James Hines Administration Center

As part of the roof replacement project being conducted at the James Hines Administration Center, a State Environmental Quality Review was provided by J.C. Broderick & Associates, Inc. to categorize the scope of work as a Type II action under 6 NYCRR Part 617. It is the opinion of our environmental consultant that the scope of this work is categorized as a Type II action and, therefore, is not subject to further review. It is being recommended by the District Superintendent that the Board approve the following resolution. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the following resolution:

WHEREAS, the Board of Cooperative Educational Services desires to embark upon the Proposed Roof Replacement Project at the James Hines Administration Center (Project) including:

Replacement of the existing ~25,500 sf EPDM roof system with a new TPO roof system

Abatement of existing asbestos fascia panels at the perimeter of the building; and

WHEREAS, said Project is subject to classification under the State Environmental Quality Review Act (SEQRA); and NOW, THEREFORE, BE IT RESOLVED that the Board of Cooperative Educational Services hereby declares itself lead agency in connection with the requirements of SEQRA; and the Board of Cooperative Educational Services, as the lead agency, has examined all information related to the Project and has determined that the Project as a whole is classified as a Type II Action as defined by Section 617.5(c) of the SEQRA Regulations and, therefore, requires no further review; and BE IT FURTHER RESOLVED, that the Board of Cooperative Educational Services hereby shall forward an official copy of this Resolution to the New York State Education Department, together with a copy of the Project Review Exemption Form from the New York State Office of Parks, Recreation and Historic Preservation, in connection with its request for approval of said Project from the New York State Education Department.”

RR. Recommended Approval for Students and Staff to Visit the Bronx Zoo

A recommendation is made to approve the attendance of 22 students and three staff members from the Harry B. Ward Technical Center to visit the Bronx Zoo, 300 Southern Boulevard, Bronx, New York, on Thursday, May 21, 2020. The Animal Science/Canine Careers classes will tour the zoo and gain knowledge of careers available to them in an animal related field, as well as view and compare

34

animals from various parts of the world and their environmental and housing requirements.

The only cost to the agency is approximately $1,567.00 for bus transportation. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the attendance of 22 students and three staff members from the Harry B. Ward Technical Center to visit the Bronx Zoo, 2300 Southern Boulevard, Bronx, New York, on Thursday, May 21, 2020.”

SS. Recommended Approval for Students and Staff to Visit the Freedom Tower

A recommendation is made to approve the attendance of 28 students and three staff members from the Harry B. Ward Technical Center’s Heating, Ventilation and Air Conditioning classes to visit the Freedom Tower located at 285 Fulton Street, as well as 11 Madison Avenue, New York, NY, on Thursday, April 16, 2020. Students will tour plants that heat and cool large skyscraper buildings and learn about job opportunities in the field. The only cost to the agency is approximately $1,567.00 for bus transportation. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the attendance of 28 students and three staff members from the Harry B. Ward Technical Center’s Heating, Ventilation and Air Conditioning classes to visit the Freedom Tower located at 285 Fulton Street, as well as 11 Madison Avenue, New York, NY, on Thursday, April 16, 2020.”

TT. Recommended Approval for Students and Staff to Visit the New York Aquarium

A recommendation is made to approve the attendance of 31 students and four staff members from the Gary D. Bixhorn Technical Center’s Animal Science classes to visit The New York Aquarium, located at 602 Surf Avenue, Brooklyn, New York on Tuesday, June 2, 2020.

The Animal Science classes will tour the Aquarium and gain knowledge of housing, care, maintenance, feeding, selection, as well as anatomy and physiology of marine animals.

The only cost to the agency is approximately $1,296.00 for bus transportation. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the attendance of 31 students and four staff members from the Gary D. Bixhorn Technical Center’s Animal Science classes to visit The New York Aquarium, located at 602 Surf Avenue, Brooklyn, New York on Tuesday, June 2, 2020.”

35

UU. Recommended Approval of the Gary D. Bixhorn Mini-Grant Fund Awards

The Gary D. Bixhorn Mini-Grant was established by former Eastern Suffolk BOCES Chief Operating Officer Gary D. Bixhorn to fund ESBOCES teacher projects that cannot be funded through the ESBOCES budget. Each year the Gary D. Bixhorn Mini-Grant Committee reviews the applications submitted and determines the allocation of funds. In order to adhere to proper purchasing procedures, the purchase of materials for each project will initially be funded through individual building program budgets and then be reimbursed by the Mini-Grant. The Committee is recommending that Mini-Grant funds be awarded as follows:

BIXHORN MINI-GRANT RECIPIENTS 2020

Applicant(s) Project Title Building and

Grade Level(s) Assignment(s) Cost

Laura J. Donovan Large Core Communication Boards

SES @ Bellew K-12

Teacher of Speech and Language Disorders

$652.00

Nicole Carapezza Christina Grimes Debra Kerr Barbara Kressel Kristi Mohr Lauren Sheppard

Expanding Expression Tool Kit (EET)

TES K-6

Teachers of Speech and Language Disorders

$1,369.50

Loriann Christian Lisa Engasser Shannon Walker

Bienvenidos a Latinoamérica: Welcome to Latin America

SES K-6

Teacher of Art Teacher of SWD 1-6 Teacher of Music

$741.16

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the award of Gary D. Bixhorn Mini-Grant funds as indicated above.”

VV. Recommended Appointment of Chief Faculty Counselor for the SkillsUSA Club at the Edward J. Milliken Technical Center

A recommendation is made to appoint Jennifer Martino as Chief Faculty Counselor for the SkillsUSA Club at the Edward J. Milliken Technical Center replacing Thomas McGrath.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby appoints Jennifer Martino as Chief Faculty Counselor for the SkillsUSA Club at the Edward J. Milliken Technical Center replacing Thomas McGrath.”

WW. Board Policies – First Reading (Supporting Information – Policies)

Policy Number Policy Title

4441 Extraclassroom Activity Funds

6310 Student Funds

6323 Student Voter Registration and Pre-Registration”

36

IX. Additional Items X. Presentations and Reports to the Board – None XI. Board Commentary XII. Adjournment

RECOMMENDED MOTION 2… · years in one-year increments. RobotLAB, Inc. of San Francisco, CA and...

Documents

Transcript of RECOMMENDED MOTION 2… · years in one-year increments. RobotLAB, Inc. of San Francisco, CA and...