Board Agenda for the Week of 6/17/2003

REGULAR MEETING AGENDA - OPEN SESSION

CALL TO ORDER

QUORUM DETERMINATION

INFORMATION

Chairman's Comments
Superintendent's Report
�Report on High School Senior Voting Project - Dr. John Gilbert

APPROVAL OF MEETING AGENDA

PUBLIC HEARING

Citizens who signed up to address the board during public hearing will be called on in priority order�first for items on the agenda and then for items not on the agenda. Each individual speaker will be allowed three minutes for remarks. Issues or concerns involving personnel matters are not appropriate for this public comment setting. After 30 minutes of public hearing, any speakers remaining will be recognized at the end of the agenda for their comments.

CONSENT ITEMS

APPROVAL OF MINUTES

May 13, 2003 - Community Relations Committee

FACILITIES

1. Utility Easement - Creech Road Elementary
The City of Raleigh requests a permanent sewer easement of 1,261 square feet and a temporary construction easement of 1,582 square feet at Creech Road Elementary. These easements will allow the city to eliminate a pump station and install a gravity sewer line. Fiscal Implications: Board of Education receives $1,000.00 in compensation. Recommendation for Action: Staff recommends Board approval of a permanent sewer easement of 1,261 square feet and a temporary construction easement of 1,582 square feet to the City of Raleigh.

2. Dedication of Right of Way and Utility Easements - Kingswood Elementary
Renovation of Kingswood Elementary requires the dedication to the Town of Cary, NC of 13,431.15 square feet of right of way along Boyd, Ferrell and East Johnson Streets for road widening. The town also requires a 20-foot wide public utility easement and a 20-foot wide drainage easement to serve the school. Fiscal Implications: None. Recommendation for Action: Staff recommends Board approval to grant the Town of Cary 13,431.15 square feet of right of way along Boyd, Ferrell and East Johnson Streets and 20 foot wide easements for public utilities and drainage.

3. License Agreement - A Portion of the New Holly Springs High School Site
On March 13, 2003, the Board acquired 92.5 acres at Avent Ferry and Cass-Holt Roads, Holly Springs for a new high school and future middle or elementary facility. The high school will be constructed on approximately 60 acres leaving approximately 32.5 acres undeveloped possibly for several years. Officials with the Town of Holly Springs have requested use of approximately 12 acres of cleared land for temporary open space play fields to be constructed at town expense and enclosed with temporary fencing for security purposes. No use of the designated area shall interfere with the construction and operation of the new high school. The Board may terminate the town's use of the designated area at anytime it requires possession. Fiscal Implications: None. Recommendations for Action: Staff recommends Board approval of a License Agreement to the Town of Holly Springs for temporary use of approximately 12 acres of Board property at Avent Ferry and Cass-Holt Roads for open space play fields.

4. Bids: General Services Department Master Job Order Contracts
Pre-approval is requested for bids for the General Services Department Master Job Order Contracts and Service Agreements for the various types of services described on the attached sheet, which are scheduled to be received on June 19, 2003. Staff will provide rational for award and bid tabulations at a future Board meeting. Recommendations will be based on the lowest quoted rates, specific expertise to perform the work or the contractor believed to represent the best value to WCPSS. Pre-approval allows the contracts to be in place as of July 1, 2003 at minimal financial risk. Fiscal Implications: Funding will be available from the General Services Department current expense budget fiscal year 2003 - 2004 and will be encumbered to fund these contracts. Recommendation for Action: Board approval is requested.

5. Bids: Energy & Physical Plant Master Job Order Contracts
Pre-approval is requested for bids for Energy & Physical Plant Master Job Order Contracts and Service Agreements for the various types of services described on the attached sheet, which are scheduled to be received on June 5, 2003. Staff will provide rationale for award and bid tabulations at a future Board meeting. Recommendations will be based on the lowest quoted rates, specific expertise to perform the work or the contractor believed to represent the best value to WCPSS. Pre-approval allows the contracts to be in place as of July 1, 2003 at minimal financial risk. Fiscal Implications: Funding will be available from the Energy & Physical Plant current expense budget fiscal year 2003-2004 and will be encumbered to fund these contracts. Recommendation for Action: Board approval is requested.

6. Designer Selection and Agreement: Professional Services Package 03-A1
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 design firms for capital improvement projects with a total project budget less than $1,000,000. All selected firms will execute the attached form of agreement as approved by the Board attorney. The pre-selection committee recommends approval of the following firms for capital improvement projects with a total project budget less than $1,000,000: Davis Kane, Gurel Architecture, Ramsay GMK. Fiscal Implications: Negotiations for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

7. Designer Selection and Agreement: Professional Services Package 03-A2
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 environmental consultants for capital improvements projects. All selected firms will execute the attached form of agreement as approved by the Board attorney. The pre-selection committee recommends approval of the following firms for environmental consulting services: Froehling & Robertson, Inc., Childress Environmental Consultant, Inc., Matrix, Inc., Mid-Atlantic Associates, Inc., and EEC, Inc. Fiscal Implications: Negotiation for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

8. Designer Selection and Agreement: Professional Services Package 03-A3
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 design firms for civil engineering projects. All selected firms will execute the attached form of agreement as approved by the Board attorney. The pre-selection committee recommends approval of the following firms for civil engineering projects: ARCADIS, and Dewberry & Davis. Fiscal Implications: Negotiation for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

9. Designer Selection and Agreement: Professional Services Package 03-A4
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 design firms for geotechnical/material testing/underground storage tank projects. All selected firms will execute the attached form of agreement approved by the Board attorney. The pre-selection committee recommends approval of the following firms for geotechnical/material testing/underground storage tank projects: MACTEC, Titan Atlantic Group, Froehling & Robertson, Inc., GeoTechnologies, Inc., S&ME, and Trigon Engineering, Inc. Fiscal Implications: Negotiations for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

10. Designer Selection and Agreement: Professional Services Package 03-A5
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 landscape/site design firms for capital improvements projects. All selected firms will execute the attached form of agreement as approved by the Board attorney. The pre-selection committee recommends approval of the following firms for landscape/site design projects: CLH Design PA, McKim & Creed, and Thompson & Associates. Fiscal Implications: Negotiation for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

11. Designer Selection and Agreement: Professional Services Package 03-A6
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 design firms for engineering projects with total project budgets less than $1 million. The pre-selection committee recommends approval of the following firms for engineering projects with total budgets less than $1 million: Dewberry & Davis, Atlantec, Progressive Design Collaborative, and Stanford White. Fiscal Implications: Negotiation for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

12. Designer Selection and Agreement: Professional Services Package 03-A7
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 design firms for mobile relocation projects. All selected firms will execute the attached form of agreement as approved by the Board attorney. The pre-selection committee recommends approval of the following firms for future mobile relocation projects: Brown & Jones Architects, Design Development, Gurel Architecture, and H.S. Annis Architect, AIA. Fiscal Implications: Negotiation for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

13. Designer Selection and Agreement: Professional Services Package 03-A8
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 design firms for roofing projects. All selected firms will execute the attached form of agreement as approved by the Board attorney. The pre-selection committee recommends approval of the following firms for the future roofing projects: MACTEC, Rooftop Systems Engineers, Stafford Consulting Engineers, and Roof Engineering, Inc. Fiscal Implications: Negotiations for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

14. Designer Selection and Agreement: Professional Services Package 03-A9
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 firms to provide surveying services for capital improvement projects. All selected firms will execute the attached form of agreement as approved by the Board attorney. The pre-selection committee recommends approval of the following firms for surveying services: ARCADIS, McKim & Creed, Barbara H. Mulkey, Jordan-Tew, Stantec, and Taylor Wiseman & Taylor. Fiscal Implications: Negotiations for the actual fee for each project will be done on a project by project basis. Recommendation for Action: Board approval is requested.

15. Bids: 2003 Leased Mobile Units - Package "H"
Bids for the 2003 Leased Mobile Units - Package "H" were received on June 5, 2003. Staff and H.S. Annis Architect, AIA recommend award of the single-prime contract to Beau Chene Company, LLC in the amount of $224,900. Fiscal Implications: Funding is available from the total project budget of $600,000, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

FINANCE

1. Report of Administration Approved Contracts
The attached summaries are provided as information in accordance with Board Policy 8361. The summaries list all change orders, and contracts having a value greater than $50,000 and not over $100,000 for May 2003. Fiscal Implications: Not applicable.

2. Change Order 5 (Contract Extension) to 4front Systems, Inc. Service Agreement
Technology Services wishes to continue 4Front Systems' agreement through the 2003-04 fiscal year. Technology Services has utilized contract personnel through 4Front since August 2001. In September 2002, 4Front was chosen through an RFP process to be listed as one of three preferred vendors to serve as a resource for contracted desktop support at school sites. Current term is set to expire on June 30, 2003. Change order 5 extends the contract through June 30, 2004. Hourly rate price range of contract personnel remains static for the new term. Fiscal Implications: Total amount of change order is $752,640. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

3. Change Order 3 (Contract Extension) to Datanet/Pomeroy Service Agreement
Technology Services wishes to continue Pomeroy's agreement through the 2003-04 fiscal year. Technology Services has utilized contract personnel through Pomeroy since November 2001. In September 2002, Pomeroy was chosen through an RFP process to be listed as one of three preferred vendors to serve as a resource for contracted desktop support at school sites. Current term is set to expire on June 30, 2003. Change order 3 extends the contract through June 30, 2004. Hourly rate price range of contract personnel remains static for the new term. Fiscal Implications: Total amount of change order is $172,800. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

4. Administrative Associates, Ltd. Service Agreement
WCPSS will become its own data center for NCWise. The district will contract directly with AAL to provide the eSIS software along with maintenance and support of the product. Maintenance is $164,000 for one year. The software license fee is actually covered under DPI's agreement with AAL so no cost is incurred directly by WCPSS. Training and other options are also available as noted in the Cost Proposal Narrative. Amount quoted of $152,400 is the ceiling if we opted for all items listed. Actual amount will be dependent on number of the listed options chosen. Grand total of implementation and maintenance will not exceed $316,400. Fiscal Implications: Total amount of implementation will not exceed $316,400. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

5. Change Order 7 (Contract Extension) to Advantage Professionals of Raleigh LLC Service Agreement
Technology Services wishes to continue Advantage Professionals of Raleigh's (APR) agreement through the 2003-04 fiscal year. Technology Services has utilized contract personnel through APR since September 2001. In March 2002, APR was chosen through an RFP process to be listed as one of five preferred vendors to serve as a resource for technical contract personnel. Current term is set to expire on June 30, 2003. Change order 7 extends the contract through June 30, 2004. Hourly rates of contract personnel remain static for the new term. Fiscal Implications: Total amount of change order is $838,240. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

6. Change Order 2 (Contract Extension) to Alliance of Professionals & Consultants, Inc. Service Agreement
Technology Services wishes to continue Alliance of Professionals of Raleigh's (APR) agreement through the 2003-04 fiscal year. Technology Services has utilized contract personnel through APR since April 2000. In March 2002, APR was chosen through an RFP process to be listed as one of five preferred vendors to serve as a resource for technical contract personnel. Current term is set to expire on June 30, 2003. Change order 2 extends the contract through June 30, 2004. Hourly rates of contract personnel remain static for the new term. Fiscal Implications: Total amount of change order is $1,713,360. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

7. Change Order 3 (Contract Extension) to Modis, Inc. Service Agreement
Technology Services wishes to continue the agreement through the 2003-04 fiscal year. Technology Services has utilized contract personnel through Modis since March 2002 when Modis was chosen through an RFP process to be listed as one of five preferred vendors to serve as a resource for technical contract personnel. Current term is set to expire on June 30, 2003. Change order 3 extends the contract through June 30, 2004. Hourly rates of contract personnel remain static for the new term. Fiscal Implications: Total amount of change order is $162,000. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

8. Change Order 10 (Contract Extension) to TeleConsultants, Inc. Service Agreement
Technology Services wishes to continue TeleConsultants' agreement through the 2003-04 fiscal year. Technology Services has utilized contract personnel through TeleConsultants since August 2000. Contract personnel being provided serve as functional Human Resources support. Current term is set to expire on June 30, 2003. Change order 10 extends the contract through June 30, 2004. Fiscal Implications: Total amount of change order is $175,680. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

9. Change Order 4 (Contract Extension) to DeVaul Computer Consulting, Inc. Service Agreement
Technology Services wishes to continue the agreement through the 2003-04 fiscal year. Technology Services has had an agreement with DeVaul since May 2001 to provide maintenance and support of software systems related to Human Resources, Payroll and Finance/Accounting functions and UERS maintenance. Current term is set to expire on June 30, 2003. Change order 4 extends the contract through June 30, 2004. A flat rate of $6,093.75 will be invoiced twice a month. An additional amount will be included in each invoice based on the number of hours worked by additional staff provided through contractor. An estimate of this cost has been included in the requested amount of the change order. Fiscal Implications: Total amount of change order is $260,250. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

10. Change Order 1 (Contract Extension) to Paula Barefield Service Agreement
Technology Services wishes to continue Ms. Barefield's agreement through the 2003-04 fiscal year. Technology Services has utilized her services in the area of telecommunications since April 2001. Current term is set to expire on June 30, 2003. Change order 1 extends the contract through June 30, 2004. Hourly rate set at $29 beginning July 1. Fiscal Implications: Total amount of change order is $55,680. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

11. IBM Lease Agreement: STORServer K4000 For Operations Area
This is a new 3-year lease for equipment and support to be provided by Yorel Integrated Solutions. The STORServer will allow for backup and disaster recovery restoration in a secure and reliable manner for the Sun 12K server and V880s which house the NCWise application as well as the AIX boxes which house the district's financial applications. Total cost of hardware, software, installation and training is $244,494. Amount to be financed plus interest results in three annual lease payments of $95,260. First payment will be made in August 2003. First three years of Silver level support are rolled into lease payments. Fiscal Implications: Total amount of lease is $244,494. Funding was identified and planned for in the Technology Services' 2003-04 fiscal year current expense budget. Funding in the amount of $95,260 will also be earmarked in the 2004-05 and 2005-06 fiscal year's budget requests.

12. Cognos Corporation Order Agreements
Technology Services will receive software titles from Cognos that perform analytical functions related to Accounts Receivable, Accounts Payable, General Ledger and Procurement. As a group, these titles are known as ETL Tools. These tools allow the end-user to pull statistical data and manipulate the data into meaningful reports. Cognos will provide these under perpetual software licenses as well as one year of support. Support can be renewed on an annual basis. This software will allow the district to begin building a repository of information and reports to be used for data warehousing. Fiscal Implications: Total amount of order agreements is $285,000. Funding for contracted services was identified and planned for in the 2003-04 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

PROGRAM

1. Grant Proposals
Competitive (#779): NC Department of Health and Human Services, Team Nutrition Demonstration Project / Central Office, Child Nutrition. Entitlement (#780): PRC 057 U.S. Department of Education, Abstinence Until Marriage Education / Central Office, Curriculum and Instruction. Entitlement (#781): PRC 048 NC Department of Public Instruction, Safe and Drug - Free Schools and Communities / Central Office, Student Services. Entitlement (#782) PRC 107 NC Department of Public Instruction, Educational Technology State Grant / Central Office, Curriculum Instruction. Entitlement (#783): PRC 026 - NC Department of Public Instruction, McKinney Education for Homeless Children and Youth / Central Office, Counseling and Student Services. Entitlement (#784): PRC 059 - NC Department of Public Instruction, Title V Innovative Assistance Program / Central Office, Magnet Programs.

2. Infohandler.com Software and Services Agreement
InfoHandler.com provides a relational database for Special Education Services and Counseling and Student Services to record and track demographics, significant dates related to testing, services for students identified as and/or referred for special education services, and strategies for students referred to Student Support Team. This is the second year of a three-year contract with infoHandler.com. Second-year amount provides for licensing and support/maintenance. The cost is $115,652.50 for the 2003-2004 fiscal year. Staff requests Board approval for the continuation of the contract.

3. NCS Pearson, Inc., Contract (NovaNET)
NCS Pearson, Inc., will provide: 201 currently existing ports (connections) for the NovaNET educational software for access by all area high schools. Eight training days, including technical and educational support and consultation. Total cost of the 2003-2004 contract shall not exceed $216,630.00 to be paid from at-risk funds. Staff recommends that this contract be approved.

4. Scientific Learning
Fast ForWord is a reading intervention program that focuses on foundational skills related to auditory discrimination. Fast ForWord was initiated at Creech Road and York Elementary Schools for Special Education students in 1999-2000. In 2000-2001, Durant Road Middle School was added. Success of the program initiated expansion of the pilot to 10 elementary and middle schools during the 2002-2003 school year. Success of the Fast ForWord program supports expansion to 24 schools in 2003-2004. Exercise Option E of the 2002-03 contract with the agreement of Scientific Learning to include training and support in lieu of one of the 25 school sites. Total cost of the 2003-2004 contract shall not exceed $375,803.00 to be paid from at-risk funds. Staff recommends that the Board approve the amendment.

5. Tuition Fee for Nonresident Students for 2003-2004
The staff of the Office of Growth Management will present tuition fee for the 2003-2004 school year. The fee is based on the county tax appropriation for current expenses, capital outlay, and capital improvement. There are no fiscal implications. This item is presented for Board approval.

COMMITTEE CHAIRS' REPORTS

ACTION ITEMS

FACILITIES

1. Schematic Design: Wake Forest Rolesville High Dining Addition
Staff will present the schematic design documents prepared by Jill B. Smith Architect for the construction of the dining addition at Wake Forest Rolesville High. Fiscal Implications: Funding is available from the total project budget of $1,744,551, as provided in the deferred maintenance component of the PLAN 2000 School Building Program. The dining room and classroom expansion represents $868,912 of this total. Roofing and site improvements are under construction Recommendation for Action: Board approval is requested.

2. Approve Tender Agreement with Surety: Farmington Woods Elementary
Staff requests approval of the Tender Agreement between the Board and Travelers Casualty and Surety Company of America for the completion of the Farmington Woods Elementary project. Pursuant to the agreement, the surety is covering the additional costs to complete the project and reimbursing the Board for the large majority of all other expenses incurred due to the default, including additional architectural and attorney fees. Staff is attaching the latest version of the Tender Agreement for your review. The final document should be finalized prior to the Board meeting. Fiscal Implications: The performance bond requires the surety to assume all costs to complete the electrical work, including any costs in excess of the original contractor's contract balance. Funding is available from the total project budget of $7,830,561.97 of which $7,489,686 is from the PLAN 2000 School Building Program and $176,328 is from the Board approved 1996 State Bond Program and $164,547.97 is from the surety. Recommendation for Action: Board approval is requested.

PROGRAM

1. School Improvement Plan Waivers
This is a compilation of all the waiver requests included in the WCPSS school improvement plans for 2003-2005 that requires Board action. Each waiver is indicated as needing local or state approval. Each waiver includes a recommendation from staff. There are no fiscal implications. It is recommended that the Board accept the staff recommendations related to the waiver requests.

POLICY

1. Revision: Policy 5430 - School Trips
Revised; First Reading (waiver of Second Reading requested)
Modifications made to the existing policy as recommended by a school trip committee and with advice of the board attorney.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 115C-319.

INFORMATION

1. First Reading of Resolution Requesting Funds for PLAN 2004 Capital Improvement Program
Wake County Public School System and Wake County staffs have collaborated on creation of a recommended scope and content for the PLAN 2004 Capital Improvement Program, which will build new schools to accommodate growing enrollment, renovate existing school buildings, and complete repair project system-wide. The resolution formally requests that the Wake County Board of Commissioners provide a bond order that upon approval of the voters will finance a portion of the capital improvement program for the years 2004-2008. The Associate Superintendent for Auxiliary Services will present a summary overview of the proposed program. Fiscal Implications: The proposed PLAN 2004 Capital Improvement Program will provide funds in the amount of $___million, if approved by the voters. Recommendation for Action: Approval is recommended.
ACTION ITEMS (cont'd.)

HUMAN RESOURCES

1.Recommendations for Early Contract Extensions

2.Recommendations for Administrative Appointments

3.Recommendations for Career Status

4. Requests for Leave
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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