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Board Agenda for the Week of 8/19/2003 |
OPEN SESSION
CALL TO ORDER - 4:00 p.m.QUORUM DETERMINATION
PLEDGE OF ALLEGIANCE
INFORMATION
Chairman's CommentsSuperintendent's Report
Recognition
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
FACILITIES
1. JOINT USE AGREEMENT WITH THE TOWN OF WAKE FOREST FOR THE NEW
WAKE FOREST-ROLESVILLE HIGH SCHOOL BASEBALL FIELD
This agreement shall supersede the Lease and Joint Use Agreement dated March 19, 1984. The town shall replace and maintain the baseball field light fixtures to WCPSS high school standards. The town and school system shall share the routine baseball field maintenance responsibilities. The town shall have up to three days per week for a total of not more than thirty days between April 1st and June 30th of each year for town program use. Term is for ten years. Fiscal Implications: The town shall be financially responsible for the inspection, repair, replacement, and utility costs of the field light fixtures (including bulbs, electrical wiring, poles). The school will be able to use the field lights at no cost to the school system. Recommendation for Action: Staff recommends approval.2. JOINT USE AGREEMENT WITH THE BOYS AND GIRLS CLUBS AT WASHINGTON ELEMENTARY SCHOOL FOR THE USE OF THE FOUR MOBILE UNITS NOW OWNED BY THE BOYS AND GIRLS CLUBS
The Boys and Girls Clubs may operate their program in the four mobile units after school is dismissed and school is not in session, including weekends, holidays, staff vacation days, and during school breaks. The school system may have access and use of the four mobile units until the closing school bell rings on school days. Term is for ten years. Fiscal Implications: The Boys and Girls Clubs shall be responsible for all costs associated with the operation and maintenance of the four mobile units. Recommendation for Action: Staff recommends approval.3. LICENSE AGREEMENT - ZEBULON MIDDLE
Wake County has recently terminated the operation of a health clinic in four mobile units owned by the county and located on Board of Education property at Zebulon Middle. Wake County officials recently approved the transfer of ownership of the four mobile units to the Boys & Girls Clubs at no cost, for use related to after school programs including a computer lab. Wake County Public Schools will have use of the facility at no cost during normal school hours. A License Agreement with the Boys & Girls Clubs will allow the mobile units to remain on Board property and will provide access to the site. Fiscal Implications: None - Boys & Girls Clubs responsible for all utility and maintenance costs. Recommendation for Action: Staff recommends Board approval of a License Agreement with the Boys & Girls Clubs at Zebulon Middle School for mobile unit use.4. MOBILE UNIT LEASE AGREEMENT: VANGUARD MODULAR BUILDING SYSTEMS
Renovation of school facilities throughout Wake County requires the use of mobile units on a short-term basis. With the assistance of Tharrington Smith, L.L.P., a mobile unit lease agreement has been prepared and approved by Vanguard Modular Building Systems to provide mobile/modular classroom units on an as needed basis with the initial lease period not to exceed 18 months in duration from the date units are acquired. Fiscal Implications: Estimated first-year cost per modular unit leased is $49,480 ($27,860 set-up cost plus $21,620 lease payment). Additional costs for design, utilities, life-safety and ADA compliance are estimated to be $110,000. Total average cost per classroom is $19,935. Recommendation for Action: Staff requests Board approval of a Mobile Unit Lease Agreement with Vanguard Modular Building Systems.5. DESIGN CONSULTANT AGREEMENT: CARY HIGH
The proposed PLAN 2004 School Building Program includes the renovation of existing facilities and new construction at Cary High. Negotiations have been completed with Pearce Brinkley Cease + Lee PA for the design of this project. The form of agreement is the standard form approved by the Board attorney. Fiscal Implications: The total proposed project budget is $21,063,691, of which, $1,276,290 is currently available from the PLAN 2000 School Building Program. The total project budget includes proposed compensation for the design consultant of $1,280,258. Separate contracts for Pre-Design and Design Narrative Phases in the amount of $69,500 have already been issued. This contract is for the remainder of the design phase only in the amount of $762,668. Recommendation for Action: Board approval is requested.6. DESIGN CONSULTANT AGREEMENT: LIGON MIDDLE RENOVATIONS
The proposed PLAN 2004 School Building Program includes renovations at Ligon Middle. Negotiations have been completed with Pearce Brinkley Cease + Lee PA for the design of this project. The form of agreement is the standard form approved by the Board attorney. Fiscal Implications: The total project budget is $9,105,472, of which $530,769 is currently available from the PLAN 2000 School Building Program and $8,574,703 will be required from the PLAN 2004 School Building Program. The total project budget includes proposed compensation for the design consultant of $518,000. A separate contract for the Design Narrative and Schematic Design Phase in the amount of $77,700 has already been issued. This contract is for the design phase, only, in the amount of $259,000. Recommendation for Action: Board approval is requested.7. CHANGE ORDER NO.1: 2003 MOBILE CLASSROOM PACKAGE A (JOB# 0001-03)
Board approval is requested for Change Order No. 1 to 2003 Mobile Classroom Package A. This change order, in the amount of $247,108 is for the addition of one five-classroom modular complex instead of the panelized building that was originally proposed for Brentwood Elementary. The original panelized building bids were over budget and this change provides a feasible alternative. Fiscal Implications: Funding is available from the total project budget of $350,000, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.8. CONSTRUCTION DOCUMENTS: WAKE FOREST ELEMENTARY HVAC
RENOVATIONS
Staff will present the construction documents designed by Pearce Brinkley Cease + Lee PA for the construction of Wake Forest Elementary HVAC renovations. Fiscal Implications: Funding is available for this $488,685 project from the total project budget of $6,735,413, as provided in the Phase IIIB School Building Program. Recommendation for Action: Board approval is requested.9. BIDS: ENERGY & PHYSICAL PLANT DEPARTMENT MASTER JOB ORDER
CONTRACTS AND SERVICE AGREEMENTS
Pre-approval for bids was received at the June 17, 2003, Board meeting. Bids for Energy & Physical Plant Master Job Order Contracts and Service Agreements were received on June 5, 2003. Staff recommends award of the following contracts:Electrical MJOC: Finch Electrical Services, Inc. - $250,000
HVAC MJOC: Fowler & Sons, Inc. - $295,000
HVAC MJOC: Hockaday Mechanical Corporation - $200,000
HVAC MJOC: WATCO SERVICE CORPORATION - $200,000
Fiscal Implications: Funding is available from the Energy & Physical Plant Department current expense budget for fiscal year 2003-2004. Recommendation for Action: Board approval is requested.10. BIDS: GENERAL SERVICES DEPARTMENT MASTER JOB ORDER CONTRACTS AND SERVICE AGREEMENTS
Pre-approval for bids was received at the June 17, 2003, Board meeting. Bids for General Services Department Master Job Order Contracts and Service Agreements were received on June 19, 2003. Staff recommends award of the following contracts:R.L. Dresser, Inc. - $100,000
Apex Contract Carpets - $100,000
Quality Decorators, Inc. - $180,000
Highway 39 Construction Company, Inc. - $200,000
Derrick Johnson Electrical & Fire Alarm Systems, Inc. - $101,525
J & J Floors, Inc. - $171,522.91
Fiscal Implications: Funding is available from the General Services Department current expense budget for fiscal year 2003-2004. Recommendation for Action: Board approval is requested.
11. BIDS: CLEANING CONTRACTS
Staff recommends award of the cleaning contract extensions to Royal Janitorial Services, Inc., in the amount of $519,588.77; new cleaning contracts to Royal Janitorial Services, Inc. in the amount of $490,376.34; contract extensions to RTP Building Maintenance Co., Inc. in the amount of $1,710,868.80; new cleaning contracts to RTP Building Maintenance Co., Inc. in the amount of $629,356.06; and new cleaning contracts to McCullers Maintenance, Inc. in the amount of $230,693.97. Fiscal Implications: Funding is available from the 2003-2004 current expense budget. Recommendation for Action: Board approval is requested.12. SERVICE CONTRACT: SOLID WASTE REMOVAL CONTRACT
Staff recommends continuation of the solid waste removal contract with BFI Waste Services, LLC, in the amount of $511,392. Fiscal Implications: Funding is available from the 2003-2004 current expense budget. This year's price reflects a 1.2% price increase as allowed in the bid specifications based on the U.S. Departments of Labor Consumer Price Index. Recommendation for Action: Board approval is requested.13. SERVICE AGREEMENT: ENERGY & PHYSICAL PLANT DEPARTMENT FOR HVAC FILTER REPLACEMENT SERVICE AGREEMENT FOR 2003-2004
Staff recommends a service agreement with Power Chem. Inc. for furnishing labor and equipment necessary to replace HVAC filters in schools and support facilities for the 2003-2004 school year. Funding in the amount of $286,272 will be available from the Energy & Physical Plant current expense budget fiscal year 2003-2004 and will be encumbered to fund this service agreement. This scope of work exceeded $400,000 in cost in previous years. The scope is now being significantly reduced by accomplishing the work with our regional maintenance teams. The Eastern and Southern regions are currently accomplishing the work for their regions. The Northern and Western regions will assume the work in their regions by the end of this calendar year. The Central region is targeted to start by April 2004. At that time, the contract will no longer be required. 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 June and July 2003. Fiscal Implications: Not applicable.PROGRAM
1. GRANT PROPOSALS; FIRST PRECIS OF TWO
Collaboration (#788): National Science Foundation, Graduate Teaching Fellows in K-12 Education / Seven WCPSS schools in collaboration with North Carolina State University as fiscal agent. Competitive (#794): Apex, NC, Woodsmen of the World Lodge 1473 / Individual Schools. Competitive (#795): General Mills Foundation, Youth Nutrition Fitness Grants, General Mills Champions / Individual Schools. Competitive (#796): Keep North Carolina Clean and Beautiful Foundation / Individual Schools. Competitive (#797): North Carolina Arts Council, Artists in Residency / Individual Schools. Competitive (#798): Raleigh Women's Club / Individual Schools. Competitive (#799): Starbucks Foundation, Opportunity Grants, Basic Literacy / Individual Schools. Any required cash and/or in-kind matching contributions vary by grant program. Board approval is requested.2. GRANT PROPOSALS: SECOND PRECIS OF TWO
Competitive (#800): United Arts Council of Raleigh and Wake County, Artists in Residency / Individual Schools. Competitive (#801): National Science Teachers' Association, Toyota TAPESTRY / Individual Schools. Competitive (#802): National Council of Teachers of Mathematics, Toyota TIME / Individual Schools. Competitive (#803): Trentini Foundation / Wake Forest area schools. Competitive (#804): Wake Forest Chamber of Commerce / Wake Forest area schools. Competitive (#805): Wal-Mart Foundation / Individual Schools. Competitive (#806): Women's Sport Foundation, Go Girl Go / Individual Schools. Collaborative (#810): US Environmental Protection Agency, Clean School Bus USA Assistance Agreement / WCPSS Transportation in collaboration with Triangle J Council of Governments as fiscal agent. Any required cash and/or in-kind matching contributions vary by grant program. Board approval is requested.3. CONTRACT: WITH NEXUS LEARNING, INC.
Nexus provides on-line instruction to students who are served on a homebound basis. Total not to exceed $150,000. Staff recommends that the Board approve the contract.POLICY
1. POLICY 1800 - BOARD ADVISORY COUNCILS
The purpose of this policy revision is to extend the term of Board Advisory Council members from two years to three-year term. Fiscal Implications-None. Recommendation for Action-Staff recommends approval of revised Policy 1800 for first reading and requests wavier of second reading.HUMAN RESOURCES
1.RECOMMENDATION FOR EMPLOYMENT
2.RECOMMENDATIONS FOR ADMINISTRATIVE APPOINTMENT
CLOSED SESSION
To consider confidential personnel information protected under G.S. 115C-319; and to consult with an attorney employed or retained by the board in order to preserve the attorney-client privilege between the attorney and the board G.S. 143-318.11ACTION ITEMS
HUMAN RESOURCES
1. RECOMMENDATION FOR ADMINISTRATIVE TRANSFER
2. RECOMMENDATION FOR CAREER STATUS
PUBLIC HEARING CONTINUATION (if needed)ADJOURNMENT
Meetings will be held in the Administration Building, 3600 Wake Forest Road, Raleigh, NC unless otherwise indicated.