PALM BEACH COUNTY SCHOOL BOARD SPEC MTG RE: CONSTRUCTION
PROJECTS MINUTES- Start Time: 3:10 p.m.
- Public Comments: Don Rogers and Debbie Smith
- Consent Agenda
- CP1 Contract Extension of RFP for Relocatable, Modular Classroom Buildings
- CP2 Contract for Walkway Canopy Bid
- CP3 Termination of AE Agmnt for Royal Palm School
- PM1 Retainage for Atlantic Community High
- PM2 Project Modifications for Boca Raton Middle
- PM3 Royal Palm School Modernization Modifications
- PM4 Retainage and Final for Jupiter High
- PM5 Retainage and Final for Jupiter High
- PM6 Educational Specification for D.D. Eisenhower
- PM7 Boca Raton High 5-Year Capital Plan Revision
- Interlocal Agreement - Sch. Brd. of PBC and City of Delray regarding Use of Facilities
- Adjourn: 4:30 p.m.
Minutes: There were no consent agenda items. Items #4, 6, 9, 12, 13, and 14 were pulled for discussion and separate vote.
The following items were not discussed due to time constraints:
Item #5 - CP2 Contract for Walkway Canopy Bid
Item #7 - PM1 Retainage for Atlantic Community High
Item #8 - PM2 Project Modifications for Boca Raton Middle
Item #10 - PM4 Retainage and Final for Jupiter High
Item #11 - PM5 Retainage and Final for Jupiter High
Motions:
| I recommend the School Board approve the Consent Agenda of Items 4 thru 14 | - | PASS |
| Vote Results: | ||
| Motion: Sandra Richmond | ||
| Second: Bill Graham | ||
| Tom Lynch | - | Aye |
| Sandra Richmond | - | Aye |
| Paulette Burdick | - | Aye |
| Monroe Benaim | - | Aye |
| Mark Hansen | - | Aye |
| Debra Robinson | - | Aye |
| Bill Graham | - | Aye |
Minutes: Contract Extension: Request for Proposal No. 03C-005FJ was awarded by Board action on March 12, 2003, to Royal Concrete Concepts for three years from March 13, 2003 through March 12, 2006 with the option to renew for two additional one-year periods.
A contract extension is now being exercised for the period March 13, 2006 through May 12, 2006. It is expected that a renewal period will be presented to the Board in April along with an addendum in order to align the classroom addition standards.
By Board action on April 20, 2005, the estimated expenditure was increased by $10,500,000.
By Board action on June 29, 2005, the estimated expenditure was increased by $20,000,000.
Services to be provided include purchase and/or lease of Relocatable, Modular Classroom and Noninstructional Buildings. Vendor will be responsible for delivery, assembly, installation and relocation of modular units.
Mrs. Burdick questioned if this recommendation could possibly lead to a legal challenge.
Motions:
| I recommend the School Board approve the contract extension of the bid for Relocatable, Modular Classroom and Noninstructional Buildings with Royal Concrete Concepts for a contract period of March 13, 2006 through May 12, 2006. | - | PASS |
| Vote Results: | ||
| Motion: Paulette Burdick | ||
| Second: Debra Robinson | ||
| Tom Lynch | - | Aye |
| Sandra Richmond | - | Aye |
| Paulette Burdick | - | Aye |
| Monroe Benaim | - | Aye |
| Mark Hansen | - | Aye |
| Debra Robinson | - | Aye |
| Bill Graham | - | Aye |
Minutes: This recommendation was postponed due to time contraints.
Minutes: The Scope of Work originally established for this project has been revised from renovation and addition to total replacement requiring the re-solicitation of design services. Termination of this agreement is required prior to initiation of a new selection for architectural design services based on the revised Scope of Work. Pursuant to Article 8.6 (Termination, Suspension or Abandonment) of this Agreement, the Owner may terminate this agreement for convenience.
Mrs. Burdick questioned what could be done up front, with regards to master planning, to ensure the District does not incur these fees again. Mr. Sanches provided a detailed explanation of the procedures the District currently has in place.
Motions:
| I recommend the School Board approve the termination of the Architectural Services Agreement with Harvard Jolly, Inc. in the amount of $873,425., Board approved October 12, 2005 for Royal Palm School, Project No.1801-8357. | - | PASS |
| Vote Results: | ||
| Motion: Bill Graham | ||
| Second: Sandra Richmond | ||
| Tom Lynch | - | Aye |
| Sandra Richmond | - | Aye |
| Paulette Burdick | - | Aye |
| Monroe Benaim | - | Aye |
| Mark Hansen | - | Aye |
| Debra Robinson | - | Aye |
| Bill Graham | - | Aye |
Minutes: Royal Palm School – Classroom Addition Project #1801-8307
The Royal Palm School serves students from ages three through twenty-one. Students at Royal Palm School have a wide variety of needs, including mental, physical, behavioral, communication, and sensory disabilities. The special needs of this unique population require careful consideration when planning protracted construction durations, complex phasing and learning environment distractions.
The contracted scope of new work for the school includes Architectural design services required for addition of a 63,745 GSF classroom building with expansion of core facilities to accommodate 284 additional student stations, complete replacement of the mechanical system in order to remedy severe indoor air quality issues, and construction of a chiller plant.
Upon review of the current project schedule with the Architect, it has been determined that the current approach to expanding the student capacity at this school will take as many as 6 to 8 phases and may have a duration as long as 3.5 years as apposed to the twenty-four (24) months currently scheduled.
The current approach will also have a very severe impact on the quality of instruction, cause an environment of confusion and compromise student achievement.
The proposed new approach includes the design and construction of a new and expanded replacement school which can be completed in twenty-eight (28) months while the existing school continues to function without disruption.
The Cost Impact Analysis is as follows:
Approved Project Budget - $24,161,894.
Proposed Project Budget - $30,755,314.
Proposed Additional Cost to Complete - The additional funding needed to complete the project if this item is approved is $6,593,420.00 (Proposed budget minus approved budget).
Schedule Impact:
Design - Current Schedule: Start Date 8/7/05, End Date 2/6/06.
Proposed Schedule: Start Date 04/20/06, End Date 12/20/06.
Construction - Current Schedule: Start Date: 2/6/06, End Date 6/8/07.
Proposed Schedule: Start Date: 1/1/07, Substantial Completion 06/30/08.
Motions:
| I recommend the School Board approve the modification of the current project budget in accordance with the applicable Charter School District Waivers and the attached Castaldi report, to design and construct the full replacement and expansion of the school. | - | PASS |
| Vote Results: | ||
| Motion: Paulette Burdick | ||
| Second: Debra Robinson | ||
| Tom Lynch | - | Aye |
| Sandra Richmond | - | Aye |
| Paulette Burdick | - | Aye |
| Monroe Benaim | - | Aye |
| Mark Hansen | - | Aye |
| Debra Robinson | - | Aye |
| Bill Graham | - | Aye |
Minutes: The Educational Specification for D.D. Eisenhower Elementary is consistent with the CSR facility lists and CSR generic educational specifications approved by the Board on October 19, 2005.
The “CSR FISH Capacity” of this school design will be 747 and the “Program Capacity” of this school design will be for 600 students grades PreK to 5. The use of the “Program Capacity” for the construction of the school is consistent with the Charter School District Waiver granted by the Florida Board of Education on January 21, 2003.
The Educational Specification includes fourteen (14) additional classrooms for the existing ESE Pre-K program needs.
The Educational Specification reflects the use of grade level grouping to enable implementation of the “school-within-a-school” concepts.
The Educational Specification was reviewed and approved by the principal.
Mrs. Burdick requested clarification of the educational specifications that were provided in the backup materials and questioned how this will be recorded in the Five-Year Capital Plan.
Mr. Sanches summarized what the core capacity and FISH capacity will be on this project.
Motions:
| I recommend the School Board approve the Educational Specification for D.D. Eisenhower Elementary School and authorize the Chairman and Superintendent to execute all related contract documents. | - | PASS |
| Vote Results: | ||
| Motion: Bill Graham | ||
| Second: Mark Hansen | ||
| Tom Lynch | - | Aye |
| Sandra Richmond | - | Aye |
| Paulette Burdick | - | Aye |
| Monroe Benaim | - | Aye |
| Mark Hansen | - | Aye |
| Debra Robinson | - | Aye |
| Bill Graham | - | Aye |
Minutes: In 2004 the School Board agreed to include the site acquisition of Country Club Village, which is adjacent to the Boca Raton Community High School, in the list of Referendum projects.
After the Referendum passed in November 2004 the School District attempted to acquire Country Club Village, however, the property was sold to a different buyer.
At the December 19, 2005 Boca Raton HS SAC Meeting the administration and SAC of Boca Raton HS developed and prioritized a list of alternative projects, which could be done lieu of purchasing Country Club Village.
At the February 13, 2006 Boca Raton HS SAC Meeting the SAC voted to ask the ISSOC and School Board to support the alternative projects they developed at their December 19, 2005 meeting instead of continuing to pursue the acquisition of Country Club Village. The SAC vote was 24 - 3 in favor the alternative projects. The SAC has reserved to right to refine the list of projects as they may want to substitute or adjust one or more projects after they have had the chance to discuss this matter further amongst themselves.
At the February 24, 2006 Independent Sales Surtax Oversight Committee (ISSOC) Meeting the ISSOC voted to support the Boca Raton HS SAC's recommendation to substitute the alternative projects for the acquisition of County Club Village.
Mr. Hansen provided a history of events to date that have led up to today's situation.
Mrs. Burdick thanked staff for all their efforts and questioned why the District is not willing to spend the same amount on Boca High that will be spent on the new Riviera Beach area high school and if the District has asked the City of Boca Raton if they would support eminent domain.
Mr. Moore summarized the series of events that led to today's recommendation.
Mr. Graham suggested a partnership with the City of Boca Raton for a possible "land swap".
Mr. Sanches detailed the time sensitive issue on this project.
Mr. Lynch would like to pursue finding out what happened with purchasing the land and feels the City of Boca Raton should be involved.
Dr. Johnson questioned if this recommendation should fail, what kind of an impact it would have on the Capital Budget.
Mr. Williams stated that the issue is the District never made a formal offer to the seller, therefore, nothing could be done legally.
Mrs. Burdick reminded Board Members that the oversight committee unanimously supported this recommendation.
Mr. Lynch stated that we made a promise to the public who supported the referendum and he feels the legal department should explore other options with regards to legal ramifications for the current owner of the land.
Mrs. Burdick requested clarification on if there was a written contract before the referendum. Mr. Moore responded that there was only a verbal agreement.
Motions:
| I recommend the School Board approve a revision to the FY 2006-2010 Five-Year Capital Plan and FY 2006 Capital Budget to replace the proposed Site Acquisition project for Boca Raton Community High School with a list of alternative projects as proposed by the Boca Raton HS School Advisory Council at their December 19, 2005 meeting. | - | 0 |
| Motion to postpone this recommendation for two weeks. | - | PASS |
| Vote Results: | ||
| Motion: Bill Graham | ||
| Second: Paulette Burdick | ||
| Tom Lynch | - | Aye |
| Sandra Richmond | - | Aye |
| Paulette Burdick | - | Aye |
| Monroe Benaim | - | Aye |
| Mark Hansen | - | Aye |
| Debra Robinson | - | Aye |
| Bill Graham | - | Aye |
Minutes: The Interlocal Agreement pertains to the City use of existing facilities at the Old Atlantic High School and the School use of the City Park adjacent to the new Atlantic High School.
The Agreement allows for the City to utilize the gymnasium at the Old Atlantic High School facilities for basketball practices and games as outlined in the Interlocal Agreement. The City will contribute annually to the normal wear and tear associated with its use and the cost of utilities.
The School District will have exclusive use of the practice fields at the City Park located adjacent to the new Atlantic High School for specific times as outlined in the Interlocal Agreement. The School District shall be responsible for the maintenance of the fields during use.
The Agreement shall continue to renew automatically until December 31, 2010 unless one party gives notice to not renew in writing at least thirty days in advance.
Mrs. Burdick stated that she can not support spending this $10,000, which she feels can be better used in the classroom.
Motions:
| I recommend the School Board approve the Interlocal Agreement between the School Board and the City of Delray Beach. | - | PASS |
| Vote Results: | ||
| Motion: Paulette Burdick | ||
| Second: Bill Graham | ||
| Tom Lynch | - | Aye |
| Sandra Richmond | - | Aye |
| Paulette Burdick | - | Nay |
| Monroe Benaim | - | Aye |
| Mark Hansen | - | Aye |
| Debra Robinson | - | Nay |
| Bill Graham | - | Aye |