Standard Service Agreement

AISD Bookkeeper and Admin Training 2013

STANDARD SERVICE AGREEMENTBowie High School August 8, 2013

STRONG LEADERS STRONG SCHOOLS

BUILDING ON STRENGTHS

Cyrenna B. Villegas8/8/13

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


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)


• 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

Revision Modifications cont.


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


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 ORyou can attach a fee schedule.

PAGE 2 contains Terms and Conditions.

NOTE: the agreement name, revision number and date.


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 Workunder Special Provisions).

Campus Principal or Department DirectorSigns 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 pageFor all required signatures by Contractor and AISD


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 proposalInformation.

Contractor may record special requirement needsfrom AISD (Rooms, technology, etc.).

Changes aka redlines can be recorded in the Special Provisions section. Please note the Special Provisions require Legal review.


How to Populate – cont.EXHIBIT B, Basis of Fee, Page 5:

Contractor may use this form to record theirfees OR you may attach the Contactor’sfee schedule if different or in additionto their quote.


EXHIBIT B.1, Debarment, Suspension and Ineligibility Certification, Page 6:

Required signature on behalf of Contractor If agreement amount $25K or greater.

How to Populate – cont.


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


EXHIBIT D, Contractor Certification Form, Page 10:

Contractor is to review previous pages (8 &9) andComplete the Contractor Certification Form.

This includes selecting company status and signing.

How to Populate – cont.


How to Populate – cont.EXHIBIT D.1, Covered Worker List, Page 11:

IF the Contractor has covered workers as definedAND illustrated in Exhibit D, they will need tocomplete 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.


How to Populate – cont.EXHIBIT E, Contact Information for Notices, Page 12:

Please be sure to have the procurer of the servicescomplete the AISD side (left).

Contractor to complete the Company InformationFields (right).

Most POs are being sent electronically. Contractorneeds to select their preference.


Summary of Required SignaturesSpecified Page Contractor AISD Principal

or DirectorPage 3- Terms and Conditions Yes Yes

Exhibit B.1-Debarment , Suspension, and Ineligibility Certification

Yes- ONLY IF agreement $ amount $25K or greater

N/A

Exhibit C- Notification of Criminal History of Contractor

Yes- Two spots and check one box N/A

Exhibit D- Contractor Certification Page 10

Yes N/A

Exhibit D.1- Covered Workers List *

Yes- This form is to be completed and EMAILED by Contractor to the email address recorded on page. DO NOT accept at campus/dept. level.

NA

Exhibit E –Contact Information for Notices

Yes Yes- record the person procuring the service.

* Please note that the Covered Workers List is a required part of the agreement. Encourage Contractor to complete if required and submit in a timely fashion.


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


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)


Forms Completion TableType of Agreement $ Amount Quotes

Required

(CAR)Contract Authorization Request form

Superintendents Abstract for Correspondence Form *

Independent Contractor Form

Legal review Unauthorized Purchase Request

Consulting Agreement $0 K < $9,999K

1 If contractor is using ssn

Any changes to the standard formatted agreement

If service has occurred prior to PO being issued to Contractor

Consulting Agreement**

$10k < $49,999

3 Yes Yes If contractor is using ssn

Any changes to the standard formatted agreement

If service has occurred prior to PO being issued to Contractor

Contractors Agreement Yes Yes Before any other action

Interlocal** 0- any Yes Yes Always

Memorandum of Understanding** (MOU)

0- any Yes Yes Always

Co operative** 0- any Yes Yes Always

* If the Consulting agreement $ amount or document type requires the Superintendent’s signature, the forms must be accompanied with the Abstract for Correspondence (located on Superintendent’s Intranet page).** You will work directly with your schools assigned Procurement Specialist to complete these agreements


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)


If you have additional questions. Please feel free to contact me

[email protected]

This presentation is already on our NEW website.

Standard Service Agreement

Documents

Transcript of Standard Service Agreement