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October 5, 2020 at 6:30 PM - Omaha Public Schools Board of Education and Educational Service Unit 19 Board Meeting

Agenda
A. OPS Board Of Education Information
Rationale: 

Notice to visitors: If you wish to speak, please obtain a “Request to be Heard” form from the entry table and return the completed form to the table attendant or the Board of Education Director.

The agenda will be kept current and available for public inspection in the office of the Secretary of the Board of Education at the Administrative Building during regular working hours. 

Board members may request specific agenda item(s) be moved to a different place on the agenda.  Please attend the entire meeting to ensure you hear discussion on a particular agenda item.

Pursuant to Section 84-1412 of the Nebraska Statutes, the public is hereby informed that a current copy of the Nebraska Open Meetings Act is posted in the Board meeting room on the north wall.

Agenda items are subject to reordering at discretion of the board president, please attend the entire meeting to ensure you're able to hear any discussion. If you would like to rehear any discussion, please listen to our podcast located on the District Web Page, district.ops.org.

B. Call to Order
C. Pledge of Allegiance
D. OPS Vision and Mission Statement
Rationale:  The Vision:  Every Student.  Every Day.  Prepared for Success.

The Mission:  Omaha Public Schools prepares all students to excel in college, career, and life.
E. Roll Call
E.1. Excused/Unexcused Absence
F. School Spotlight
Rationale:  The #OPSProud spotlight features Harrison Elementary School, for achieving the highest total minutes read by students throughout the summer as part of our summer reading challenge.
G. Board and Superintendent Communications
G.1. Superintendent
Attachments: (1)
G.2. Board Members
H. Public Comment and Recognition
I. Consent Agenda
Rationale:  At this time, any Board member may request that any item in the consent agenda be removed from the consent agenda and be considered and voted on separately. 
I.1. Reading of Minutes
I.1.a. Monday, September 21, 2020 - Regular
Attachments: (1)
I.2. Approval of Builder’s Risk Insurance Policy for 42nd & Y Street Middle School   
Rationale:  Administration recommends the approval of the attached quote for a Builder’s Risk Insurance Policy from Travelers Insurance Company in the amount of $68,649.00.  On April 15, 2020, the Board approved a Blanket Builder’s Risk Policy for construction/remodeling projects under $30,000,000.  This approval included criteria that any single project over $30,000,000 would be issued a separate builder's risk policy.  The construction of the new middle school at 42nd and Y street exceeds the $30,000,000 limit creating the need for the separate policy attached.  While Traveler's was not the lowest bid it was the most comprehensive at the lowest price due to the weather coverage provided.  
Attachments: (1)
I.3. Approval of Design Firm Selection - 2018 Bond Program - Adams Elementary School and Blackburn School Capital Improvements & Renovation Project - KPE Consulting Engineers, Inc. for a value of $340,000.00
Rationale:  Staff and Jacobs recommend the appointment of KPE Consulting Engineers, Inc. to provide professional architectural services. Their services include plans, specifications, and general construction administration, for the Adams Elementary School and Blackburn School Capital Improvements & Renovation Project. Staff recommends that the District enter into an agreement with KPE Consulting Engineers, Inc. for a value of $340,000.00 for such services.  The President and Secretary of the Board shall be authorized to sign the agreement.
Attachments: (1)
I.4. Approval of Educational Specification & Schematic Design for the Central High School Capital Improvements and Renovation Project as part of the 2018 Bond Program
Rationale:  Staff, Jacobs, and Alley Poyner Macchietto Architecture request approval of the Educational Specification and Schematic Design Documents for the Central High School Capital Improvements and Renovation Project.  The electronic Educational Specification and Schematic Design booklet is included for consideration.  Staff recommend approval of the Educational Specification and Schematic Design in order to proceed to the next phase of the design process, which is Design Development.
I.5. Approval of Grant Awards
Attachments: (1)
I.6. Approval of Maintenance Agreement - 78th & Craig Street Acreage
Rationale:  Staff recommends that the Maintenance Agreement with Paul Wenninghoff for the 78th and Craig Street Acreage be extended to October 31, 2021. The contract provides weed control for the site.  This is an Annual renewal and was previously approved by the Board on October 7, 2019.
 
I.7. Approval of Proposed Staffing Adjustments
Rationale:  Administration recommends approval of the staffing adjustments by administration in the Proposed Staffing Adjustments.
Attachments: (1)
I.8. Approval of the Agreement with Celebrity Staffing for Temporary Staff to Provide COVID Contact Tracing Among Students 
Rationale:  Administration recommends the approval of the attached Agreement with Celebrity Staffing to provide temporary staff to conduct COVID Contact Tracing among students.   Three companies were contacted and Celebrity Staffing provided the best proposal at the lowest overall cost.  Given the limited timeframe, a formal RFP was not conducted.  Staff anticipates that Contact Tracing of students will be continued through the remainder of the school year with an anticipated weekly cost between $10,000 and $20,000.  The cost of the agreement will not exceed $640,000. 
Attachments: (1)
I.9. Approval to Renew the Gateway to College Contract Between Metropolitan Community College and Omaha Public Schools
Rationale: 

The Department of Curriculum and Instruction Support recommends approval of a renewed contract with Metropolitan Community College to continue the Gateway to College program. Gateway to College is a nationally recognized scholarship and dual-credit high school diploma completion program. Omaha Public Schools provides this opportunity to students ages 16-20 through the Multiple Pathways program options. A new, one-year contract for 2020-2021 academic year has been proposed with an $80,000 financial cap. The financial cap remains unchanged from past years. While the District has a financial cap, Gateway to College provides a level of service which would normally cost $120,000.  This financial cap results approximately in a $40,000 cost savings for Omaha Public Schools. This contract covers services through July 31, 2021.

Attachments: (1)
I.10. Approval to Reject All Bids for Bid 20-082 Employee Drug/Alcohol Testing and New Employee and DOT (Federal Department of Transportation) Physical Examinations
Rationale: 
Fund:         1 General Fund
Dept.:         7162800 Transportation
Program:    2750, Regular Ed; 2760, Special Ed; 3102, Early Childhood
Class:         000

Staff recommends that the District reject all bids for the Employee Drug/Alcohol Testing and New Employee and DOT Physical Examinations Bid No. 20-082.  None of the bids received complied with all of the specifications.  Due to the noncompliant bid, staff would like to continue with its current provider through an extension to its Consulting Services Agreement with Medical Enterprises.  Staff will rebid the services in 2021.
I.11. Approve Contract Extension for Employee Drug/Alcohol Testing and New Employee and DOT (Federal Department of Transportation) Physical Examinations
Rationale:  Fund:          1 General Fund
Dept.:          7162800 Transportation
Program:    2750, Regular Ed; 2760, Special Ed; 3102, Early Childhood
Class:         000
Vendor:      Medical Enterprises Inc.

Staff recommends that the District approve a one-year contract extension with Medical Enterprises Inc. for drug and alcohol testing services for District Employees.  The extension will be accomplished through an amendment to the original contract and will be effective from August 1, 2020 through July 31, 2021.  Medical Enterprises, Inc. is the District’s current provider. The cost of the contract is dependent on the number of tests performed, for example in 2019-2020, the District spent $27,150.00 for the entire school year.
 
I.12. Award Bid No. 20-055 to Various Suppliers for String Instruments for Elementary School Students
Rationale:  Fund:         158       Sherwood Foundation Grant
Dept:          7198136   Music       
Project:      435819    Musical Instruments & PD Sherwood
Vendor:      Various Suppliers
Amount:     $65,446.75

Staff recommends award of Bid No. 20-055 to various suppliers to purchase string instruments for elementary students in 4th - 6th grades. An extensive music program assessment was completed to determine the specific needs.

The District received (seven) 7 bid responses and recommends awards to two vendors. Staff awards Alamo, the Violins, Viola, Cello and 1/8 size Bass Outfit. Alamo was the lowest compliant bidder with a product of equal quality as the higher bidding vendors. By choosing Alamo for a portion of the bid, the District is able to maximize the Grant offering by purchasing more instruments for student use. 
 
Staff would like to award the ¼ and ½ Bass Outfit to Dietze. While Dietze was the second lowest bidder for these instruments, the District sees a benefit to purchasing a slightly higher quality instrument to ensure quality of construction, playability, response and tone. This is a one-time purchase using the Sherwood Foundation Grant. The total purchase price is $65,446.75.
 
Vendor Award 1 Items: Violins and Viola Award 2 Items: Cello and 1/8 Bass Outfit Award 3 Items: 1/4 and 1/2 Bass Outfit Total
Shar Music $17,050.00 $30,700.00 $23,960.00 $71,710.00
Schmitt $31,375.00 $36,430.00 $28,120.00 $95,925.00
Dietze $21,525.00 $33,510.00 $21,920*** $76,955.00
Sarah Gray**** $20,275.00 $23,100.00 No Bid $43,375.00
K & S Strings $15,625.00 No Bid No Bid $15,625.00
Alamo $15,449.25* $28,077.50** $21,585.00 $65,111.75
Southwest Strings $16,070.00 $28,512.00 $22,008.00 $66,590.00

* Award of Bid 1 to Alamo
** Award of Bid 2 to Alamo
*** Award of Bid 3 to Dietze
**** Sarah Gray: Non-compliant

For complete bid documentation contact Yvonne.Schuster@ops.org.
I.13. Claims - School District of Omaha - Report A
Rationale:  It is recommended that the claims for the School District of Omaha be approved as presented by the Central Administrative Staff.

A.  CLAIMS A REPORT
Attachments: (4)
I.14. Claims - School District of Omaha - Report B
Rationale:  It is recommended that the claims for the School District of Omaha be approved as presented by the Central Administrative Staff.
Attachments: (1)
I.15. Claims - School District of Omaha - Report C
Rationale:  It is recommended that the claims for the School District of Omaha be approved as presented by the Central Administrative Staff.
Attachments: (1)
I.16. Claims - Educational Service Unit No. 19
Rationale:  It is recommended that the claims for Educational Service Unit No. 19 be approved as presented by the Central Administrative Staff.
Attachments: (1)
I.17. Committee on Claims Audit Approval 10/5/2020
Rationale:  The Committee on Claims met on 10/5/2020 and approved the audit of claims conducted by the Secretary to the Board of Education. 
Attachments: (1)
I.18. Head Start Monthly Board Report August 2020
Attachments: (1)
J. Discussion and/or Action Items
J.1. Action Item(s)
J.1.a. Award RFP No. 028-20 to Blackboard for the District's Mass Communication System 
Rationale: 
Fund:              5190 - ESU19 Information Management & Services     
Program:         2510 - Business Support Services
Vendors:         Blackboard  
Amount:          First year cost would be $64,150.00, which includes setup, implementation,  training and fees (based on estimated student enrollment).  The cost for the second and third year of the contract is estimated to be $1.05 per student enrolled in the District.

Staff recommends approval by the Board of Education to begin contract negotiations for a three (3) year contract with Blackboard for the District’s Mass Communication System.  The Mass Communication system allows the District and individual schools to send email, text and robocalls to staff and families. The system ensures families and staff are kept up to date and receive regular communication from the District. These communication touch points are vital for important reminders, emergency notifications, and snow days. The mass notification system allows for automatic Google translation into 108 other languages.

This aligns with the District’s Strategic Plan of Action, Strategic Priority 4 Ethic of Care. As part of the ethic of care, the District wants to ensure that communication platforms meet the needs of all families, staff and community. The service will allow the district to expand its current offerings and ensure the District is  communicating with families and staff effectively.

The cost for the first year of the contract is $64,150.00, which includes setup, implementation, training and fees (based on estimated student enrollment).  The cost for the second and third year of the contract is estimated to be $1.05 per student enrolled in the District for a total of approximately $56,700 each year.
J.1.b. Award RFP No. 029-20 to Blackboard for the District's Website Design, Mobile Application Development, and Hosting 
Rationale: 
Fund:              5190 - ESU19 Information Management & Services     
Program:         2510 - Business Support Services
Vendors:         Blackboard
Amount:          First year cost would be $192,995.00, which includes setup, implementation, training, and fees (based on estimated student enrollment).  The cost for the second and third years of the contract is estimated to be $2.77 per student.   A grant, approved by the Board of Education August of 2018, will cover $308,150 of the total cost.  

Staff recommends approval by the Board of Education to begin contract negotiations for a three (3) year contract with Blackboard for the District’s Website Design, Mobile Application Development and Hosting service.  The website is an integral asset to the District’s communication efforts. An easy-to-use website platform allows parents, students and staff the ability to seek information that is most relevant to them. The website will focus not only on sharing important information but also on sharing the stories of students and staff. The website services allows for families to use a Google translate plugin to view the website in other languages.

The mobile application will allow the District to "push" information to families in an easily digestible way. Families will spend less time seeking information in multiple platforms, and instead it will be at their fingertips in one single app.
The implementation of a new website platform and a mobile application aligns with the District’s Strategic Plan of Action, Strategic Priority 4 Ethic of Care. As part of the ethic of care, the District wants to ensure the platform meets the needs of all families, staff and community. The website platform focuses on efficient content creation, accessibility and language translation ability.

The cost for the first year of the contract is $192,995.00, which includes setup, implementation, training and fees (based on estimated student enrollment).  The cost for the second and third years of the contract is estimated to be $2.77 per student for a total of approximately $149,580 each year.

 
J.2. Information Item(s)
J.2.a. Student Assignment Plan Board Committee Update
Rationale:  The Chair of the Student Assignment Plan Board Committee will provide an update.
K. Receipt of Reports
L. Request for Closed Session
Rationale:  The Omaha Board of Education is authorized by state statute to hold closed sessions.  Closed sessions may be held when clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual.  Reasons that meet this standard include but are not limited to:  (a) strategy sessions with respect to collective bargaining, real estate matters, pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body; (b) discussion regarding deployment of security personnel or devices; (c) investigative proceedings regarding allegations of criminal misconduct; (d) evaluation of the job performance of a person when necessary to prevent needless injury to the reputation of a person and if such person has not requested a public meeting; and (e) legal advice.

Explanation

At this point, it is appropriate for the Board to meet in closed session for one of the stated matters and/or any other permissible closed session matters in compliance with the law.

PROPOSAL:

That the Board hold a closed session:

1.  For strategy session with respect to negotiations/collective bargaining clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

2.  For strategy session with respect to property/real estate matters clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

3.  For strategy session with respect to pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

4.  For discussion regarding deployment of security personnel or devices clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

5.  For investigative proceedings regarding allegations of criminal misconduct clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6.  For personnel and the evaluation of job performance clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

7.  For discussions of the legal consequences of specific action and legal advice clearly necessary for the protection of the public interest or for the prevention of  needless injury to the reputation of an individual in compliance with the law.

 
M. Adjournment

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