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10/5/17 Agenda

Our September meeting was cancelled due to Hurricane Irma.

Click HERE for the 10/5/17 agenda.

Click HERE for the minutes from 8/3/17

 

 

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8/3/17 Agenda

Click here for the 8/3/17 agenda.

Click link below to download minutes to be approved and additional meeting documents

FTF 8.3.20147

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6/8/17 Agenda

  1. Call to order
  2. Introductions
  3. Approve Minutes – April 2017
  4. Follow Up Items
    1. 2014-15 pre-bond DEFP projects – Update (not tracked in ebuilder)
    2. Single point of entry – report – to the board in May?
  5. New Business

Election of officers for 2017-2018 school year

Policy 7012 review

QSEC Process

Revisit June 2016 discussion of Miami Dade vs Broward evaluation criteria/scoring and shortlisting

F.S. 287.055 (4)(a) and (4)(b) provisions regarding competitive selection

SMART Program

Project timelines (BOC report/RFQs) – Design team/CMAR selected almost concurrently, but timeline suggests CMAR hired post design

Design timelines and impact on start of construction – generic vs project-specific timeframes assigned

Current status of selected projects

Status of Northeast HS as Completion of Design was due February 2017 (page 17 of RFP 16-166c)

Stranahan Completion of Design was due February 2017 (page 17 of RFP 16-167c)

Blanche Ely Completion of Design was due February 2017 (page 17 of RFP 16-165c)

Update – Nova High School and scope of project

Update – Gulfstream Academy – 6-8 portables leaking through the roof & floors along with a/c’s not working; 9 rooms flooded. Status of corrective measures

Funding process – As of 3/31/17 only year 1 GOB have been issued. When will the year 2 and 3 GOB be issued?

5/2/17 Board meeting item JJ-7: Amendment of Program Manager – Owner’s Representative Services Agreement – Heery International, Inc. – RFQ No. 15-115C (Supporting Docs)

Original procedure manual submitted by Heery to district

Revised SOP was due 4/30/17 per RSM evaluation – current status

HB 7069 – update

Charter Review Commission Governance Subcommittee Public Hearing – June 22, 2017, 6 – 8 p.m.

6. Committee Updates

  1. Audit
    1. 03/23/17 meeting: Current Status Review of the Auditor General’s Report No. 2016-180 – Broward County District School Board – Financial and Operational Audit for Fiscal Year Ended June 30, 2015 (Annual Facility Inspections, p. 31 and 32)
    2. 05/11/17 meeting: Audit of Asphalt Paving and Athletic Track Maintenance, Resurfacing and Striping Contracts for the Period from October 1, 2010 through February 9, 2017
  2. Bond Oversight Committee 5/22/17 meeting: 3/31/17 BOC Reports; Tax Watch Review

7. Tentative Meeting Dates for the 2017 – 2018 School Year: 7, Oct. 5, Nov 2, Dec 7, Jan. 11, Feb 1, Mar 1, April 5, May 3, June 7

8.Other Discussions

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5/4/17 Agenda

ADDEDRSM Quarterly PM Evaluation – March 2017050317 Response from S Meloni regarding RSM report

Please see FTF Agenda_050417 for additional details.

This month we will elect officers for the 2017-18 school year. We will also look at the status and issues related to capital projects such as Nova HS and Gulfstream Academy.

Our most significant new business centers around 5/2/17 board item JJ-7, Amendment of Program Manager – Owner’s Representative Services Agreement – Heery International, Inc. – RFQ No. 15-115C (Supporting Docs). The timing of this request seems premature, given we don’t know the status our February request–which the board appeared to have acted upon–for an external performance evaluation of the two program managers.

In other words, it is curious staff would request fee changes on the basis that Heery has performed work outside the scope of the original agreement when it has yet to be verified that they performed all the work within the scope of the original agreement. Furthermore, the request raises the question of whether the items identified as being outside the scope are in fact outside the scope. While Heery has certainly taken on more volume in terms of the number of projects due to the absence of a second owner’s rep program manager, any claims of a percentage increase due to a change in scope should be reviewed and verified before any final action is taken.

We will attempt to compare Heery’s original fee schedule, scope, and org chart from 8/19/15 with the proposed changes.

IMG_2822Please see FTF Agenda_040617 for supporting documentation.

This month we welcome the district’s Environmental Health & Safety team to discuss improvements being made to processes related to the health and safety of students, teachers, and staff–such as Indoor Air Quality (IAQ).

One of the challenges faced by Environmental Health & Safety is that both their department–which is responsible for identifying health and safety issues and prescribing the remedy for such issues–reports to the same chief executive (Facilities Chief Leo Bobadilla) as do the departments responsible for executing the remedy–PPO and/or some combination of the program managers and facilities staff. This lack of separation of duties between the departments creates a situation where one person–Leo Bobadilla–is responsible for ensuring health and safety issues are identified and resolved.  Is it possible to hold oneself accountable for not resolving issues in a timely manner?

This month’s agenda includes a link to BTU’s mold survey results. Over 700 teachers responded to the survey. We’ll look at whether schools today are reporting the same issues reported in the 2002 Grand Jury report, especially those management claimed were resolved in the 2012 Internal Audit followup report.

 

3/2/17 Meeting Agenda

Since our last meeting risk assessment and cost estimates related to the capital bond program became available. This month we’ll dedicate our entire meeting to breaking down how cost and program controls consultant Atkins Global arrived at their approximately 25% program risk assessment, why the costs at some schools are estimated to have almost doubled (Nova increased $19M), while others decreased (Deerfield Beach ES decreased more than $1.2M), needs assessment vs scope validation at sample schools, and capital budget implcations.

Please see FTF Agenda_030217 for additional information.

What is Monte Carlo Simulation?

Monte Carlo Analysis: Steps

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2/2/17 Agenda

Please see the AGENDA for our 7 p.m., Thursday, February 2, 2017 meeting and review materials (see links in agenda) prior to the meeting. Of particular interest is the Atkins market condition letter–which states that projects currently in the design phase are approximately 25% above budget.

Please note we will be in the conference room on the right side of the media center (door on the right after the media desk).

This month we’ll be joined by Phil Gnacinski, Coordinator, Health and Safety from the Environmental Health and Safety Department.

 

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December 1, 2016 Meeting

Happy Thanksgiving! The next meeting of the Facilities Task Force is Thursday, December 1st., at 7 pm in the Plantation HS media Center.

CLICK  ftf-agenda_120116 for the December 1st agenda. The agenda contains links to supplemental material.  Please review before the meeting.

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11/3/16 Agenda

BCPS FACILITIES TASK FORCE                                                ftf.browardschools.info

AGENDA
Thursday, November 3, 2016
Plantation High School Media Center ·  6901 NW 16th St, Plantation, FL 33313
 REGULAR MEETING 7:00 P.M. – 9:00 P.M.
Policy Subcommittee 6:30 p.m.

Due to Hurricane Matthew we did not have a meeting in October. Please review the agenda for discussion items, including the following:

ftf-minutes_090116

  • Procurement process concern – athletic track procurement process inconsistencies. We received a letter outlining inconsistencies in the application of of the prequalification process, licensing, definition of construction, and the competitive bid process. The letter shows that the issue began in 2015 under former director Ruby Crenshaw and continues under current director Mary Coker.
  • QSEC – Process/Procedure Concerns – incl. Evaluation criteria, scoring, instructions, designees. We will discuss continued deficiencies in RFQ evaluation criteria. 
  • Maintenance (PPO) work order backlog; Safety Work Order listing. In reviewing facilities documents for the recent Plantation Middle QSEC meeting, I discovered a number of safety work orders for missing smoke detectors. Upon further inspection it would seem a number of other schools are missing smoke detectors, including a number of elementary schools, Stranahan, Northeast, Stoneman Douglas, and even Cypress Bay. This furthers our ongoing conversation into exactly what dollars are tied up in the maintenance budget, and now–who is responsible for resolving open work orders? So far I’ve seen work orders dating back to 1999.
  • 2015-16 Annual Safety Inspection Report – (JJ-1 from 6/21/16) responsibility for follow up and resolution; Serious Life Safety Hazards; FS 1013.12 Casualty, safety, sanitation, and fire safety standards and inspection of property  #3 lead to a review of the recent safety inspection report. where the absence of smoke detectors at Plantation Middle has been noted 3 times–4 times at Stranahan. We will getting to the bottom of who is ultimately responsible. Per fs 1013.12 it appears the district’s fire chief should be reporting deficiencies to the State Fire Marshall. We will confirming whether this has in fact occurred. As one of the architects noted last week–smoke detectors are to protect the inhabitants, fire sprinklers are to protect the content. 
  • COMPASS replacement – status of CMMS RFI; (5/24/16 mtg), Policy 3320 Technology rules, FS 282.0041, stakeholder input (incl TAC), adherence to Sunshine Law, IBM mainframe support deadline and options/software support, 2014 IT Technology Plan; 2013 Technology Plan. Thanks to the public records request for the 5/24/16 procurement meeting, we now have more clarity into the potential motivation behind staff going from an RFI to evaluations to attempting to negotiate with two vendors. Some of the highlights of the recording include the Purchasing Agent IV clearly outlining their options, determining from the group that none of the vendors offered the right product, and identifying the critical question to be asked and decision to be made regarding the IBM mainframe on which COMPASS operates. So why five months later is the question still unanswered? Interestingly enough, if IBM will no longer maintain the mainframe after December, then why did the district renew the operating software license through next June?
  • BTU Collective Bargaining Agreement –  Article VII – Health & Safety (need to review for compliance). This section provides for the protection of teachers from unsafe and/or hazardous conditions like mold, and provides recourse for conditions that are not addressed.

 

 

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9/1/16 Agenda

BCPS FACILITIES TASK FORCE                                                ftf.browardschools.info

AGENDA
September 1, 2016
Plantation High School Media Center ·  6901 NW 16th St, Plantation, FL 33313
 REGULAR MEETING 7:00 P.M. – 9:00 P.M.
Policy Subcommittee 6:30 p.m.

 FTF Agenda_090116

  1. Call to order
  2. Introductions
  3. Approve Minutes –FTF Minutes_060216_Draft
  4. Old Business
    1. Plantation HS portable issue (wiring)referred to TAC – update needed
    2. $100K School Choice Enhancement – when and where will process and procedures be added to the district website
    3. 2014-15 pre-bond DEFP projects – requested report of ALL projects (need status)
    4. Single point of entry – update
  5. New Business
  6. Indoor Air Quality (IAQ) Mold and lead paint issues – where do we find reports/how do we resolve issues
    1. McFatter, Hollywood Central ES, Oakland Park ES
  7. Bond Oversight Committee Update (see BOC website for agendas and minutes)
  8. QSEC Dates – Designees needed

September 1, 2016 – 9:00 am RFQ# 16-187C Hawkes Bluff ES
September 2, 2016 – 9:00 am RFQ# 16-181C Hollywood Park ES
September 16, 2016 – 9:00 am RFQ# 17-069 Cypress Bay SHS
September 19, 2016 – 9:00 am RFQ# 16-199C Pasadena Lakes ES
September 21, 2016 – 9:00 am RFQ# 17-054C Whiddon-Rogers Education Center
September 23, 2016 – 9:00 am RFQ# 17-053C Plantation MS – NLW
September 26, 2016 – 9:00 am RFQ# 16-189C Lauderdale Manor Early Learning & Resource Ctr.
September 27, 2016 – 9:00 am RFQ# 16-196C Central Park ES – NLW
September 29, 2016 – 9:00 am RFQ# 16-198C Nova HS – Steve S?
September 30, 2016 – 9:00 am RFQ# 16-201C Attucks MS

  1. DEFP – Hearing II is 9/7/16 at 5:30 p.m.
  1. Program Manager – formal annual performance review/second owner rep for GOB program
  2. Update – CMAR selections (Northeast, Blanche Ely, Stranahan)
  3. Policy 7003/7003.1 – Goes for Board approval 9/7/16
  4. Board Item B-1 from 5/17/16: Board Member’s Request to Draft a Policy Regarding a Mechanism to Provide Inspector General Services; scheduled for 9/13/16 workshop
  5. Air Conditioning checklist/report – beginning of the school year status report
  6. Drainage issues – Blanche Ely, Plantation MS, district wide status
  1. Other Discussions
      1. Any other business

     

  2.  2015-16 Tentative Meeting Dates/Locations (unless otherwise notified) 
    Plantation High School Media Center: Oct 6, Nov 3, Dec 1,
    Jan 12, 2017, Feb 2, Mar 2, Apr 6, May 4, Jun 1.
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FTF 8/4/16 Meeting Agenda

BCPS FACILITIES TASK FORCE 
AGENDA
August 4, 2016

Plantation High School Media Center, 6901 NW 16th St, Plantation, FL 33313
REGULAR MEETING 7:00 P.M. – 9:00 P.M.

1. Call to order
2. Introductions
3. New Business
a. August 2016 QSEC meeting dates, please confirm your availability. August 10, 2016 – 9:00 am RFQ# 16-182C Fairway (ES) August 30, 2016 – 9:00 am RFQ# 16-186C Atlantic West (ES)
b. Proposed DEFP – see attachments i. DEFP – Update from 7/26/2016 First Hearing ii. DEFP Hearing #2 is 9/16, 5:30 p.m.
c. Legislative Platform 8.9.16 Board Workshop i. Oppose using Capital Outlay Dollars for Charter schools
d. Item JJ from 8.2.16 Schoolboard meeting – Resolution with Kaufman Lynn
4. Other Discussions

2016 – 17 Tentative Meeting Dates/Locations (unless otherwise notified)
Plantation High School Media Center: Sep 1, Oct 6, Nov 3, Dec 1, Jan 12, 2017, Feb 2, Mar 2,  Apr 6, May 4, Jun 1.

Facilities Task Force Meeting Thursday, July 21, 2016

Plantation High School Media Center ·  6901 NW 16th St, Plantation, FL 33313
REGULAR MEETING 7:00 P.M. – 9:00 P.M.

ONE NOTE DOCS

1. DEFP (docs sent via email) – Jeff Whitney, Capital Budget 
Update from 6/21/16 Workshop;
DEFP Hearing #1 is 7/26/16, 5:30 p.m.
2. QSEC scoring rubric for design services and calendar – Mary Coker, Procurement
(docs sent via email)
August 3, 2016 9:00 am RFQ# 16-175C Pompano Beach (MS)
August 4, 2016 9:00 am RFQ# 16-177C Sea Castle (ES)
August 10, 2016 9:00 am RFQ# 16-182C Fairway (ES)
August 24, 2016 9:00 am RFQ# 16-194C (CMAR) Northeast (SHS) J. Perez
August 25, 2016 9:00 am RFQ# 16-192C (CMAR) Blanche Ely (SHS) N. Lynch Walsh
August 29, 2016 9:00 am RFQ# 16-206C (CMAR) Stranahan (SHS) M. Decker
August 30, 2016 9:00 am RFQ# 16-186C Atlantic West (ES)
3. Project Updates
a) Park Trails/Heron Heights modulars/portables
b) 24 modular classroom addition timeline status
c) Boyd Anderson media center timeline
d) Stranahan, Blanche Ely, Northeast timelines
4. CM at Risk RFQ and Agreement – Steve Ludwinski, Heery Int’l
From 6/28/16 Stranahan Completed Executed Copy
a) Plan for MWBE scoring for different CMAR projects; discussion should include how scoring will address Disparity Study recommendations – Mary Coker
b) procedures as they relate to the process prescribed by FS 287.055
c) General conditions – lump sum vs reimbursable expenses (Why weren’t McGladrey/Chief Auditor recommendations adopted)
5. Public records request update
6. Any other business
7. 2016-17 Meeting Dates
Aug 4, 2016, Sep 1, Oct 6, Nov 3, Dec 1,
Jan 12, 2017, Feb 2, Mar 2, Apr 6, May 4, Jun 1
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6/27/16 and Upcoming Facilities Task Force Meetings

Unless otherwise notified, all meetings held at
Plantation High School Media Center ·  6901 NW 16th St, Plantation, FL 33313
REGULAR MEETING 7:00 P.M. – 9:00 P.M.

  1. Call to order
  2. Introductions
  3. Approve Minutes – FTF Minutes_060216_Draft
  4. Old Business
    • Nominating Committee update
    • Maintenance (PPO) see CAFR for budget to actual (p. 10 and 11) – 2016-17 Audit Plan
    • Capital Budget/Needs Assessment/Cost Controls
      • 2014-15 pre-bond DEFP project update – list needs to include ALL projects
      • Request for $15.9 million additional funding for Cypress Bay, Falcon Cove, and Flanagan portable replacements (57% increase)
      • Validation of project prioritization (how did schools with roof priorities of 1 fall behind schools with lower priority roofs—ex Plantation HS vs. Piper and Cypress Bay—see handout and email to School Board)
      • Request to district: Comparison between program manager costs and staff–did the district save time and money by outsourcing Facilities? Part of any decision making process is evaluating the outcome of the decision and incorporating feedback into future plans
      • Plantation HS portable issue (wiring)referred to TAC – update needed
      • $100K School Choice Enhancement – process, procedures – files added to FTF website – District?
      • FTF Concerns – June 2014; Goals 2015-16 – Compile to Chief Facilities Officer – see OneNote
  5. New Business
    • CM at Risk Contract   Miami Dade vs Broward CMAR procedures
      • Provided to Audit Committee the day before the 6/16 meeting—special meeting TBA
      • Policy 7003/7003.1  Recommendations – Matrix
        • Comparison of FTF/QSEC to procurement staff recommendations
        • Board feedback to staff – automation of prequalification process; less vague language
        • Examination of procedures from Miami Dade for Architects/Engineersand CM@Risk
          • Need to standardize and streamline current process following laws and best practices
          • FTF participation on QSEC for July and August, prequalification
      • Disparity Study Findings and MWBE Participation
        • RFQ/RFP Scoring implications for MWBE for services subject to 287.055 – ex. Design Services, Design Build, CM@Risk)
        • DEFP – Update from 6/21/16 Workshop; DEFP Hearing #1 is 7/26/16

2016 – 17 Tentative Meeting Dates/Locations (unless otherwise notified) 
Plantation High School Media Center: July 21 – DEFP Review
Aug, Sep, Nov, Dec, Jan, Feb, Mar, Apr, May, Jun – TBA

June 2, 2016 Meeting

OneNote Documents

BCPS FACILITIES TASK FORCE                                               
Plantation High School Media Center ·  6901 NW 16th St, Plantation, FL 33313
REGULAR MEETING 7:00 P.M. – 9:00 P.M.
Policy Subcommittee 6:30 p.m.

  1. Call to order
  2. Introductions
  3. Approve Minutes – May 2016
  4. Old business
    1. Nominating Committee update
    2. Maintenance (PPO) see CAFR for budget to actual (p. 10 and 11) – 6/16 audit committee
    3. CM at Risk Contract
      1. Audit Committee update – McGladrey Review vs Miami-Dade/ special meeting TBA
      2. Upcoming use of CM at Risk Contract – Blanche Ely, Northeast, Stranahan
    4. Request to district: Comparison between program manager costs and staff–did the district save time and money by outsourcing Facilities? Part of any decision making process is evaluating the outcome of the decision and incorporating feedback into future plans
    5. Plantation HS portable issue (wiring)referred to TAC – update needed
    6. $100K School Choice Enhancement – process, procedures – files added to FTF website – District?
    7. FTF Concerns – June 2014; Goals 2015-16 – Compile to Chief Facilities Officer – see OneNote
  5. Indoor Air Quality (IAQ) Mold and lead paint issues – Bob Krickovich
  6. Bond Oversight Committee Update (see BOC website for agendas and minutes)
  7. QSEC Dates – Designees needed (See OneNote for Dates)
    1. June and July dates from Heery – Need designees
    2. Need prequalification meeting designees
  8. 2016-17 Proposed Organizational Chart
    1. Executive Director, Facilities and PPO (Exhibit 2, pg. 9)
    2. Procurement positions (Exhibit 2, pg. 17)
  9. Capital Budget/Needs Assessment/Cost Controls
    1. 2014-15 pre-bond DEFP project update
    2. Request for $15.9 million additional funding for Cypress Bay, Falcon Cove, and Flanagan portable replacements (57% increase)
    3. Validation of project prioritization (how did schools with roof priorities of 1 fall behind schools with lower priority roofs—ex Plantation HS vs. Piper and Cypress Bay—see handout and email to School Board)
  10. Other Discussions
    1. Facilities Task Force member resignation letter
    2. Board Item B-1 from 5/17/16: Board Member’s Request to Draft a Policy Regarding a Mechanism to Provide Inspector General Services
    3. Any other business

2015-16 Tentative Meeting Dates/Locations (unless otherwise notified) 

Plantation High School Media Center: July and Special meeting dates TBA

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May 5, 2016 Meeting Agenda

OneNote Documents

BCPS FACILITIES TASK FORCE                                               
Plantation High School Media Center ·  6901 NW 16th St, Plantation, FL 33313
 REGULAR MEETING 7:00 P.M. – 9:00 P.M.
Policy Subcommittee 6:30 p.m.

  1. Call to order
  2. Introductions
  3. Approve Minutes – March and April
  4. 4/12/16 Facilities Workshop
  5. 4/19/16 Workshop
    1. (SMART update/Policy 7003/Cafeteria analysis/Disparity Study)
  6. 5/3/16 Board Meeting items J1 through J-13 explanations; EE-2 Jacobs MAPPs $40k; JJ items
  7. Procurement/QSEC Update
    1. Evaluation scoresheet presentation – Procurement
    2. Policy 7003/7003.1
      1. 4/12/16 Board does not want to reduce public participation on QSEC
    3. 4/25/16 – Update from joint FTF Policy Subcommittee/Procurement meeting
    4. QSEC Meeting Dates – Need master calendar/communication plan from Procurement
  8. Maintenance (PPO) – see CAFR for budget to actual (p. 10 and 11)
    1. Audit committee update from 4/28/16—staff misinterpreted the question
  9. CM at Risk Contract
    1. Audit Committee update – McGladrey Review vs Miami-Dade/ special meeting TBA
    2. Upcoming use of CM at Risk Contract – Blanche Ely, Northeast, Stranahan
  10. Capital Budget/Needs Assessment/Cost Controls
    1. Request for $15.9 million additional funding for Cypress Bay, Falcon Cove, and Flanagan portable replacements (57% increase)
    2. Needs assessment data Sept 2014 vs current; DEFP budget and scope vs needs assessment data
    3. e-Builder Overview
  11. Old/Other Business
    1. IAQ – Request Bob Krickovich attend June meeting. Need to resolve mold/lead paint complaints
    2. Final Quarterly Update from URS
    3. Request to district: Comparison between program manager costs and staff–did the district save time and money by outsourcing Facilities? Part of any decision making process is evaluating the outcome of the decision and incorporating feedback into future plans
    4. Plantation HS portable issue (wiring)referred to TAC – update needed
    5. Bond Oversight Committee Update (see BOC website for agendas and minutes)
    6. $100K School Choice Enhancement – process, procedures – files added to FTF website – District?
    7. Nominating Committee – Update
    8. FTF Concerns – June 2014; Goals 2015-16 – Compile to Chief Facilities Officer – see OneNote
    9. Inspector General – one of the only 2011 Grand Jury Report recommendations not implemented—WHY?
    10. Any other business
    11. 2015-16 Tentative Meeting Dates/Locations (unless otherwise notified)  Plantation High School Media Center Jun. 2; need to set dates for any special meetings

     

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4/12/16 School Board Workshop Update

1. District’s program managers (hired consultants) recommend including CM at Risk as one of the delivery methods to be used for capital projects.
2. Bond project budget estimates from the Jacobs needs assessments are too low in part to the difference between estimated inflation and actual inflation.
3. Cafeteria and budget discussion postponed until 4/19/16 following the regular board meeting.
4. Public oversight to remain on the selection committee deciding which contractors to hire (QSEC). Board established advisory group, the Facilities Task Force to participate in the revising of QSEC policy.

LINK TO WORKSHOP DOCUMENTS

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4/7/16 Agenda

See Facilities OneNote for additional supporting documents

AGENDA
April 7, 2016
Plantation High School Media Center ·  6901 NW 16th St, Plantation, FL 33313
REGULAR MEETING 7:00 P.M. – 9:00 P.M.
Policy Subcommittee 6:30 p.m.

  1. Call to order
  2. Introductions
  3. Approve Minutes – 03/03/16
  4. 4/12/16 Facilities Workshop (SMART update/Policy 7003/Cafeteria analysis/Disparity Study)
  5. Procurement/QSEC Update
    1. Procurement Director Mary Coker/Manager, Strategic Sourcing Vanessa Lauchaire
    2. Meeting Dates – Need master calendar/communication plan
    3. Rejection of all bids – Blanche Ely, Northeast, and Stranahan
    4. 4/5 Coral Springs feedback; 4/6 meeting cancelled
    5. Policy 7003/7003.1 – FTF Final Presentation before 4/12/16 workshop
  6. Maintenance (PPO) – see CAFR for budget to actual (p. 10 and 11)
    1. Audit committee requested same information from staff, next meeting 4/28/16
  7. Old/Other Business
    1. Request Final Quarterly Update from URS
    2. Request to district: Comparison between program manager costs and staff–did the district save time and money by outsourcing Facilities? Part of any decision making process is evaluating the outcome of the decision and incorporating feedback into future plans
    3. Plantation HS portable issue (wiring)referred to TAC
    4. Bond Oversight Committee Update (see BOC website for agendas and minutes)
    5. $100K School Choice Enhancement – process, procedures – files added to website
    6. Nominating Committee – Update
    7. FTF Concerns – June 2014; Goals 2015-16 – Compile to Chief Facilities Officer – see OneNote
    8. Inspector General – research
    9. District toner cartridge spending—referred to Office of the Chief Auditor
    10. Any other business

 2015-16 Tentative Meeting Dates/Locations (unless otherwise notified) 

Plantation High School Media Center May 5, Jun. 2

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3/3/16 Agenda

Click HERE to access supporting documents on OneNote

  1. Call to order
  2. Introductions
  3. Approve Minutes – 1/7/16; 2/4/16
  4. Procurement/QSEC Update
    1. Meeting Dates Need designee for 4/5/16 Coral Springs HS
    2. Procurement issues (see prior emails to/from Chief Strategy & Operations Officer Maurice Woods); procurement director and manager hired 2/9/16; review timeline
    3. Feedback from Design Build/Professional Services QSEC meetings
      1. Blanche Ely Design Build
        1. Compared needs assessment to budget scope when reviewing RFPs/RFQs
        2. Budget insufficient for scope; district will need to prioritize; Request Atkins reconcile/validate scope for Stranahan/Northeast/Blanche Ely and attend April FTF meeting to speak to potential impact on $30M/yr projected increase in tax revenue
      2. Scoring – MWBE and Design Build cost
      3. Professional Design Services RFQs – Scope validation report (cost analysis, maintenance); scheduling workload
  1. Construction Delivery Methods – BCPS Capital Program – Rob Corbin, Heery
  2. Maintenance (PPO) – see CAFR for budget to actual (p. 10 and 11); Request staff again for April
  3. Old/Other Business
    1. Request Final Quarterly Update from URS
    2. Request to district: Comparison between program manager costs and staff–did the district save time and money by outsourcing Facilities? Part of any decision making process is evaluating the outcome of the decision and incorporating feedback into future plans
    3. Portable Demolition Schedule – Plantation issue (wiring)
    4. Policy 7003/7003.1 committee report
    5. Bond Oversight Committee Update (see BOC website for agendas and minutes)
    6. Cafeteria analysis – Workshop planned for April
    7. $100K School Choice Enhancement – process, procedures – Need to add files to website
    8. Nominating Committee – Update
    9. FTF Concerns – June 2014; Goals 2015-16 – Compile to Chief Facilities Officer
    10. Inspector General – research
    11. Any other business – District toner cartridge spending

 

2015-16 Tentative Meeting Dates/Locations (unless otherwise notified) 

Plantation High School Media Center Apr.7, May 5, Jun. 2

Policy Subcommittee Meeting

The Facilities Task Force Policy Subcommittee will be meeting Monday, February 29th from 3 to 7 p.m. in the Plantation HS Media Center to finalize its report on Policies 7003 and 7003.1. The report will be presented to the Facilities Task Force at the March meeting.

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February 4th Meeting

NEW: OneNote online documents available by clicking HERE

AGENDA
February 4, 2016
Plantation High School Media Center ·  6901 NW 16th St, Plantation, FL 33313

REGULAR MEETING 7:00 P.M. – 9:00 P.M.
Policy Subcommittee 6:30 p.m.
 

  1. Call to order
  2. Introductions
  3. Approve January 2016 Minutes
  4. Procurement/QSEC
    1. Meeting Dates (spreadsheet); Architect RFQs to be rescheduled; 2/09/16 RFQs See J1/J2
    2. Procurement issues (see emails to/from Chief Strategy & Operations Officer Maurice Woods)
      1. Sunshine law/state statute/scheduling/staffing/ program manager’s role in planning
    3. Compare needs assessment to budget scope when reviewing RFPs/RFQs
    4. Policy revisions
  5. Similarities between Houston and Broward bond program issues and what is the district currently doing to avoid the same fate as HISD ($211 M funding shortfall)
    1. HISD Construction Bond Audit; Exhibit A; Exhibit B. Inflation not the driving force behind cost increase. Concluded ineffective CMAR process, cost creep, and inadequate cost controls were major factors
  6. Program Managers
    1. URS 1/21/15 Contract; Request Final Quarterly Update
    2. Request to district: Comparison between program manager costs and staff–did the district save time and money by outsourcing Facilities? Part of any decision making process is evaluating the outcome of the decision and incorporating feedback into future plans
    3. Heery contract – scope of services
  7. Maintenance (PPO) – see CAFR for budget to actual (p. 10 and 11)
  8. Old/Other Business
    1. Portable Demolition Schedule – see updated Tentative Portable Demolition Schedule
    2. Bond Oversight Committee Update (see BOC website for agendas and minutes)
    3. Cafeteria analysis – update
    4. $100K School Choice Enhancement – process, procedures
    5. SB Policy #1341 – Facilities for Non-School Purposes
    6. Nominating Committee – need to form committee
    7. Audit Committee Update – status of accounts payable issue/requests for 2016-17 audit plan
    8. March Meeting – Construction delivery methods: Request Heery provide overview
    9. FTF Concerns – June 2014; Goals 2015-16 – Compile to Chief Facilities Officer
    10. Inspector General – research
    11. Any other business

 2015-16 Tentative Meeting Dates/Locations (unless otherwise notified) 

Plantation High School Media Center Mar. 3, Apr.7, May 5, Jun. 2

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12/3/15 Meeting Agenda

AGENDA
December 3, 2015
Plantation High School Media Center
6901 NW 16th St, Plantation, FL 33313

REGULAR MEETING 7:00 P.M. – 9:00 P.M.
Policy Subcommittee 6:30 p.m.

  1. Call to order
  2. Introductions
  3. Approve FTF Minutes_110515
  4. Subcommittee Report – Policy 7003/7003.1/went to QSEC 11/18/15, next 12/16/15, final FTF 1/7/16
  5. Bond Oversight Committee – Next Meeting?
  6. DEFP Update – Cafeteria Analysis Workshop (12/15/15)
    1. 9/8 – Final Hearing Handout (Cafeteria/Stem Lab); Renovation Projects by School – Cafeteria summary (1)
  7. Program Manager Selection/Project Lists/Facilities Department
    1. Program Manager – ETA on next RFP
    2. Heery project list mostly 1st year bond; See Oct for URS list, URS contract ends January
    3. Staff additions: 12/8/15 G3 (Mgr Architectural Engineering and Mgr Construction); Org Chart
  8. Houston Independent School District Internal Audits
    1. The BCPS School Board ultimately voted 5 to 3 to approve Leo Bobadilla following Runcie’s assurances that there was no audit: Video denial of audit; Runcie’s 11/14/15 Sun Sentinel editorial
    2. HISD Office of Internal Audit reports:
      1. Construction Bond AuditReleased the day after Broward school board approved Bobadilla as new Facilities chief (10/21/15). Exhibit A; Exhibit B. Inflation not the driving force behind cost increase. Concluded ineffective CMAR process, cost creep, and inadequate cost controls were major factors
      2. Job Order Contracting – Implementation and Execution (9/4/15)
      3. Job Order Contracting – Design and Selection Process (3/10/15)
  1. Design-Build Projects
    1. Stranahan and Northeast Pre-Bidders Conferences held 11/18 and 11/19
      1. Stranahan Pre-Bid – Potential proposers raised a number of concerns, most notably the lack of time available for questions, cost analysis, site visits. Requested as-builts for review. Compared process to CM-at-Risk.
    2. 12/8/15 Board Item J-1 – Proposed revisions to RFPs
  • Parkland modular playground removal cost estimate
  1. Change Orders: See 12/8/15 Board Agenda for complete list. JJ-7. Change Order #1 – Flamingo Elementary School – Advanced Roofing, Inc. – Roof Replacement Building 1, Section A – Project No. P.001620(Supporting Docs)
  2. GOALS – Update
  3. Old business
    1. Chief of Staff Jeff Moquin to provide updates on legal opinion on whether district is able to break contract with mgt company for association fees related to land adjacent to West Broward High School
    2. Right management invoice – payment confirmed at last meeting, referred to Audit Committee
  4. Other business: Audit Committee update – Architects Errors & Omissions; District media center standards; ESE elopement plan; ROCS removal costs; Policy 1.7 training
    1. ADDED ITEM: State Attorney Memo on Blanche Ely Demolition

2015-16 Tentative Meeting Dates/Locations (unless otherwise notified) 

Plantation High School Media Center Jan. 7, Feb. 4, Mar. 3, Apr.7, May 5, Jun. 2

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FTF Agenda – 11/5/15

This week’s agenda items include an update on Policy 7003/7003.1, concerns related to the design build projects approved at Tuesday’s board meeting, and the hiring of former Houston Independent School District Chief Operating Officer Leo Bobadilla as the new BCPS Chief Facilities Officer. Click FTF Agenda_110515 for the complete agenda.

Our meeting is at 7 p.m. at Plantation High’s media center. For a complete list of meeting dates, see 2015-16 Meeting Dates. Minutes and audio of past meetings available  by going to meetings tab and selecting the year and month of interest.

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Policy Subcommittee Meeting

Monday, November 2, 2015 6:30 p.m. – Policy Subcommittee Meeting to review Policy 7003/7003.1 and related research.

Meeting will be held at the BCPS Facilities Department. Located at 3775 S.W 16th Street Fort Lauderdale Fl 33324, south of Davie Blvd., one street north of McDonald’s. Entrance is on the West side of the School (Sheridan Technical HS).

10/01/15 Agenda

Click here for our 10/1/15 meeting agenda. Our meetings are held at 7:00 p.m. in the Plantation High School media center. Our policy subcommittee meets at 6:30. This month the subcommittee will be working on the pre-qualification portion of Policy 7003.

 

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09/03/15 Agenda

REGULAR MEETING 7:00 P.M. – 9:00 P.M.
Policy Subcommittee 6:30 p.m.

  1. Call to order
  2. Introductions
  3. Subcommittee Report – Policy 7003/7003.1
  4. Chief Fire Official reporting structure – board response to 8/13/15 motion
  5. DEFP – Jeff Whitney, Assistant Director, Capital Budget
  6. Bond Oversight Committee update (8/31 meeting cancelled due to Erika and quorum concerns)
  7. Program Manager Selection/Project Lists
    • URS status report
    • Heery International
    • Stranahan and Northeast – moved from DEFP to SMART
      1. Not assigned to URS (Northeast roof on 2014 URS project list for $1.5 million)
      2. To be assigned to new program managers (Shelley Meloni, 7/30 DEFP workshop)
  8. Design-Build RFP Process – Update
    1. Parkland modular selection
      1. QSEC recommendation = JWR; total modulars to be built = 6 (3 at each school)
      2. 9/8/15 special meeting @ 9:30 a.m. to be approved by board
      3. $1,871,561 funds available to cover cost of 6 classrooms AND removal and relocation of playground(s). See JWR value added option
    2. Proposed RFP bundling of $63 million in design-build projects pulled at beginning of 7/28/15 board meeting – plan moving forward?
      1. Following CCNA Florida Statute 287.055
      2. Evaluation criteria/instructions to QSEC
      3. Copy of Tentative Project Packaging_06.05.15_SB Final(handout from board workshop)
    3. URS contract and procurement process
      1. 1/22/14 (JJ-1 agreement and JJ-1 notice to proceed approved by board)
      2. 1/21/15 JJ-3 renewal
  9. Resignation of Chief Facilities Officer Derek Messier
  10. GOALS (review handout)
  11. Any other business

2015-16 Tentative Meeting Dates/Locations
Plantation High School Media Center (unless otherwise notified) 
Oct. 1, Nov. 5, Dec. 3, Jan. 7, Feb. 4, Mar. 3, Apr.7, May 5, Jun. 2

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8/13/15 Agenda

July was a busy month for Broward County Public Schools. Please click the agenda link below for documents and links related to tonight’s agenda topics, including:

  1. Chief Fire Official reporting structure – history, grand jury recs handout
  2. Project Lists – DEFP to SMART and Stranahan/Northeast
  3. DEFP Update
  4. Design Build RFP Update (URS contract, Parkland and the proposed $63 million in bundled projects)
  5. FTF Goals

Please click link for tonight’s complete Agenda.

Bond Oversight Committee – Update

Four members of the Bond Oversight Committee attended the committee’s first meeting, held August 3rd in the KCW board room. Watch the meeting on BECON.  You may have to select “SBBC” meetings; look for “Bond Oversight Meeting.”

Policy Subcommittee Meeting

Monday, November 2, 2015 6:30 p.m. – Policy Subcommittee Meeting to review Policy 7003/7003.1 and related research.

Meeting will be held at the BCPS Facilities Department. Located at 3775 S.W 16th Street Fort Lauderdale Fl 33324, south of Davie Blvd., one street north of McDonald’s. Entrance is on the West side of the School (Sheridan Technical HS).

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Photo of Runcie and Messier at July 15 meeting at Stranahan

Special Meeting – 7/16/15

The Facilities Task Force will hold a special meeting on July 16, 2015 at Ft. Lauderdale High School at 7 p.m. The meeting is currently scheduled to be held in the training room on the third floor of the Administration Building. The school’s address is 1600 NE 4th Ave, Fort Lauderdale, FL 33305.

AGENDA

The primary purpose of the meeting is to discuss the proposed 2015 – 2016 DEFP (district educational facilities plan) which is scheduled for its first public hearing before the school board on 7/21/15. Omar Shim from Capital Budget to attend.

Other topics for discussion will include the following:

Link

Watch 6/2/15 program manager shortlisting meetings
Select Misc from the orange drop down menu, then Program Manager Eval from the gray drop down menu to the right.

Interviews scheduled to start 8 am Monday, June 8th.

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OWNERS REPS=PM/CM=QSEC

Dear FTF
Following our May meeting I read the scope of the owner’s representative services very closely and was surprised to find that it mentioned the program manager would be responsible for the “construction and construction management functions assigned to the OR.” I then consulted the Construction Management Association of America by phone and reviewed their CM/PM handbook. As a result I identified a number of construction management functions embedded in the Owners Rep RFP. Findings were included in the May 19th email sent to the board. See June Docs/Links for supporting materials.
On May 19th the Broward County School Board took no action on the motion, with the lack of action implying that not only do they support the superintendent and staff in removing the public from the selection process–they are willing to do so even if it means ignoring past reform efforts and violating their own policy.

Continue reading

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Org Chart Questions from 05/12/15

06/03/15 Update: See June Docs/Links for 06/09/15 Board Item II-6 changes since 05/12/15
. . . in anticipation of the types of questions that will be raised at the June 4th facilities Task Force meeting, we are requesting the following be provided at the June 5th FTF meeting:
 
1) Executive officer salary band changes:
There appears to be a movement toward standardizing the salary ranges for top executive officers, so that anyone with the word “chief” before their name is now in salary band “s.” (see chief human resource officer, chief portfolio services officer, and chief public information officer). Is the omission then of the “chief” AUDITOR accidental or by design? 
If by design, the Task Force would expect to see some sort of salary range analysis substantiating these changes, and the lack of change for the Chief Auditor. Additionally, we’d expect to see an analysis of the current staff qualifications and performance evaluations, compared to job descriptions for the purpose of either determining either that current staff was worthy of the increase–or that a search for better qualified staff was warranted. 
So if not an oversight, we are requesting such analyses be provided at the June 4th FTF meeting, because the lack of objective analysis supporting the foundation for a pay grade increase for every top executive except the position charged with the audit function sends a very clear message–one that will not be lost on task Force members or public perception.
A related question I expect FTF members to ask, is why on the eve of an $800 million bond program, the number of facility auditors is being cut from two to one–instead of being increased. We can see that operational audit staff is being increased by one position–but in terms of perception it raises questions–we’re requesting an answer be provided to FTF at the June 4th FTF meeting.
2) The disappearance of the Safety and Fire director and manager positions:
While we can see that there is now a Chief Building and Fire official reporting to the chief of staff. We can also see that the safety manager is now Manager I–emergency management under risk management. Where is the rest of the SAFETY function? Where are the safety inspectors? We are requesting an explanation be provided at the June 4th FTF meeting.
3) The complete reboot of what was left of the Facilities department. 
    The types of questions FTF members will be looking for answers to at our June 4th meeting would include
  • Justification for the new structure, positions, and reporting changes
  • Job descriptions and salary ranges for all the new positions
  • Cost/benefit analysis of all the changes. Ex. directors vs PM IIIs
  • Total cost of revamped department–the goal in outsourcing facilities was to cut costs and increase efficiency and effectiveness–one presumes. What will the new structure–coupled with four program managers give the district, how will it work, and what will it cost?
  • With the elimination of the PM IIIs, who will interact and work with school-based personnel, and how and when will this change be communicated to school-based personnel?
Nathalie Lynch-Walsh
Facilities Task Force Chair
954-383-1262
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School Construction Program History

Read 1997 article, Grand Jury to launch hearings on school construction program

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Facilities Task Force History

http://articles.sun-sentinel.com/1998-08-13/news/9808130020_1_facilities-task-force-billion-school-construction-broward-school-board

Task Force Facing Internal Repairs

School Construction Watchdog Needs More Bite, Broward Board Members Say

Sun Sentinel August 13, 1998
|By BILL HIRSCHMAN Education Writer

A citizens’ group that is supposed to serve as a watchdog over the Broward School Board’s much-maligned construction program might resurface as a far more influential group reporting directly to the board.

Eleven years ago, the Facilities Task Force was the taxpayer’s watchdog over Broward’s $1.4 billion school construction program and was consulted about which schools should be built first. Continue reading

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May 7th Meeting

In addition to finishing our by-laws, this month’s meeting focuses on two related issues 1) providing input into the revision of Policy 7003 (QSEC) and 2) staff interpretations of Policy 7003 as it relates to the selection of program managers and design-build professional services.

Program Manager Selection
On April 9th we passed a unanimous motion requesting a legal opinion by April 30th from general counsel regarding the applicability of 7003 to the selection of the two types of program managers who will be responsible for managing the $800 million bond program. The request for a legal opinion came after months of debate between the Facilities Task Force and Chief Facilities Officer Derek Messier. Messier maintains using QSEC to select the program managers would be a violation of board policy as the terms “program manager” or “program management” do not specifically appear in the policy. In suggesting that the absence of those terms should not preclude QSEC from being the program manager selection committee, the Task Force has reviewed state statute, board policy, past practice, services being procured, the definitions of those services, and the composition of the two different committees.

As of May 6th, we’ve received no response.  RFP proposals for both types of program managers are due May 11th, with shortlisting scheduled for three days later on May 14th. Continue reading

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Welcome to the Facilities Task Force Website

To better serve its members and the public, the Broward County Public Schools Facilities Task Force began developing this website in February 2015.

Currently the website is used primarily to house information pertaining to our monthly and special meetings–including agendas, minutes, audio recordings, and related documents. Click on 2014-2015 Meeting Schedule to view the current meeting schedule, and agendas to view the agendas for the current year to date.  Minutes, audio recordings, and related documents are available by month from the meetings drop down menu.

The Task Force will continue to update and improve its website over the coming months.