EASTERN SUFFOLK BOCES REGULAR MEETING, HARRY B. WARD ... › cms › lib07 › NY01914091 › Centricity › Do… · Educational Services, First Supervisory District of Suffolk County,

EASTERN SUFFOLK BOCES REGULAR MEETING, HARRY B. WARD TECHNICAL CENTER, RIVERHEAD, NEW YORK, JUNE 24, 2015

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 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.”

B. 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 May 27, 2015 Regular Board Meeting.”

C. Recommended Acceptance of Financial Reports

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(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 April 2015 • Receivables Report for April 2015 • Schedule of Bills for April 2015 • Budget Amendments and Budget Transfers Report for April 2015 • Budget Status Summary Report for April 2015

• School Lunch Fund Report for April 2015”

D. Recommended Approval of Bids and/or RFPs Extend Bid #13-10-0719: Food Service Management

Opening Date: July 19, 2012 Original Term of Contract: August 30, 2012 – June 30, 2013 with an option to extend for four additional years in one-year increments First Extension of Contract: August 30, 2013 – June 30, 2014 Second Extension of Contract: August 1, 2014 – June 30, 2015 Third Extension of Contract: August 30, 2015 – June 30, 2016 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for food service management was originally awarded at the August 29, 2012 Board Meeting. The current contract expires on June 30, 2015, and the specifications provide an option to extend the original contract for four additional years in one-year increments. Whitsons School Nutrition Corp., of Islandia, 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 #13-10-0719: Food Service Management for the period of August 30, 2015 through June 30, 2016 to Whitsons School Nutrition Corp., of Islandia, NY as indicated above.” Extend Bid #13-38-0404: Vending Machine Services Opening Date: April 4, 2013 Original Term of Contract: July 1, 2013 – June 30, 2014 First Extension of Contract: July 1, 2014 – June 30, 2015 Second Extension of Contract: July 1, 2015 – June 30, 2016 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for vending machine services was originally awarded at the May 22, 2013 Board Meeting. The current contract expires on June 30, 2015, and the specifications provide an option to extend the original contract for two

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additional years in one-year increments. Dover Gourmet Corporation of Freeport, 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 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 #13-38-0404: Vending Machine Services for the period of July 1, 2015 through June 30, 2016 to Dover Gourmet Corporation of Freeport, NY as indicated above.” Extend Bid #13-39-0530R: Sanitary & Storm Drainage System Maintenance Opening Date: June 27, 2013 Original Term of Contract: August 1, 2013 – July 31, 2014 First Extension of Contract: August 1, 2014 – July 31, 2015 Second Extension of Contract: August 1, 2015 – July 31, 2016 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for sanitary and storm drainage system maintenance was originally awarded at the July 15, 2013 Board Meeting. The current contract expires on July 31, 2015, and the specifications provide an option to extend the original contract for two additional years in one-year increments. Affordable Cesspool Sewer & Drain, Inc. of Islandia, 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 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 #13-39-0530R: Sanitary & Storm Drainage System Maintenance for the period of August 1, 2015 through July 31, 2016 to Affordable Cesspool Sewer & Drain, Inc. of Islandia, NY as indicated above.” Extend RFQ #13-43-0516: Grant Writing Services Opening Date: May 16, 2013 Original Term of Contract: July 1, 2013 – June 30, 2014 First Extension of Contract: July 1, 2014 – June 30, 2015 Second Extension of Contract: July 1, 2015 – June 30, 2016 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for grant writing services was originally awarded at the June 26, 2013 Board Meeting. The current contract expires on June 30, 2015, and the specifications provide an option to extend the original contract for two additional years in one-year increments. Informed Decision Services, Inc. of Dix Hills, NY; Metis Associates, Inc. of New York, NY; and Nia Solutions Corporation of Patchogue, NY, 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. Stine & Bentz Consulting, LLC of Minneapolis, MN will not be extending as they have gone out of business. The service provided by the

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awarded vendors during the initial term and 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 RFQ #13-43-0516: Grant Writing Services for the period of July 1, 2015 through June 30, 2016 to Informed Decision Services, Inc. of Dix Hills, NY; Metis Associates, Inc. of New York, NY; and Nia Solutions Corporation of Patchogue, NY as indicated above.” Extend Bid #14-24-1217R: Kitchen Equipment – Maintenance and Repair Opening Date: December 17, 2013 Original Term of Contract: January 30, 2014 – August 31, 2014 First Extension of Contract: September 1, 2014 – August 31, 2015 Second Extension of Contract: September 1, 2015 – August 31, 2016 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for kitchen equipment, maintenance, and repair was originally re-awarded at the April 30, 2014 Board Meeting. The current contract expires on August 31, 2015, and the specifications provide an option to extend the original contract for two additional years in one-year increments. Summit Restaurant Repairs, Inc. of Mineola, 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 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 the award of Bid #14-24-1217R: Kitchen Equipment – Maintenance and Repair for the period of September 1, 2015 through August 31, 2016 to Summit Restaurant Repairs, Inc. of Mineola, NY as indicated above.” Extend Bid #15-06-0717R: Patient Lifts Opening Date: July 17, 2013 Original Term of Contract: August 21, 2014 – August 31, 2015 First Extension of Contract: September 1, 2015 – August 31, 2016 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for patient lifts was originally awarded at the September 17, 2014 Board Meeting. The current contract expires on August 31, 2015, and the specifications provide an option to extend the original contract for two additional years in one-year increments. Custom Carpentry by Scott of Smithtown, 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. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends the award of Bid #15-06-0717R: Patient Lifts for the period of September 1, 2015 through August 31, 2016 to Custom Carpentry by Scott of Smithtown, NY as indicated above.”

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Extend Bid #15-09-0722: Hospital Beds Opening Date: July 22, 2014 Original Term of Contract: August 21, 2014 – August 31, 2015 First Extension of Contract: September 1, 2015 – August 31, 2016 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for hospital beds was originally awarded at the August 20, 2014 Board Meeting. The current contract expires on August 31, 2015, and the specifications provide an option to extend the original contract for two additional years in one-year increments. Pocket Nurse of Monaca, PA 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 the award of Bid #15-09-0722: Hospital Beds for the period of September 1, 2015 through August 31, 2016 to Pocket Nurse of Monaca, PA as indicated above.”

Extend Bid #15-10-0904: Catering Services Opening Date: September 4, 2014 Original Term of Contract: November 1, 2014 – August 31, 2015 First Extension of Contract: September 1, 2015 – August 31, 2016 (Supporting Information – Bid Recommendation Memo) The above-referenced bid for catering services was originally awarded at the October 22, 2014 Board Meeting. The current contract expires on August 31, 2015, and the specifications provide an option to extend the original contract for two additional years in one-year increments. VinDeb Corp. d/b/a Blue Moon Deli of Patchogue, NY and Gaspin Foods, Inc. of Melville, NY 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 the award of Bid #15-10-0904: Catering Services for the period of September 1, 2015 through August 31, 2016 to VinDeb Corp. d/b/a Blue Moon Deli of Patchogue, NY and Gaspin Foods, Inc. of Melville, NY as indicated above.”

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Award Bid #15-28-0514: Aircraft Rental and Instruction Opening Date: May 14, 2015 Term of Contract: September 1, 2015 – June 30, 2016 (Supporting Information – Bid Recommendation Memo and Disclosure Form) The Purchasing Office solicited bids for aircraft rental and instruction at the Brookhaven Calabro Airport in Shirley, NY. Bid specifications were developed in collaboration with the Career and Technical Education staff. Bids were requested for a total of eight items. Bid packets were distributed to 10 vendors as a result of advertising and direct solicitation. One bid was received. Based on the results received for this bid, the estimated annual expenditure is approximately $412,000. The Purchasing Office contacted the lowest responsible bidder, Mid Island Air Service, Inc. of Ronkonkoma, NY to negotiate better prices and the vendor indicated that the prices were firm. Mid Island Air Service, Inc. of Ronkonkoma, NY has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory.

Vendor First-Year Program

Three (3) Students Per Team

Hourly Rate

2015-2016

Fuel Price/Gallon

as of 5/14/15* Mid Island Air Service, Inc. – Ronkonkoma, NY

Flight Operation Services based on 284 total flight operation hours (average 8 gallons fuel/hour) - aircraft and instructor only.

$162.00 $5.85

Ground Instruction Services based on 28 hours total ground instruction.

$57.00 n/a

Rate if hourly requirement exceeds total flight operation hours.

$162.00 $5.85

Vendor Second-Year Program

Hourly Rate

2016-2017

Fuel Price/Gallon

as of 5/14/15*

Mid Island Air Service, Inc.– Ronkonkoma, NY

Dual Flight Operation Services - estimated total flight operation hours – 1330 (average 6 gallons fuel/hour) - aircraft & instructor only.

$152.00 $5.85

Solo Flight Operation Services (estimated total flight operation hours – 760) - aircraft only.

$95.00 $5.85

Ground Instruction Services based on 700 hours of ground instruction.

$57.00 n/a

Dual Flight Operation Services exceeding established number of program hours – aircraft & instructor only.

$152.00 $5.85

Solo Flight Operation Services exceeding established number of program hours – aircraft only.

$95.00 $5.85

*Vendor indicated price charged per gallon would be $.80 above the price invoiced by their supplier.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-28-0514: Aircraft Rental and Instruction to Mid Island Air Service, Inc. of Ronkonkoma, NY as indicated above.” Award Bid #15-34-0526: Automotive - Autobody Supplies Opening Date: May 26, 2015 Term of Contract: July 1, 2015 – June 30, 2016 with an option to extend for two additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Forms) The Purchasing Office solicited bids for automotive and auto body supplies for various Eastern Suffolk BOCES programs. Bid specifications were developed in collaboration with the Career and Technical Education staff. Bids were requested for a total of 397 items. Bid packets were distributed to four vendors as a result of advertising and direct solicitation. Two bids were received. Based on the results received for this bid, the estimated annual expenditure is approximately $28,000. The Purchasing Office contacted the lowest responsible bidders, Metco Supply, Inc. of Leechburg, PA; and Paxton/Patterson, LLC of Alsip, IL to negotiate better prices and the vendors indicated that the prices were firm. Metco Supply, Inc. of Leechburg, PA; and Paxton/Patterson, LLC of Alsip, IL have provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory. Of the 397 items bid, no bids were received for 257 items. These items will be evaluated for use in future bids, and will be purchased from direct quotes to vendors.

Vendor Number of Items

Recommended for Award Metco Supply, Inc. Leechburg, PA

106

Paxton/Patterson, LLC Alsip, IL

34

No bids received/no award 257

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-34-0526: Automotive - Autobody Supplies to Metco Supply, Inc. of Leechburg, PA; and Paxton/Patterson, LLC of Alsip, IL as indicated above and detailed in the supporting documentation.” Reject RFP #15-35-0514: Medical, Drug and Alcohol Testing Services Opening Date: May 14, 2015 Term of Contract: July 1, 2015 – June 30, 2016 (Supporting Information – Bid Recommendation Memo) The Purchasing Office solicited proposals for medical, drug, and alcohol testing services to be used by Eastern Suffolk BOCES programs. Request for Proposal (RFP) specifications were developed in collaboration with the Transportation Department staff. Proposals were requested for 65 items. Proposal packets were distributed to seven vendors as a result of advertising and direct solicitation. One

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RFP and one no-bid were received. Since only one RFP was received, the Purchasing Office contacted vendors who did not submit a proposal. They indicated that they would submit a proposal if the RFP was solicited again. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, rejects and re-solicits RFP #15-35-0514: Medical, Drug and Alcohol Testing Services as indicated above.” Award Bid #15-37-0514: Cosmetology, Barber and Nail Kits Opening Date: May 14, 2015 Term of Contract: July 1, 2015 – June 30, 2016 with an option to extend for two additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids for cosmetology, barber, and nail kits for various Eastern Suffolk BOCES locations. Bid specifications were developed in collaboration with the Career and Technical Education staff. Bids were requested for a total of 158 items. Bid packets were distributed to four vendors as a result of advertising and direct solicitation. One bid and one no-bid were received. The Purchasing Office contacted the lowest responsible bidder, The Burmax Co., Inc. of Holtsville, NY to negotiate better prices and the vendor indicated that the prices were firm. The Burmax Co., Inc. of Holtsville, NY has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory.


Recommended for Award The Burmax Co., Inc. Holtsville, NY

158

No bid/no award 0

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-37-0514: Cosmetology, Barber and Nail Kits to The Burmax Co., Inc. of Holtsville, NY as indicated above and detailed in the supporting documentation.” Award Bid #15-38-0430: Grocery Opening Date: April 30, 2015 Term of Contract: July 1, 2015 – December 31, 2016 with an option to extend for two additional years in six-month increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids for grocery items for various Eastern Suffolk BOCES locations. Bid specifications were developed in collaboration with the Career and Technical Education staff. Bids were requested for a total of 288 items. Bid packets were distributed to three vendors as a result of advertising and direct solicitation. One bid and one no-bid were received. The Purchasing Office contacted the lowest responsible bidder, Mivila of New York, Inc. of Calverton, NY to negotiate better prices and the vendor indicated that the prices were firm.

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Mivila of New York, Inc. of Calverton, NY has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory.


Recommended for Award Mivila of New York, Inc. Calverton, NY

254

No bid/no award 34

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-38-0430: Grocery to Mivila of New York, Inc. of Calverton, NY as indicated above and detailed in the supporting documentation.” Award Bid #15-39-0430: Meats and Poultry Opening Date: April 30, 2015 Term of Contract: July 1, 2015 – December 31, 2015 with an option to extend for two additional years in six-month increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids for meats and poultry for various Eastern Suffolk BOCES locations. Bid specifications were developed in collaboration with the Career and Technical Education staff. Bids were requested for a total of 146 items. Bid packets were distributed to four vendors as a result of advertising and direct solicitation. One bid and one no-bid were received. The Purchasing Office contacted Mivila of New York, Inc. of Calverton, NY to negotiate better prices and the vendor indicated that the prices were firm. Mivila of New York, Inc. of Calverton, NY has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory. No bid items will be purchased by direct quote.


Recommended for Award Mivila of New York, Inc. Calverton, NY

81

No bid/No award 65

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-39-0430: Meats and Poultry to Mivila of New York, Inc. of Calverton, NY as indicated above and detailed in the supporting documentation.”

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Award Bid #15-40-0430: Produce Opening Date: April 30, 2015 Term of Contract: July 1, 2015 – December 31, 2015 with an option to extend for two additional years in six-month increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids for produce items for various Eastern Suffolk BOCES locations. Bid specifications were developed in collaboration with the Career and Technical Education staff. Bids were requested for a total of 213 items. Bid packets were distributed to three vendors as a result of advertising and direct solicitation. Two bids were received. The Purchasing Office contacted the lowest responsible bidder, V.A. Tramontano & Son of South Plainfield, NJ, to negotiate better prices and the vendor indicated that the prices were firm. References for V.A. Tramontano & Son of South Plainfield, NJ were verified and have been found to be satisfactory.


Recommended for Award V.A. Tramontano & Son South Plainfield, NJ

213

Mivila of New York, Inc. Calverton, NY

0

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-40-0430: Produce to V.A. Tramontano & Son of South Plainfield, NJ as indicated above and detailed in the supporting documentation.” Award RFP #15-41-0604: Claims Auditing Services Opening Date: June 4, 2015 Term of Contract: July 1, 2015 – June 30, 2016 with an option to extend for four additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids to procure claims auditing services. Bid specifications were developed in collaboration with the Business Services staff. Proposal packets were distributed to nine vendors as a result of advertising and direct solicitation. Three proposals were received. An RFP review committee was established consisting of Maureen Kaelin, Colleen Lipponer, Maureen Moller, Laurie Conley, Donna Ball, and Tina Mazza. The committee evaluated each proposal based on the vendor’s compliance with the RFP specifications using the evaluation criteria specified in the RFP. The evaluation criteria included the vendor’s compliance with and responsiveness to the RFP specifications; the vendor’s prior experience in BOCES and/or school districts as specified in the RFQ, references; the vendor’s compliance and ability to meet scope of services; cost; and interviews. This was a two-phase evaluation consisting of a review of the criteria and interview. The two vendors who scored the highest were interviewed. Based on the compilation of the committee’s scores, the results are as follows: Nawrocki Smith, LLP of Melville, NY scored 92 points; R.S. Abrams &

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Co., LLP of Islandia, NY scored 84.5 points; and Kessler International of New York, NY scored 67.6 points. References for Nawrocki Smith, LLP of Melville, NY have been verified and have been found to be satisfactory. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards RFP #15-41-0604: Claims Auditing Services for the period of July 1, 2015 through June 30, 2016 to Nawrocki Smith, LLP of Melville, NY as indicated above and detailed in the supporting documentation.” Award RFQ #15-42-0514: Electronic Whiteboard Installation Opening Date: May 14, 2015 Term of Contract: July 1, 2015 – June 30, 2016 with an option to extend for two additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Forms)

An RFQ review committee was established to solicit bids for electronic whiteboard installation. The committee members included Laurie Conley, Donna Ball, Diane Day, Joseph Isbell, Tina Mazza, Jason Miller, and Donna Siegel. The committee evaluated each proposal based on the vendor’s compliance with the RFQ specifications using the evaluation criteria specified in the RFQ. The evaluation criteria included the vendor’s compliance and responsiveness to the RFQ specifications; the vendor’s experience in BOCES, public school districts and other clients as specified in the RFQ; qualifications as set forth in this RFQ; references; and cost. The cost was evaluated by a ratio method that depended on the number of qualified vendors. Vendors who scored a total of 75 out of 100 points qualified to be recommended for award. Three of the five quotations received qualified and are being recommended for award. A+ Technology & Security Solutions of Bay Shore, NY; Networked Educational Technologies of Bayport, NY; and Video Hi-Tech Corp. d/b/a Adwar Video of Farmingdale, NY have all qualified. References for Networked Educational Technologies of Bayport, NY have been verified and found to be satisfactory. All other vendors have provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards RFQ #15-42-0514: Electronic Whiteboard Installation to A+ Technology & Security Solutions of Bay Shore, NY; Networked Educational Technologies of Bayport, NY; and Video Hi-Tech Corp. d/b/a Adwar Video of Farmingdale, NY for the period of July 1, 2015 through June 30, 2016 as indicated above and detailed in the supporting documentation.”

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Award Bid #15-44-0514R: Printing and Mailing of Adult Ed Materials Opening Date: May 14, 2015 Term of Contract: July 1, 2015 – June 30, 2016 with an option to extend for two additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids for the printing and mailing of adult education materials for various Eastern Suffolk BOCES locations. Bid specifications were developed in collaboration with the Office of Communications and Research staff. Bids were requested for a total of six items. Bid packets were distributed to 10 vendors as a result of advertising and direct solicitation. Six bids and one no-bid were received. Based on the results received for this bid, the estimated annual expenditure is approximately $83,700. The Purchasing Office contacted the lowest responsible bidder, Graphic Image, Inc. of Milford, CT to negotiate better prices, and the vendor indicated that the prices were firm. Graphic Image, Inc. of Milford, CT has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory.


Recommended for Award Bartash Printing, Inc. Philadelphia, PA

0

Color by Number 123 Designs, Inc. New York, NY

0

Intermountain Color d/b/a Signature Offset Boulder, CO

0

Graphic Image, Inc. Milford, CT

6

Neoprint, Inc. Chelmsford, MA

0

Tobay Printing Co., Inc. Copiague, NY

0

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-44-0514R: Printing and Mailing of Adult Ed Materials to Graphic Image, Inc. of Milford CT as indicated above and detailed in the supporting documentation.” Award Bid #15-45-0514R: Video Production Equipment Opening Date: May 14, 2015 Term of Contract: June 25, 2015 – August 24, 2015 (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids for video production equipment to be used by Eastern Suffolk BOCES programs. Bid specifications were developed in collaboration with the Career and Technical Education staff and the Central Islip School District. Bids were requested for a total of three items. Bid packets were distributed to 11 vendors as a result of advertising and direct solicitation. Five bids and two no-bids were received. Based on the results received for this bid,

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the estimated annual expenditure is approximately $20,000. The Purchasing Office contacted the lowest responsible bidder, B&H Foto & Electronics Corp. of New York, NY to negotiate better prices and the vendor indicated that the prices were firm. B&H Foto & Electronics Corp. of New York, NY has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory.


Recommended for Award Adorama, Inc. New York, NY

0

B&H Foto & Electronics Corp. New York, NY

3

Studica, Inc. Sunborn, NY

0

Troxell Communications, Inc. Jericho, NY

0

Video Hi-Tech Corp d/b/a Adwar Video Farmingdale, NY

0

No bid received/no award 0

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-45-0514R: Video Production Equipment to B&H Foto & Electronics Corp. of New York, NY as indicated above and detailed in the supporting documentation.” Award Bid #15-46-0514R: Fiber Optic WAN Maintenance for Shoreham-Wading River CSD Opening Date: May 14, 2015 Term of Contract: June 27, 2015 – June 30, 2020 with an option to extend for five additional years in one-year increments (Supporting Information – Bid Recommendation Memo, and Disclosure Form) The Purchasing Office solicited bids for fiber-optic wide area network (WAN) maintenance for the Shoreham-Wading River Central School District. Bid specifications were developed in collaboration with the Regional Information Center staff. Bid packets were distributed to five vendors as a result of advertising and direct solicitation. One bid was received. The Shoreham-Wading River Central School District and the Regional Information Center indicated that the award of base bid one and base bid four would be awarded. The Purchasing Office contacted Telecom Construction Group, Inc. of Head of the Harbor, NY to negotiate better prices and the vendor indicated that the prices were firm. References for Telecom Construction Group, Inc. of Head of the Harbor, NY have been verified and found to be satisfactory.

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BASE BID 1 – Recurring costs for routine general preventative maintenance of Shoreham-Wading River Central School District’s fiber WAN service

Vendor

Hourly Cost Rate

Daily Rate

Monthly Rate

Annual Rate Additional Information

Telecom Construction Group, Inc. Head of the Harbor, NY

$165+ (per man-hour)

0 0 0 Scheduled routine maintenance shall be completed on an as-needed basis and shall be billed per man-hour. Overtime, if needed, shall be billed at $247.50 per man-hour. Rates exclude all taxes and materials if applicable.

All other monthly or recurring charges must be described in detail in this section: + Hourly rate excludes materials if required; materials shall be invoiced at cost plus 20%. + Rate excludes any and all taxes if applicable. + Normal working hours are 7:30 a.m. to 3:00 p.m. Monday to Friday; all other hours and holidays are considered overtime hours. Overtime hours shall be invoiced at the overtime rate of $247.50 per man-hour. Overtime rate ($247.50) excludes materials if any; excludes any and all taxes if applicable. Government or other tax surcharges (if any) – as required if applicable. BASE BID 2 – Recurring costs for equipment repair/replacement services for Shoreham-Wading River Central School District’s fiber WAN service

Vendor Monthly

Rate Annual Rate Additional Information


0 0 All straight time labor shall be billed on an as- needed basis at the quoted hourly rate of $165 per man-hour; materials shall be billed at the cost plus 20%.

Government or other tax surcharges (if any) – as required if applicable

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BASE BID 3 – Costs for equipment repair/replacement services for the Shoreham-Wading River Central School District’s fiber WAN service (time and material)

Vendor Hourly

Cost Rate

Daily Cost Rate

Description of Material Costs Telecom Construction

Group, Inc. Head of the Harbor, NY

$165+ (per man-hour)

0 Material shall be billed on a cost plus 20% basis.

Government or other tax surcharges (if any) – as required if applicable BASE BID 4 – Cost for emergency response equipment repair/replacement for the Shoreham-Wading River Central School District’s fiber WAN services

Vendor Description Hourly

Cost Rate

Daily Cost Rate

Description of Material Costs


Rate for 4-hour Emergency Response: Monday through Friday 7 a.m. – 5 p.m.

$247.50 0 Excludes materials; all non-scheduled emergency response is billed in overtime rates.


Rate for 8-hour Emergency Response: Monday through Friday 7 a.m. – 5 p.m.



Rate for 4-hour Emergency Response: Monday through Friday 5 p.m. – 7 a.m.



Rate for 8-hour Emergency Response: Monday through Friday 5 p.m. – 7 a.m.



Rate for 4-hour Emergency Response: Holiday


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Vendor Description Hourly

Cost Rate

Daily Cost Rate

Description of Material Costs


Rate for 8-hour Emergency Response: Holiday


Government or other tax surcharges (if any) – as required if applicable RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #15-46-0514R: Fiber Optic WAN Maintenance for the Shoreham-Wading River Central School District for the period of June 27, 2015 through June 30, 2020 to Telecom Construction Group, Inc. of Head of the Harbor, NY as indicated above.” RFP #15-49-0604R: Medical, Drug and Alcohol Testing Services Opening Date: June 4, 2015 Term of Contract: July 1, 2015 – June 30, 2016 with an option to extend for four additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited proposals for medical, drug, and alcohol testing services to be used by Eastern Suffolk BOCES programs. Request for Proposal (RFP) specifications were developed in collaboration with the Transportation Department staff. Proposals were requested for 65 items. Proposal packets were distributed to 12 vendors as a result of advertising and direct solicitation. Two proposals were received. One proposal was non-responsive. This is the second solicitation for medical, drug, and alcohol testing services. An RFP review committee was established consisting of Laurie Conley, Lisa Rodecker, Joseph Lesnick, Elaine Romeyk, and Tina Mazza. The committee evaluated each proposal based on the vendor’s compliance and responsiveness to the RFP specifications using the evaluation criteria specified in the RFP. The evaluation criteria included the vendor’s compliance with and responsiveness to the RFP specifications; vendor’s experience as a medical, drug, and alcohol testing company; prior experience with BOCES and/or school districts; references; vendor’s ability to provide services as described in this RFP; and cost. The evaluation was done in two parts: qualifications and costs. The costs were evaluated by applying the highest amount of points to the lowest cost. Based on all parts of the evaluation, the results are as follows: out of a possible 500 points, Partners In Safety, Inc. of Middletown, NY scored 492, and HealthSure Medical Services scored zero; they were found to be non-responsive. The Purchasing Office contacted Partners In Safety, Inc. of Middletown, NY to negotiate better prices and the vendor indicated that they feel their fees are commensurate with the services they provide to Eastern Suffolk BOCES. Their schedule of fees is attached for your convenience. The service provided by Partners In Safety, Inc. of Middletown, NY in the past has been satisfactory.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards RFP #15-49-0604R: Medical, Drug and Alcohol Testing Services to Partners In Safety, Inc. of Middletown, NY as indicated above and detailed in the supporting documentation.” 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 RFQ #2011-034-0421: Third Party Administrator for Tax Sheltered Annuity (403(b) and 457(b)) Plans (July 1, 2015 – June 30, 2016); Bid #2013-044-0530: Networked Copiers (July 1, 2015 – June 30, 2016); Bid #2015-021-0521: Classroom Furniture, Seating, Risers, Lockers and School Related Items (Manufacturer Catalog Purchase); Bid #2015-025-0519: Special Educational Instructional Supplies (Catalog Purchase) (July 1, 2015 – June 30, 2016); Bid #2015-043-0526: Integrated Pest Management (July 1, 2015 – August 31, 2016) pursuant to the terms of the Program; 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 extends RFQ #2011-034-0421: Third Party Administrator for Tax Sheltered Annuity (403(b) and 457(b)) Plans for the period of July 1, 2015 through June 30, 2016 to Benetech, Inc. of Wynantskill, NY, and The OMNI Group, Inc. of Rochester, NY, as indicated above and detailed in the supporting documentation.

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BE IT RESOLVED, that on behalf of those Program Participants, ESBOCES extends Bid #2013-044-0530: Networked Copiers 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 #2015-021-0521: Classroom Furniture, Seating, Risers, Lockers and School Related Items (Manufacturer Catalog Purchase) 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 #2015-025-0519: Special Educational Instructional Supplies (Catalog Purchase) 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 #2015-043-0526: Integrated Pest Management to the lowest responsible bidders meeting specifications as indicated above and detailed in the supporting documentation.” Recommended Resolution to Participate in Erie 1 BOCES 2015-2016 Statewide RIC Contracts RECOMMENDED MOTION: “WHEREAS, it is the plan of a number of Boards of Cooperative Educational Services (BOCES) to consent to jointly enter into an agreement for Microsoft, Airwatch, MaaS 360, JAMF, Lightspeed, Synergy, and Bright Bytes during the fiscal year 2015-2016; and WHEREAS, the Board of Cooperative Educational Services, First Supervisory District of Suffolk County (hereinafter “Eastern Suffolk BOCES”), desires to participate with other BOCES in New York State in the joint bidding of the contracts and licensing mentioned above as authorized by General Municipal Law, Section 119-0; and THEREFORE, BE IT RESOLVED, that the Eastern Suffolk BOCES Board hereby appoints the Erie 1 BOCES to represent it in all matters leading up to and entering into a contract for the purchase of and licensing of the above mentioned software packages; and BE IT FURTHER RESOLVED, that the Eastern Suffolk BOCES Board agrees to assume its equitable share of the costs associated with Erie 1 BOCES negotiating the agreements; and BE IT FURTHER RESOLVED, that the Eastern Suffolk BOCES Board of Education agrees (1) to abide by majority decisions of the participating RICs on quality standards; (2) Erie 1 BOCES will negotiate contracts according to the majority recommendations; and (3) that after contract agreement, it will conduct all purchasing arrangements directly with the vendor.”

E. Recommended Approval of Grants and Specially Funded Projects 18

(Supporting Information – Summary of Grants)

The grants and specially funded projects in the following table have been reviewed programmatically by the Office of Planning and Program Improvement, 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 new grants/specially funded projects and adjustments as indicated in the last column of the following table:

2015 - 2016 Grant(s) – Programmatic Approval Project Division/Office Amount

Long Island Regional Bilingual Education – Resource Network (L.I. RBE–RN) Project #TBD 7/1/15 – 6/30/16

Office of the District Superintendent/ FSSSI

$1,539,475 Year 1

2014 - 2015 Grant(s) – Fiscal Approval Project Division/Office Amount

Race to the Top – Instructional Technical Devices Project #556-15-0002 5/1/15 – 6/30/15

Educational Services

$1,349,466

Race to the Top – Regional Information Center Infrastructure and Data Project #557-15-0002 5/1/15 – 6/30/15


$167,223”

F. 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

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3. Terminations (a) Certificated (None) (b) Civil Service 4. Change of Status (a) Certificated (None) (b) Civil Service 5. Probationary Appointments (a) Certificated (b) Civil Service 6. Appointments (a) Certificated (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 G. 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:

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2014-2015 School Year Consultant/

Vendor Division/

Office Service Dates Amount Expenses Aumock, Linda J. (amendment)


This amendment to the payment terms of the current agreement will increase the total amount of the agreement. The contractor will conduct physical examinations for BOCES students under a Collaborative Practice Agreement with a physician, as stated in Chapter 257, Article 139 of the Education Law of New York State.

7/1/14-6/30/15

$160 per hour, for a total not to exceed $37,000

None

Nicolino Associates, Inc. (amendment)


This amendment to the payment terms of the current agreement will increase the total amount of the agreement. The contractor will mentor district administrators and provide administrative support.

4/1/15-6/30/15

$850 per day, for a total not to

exceed $31,450

None

School Source Technologies, LLC (amendment)


This amendment to the payment terms of the current agreement will increase the total amount of the agreement. The contractor will provide professional and consulting services to participating school districts, according to the terms and conditions of the contract.

4/30/15-6/30/15

Various pricing as per Schedule B, for a total not

to exceed $152,000

Not to exceed $2,500

(lodging); not to exceed

$2,500 (travel)

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2015-2016 School Year

Consultant/ Vendor

Division/ Office Service Dates Amount Expenses

Center for Applied Linguistics


The contractor will provide professional development that is mainly focused on instructional strategies to support English language learners. Please note that the term of this agreement has been set for a term of two years. A clause has been added that gives Eastern Suffolk BOCES the ability to terminate the agreement at any time and for any reason.

7/1/15-6/30/17

Various pricing as per Addendum

A, for a total not to exceed

$75,506

None

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


The contractor will provide physical therapy to students based on IEP needs.

7/1/15-6/30/16

$45 per 30-minute

session, for a total not to

exceed $50,000

None

Educational Coaching, Inc. d/b/a Literacy Builders


The contractor will provide professional development on best teaching practices for implementing the Common Core Standards for English Language Arts.

7/1/15-6/30/16

$1,200 per day, for a total not to exceed $22,800

None

Gilster Limited Educational The contractor will 7/1/15- $800 per day, for None 22


Vendor Division/

Office Service Dates Amount Expenses Services provide assistance to

the Eastern Suffolk BOCES Chief Operating Officer with superintendent searches for component school districts; conduct educational workshops; provide mentoring services for component boards of education, superintendents, and administrative staff; serve as a hearing officer for employee grievances; assist with boundary disputes, regents investigations, P-16 initiatives, and other projects as necessary.

6/30/16 a total not to exceed $30,000

School Source Technologies, LLC


The contractor will provide professional and consulting services to participating school districts, according to the terms and conditions of the contract.

7/1/15-6/30/16

Various pricing as per Schedule B, for a total not

to exceed $100,000

Not to exceed $2,500

(lodging);not to exceed

$2,500 (travel)

Scholastic, Inc.


The contractor will provide a keynote speaker who will offer a two-hour presentation at the Leadership Conference Day being sponsored by the Administrative/ Supervisory Unit being held at Lombardi's on the Sound, for all of its members as well as the Administrative Council.

8/26/15 Various pricing as per Schedule

A, for a total cost not to exceed

$5,000

None

The Great Neck Math Enrichment Center, Inc. (GNMEC)


The contractor will provide training in curriculum analysis, data mining, and student and teacher growth.

7/1/15-6/30/16


A, for a total not to exceed $250,000

None”

H. Recommended Acceptance of Professional Services/Facility Use Contracts

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Item #59 of the July 2, 2014 Organizational Meeting Minutes authorizes the Purchasing Agent to execute contracts “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:


Vendor Division/

Office Service Dates Amount Expenses A-Net Consulting Services, Ltd.


The contractor will provide training on meeting the needs of English language learners in the content classroom.

7/1/15-6/30/16



$18,000

None

Dr. Angela Peery Consulting, LLC


The contractor will provide professional development mainly in the areas of curriculum planning and design, literacy across the curriculum, curriculum planning and design, and leadership development.

6/25/15-6/30/16



$18,700

None

Krome, Cheryl Educational Services

The contractor will provide Finance Manager training and support to financial and district services personnel.

7/1/15-6/30/16

$60 per hour, for a total not to

exceed $19,500

None

Pal-O-Mine Equestrian, Inc.


This is a facility use contract with Pal-O-Mine, Inc. that will allow the Alternatives to Incarceration Program to use classroom and storage space at 829 Old Nichols Road, Islandia, NY 11749.

7/1/15-8/30/15

$275 per month, for a total not to

exceed $825

None

Pal-O-Mine Equestrian, Inc.


The contractor will provide work-based learning and career mentoring hands-on work experience in a

7/1/15-8/30/15

$375 per week, for a total not to exceed $3,500

None

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Vendor Division/

Office Service Dates Amount Expenses farm setting, three days per week, to students in attendance at the Alternative to Incarceration Program.

Santiago, Yolanda, Ed.D.


The contractor will provide training that promotes effective learning strategies for all students; struggling students, special needs students, and English language learners.

7/1/15-6/30/16

$800 per day, for a total not to

exceed $16,000

None

Transitions to Freedom


This is a facility use agreement for Transitions to Freedom to utilize a classroom at the Adult Education Center located at 100 Second Avenue, Brentwood, NY.

6/1/15-6/30/16

There is no cost to the contractor

for the use of this classroom.

None

YMCA of Long Island


The contractor will provide a summer enrichment program that will include supervised swimming instruction for 1st through 3rd grade students and a supervised swim program with basic rescue technique instruction for 4th through 6th grade students. Other program activities will include rock climbing, martial arts, team and individual sports, and arts and crafts. All students will be bused from the YMCA Program back to Mary J. Clarkson School for regular dismissal at 4 p.m.

7/6/15-8/15/15

$85 per student per three-week

session (two sessions), for a

total not to exceed $19,125

None”

I. Recommended Approval to Declare Property as Surplus and Authorize Disposal

(Supporting Information – Listing of Property)

The Capital Asset Management Department has submitted a list of property that it has determined to be obsolete technology, broken/irreparable, excess inventory,

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or have minimal/no value or have been reported stolen. These 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. A police report has been filed for the stolen items. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby declares the property on the listing included in the supporting information as surplus and authorizes the disposal of the property in accordance with Board policy or acknowledges the following property as stolen, as so noted, and authorizes removal from inventory.”

J. Recommended Approval of a Resolution to Authorize Transfers to Reserve Funds Recommendation is made for the approval of the following resolution to authorize maximum amounts to be transferred to reserve funds from the year-end surplus when the year-end surplus is finalized. The remaining surplus will be returned to the participating districts of each Co-Ser based on their participation in accordance with Education Law. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby authorizes the transfer of 2014-15 program surplus to the Accrued Liability for Compensated Absences in an amount not to exceed $5,000,000. BE IT FURTHER RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby authorizes the transfer of 2014-15 Administration surplus to the Capital Fund in an amount not to exceed $1,000,000. BE IT FURTHER RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby authorizes the transfer of 2014-15 program surplus to the Retirement Contribution Reserve in an amount not to exceed $2,000,000. BE IT FURTHER RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby authorizes the transfer of 2014-15 program surplus to the Workers' Compensation Reserve in an amount not to exceed $2,000,000.

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BE IT FURTHER RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby authorizes the transfer of 2014-15 Career Education and Special Career Education surplus to the Career Education Equipment Reserve in an amount not to exceed $500,000.”

K. Recommended Approval of an Amendment to the Agreement with Cengage Learning, Inc. Supporting Information – Amendment to Agreement, Sole Source Letter, and Disclosure Form)

This amendment to the agreement with Cengage Learning, Inc. (which merged

with the Gale Group) will extend the agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $50.

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

Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Cengage Learning, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $50.”

L. Recommended Approval of an Amendment to the Agreement with Centris Group,

LLC (Supporting Information – Amendment to Agreement and Disclosure Form) This is an amendment to the agreement with Centris Group, LLC that will extend

the Managed Services Agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $31,915.10.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Centris Group, LLC commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $31,915.10.”

M. Recommended Approval of an Amendment to the Agreement with Educational

Vistas, Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This is an amendment to the agreement with Educational Vistas, Inc. that will

allow Eastern Suffolk BOCES to continue to offer SafeSchoolsNY for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $65,000.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Educational Vistas, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $65,000.”

N. Recommended Approval of an Amendment to the Agreement with eSchoolData,

LLC (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with eSchoolData, LLC will extend the

agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $2,000,000. All terms of the existing agreement shall remain in full force and effect with the exception of Schedule A, which shall be revised to add a new product; Exhibit B – Fees, which shall be deleted and replaced with a new Exhibit B; Fee Schedule and Section 6, titled, “Confidentiality,” and the associated Schedule E, which shall be revised.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with eSchoolData, LLC for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $2,000,000.”

O. Recommended Approval of an Amendment to an Agreement with Form Hog Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Form Hog, Inc. will allow Eastern Suffolk

BOCES to continue to access the FormHog online application service that will be used by the Negotiations Information Services (NIS) Co-Ser for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $25,000. In addition, the amendment will change the company name to reflect the recent acquisition by Frontline Technologies Group, LLC.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Form Hog, Inc. that includes the official name change of the vendor to Frontline Technologies Group, LLC and extends the agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $25,000.”

P. Recommended Approval of an Amendment to the Agreement with Frontline

Technologies Group, LLC (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Frontline Technologies Group, LLC will

provide call-in and web-based availability for posting and filling daily substitute needs for Eastern Suffolk BOCES and subscribing school districts for an

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additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $120,744.20.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Frontline Technologies Group, LLC for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $120,744.20.”

Q. Recommended Approval of an Amendment to the Agreement with Harris School

Solutions (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the license agreement with Harris School Solutions is for

EZSchoolPay.com, which will continue to enable parents to pay for student meals with a credit or debit card and view their child’s meal transactions and account balances. This process of accepting non-cash payments has been recommended by the Eastern Suffolk BOCES auditors to improve internal controls. There is a nominal monthly fee for these services. To cover this cost, Eastern Suffolk BOCES will charge parents a $3.00 service fee each time they use the system. This amendment extends the agreement for an additional one-year term commencing on September 1, 2015 and ending on August 31, 2016 at no cost to the program.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Harris School Solutions for an additional one-year term commencing on September 1, 2015 and ending on August 31, 2016 at no cost to the program.”

R. Recommended Approval of an Amendment to the Agreement with Media Flex,

Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This is an amendment to the license agreement with Media Flex, Inc. that will

provide the Open-Source Automated Library System service to participants in the School Library System’s automation service for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $100,000.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Media Flex, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $100,000.”

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S. Recommended Approval of an Amendment to the Agreement with Mindex Technologies, Inc.

(Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Mindex Technologies, Inc. will extend the

agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $2,000,000. In addition, Schedule A shall be revised to add a new hourly training rate, Schedule A – Section 7 will be added; Exhibit B shall be replaced with a new Exhibit B, Fee Schedule; and Section 1 of Schedule D will be deleted and replaced. Section 6 titled “Confidentiality,” and the associated Schedule E shall be revised.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Mindex Technologies, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $2,000,000.”

T. 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 allow Eastern Suffolk BOCES to continue to offer a comprehensive business and financial application for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at an anticipated cost not to exceed $1,100,000, which will be offset by district participation.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with MML Software Ltd. d/b/a Finance Manager for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at an anticipated cost not to exceed $1,100,000, which will be offset by district participation.”

U. Recommended Approval of the New York State United Teachers (NYSUT)

Member Benefits Trust-Endorsed Group Access or Group Prepaid Legal Service Plan and Rates

(Supporting Information – Certificate of Participation and Disclosure Form)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby recommends approval of the renewal of the New York State United Teachers (NYSUT) Member Benefits Trust-Endorsed Group Access or Group Prepaid Legal Service Plan, for an additional one-year term commencing on August 1, 2015 and ending on July 31, 2016, with the rates remaining the same.”

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V. Recommended Approval of an Amendment to the Agreement with SunGard Public Sector, Inc.

(Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with SunGard Public Sector, Inc. will allow

Eastern Suffolk BOCES to continue to offer a comprehensive business and financial software application for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $75,000, which will be offset by district participation.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with SunGard Public Sector, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $75,000, which will be offset by district participation.”

W. Recommended Approval of an Agreement with Travelers Insurance Company for

Workers’ Compensation (Supporting Information – Agreement) This is an agreement with Travelers Insurance Company for Workers’

Compensation insurance. Travelers Insurance Company has provided Eastern Suffolk BOCES with Workers’ Compensation coverage since July 1, 2009 and has provided excellent service in managing claims. They are rated A+ by A.M. Best and are part of the NY Guaranty Funds. This is a one-year term agreement commencing on July 1, 2015 and ending on July 1, 2016, at an estimated cost of $4,010,580, depending on the number and cost of claims.


Educational Services, First Supervisory District of Suffolk County, hereby approves the agreement with Travelers Insurance Company for a one-year term commencing on July 1, 2015 and ending on July 1, 2016, at an estimated cost of $4,010,580, depending on the number and the cost of claims.”

X. Recommended Approval of a Proposal with Xerox Corporation

This is a proposal for a four-year deferred payment plan for a Xerox WC7855PT networked copier for use in the Communications and Research Office at the James Hines Administration Center. This equipment is being purchased through ESBOCES Bid #2013-044-0530 that provides for a zero-interest deferred payment plan. The estimated cost is $10,964.16 for equipment and maintenance costs, and 7,000 copies per month; additional black and white copies at $.0039; and approximately 3,200 color copies per month billed at $.039 per copy at an additional cost of $124.80. The monthly cost is changing from $224.17 for 2,500 copies per month to $228.42 for 7,000 copies per month. This is a replacement for an existing machine.

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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 WC7855PT networked copier for use in the Communications and Research Office at the James Hines Administration Center in the estimated amount of $10,964.16.”

Y. Recommended Approval of a Classroom Use Agreement with the Bay Shore

Union Free School District for Regional Summer School (Supporting Information – Agreement) Recommendation is made to approve the Classroom Use Agreement with the Bay

Shore Union Free School District, which includes classrooms, common areas, all administrative costs, as well as registration for the 2015 Regional Summer School, for a term commencing on June 28, 2015 and ending on August 28, 2015 at a cost not to exceed $60,000.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Classroom Use Agreement with the Bay Shore Union Free School District for a term commencing on June 28, 2015 and ending on August 28, 2015, at a cost not to exceed $60,000.”

Z. Recommended Approval of a Classroom Use Agreement with the Hampton Bays

Union Free School District for Regional Summer School (Supporting Information – Agreement) Recommendation is made to approve the Classroom Use Agreement with the

Hampton Bays Union Free School District, which includes classrooms, common areas, all administrative costs, as well as registration for the 2015 Regional Summer School, for a term commencing on June 28, 2015 and ending on August 28, 2015, at a cost not exceed $35,872.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Classroom Use Agreement with the Hampton Bays Union Free School District for a term commencing on June 28, 2015 and ending on August 28, 2015, at a cost not to exceed $35,872.”

AA. Recommended Approval of a Classroom Use Agreement with the Central Islip

Union Free School District for Regional Summer School (Supporting Information – Agreement) Recommendation is made to approve the Classroom Use Agreement with the

Central Islip Union Free School District, which includes classrooms, common areas, all administrative costs, as well as registration for the 2015 Regional Summer School, for a term commencing on June 28, 2015 and ending on August 28, 2015, at a cost not to exceed $65,000.”

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Educational Services, First Supervisory District of Suffolk County, hereby approves the Classroom Use Agreement with the Central Islip Union Free School District for a term commencing on June 28, 2015 and ending on August 28, 2015, at a cost not to exceed $65,000.”

BB. Recommended Approval of a Classroom Use Agreement with the Comsewogue

Union Free School District for the 2015 Summer Enrichment Program (Supporting Information – Agreement) Recommendation is made to approve the Classroom Use Agreement with the

Comsewogue Union Free School District, which includes classrooms, common areas, and all administrative costs, for the 2015 Summer Enrichment Program, for a term commencing on June 29, 2015 and ending on August 28, 2015, at a cost not to exceed $6,405.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Classroom Use Agreement with the Comsewogue Union Free School District for a term commencing on June 29, 2015 and ending on August 28, 2015, at a cost not to exceed $6,405.”

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

#Conn-09-042715-2015-2019/Konica Minolta Networked Copiers for the Connetquot Central School District

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

25 Konica Minolta networked copiers for the Connetquot Central School District. This equipment is being acquired through Technology Acquisition Services within the Regional Information Center. The estimated cost for the project is $544,338.72 for equipment and maintenance, and $54,201.54 for coordination fees, for a total of $598,540.26.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Connetquot Central School District’s Project #Conn-09-042715-2015-2019/Konica Minolta Networked Copiers for an estimated cost of $598,540.26.”

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DD. Recommended Approval of a Multi-Year Service Agreement - Project #WF-51-052015-2015-2019/Xerox Networked Copiers for the William Floyd Union Free School District


Xerox networked copiers for the William Floyd Union Free School District. This equipment is being acquired through Technology Acquisition Services within the Regional information Center. The estimated cost for the project is $802,039.68 for equipment and maintenance, and $74,765.22 for coordination fees, for a total of $876,804.90.


Educational Services, First Supervisory District of Suffolk County, hereby approves the William Floyd Union Free School District’s Project #WF-51-052015-2015-2019/Xerox Networked Copiers for an estimated cost of $876,804.90.”

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

#NAU-NHP-050715-2015-2019/Xerox Networked Copiers for the New Hyde Park- Garden City Park Union Free School District


two Xerox networked copiers for the New Hyde Park-Garden City Park Union Free School District. This equipment is being acquired through Technology Acquisition Services within the Regional Information Center. The estimated cost for the project is $7,032 for equipment and maintenance, and $840.24 for coordination fees for a total of $7,872.24.


Educational Services, First Supervisory District of Suffolk County, hereby approves the New Hyde Park-Garden City Park Union Free School District’s Project #NAU-NHP-050715-2015-2019/Xerox Networked Copiers for an estimated cost of $7,872.24.”

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

#SPR-45-052615-2015-2018/Konica Minolta Networked Copiers for the Springs Union Free School District

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

Konica Minolta networked copiers for the Springs Union Free School District. This equipment is being acquired through Technology Acquisition Services within the Regional information Center. The estimated cost for the project is $72,524.52 for equipment and maintenance, and $9,341.91 for coordination fees, for a total of $81,866.43.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the Springs Union Free School District’s Project #SPR-45-052615- 2015-2018/Konica Minolta Networked Copiers for an estimated cost of $81,866.43.”

GG. Recommended Approval of an Amendment to the Agreement with Accela, Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Accela, Inc. will allow Eastern Suffolk

BOCES to continue to offer meeting management software for an additional one-year term commencing on July 12, 2015 and ending on July 11, 2016, at a cost not to exceed $45,000, which will be offset by district participation.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Accela, Inc. for an additional one-year term commencing on July 12, 2015 and ending on July 11, 2016, at a cost not to exceed $45,000, which will be offset by district participation.”

HH. Recommended Approval of an Amendment to the Agreement with Alert Solutions (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Alert Solutions will allow Eastern Suffolk

BOCES to continue to offer Power Announcement, a school announcement alert messaging system that allows the school district to communicate with students, families, and staff via three communication channels: email, voice, and Short Message Service (SMS) text messaging, for a one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $20,000.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Alert Solutions for a one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $20,000.”

II. Recommended Approval of an Amendment to the Agreement with Blackboard

Connect, Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Blackboard Connect, Inc. will allow

Eastern Suffolk BOCES to continue to offer ConnectEd for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $175,000, which will be offset by district participation.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Blackboard Connect, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $175,000, which will be offset by district participation.”

JJ. Recommended Approval of an Amendment to the Agreement with Centris Group,

LLC (Supporting Information – Amendment to Agreement and Disclosure Form)

This amendment to the agreement with Centris Group, LLC for Managed

Services Distribution, a web-based special education student management system, will extend the agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $2,000,000. All terms of the existing agreement shall remain in full force and effect with the exception of Exhibit J, which will be deleted and replaced in its entirety, and the addition of New York State Law Section 2-d as set forth in the Managed Services Distribution Agreement.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Centris Group, LLC for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $2,000,000.”

KK. Recommended Approval of an Amendment to the Agreement with Certica

Solutions, Inc (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Certica Solutions, Inc. will enable Eastern Suffolk BOCES to continue to respond to requests and initiatives from school districts for which it explicitly provides the mandatory New York State Reporting Service and/or other educational institutions, and determines educational needs that would be most efficiently and cost effectively met on a regional, cooperative basis. This amendment will extend the agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $175,000. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Certica Solutions, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $175,000.”

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LL. Recommended Approval of an Amendment to the Agreement with Custom Computer Specialists, Inc.

(Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Custom Computer Specialists, Inc. will

enable participating school districts to continue to utilize the Infinite Campus Student Management System and renew the current contract for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $3,000,000. All terms of the existing agreement shall remain in full force and effect with the exception of all prior daily rates, which shall be deleted in their entirety and replaced with the new daily rates, and the addition of Section 7, “Confidentiality,” which shall be revised to add a new subsection 7.5.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Custom Computer Specialists, Inc. for the Infinite Campus Student Management System for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $3,000,000.”

MM. Recommended Approval of an Amendment to Agreement with ELLevation, LLC (Supporting Information – Amendment to Agreement and Disclosure Form)

This amendment to the agreement with ELLevation, LLC will enable Eastern Suffolk BOCES to continue to participate in an English language learner (ELL) support program called ELLevation. ELLevation is a web-based software platform that supports the unique needs of English as a Second Language (ESL) students and the educators that serve them. School districts enhance instruction, improve collaboration, and simplify compliance requirements, so educators can focus on helping English language learners succeed. This agreement is for a one-year term commencing on July 16, 2015 and ending on July 15, 2016, at a cost not to exceed $100,000.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with ELLevation, LLC for an additional one-year term commencing on July 16, 2015 and ending on July 15, 2016, at a cost not to exceed $100,000.”

NN. Recommended Approval of an Amendment to the Agreement with Follett School

Solutions, Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Follett School Solutions, Inc. will continue

to provide service to participating school districts in the Eastern Suffolk BOCES School Library System. The Follett Destiny Service will automate each participating school district’s inventory and provide a check-in/check-out process as well as barcode labels, scanners, and additional enriched services to run their libraries in an efficient manner for a one-year term commencing on

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August 28, 2015 and ending on August 27, 2016, at a cost not to exceed $300,000.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Follett School Solutions, Inc. for a one-year term commencing on August 28, 2015 and ending on August 27, 2016, at a cost not to exceed $300,000.”

OO. Recommended Approval of an Amendment to the Agreement with GEOS Safety

Solutions (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with GEOS Safety Solutions will allow Eastern

Suffolk BOCES to continue to offer School Safety Response, which is a link between school personnel and emergency responders, for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $250,000, which will be offset by district participation.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with GEOS Safety Solutions for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $250,000, which will be offset by district participation.”

PP. Recommended Approval of an Amendment to the Agreement with Infinite

Campus, Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Infinite Campus, Inc. will enable

participating school districts to continue to utilize the Infinite Campus Student Management System for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $2,000,000. All terms of the existing agreement shall remain in full force and effect, including pricing, with the exception of the addition of Section 7 and Exhibit F, “Confidentiality and Non-Solicitation.”

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Infinite Campus, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $2,000,000.”

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QQ. Recommended Approval of an Agreement with n2y (Supporting Information – Agreement and Disclosure Form) This license agreement with n2y will allow Eastern Suffolk BOCES to offer a web-

based software that provides a curriculum component, an assessment component, and a transition component for students with disabilities, for a one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $1,000,000. This software is designed for the New York State Alternate Assessment population, who are working towards a Skills and Achievement Credential.


Educational Services, First Supervisory District of Suffolk County, hereby approves the agreement with n2y for a one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $1,000,000.”

RR. Recommended Approval of an Amendment to the Agreement with NCS Pearson,

Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with NCS Pearson, Inc. will extend the

agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016. All terms of the existing agreement shall remain in full force and effect with the exceptions of Exhibit C, which will be deleted and replaced in its entirety, and Section 10, “Confidentiality,” which shall be amended to add the requirements of New York State Education Law 2-d.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with NCS Pearson, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016. All terms of the existing agreement shall remain in full force and effect with the exception of Exhibit C, which will be deleted and replaced in its entirety, and Section 10, “Confidentiality,” which will be amended to add the requirements of New York State Education Law 2-d.”

SS. Recommended Approval of an Amendment to the Agreement with TALX

Corporation (Supporting Information – Amendment to Agreement and Disclosure Form) This is an amendment to the agreement with TALX Corporation. TALX

Corporation represents Eastern Suffolk BOCES at unemployment hearings and will controvert claims as requested. The amendment will extend the agreement for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016 at a cost not to exceed $2,800.78.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with TALX Corporation for a one-year term commencing on July 1, 2015 and ending on June 30, 2016 at a cost not to exceed $2,800.78.”

TT. Recommended Approval of an Amendment to the Agreement with X2

Development Corporation (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with X2 Development Corporation for the web-

based Aspen Student Management System will extend the contract for a term commencing on July 1, 2015 and ending on October 31, 2015, at a cost not to exceed $1,000,000. All terms of the existing agreement shall remain in full force with the exception of Schedule B pricing, which will be replaced in its entirety; Section 9 entitled “Termination/Cancellation,” which shall be revised; and Section 6 entitled “Confidentiality,” and the associated Schedule E, which shall be revised.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with X2 Development Corporation for a term commencing on July 1, 2015 and ending on October 31, 2015, at a cost not to exceed $1,000,000.”

UU. Recommended Approval of an Amendment to the Lease Agreement with the

Longwood Central School District (Supporting Information – Amendment to Agreement) It is recommended by the Manager of Administrative Services that the Board

approve the amendment to the lease agreement with the Longwood Central School District to reflect the removal of six classrooms from the lease, at the request of the Longwood Central School District, and to continue to rent two classrooms for the remainder of the lease, commencing July 1, 2015 and ending on June 30, 2022, in accordance with the lease provisions. The original lease, effective July 1, 2012, was for the use of eight classrooms for a 10-year period commencing on July 1, 2012 and ending on June 30, 2022. The amendment reduces the number of classrooms from eight to two for the 2015-2016 school year and the remainder of the lease term, at the request of the Longwood Central School District. Annual rent increases per classroom will be the current year rent (i.e. $9,109.55 in 2014-15) plus the May CPI or 2%, whichever is less, per the original lease agreement.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the lease agreement with the Longwood Central School District to reflect the removal of six classrooms from the lease, at the request of the Longwood Central School District, and to continue to rent two classrooms for the remainder of the lease, commencing on July 1, 2015 and ending on June 30, 2022, in accordance with the lease provisions. Annual rent

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increases per classroom will be the current year rent (i.e. $9,109.55 in 2014-15), plus the May CPI or 2%, whichever is less, per the original lease agreement. This lease agreement was developed by a committee of supervisory district and ESBOCES representatives, fulfills the New York State Education Department Special Education Space Requirement Plan, and is in the best financial interest of the supervisory district.”

VV. Recommended Approval of a Classroom Use Agreement with the Patchogue-

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

approve this Classroom Use Agreement with the Patchogue-Medford Union Free School District for the use of approximately 10 classrooms for Special Education Summer School instruction at an estimated cost of $6,853.25, which will cover expenses related to the use of the classrooms, common areas of the building, custodial costs, telephones, the use of photocopying machines and other instructional machines, and other required materials. The fee may be adjusted if the number of classrooms changes. The term of this agreement commences on July 6, 2015 and ends on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Classroom Use Agreement with the Patchogue-Medford Union Free School District for the use of approximately 10 classrooms for Special Education Summer School instruction for a term commencing on July 6, 2015 and ending on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program, at an estimated cost of $6,853.25.”

WW. Recommended Approval of a Classroom Use Agreement with the Shoreham-

Wading River Central School District (Supporting Information – Agreement) It is recommended by the Manager of Administrative Services that the Board

approve this Classroom Use Agreement with the Shoreham-Wading River Central School District for the use of approximately five classrooms for Special Education Summer School full-day instruction at an estimated cost of $6,853.25, which will cover expenses related to the use of the classrooms, common areas of the building, custodial costs, telephones, the use of photocopying machines and other instructional machines, and other required materials. The fee may be adjusted if the number of classrooms changes. The term of this agreement commences on July 6, 2015 and ends on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the Classroom Use Agreement with the Shoreham-Wading River Central School District for the use of approximately five classrooms for Special Education Summer School full-day instruction for a term commencing on July 6, 2015 and ending on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program, at an estimated cost of $6,853.25.”

XX. Recommended Approval of a Classroom Use Agreement with the Shoreham-

Wading River Central School District (Supporting Information – Agreement) It is recommended by the Manager of Administrative Services that the Board

approve this Classroom Use Agreement with the Shoreham-Wading River Central School District for the use of approximately 12 classrooms for Special Education Summer School half-day instruction at an estimated cost of $8,223.90, which will cover expenses related to the use of the classrooms, common areas of the building, custodial costs, telephones, the use of photocopying machines and other instructional machines, and other required materials. The fee may be adjusted if the number of classrooms changes. The term of this agreement commences on July 6, 2015 and ends on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Classroom Use Agreement with the Shoreham-Wading River Central School District for the use of approximately 12 classrooms for Special Education Summer School half-day instruction for a term commencing on July 6, 2015 and ending on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program, at an estimated cost of $8,223.90.”

YY. Recommended Approval of a Classroom Use Agreement with the Bay Shore

Union Free School District (Supporting Information – Agreement) It is recommended by the Manager of Administrative Services that the Board

approve this Classroom Use Agreement between Eastern Suffolk BOCES and the Bay Shore Union Free School District for the use of approximately eight classrooms for Special Education Summer School half-day instruction at an estimated cost of $5,482.60, which will cover expenses related to the use of the classrooms, common areas of the building, custodial costs, telephone, the use of photocopying machines and other instructional machines, and other required materials. The fee may be adjusted if the number of classrooms changes. The term of this agreement commences on July 6, 2015 and ends on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program.


Educational Services, First Supervisory District of Suffolk County, hereby 42

approves the Classroom Use Agreement with the Bay Shore Union Free School District for the use of approximately eight classrooms for Special Education Summer School half-day instruction for a term commencing on July 6, 2015 and ending on August 14, 2015, plus one additional day for a Parent-Student Orientation Program, at an estimated cost of $5,482.60.”

ZZ. Recommended Approval of a Classroom Use Agreement with the Bay Shore

Union Free School District (Supporting Information – Agreement) It is recommended by the Manager of Administrative Services that the Board

approve this Classroom Use Agreement with the Bay Shore Union Free School District for the use of approximately three classrooms for Special Education Summer School full-day instruction at an estimated cost of $4,111.95, which will cover expenses related to the use of the classrooms, common areas of the building, custodial costs, telephone, the use of photocopying machines and other instructional machines, and other required materials. The fee may be adjusted if the number of classrooms changes. The term of this agreement commences on July 6, 2015 and ends on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Classroom Use Agreement with the Bay Shore Union Free School District for the use of approximately three classrooms for Special Education Summer School full-day instruction for a term commencing on July 6, 2015 and ending on August 14, 2015, plus one additional day in July for a Parent-Student Orientation Program, at an estimated cost of $4,111.95.”

AAA. Recommended Approval of a Leasehold Space Agreement with the Shoreham-

Wading River Central School District (Supporting Information – Leasehold Space Agreement) It is recommended by the Manager of Administrative Services that the Board

approve this Leasehold Space Agreement with the Shoreham-Wading River Central School District for the use of one classroom and one office at the Shoreham-Wading River High School for a three-year term commencing on September 1, 2015 and ending on June 30, 2018. The total annual rent for the 2015-16 school year shall be $10,072. The rent will increase by the property tax cap allowable growth factor (i.e. the lesser of 2% or the CPI-U) in each subsequent year of the lease (2016-17 and 2017-18). This Leasehold Space Agreement was developed by a committee of supervisory district and ESBOCES representatives, fulfills the New York State Education Department Special Education Space Requirement Plan, and is in the best financial interest of the supervisory district.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Leasehold Space Agreement with the Shoreham-Wading River

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Central School District for the use of one classroom and one office at the Shoreham-Wading River High School for a three-year term commencing on September 1, 2015 and ending on June 30, 2018, for a total annual rent of $10,072 for the 2015-2016 school year. The rent will increase by the property tax cap allowable growth factor (i.e. the lesser of 2% or the CPI-U) in each subsequent year of the lease (2016-17 and 2017-18). This Leasehold Space Agreement was developed by a committee of supervisory district and ESBOCES representatives, fulfills the New York State Education Department Special Education Space Requirement Plan, and is in the best financial interest of the supervisory district.”

BBB. Recommended Approval of a Lease Agreement with the Hauppauge Union Free

School District (Supporting Information – Agreement) It is recommended by the Manager of Administrative Services that the Board

approve this lease agreement with the Hauppauge Union Free School District for the use of one classroom and a dispensary for a Career and Technical Education Program at Hauppauge High School for a one-year term commencing on September 1, 2015 and ending on June 30, 2016, for a total annual rent of $11,959.36.


Educational Services, First Supervisory District of Suffolk County, hereby approves the lease agreement with the Hauppauge Union Free School District for a one-year term commencing on September 1, 2015 and ending on June 30, 2016, for a total annual rent of $11,959.36. This lease agreement is in the best financial interest of the supervisory district, as the rental rate is the same rate the agency pays for a similar classroom space in the region.”

CCC. Recommended Approval of a Letter of Agreement with The Leahy Company, Inc. (Supporting Information – Letter of Agreement) Management Services is recommending that The Leahy Company, Inc. conduct a

complete review of Eastern Suffolk BOCES Workers’ Compensation insurance premium calculations to identify and correct any errors, thereby generating refunds, reduced premiums, or credits from the agency’s carriers. The fee for this service is 45% of the actual refunds, reduced premiums, or credits that the agency receives.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Letter of Agreement with The Leahy Company, Inc.”

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DDD. Recommended Approval of an Engagement Letter from Cullen & Danowski, LLP (Supporting Information – Engagement Letter) Management Services is recommending that Cullen & Danowski, LLP perform a risk assessment of BOCES business operations for the year ending June 30, 2016. The risk assessment will include the identification of BOCES audit areas together with its policies and procedures, the internal controls currently in effect, as well as those that might otherwise be required or recommended. The fee for the risk assessment and the report is $14,000. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the engagement letter from Cullen and Danowski, LLP.”

EEE. Recommended Approval of an Amendment to the Agreement with Dude Solutions, Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Dude Solutions, Inc. will allow Eastern Suffolk BOCES to continue to offer SchoolDude, an Internet-based facilities management system designed to help educational institutions increase efficiency and improve services for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $250,000. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Dude Solutions, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $250,000.”

FFF. Recommended Approval of an Amendment to the Agreement with Proximity Learning, Inc.

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

Suffolk BOCES to continue to provide eLearning Solutions for the instruction of foreign languages for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $50,000.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Proximity Learning, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $50,000.”

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GGG. Recommended Approval of an Amendment to the Agreement with Right Reason Technologies, LLC

(Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Right Reason Technologies, LLC will

allow Eastern Suffolk BOCES to continue to offer RightPath APPR/SLO, RightPath Teacher Success, RightPath Student Success, and CyberExtension, as well as services offered under the original agreement, for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $750,000. The amendment will replace Schedules A and B as well.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Right Reason Technologies, LLC for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $750,000.”

HHH. Recommended Approval of an Amendment to the Agreement with Discovery

Education, Inc. (Supporting Information – Amendment to Agreement and Disclosure Form) This amendment to the agreement with Discovery Education, Inc. will renew the

School Library System’s DML Service for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $400,000 for individual school district purchases, with 2015-2016 pricing plus the additional Privacy Policy attachment.


Educational Services, First Supervisory District of Suffolk County, hereby approves the amendment to the agreement with Discovery Education, Inc. for an additional one-year term commencing on July 1, 2015 and ending on June 30, 2016, at a cost not to exceed $400,000.”

III. Recommended Approval of Salaries for Non-Represented Employees

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the salaries for non-represented employees and authorizes the Board President to execute updated terms and conditions of employment as needed.”

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JJJ. Recommended Ratification of the Memorandum of Understanding Between Eastern Suffolk BOCES and the Civil Service Employees Association, Local 1000 AFSCME, AFL-CIO, and to Authorize the Chief Operating Officer to Execute the Resulting Collective Bargaining Agreement (Supporting Information – Under Separate Cover) RECOMMENDED MOTION: “WHEREAS, the negotiating representatives for the Board of Cooperative Educational Services, First Supervisory District of Suffolk County (hereinafter referred to as “ESBOCES”), reached agreement on the terms of a Memorandum of Understanding (“MOU”) with the Civil Service Employees Association, Local 1000 AFSCME, AFL-CIO (hereinafter referred to as “CSEA 8768-01 Unit”), setting forth the terms of a collective bargaining agreement between the parties for the period from July 1, 2013 through June 30, 2020 that is subject to Board approval; and WHEREAS, that Memorandum of Understanding provides that it is subject to ratification by members of the bargaining unit and the Board; and WHEREAS, the Board has been advised that members of the bargaining unit have ratified the Memorandum of Understanding; THEREFORE, BE IT RESOLVED, that the Memorandum of Understanding with the CSEA 8768-01 Unit, setting forth the terms of a collective bargaining agreement between the parties for the period from July 1, 2013 through June 30, 2020 and signed by the Chief Operating Officer for ESBOCES on June 18, 2015, is hereby ratified; and BE IT FURTHER RESOLVED, that the Chief Operating Officer is hereby authorized to execute the resulting collective bargaining agreement between ESBOCES and the CSEA 8768-01 Unit on behalf of ESBOCES.”

KKK. Recommended Approval of the List of Eastern Suffolk BOCES School Library

System Council Members for the 2015-2016 School Year (Supporting Information – List of Eastern Suffolk BOCES School Library System

Council Members)

Recommendation is made to approve the list of Eastern Suffolk BOCES School Library System Council Members for the 2015-2016 school year. The Council advises the School Library System of policies and procedures. The Council’s term is for three years and the Council meets four times a year, as specified in the Commissioner's Regulations. RECOMMENDED MOTION: "BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the list of Eastern Suffolk BOCES School Library System Council Members for the 2015-2016 school year.”

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LLL. Board Policy – First Reading (Supporting Information – Policies)

Policy Number Policy Title

1410 Formulation, Adoption, and Dissemination of Policy 5113 Telecommuting

IX. Additional Items – Separate Vote X. Presentations and Reports to the Board – Education and Information Support

Services XI. Board Commentary XII. Adjournment

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Documents

EASTERN SUFFOLK BOCES REGULAR MEETING, HARRY B. WARD ... › cms › lib07 › NY01914091 › Centricity › Do… · Educational Services, First Supervisory District of Suffolk County,