FACILITIES TASK FORCE

MINUTES – SPECIAL MEETING

March 24, 2015

Kathleen C. Wright Building, 7:00 p.m.

600 South East 3rd Avenue, Fort Lauderdale, Florida 33301

Called to order 7:09 p.m.

PURPOSE:Discussion with Chief Facilities Officer Derek Messierregarding specific observations and potential problems associated with RFP 15-085C – Program Management Office Services, FTF feedback on revised RFPs for owner’s representatives services for design and construction and cost and program control services, and applicability and interpretation of related board policy and state statutes.

Reviewed the OBJECTIVES OF THE FACILITIES TASK FORCE (per School Board Policy 7012)

  • The Facilities Task Force shall provide a forum for community participation inthe planning, construction, maintenance, and monitoring processes of theBroward County school facilities and make recommendations to The SchoolBoard of Broward County, Florida, that will promote excellence in BrowardCounty school facilities.
  • The Facilities Task Force shall review individual school needs assessmentsand recommend priorities to the School Board for the District Facilities WorkProgram/Capital Budget.
  • The Facilities Task Force shall provide input to the District’s EducationalSpecifications Committee.
  • The Facilities Task Force shall advise the School Board on specificobservations, potential problems, and successes relative to maintenance of facilities, new construction, and renovation and remodeling projects.

DISCUSSION:

  1. New RFPs – Two different RFP’s are being sent out.
  2. Mr. Messier indicated he would like to take to the board at the 4/14 workshop, scheduling permitting
  3. Owner’s representatives (OR) services for design and construction
  4. Project manager’s piece. Two companies to manage from start of planning, track scope
  5. Responsible for delivery method recommendation
  6. Single initial assignment – additional assignments based on performance
  7. The role of the OR is to manage all capital projects as proposed as part of the 2014 GOB referendum and the planning thereof for the District.
  8. List their core people, provide responsibility matrix
  9. OR will report to staff
  10. Interim benchmarks not one end of project evaluation
  11. Cost and program control services (CPMC)
  12. Cost & estimating, change orders, payouts, check list
  13. Projects based on market conditions
  14. Independent group to collect evaluations
  15. The role of the CPMC is to manage the cost and program controls for all capital projects as proposed as part of the 2014 GOB. Actively seeks to identify issues and resolve issues.
  16. CPMC would also be responsible for cost controls for URS (non-bond capital projects). Feature would be removed from URS contract in future
  17. Proposed selection process
  18. Three different entities more managerial
  19. Standardized evaluation process
  20. Approval process for changing employees of consultants
  21. Mr. Messier’s staff to coordinate – facilities staff composition to be defined in the organizational chart in late April
  22. Contacting top 25 Project Management firms with educational experience.
  1. Discussed RFP and evaluation/selections process and applicability of policy, state statute, sunshine law and group’s desire for a transparent process
  2. Is board required to approve RFP?Mr. Messier’s understanding from legal is that it is not required.
  3. Reviewed RFP 15-XXXX for Cost and Program Management and Owner Rep
  4. Hold meetings in the Sunshine
  1. Evaluation and selection committee for new RFP’s
  2. RFP-15-085C used a committee comprised entirely of employees. Included the following:
  3. Safety – Jerry Graziose
  4. Risk Management – Ashton Henry
  5. Performance Management – Carlton Fleming
  6. M/WBE – Colleen Robbs
  7. Building Dept. – Ron Morgan
  8. PPO – Sam Bays
  9. Project Manager – Frank Gerardi
  10. Composition recommendations: (Mr. Messier asked the group what composition they would recommend for the new RFPs (assuming the group would again be employee-based/outside of QSEC)).
  11. Auditor representative
  12. Legal representation
  13. Safety
  14. Risk Management
  15. Performance Management
  16. M/WBE
  17. Building Dept. – check licensing restrictions
  18. PPO
  19. Project Manager
  20. Capital/Budget score keeping
  1. Qualifications – use current staff
  2. Controlling for conflict of interest – use disclosure forms. . Messier defined conflict of interest as “active” relationship.
  1. Sunshine –Mr. Messier will obtain written confirmation from legal to see if meeting needs to be held in the Sunshine
  2. Committee strongly suggested that the RFP selection be held in the Sunshine to show transparency. Messier agreed to hold public meetings unless prohibited by policy.
  3. Part of the endorsement for voting for the bond was the transparency, how the money was going to be spent and this is part of that process
  4. Task force members Sited case law where “evaluations” needed to be in the Sunshine. Law distinguished between fact finding information gathered by staff (not subject to Sunshine) versus decision making (subject to Sunshine
  5. Cone of silence violation – made sure this was clear in the RFP’s
  1. Internal committee versus QSEC to be discussed at the April 9th meeting. According to Messier QSEC policy (7003) does not apply to program manager and cost control services. Discussion included trying to clarify definition of total program manager, relationship to state statutes, intent of board policy 7003, applicability of SREF 4.1 in terms of prequalification of program managers.
  2. Purchasing: Board Policy 3320; State 1001.41, #6A-1
  3. QSEC: Board policy 7003; State FS 287.055, 1001.41, 1013.45, 1013.46, SREF 4.1
  4. Who should comprise the committee(s). Look at two separate committees: Pre-qualification and awarding of contracts.
  5. Review all language in Policy 7003. What the policy states and what has been practiced need to be reviewed.
  1. Status of district’s comprehensive ethics testing and bi-annual audits of response efforts to 1997, 2002, and 2011 grand jury reports. . Chair read letters from former school board chair Ben Williams to former commissioner of education indicating district’s intentions in the areas.

Reminder: Next special meeting: Monday, March 30th at 7 p.m. to discuss DEFP. Plantation HS. Next regular meeting: Thursday, April 9th 7 p.m. Plantation HS

Meeting adjourned 8:55 p.m.

ATTENDANCE: B. BlackwoodM. DeckerJ. PerezN. Lynch-Walsh

L . FerraraD, MessierD. SchaeferR. Dahl