Author Archives: nlynch-walsh@att.net

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.

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

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

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

     

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

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

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.