of Regular Meeting of the Board of Trustees at the Administration Building, Board Room, 1203 West Pioneer Parkway, Arlington, Texas

Transcription

1 ARLINGTON INDEPENDENT SCHOOL DISTRICT REGULAR MEETING OF THE BOARD OF TRUSTEES Thursday, May 17, :00 p.m. N O T I C E of Regular Meeting of the Board of Trustees at the Administration Building, Board Room, 1203 West Pioneer Parkway, Arlington, Texas CALL TO ORDER: 5:00 p.m., Board Room OPENING CEREMONY: PROGRAM AND/OR PRESENTATION: This time has been designated for the purpose of allowing programs and/or presentations relating to matters such as curricular, extracurricular, co-curricular and PTA type activities. A. Recognition of Outgoing Trustee Kristen Hudson Board Work Session: Approximately 5:30 p.m., Conference Room B During this open meeting work session, Board Members may discuss and ask AISD staff questions concerning any of the subjects listed in the Notice/Agenda under the headings of Program and/or Presentation, Appointments, Public Hearing, Action Items, Consent Items and Discussion Items. RECONVENE INTO OPEN SESSION: Approximately 6:00 p.m., Board Room Ceremony for Administering the Oath of Office to Newly Elected Board Members Administer Oath of Office to: A. Place 1 B. Place 2 C. Place 3 D. Place 5 CLOSED MEETING: Following Ceremony, Board Conference Room Adjournment to closed meeting pursuant to Sections (consultation with attorney to seek and receive legal advice); (discuss the purchase, exchange, lease or value of real property); Section (negotiating contracts for prospective gifts or donations); Section (consider the appointment, employment, evaluation, reassignment, duties, discipline, non-renewal or dismissal of a public officer or employee, or to hear complaints or charges against a public officer or employee); Section (consider the deployment, or specific occasions for implementation, of security personnel and devices); Section (discussing or deliberating the discipline of a public school child or children, or a complaint or charge is brought 1

2 Agenda Regular Meeting May 17, 2018 Page 2 of 6 Bulletin Board against an employee of the school district by another employee); Section (deliberating in a matter regarding a public school student if personally identifiable information about the student will necessarily be revealed by the deliberation); Section (considering the standards, guidelines, terms or conditions the Board will follow, or instruct its representatives to follow, in consultation with representatives of employee groups in connection with consultation agreements). 1. Term and Employee Contracts (as indicated above and below) 2. Deliberation concerning purchase and/or sale of real property ORGANIZATION BOARD OF TRUSTEES: A. Election of Board Officers President Vice President Secretary PROGRAM AND/OR PRESENTATION: B. Recognize Outgoing Student Leadership Advisory Board C. Citizens Bond Oversight Committee (CBOC) Presentation APPOINTMENTS: A. Consider Administrative Appointments: (pg. 7) Principal for Sherrod Elementary PUBLIC HEARING: None OPEN FORUM FOR AGENDA ITEMS: Persons attending the meeting may request an Open Forum Sign-Up Card. The card must be completed in its entirety and submitted to the Board President no later than 6:55 p.m. This first Open Forum is limited to agenda items other than personnel. Any personnel concern should be brought directly to the Superintendent or Board President prior to the meeting, who will guide you to the proper procedure pursuant to Board Policy. Speakers will be limited to five (5) minutes. When more than one individual wishes to address the same agenda item, the President may ask the group to appoint one spokesperson. ACTION: A. Consider Termination of Probationary Contract of Erika Wittorf B. Consider Resolution in Honor of the 140 th Anniversary of First United Methodist Church of Arlington 2

3 Agenda Regular Meeting May 17, 2018 Page 3 of 6 Bulletin Board DISCUSSION / ACTION: A. Consider Student Code of Conduct (pg. 9) ITEMS TO BE WITHDRAWN FROM THE CONSENT AGENDA: CONSENT ITEMS: Materials relating to the items to be acted upon in the Consent Agenda are provided to the Board Members for study and review prior to the meeting. The items contained in the bid portion of the Agenda have been endorsed by the Board Members during the budget process. A. Consider Bids (pg. 11) CSP for Starrett Elementary School Renovations Project RFP for Asbestos Abatement & Mold Remediation B. Consider Budget Change Interim Budget Amendment (pg. 21) DISCUSSION: A Board of Trustees Meeting Calendar (pg. 23) B. A-F Accountability Update (pg. 25) OPEN FORUM FOR NON-AGENDA ITEMS: Persons attending the meeting may request an Open Forum Sign-Up Card. The card must be completed in its entirety and submitted to the Board President no later than 6:55 p.m. This second Open Forum allows individuals to address the Board on any subject, except personnel. Any personnel concern should be brought directly to the attention of the Superintendent or Board President prior to the meeting, who will guide you to the proper procedure pursuant to Board Policy. Speakers will be limited to five (5) minutes. When more than one individual wishes to address the same topic, the Board President may ask the group to appoint one spokesperson. SUPERINTENDENT'S REPORT: This time is for the Superintendent to acknowledge varying kinds of activities occurring within the district. This includes such items as recognition of outstanding performance by district staff and/or students, the initiating of new programs and special activities. The Superintendent will report on the following subjects: A. Recognition of outstanding performance by district staff and students B. Initiation of new programs and special activities SCHOOL BOARD'S REPORT: This time on the Agenda allows each member to inform other Board Members, the administrative staff and the public of activities which are of interest. 3

4 Agenda Regular Meeting May 17, 2018 Page 4 of 6 Bulletin Board The Board Members will report on the following subjects: A. Board member attendance at various school and community events. B. Board member announcement of various upcoming school and community events. C. Board member visits to various campuses D. Board member recognition of outstanding performance by district staff and students E. Board member recognition of new programs and special activities CLOSED MEETING: At any time during the meeting the Board may adjourn into closed meeting for consultation with its attorney (Tex. Gov t Code ) or for a posted agenda item pursuant to Texas Government Code sections (see below). ADJOURNMENT The agenda order may be adjusted by the Presiding Officer at any time during the meeting. If, during the course of the meeting covered by this Notice, the Board should determine that a closed meeting of the Board should be held or is required in relation to any item included in this notice, then such closed meeting is authorized by Texas Government Code Section , et. seq., for any of the following reasons: Section For the purpose of a private consultation with the Board's attorney on any or all subjects or matters authorized by law. Section For the purpose of discussing the purchase, exchange, lease or value of real property. Section For the purpose of negotiating contracts for prospective gifts or donations. Section For the purpose of considering the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee or to hear complaints or charges against a public officer or employee. Section To consider the deployment, or specific occasions for implementation, of security personnel and devices. Section For the purpose of deliberating in a case involving discipline of a public school child or children, or in a case in which a complaint or charge is brought against an employee of the school district by another employee and the complaint or charge directly results in a need for a hearing. Section For the purpose of deliberating in a matter regarding a public school student if personally identifiable information about the student will necessarily be revealed by the deliberation. Section For the purpose of considering the standards, guidelines, terms or conditions the Board will follow, or instruct its representatives to follow, in consultation with representatives 4

5 Agenda Regular Meeting May 17, 2018 Page 5 of 6 Bulletin Board of employee groups in connection with consultation agreements provided for by Section of the Texas Education Code. Section For the purpose of excluding a witness or witnesses from a hearing during examination of another witness. Should any final action, final decision or final vote be required in the opinion of the Board with regard to any matter considered in such closed meeting, then such final action, final decision or final vote shall be at either: A. the open meeting covered by this notice upon the reconvening of this public meeting, or B. at a subsequent public meeting of the Board upon notice thereof, as the Board shall determine. 5

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12 . TO: FROM: DATE: RE: Cindy Powell Chief Financial Officer Tammy Craig Director of Purchasing May 17, 2018 CSP Starrett Elementary School Renovations Project Competitive Sealed Proposal is for the construction services for renovations at Starrett Elementary School. Six proposals were received in response to the CSP. Attached is a recommendation letter from William Kelly Horn, Executive Director of Plant Services, a letter from Natex Architects and an evaluation summary. It is recommended that the contract be awarded per the recommendation. cc: Tony Drollinger Executive Director of Finance 12

13 MEMORANDUM TO: FROM: Cindy Powell, Chief Financial Officer Wm. Kelly Horn, Executive Director of Plant Service DATE: May 9, 2018 SUBJECT: Competitive Sealed Proposal #18-47 for Renovation, Condition Deficiency, and Life Cycle Improvements for Starrett Elementary School The District approved renovation, condition deficiency, and life cycle improvements for Starrett Elementary School as a part of the 2014 Bond program. Additionally, the Board of Trustees approved Natex Architects as the design professional and approved Competitive Sealed Proposal (CSP) as the method of construction procurement. The project architect, Natex Architects, completed the construction documents and the District requested proposals. Notification of the request for CSP was sent to local contractors, area chambers of commerce and contractors on a list supplied by the DFW Minority Business Council. Notice of the request for CSP was also advertised in accordance with state law. Proposals were received from six general contractors: Big Sky Construction Imperial Construction Mac s Construction Company Mart, Inc. Northridge Construction Group Phillips May Corporation Competitive Sealed Proposals received from the proposers were evaluated based criteria published in the CSP document: Price 35% Qualifications 40% HUB Participation 10% Interviews 15% An evaluation committee consisting of the Chief Financial Officer, Executive Director of Plant Services, Director of Facility Planning and Construction, the District s Senior Project Manager and Project Manager, and the Design Architect completed evaluations and interviews. Imperial Construction, ranked highest amongst all proposers at points. District staff worked with Imperial Construction to ensure that the intended project scope is being 13

14 addressed, while identifying opportunities to reduce the proposed project cost and authenticating the project budget. The architect s letter of recommendation for construction contract award for renovation, condition deficiency, and life cycle improvements for Starrett Elementary School is attached. Pending approval of the CSP, work on this project will begin in May of 2018 with substantial completion expected in the fall of Based on the evaluation process, the committee recommends the Competitive Sealed Proposal as submitted by Imperial Construction, in the amount of $1,468,000. This CSP is under the original construction budget by $745,

15 2500 WILCREST, SUITE 650. HOUSTON, TEXAS TELEPHONE: FAX: May 9, 2018 Mr. William K. Horn Executive Director of Plant Services Arlington Independent School District 1201 Colorado Lane Arlington, Texas RE: Recommendation for Award of Contract 2014 Bond Phase 2 Bid Package 3 Starrett Elementary School Renovations Dear Mr. Horn: On Thursday, March 20, 2018, the Arlington Independent School District received six competitive sealed proposals for the 2014 Bond Phase 2 Bid Package 3 Starrett Elementary School Renovations Project. All proposals received were from qualified general contractors and included information and references as required by the proposal documents for evaluation. The evaluation committee consisted on representatives from Arlington ISD and NATEX Architects. After complete and careful review of the criteria, including total submitted contract price, the evaluation committee has ranked Imperial Construction as the #1 ranked proposer. Based on the evaluation and ranking process, NATEX recommends awarding the 2014 Bond Phase 2 Bid Package 3 Project to Imperial Construction in the amount of $1,468, We trust this recommendation meets with your approval and look forward to the successful completion of this project. Sincerely, M. Carolina Weitzman, AIA, LEED ap Principal-in-Charge 15

16 Request for Competitive Sealed Proposals # Bond Program Proposer's Qualifications Evaluation Summary PROJECT NAME: Starrett Elementary School Renovation Project PHASE - BID PACKAGE: PH2-BP03 PROJECT #: CSP CSP Proposal Budget $ 2,213,426 PROPOSAL SELECTION CRITERIA Price 35% HUB Commitment 10% Qualifications 40% Interview 15% Total 100% PRE INTERVIEW PROPOSAL EVALUATION Proposer Price Price HUB Commitment % HUB Qualifications Qualifications Total Ranking 35 Score 10 Score 40 Score Score Big Sky Construction $2,155, Imperial Construction $1,448, Northridge Construction Group $1,513, Mac's Construction Company $2,069, Mart, Inc. $1,460, Phillips May Corporation $2,586, POST INTERVIEW PROPOSAL EVALUATION Proposer Price Price HUB Commitment % HUB Qualifications Qualifications Interview Total Ranking 40 Score 10 Score 40 Score Score Score Imperial Construction $1,448, Mart, Inc. $1,460, Northridge Construction Group $1,513, Phillips May Corporation $2,586, PH2-BP03 Starrett Elementary School Renovation Project CSP Proposer Qualifications Evaluation Matrix Rev2/Summary Facility Planning 16 and Construction Page 1 of 1

17 TO: FROM: Cindy Powell Chief Financial Officer Tammy Craig Director of Purchasing DATE: May 17, 2018 RE: RFP Number Asbestos Abatement & Mold Remediation Request for Proposal is for asbestos abatement and mold remediation. The District received eight (8) responses to this RFP. This contract will be used with the bond program projects, as well as, maintenance on existing buildings. Services will be provided on an asneeded basis. The contract has the option to renew for two (2) additional one-year periods. Attached is a letter of recommendation from William Kelly Horn, Executive Director of Plant Services, a letter from Drew Consulting Services and an evaluation matrix. E-Logic, Inc. was chosen as the vendor with the best value for the District with four (4) additional vendors listed as alternates. The score for alternate vendors was 70 or greater. One vendor was marked not as specified due to an incomplete response. It is recommended that the proposals meeting specifications and the best value for the District be awarded per the recommendation attached. cc: Tony Drollinger Executive Director of Finance 17

18 MEMORANDUM TO: FROM: Tammy Craig, Director of Purchasing Wm. Kelly Horn, Executive Director of Plant Service DATE: May 9, 2018 SUBJECT: Request for Proposal #18-62 for District-Wide Asbestos Abatement & Mold Remediation Contract Services It is the recommendation of the AISD Plant Services Department that the Board of Trustees accept the proposals submitted by: E-Logic, Inc. Bellphi Environmental, LLC Intercon Environmental, Inc. Pacific Environmental, LLC Horsley Specialties, Inc. for the procurement of asbestos and mold abatement activities as defined in the District s request for proposals # The District s request for proposal was completed in accordance with all applicable laws and regulations and serves to identify the most qualified and competent service providers which offer best value to the District. This service is utilized annually by the Plant Services Department as it becomes necessary to safely remove suspect materials and also to remove suspect materials prior to construction activities associated with the District s bond program. All abatement services are monitored and overseen by the District s Safety and Environmental Coordinator and the District s asbestos consulting firm, John Drew and Associates to ensure complete governmental compliance and safety for our District. Funding for these services is provided by the District s annual Maintenance & Operations Budget and the District s 2014 Bond Program depending on the identified project. 18

19 May 09, 2018 Mr. William K. Horn Executive Director of Plant Services Arlington Independent School District 1201 Colorado Lane Arlington, TX Re: Recommendation for Award of Asbestos Abatement & Mold Remediation Contractor Annual Unit Price Contract RFP Dear Mr. Horn: On Thursday April 12, 2018 the Arlington Independent School District received eight competitive sealed proposals for the 2018/2019 Asbestos Abatement & Mold Remediation Contractor Annual Unit Price Contract RFP Priority Environmental failed to provide the requested Mold Remediation Proposal and were subsequently disqualified. All other proposals received were from qualified Asbestos Abatement & Mold Remediation Contractors and included information and references as required by the proposal documents for evaluation. The evaluation committee consisted of representatives from Arlington ISD and Drew Consulting Services, Inc. After a complete and careful review of the Bid Evaluation Matrix the committee recommends E-Logic, Inc., Bellphi Environmental, LLC., Intercon Environmental, Inc., Pacific Environmental Group, LLC., and Horsley Specialties, Inc., as the best overall rated and qualified Contractors for the district. We trust this recommendation meets with your approval and look forward to the successful completion of this Contract. Sincerely, John Drew Drew Consulting Services, Inc. 19

20 BID EVALUATION MATRIX Allen & Company Environmental Services RFP UNIT PRICE FOR ASBESTOS ABATEMENT & MOLD REMEDIATION CONTRACT SERVICES Pacific Environmental Group, LLC Bidder Evaluation Criterion Possible Points Bellphi Environmental, LLC E-Logic Inc. 1 Priority Environmental Horsley Specialties Inc. Intercon Environmental Inc. RNDI Companies, Inc. Price 40 Rank (1-8) Rank (1-8) Rank (1-8) Rank (1-8) Rank (1-8) Rank (1-8) Rank (1-8) Rank (1-8) Asbestos Abatement and Mold Price Relevant Experience Pts. Max 30 Pts. Max 30 Pts. Max 30 Pts. Max 30 Pts. Max 30 Pts. Max 30 Pts. Max 30 Pts. Max School District Experience Bond/Capital Improvement Projects Projects over 25K References Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max Three (3) confirmed references TDSHS Compliance History Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max Compliance Violations Severity of Violations Repeated Violations Local Vendor Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max 10 Pts. Max Within Tarrant County Within DFW Metroplex Within the State of Texas Total Points Final Ranking of Bidders (1-8) Non-Qualified 2 1 Non-Qualified Non-Qualified Bidders Not Qualified and Explanation: 1 Priority Environmental (Pricing incomplete); Allen & Company Environmental Services and RNDI Companies, Inc. (Scored below minimum threshold point value of 70 points) Estimated Total : $800,

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24 MEMORANDUM TO: FROM: Board of Trustees Dr. Marcelo Cavazos Superintendent DATE: May 10, 2018 SUBJECT: Board of Trustee Meeting Calendar It is the Board s intention to schedule one regular business meeting per month and one work session meeting per month. During a work session meeting, it is AISD s common practice not to include an Open Forum. No action or vote will be taken on any Discussion topics during a work session meeting. If any action or vote is taken on a topic, the topic will appear on a future agenda as Action or Discussion/Action, and the agenda will include an Open Forum so that the public may address the Board. All meetings in August, November and June will be Regular Business Meetings. Month Regular Work Session Business Meeting Meeting July 2018 None None August nd, 16 th -- September th 20 th October th 18 th November st, 15 th -- December th -- January th -- February th 21 st March st -- April th 25 th May nd 16 th June 2019 ^4 th *^11 th, if necessary ^18 th *27 th, if necessary -- ^ June 4 th, June 11 th and June 18 th are Tuesdays. *Only if needed. The Board has the option to change the above calendar or call a meeting at any time during the year, as needed. 24

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