Board Agenda for the Week of 01/22/2001

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Comments from the Chairman
Superintendent's Report

APPROVAL OF MEETING AGENDA

PUBLIC HEARING FOR ITEMS ON THE AGENDA

COMMITTEE REPORTS

CONSENT ITEMS

FINANCE

1. Authorization Forms
These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Olive Chapel Elementary. Fiscal Implications: These authorization forms are required for bank records.
2. Budget Amendments and Transfers, 2000-2001
To report changes in the budget resolution for the month of November. Fiscal Implications:
Adjust State Public School Fund+ $ 905,046
Adjust Local Current Expense Fund+ $ 1,920,257
Adjust Federal Programs Fund+ $10,936,697
Adjust Capital Outlay Fund+$ 160,470
Adjust Multiple Enterprise Fund+ $ 1,830
3. Gifts to the System
Sixty-four gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $50,183.65. Fiscal Implications: None

PROGRAM

1. Grant Proposals
Entitlement (#546.00): US Department of Education: 2000-01 Impact Aid application for the period 2001-02. In the WCPSS, the entitlement award is based upon the number of students residing in federally subsidized low-income housing and a calculation with the average daily attendance for the district. Expectations are that the WCPSS may receive approximately $7,000 in funding. Use of the funding is unrestricted. Recommended that the board approve the application.

FACILITIES

1. Bids: Frozen, Canned and Miscellaneous Food, Small Equipment, Cleaning Supplies and Paper Goods

Summary and recommendation for continuance of bid with PYA Monarch for February 1 - July 31, 2001 is attached. Bids are awarded based on item cost. The continuance reflects a one-percent increase in total cost. New bids have historically reflected a three to four percent increase. Board approval is requested. Bids were received December 15, 2000 for small equipment. Summaries and recommendations for February 1 - July 31, 2001 are attached. Bids are awarded based on item cost. Board approval is requested. Bids were received December 20, 2000 for cleaning supplies and paper goods. Summaries and recommendations for February 1 - July 31, 2001 are attached. Bids are awarded based on item cost. Board approval is requested. Fiscal Implications - Funds are available in the 2000-2001 expense budget. - Recommendation for Action - Board approval is requested.
2. Bids: Construction of Holly Ridge (E-3) Elementary and Holly Ridge (M-3) Middle
Subject to final board approval, pre-approval by the board is requested for the issuance of notice of intent to award contract(s) and notice to proceed for the bids to be received on February 6, 2001 for the construction of the Holly Ridge Elementary and Holly Ridge Middle schools if the bids are within the allocated construction budget figures of $25,680,000. The two schools will be bid as a single project. Staff will report bid tabulations and contract information to the board for approval and award at a subsequent board meeting subsequent to the bid date. Fiscal Implications

Funding is available from the total project budget of $31,346,987. The middle school total project budget is $21,152,754, of which $20,454,754 is from the PLAN 2000 School Building Program budget, and $700,000 is from the board-approved 1996 State Bond project budget. The elementary school total project budget consists of $10,194,233 from the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested to issue notice of intent to award contract(s) and notice to proceed if bids are under $25,680,000.
3. Bids: Root Elementary Roof Replacement

Bids for the state bond improvements (roof replacement) at Root Elementary were received on December 21, 2000. Staff and Law Engineering and Environmental Services, Inc. recommend award of the contract to Curtis Construction Co., Inc., in the amount of $258,942. Board approval is requested. Fiscal Implications - Funds are available from the total project budget of $322,774. The total project budget consists of $322,774 from the board-approved state bond project budget. Recommendation for Action - Board approval is requested.
4. Contract Termination: Boney, PLLC

A contract for design services (schematic design only) was approved by the board on June 21, 1999 for the design of the new Phase IV H-2 high school prototype. Following failure of the Phase IV bond, design stopped after the schematic design phase. This contract is no longer needed and staff requests a termination for convenience. This termination will become effective February 13, 2001. The schematic design documents will be modified for reuse as the prototype high school for H-3 under PLAN 2000. A new contract will be negotiated for this design and the amount paid for this schematic design will be credited toward the new design. Fiscal Implications - The schematic design portion of the design consultant agreement is $281,250, and has been paid from Phase IV startup funds included in the Phase IIIB long-range building program. Recommendation for Action - Board approval is requested.
5.Contract Termination: The Freelon Group, Inc.

A contract for design services (schematic design only) was approved by the board on June 21, 1999 for the design of the new middle school prototype to be used for Reedy Creek Middle School. Following failure of the Phase IV bond, design stopped after the schematic design phase. This contract is no longer needed and staff requests a termination for convenience. This termination will become effective February 13, 2001.Fiscal Implications - The schematic design portion of the design consultant agreement is $162,000 and has been paid from Phase IV startup funds included in the Phase IIIB long-range building program. Recommendation for Action - Board approval is requested.
6.Contract Termination: Pearce, Brinkley, Cease & Lee, PA

A contract for design services (schematic design only) was approved by the board on June 21, 1999 for the design of the new middle school prototype to be used for Jenks Road Middle School. Following failure of the Phase IV bond, design stopped after the schematic design phase. This contract is no longer needed and staff requests a termination for convenience. This termination will become effective February 13, 2001. Fiscal Implications - The schematic design portion of the design consultant agreement is $162,000 and has been paid from Phase IV startup funds included in the Phase IIIB long-range building program. Recommendation for Action - Board approval is requested
7. Designer Selection: Design Package 00C

In accordance with the designer selection procedures adopted by the Wake County Board of Education, the pre-selection committee will present recommendations for the board to select an architectural firm for the building and campus improvements project at Baucom Elementary. Fiscal Implications - Design fees will be negotiated in accordance with designer selection procedures. Recommendation for Action - Board approval is requested.
8.Design Consultant Agreement: H-3 High School Prototype

Negotiations have been completed with Boney, PLLC for the design of the new H-3 high school prototype. This project includes the master planning of the entire 170-acre site that will be jointly developed by the Town of Knightdale, Wake County Parks and Recreation, and the board. The form of agreement is the standard form approved by the board attorney. Fiscal Implications - The total project budget is $40,160,845, which includes proposed compensation for the design consultants of $2,018,000. The total project budget consists of $39,860,845 from the PLAN 2000 School Building Program and $300,000 from Phase IV startup funds included in the Phase IIIB long-range building program. Recommendation for Action - Board approval is requested.
9.Infrastructure Payment: Centennial Campus Middle School

The board approved a ground lease on June 15, 1998 between Wake County and the State of North Carolina (N. C. State University). The lease required a payment of $370,000 to N. C. State University upon completion of the school. Payments made by the board during the course of construction for share improvements that benefited N. C. State University were to be used to offset the $370,000. The sum of those offsets is $205,779.09, and therefore a payment of $164,220.91 is due to N. C. State University. Fiscal Implications - Funds are available from the Phase IIIB total project budget of $16,063,805. Recommendation for Action - Board approval is requested to make a payment of $164,220.91 to N. C. State University.
10. Schematic Design: Longview School Addition and Renovations

Staff will present schematic design documents prepared by Gurel Architecture for the addition and renovations project at Longview School. Fiscal Implications - The total project budget is $5,826,926, of which $5,668,741 is from the PLAN 2000 School Building Program project budget, $37,027 is from the modernization component of PLAN 2000, and $121,158 is from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval is requested.
11.Department of Public Instruction Long-Range Facility Plans

Public School law requires local boards of education to submit long-range facility plans every five years. Staff will present a summary of those needs. Needs funded in PLAN 2000 are not included. Fiscal Implications - No additional funds are needed at this time. The study will provide an estimate of the costs for future needs of existing facilities beyond PLAN 2000. Recommendation for Action - Board approval is requested.

PERSONNEL

1. Recommendations for Administrative Appointments

ACTION ITEMS

FINANCE

1. Exclusive Vending Contracts
Seven companies submitted proposals for exclusive Wake County Public School System (WCPSS) beverage vending rights in response to the December 4, 2000, request for proposals (RFP). The proposals were evaluated by staff and a representative committee of school principals. Pepsi Bottling Ventures, LLC submitted the only complete proposal for exclusive vending rights. Coca-Cola Bottling Co., Consolidated submitted a complete proposal for shared vending rights. The other five vendors submitted limited proposals, none of which were considered viable responses. The proposal submitted by Pepsi was clearly superior. In addition to the unanimous recommendation by the WCPSS committee, high school principals have indicated their support for the agreement provided there is no reduction in their current vending revenue. If approved, a plan to distribute vending revenues will be developed and submitted to the board as required by Board Policy 8363. The proposals of Pepsi and Coke are attached. Fiscal Implications: This is a five-year revenue agreement with an estimated average annual revenue of $1,265,120. The detailed break down is contained in the attached Pepsi proposal.
2. Resolution Requesting Appropriation of Unallocated Capital Funds for 2000-2001
On August 28, 2000, the Board of Education passed a resolution requesting that the Board of Commissioners transfer $7,049,316 from unallocated Phase IIIB capital projects to the WCPSS operating budget. The request has been funded using $1,000,000 from the unallocated capital budget, $1,105,198 from funds due to WCPSS from the previous year, and $4,900,000 in property taxes due this year, for a total of $7,005,198. The current balance of the unallocated Phase IIIB capital projects is $6,049,316. This resolution requests transfer of the remainder of the unallocated Phase IIIB capital projects funds to the operating budget for the current year. Fiscal Implications: $6,049,316 to Technology Services for a projected budget shortfall and expenditures associated with the development and implementation of Oracle software.

PROGRAM

1. Driver Education Contract 2001-2002
Staff requested bids to provide Driver Education services for WCPSS students in October 2000. Only one bid was received. Staff proposes re-bidding the contract upon approval of the bid process by the Board of Education. Statutory authority G.S. 20-881, 115C-216 and Title 16 of the N.C. Administrative Code provide enabling authority to contract for Driver Education program services. According to North Carolina Administrative Code (Attachment I) on Driver Education contracts, local boards shall establish the process for soliciting proposals. The regular bid process (Attachment I) on Driver Education contracts, local boards shall establish the process for soliciting proposals. The regular bid process (Attachment II) as determined by the Purchasing Department will be used. No bid bonds or performance bonds will be required. The Board of Education must ultimately approve the contract with the successful vendor. The North Carolina Department of Transportation Allocation will fund all costs of the program for Driver Education. Recommended that Board of Education approve using the bid process outlined by the Purchasing Department in Attachment II to identify a vendor for Driver Education services.

INFORMATION ITEMS

PERSONNEL

1. Recommendation for Administrative Transfer

FINANCE

1. Overview of the Technology Services Division
Technology Services has been in existence for less than four years. In this short amount of time, the division has grown to over 75 staff members. Technology itself has an impact on all areas of the school system. The division plays a major role in some very ambitious projects. These projects, along with providing support for technology at all levels, come with a price tag. This presentation will demonstrate how Technology Services budgets current funding and why there is a true need for additional funding in the future. Being in front of growth instead of catching up to it saves money in the end. Fiscal Implications: None

PROGRAM

1. Student Assignment Plan for 2001-2002
Recommendations for the 2001-2002 Student Assignment Plan will be presented to the Board. No fiscal implications. This is presented for information at this time.

FACILITIES

1. Building Project Comparisons

Staff will present information and comparisons of recent building projects regarding building size, construction costs, and design fees. This information will provide a basis for future selection of existing designs to be reused or modified for new construction. Fiscal Implications - None. Recommendation for Action - No action required.

PUBLIC HEARING FOR ITEMS NOT ON THE AGENDA

ADJOURNMENT

Meetings will be held in the Administration Building, 3600 Wake Forest Road, Raleigh, NC unless otherwise indicated.