How is Your Risk Radar and Contract Conscience? Summer Leadership Conference Summer 2017

To identify, recruit, develop and retain highly effective talent. This IS THE Work Learning and Teaching Achievement Balanced Assessment Human Capital Community Engagement To provide teachers and students with the opportunity to participate in a relevant, rigorous, innovative and comprehensive learning environment. To increase proficiency and growth rates across all groups and eliminate predictability of achievement. To develop and implement a balanced assessment system that accurately reflects students’ knowledge of core curriculum standards as well as the ability to collaborate, be creative, communicate and think critically. To identify, recruit, develop and retain highly effective talent. To foster shared responsibility for student success by building trust, collaboration, and engagement among staff, families and community partners. We are an organization focused on these five areas - this is THE work. So much so that Learning and Teaching, Achievement and Balanced Assessment are all one committee now as we can not address one of these areas without the other. These areas cover us and define what we do every day to make a difference for every child. Where are we in our SP process? We are defining our strategies through the core work of learning and teaching. Designing resources to build knowledge, skill, and support. Building collaborations with teachers, students, parents, business owners, stakeholders...to define what we want our learners to look like when they leave us, what teachers should look like to create this learners, what leaders will look like to create environments that allow for the learning and teaching that we know should occur We are fortunate in Wake. We ALREADY HAVE the resources needed to do this work.

Board Policy 8361 Reporting and Procedures (R&P) states the procedures for all Non-Construction Service Contracts Approval, Routing and Reporting Service contracts must be obtained for any agreement or purchase order that is used to obtain a service. Non-Construction contract must be routed using Contract Routing form 1950. Service Contracts shall not be used to circumvent hiring an individual as an employee. Service Contracts include all Service Contracts, leases, lease purchase agreements, or installment purchase agreements.

When Must You Use Version #1 When Must You Use Version #1? Version #1 should be used in any contract for services where contractual personnel will or may be on school system property or at on off-site school system event; and those contractual personnel are not performing duties customarily performed by school personnel and are not likely to ever be alone with a student(s).   Examples of situations that would call for Version #1 would include (but not be limited to): • Contract for copy repair, musical instrument repair, CTE equipment repair, or athletic equipment repair services; • Contract for DJ services; • Contract for vending machine services; or • Contract for a consultant who is going to come into a school and present to the staff at a staff meeting.

When Must You Use Version #2 When Must You Use Version #2? Version #2 should be used in any contract for services where contractual personnel will or may be on school system property or at an off-site school system event; and those contractual personnel are performing duties customarily performed by school personnel or otherwise may be alone with a student(s). Examples of situations that would call for Version #2 would include (but not be limited to): • Contract for transportation services (performs employee-like function and alone with students); • Contract for custodial services (same); • Contract for CNS Cafeteria Workers (performs employee-like functions); • Contract for a temporary employee (performs employee-like functions); • Contract for Jordan Driving School instructors (alone with students); or • Contract for private security services (alone with students).

When Must You Use Version #3 When Must You Use Version #3? Version #3 should be used in any contract for professional services where contractual personnel will or may be on school system property or at any off-site school system event; and those contractual personnel are performing duties customarily performed by school personnel or otherwise may be alone with a student(s). Examples of situations that would call for Version #3 would include (but not be limited to):   • Contract for tutoring services (same); • Contract for speech language services (same); • Contract for personnel to provide psychological testing of students (same);

Criminal Background Checks When Version #2 or #3 is used, the WCPSS Administrator overseeing the contract is responsible for ensuring the criminal background checks are performed. These more extensive checks do not relieve the contractor of the duty to conduct the Registry Checks and provide the certification forms. The Provider/Company must complete and submit the Application Supplement Waiver and General Release form for each employee providing services under the contract. If you are the contact person for one of these contracts, please contact Anthony Manzo for assistance in conducting the criminal background checks.

Registered Sex Offender and Board applicable policies are the responsibility of the budget manager and department to ensure compliance with Board Policy 8361 for contracts. Small Contractors In situations where WCPSS is entering into a contract with a small contractor (three or fewer employees or contractual personnel), the school system will run its own Registry Checks. If you are the contact person for one of these contracts, please contact Anthony Manzo for assistance in conducting the Registry Checks. The school system’s Registry Checks does not relieve the contractor of the duty to conduct its own Registry Checks and provide the certification forms.

Recommended Threshold for Non-Construction Contract Negotiations (State contract pricing does not apply): • Service contracts less than $2,500 »» Seek competition, written or verbal quotes • Service contracts $2,500 - $9,999.99 »» Obtain three quotes, written or verbal • Service contracts $10,000 and $89,999.99 »» Obtain three quotes, written or verbal Or when competition is available »» Submit on Request for Proposal (RFP) to Purchasing Department • Service contracts $90,000 and up »» Submit on Request for Proposal (RFP) to Purchasing Department

Contract Justification Memo Department and school administrators are responsible for negotiating the terms of a contract and must use the Contract Justification memo included in the non-construction contract versions 1, 2, and 3; to indicate why service are required and how the price and terms were negotiated.

Master Service Contracts: http://www2. wcpss Master Service Contracts: http://www2.wcpss.net/departments/finance/master-service.htm In an effort to alleviate the burden of contracts on schools there is a section for School Master Service Contracts that provides the approved vendor list and procedural guidance for obtaining services. Master service contracts run Fiscal Year July 1- June 30 or as indicated under the providers name on the master list. The Master Service Contracts will maintain (centrally) all liability and sexual offender registry certifications. The Master Service Contracts will maintain (centrally) all liability and sexual offender registry certifications.

Construction Contracts: http://www2. wcpss Construction Contracts: http://www2.wcpss.net/departments/finance/construction.htm Board Policy 8361 Reporting and Procedures (R&P) states the procedures for Construction, Repair and Associated Contracts Approval, Routing and Reporting http://webarchive.wcpss.net/policy-files/ Construction contracts must be routed using Contract Routing form 1951. • Construction, repair, and associated contracts are used to obtain construction and repair services, materials, and equipment. • Construction and repair projects, contracts and change orders shall not be divided to evade the provisions of this policy or North Carolina General Statutes. • All bidding and purchasing activities shall be performed in accordance with State laws and in a manner that best represents the board’ interests. In the event of conflict between governing laws and these regulations and procedures, applicable laws shall take precedence. All construction contract bidding and purchasing activities shall be performed in accordance with State laws and in a manner that best represents the board’ interests. In the event of conflict between governing laws and these regulations and procedures, applicable laws shall take precedence.

FACILITY MODIFICATION (FAC MOD) REQUEST CONSTRUCTION PROJECTS Facility Modification Elizabeth Sharpe 919-588-3593, esharpe@wcpss.net Contracts for Gym Floor Resealing Jeri Preddy 919-533-7859, jpreddy@wcpss.net

Minimum Insurance Requirements: A Certificate of Insurance; naming the Wake County Board of Education located at 5625 Dillard Drive, Cary NC 27518; as additionally insured for general liability is required with all contracts and must be included in the contract routing packet. This includes change orders and amendments to the original contract.