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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

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.


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.

11/3/16 Agenda

BCPS FACILITIES TASK FORCE                                      

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:


  • 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.



9/1/16 Agenda

BCPS FACILITIES TASK FORCE                                      

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.

FTF 8/4/16 Meeting 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.

August 4, 2016 Agenda

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

Agenda Topics will include:

  • DEFP – Tracking the status of all capital projects (SMART (Bond/nonBond)/regular DEFP)
  • District plan for Increasing MWBE participation at the CM at Risk prime contractor level
  • CM at Risk General Conditions – Lump sum versus reimbursable – how this strategy will save the district time and money
  • Procurement – increasing efficiency and effectiveness



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.


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

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