Office of Superintendent of Schools March 19, 2014 Board Meeting of April 9, 2014 F PP10 AUTHORIZE THE SUPERINTENDENT TO:

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1 Office of Superintendent of Schools March 19, 2014 Board Meeting of April 9, 2014 Financial Services Richard H. Hinds, Chief Financial Officer COMMITTEE: FACILITIES AND CONSTRUCTION REFORM F PP10 AUTHORIZE THE SUPERINTENDENT TO: A. FINALIZE NEGOTIATIONS AND ENTER INTO A LEASE AGREEMENT WITH RANSOM EVERGLADES SCHOOL, INC., FOR RENOVATION AND USE OF THE RUNNING TRACK AT CORAL GABLES SENIOR HIGH SCHOOL, LOCATED AT 450 BIRD ROAD, CORAL GABLES, PURSUANT TO REQUEST FOR PROPOSALS NO. 039-PP10 ; AND B. GRANT OR DENY ALL APPROVALS REQUIRED UNDER THE LEASE AGREEMENT, INCLUDING RENEWING, CANCELING OR TERMINATING THE LEASE AGREEMENT COMMITTEE: INNOVATION, EFFICIENCY & GOVERNMENTAL RELATIONS E PP08 ART SUPPLIES (PARTIAL) E PP10 REQUEST AUTHORIZATION TO ENTER INTO A CONTRACTUAL SERVICES AGREEMENT, BETWEEN THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA, AND BLACKBOARD CONNECT, INC., PURSUANT TO REQUEST FOR PROPOSALS NO. 030-PP10 INSTANT MESSAGING AND PARENT NOTIFICATION SYSTEM

2 Office of Superintendent of Schools March 19, 2014 Board Meeting of April 9, 2014 Financial Services Richard H. Hinds, Chief Financial Officer SUBJECT: AUTHORIZE THE SUPERINTENDENT TO: A. FINALIZE NEGOTIATIONS AND ENTER INTO A LEASE AGREEMENT WITH RANSOM EVERGLADES SCHOOL, INC., FOR RENOVATION AND USE OF THE RUNNING TRACK AT CORAL GABLES SENIOR HIGH SCHOOL, LOCATED AT 450 BIRD ROAD, CORAL GABLES, PURSUANT TO REQUEST FOR PROPOSALS NO. 039-PP10; AND B. GRANT OR DENY ALL APPROVALS REQUIRED UNDER THE LEASE AGREEMENT, INCLUDING RENEWING, CANCELING OR TERMINATING THE LEASE AGREEMENT COMMITTEE: LINK TO STRATEGIC FRAMEWORK: FACILITIES AND CONSTRUCTION REFORM FINANCIAL EFFICIENCY/STABILITY Request For Proposals No. 039-PP10 RENOVATION AND USE OF THE RUNNING TRACK AT CORAL GABLES SENIOR HIGH SCHOOL, is to allow for the renovation and subsequent non-exclusive use of the running track ( Track ) at Coral Gables Senior High School, located at 450 Bird Road, Coral Gables ( School ). One (1) proposal was received from Ransom Everglades School, Inc. ( Ransom ), expressing interest in renovating the Track, at Ransom s sole cost and expense, in exchange for use of the Track for training of Ransom s track and field teams and hosting of meets. A meeting of the Selection Committee was held on March 13, Based on the recommendation of the Committee, it is recommended that RFP No. 039-PP10 be awarded to Ransom Everglades School, Inc., for renovation and use of the Track at the School, in accordance with the terms and conditions of a lease agreement, to be entered into between the parties, as detailed below. Page 1 of 4 F-60

3 Lease Agreement The lease agreement ( Agreement ) with Ransom for renovation and subsequent use of the Track shall contain, substantially, the following terms and conditions: Ransom shall renovate, at Ransom s sole cost and expense, the existing Track, provided the plans are first submitted to and approved by the District. All work shall be performed in compliance with all applicable laws, rules and regulations, including, without limitation, the Florida Building Code, the State Requirements for Educational Facilities, and the Miami-Dade County Public Schools criteria and standards, as the same may be amended from time to time; the District s Building department shall review and approve all construction documents, issue permits for construction, and provide final acceptance of the work; Ransom shall have twelve (12) months from the effective date of the Agreement to complete the renovations of the Track. The Superintendent may, upon written request from Ransom, extend the deadline for completion of construction, by up to six (6) additional months, provided such extension is due to unforeseen circumstances; upon completion of the Track renovations, Ransom shall have non-exclusive use of the Track for the operation and maintenance of its track and field program, including hosting of meets; an initial lease term of ten (10) years, with five (5) one-year extension periods, at the Board s sole discretion, provided Ransom is not in default of any of the terms of the Agreement; rent for the initial lease term, as well as any renewal terms, shall be $1 per year; the Board shall have exclusive use of the Track during regular school hours on regular school days. In addition, the Board, at its sole option, shall have use of the Track after regular school hours, as required for practices and home games, special School events and functions, intramural sports, extracurricular athletic activities and summer school; Ransom acknowledges and agrees that the Board s use of the Track shall at all times be given priority in determining the schedule of use by the parties. In addition, Ransom s use of the Track shall at no time conflict or interfere with the authorized use of the Track or other athletic fields and amenities at the School by the City of Coral Gables or any authorized entity or organization; Page 2 of 4

4 Ransom s use of the Track shall be non-exclusive, and shall be limited to no more than Monday through Friday, starting fifteen (15) minutes after the end of the official school day, and ending at sunset, as well as two (2) Saturdays per month, during times as mutually agreed to by the School Administrator and Ransom s designated representative; the School Administrator and Ransom s designated representative shall meet prior to the effective date of the Agreement, to establish a mutually agreeable schedule for use of the Track by Ransom for the first one-year period of the initial lease term, within the allowable days and times noted hereinabove; thereafter, the School Administrator and Ransom s designated representative shall meet prior to the start of each regular school year, or as soon thereafter as possible, to establish the schedule for use of the Track by Ransom for the upcoming school year, within the allowable days and time periods; in the event of a dispute between the parties of any type or nature, including but not limited to the establishment or implementation of a schedule of use, the School Administrator and Ransom s designated representative shall meet, upon request of either party, to review and resolve the issue or dispute, which resolution may include, without limitation, establishing a new schedule of use for that school year. In the event the School Administrator and Ransom s designated representative cannot reach agreement on a particular issue, the matter will be brought before the Board s Chief Facilities Officer, or designee, who shall review the matter and make a determination, which determination shall be final and binding; the Board shall be responsible for maintenance of the Track, in conformance with the District s standard maintenance schedule and criteria. Ransom shall pay to the Board, on an annual basis, a prorata portion of the costs borne by the Board to maintain the Track, with Ransom to reimburse the Board based on Ransom s proportional use of the Track; the Board may cancel the Agreement, without cause, only if the portion of the School site housing the Track is required for a District purpose, as it may be determined by the Board. In addition, the Board may cancel the Agreement, for cause, in the event of damage or destruction of the Track, other than damage or destruction caused by Ransom, which the Board chooses not to repair, default by Ransom, which default is not cured, or in the event the Board sells the portion of the School site housing the Track. In addition, the Board may immediately cancel the Agreement for cause and without penalty, and without providing Ransom an opportunity to cure, if Ransom (1) fails to comply with the Jessica Lunsford Act, or (2) assigns or sublets the Track, without the Board s prior written consent, which may be withheld at the Board s sole discretion; Page 3 of 4

5 Ransom may cancel the Agreement at any time, by providing the Board with thirty (30) days prior written notice; and for purposes of the Agreement, the Superintendent of Schools, or his/her designee shall be the party designated by the Board to grant or deny any and all approvals required under the Agreement dealing with modifying periods and/or areas of use, placing Ransom in default, identifying and establishing the construction area, confirmation of the commencement date of the Agreement, and reviewing and approving all matters relating to Ransom s renovation of the Track, or future construction of additional recreational facilities, if any. In addition, the Superintendent of Schools shall be the party designated by the Board to grant or deny any other approvals required by the Agreement, including renewing, canceling and/or terminating the Agreement. RECOMMENDED: That The School Board of Miami-Dade County, Florida AUTHORIZE the Superintendent of Schools to award Request For Proposals No. 039-PP10 RENOVATION AND USE OF THE RUNNING TRACK AT CORAL GABLES SENIOR HIGH SCHOOL to allow for the renovation and subsequent non-exclusive use of the running track at Coral Gables Senior High School, located at 450 Bird Road, Coral Gables, as follows: RHH/mh 1. RANSOM EVERGLADES SCHOOL, INC MAIN HIGHWAY MIAMI, FL finalize negotiations and enter into a lease agreement with Ransom Everglades School, Inc., for renovation and use of the running track at Coral Gables Senior High School, located at 450 Bird Road, Coral Gables, under substantially, the terms and conditions noted above, pursuant to Request for Proposals No. 039-PP10, effective upon the awardee satisfying all preconditions of the lease agreement; and 3. grant or deny all approvals required under the lease agreement, including renewing, canceling or terminating the lease agreement. Page 4 of 4

6 EVALUATION COMMITTEE MEMBERS REQUEST FOR PROPOSALS NO. 039-PP10 RENOVATION AND USE OF RUNNING TRACK AT CORAL GABLES SENIOR HIGH SCHOOL Mr. Adrian Montes, Principal Agenoria Paschal/Olinda Elementary School Dr. Pierre Rutledge, Director School Operations Mr. Brian Williams, Economic Development Officer Office of Economic Opportunity Ms. Juana E. Murillo, Director Facilities Planning, Design & Sustainability Mr. Carlos Bravo, Coordinator III Facilities Planning, Design & Sustainability Mr. Paul Washington, Assistant School Board Attorney School Board Attorney s Office (Non-voting) Ms. Barbara D. Jones, CPPB Procurement Management Services (Non-voting)

7 Office of Superintendent of Schools March 19, 2014 Board Meeting of April 9, 2014 Financial Services Richard H. Hinds, Chief Financial Officer SUBJECT: COMMITTEE: PARTIAL AWARD BID NO. 011-PP08 ART SUPPLIES INNOVATION, EFFICIENCY & GOVERNMENTAL RELATIONS LINK TO STRATEGIC FRAMEWORK: FINANCIAL EFFICIENCY/STABILITY The purpose of this bid is to purchase, at a firm unit price, quantities, as may be required, of art supplies, for Stores and Mail Distribution stock. This is a term bid which states that the Board may purchase quantities, as may be required, at the unit price bid, but is not obligated to purchase any guaranteed amount. Fourteen (14) vendors responded to this advertised solicitation. The term of the bid shall be for eighteen (18) months from the date of award and may, by mutual agreement between The School Board of Miami-Dade, Florida, and the awardees, be extended for three (3) additional one (1) year periods and, if needed, ninety (90) days beyond the expiration date of the current contract period. Items 9, 23 through 33, 35, 38, 40 through 44, 46 through 48, 50, 53, 58 through 60, 61, 74, 75, 78, 84 through 86, 91, 95 through 97, 105 and 106 are being held for evaluation and will be awarded at a future Board meeting. Identical prices were submitted on items 5 through 8, and 10 through 12. The recommendation reflects that the low tie items be awarded to the Broward, Palm Beach or Monroe County vendor, other than the M/WBE & SBE/MBE vendor, pursuant to Board Policy 6320 Identical Prices Priorities For Award. Benchmarking was conducted against The School Board of Broward County, Florida, and the District s prices were found to be approximately 5% lower. Strategies were employed to increase M/WBE & SBE/MBE participation, and one (1) M/WBE vendor is being awarded on this bid. Fund Source 0100 General Page 1 of 5 E-141

8 RECOMMENDED: That The School Board of Miami-Dade County, Florida, PARTIAL AWARD Bid No. 011-PP08 ART SUPPLIES, to purchase, at a firm unit price, quantities, as may be required, of art supplies, for Stores and Mail Distribution stock, during the term of the bid, effective April 9, 2014, through October 8, 2015, including extensions thereto, as follows: 1. AFP INDUSTRIES, INC. P. O. BOX SOUTH MIAMI, FL OWNER: VIVIAN C. CASTELLANOS, PRESIDENT M/WBE Low Unit Price: Items 100 and 101. Item $9.71 per box. Item Metallic $2.83 per package. 2. COMMERCIAL ART SUPPLY, INC. BRITANNIA BUSINESS CENTER 7830 BYRON DRIVE, SUITE 10 RIVIERA BEACH, FL OWNER: DONALD COHN, PRESIDENT Low Unit Price: Items 5 through 8, 10 through 12, 15 through 17, 34, 36, 37, 62, 107 and 110. Total Low Unit Price: Items 79 through 81. Item 5 - Acrylic paint, $3.87 per box. Item 6 - Acrylic paint, $3.87 per box. Item 7 - Acrylic paint, $3.87 per box. Item 8 - Acrylic paint, light $3.87 per box. Item 10 - Acrylic paint, $3.87 per box. Item 11 - Acrylic paint, light $3.87 per box. Item 12 - Acrylic paint, burnt $3.87 per box. Item 15 - Palette, $0.63 per each. Item 16 - Strip $28.20 per box. Item 17 - $36.75 per roll. Item 34 - Portfolio, 23 x $22.19 per each. Item 36 - $76.32 per case. Item 37 - Sketchbook, $60.60 per case. Item 62 - Ink, $10.14 per carton. Item 79 - Wooden modeling $8.85 per box. Item 80 - Wooden modeling tool, $8.85 per box. Page 2 of 5

9 Item 81 - Wooden modeling tool, $16.85 per box. Item Mat, 8 x $15.48 per package. Item Mat, 11 ½ x 17 $30.60 per package. 3. CUTLASS ENTERPRISES, INC. D.B.A. BENNETT POTTERY SUPPLY 431 ENTERPRISE STREET OCOEE, FL OWNER: JOAN RONHOCK, PRESIDENT Low Unit Price: Item 82. Item 82 - Cone, $7 per box. 4. DGS EDUCATIONAL PRODUCTS 4801 LINTON BOULEVARD, UNIT 11A-650 DELRAY BEACH, FL OWNER: DEANNA SHAVRICK, PRESIDENT Low Unit Price: Items 87, 90, 104, 108 and 109. Item 87 - $65.85 per roll. Item 90 - Needle $2.49 per package. Item $7.95 per roll. Item Mat, 12 x $64.95 per package. Item Mat, 9 x $43.99 per package. 5. DICK BLICK COMPANY P. O. BOX 1267 GALESBURG, IL OWNER: HOWARD METZENBURG Low Unit Price: Items 18 through 22, 63, 73, 98, 111 and 114. Item 18 - Stretcher strip, $6.36 per package. Item 19 - Stretcher strip, $6.36 per package. Item 20 - Stretcher strip, $7.44 per package. Item 21 - Stretcher strip, $8.64 per package. Item 22 - Stretcher strip, $10.08 per package. Item 63 - Pen $3.48 per box. Item 73 - Batik $5.89 per each. Item 98 - $14.11 per bag. Page 3 of 5

10 Item Frame 11 x $4.96 per case. Item Crystal $61.87 per case. 6. PYRAMID PAPER COMPANY 6510 NORTH 54 STREET TAMPA, FL OWNER: LAWRENCE MILLER, PRESIDENT Low Unit Price: Items 13, 14, 45, 52, 55, 56, 68, 93, 99, 112 and 115. Total Low Unit Price: Items 66, 67, and 69 through 71. Item 13 - Acrylic, medium per case. Item 14 - Acrylic, $33.30 per case. Item 45 - Pencil, $8.34 per box. Item 52 - Crayon, $21.00 per case of 24 boxes. Item 55 - Crayon, small, flesh $3.96 per pack of 12 boxes. Item 56 - Crayon, large, flesh $7.74 per pack of 12 boxes. Item 66 - Knife, handle and $2.09 per set. Item 67 - Knife, $0.99 per package. Item 68 - Ink, $19.08 per box. Item 69 - $25.14 per box. Item 70 - Linoleum cutter, $22.20 per box. Item 71 - Linoleum cutter, $7.59 per box. Item 93 - $30.95 per box. Item 99 - Tissue $1.49 per package. Item Frame, 18 x per case. Item Modeling $19.95 per case. 7. SCHOOL SPECIALTY, INC A COURTYARDS DRIVE NORCROSS, GA OWNER: DAVID J. VANDER ZANDEN, PRESIDENT Low Unit Price: Items 1, 2, 83, 88, 89 and 103. Total Low Unit Price: Items 76 and 77. Item 1 - Multipurpose $18.12 per case. Item 2 - Tempura, $4.20 per case. Item 76 - Clay, modeling, $0.80 per box. Page 4 of 5

11 Item 77 - Clay, modeling, $0.80 per box. Item 83 - Star $6.97 per package. Item 88 - Muslin, $11.53 per roll. Item 89 - Raffia, $4.90 per hank. Item Tooling $9.24 per roll. 8. DABOTER, INC. D.B.A. SMITH OFFICE AND COMPUTER SUPPLY 1009 S. 21 AVENUE HOLLYWOOD, FL OWNER: DAVID LEVY, PRESIDENT Low Unit Price: Items 49, 64, 65 and 72. Item 49 - Color $15.30 per box. Item 64 - Pen $10.45 per box. Item 65 - Pen points, $5.70 per box. Item 72 - $4.45 per each. 9. STANDARD STATIONERY SUPPLY COMPANY 2251 S. FOSTER AVENUE WHEELING, IL OWNER: DAVID WILSON, PRESIDENT Low Unit Price: Item 57. Total Low Unit Price; Items 3 and 4. Item 3 - Paint, water $18.73 per carton. Item 4 - Paint, water $31.87 per carton. Item 57 - Marker, felt $5.82 per case. 10. Authorize Procurement Management Services to purchase up to the total estimated amount of $300,000, for the initial contract term, and an amount not to exceed $200,000, for each subsequent extension period. Board authorization of this recommendation does not mean the amount shown will be expended. RHH/mh Page 5 of 5

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51 Office of Superintendent of Schools March 19, 2014 Board Meeting of April 9, 2014 Financial Services Richard H. Hinds, Chief Financial Officer SUBJECT: REQUEST AUTHORIZATION TO ENTER INTO A CONTRACTUAL SERVICES AGREEMENT BETWEEN THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA, AND BLACKBOARD CONNECT, INC., PURSUANT TO REQUEST FOR PROPOSALS NO. 030-PP10 INSTANT MESSAGING AND PARENT NOTIFICATION SYSTEM COMMITTEE: INNOVATION, EFFICIENCY & GOVERNMENTAL RELATIONS LINK TO STRATEGIC FRAMEWORK: FINANCIAL EFFICIENCY/STABILITY Request For Proposals No. 030-PP10 INSTANT MESSAGING AND PARENT NOTIFICATION SYSTEM, is to deliver messages regarding attendance, emergencies and school notices, to parents, students and employees of Miami-Dade County Public Schools. This is a term proposal. Three (3) proposers responded to this advertised solicitation. The term of the proposal shall be for an initial three (3) year period and may, by mutual agreement between The School Board of Miami-Dade County, Florida, and the awardee, be extended for an additional two (2) year period and, if needed, ninety (90) days beyond the expiration date of the current extension period. A meeting of the Selection Committee was held on February 25, 2014, to evaluate the proposals received in response to the solicitation. Three (3) proposals were presented for consideration: Blackboard Connect, Inc. (Connect-ED ); Parlant Technology (Parent Link); and Reliance Communications, Inc. (School Messenger). All three firms were invited to participate in oral presentations, which were held on March 13, The proposals were ranked based on the criteria set forth in the Request For Proposals. Based on these rankings, the Committee recommended Blackboard Connect, Inc. (Connect ED ), the highest rated proposal. Page 1 of 3 E-142

52 In the proposal, Blackboard Connect, Inc., presented the Connect-ED service, an outbound instant messaging and parent notification system, built exclusively for the K- 12 market with state-of-the-art technology that requires no hardware, no software, and no additional lines to operate. The system provides an unlimited and user-friendly method for sending information to parents regarding student attendance, PTA/PTSA events, and emergency information, using voice, , SMS text, and social media. The Connect-ED system is a self-service, web-based system, enabling school and District administrators to access the web, create messages, select the target audience, choose the language and send the message, 24/7. With this tool, school and District administrators can notify and update parents and staff within minutes of an emergency situation from any phone and distribute messages to all students in the District in under four hours; school staff can simultaneously notify all parents of absent children, via prerecorded messages. In addition, School Police and School Operations will also be able to alert parents and the public. Blackboard Connect, Inc. also is providing TipTxt, an additional feature, at no cost to the District. TipTxt provides a two-way communication service, that will allow the District to provide an easy-to-use tipline for students, parents and staff, to report safety issues, including bullying, abusive behavior, crime and mental health issues. Reports will be electronic and by location, allowing principals to review daily attendance calls online, for usage, number of missed calls, trends, etc. There is also a 911 Dial-in Messaging feature that allows authorized users to record, verify and execute an all call or emergency team message from any telephone. The system can also send out mass s. The District will receive the backing of Client Care Specialists, who will assist the District with new user training, refresher training, new data transfers or updates, technical support, and proactive usage analysis, via a toll-free support line, throughout the life of the contract. In order to minimize the training requirements for the school sites, as well as technology implementation costs, a multi-year contract was structured. This is an initial three-year contract, with options to extend for an additional two-year period, estimated to cost approximately $426,000 per year, based upon student enrollment. The proposed cost is $1.42 per enrolled student; administrators, faculty and staff are included at no incremental cost. The pricing structure includes a customizable mobile application. The District licensing includes up to 525 schools and administrative offices. The proposed cost reflects a reduction in pricing from the current contract at $1.80 per enrolled student, per year. Page 2 of 3

53 A representative from the Office of Management and Compliance Audits participated in the committee meeting and the appropriate cabinet member has reviewed and concurs with the item. Strategies were employed to increase M/WBE and SBE/MBE participation, however, none are being recommended for awarded. RECOMMENDED: That The School Board of Miami-Dade County, Florida, AUTHORIZE the Superintendent of Schools to enter into a contractual services agreement between The School Board of Miami-Dade County, Florida, and Blackboard Connect, Inc., pursuant to Request For Proposals No. 030-PP10 INSTANT MESSAGING AND PARENT NOTIFICATION SYSTEM, to deliver messages regarding attendance, emergencies and school notices, to parents, students and employees of Miami-Dade County Public Schools, effective April 18, 2014, through April 17, 2017, including extensions thereto, as follows: 1. BLACKBOARD CONNECT, INC VENTURA BOULEVARD BUILDING B, SUITE 300 SHERMAN OAKS, CA THOMAS MOTTER, CHIEF EXECUTIVE OFFICER Highest Rated Proposal Messaging $1.42 per enrolled student. RHH/mh 2. Authorize Procurement Management Services to purchase up to the estimated amount of $1,278,000, for the initial contract period and an amount not to exceed $852,000 for the additional two (2) year extension period. Board authorization of this recommendation does not mean the amount shown will be expended. Page 3 of 3

54 EVALUATION COMMITTEE MEMBERS REQUEST FOR PROPOSALS NO. 030-PP10 INSTANT MESSAGING AND PARENT NOTIFICATION SYSTEM Ms. Tammy T. Reed, Coordinator Office Public Relations Ms. Sharon Watson, President (Designee - Mr. John Watson) Miami-Dade County Council PTA Major Hector Garcia School Police Mr. Mark Zaher, Director School Operations Mr. Gilbert Gomez, Project Manager Office of Information Technology Mr. Eduardo Hernandez, Director Office of Information Technology Mr. Wallace Aristide, Principal (Designee Ms. Nidia Ashby) Miami Northwestern Senior High School Ms. Vanessa Byers, Executive Director Attendance Services Mr. Torey Alston, Executive Director (Designee Mr. Brian Williams) Office of Economic Opportunity/M/WBE Ms. Barbara D. Jones, CPPB Procurement Management Services (Non-voting) Mr. Trevor Williams, Assistant Chief Auditor Management and Compliance Audits (Non-voting)