HomeMy WebLinkAboutAgenda - 09-28-2017 - Attachment A - Chapel Hill Carrboro City Schools 1 A EL
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Date: September 20, 2017
To: Paul Laughton, Deputy Director, Orange County Finance and Administrative Services
From: Todd LoFrese, Assistant Superintendent for Support Services
Re: Joint Boards Meeting Materials
On the September 28, 2017 Joint Boards agenda meeting there are items related to class size
reduction legislation, living wage costs associated with contracted services, school bond project
updates, school resource officers, and mental health collaboration. Attached please find
information and documents related to these topics as described below.
Projected Impact of State Mandated Class Size Reductions
A capacity analysis shared last year has been updated with current numbers and in accordance
with the passage of House Bill 13. The Chapel Hill-Carrboro City Schools received a waiver from
class size requirements until 2020 due to Project ADVANCE being part of a state teacher
compensation pilot study. Unless the state makes revisions to the current law in 2018-19 the
district's level of service will exceed the threshold for when a new elementary school is needed.
The Lincoln Center project completion will create an additional 189 elementary school seats
and will provide a buffer should class size levels remain unchanged at the conclusion of the
pilot. See page 3
Cost Impact of Paying Living Wage for Service Contracts or Internalizing Positions
The Board of Education began paying a living wage in 2015-16 and formally adopted a living
wage policy in January 2017. All district employees are paid at or above the living wage rate.
The district requested an additional $700,000 expansion during the 2017-18 budget process to
pay a living wage for employees of contractors that have displaced or may displace district staff.
This was also a goal of our living wage policy. The district has two service contracts that fall into
this category, custodial evening cleaning services and our child nutrition program. In June
2017, bids were opened for custodial cleaning services that included an option to pay a living
wage. As highlighted in the attached materials, the additional cost for paying a living wage was
approximately$300,000. We also conducted an analysis on the cost to internalize the
positions. That analysis required an even more sizable increase of over$1.6 million. Ultimately
it was decided that we could not proceed with either a living wage or internalizing positions as
the additional local funding received for 2017-18 was only sufficient to cover our continuation
expenses, not expansion requests. See pages 4-21
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Status of School Bond Projects and Update on the Lincoln Center Groundbreaking
Project schedules for the Lincoln Center and Chapel Hill High School projects are included in the
packet. Bids are scheduled to be opened on September 28 and a public ground breaking
ceremony will be scheduled once contracts and schedules are finalized. See page 22
Review of the Use and Purpose of School Resource Officers
During the budget process a question was raised by a commissioner on whether the separate
School Resource Officer (SRO) and Nurse funding be included in the ADM funding to allow
districts more flexibility to pay for other identified needs instead of using the money for SROs.
Ultimately the commissioners approved keeping the funding structure the same, but
committed to an additional discussion at the joint boards meeting.
District administration is in strong support of our SRO program and supports the current
funding structure. We have discussed our program at Board meetings in May and September
2017, shared a variety of resources including our professional development efforts, school
incident data, and information about our first SRO program summit. Board packets from
both meetings are included with this memorandum. See pages 23-106
Mental Health Collaboration between the Schools and the County
The district has been engaged in a review of our mental health services. Our focus has been to
develop and implement strategies to promote awareness, ensure we are identifying students
early, being clear about what individual supports are needed, and to removing barriers for
mental health services and treatments. The district recently developed a request for proposals
(RFP) for co-located mental health services to provide onsite support to our students. Service
providers have been selected and the district is moving forward with agreements. The RFP and
draft agreement are included, along with an overview of co-located mental health services.
See pages 107-136
Staff will be present at the Joint Boards meeting on September 28, 2017 to answer questions as
needed.
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CHAPEL HILL-CARRBORO CITY SCHOOLS
SCHOOL CLASSROOMS and CAPACITY CALCULATIONS
2016-17 CAPACITY ROOMS
Classrooms State
K-2 3 4-8 Self Contained Capacity
Elementary Schools @ 21 21 26 10 Calculation
Carrboro Elementary 11 4 8 1 533
Ephesus Elementary 9 3 6 4 448
Estes Hills Elementary 8 3 11 1 527
FP Graham Elementary 12 4 7 2 538
Glenwood Elementary 8 3 7 1 423
McDougle Elementary 12 4 8 2 564
Morris Grove Elementary 13 4 8 2 585
Northside Elementary 13 4 8 2 585
Rashkis Elementary 13 4 8 2 585
Scroggs Elementary 12 5 8 1 575
Seawell Elementary 12 4 5 0 466
ELEMENTARY SCHOOL TOTALS 123 42 84 18 5,829
Total Classroom Count 249
2017-18 CAPACITY ROOMS
Note:CHCCS has a waiver until 2020 Classrooms State
K-2 3 4-8 Self Contained Capacity
Elementary Schools @ 20 20 26 10 Calculation
Carrboro Elementary 11 4 8 1 518
Ephesus Elementary 9 3 6 4 436
Estes Hills Elementary 8 3 11 1 516
FP Graham Elementary 12 4 7 2 522
Glenwood Elementary 8 3 7 1 412
McDougle Elementary 12 4 8 2 548
Morris Grove Elementary 13 4 8 2 568
Northside Elementary 13 4 8 2 568
Rashkis Elementary 13 4 8 2 568
Scroggs Elementary 12 5 8 1 558
Seawell Elementary 12 4 5 0 450
ELEMENTARY SCHOOL TOTALS 123 42 84 18 5,664
Total Classroom Count 249
2018-19 and beyond CAPACITY ROOMS
Note:CHCCS has a waiver until 2020 Classrooms State
K-2 3 4-8 Self Contained Capacity
Elementary Schools @ 17 17 26 10 Calculation
Carrboro Elementary 11 4 8 1 473
Ephesus Elementary 9 3 6 4 400
Estes Hills Elementary 8 3 11 1 483
FP Graham Elementary 12 4 7 2 474
Glenwood Elementary 8 3 7 1 379
McDougle Elementary 12 4 8 2 500
Morris Grove Elementary 13 4 8 2 517
Northside Elementary 13 4 8 2 517
Rashkis Elementary 13 4 8 2 517
Scroggs Elementary 12 5 8 1 507
Seawell Elementary 12 4 5 0 402
ELEMENTARY SCHOOL TOTALS 123 42 84 18 5,169
Total Classroom Count 249
2016-17 Elementary Enrollment 5,557
2016-17 Level of Service 0.95
2017-18 Elementary Enrollment 5,520
2017-18 Level of Service 0.97
2018-19 Estimated Level of Service 1.07 (SAPFO Threshold 1.05)
Current K-3 Student Enrollment 3,553
2018-19 Classroom Teacher Count 178
2018-19 Teachers Needed 222
Net Increase 44
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APEL I ILL- Board of Education
's 11 Os Agenda Abstract
111 Meeting Date: 06/05/17
� f�°�� (, 1 _. F Y ` �'. I L Agenda Type: Discussion & Action
Agenda Item #: 6g
Subject: Approval of Contracts for Evening Custodial Cleaning Services.
Division: Support Services Division, Department: Support Services
Todd LoFrese
Person William J. Mullin, Executive Director Feedback
Responsible: of School Facilities Requested
From:
Agenda Item....Prior Submission Dates Public Hearing Required: No
Work Session No Date
Discussion and Action No Date
Attachment(s):
1) Attachment A - RFP Terms and Conditions
2) Attachment B —RFP Cleaning Specifications
3) Attachment C—Current District Expenses
4) Attachment D—Bid Tabulation
5) Attachment E—Recommendation
PURPOSE:
Provide results and recommend awards from the Evening Cleaning Custodial Services RFP.
BACKGROUND:
The school district school began using contract services for evening cleaning in 1999. Over
the years, schools and facilities have been added to the contracted list to where today all
district schools and facilities are under contract services.
These services were last bid in 2015, however, since all schools are now under contract
cleaning, it was decided to re-bid the service again this year. This is the first time that all
district schools and facilities were included in the Evening Cleaning Custodial Services RFP-
Attachments A and B.
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Currently, there are 2 contract companies performing evening cleaning at the schools.
Executive Building Maintenance cleans 9 schools plus Lincoln Center facilities and Kayros
Building Solutions cleans 8 schools and the Pre K Center. The total cost for these 2 contracts
is $1,393,740. Each contract also carries an allowance of$8,100 for substitute day porters
that are requested throughout the year. In then event a day porter is absent for a period of
time, the service contractor is asked to provide a temporary employee. Attachment C details
the specifics of each contract.
In April the RFP was advertised and on May 2, nine companies submitted proposals.
Companies were asked to submit a base cost to perform evening cleaning at each school and
an alternate cost to comply with the district's Living Wage Policy 6424/7601. This policy
establishes an hourly minimum wage for full time district employees and stipulates that bids
for contract services include proposals or alternates to provide the living wage to their full
time employees who work on district property. The current living wage as determined by
Orange County is $13.15 per hour. The submitted bids indicate an increase for the alternate
in the range of 20% - 38%representing a cost increase of$300,000 to $700,000. The Bid
Tabulation - Attachment D lists each company's base bid and alternate cost.
Past experiences in bidding custodial services has demonstrated that low bids are not
necessarily the best choice. Previously, successful low bid contractors have been terminated
for non-performance, they have exercised their contract cancellation option after a few
months, and others have been placed on improvement plans in order to correct poor
performance.
Facilities Management is recommending continuing the use of 2 companies to perform the
work. Utilizing multiple companies provides competition between the firms and affords
flexibility to the district in the event of dissatisfaction in performance. The recommendation
is to award contracts to Executive Building Maintenance and GCA Services Group. The
total base bid for the 2 companies is $1,604,687 and the total living wage alternate is
$1,998,772. In each case an additional $16,500 would be added for the possible need of day
porters.
Executive Building Maintenance (EBM)has been preforming cleaning services for district
since 2009. They have performed well and demonstrated responsiveness to resolving
problems, dealing with changing building conditions and meeting district needs. EBM is a
NC certified minority business and offer a health insurance plan to employees. EBM
provides solid supervision and a hands-on approach by the company president. 70% of their
staff work 6 or more hours a day and qualify as full time.
GCA Services is a national company with extensive experience working with school districts
and private companies. They are currently the contractor for Orange County Schools and are
highly recommended. They offer an employee benefits package that includes health
insurance and retirement 401K plans. GCA provides excellent training programs for their
staff and has a major presence locally and in North Carolina.
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The recommendation is to notify EMB and GCA of their selection and let them prepare for
the summer work. Since the district's 2017-18 operating budget has not been finalized, the
Board is asked to accept the base bids at this time. After the district's 2017-18 operating
budget has been approved, a determination can be made regarding the living wage alternate.
Finally, in order to provide additional comparative information, Attachment D also includes a
cost to provide evening cleaning with district employees. The district staff estimate was
developed using the DPI custodial staffing formula that takes into consideration building size
and the number of professional staff and student enrollment. This district staff cost is based
on employing only full time staff at all schools.
FINANCIAL IMPACT: As outlined above.
PERSONNEL IMPACT: None
RECOMMENDATION: Approve the recommendation.
RESOLUTION: Be it, therefore, resolved that the Board of Education approves
awarding custodial evening cleaning contracts to Executive
Building Maintenance and GCA Services Group and will
determine the financial aspects of the contracts when the district's
2017-18 operating budget has been finalized.
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CHAPEL HILL-CARRBORO CITY SCHOOLS
REQUEST FOR PROPOSAL
CLEANING SERVICES
and
BID PACKAGE
BID DUE DATE: MAY 2, 2017 at 2:00PM
Chapel Hill—Carrboro City Schools
Bill Mullin, Executive Director of School Facilities
750 South Merritt Mill Road
Chapel Hill, NC 27516
bmullin @chccs.k12.nc.us
(919) 967-8211 ext. 28222
Fax (919) 969-2474
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TIMELINE
The Board of Education of the Chapel Hill-Carrboro City Schools is soliciting proposals
for custodial cleaning services to be performed in all district schools and facilities. The
RFP process is outlined below.
RFP Timeline
April 8-9,2017 Advertisement in publications. RFP emailed to firms requesting information.
April 12-13,2017 CSMC (custodial services management company) representatives may survey
schools. District will schedule tours of facilities to all requesting contractors.
Number of contractors will dictate length and number of schools visited. Visitation
dependent upon district schedule. Call Facilities Management at 967-8211 ext.
28221 to schedule an appointment or email request to Bill Mullin at
bmullin @chccs.k12.nc.us.
May 2,2017 CSMCs submit proposals. Sealed proposals must be received by 2:00 PM on April
2:00 PM 4,2017. Please submit TWO hard copies or ONE electronic copy.
Proposals should be sent to:
Chapel Hill-Carrboro City Schools
Bill Mullin,Executive Director of School Facilities
750 South Merritt Mill Road
Chapel Hill,North Carolina 27516
May 4—May 19,2017 Evaluation and analyses of proposals based on RFP criteria. CSMC candidates may
be invited to give formal presentation. District Administration conducts follow-up
discussions with selected CSMC. Contract reviews by District's attorney. Facilities
Management prepares proposal for Board of Education review.
June 1,2017 Board of Education reviews recommendation for CSMC. Representatives from
recommended CSMC should plan to attend.
July 1,2017 Contract begins.
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TERMS and CONDITIONS
The School District is inviting bids from Custodial Service Management Companies
(CSMC) to provide cleaning services for district facilities. The RFP solicits separate bids
for the district's 19 schools and 3 administrative offices. The School District reserves the
option of selecting one or multiple CSMC companies to perform the work included in the
RFP.
Selection criteria for the CSMC firm(s)will place heavy reliance on customer references,
proven ability to provide quality services in the geographical area of Chapel Hill and
Carrboro, and cost effectiveness. Prior to finalization, the successful CSMC(s)will
make their project manager/supervisors available for interview by the School District's
Facilities Management team and individual school administrative leaders.
The Cleaning Specifications include annual and semi-annual work. This work will be
coordinated with the school administration and be performed during summer recess and
winter break.
The School District requests that CSMC firms provide main bids and/or alternate bids
that includes a living wage for employees as discussed in Board policy 6424/7601 and as
discussed in more detail in numbered paragraph 19, below.
Terms and Conditions Included in the RFP:
1. The contract term will begin July 1, 2017 and run through June 30, 2018. Two
additional 1 year extensions are part of the contract. These extensions are as
follows:
i. et extension—July 1, 2018 through June 30, 2019
ii. 2nd extension—July 1, 2019 through June 30, 2020
2. Either party may terminate the contract for any reason with 90 days written
notice.
3. Once the RFP is advertised, all potential CSMC vendors should contact Mr. Bill
Mullin, Executive Director of School Facilities, for answers to questions
4. CSMC's should not directly contact any district employees without prior approval
by Facilities Management.
5. CSMCs are not to visit schools without prior permission from the Facilities
Management Office.
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6. CSMC contract working hours are from 5:00 pm until 11:00 pm on weekdays.
Any weekend work or deviation from these working hours must receive prior
approved by the Facilities Management Office. CSMC will provide the district
with a timed schedule of when cleaning services will be provided so lighting and
air systems can be scheduled.
7. For the purpose of the bids, it can be assumed that 90% of the floor area is hard
surface and 10%is carpet.
8. CSMC must provide all equipment required to perform cleaning specifications
and provide a list of said equipment. The contract MUST include providing walk
behind autoscrubbers at each location that will be used for the daily autoscrub of
hard surface floors.
9. The district will require detailed information regarding the number and identity of
CSMC staff and proposed hours of operation. Employee background checks are
required for all CSMC staff in compliance with the State of North Carolina's
Lunsford Act.
10. The CSMC will use only Green Seal Certified products, with the exception of
disinfectants. Disinfectants must be non-chlorine bleach. The CSMC will
provide a list of all products to the district. Environmentally responsible cleaning
supplies and processes are preferable.
11. CSMC will be responsible for securing the site at the end of each shift.
Responsibilities are to include, but not limited to the closing and locking of all
interior and exterior doors, turn-off lights, and close windows.
12. All problems and/or damage to the facility are to be promptly reported directly to
the principal or the principal's designee.
13. CSMC is required to maintain an onsite MSDS binder for all chemicals used in
the cleaning process. CSMC will provide the district central office with all
MSDS at the commencement of the contract.
14. Cleaning services are required for twelve months. Special project work is to be
performed during summer months when the building is being prepared for the
ensuing school year or during winter break in December. Summer school
programs, community use of facilities, and/or capital improvements, may impact
special project work; therefore, special project activities must be coordinated with
Facilities Management.
15. CSMC will provide labor to move and re-install furniture when floors are being
refinished.
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16. CSMC will move all cardboard and other recyclables from office areas and
deposit them into the designated recyclable dumpsters.
17. CSMC will be required to provide insurance as follows: (a) Workers'
Compensation specific to the applicable statutory requirements for the work to be
performed; (b) Employer's Liability Insurance of not less than $1,000,000 each
accident/employee/disease; (c) Commercial General Liability Insurance having an
available limit of at least $1,000,000 per occurrence/ $2,000,000 in the aggregate
for contractual liability,personal injury, bodily injury to or death of persons,
and/or loss of use or damage to property; (d) Commercial/Business Automobile
Liability Insurance (including owned, non-owned or hired autos)having an
available limit of at least $1,000,000 each accident for bodily injury, death,
property damage, with any fellow employee exclusion removed, and contractual
liability; and (e)Umbrella/Excess Liability Insurance with available limits of at
least $1,000,000 per occurrence and follow form of the underlying Employer's
Commercial General and Auto Liability insurance, and provide at least the same
scope of coverages thereunder.
18. CSMC will regularly provide to CHCCS a list of all contract personnel working
in each location.
19. The School District supports payment of a living wage to custodial contract
workers who are permanent employees of the CSMC and who work 30 or more
hours per week on average. Each CSMC is requested to submit a main bid and/or
an alternate bid to pay such workers at least the living wage set by the Orange
County Living Wage Certification Team. The 2017 living wage is $13.15 per
hour for employees who do not receive health insurance and $11.65 per hour for
employees who receive health insurance. The projected 2018 living wage is
$13.75 per hour for employees who do not receive health insurance and $12.25
for employees who receive health insurance. The Orange County Living Wage
Certification Team reports that the 2018 figure is subject to "slight" change
20. Regularly scheduled meetings will be established with the contractors and
designated School District staff. Site inspections will be performed and
information will be exchanged regarding any issues that require attention.
21. The contractor will provide nightly supervision ensuring that all sites are properly
cleaned, work crews are present and performing their duties, and facilities are
locked when work is complete.
22. The selection of the contractor's supervisor will be finalized after school district
staff have been informed and have interviewed the candidate.
23. All kitchen and food preparation areas are excluded from the contract.
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24. Inclement Weather. CSMC staff is expected to work on days when schools are
closed due to inclement weather. CSMC staff will assist in preparing sidewalks
and building entrances by spreading ice melt (provided by school district). If
CSMC staff are unable to work on a day schools are closed, CSMC staff will
make up the day's work when the school day has been rescheduled.
25. Sub-contracting of any portion of the work is not permitted unless Facilities
Management issues prior authorization.
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CHAPEL HILL-CARRBORO CITY SCHOOLS
Custodial Services
Proposal Submission
1. Sealed proposals are to be submitted to:
US Mail Delivery Address Hand Delivery or Package Delivery
Service, such as FedEx or Ups
William J. Mullin William J. Mullin
Chapel Hill-Carrboro City Schools Chapel Hill-Carrboro City Schools
750 S. Merritt Mill Road 750 S. Merritt Mill Road
Chapel Hill, NC 27516 Chapel Hill, NC 27516
Phone number for directions: (919) 967-8211 ext. 28222
Proposals will be accepted up to 2:00 PM on May 2, 2015 at the Chapel Hill -
Carrboro City Schools, 750 S. Merritt Mill Road., Chapel Hill, NC 27516.
Proposals will not be accepted after this time. Two copies of the proposal are to
be delivered in a sealed envelope/package marked Custodial Services Proposal.
Unsealed fax copies are unacceptable. Each proposal must include all required
responses and documents at the time of public proposal opening.
Electronic proposals may be sent to bmullin@chccs.k12.nc.us
2. The CHCCS reserves the right to reject any or all proposals if deemed to be in the
best interest of the school district. The CHCCS reserves the right to reissue the
RFP.
3. To be considered, each offeror must submit a complete response to this
solicitation using the required bid form provided. All proposals must convey all
of information requested in order to be considered responsive. Any time prior to
the proposal opening, the CSMC may withdraw a submitted proposal by
submitting a request in writing. Two copies of the proposal or an electronic copy
should be submitted on or before the date and time specified. Unsealed Fax
copies are unacceptable. Proposals that do not adhere to the required format as
specified in this RFP will be considered unresponsive and will be disqualified
from further consideration. The following must be included.
(a) financial statement indicating annual value of work performed
(b) company information and years of experience
(c) comparable service contracts
(d)professional references
(e)local clients and reference information
(f)proof of proper insurance coverage
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4. The award will be made to the qualified and responsible offeror(s)whose
proposal is responsive to this solicitation. A responsible offeror is a CSMC
whose financial, technical and other resources indicate an ability to perform the
services required by this solicitation and whose responses best meet the criteria
contained throughout the RFP. The award may be made to other than the lowest
monetary proposal. Facilities Management staff will review and evaluate all
proposals and make final recommendations to the Board of Education.
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CHAPEL HILL-CARRBORO CITY SCHOOLS
Cleaning Specifications 2017
I Entrances
a. Doors &Adjacent Glass Spot Wash Daily
Complete Wash Weekly
b. Floors (carpeted) Vacuum Daily
c. Floors (hard surfaced) Autoscrub Daily
Buff Weekly
Scrub/Refinish Winter Vacation
Strip & Refinish Summer-Annually
d. Carpeted Floor Runners Vacuum Daily
e. Wastebaskets Empty& Replace Liner Daily
f. Baseboards Dust Weekly
g. Display Cases Dust& Spot Clean Daily
h. Vents/ Diffusers Dust Weekly
i. Corners & Ceilings Check for Cobwebs Daily
II Administrative Office Area -Reception Area -Conference Room
a. Floors (carpeted) Vacuum Traffic Lanes Daily
Dry host clean 2X Yearly
b. Floors (hard surfaced) Autoscrub Daily
Damp Mop Weekly
Strip & Refinish Summer-Annually
c. Desks/Credenzas Dust& Damp Wipe Daily
d. Display Cases Dust& Spot Clean Daily
e. Wastebaskets Empty& Replace Liner Daily
f. Filing Cabinets Dust& Damp Wipe Top Weekly
g. Wall Hangings Dust Monthly
h. Ledges/ Horizontal Surfaces Dust Daily
i. Walls and Doors Spot Clean Daily
j. Blinds Dust 2x Yearly
k. Vents/ Diffusers Dust Monthly
I. Corners & Ceilings Check for Cobwebs Daily
m. Upholstered Furniture Vacuum Weekly
III Restroorns/Locker Rooms/Stadium Bathrooms
a. Floors (hard surfaced) Dust& Damp Mop w/Germicidal Cleans Daily
Scrub Monthly
Strip & Refinish Summer-Annually
b. Wastebaskets Empty& Replace Liner Daily
Wash Weekly
c. Partitions Dust Tops & Spot Wash Weekly
Wash 3x Yearly
d. Sinks Clean & Disinfect Daily
e. Commodes & Urinals Clean & Disinfect Daily
f. Showers Clean & Disinfect Daily
g. Floor Drains Clean & Disinfect Daily
h. Metal & Bright Work Damp Wipe & Polish Daily
i. Mirrors Wash Daily
j. Vents/ Diffusers Dust Weekly
k. Corners & Ceilings Check for Cobwebs Daily
I. Dispensers Clean & Sanitize Daily
m Supplies - Customer Supplied Refill Dispensers Daily
IV Cafeterias/Lunchrooms
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a. Floors (hard surfaced) Autoscrub Daily
Buff Weekly
Scrub/ Refinish Winter Vacation
Strip & Refinish Summer-Annually
b. Wastebaskets Empty& Replace Liner Daily
Wash Monthly
c. Tables Wash Tops Daily
d. Vents/ Diffusers Dust Weekly
e. Walls and Doors Spot Clean Daily
f. Corners & Ceilings Check for Cobwebs Daily
V Hallways
a. Floors (hard surfaced) Autoscrub Daily
Remove Gum Daily
Buff Weekly
Scrub/ Refinish Winter Vacation
Strip & Refinish (no propane equipmen Summer-Annually
b. Water Fountain Clean & Disinfect Daily
c. Partition Glass Spot Wash Daily
Complete Wash Monthly
d. Walls and Doors Spot Clean Daily
e. Display Cases Spot Wash Daily
f. Lockers Spot Clean Daily
g. Wastebaskets Empty& Replace Liner Daily
h. Vents/ Diffusers Dust Weekly
i. Corners & Ceilings Check for Cobwebs Daily
VI Stairwells
a. Floors (hard surfaced) Sweep & Spot Damp Mop Daily
Remove Gum Daily
Damp Mop Weekly
b. Handrail Damp Wipe Weekly
c. Walls and Doors Spot Clean Daily
d. Vents/ Diffusers Dust Weekly
e. Corners & Ceilings Check for Cobwebs Daily
VII Classrooms/ Preschool Rooms / Mobile Units
a. Floors (area rugs) Vacuum Daily
b. Floors (hard surfaced) Dust Mop & Spot Damp Mop Daily
Remove Gum Daily
Damp Mop Weekly
Strip & Refinish (no propane equipmen Summer-Annually
Proivide Labor to Move/Re-install Furniture
c. Sinks and Water Fountains Clean & Disinfect Daily
d. Teacher's Desk Dust Daily
e. Computers Dust Daily
f. Wastebaskets Empty& Replace Liner Daily
g. Ledges/ Horizontal Surfaces Dust Daily
h. Partition Glass Spot Clean Daily
Wash Weekly
i. Walls and Doors Spot Clean Daily
j. Vents/ Diffusers Dust Weekly
k. Corners/Ceilings/Window Sills Check for Cobwebs Daily
I. Tabletops Damp Wipe Daily
m. Student Desks Spot Clean Monthy
n. Lockers Spot Clean Daily
o. Light Fixtures Replace burned-out bulbs(customer provid Daily
VIII Gymnasium
a. Floors - include under bleachers Dust Mop & Damp Mop Daily
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Buff Weekly
Remove Gum Daily
b. Bleachers Clean and remove trash Daily
Remove Gum Daily
c. Walls and Doors Spot Clean Daily
d. Ledges Dust Weekly
e. Water Fountain Clean & Disinfect Daily
IX Faculty Room/Teacher Lounge
a. Carpert Vacuum Daily
Floors (hard surfaced) Dust Mop & Spot Damp Mop Daily
Remove Gum Daily
Damp Mop Weekly
Strip & Refinish Summer-Annually
b. Walls and Doors Spot Clean Daily
c. Tables Damp Wipe Daily
d. Sink Clean & Disinfect Daily
e. Microwave Damp Wipe Inside & Out Daily
f. Vents/ Diffusers Dust Weekly
g. Corners & Ceilings Check for Cobwebs Daily
h. Upholstered Furniture Vacuum Weekly
X Multi-Purpose
a. Floors (hard surfaced) Damp Mop Daily
Buff Monthly
Scrub/ Refinish Winter Vacation
Strip & Refinish Summer-Annually
b. Walls and Doors Spot Clean Daily
Wash Weekly
c. Wastebaskets Empty& Replace Liner Daily
d. Ledges/ Horizontal Surfaces Dust Weekly
XI Elevators
a. Floors (hard surfaced) Sweep & Damp Mop Daily
Scrub/ Refinish Winter Vacation
Strip & Refinish Summer-Annually
b. Walls and Doors Spot Clean Daily
Wash Weekly
c. Corners & Ceilings Check for Cobwebs Daily
XII Library/ Media Center
a. Floors (carpeted) Vacuum Daily
b. Tables Dust& Damp Wipe Daily
c. Wastebaskets Empty& Replace Liner Daily
d. Ledges/ Horizontal Surfaces Dust Weekly
e. Vents/ Diffusers Dust Weekly
f. Walls and Doors Spot Clean Daily
g. Corners & Ceilings Check for Cobwebs Daily
h. Upholstered Furniture Vacuum Weekly
XIII Auditorium
a. Floors (carpeted) Vacuum Daily
b. Under Seating Sweep & Damp Mop Daily
c. Walls and Doors Spot Clean Daily
d. Corners & Ceilings Check for Cobwebs Daily
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e. Upholstered Seating (Vacuum (Weekly
XIV Janitor's Closets
a. Floors (hard surfaced) Sweep Weekly
Damp Mop Monthly
b. Equipment& Supplies Organize Daily
Summer Cleaning
a. Strip & refinish all tile floors
b. Clean restrooms complete
c. Clean all furniture, desks, chairs
d. Spot wash all walls
e. Clean all interior glass complete
f. Clean all carpeting
h. Machine scrub all hard surface floors
i. Clean occupied offices daily
18 15 of 18
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1 II „
1 ' A EL ILL-
1
111111 "I DI I a i r)
IPIli/Iiii/16,, C TY SCHOOLS
Chapel Hill-Carrboro City Schools Bond Projects Schedule
Lincoln Center Campus Redevelopment Schedule
Zoning Compliance Permit (ZCP)Approval—10/1/2017
Bid Opening—9/28/17
Board Approval—10/19/17
Issue NTP—10/23/17
Construction—Nov 2017—April 2019
Deconstruction of existing/Add at gym—April 2019—Dec 2019
CHCCS Maintenance Building Schedule
ZCP Approval—10/1/2017
Bid Opening—9/28/17
Board Approval—10/19/17
Issue NTP—10/23/17
Construction—Nov 2017—June 2018
Chapel Hill High School Schedule
Special Use Permit Approval—January 2018
ZCP Approval— May 2018
Bid Advertisement—March 2018
Bid Opening—April 2018
Board Approval—May 2018
Construction—May 2018—June 2020
Deconstruction—June 2020—August 2020
22
111111 E II 1
fear j . Y SCHOOLS
To: Pamela Baldwin, Superintendent
From: Rydell Harrison, Assistant Superintendent of Instruction Services
Todd LoFrese, Assistant Superintendent for Support Services
Re: Mid-year Student Conduct Update 5b
Date: April 17, 2017
The purpose of tonight's presentation is to provide a mid-year update on student conduct. During the
presentation, we will review the discipline data from the first semester of the 2016-2017 school year and
provide an overview of the number of incidents resulting in student arrest for conduct on school grounds or at a
school-sponsored event.
Discipline Data:
On August 18, 2016, administration provided an overview of the 2015-2016 discipline data to the Board during
work session. The purpose of the discussion was to analyze the major office discipline referral (ODRs) data by
race and identified targeted areas for improvement to reduce racial disproportionality across all schools, and to
highlight administration's plan to address discipline disproportionalities by developing a comprehensive plan
for implementing restorative practices and circles and providing direct support to schools.
During the first semester, schools set specific goals to address discipline disproportionalities and created action
steps to address school-wide trends from the 2015-2016 data. School-based teams regularly reviewed discipline
data using PBIS protocols and developed Tier 2 interventions to address individual behaviors.
Below is a mid-year review of the discipline data, which is based on major ODRs entered in the School-Wide
Information System (SWIS)by school-based data managers.
Table 1 is an overview of the comparison of the count of major referrals between the first semester of 2015-
2016 and the first semester of 2016-2017. The data highlight significant reductions in the counts of referrals at
middle and high. At the start of the school year, administration stressed the importance of accurate and
consistent reporting of all major ODRs. The increase in elementary referrals may be the result of more
consistent reporting practices across schools.
Table 2-5 show the count of students with at least one ODR by race and by level, and Table 6 compares
students with 504 plans and I F;Ps to students without. The risk index was determined using each race's
percentage of all referrals and percentage of total enrollment. The risk index indicates the underlying rate at
which a demographic group receives an ODR and answers the question: What is the likelihood that each racial
group of students will receive one or more ODR? The risk index was unable to be calculated for students with
23 1 of
504 plans because we do not have a district-wide database of students with 504 plans. The risk ratio indicates
the likelihood of a demographic group receiving an ODR relative to the likelihood for a comparison group
(White students). Risk ratios are used to determine over or underrepresentation:
• Risk Ratio = 1.0 is indicative of equal risk
• Risk Ratio > 1.0 is indicative of overrepresentation
• Risk Ratio < 1.0 is indicative of underrepresentation
Below is a summary of decreases in ODRs for African American and Latino students (the two demographics
identified as target areas during the fall data presentation) and for White students (the identified comparison
group):
• African American Students
o Elementary—25% decrease
o Middle— 12%increase
o High—39% decrease
• Latino Students
o Elementary—47%increase
o Middle—29% decrease
o High—43% decrease
• White Students
o Elementary—6% decrease
o Middle— 13% decrease
o High—50% decrease
Although high school dramatically decreased the number of African American students with at least one ODR,
the significant increases in risk ratio is directly related the disproportionate decreases between African
American and White students.
Table 7 shows the top three problem behaviors by level identified in the 2015-2016 first semester data and
compares it to fee current year. All three levels show significant decreases in at least one of the identified
problem behaviors and middle and high schools were able to eliminate one of the top problem behaviors from
the list.
24 2 of 6
Table 1.
Count of Major Referrals
2015-16 2016-17
% Change
1st Semester 1st Semester
Elementary 392 448 14.3%
Middle 214 180 -15.9%
High 533 323 -39.4%
Table 2.
Elementary School Referrals by Race
(No Duplicate Students)
2015-16 2016-17
1st Semester 1st Semester
15-16 % of # Risk Risk 16-17 % of # Risk Risk
Count Referrals Enrolled Index Ratio Count Referrals Enrolled Index Ratio
African
American 72 33.3% 602 3.04 3.61 54 26.1% 611 2.14 2.87
Asian 16 7.4% 859 0.47 0.56 17 8.2% 868 0.47 0.64
Latino 23 10.6% 981 0.60 0.71 34 16.4% 982 0.84 1.12
White 90 41.7% 2715 0.84 1.00 84 40.6% 2726 0.74 1.00
Multi-Racial 14 6.5% 317 1.12 1.33 17 8.2% 352 1.17 1.57
Native 1 0.5% 9 2.82 3.35 1 0.5% 7 3.45 4.64
Total 216 5484 207 5002
Table 3.
Middle School Referrals by Race
(No Duplicate Students)
2015-16 2016-17
1st Semester 1st Semester
15-16 % of # Risk Risk 16-17 % of # Risk Risk
Count Referrals Enrolled Index Ratio Count Referrals Enrolled Index Ratio
African
American 41 29.5% 284 2.94 4.12 46 36.2% 312 3.29 4.85
Asian 9 6.5% 412 0.45 0.62 5 3.9% 409 0.27 0.40
Latino 31 22.3% 423 1.49 2.09 22 17.3% 420 1.17 1.72
White 53 38.1% 1511 0.71 1.00 46 36.2% 1513 0.68 1.00
Multi-Racial 4 2.9% 190 0.43 0.60 8 6.3% 172 1.04 1.53
Native 1 0.7% 13 1.57 2.19 0 0.0% 6 0.00 0.00
Total 139 2833 127 2832
Table 4.
25 3 of 6
High School Referrals by Race
(No Duplicate Students)
2015-16 2016-17
1st Semester 1st Semester
15-16 % of # Risk Risk 16-17 % of # Risk Risk
Count Referrals Enrolled Index Ratio Count Referrals Enrolled Index Ratio
African
American 122 43.3% 422 3.73 7.20 74 43.5% 426 3.79 8.90
Asian 12 4.3% 519 0.30 0.58 10 5.9% 541 0.40 0.95
Latino 51 18.1% 465 1.41 2.73 29 17.1% 497 1.27 2.99
White 79 28.0% 1968 0.52 1.00 39 22.9% 1999 0.43 1.00
Multi-Racial 17 6.0% 241 0.91 1.76 16 9.4% 229 1.52 3.58
Native 1 0.4% 19 0.68 1.31 2 1.2% 18 2.42 5.70
Total 282 3636 170 3710
Table 6.
EC/504 Referrals by Race
(No Duplicate Students)
2015-16 2016-17
1st Semester 1st Semester
15-16 Count % of Referrals 16-17 Count % of Referrals
Non EC/504 490 76.9% 361 71.9%
EC 118 18.5% 113 22.5%
504 29 4.6% 28 5.6%
Total 637 502
Table 7.
Top Problem Behaviors
(By Level)
2015-16 2016-17
Level 1st Semester 1st Semester % Change
2015-16 Count 2016-17 Count
PhyAgg 192 PhyAgg 233 21.4%
Elementary lnapp Lang 29 lnapp Lang 34 17.2%
Defiance 41 Defiance 30 -26.8%
Disruption 58 Disruption 17 -70.7%
Middle PhyAgg 40 PhyAgg 46 15.0%
Defiance 29 *lnapp Lang 35 N/A
Skipping 156 Skipping 85 -45.5%
High Defiance 58 Defiance 61 5.2%
Disruption 49 *Tardy 27 N/A
*Indicates new problem behaviors.
26 4 of 6
School Resource Officers:
In November 2015 a memorandum of understanding (MOU)was signed with the Town of Chapel Hill and
Town of Carrboro Police Departments regarding expectations of our school resource officer(SRO)program.
The MOU included language to clearly identify the role of the SRO versus that of a school administrator. The
MOU also includes language that established professional development expectations and reporting guidelines.
In addition to their local police department required trainings, School Resource Officers have participated in the
following CHCCS professional development classes during the last couple of years: Restorative Practice
Training, Diversity/Equity training,Autism training, and Crisis Prevention Intervention training and re-
certification, Sexual Violence in Students' Lives, Sexual Assault in Teen Lives, What First Responders Need To
Know About Non-Caregiver Assault, and Child Sexual Abuse. Later this month, district training on Multi-
Tiered Systems of Support will be provided. In addition, Carolyn Hutchison and I will be attending a workshop
later this month focused on building effective school resource officer partnerships.
Our MOU with both police departments includes reporting on certain activities within our schools, including the
number of incidents resulting in a student arrest for conduct on school grounds or at a school-sponsored event,
broken down by school; offense; arrestee's age, grade level, race, sex, and disability status; and
disposition/result. The police departments have shared this information for the first half of the current school
year. Please find them below.
Date OCA Incident SysID Age Sex Race School Disposition
9/1/2016 16-04058 Damage to Property 52208 U U hi McDougle Middle Report
9/28/2016 16-04551 Affray 75878 16 M W Carrboro High SD
9/28/2016 16-04551 Affray 69513 17 M W Carrboro High SD
1D/13/2016 16-04734 Disturbance 53597 43 W M McDougle Middle Report
16/21/2016 16-64946 Comm Threats 88217 15 M B Carrboro High SD
16/24/2016 16-04945 Found Property 53724 U U U McDougle Middle Report
16/28/2016 16-05001 Assault on School Employee 88245 15 F B Carrboro High SD
16/28/2016 16-64993 Larceny 53747 13 6 F McDougle Middle SD
11/2/2016 16-05096 Larceny 53864 U U U McDougle Middle Report
11/3/2016 16-05214 Grafitti 53874 U U U McDougle Middle Report
11/9/2016 16-65217 Injury to Real Property 67893 18 M B Carrboro High SD
11/10/2016 16-05119 Assault 68668 17 F B Carrboro High SD
12/1/2016 16-05563 Assault 52745 17 M W Carrboro High SD
12/2/2016 16-05639 Damage to Property 56662 U U U McDougle Middle Report
12/14/2016 16-05814 Assault 82476 16 M B Carrboro High SD
1/13/2017 17-00145 Communicating a Threat 57381 14 M W McDougle Middle Petition
1/18/2017 17-00246 Suspicious Condition/School Threat 57425 13 M H McDougle Middle SD
1/27/2017 17-00419 Larceny 57485 U U U McDougle Middle Report
1/31/2017 17-60528 Information 57521 U U U McDougle Middle Report
Disposition (T=Teen Court;SD=School Discipline;P=Petition)
27 5 of 6
Date OCA Incident Age Sex Race School Disposition"'
September
9/E/2016 1611598 Larceny ECID•I5 unknown suspect
911312016 1611895 Student left school grounds w/o periniL,sivn 13 M a smith SD
903 016 1612495 Susp!clop s person M W CulISreth ether
October
10/1/2016 1613124 Larceny Culbreth 'unknown suspect.
10/24/2016 1613961 Threat ening email Smith unknown suspect
10/14/2016 1613568 Weapon on school property 12 M B Phillips So
L0/19/2016 1613957 Simple Assault-other 12 M W Philips ether
10/2512016 1614024 Assault with a deadly weapon 80 M B Estes Hills ether
10!1312016 1613619 Suspicious condition ECHIHS unknown suspect
November
11/1/2016 1614417 Communicating threats lh e h at her
11/3/2016 1614453 Sexual Assault 15 M W CHHS C
11/15/2016 1614994 Assault 17 F B CHHS SD
11/30/2016 NIA Assist outside agency •Juvenile Justice 15 M w CNiiS other
1211/2016 1615797 Drug violation 17 F W ECHHS TC
12/1/2016 1615797 Drug violation (2nd subject) 17 F W ECHHS TC
12/2,/2016 1615829 Larceny ECHHS unknown susdec:
1215/2016 1615828 pass_ Marijuana 18 M W ECHHS SD
1V9/2016 1616127 Equip/pa ra ph•poss Peon cca l 16 M B ECHHS TC
12/912016 1616126 Larceny ECHHS unknown suspect
1211212016 1616248 Sexual battery 49 IVY B ECHHS C
12113#2016 1616362 Physical assault 14 M B ECHHS TC
12/8/2016 NIA Theft 15 F B CHH5 SD
12/9/2016 N/A Theft IS F hf CHHS SD
121121201E NIA Theft 17 F B CHHS SD
*(T=Teen Court;SD=School Discipline; P=Petiticn;MDP= Misdemeanor Diversion Prograrn,C=Charged)
Date Event Coordinated Location
9/8/2016 Fire Drill ECf•IFIS
9/20/2016 Fire Drill ECHHS
9126/2016 Fire Drill ECPiH5
9/7/2016 Lockdown0rHII Smith
9/22/2016 Fire Drill Smith
9123/2016 Table Top Drill Smith w/Crisis Team
9116/2016 Lockdown Drill Phill ips
9/2312016 Tornado Drill Phillips
121512016 Fire Drill Phillips
Other
27 Community outreach events were conducted by SROfs within this reporting period
28 6 of 6
II r�
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41 ' / Y SCHOOLS
Board of Education
Agenda Abstract
Meeting Date: September 18, 2017
Agenda Type: Work Session
Agenda Item #: 5c
Subject: School Resource Officer Program
Division: Support Services Department:
Person Todd LoFrese, Assistant Feedback
Responsible: Superintendent of Support Services Requested
From:
Previous Work Session No Date
Previous Discussion and Action No Date:
Attachment(s): School Resource Officer(SRO)Program Overview, 2016-17 second semester
incident information, SRO summit resources, SRO memorandum of understanding.
PURPOSE: To provide an update to the Board regarding the SRO program and seek feedback
in advance of the joint meeting with the County Commissioners and Orange County Schools.
BACKGROUND: During the last budget cycle, a question was posed during commissioner
budget deliberations on whether the health and safety funding allocation (funding for nurses and
SROs) should be part of the average daily membership allocation. A brief discussion ensued and
it was suggested that the districts could then choose whether to use those resources for another
purpose. Ultimately, the health and safety funding allocation remained intact for 2017-18, but
there was a commitment to discuss this further at the September 28 2017 joint meeting between
the Orange County Board of Commissioners, Orange County Schools, and Chapel Hill-Carrboro
City Schools.
District administration is in strong support of our SRO program and supports the current funding
structure. The district has created a program overview document(attached)presented a program
update (May 4, 2107 Board Meeting Item 5b) on our progress with the memorandum of
understanding(MOU), including prior and planned professional development. First semester
29
data on SRO involvement with school based incidents was also provided. This week second
semester incident data became available and is attached to this document.
At the end of the past school year, a short video production commenced to highlight how our
SRO's make a difference in our schools and in children's lives each day. The capture of video
footage from CHCCS has been completed, Orange County Schools video capture is scheduled,
and a completed video should be available for viewing before the September 28, 2017 joint
meeting.
This summer all school resource officers and secondary administrators participated in a SRO
summit. The primary purpose was to provide our SROs and administrators with focused time to
learn, review, and discuss best practices. We spent considerable time reviewing and clarifying
the role of the SRO and the role of an administrator with an eye towards most school incidents
being handled by administration. The summit included a comprehensive presentation by the
board attorney and scenarios that were discussed in a group format (resources attached).
Expectations regarding the respective roles were included in the back to school in-service for all
staff to clarify that, in most cases, administration should respond first.
As we begin the 2017-18 school year, we have plans to continue implementation efforts of our
MOU. The district will be creating and providing a school resource officer specific Equity 101
module. Dr. Schiltz will be training school resource officers on multi-tiered systems of support.
School resource officers will also receive training from Our Children's Place on strategies to
support students with incarcerated parents. We are also researching additional training in the
areas of National Incident Management System and the NC school resource officer certification
program.
Administration is seeking Board input and feedback to prepare for the September joint meeting.
FINANCIAL IMPACT: None
PERSONNEL IMPACT: None
RECOMMENDATION: It is recommended that the Board provide input and feedback
to prepare for the September joint meeting.
30
I ) L II1
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Program Profile
Description/Overview per Memorandum of Understanding:
• maintain a positive, safe and orderly school environment for all stakeholders through law
enforcement, informal counseling and educational efforts
• proactively encourage students to develop positive attitudes toward the school, education,
and law enforcement officers
• establish strong rapport with staff, faculty, students, community members
• help students deal with the pressures they face such as the use of alcohol, drugs and tobacco,
peer pressure, bullying and harassment
• act as a link to other service agencies that provide preventative and counseling services
• act swiftly and cooperatively when responding to major disruptions and flagrant criminal
offenses at school that occur on campus and threaten the safety of students and staff
• collaborate with the school team working to produce outcomes that balance the duty to
preserve the campus from disruptive forces without criminalizing every incident and while
nurturing and protecting students (National Association of School Resource Officers)
Policy: § 115C-407.17. Prevention of school violence. Schools shall develop and implement methods
and strategies for promoting school environments that are free of bullying or harassing behavior.
(2009-212, s. 1; 2009-570, s. 39.)
Innovative and Best Practice:
• Use of the Tripod Model - law enforcement, informal counseling and educational efforts
• Use of social media to aid investigations
• Crime Prevention Through Environmental Design -courses and certification focused on the
built environment and how to increase safety for all users of the campus
• Including SROs in the student support team at each school
Professional Learning: In addition to annual local police department required trainings, SROs taken the
following CHCCS professional development during the last couple of years: Restorative Practice
Training, Diversity/Equity training, Autism training, Crisis Prevention Intervention training and
recertification, Sexual Violence in Students' Lives, Sexual Assault in Teen Lives, What First Responders
Need To Know About Non-Caregiver Assault, and Child Sexual Abuse. Multi-tiered Systems of Support
will be provided soon. In addition, Ms. Hutchison and Dr. LoFrese will attend an upcoming workshop on
building effective school resource officer partnerships.
Evidence of Effectiveness:
National Association of School Resource Officers -SRO programs came to prominence during the
1990's. School crime has dropped nearly 50% between 1994 and 2009, and 17% between 2000 and
2009 alone.
Jennings et al., (2011). 2006 School Survey on Crime and Safety(SSOCS) by the National Center for
Education Statistics, USED.The presence and number of SROs is significantly associated with a lower
incidence of serious school violence.
Theriot (2009). Presence of an SRO led to a 52.3% decrease in arrest for assault and 72.9%decrease in
Prepared by Executive Director of Assessment&Research May 2017
31
arrests involving a possession of a weapon on school property.
'Theriot, (2011). SROs can become crucial supports for decreasing violence, enhancing safety, and
improving the middle grades experience for students,teachers, administrators, staff, and parents.
Outcomes & Impact:
DPI study-SROs spend 50 percent of time on law enforcement duties including foot patrol of campus
and site inspections to ensure safety; 30 percent counseling students, 20 percent on education role.
Quotes from CHCCS building administrators about the value of the SROs:
• It is imperative that minority youth have the opportunity to interact with police in non-
threatening situations...SROs in schools provide that opportunity. - Ms.Ward-Satterfield,
Principal, Phillips Middle School
• Our SRO is an invaluable part of our school family. He fosters great relationships with our
students, and helps build trust with law enforcement. Students regularly drop by his office in
between periods to say"Hi". He also provides another lens into what's going on in the
community. - Mr. Barbour, Assistant Principal, East Chapel Hill High School
• The presence or our SRO's are invaluable. Not only do they represent the city, but understand
aspects of the law that we are unable to articulate in very complex on campus and off campus
situations. - Mr. Hopkins, Assistant Principal, Carrboro High School
1 NASRO(draft).Protect and Educate:School Safety and the Role of the School Resource Officer.
North Carolina Dept.of Juvenile Justice and Delinqency Prevention,Center for the Prevention of School Violence,Annual
School Resource Officer Census http://www.ncdjjdp.org/cpsv/school_resource_officer.html
Jennings,W.,Khey,D.,Maskaly,J.,and Donner,C."Evaluating the Relationship Between Law Enforcement and School Security
Measures and Violent Crime in Schools."Op.cit.
Theriot,M.2010."The impact of school resource officer interaction on students'feelings about school,safety,and school
police."Manuscript submitted for publication.
Prepared by Executive Director of Assessment&Research May 2017
32
Chapel Hill Police Department Information
OCA Incident Age Race Sex School Disposition*
4/3/2017 17-04265 Assisted parent of student that had run off 13 w if phillips SD
4/5/2017 Assisted school admin in finding a student. 13 w f phillips_sd
4/5/2017 Assisted parent in escorting student. 13 w f phillips o
4/7/2017 17-04449 information 13 h f Culbreth 0
4/10/2017 'Assisted OCSD 27 B M ECHHS
—
4/11/2017 set up K-9 demo for at risk students 14 b m Smith o
— 4/11/2017 set up K-9 interview for student project 13 w f Smith o
4/10/2017 parent abuse of 8th grade student 14 b m Smith o
4/10/2017 disruptive 8th grade student 14 w m Smith sd
4/11/2017 disruptive 8th grade student 14 b m _ Smith sd
4/11/2017 fight between 8th graders 14 b f Smith sd
4/11/2017 _ lined up surprise lockdown for Seawell
4/12/2017 unannounced lockdown at Phillips phillips
— 4/11/2017 17-04617 Bullying 9 w m estes_sd
4/11/2017 17-04630 poss.stalking 41 w m estes
4/17/2017 Recovered lost phone 14 W M CHHS 0
4/17/2017 Missing computer CHHS 0
—
4/17/2017 CHCCS Employee issue _ CHHS 0
4/17/2017 Assist outside agency CHHS 0
4/17/2017 Unruly student_ 18 B M ECHHS SD
4/18/20171 Recovered stolen phone 15 B F CHHS SD
4/19/2017 Recovered missing phone 17 W M CHHS 0
4/19/2017 Stolen Phone 16 B F CHHS SD 10 Days OSS
4/17/2017 fight between 8th graders 14 B F Smith _SD 5 days OSS
4/24/2017 fight in restroom between 8th grade boys 14 W M Smith _SD 5 days OSS
4/21/20 student making threatening gesture to staff member 14 W M Smith SD
4/25/2017 Disruptive student _ 16 B M CHHS 0,SD
4/25/2017 17-05194 Suicidal student 16 A F ECHHS
4/26/2017 Student found with marijuana 15 B M ECHHS SD
4/28/2017 Conference with student and parents 18 B F CHHS 0
4/28/2017 Parking lot crash 16 W F ECHHS
4/28/2017 17-05354 student assaulted 14 W M Smith SD
41 -- �
5/2/2017 Student pushed school admin. 15 B M Smith SD
5/1/2017 parent called for information on incident 14 w m Smith SD
5/1/2017 Recovered missing phone 15 W F CHHS 0
5/2/2017 Long Term Hearing _ 16 B F CHHS 0
5/2/2017 Meeting with Admin _ I CHHS 0 —
5/3/2017 Student walked out of class 15 B M I ECHHS None
5/4/2017 Conference with student and parents 14 W M CHHS SD _
5/4/2017 Runaway 15 B M CHHS 0 —
5/8/2017 copperhead relocated from Seawell SMith none _
5/8/2017 Juvenile situation between parents and child 12 B M Smith none —
5/9/2017 Recovered phone 16 W F CHHS 0—
5/9/2017 Parent Conference 14 W M CHHS 0—
5/9/2017 Parent Conference 15 W F CHHS 0
5/11/2017 Found Phone 17 W M CHHS 0
5/11/2017 Drug violation 17 W M CHHS SD 10days OSS
5/10/2017 attempted fight/disruption 15 W M Smith SD sent home
5/11/2017 Fight in gym and hallway are 15 B F Smith 3 days OSS
5/11/2017 disruption on school bus 13 B M Smith SD 1 day ISS
5/11/2017 vandalism 13 B M Smith SD 1 day ISS
5/11/2017 parent requesting information 14 B F Smith 0
5/12/2017 stolen iphone 13 B M Smith SD 1 day ISS
5/12/2017 parent called to share information with SRO about a possible fight 40 B F Smith 0
5/12/2017 Drug Investigation 16 B M CHHS SD 5 Days OSS
5/12/2017 Drug Investigation 16 B M CHHS SD 5 Days OSS
5/12/2017 Drug Investigation 17 B M CHHS SD
5/12/2017 _ Drug Investigation 17 B M CHHS SD
5/12/2017 Fight 15 2B M ECHHS SD
5/11/2017 Drugs unk unk unk Phillips 0
5/11/2017 17-05956 Sexual Abuse report _ 14 w f phillips 0
5/15/2017 taught"don't smoke"classes phillips
5/17/2017 Agitated student 14 w m phillips SD
33
Chapel Hill Police Department Information
5/18/2017 Injured student 15 B M CHHS 0
5/18/2017 Special needs person trespassing 18 W M CHHS 0
5/18/2017 Fight 16 H F CHHS SD
5/16/2017 disorderly student 15 B M Smith SD
5/22/2017 Conference with student and parents 16 W F CHHS 0
5/22/2017 1706405 inappropriate pictures sent 13 H F Culbreth 0
5/23/2017_ Conference with student and parents 17 W M CHHS 0
5/23/2017 Conference with student and teacher 17 B M CHHS 0
5/23/2017 1706404 _ Student walked out of school 12 W M Culbreth SD
5/24/2017 _ Lost(PHONE 7 17 W IF CHHS 0
5/24/2017 Found/Stolen Phone 15 H F CHHS SD
5/24/2017 1706441 _ possible weapon on school property 12 B M Culbreth SD
5/24/2017 1706441 _ trespassing 33 B F Culbreth 0
5/30/2017 Yet another missing(PHONE 17 W M CHHS 0
6/7/2017 17-07007 Stolen Phone 18 W F CHHS 0
Date Event Coordinated Location
4/3/2017 Fire Drill ECHHS
4/12/2017 Lock down drill_ Phillips
4/18/2017 Lock down drill_ Seawell/Gurley and Beneville
4/21/0201 CHPD fire drill _ Smith/Gurley
4/25/2017 Fire Drill _ McKerlie/Phillips
5/1/2017 Fire drill McKerlie/Phillips
Date Event Participate Location/SRO
4/12/2017 Faculty meeting Phillips/McKerlie(presented)
4/20/2017 SRO meeting_ CCEE/Gurley
4/20/2017 SRO meeting_ CCEE/Sherwin
5/24/2017 !Community outreach FPG/Newsome
Legend for Dispositions
SD—School Handled Discipline
O-Other
C-Charged
Event coordinated-any event the SRO facilitated or coordinated in compliance with the MOU for the betterment of the school and safety
Event Participated—any event in which the SRO participated in compliance with the MOU that the SRO's skills could be utilized,education is given
or taught and/or positive rapport could be established with school staff,students,families and/or the community.
34
Carrboro High School
Date OCA Incident SysID Age Sex Race Disposition (T=Teen Court;SD=School Discipline;P=Petition)
9/28/2016 16-04551 Affray 75878 16 M W SD
9/28/2016 16-04551 Affray 69513 17 M W SD
10/21/2016 16-04946 Comm Threats 88217 15 M B SD
10/28/2016 16-05001 Assault on School Employee 88245 15 F B SD
11/9/2016 16-05217 Injury to Real Property 67893 18 M B SD
11/10/2016 16-05229 Assault 68608 17 F B SD
12/1/2016 16-05563 Assault 52745 17 M W SD
12/14/2016 16-05814 Assault 82476 16 M B SD
1/8/2017 17-00689 Weapons on campus 91534 17 F B T
3/6/2017 17-01246 Affray 92012 14 M W SD
3/6/2017 17-01246 Affray 92010 15 M W SD
4/17/2017 17-02085 Comm Threats 93678 14 F B SD
(T=Teen Court;SD=School Discipline;P=Petition
McDougle Middle School
Community Projects/Initiatives
04/03/17- Facilitated getting the Fire Lanes Painted
04/03/17-Talked with Autism Student about appropriate and inappropriate interactions
04/11/17- Met with Teacher regarding domestic situation.
04/13/17- Researched camera footage to locate incident.
04/17/17- Located special needs student in hallway-assisted to appropriate teachers.
04/17/17- Researched camera footage to locate incident
04/18/17- Researched camera footage to locate incident
04/20/17 SRO Meeting
04/21/17- Rising 6th Graders Orientation
04/25/17- Physical Fitness Testing
04/26/12- Home Visit to Locate Student
04/26/17-Talked with Pre-K Class-Read book to them
04/27/17- Met with Counselor regarding incident with student
04/28/17- Fire Drill
04/28/17-Was asked to assist with special needs student
04/01-04/30/17-Asked to look up footage on cameras too many times to list.
05/01/17- Met with Principal McDowell and Parent regarding Incident at the Elementary School
05/05/17- Meeting with Parents and Student about respect at home and listening to directions from
parents.
05/05/17-Investigate and solved incident involving student getting hit in head with a stick.
05/11/17- Fire Drill
05/12/17-Met with Parent about her child getting bullied and talked about safety as school.
05/19/17-Worked with special needs student who requested spending time with me.
05/22/17-Special needs teacher is out and worked with special needs student during the day.
05/23/17-Worked with Special Needs Student
05/24/17-Worked with Special Needs Student
05/24/17- Fire Alarm at the School. Everyone was evacuated and Fire Department Responded. No Fire.
05/01/17-05/31/17-Worked on Police Camp
06/01/17- Had an intern for the day
06/01/17- Signing off on teachers release form for radios
06/02/17-Working on Police Camp Logistics
06/02/17-Worked School Dance
06/05/17- Had an intern for the day
Every-day-Walk the halls talking with students, having lunch with the students, talking with admin,
teachers,workers and visitors, listening, learning, advising, having a positive presence on school
campus.
Reports Taken
04/28/2017 17-02246 Juvenile Info
05/05/2017 17-02365 Weapons on School Campus
05/11/2017 17-02506 Larceny of Phone
06/05/17 17-02940 Suspicious Condition
36
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Exhibit A
School Resource Officer
Memorandum of Understanding (MOU)
Guiding Principles:
WHEREAS, the purpose of this document is to create guidelines and roles to ensure
that law enforcement, school administrators, and the communities they serve have a
shared understanding of the goals of the School Resource Officer (SRO) program and
that SROs receive the necessary support and training to ensure a safe school
environment while respecting the rights of students and improving the overall school
climate;
WHEREAS, school policing is intended to maintain a positive, safe and orderly school
environment for all stakeholders; SROs develop and maintain relationships with
students, parents, and other members of the school community;
WHEREAS, the parties agree that transparency and accountability are essential to the
success of the SRO program.
WHEREAS, the parties agree that an effective SRO program sets forth: 1) the role of
the SRO within the context of the educational mission and vision of the school; 2)
distinctions between disciplinary misconduct to be handled by school officials and
criminal offenses to be handled by law enforcement; 3) collaboration with school
administrators on legal and school related issues; and 4) non-punitive approaches to
student behavior.
WHEREAS, the signatories agree as follows:
Goals and Objectives:
The mission of the School Resource Officer program is to improve school safety and the
educational climate at the school. School administrators are responsible for student
conduct and school discipline. SROs may assist with raising awareness of school rules
to students and referring potential violations to school administration.
The SRO is an asset used by the community and the school in an attempt to address
situations proactively in the lives of students rather than in the judicial system.
The SRO shall foster educational programs and activities to increase student's
knowledge of and respect for the law and the function of law enforcement agencies.
101
The SRO shall conduct himself or herself as a positive role model at all times; shall
seek to establish a strong rapport with staff, faculty, students, community members and
others associated with the school; shall encourage students to develop positive
attitudes towards the school, education, law enforcement officers; and shall cultivate an
environment of positive relationships with students, staff, community members and
agencies.
The SRO shall help students deal with the pressures facing them today such as the use
of alcohol, drugs and tobacco, along with peer pressure, bullying and harassment.
These situations are sometimes present in the schools and community. SROs shall
provide classroom instruction and act as a link to other service agencies that provide
preventative and counseling services with the school district and community.
The SRO shall act swiftly and cooperatively when responding to major disruptions and
flagrant criminal offenses at school, such as: disorderly conduct by trespassers, the
possession and use of weapons or controlled substances, the illegal sale or distribution
of controlled substances, and other serious crimes that occur on campus and threaten
the safety of students and staff.
The SRO shall meet with building-level school administrators, teachers, support staff,
parents, and student representatives at least annually to discuss issues of school
safety.
The SRO shall be integrated into the school community through participation in faculty
and student meetings, after school events, and assemblies as appropriate.
Duties of School Resource Officers:
To enforce Federal, State and Local criminal laws and ordinances, and to assist school
officials with the enforcement of the Board of Education policies and administrative
regulations regarding student conduct;
To investigate criminal activity committed on school property;
To counsel public school students in special situations, such as students suspected of
engaging in criminal misconduct, when requested by principal or the principal's
designee or by the parents of a student. School administration shall be present;
To answer questions the students may have about North Carolina criminal or juvenile
laws;
To assist other law enforcement officers with outside investigations concerning students
attending the school(s) to which the SRO is assigned;
102
To provide security for special school events or functions at the request of the principal
or designee.
Distinguishing Disciplinary Misconduct from Criminal Offenses
Building level administrators, absent a real and immediate threat to student, teacher, or
school safety, and absent the situations described herein where formal law enforcement
intervention is deemed appropriate, shall have final authority.
School Resource Officers are responsible for criminal law issues. Administrators are
responsible for school disciplinary issues. Like other staff, School Resource Officers
shall report school-related disciplinary issues or offenses to a school administrator.
Absent a real and immediate threat to student, teacher, or public safety, student
incidents involving public order offenses including; disturbance/disruption of schools or
public assembly; trespass; loitering; profanity; and fighting that does not involve physical
injury or a weapon, shall be considered school discipline issues to be handled by school
officials, rather than criminal law issues warranting formal law enforcement intervention
(e.g., issuance of criminal summons (ticket), filing of delinquency petition, referral to a
probation officer, or actual arrest).
Students shall not be arrested at school, except where a student poses a real and
immediate threat to student, teacher, or public safety; or a judicial warrant specifically
directs the arrest of the student in a school; in all other instances the execution of an
arrest warrant should be undertaken at a location other than a school. Patrol officers
may serve a warrant at school with the assistance of the School Resource Officer.
School principals shall be consulted prior to an arrest of a student where
practicable. The school administrator or designee will contact a student's
parent/guardian, whenever possible, prior to an arrest.
The student's parent or guardian shall be promptly notified of a student's arrest by a
school administrator or designee when it takes place on school property.
The SRO shall comply with Miranda and juvenile Miranda rules. If a SRO questions,
searches, or arrests a student at school, all reasonable efforts will be made to protect
the student's privacy.
The SRO should inform a school administrator prior to conducting a probable cause
search where practicable.
103
Absent a real and immediate threat to student, teacher or public safety, a school official
shall not ask a SRO to be present or participate in the questioning of a student that
could expose the student to court-involvement or arrest.
Absent a real and immediate threat to student, teacher, public safety or personal harm,
a SRO shall not use physical force or restraints - including handcuffs, tasers, mace, or
other physical or chemical restraints - on a student.
Training:
Every School Resource Officer will annually receive the following from their local law
enforcement agency:
Carrboro Police Department Chapel Hill Police Department
Driver Training - classroom Active Shooter Training
Driver Training Decision Making (shoot/don't shoot)
Legal Updates* Legal Updates*
Use of Force/Firearms* Firearms Training*
Range Qualifications* Range Qualifications*
Juvenile Minority Sensitivity Training* Juvenile Minority Sensitivity Training*
Domestic Violence Training* Domestic Violence (and Teen Dating)
Training*
Police Officer Physical Abilities Testing* Police Officer Physical Abilities Testing
Fair and Impartial Policing (certification Fair and Impartial Policing (certification
and recertification) and recertification)
CPR* CPR*
Taser Training (certification and
recertification)
* Mandatory In-Service Training
North Carolina or the local police departments may require additional in-service training
from year to year.
School Resource Officers shall attend training opportunities sponsored by the district on
an annual basis. These training opportunities, along with others that may be provided
or supported by the district, shall be age appropriate.
104
Training shall include, but not be limited to, the areas of:
• school safety
• exceptional children
• district policies
• mental health
• equity
• student records (Family Educational Rights and Privacy Act)
The School Resource Officer shall be familiar with and trained in programs adopting
non-punitive approaches to discipline available in the district. If a school has
implemented a specific program designed to improve overall school climate or respond
to student behaviors in specific ways, the school resource officer shall participate with
that program and associated training sessions as appropriate.
Complaint and Grievance Procedures:
The board encourages the resolution of concerns and complaints whenever possible.
To this end, the board has provided opportunities for students and parents to express
their concerns through processes established in board policies. Board policy
1742/5060, Responding to Complaints, identifies these different processes and provides
a mechanism for resolving complaints in an informal manner.
While the Board strongly encourages informal resolutions, it recognizes that students
and parents may want a more formal process for certain types of complaints, or if the
informal process did not produce satisfactory results.
Board Policy 1740/4010, Grievance Procedures for Students and Parents, provides
students and parents an opportunity to address concerns regarding specific decisions,
especially when there are concerns that Board policy or law has been misapplied,
misinterpreted or violated.
Students and parents may also file a complaint with the local law enforcement agency
where the SRO is employed.
Evaluation/Assignment:
Building-level school administrators shall be included in the selection process for SROs
and shall participate in periodic performance reviews of the SRO. The school principal
may request an SRO be removed from the school assignment after consultation with
the local police department's supervisor for SROs.
105
Transparency and Accountability:
The school district and relevant law enforcement agency shall maintain annual publicly
available data, without disclosing personally identifiable information, documenting the
following:
Number of incidents resulting in a student arrest for conduct on school grounds or at a
school-sponsored event, broken down by school; offense; arrestee's age, grade level,
race, sex, and disability status; and disposition/result;
Number of incidents resulting in other forms of law enforcement intervention ---
including searches and seizures by SROs; questioning by SROs; issuance of criminal
summons (ticket), filing of delinquency petition, referral to a probation officer, or actual
arrest) --- for juvenile conduct on school grounds or at a school- sponsored event,
broken down by school; offense or reason; type of law enforcement intervention;
juvenile's age, grade level, race, sex, and disability status; and disposition/result.
106
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CHAPEL HILL-CARRBORO CITY SCHOOL SYSTEM
REQUEST FOR PROPOSALS
FOR CO-LOCATED SCHOOL BASED MENTAL HEALTH SERVICES
SY 20017-2018
112
CHAPEL HILL-CARRBORRO CITY SCHOOL SYSTEM
REQUEST FOR QUALIFICATIONS & PROPOSALS
CO-LOCATED SCHOOL-BASED MENTAL HEALTH SERVICES
Table of Contents
I. BACKGROUND 3
A. Goals for Co-Located School-based mental health services 3
B. Scope of Services 4
C. Minimum qualifications 5
II. THE SELECTION PROCESS 6
A. Timetable 6
B. Submission of Proposals 6
C. Proposal Evaluation 6
III. REQUEST FOR PROPOSAL PROCEDURES 7
A. Point of Contact 7
B. Submission of Proposals 7
C. Proprietary Information 7
D. Modification or Withdrawal of Proposal 7
F. Right to Reject 7
IV. PROPOSAL FORMAT AND CONTENTS 8
A. Identifying Information 8
B. Personnel 8
C. Range of Services 9
D. Facilities 10
E. Program Evaluation and Client Satisfaction 10
F. Corporate Structure and Financial Condition 10
G. Experience, Background and References 11
H. Litigation and Claims History 11
I. Official Statement by Contractor/Agency 12
J. Outline of Proposal Contents 12
113
I. BACKGROUND
The CHAPEL HILL-CARRBORO PUBLIC SCHOOL SYSTEM ("CHCCS")in
ORANGE COUNTY, NORTH CAROLINA_is requesting proposals from appropriately
highly qualified, licensed agencies/providers to provide the following mental and behavioral
health services to CHCCS students:
• Comprehensive clinical assessments
• Individual therapy
• Group therapy
• Family therapy
• Medication management
• On-site training and consultation
Successful providers/agencies must have the capacity to establish in-school access to
clinical outpatient treatment services and be capable of providing mental health services
at varying levels of intensity, based on the individualized needs of the students.
Successful agencies/providers will be expected to enter into a"Program and Facility
Use Agreement"with CHCCS outlining the terms and conditions under which
CHCCS will allow the provider/agency to access CHCCS property to provide services
to CHCCS students.
Providers submitting an RFP must be in "Good Standing" with DHHS as defined in
10A NCAC 22P.0402 and with Cardinal Innovation Management Organization-
LME/MCO as outlined in current Endorsement Policy, #LME 102. Revised date
3/7/2014
CHCCS will provide a counseling-friendly space (confidential, non-stigmatizing
environment)within each selected school. Mental Health services will be available and
accessible for all eligible students. All financial obligations related to the provision of
mental and behavioral health services will be the responsibility of the provider.
A. Goals for the Co-Located School Based Mental Health Services
• To provide access to outpatient mental health services that address early
intervention and prevention for CHCCS students and families in need.
114
• To increase the accessibility of mental health services for CHCCS students and
families in need of these services in a non-stigmatizing environment.
• To provide consultation for teachers and other school staff regarding mental health and
related issues.
B. Scope of Services
Mental and behavioral health services provided to CHCCS students in school should be
based on the following principles and guidelines:
• Services will be provided and supervised by a local (Orange, Durham, Alamance and
Chatham Counties) mental health provider agency.
• Family engagement and active family involvement is critical at the initiation and
throughout the treatment process. Services will only be provided to students
following the receipt of parental consent. Providers/agencies agree to follow the
process prescribed by CHCCS regarding referral for services and to work with
CHCCS to develop appropriate consent forms and information materials about
services offered.
• Services should be proactive and positive, building on the strengths of the student and
family.
• Service providers should show willingness to build strong alliances collaborating with
Building Administrators, Exceptional Children's Program/ System of Care Department,
teachers and MTSS Intervention/Problem-solving team.
• Services must follow the mandate to be least intrusive, least restrictive and
responsive to the individual needs of the child within the school setting.
• All employees of the agency/provider shall agree to follow all CHCCS rules,
regulations,procedures and Board policies when providing services to CHCCS
students on school property.
• Services should endorse the Orange County System of Care principles of being
child centered and family focused.
• Providers/agencies will be responsible for billing,paperwork, necessary signatures
to begin services, and for release of information.
• Families with no source of payment,preferably agency/provider will have a contract
with Cardinal Innovations or be able to access IPRS (Integrated Payment &
115
Reporting System) funding. Or, service provider should establish a reasonable ratio
for pro-bono clients with plan to serve 1 unfunded student for every 10 funded
students.
• Providers should be able to accept Medicaid/NC Health choice. And, have
established therapists on variety of insurance panels (i.e. BlueCrossBlueShields,etc).
• Services should be provided during regular school hours and after school hours on
the school's campus to accommodate parents' schedules.
C. Service provider must meet the following minimum qualifications:
1. Be committed as an organization to the concepts of restorative practices, recovery and
resiliency.
2. Have an existing collaborative relationship with Orange County System of Care.
3. Be experienced in providing outpatient therapeutic services to individuals with the
dual diagnosis of behavioral health/intellectual disabilities.
4. Be experienced in providing outpatient therapeutic services to individuals with a
dual diagnosis of substance abuse and mental illness.
5. Ability to accept a variety of private insurances and have credentialed staff to meet
those requirements.
6. Ability to provide mental health services to language minorities,particularly
Spanish-speaking and Burmese-Karen speaking students and families.
7. Have procedures for on-call, after-hour services or 24 -hour access to support for
students and families during the school year and during student holidays/vacations
and summer breaks.
8. Provide staff with all required and appropriate licensure to provide mental and
behavioral health services to students.
9. Be committed to providing onsite training at monthly faculty meetings and/or at other
designated times.
10. Be committed to providing case consultation onsite for teachers, staff and building
administrators
116
IL THE SELECTION PROCESS
A. Timetable
Advertisement of the Request for Proposals (RFP): 7/12/2017
Deadline for Submission of Written Questions: 8:00 A.M. *7/25/2017
CHCCS Responses to Questions: 7/27/2017
Submission of Proposals: 4:00 P.M. 8/8/2017
Contract Finalization/Contract Commencement Anticipated September 2017
*Note: Agency/Provider must submit written questions regarding RFP to
jcherry a,chccs.nc.us by July 25, 2017.
B. Submission of Proposals
Interested agency/provider will submit proposals as described in Section IV below.
C. Proposal Evaluation
All proposals will be evaluated by a committee composed of representatives of CHCCS.
The evaluation committee may at its sole discretion elect to conduct interviews with finalists
to clarify information provided in the proposals. The evaluation committee may at is sole
discretion recommend one or more contractors to the Chapel Hill-Carrboro Board of
Education. Criteria considered by the evaluation committee may include, but shall not
necessarily be limited to, the proposer's qualifications, references, reputation, experience,
safety record, financial standing, labor supply, claims and litigation history.
The evaluation committee shall not be required to recommend the contractor with the lowest
proposed compensation; nor shall the committee have any obligation to explain its decision
to recommend or not to recommend any particular contractor or to invite or exclude any
particular contractor from consideration at any stage of the process. Instead of
recommending that contracts be awarded to one or more contractors who presented
proposals, the evaluation committee may at its sole discretion recommend to CHCCS staff
that the proposals be rejected and the process repeated, that CHCCS enter into direct
contract negotiations with one or more contractors (possibly including contractors who have
not previously submitted proposals) or that CHCCS staff take any other action the
committee deems advisable under all the circumstances.
The decision of the evaluation committee to accept or reject any proposals and to award
contract(s) to any one or more contractor(s) shall be final and not subject to further review.
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III. REQUEST FOR PROPOSAL PROCEDURES
A. Point of Contact
Questions concerning this RFP and the procedures for responding to the RFP should be
directed to Janet Cherry, Director, System of Care, by email at jcherry @chccs.nc.us
Any responses will be in writing and communicated to all proposers.
B. Submission of Proposals
Service provider should submit an original and eight (8) additional copies of their complete
proposal by 4:00 p.m. on August 9, 2017 in a sealed envelope clearly marked "Co-Located
Mental Health Services RFP" , at the following address:
Tracy Hawkins
Department of Exceptional Children's Program and System of Care
750 Merritt Mill Rd.
Chapel Hill, NC, 27516
C. Proprietary Information
If a proposal includes any proprietary data or information that the contractor deems
confidential, such data or information must be specifically identified and stamped
"CONFIDENTIAL." Data or information so identified will be used by CHCCS and its
consultants solely for the purposes of evaluating proposals and/or conducting contract
negotiations and will be kept confidential to the extent permitted by North Carolina's Public
Records Law. Confidentiality of this material cannot be guaranteed.
D. Modification or Withdrawal of Proposal
Any response may be withdrawn or modified without penalty by written request of the
contractor only if such request is received by CHCCS at the above address prior to the date
and time set for receipt of proposals.
F. Right to Reject
CHCCS reserves the right to accept any proposal, to reject any and all proposals, and to
waive any irregularities or informalities. This contract for transportation services is not
required to be bid under North Carolina law, and none of the statutory requirements
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regarding public bidding apply to this contract or this RFP. CHCCS has chosen to issue an
RFP because it anticipates that a competitive process will facilitate the selection of the best
qualified service providers at the best prices for the school system. CHCCS reserves the
right not only to accept or reject any specific proposal, but also to reject all proposals and
either repeat the process or enter into direct contract negotiations with any one or more
contractors, including contractors who have not previously submitted proposals. CHCCS
further reserves the right to initiate contract negotiations with any individual contractors at
any time before, during, or after the proposal process.
CHCCS further reserves the right to restrict the invitation to submit proposals to any
predetermined group of contractors, or to exclude any individual contractors from the
proposal process. Any and all decisions by CHCCS to accept or reject proposals, repeat the
process, enter into direct negotiations with one or more individual contractors, restrict the
invitation to submit proposals to a predetermined group of contractors, and/or exclude one
or more individual contractors from the proposal process shall be final and not subject to
further review.
IV. PROPOSAL FORMAT AND CONTENTS
Proposals must be submitted in the format outlined in this section, with each of the
described forms and sections completed in full (except those sections described as optional).
Each proposal will be reviewed to determine if it is complete prior to actual evaluation.
CHCCS reserves the right to eliminate from consideration any proposal it deems, in its sole
discretion, to be nonresponsive to this RFP.
Each of the forms and sections described below should begin on a separate page, and each
page should clearly state the name of the Agency.
A. Identifying Information: Please include the following on COVER SHEET
• Agency name
• Official mailing address
• Agency telephone number
• Agency email address
• Agency webpage
• Name of contact
• Age level you are currently serving
B. Personnel (Section 1)
List all clinical staff and supervisors (by name, if known, and position) that will be
involved in the delivery of services. For those individuals that have been identified to
provide counseling/therapy,please include a brief curriculum vita, which indicates the
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length of employment with the applicant's agency and type of licensure (LPC, LCSW).
• Job descriptions should be included for all positions that will be associated with
the implementation of therapeutic services.
• Provide a detailed description on how clinical supervision of School-Based Mental
Health clinician will be provided.
• Direct care providers will be required to participate in additional training as
requested by CHCCS Human Resource Department and/or Department of
Exceptional Children's Program and System of Care.
• Note: All staff that may have direct contact with CHCCS campuses must undergo
background check/clearance(as approved by CHCCS human resource department)
and cleared under the North Carolina Sex Offender and Public Protection
Registration Program, the North Carolina Sexually Violent Predator Registration
Program, and the National Sex Offender Registry as required under N.C.G.S. 115C-
332.1 at the provider's expense,prior to providing services on CHCCS campuses.
C. Range of Services (Continuum of Services) Section 2
Service providers should describe proposed range of services (e.g. assessment,
individual/group therapy, family outreach, crisis/emergency care during and after school
hours, follow up, aftercare/discharge,provision for care during student
holidays/vacations and summer break, etc.).
• Describe your agency's utilization of evidence-based practice
modalities/treatment methodology that would be used to ensure continued
treatment in serving students in PreK-12 grade.
• Describe your agency's commitment to the concepts of system of care principles,
mental health recovery and resiliency. Explain how you intend to ensure ongoing
services focus on the concepts of system of care principles, recovery and
resiliency as they apply to children/adolescents and families.
• Please clearly indicate how the proposed services will accommodate students
with varying intellectual abilities (e.g. moderate/mild intellectual disability to
academically gifted) or special communication needs (e.g. deaf, hard of hearing,
blind).
• Clearly indicate how the proposed services will accommodate language minorities,
particularly Spanish speakers and Burmese-Karen speakers.
• Describe the ability and experience of the staff to successfully work with
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students who may be undiagnosed/diagnosed with severe trauma, substance
abuse/use, struggling with tobacco cessation,poverty, attention deficit
hyperactivity disorder and/or have a history of oppositional defiant and/or
aggressive behaviors.
• Describe the agency's commitment to obtaining relevant and required training of
outpatient treatment/clinical supervision.
• Describe how your agency expects to conduct the intake and assessment process.
Describe what assessment instruments will be utilized during this process and
how long for a completed assessment.
• Describe your agency's capacity regarding number of consumers that could be
served. Describe referral process your agency has established for children who
need a higher level of care.
• How will the agency ensure that the member, family, and other agencies, if
relevant, will be included in the development of the treatment plan and ongoing
treatment planning process?
• What will be the agency's discharge planning process? How will the agency
ensure that discharge recommendations are understood and what assistance will
be given to families to access necessary services upon discharge?
• List the insurance companies you are able to bill and describe how you plan to
handle clients who do not have insurance.
• Describe how your agency will handle (at a minimum) monthly onsite training
for school-wide staff.
• Describe your agency's evidence of success with providing services to
children/families.
D.Facilities (Section 3)
Describe the facilities and resources that your agency currently has available in Orange,
Durham or Chatham County that may be utilized for the continuation of services (office
location, day treatment facilities, etc). Explain how your agency will provide 24 hour
access to support for students and families to include crisis/emergency services during the
school year, student holidays/vacations and summer breaks.
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E. Program Evaluation and Client Satisfaction (Section 4)
Describe how you will evaluate the service and provide monitoring of frequency and
evaluation updates on a monthly basis to Chapel Hill-Carrboro Public Schools (note:
CHCCS will also provide guidance on such data collection to ensure standardization and
accountability and require monthly update meetings).
• Describe how you will assess your agency's impact and success within Chapel Hill-
Carrboro Public Schools.
• Explain how the agency will ensure ongoing internal monitoring and quality
assurance within the outpatient clinic programs and services (i.e. pre and post
parent/teacher satisfaction surveys). Also describe how you plan to use the North
Carolina Treatment Outcomes and Program Performance System (NC TOPPS) or
your agency's tool to determine level of treatment fidelity and outcome.
F. Corporate Structure and Financial Condition (Section 5)
Section 5 shall include a description of the contractor's corporate form, the date the
contractor was incorporated, and the names and official titles of all its corporate officers.
In addition, Section 5 of the proposal shall include authoritative documentation of the
contractor's financial condition and stability. Such documentation shall include an audited
2015 financial report and any additional documentation on the contractor's financial
condition and stability that the contractor wishes CHCCS to consider (e.g. evidence of
general liability, workers compensation, and medical malpractice insurance).
Also, describe your administrative supports to manage the services (e.g. bookkeeping,
accounting, insurance billing, management of confidential medical records, and other
clerical supports).
G. Experience, Background& References (Section 6)
Section 6 of the proposal shall include a detailed summary of the contractor's experience
and background in providing treatment and care for adult, child and adolescents.
Section 6 of the proposal shall also include a list of at least three (3) but no more than five
(5) references for individuals with firsthand knowledge of the contractor's background,
experience, qualifications, and reliability, including the names and contact information for
each such reference, the length of time each reference has had direct knowledge of and
experience with the contractor, and the relationship of the contractor to each reference.
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Section 6 may also list separately any other experience or background the contractor would
like CHCCS to consider(optional).
H. Litigation and Claims History(Section 7)
Section 7 of the proposal shall include a detailed summary of all claims filed, pending, or
concluded by or against the contractor in any judicial or administrative forum in the last ten
years and shall include, at a minimum:
1. The date each such claim was filed;
2. The judicial or administrative forum in which each such claim was filed;
3. The names of any adverse parties;
4. The file number or docket number of each such claim;
5. Whether each such claim was initiated by or against the contractor;
6. The nature and substance of each such claim, as well as any counter-claims
filed in the action; and
7. The ultimate resolution of each such claim, including any judicial or
administrative findings of fault or liability and the results of any appeals.
Agency selected should be prepared to participate in presenting to the CHCCS: Co-
Located Mental Health Panel
I. Official Statements by Contractor/Agency
Section 8 of the proposal must contain the following statements and be signed by an
individual authorized to bind the contractor.
• The contractor has read and agrees to the terms and conditions set
forth in the RFP.
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J.Outline of Proposal Contents
The following is an outline of the requirements for proposal contents described in this
section:
Section 1:
Personnel
Section 2:
Description of Range of Services (Continuum of Services)
Section 3:
Facilities
Section 4:
Description of Program Evaluation and Client Satisfaction
Section 5:
Corporate Structure and Financial condition
Section 6:
Experience, Background and References
Section 7:
Litigation and Claims History
Section 8:
Official Statement by Contractor/Agency
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Memorandum of Agreement: Chapel Hill Carrboro City Schools and MH agency
MEMORANDUM OF AGREEMENT
BETWEEN
CHAPEL HILL CARRBORO CITY SCHOOLS
AND
MH AGENCY
FOR
CO-LOCATED MENTAL HEALTH SERVICES
This Memorandum of Agreement for co-located mental health services (the "MOA") is made
and entered into this et day of October, 2017 (the "Effective Date"), between the Chapel Hill
Carrboro City Schools ("CHCCS" or "District") and (the
"Agency").
The purpose of this MOA is to accommodate the efficient and effective provision of mental
health services for students and their families in the Chapel Hill Carrboro City Schools. CHCCS
agrees to provide space for the Agency to provide mental health services to certain CHCCS
students under the following conditions:
1. Agency Responsibilities and Obligations.
a. Agency shall provide school-based mental health services to CHCCS students as
described herein and in the Agency's response to the CHCCS Request for Proposals for
the Provision of Co-Located School Based Mental Health Services, dated October, 2017.
In the event of any conflict between the terms of this MOA and the RFP response, the
terms of this MOA shall control. Services will include, but not be limited to:
comprehensive clinical assessments; person-centered planning; individual, family and
group outpatient therapy; and medication management for students receiving treatment
from the Agency.
b. Agency is also expected to collaborate with CHCCS on training opportunities for
CHCCS staff working with students with behavioral and emotional needs; consultation
with CHCCS staff on specific interventions for use with students in the school setting;
participation in Child and Family Team meetings, IEP/FBA/BIP/MTSS and other team
and parent meetings at the request of CHCCS staff; and parent communication on
treatments and interventions.
c. Agency agrees to provide services to CHCCS students at the assigned schools designated
by the Executive Senior Director of Exceptional Children's Program and System of Care
or designee. Agency agrees to provide the services in the space(s) provided by CHCCS
at each school. Agency agrees to maintain the assigned office space in good condition.
Schools may be added to or dropped from the program at the discretion of CHCCS.
d. Agency will provide all equipment and supplies necessary or required to provide services
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to CHCCS students. Agency shall equip the assigned office space with any necessary
computers, printers, fax machines, copiers, and all medical equipment necessary to
provide the services. Agency agrees that CHCCS will not be liable for any damage to the
assigned space caused by or the result of the Agency's use of the space, or loss of any
equipment, supplies or other items provided by the Agency for use in the assigned space.
e. Agency will assign at least one therapist per identified school. The determination of the
therapist's exact schedule at the school (number of days the therapist will be present at
the school, times of day, etc.) will be determined by mutual agreement between CHCCS
and the Agency based on the acuity of needs of students on the therapist's caseload at
each individual school.
f. Agency will be responsible for properly supervising its staff while providing services on
CHCCS property.
g. All agents or employees of the Agency who will provide services to CHCCS students
will be fully qualified, possess any requisite licenses, and otherwise be legally entitled to
perform the services provided, and shall exercise the skill and care customarily exercised
by duly licensed and qualified providers of the same or similar services.
h. Agency will accept student referrals for services as provided by CHCCS. Agency will
only accept referrals and provide services to students following the receipt of parental
consent for referral and treatment. Agency agrees to work with CHCCS regarding the
development of appropriate consent forms and information materials about services
offered by the Agency.
i. Agency agrees that this is a school-based mental health program and the primary place of
service will be in the schools prior to, during, and immediately after school hours.
Agency will provide services at specific times determined in collaboration with CHCCS.
Agency agrees to provide services to students at times and in a manner that minimizes the
amount of disruption to students' academic instruction. Agency further agrees services
will be made available during evening hours or during school holidays and breaks on a
limited basis based on the student's level of need.
j. Agency agrees to make services available to students with publicly funded mental health
coverage, private health insurance, state funding, sliding scale, and financial aid. Services
will be provided to students based on the benefit selection, according to the criteria for
each service and payer source. Agency shall be solely responsible for any necessary
billing paperwork. Regardless of any payer source or benefit selection criteria, Agency
agrees to provide services to students referred to the Agency regardless of ability to pay.
k. Agency will obtain the appropriate background checks and provide appropriate
supervision and ongoing training for staff and agents providing services to CHCCS
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Memorandum of Agreement: Chapel Hill Carrboro City Schools and MH agency
students in compliance with the terms of this MOA, applicable federal and state laws, and
Agency policies.
1. Agency will immediately call 911 in the event emergency services may be needed and
will promptly provide the school principal or designee and the student's parent or
guardian notice of the occurrence.
m. Agency agrees not to use the names, symbols, trademarks, or service marks currently
existing or subsequently established of CHCCS without the prior written consent of the
District.
n. Agency agrees to provide CHCCS with weekly updates about intake information,
including but not limited to the number of active intakes and intakes in progress. Agency
also agrees to provide intake information at the request of CHCCS.
o. Agency agrees to provide CHCCS with family/student satisfaction survey reports at least
quarterly, or more frequently if requested by CHCCS. Agency will provide CHCCS with
a copy of Agency's satisfaction survey forms and will revise such forms if requested by
CHCCS.
p. Agency will provide the CHCCS: Department of Exceptional Children's Program and
System of Care Executive Senior Director or designee and school contact with Agency's
secure email rights to communicate via encrypted message.
2. CHCCS Responsibilities and Obligations.
a. CHCCS agrees to provide consistent, furnished office space for the Agency's use at the
assigned schools that will be appropriate for the mental health services described herein.
The office space will either include a locked door or a locked filing cabinet to secure
Agency files or equipment. CHCCS will provide Agency at least ten (10) days' notice
prior to adding, dropping or changing schools participating in the school-based mental
health program. CHCCS agrees to provide utilities and custodial services for the assigned
space. The space will include a telephone for use in conjunction with the services
provided by the Agency.
b. CHCCS agrees to provide Agency staff members with a internal mailbox at each
individual school and put notices in the box on a timely basis, such as school calendars,
special event notices, testing schedules, IEP and other meeting schedules, so that Agency
staff knows when students are unavailable and can schedule accordingly.
c. CHCCS agrees that appropriate staff will participate in meetings with Agency to
coordinate efforts, solve problems, and plan services for individual students and their
families.
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Memorandum of Agreement: Chapel Hill Carrboro City Schools and MH agency
d. The CHCCS Director, System of Care will serve as the primary liaison between the
CHCCS and the Agency. The CHCCS Director, System of Care also may designate an
administrator or individual at each school to serve as a day-to-day liaison with the
Agency staff assigned to the each individual school.
e. CHCCS will streamline referrals of students to the Agency. CHCCS will refer to the
Agency only the names of students whose parents or legal guardians have given the
CHCCS permission to refer.
3. Term and Termination. The term of this MOA begins on the Effective Date and continues
through June 30, 2018, unless sooner terminated as herein provided. CHCCS may terminate
this MOA at any time in its complete discretion upon thirty (30) calendar days' notice in
writing from the CHCCS to the Agency. The parties may extend or renew the term of this
MOA by mutual written agreement.
4. No Obligation. Nothing in this MOA shall be construed to create any monetary obligation on the
part of the Chapel Hill Carrboro City Schools Board of Education to the Agency, or any right or
entitlement on the part of the Agency to any compensation, or request for funding, from the
Chapel Hill Carrboro City Schools Board of Education.
5. Monitoring and Auditing. Agency shall cooperate with the District, or with any other person
or agency as directed by the District, in monitoring, auditing, or investigating activities
related to this MOA. Agency shall permit the District to evaluate all activities conducted
under this MOA as dictated by the District. With the exception of any HIPAA protected
records as described in paragraph 7 below, Agency shall provide auditors retained by the
District with access to any records and files related to the provision of services under this
MOA. The District agrees that its auditors will maintain the confidentiality of any identified
and actual trade secrets of Agency accessed during an audit conducted under this MOA.
6. Records and Confidentiality of Student Information. Agency agrees that all student
educational records, as defined in the Family Educational Rights and Privacy Act, or
personally identifiable information contained in student educational records that may be
obtained in the course of providing services under this MOA shall be subject to the
confidentiality and disclosure provisions of applicable federal and state statutes and
regulations as well as CHCCS policies. All student educational records shall be kept in a
secure location preventing access by unauthorized individuals. Agency will maintain an
access log delineating date, time, agency, and identity of individual accessing student
educational records who is not in the direct employ of Agency. Agency shall not forward to
any person other than parent or the District any student record or personally identifiable
information obtained from a student educational record (including, but not limited to, the
student's identity) without the written consent of the District. Upon termination of this
MOA, Agency shall turn over to the District all student educational records or personally
identifiable information about students obtained by Agency while providing services under
this MOA, or, in the alternative, maintain such records as confidential in accordance with
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laws and guidelines, including but not limited to the Health Insurance Portability and
Accountability Act and NCAC documentation guidelines, applicable to providers of mental
health services. Nothing in this MOA gives Agency any right to access any student
educational records or personally identifiable information.
7. Confidentiality of Health Records. The parties recognize that certain health care records and
transactions may be governed by the Health Insurance Portability and Accountability Act
(HIPAA). Records created and maintained by the Agency in providing services to students
pursuant to this MOA may be provide to CHCCS upon the receipt of written consent from
the parent/guardian and/or patient, if over the age of 18. Pursuant to the U.S. Department of
Education's and U.S. Department of Health and Human Services' November 2008 Joint
Guidance on the Applicability of[FERPA] and [HIPAA] to Student Records, it is anticipated
that any records produced or maintained by the parties in connection with this MOA will be
education records subject only to FERPA, and not HIPAA, while in the possession of DPS
employees. To the extent that HIPAA may be applicable to any actions of the Agency or its
affiliates in connection with this MOA, the Agency shall be solely responsible for ensuring
its compliance with that statute and any related regulations. The Agency shall be responsible
for the storage, maintenance and confidentiality of proper medical records for the patients
pursuant to this MOA. The Agency shall be responsible for fulfilling all requirements
imposed by applicable law and its own medical records procedures with respect to the
preparation, maintenance, security, disclosure and retention of such medical records. During
the term of this MOA and thereafter, the Agency and CHCCS shall provide copies of medical
records, films and reports to one another upon request to the extent appropriate consent of the
patient has been obtained or authorized by law. Each party shall maintain the confidentiality
of any and all records of the patients to which it may have access pursuant to the
performance of its duties under this MOA. Each party shall obtain record and preserve as
required by relevant law, rule or regulation any and all specific consents as may be required
for any procedures performed pursuant to or within the contemplation of this MOA.
8. Criminal Background Checks. Before any of its employees or agents begin providing
services on CHCCS premises, Agency shall conduct criminal background checks on each
such employee. Agency shall provide CHCCS with documentation that criminal background
checks were conducted on each such employee prior to hiring. Agency shall not assign any
employee or agent to provide services on CHCCS premises if (1) said worker has been
convicted of a felony; (2) said worker has been convicted of any crime, whether
misdemeanor or felony, involving sex, violence, or drugs; or (3) said worker has engaged in
any crime or conduct indicating that the worker may pose a threat to the safety or well-being
of student or school personnel. CHCCS reserves the right to prohibit any individual
employee of the Agency from providing services on CHCCS property or at CHCCS events if
CHCCS determines, in its sole discretion that such employee poses a threat to the safety or
well-being of students, school personnel or others or is for any reason disruptive to school
operations.
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9. Sex Offender Registry Checks. Agency also acknowledges that G.S. § 14-208.18 prohibits
anyone required to register as a sex offender under Article 27A of Chapter 14 of the General
Statutes from knowingly being on the premises of any school. Agency shall conduct or
arrange to have conducted, at its own expense, sexual offender registry checks on each of its
owners, employees, agents and subcontactors ("Contractual personnel") who will engage in
any service on or delivery of goods to CHCCS property or at a CHCCS sponsored event,
except checks shall not be required for individuals who are solely delivering or picking up
equipment,materials, or supplies at: (1) the administrative office or loading dock of a school;
(2) non-school sites; (3) schools closed for renovation; or (4) school construction sites. The
checks shall include at a minimum checks of the State Sex Offender and Public Protection
Registration Program, the State Sexually Violent Predator Registration Program, and the
National Sex Offender Registry ("the Registries"). For Agency's convenience only, all of
the required registry checks may be completed at no cost by accessing the United States
Department of Justice Sex Offender Public Website at http://www.nsopw.gov/. Agency shall
provide certification on the Sexual Offender Registry Check Certification Form that the
registry checks were conducted on each of its Contractual personnel providing services or
delivering goods on CHCCS property prior to the commencement of such services or the
delivery of such goods. Agency shall conduct a current initial check of the registries (a
check done more than 30 days prior to the date of this MOA shall not satisfy this obligation).
In addition, Agency agrees to conduct the registry checks and provide a supplemental
certification form before any additional Contractual personnel are used to deliver goods or
provide services on CHCCS property. Agency further agrees to conduct annual registry
checks of all Contractual personnel and provide annual certifications at each anniversary date
of this MOA. Agency shall not assign any individual to deliver goods or provide services
pursuant to this MOA if said individual appears on any of the listed registries. Agency
agrees that it will maintain all records and documents necessary to demonstrate that it has
conducted a thorough check of the registries as to each Contractual personnel, and agrees to
provide such records and documents to the CHCCS upon request. Agency specifically
acknowledges that the CHCCS retains the right to audit these records to ensure compliance
with this section at any time in the CHCCS's sole discretion. Failure to comply with the
terms of this provision will result in the CHCCS's immediate termination of this MOA.
Agency further agrees that it has an ongoing obligation to provide the CHCCS with the name
of any new Contractual personnel who may deliver goods or provide services to the CHCCS.
The CHCCS reserves the right to prohibit any Contractual personnel of Agency from
delivering goods or providing services on CHCCS property if the CHCCS determines, in its
sole discretion, that such Contractual personnel may pose a threat to the safety or well-being
of students, school personnel or others.
10. Insurance. Agency agrees to maintain $1,000,000 in general liability, $1,000,000 in
automobile liability, and other appropriate insurance, including professional liability
insurance and as Workers Compensation in the required statutory amount, for all employees
participating in the provision of services under this MOA. The Chapel Hill Carrboro City
Schools Board of Education shall be named by endorsement as an additional insured on the
General Liability policy. Certificates of such insurance shall be furnished by Agency to the
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District and shall contain an endorsement to provide the District at least 10 days' written
notice of any intent to cancel or terminate by either Agency or the insuring company. Failure
to furnish insurance certificates or maintain such insurance shall be a default under this MOA
and shall be grounds for immediate termination of this MOA.
11. Indemnification. Agency shall indemnify and hold harmless the CHCCS and its agents and
employees from and against all claims, actions, demands, costs, damages, losses, and/or
expenses of any kind whatsoever proximately resulting from the omission or commission of
any act, lawful or unlawful, by Agency or its agents and/or employees, including but not
limited to court costs and attorney's fees, incurred in connection with the defense of said
matters. The parties agree that this indemnification clause is an "evidence of indebtedness"
for purpose of N. C. Gen. Stat. § 6-21.2.
12. Relationship of Parties. The relationship of the parties under this MOA shall be that of
independent contractor. Agency agrees that its employees will not act as, nor represent
themselves as acting as, an employee of anyone other than Agency. Nothing herein shall be
construed as creating a partnership or joint venture between the CHCCS and the Agency; nor
shall any employee of Agency be construed as an employee, agent, or principal of the
CHCCS.
I 13. Compliance with Applicable Laws. Agency shall comply with all applicable laws and
regulations in carrying out all obligations under this MOA. In particular, Agency shall not
employ any individuals to provide services to the District who are not authorized by federal
law to work in the United States. Agency represents and warrants that it is aware of and in
compliance with the Immigration Reform and Control Act and North Carolina law (Article 2
of Chapter 64 of the North Carolina General Statutes) requiring use of the E-Verify system
for employers who employ twenty-five (25) or more employees and that it is and will remain
in compliance with these laws at all times during the term of this MOA. Agency certifies
that as of the date of this MOA, Agency is not listed on the Final Divestment List created by
the North Carolina State Treasurer pursuant to N.C. Gen. Stat. § 143C-6A-4. The individual
signing this MOA certifies that he or she is authorized by Vendor to make the foregoing
statement.
I -1-3714. Authority of Superintendent and School Principal. The parties recognize and
agree that access to any CHCCS premises on the part of the Agency or any other person or
entity shall be subject at all times to the approval of the Superintendent and Principal at their
sole discretion. The parties further recognize that the Principal and Superintendent retain
final authority over the Agency's access to student records maintained by CHCCS.
1 4-415. Compliance with Directives of School Officials. CHCCS shall remain at all
times under the authority of the Chapel Hill Carrboro City Schools Board of Education, the
Superintendent, and the individual school principals. Agency shall ensure that its employees
are aware of any and all policies, rules, regulations, or directives of the Board of Education,
the Superintendent or Superintendent's designee, and each school principal or principal's
designee at all time while all on CHCCS premises or at CHCCS events. District shall
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maintain full, final, and plenary authority to grant, deny, or restrict any provider agency, its
agents or employees' access to school premises and school-sponsored events, including the
authority to determine what services, if any, will be delivered, and by whom, to students on
school premises or at school-sponsored events. Nothing in this MOA shall be construed to
create any right of access to school facilities or school-sponsored events on the part of a
provider agency, its agents, or employees, and the District expressly reserves the right to
deny or restrict a provider agency, its agents, or employees access, on a temporary or
permanent basis, to any school facility or school-sponsored event, or to any individual
student on school property or at a school-sponsored event, with or without cause, at any time,
and without prior notice to the provider agency. The decision to deny access to any student,
school facility, or school-sponsored event shall be final and not subject to appeal. The
District shall not incur any liability to any provider agency for denying or restricting access
to school premises or school-sponsored events, with or without cause, and in exchange for
access to District premises the provider agency expressly waives the right to challenge any
such a denial or restriction of access in any judicial or administrative action.
I 4-516. Conduct on Site Applicable Chapel Hill Carrboro City Schools Board of
Education Policies. Agency shall not in any way interfere with the operations of the
designated schools, or the education of its students and responsibilities of its staff. Agency
staff will operate within designated school buildings only and follow school rules,
procedures, and regulations. Agency acknowledges that the Chapel Hill Carrboro City
Schools Board of Education has adopted policies governing conduct on all property owned
by the Board of Education and agrees to abide by any and all relevant board policies while on
its property. Agency acknowledges that these policies are available online on the CHCCS
website, at https://boardpolicyonline.com/bl/?b=chaphill . In particular, Agency
acknowledges that it has received copies of or has access to (via the Chapel Hill Carrboro
City Schools website) and will abide by all applicable Chapel Hill Carrboro City Schools
Board of Education policies, including but not limited to policies related to conduct on
school property, weapons, drugs and alcohol, tobacco, and interactions with staff and
students. The school principal or designee will provide Agency staff with a brief orientation
of the campus site and any school-based rules or procedures that may impact the Agency's
operations on the campus.
X17. Assignment. The Agency shall not assign, subcontract or otherwise transfer
any interest in this MOA without the prior written approval of CHCCS.
X18. Amendments. This MOA may be amended only by written amendments duly
executed by and between the CHCCS and the Agency.
18.19. North Carolina Law. North Carolina law will govern the interpretation and
construction of the MOA.
X9-20. Third Party Beneficiaries. Nothing in this MOA shall be interpreted to create
in any other individual or entity the status of third party beneficiary.
20.21. Entire Agreement. This MOA and any other document(s) expressly
incorporated by reference as a part of this MOA constitutes and expresses the entire
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agreement and understanding between the parties concerning its subject matter. This MOA
supersedes all prior and contemporaneous discussions, promises, representations, agreements
and understandings relative to the subject matter of this MOA. To the extent there may be
any conflict between the four corners of this MOA and other documents incorporated by
reference herein, the terms of this MOA will control.
24,22. Severability. If any provision of this MOA shall be declared invalid or
unenforceable, the remainder of the MOA shall continue in full force and effect.
1 22.23. Authority. The person(s) executing this MOA on behalf of Agency have
authority to do so as an official, binding act of the Agency.
Remainder of page intentionally left blank. Signature page follows.
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IN WITNESS WHEREOF, the parties hereby execute this Agreement.
CHAPEL HILL CARRBORO CITY SCHOOLS BOARD OF EDUCATION
By: Date:
Superintendent or Superintendent's Designee
Chapel Hill Carrboro City Schools
MH Agency name
By: Date:
[ADD PRINTED NAME AND CONTACT INFORMATION HERE]
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