Category Archives: Minutes

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

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

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