PRESENTATION OF 4 BID CALENDAR ITEMS
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County of upcoming bid solicitations for Frederick County Public Schools (FCPS).
Bid 23M3, Unit Price Contract for Concrete:
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract for the repair, replacement and new installation of concrete walks. This will include curbed gutters, freestanding curbs and slabs.
PRESENTER(S) & TITLE(S):
Roy McHaffa, Purchasing Agent
Gary Barkdoll, FMP, Projects and Grounds Manager, Maintenance
Bid 23MISC3, HVAC Commissioning and Consulting Services:
BACKGROUND/SUMMARY: The intent of this solicitation is to qualify and select licensed consultants for HVAC system commissioning and consulting services on an as-needed basis for construction, renovation and maintenance projects.
PRESENTER(S) & TITLE(S):
Kim Miskell, CSBO, Assistant Purchasing Manager
Brad Ahalt, Senior Project Manager, Capital Program Department
Bid 23A1, Roofing Design and Consulting Services:
BACKGROUND/SUMMARY: The intent of this solicitation is to qualify licensed consultants for architectural, structural design and engineering services associated with roofing projects.
PRESENTER(S) & TITLE(S):
Kim Miskell, CSBO, Assistant Purchasing Manager
Brian Staiger, Senior Project Manager, Capital Program Department
RFP 23MISC4, Consultant Services for Special Education Program Audit:
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract with a qualified independent firm to audit FCPS Special Education Programs.
PRESENTER(S) & TITLE(S):
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Troy Keller, Director, Special Education
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County that Frederick County Public Schools (FCPS) is riding the above contract from Sourcewell.
BACKGROUND/SUMMARY: This contract will be utilized by FCPS for the purchase of artificial turf and tracks with installation, related equipment, materials, and supplies.
The contract was awarded to Shaw Industries, Inc. of Dalton, GA.
PRESENTER(S) & TITLE(S):
Kim Miskell, CSBO, Assistant Purchasing Manager
Brian Staiger, Senior Project Manager, Capital Program
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff has reviewed the attached contract renewal and recommends approval by the Board of Education of Frederick County.
BACKGROUND/SUMMARY: The recommendation is to renew the contract to assist Frederick County Public Schools in the management of its employee health and welfare programs.
Staff recommends that RFP 18MISC3, Employee Benefit Consulting Services be renewed to Trion Group (King of Prussia, PA).
PRESENTER(S) & TITLE(S):
Kim Miskell, CSBO Assistant Purchasing Manager
Sarah Minnick, Senior Manager, Employee Benefits
SUBMITTED BY:
Bill Meekins, CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff has reviewed the attached contract and recommends approval by the Board of Education of Frederick County.
BACKGROUND/SUMMARY: This recommendation is to establish a contract with qualified contractors to furnish all labor, supervision, materials, and any incidentals necessary for low voltage installation of data network cabling for a complete and finished project for Frederick County Public Schools.
Staff recommends that RFP 22MISC12, Installation of Data Network Cabling be awarded to IT-SEC Networking Consultants LLC dba: iQue Technology of Waldorf, MD, SCD Information Technology of Columbia, MD, and Systcom, Inc. of Baltimore, MD.
PRESENTER(S) & TITLE(S):
Kim Miskell, CSBO, Assistant Purchasing Manager
Chris Bohner, Supervisor of IT Infrastructure, Technology Infrastructure
SUBMITTED BY:
Bill Meekins, CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Recognition of two financial reporting awards and one procurement award – Certificate of Achievement of Excellence from Government Finance Officers Association (GFOA); Certificate of Excellence from Association of School Business Officials’ (ASBO) and the Achievement of Excellence in Procurement from the National Procurement Institute (NPI).
BACKGROUND/SUMMARY: Frederick County Public Schools’ Fiscal Services Division has earned recognition for two awards for outstanding financial reporting and one for organizational excellence in procurement.
The first award is the GFOA Certificate of Achievement for Excellence in Financial Reporting for the school system’s Annual Comprehensive Financial Report for fiscal year 2021. This is the highest form of recognition in governmental accounting and financial reporting. Its attainment represents a significant accomplishment by a government and its management according to the GFOA. GFOA is a major professional association serving over 19,000 governance finance professionals.
The second award is the ASBO International’s Certificate of Excellence (COE) for the Annual Comprehensive Financial Report for the fiscal year ending 2021. The COE award promotes and recognizes excellence in financial reporting and illustrates FCPS has met the program’s high standards for financial reporting and accountability.
The third award is the 2022 NPI Achievement of Excellence in Procurement Award that recognizes organizations that embrace innovation, professionalism, productivity, leadership and e-Procurement, demonstrating a commitment to organizational improvement and procurement excellence.
These awards are affirmation that our community and Board should feel assured of the strong fiscal management of FCPS.
PRESENTER(S) & TITLE(S):
Bill Meekins, CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Melissa Rollison, Financial Reporting Manager
Leslie Pellegrino, Chief Financial Officer
SUBMITTED BY:
Leslie Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff will present to the Board of Education of Frederick County (BOE) the findings and recommendations from the Yellow Springs Elementary School Feasibility Study.
BACKGROUND/SUMMARY: Yellow Springs Elementary School is located at 8717 Yellow Springs Road, Frederick, MD 21702. The school opened in 1957 with additions in 1966 and 1974, resulting in an area of approximately 52,600 SF. The school serves students in grades pre-kindergarten to fifth. The building has a State Rated Capacity (SRC) of 453. Equated enrollment as of September 2021, was 561 students. Enrollment is projected to increase over the next 10 years, with a September 2031, projected equated enrollment of 631 students. The current Facility Condition Index for Yellow Springs Elementary School is 41%.
PROCESS STATEMENT: The Board of Education awarded a contract to a consultant team led by Proffitt & Associates Architects for the Yellow Springs Elementary School Feasibility Study at the May 4, 2022, BOE meeting. The consultant team investigated the condition of all building systems and also compared current educational specifications with the spaces available in the building. The study was completed in September 2022. The study resulted in options and cost estimates for renovation, renovation with additions, and replacement of the building on the existing school site, as well as on the nearby Tuscarora Creek/Sanner future school site.
Staff recommends approval of the Yellow Springs Elementary School Feasibility Study, including the recommendation to replace the school on the Tuscarora Creek/Sanner site.
Two future elementary schools, one on the northern and one on the eastern side of Frederick City, were included in the 2022 Educational Facilities Master Plan (EFMP). One of the new schools is scheduled to begin design in FY24 while the other will begin in FY25. The replacement of Yellow Springs Elementary School on the Tuscarora Creek/Sanner school site will serve as the new northern Frederick City area elementary school. The new building will add approximately 300 additional seats to serve this growing part of the County. The design for this project will begin in FY24.
PRESENTER(S) & TITLE(S):
Holly Nelson, AICP, Facilities Planner, Capital Programs Department
Kori Purdum Matheis, President, Proffitt & Associates Architects, PC
SUBMITTED BY:
Paul A. Lebo, DSL, Chief Operating Officer
PURPOSE OF PRESENTATION: The Schematic Design Documents (SD’s) for the Crestwood Middle School (CMS) addition have been developed and are being presented for approval by the Board of Education of Frederick County (BOE). The SD submission presentation (see backup 1) shows the site plan, building orientation, floor plans, proposed building elevations, and site with construction logistics plan for the addition.
BACKGROUND/SUMMARY: CMS is located at 7100 Foxcroft Drive, Frederick, MD 21703, and opened in 2003. The original design of the school included a footprint for a future addition, which was approved by Frederick County Planning and Zoning Commission in September 2002.
The educational specification for the CMS addition was developed to increase the capacity of the existing school by 298 students. The educational specification calls for 13 additional classrooms, two science classrooms along with a science prep room, administrative offices, and other required spaces. The addition will add approximately 22,000 SF to the existing building, which is consistent with the approved site plan. The common spaces in the original building (cafeteria, media center, and gymnasium) were designed with the future addition in mind and will not require any modifications. The addition will contain restrooms and the mechanical spaces required by code.
The CMS addition project has an accelerated schedule and construction is scheduled to start in the summer of 2023, with a completion scheduled in the summer of 2024. A design build project delivery approach was proposed by FCPS staff and approved by the State IAC. The design builder for the project is Keller Construction Management (with Smolen EMR Ilkovitch Architects), and their selection was approved by the BOE on June 22, 2022.
The design of the project began in July 2022, and will continue through December 2022. Due to the accelerated design schedule, the staff and project team will present a combined design development (DD), and construction drawings (CD) at the November 21, 2022, BOE meeting to ensure the project bidding and construction timelines can be met.
This project will be funded locally, and the funding needed for this project has already been committed by the County. The schedule for this project is as follows:
The substantial completion date for construction is June 30, 2024, and the new addition is expected to be open and occupied by students in August 2024. The project’s construction completion schedule is contingent upon receiving the necessary approvals and the required permits from Frederick County.
Staff requests the BOE’s approval of the Schematic Design Documents. Once approved, the documents will be submitted to the State IAC for their review and approval.
PROCESS STATEMENT: N/A
PRESENTER(S) & TITLE(S):
Ran Ilkovitch, Principal, SEI Architects
David Tremblay, Project Director, Keller Construction Management
Vernon Beals, Project Manager, FCPS Capital Programs Department
SUBMITTED BY:
Paul A. Lebo, DSL, Chief Operating Officer
PURPOSE OF PRESENTATION:
FIRST READING
PROCESS STATEMENT:
On March 23, 2022, April 27, 2022 and May 18, 2022, the Policy Committee discussed a new policy on the topic of addressing and eliminating racism. Below are the BoardDocs links to those discussions:
http://go.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=CCMJAT4BFB44
http://go.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=CD7MUT5CF55B
http://go.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=CDWJN34DEF80
On August 24, 2022, the Policy Committee reviewed a new draft Policy 117 titled Addressing and Eliminating Racism in Frederick County Public Schools. Public comment was recorded for this meeting. This is the BoardDocs link to that agenda item and the video recording:
http://go.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=CHEKTQ5371B3
http://go.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=CCRPAE63984E
Policy 117 is presented today for the Board of Education’s first reading. Comments, questions and suggested edits from the August 24, 2022 Policy Committee discussion, public comment and staff review with input from the Racial Equity Committee are shown in red font. (backup1)
Specifically, the Racial Equity Committee provided the following comments at its September 6, 2022 meeting:
PRESENTER(S) & TITLE(S):
Jamie Cannon, Chief Legal Counsel
Dr. Keith Harris, Executive Director of Accelerating Achievement and Equity
Carrie Artis, Supervisor of Accelerating Achievement and Equity
Board of Education Policy Committee
SUBMITTED BY:
Jamie Cannon, Chief Legal Counsel
PURPOSE OF PRESENTATION: To provide the Board with a written annual report detailing information shared with the Office of the Ombuds.
BACKGROUND/SUMMARY: The Office of the Ombuds is presenting the 2021-2022 Ombuds Annual Report for information. The Office of the Ombuds helps navigate concerns, collaborate with FCPS, and explore options. The goal of the report serves to provide data and raise awareness to leadership regarding contacts received by the Office of the Ombuds.
PROCESS STATEMENT:
PRESENTER(S) & TITLE(S): Sabrina Nail, Ombuds
SUBMITTED BY: Sabrina Nail, Ombuds
PURPOSE OF PRESENTATION:
Dr. Markoe will provide an update on the COVID-19 Response.
PRESENTER(S) & TITLE(S):
Mike Markoe, Ed.D., Deputy Superintendent
SUBMITTED BY:
Mike Markoe, Ed.D., Deputy Superintendent
PURPOSE OF PRESENTATION:
An update on Special Education will be provided to the Board.
PRESENTER(S) & TITLE(S):
Mike Markoe, Ed.D., Deputy Superintendent
Linda Chambers, DOL, Director of Special Education
Troy Keller, Director of Special Education
SUBMITTED BY:
Mike Markoe, Ed.D., Deputy Superintendent
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b),(1) the Board will meet in Closed Session at 4:00 pm in the Board Room to approve appointments to the Racial Equity Committee.
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b),(1) the Board met in Closed Session at 4:00 pm today in the Board Room to approve appointments to the Racial Equity Committee.
PURPOSE OF PRESENTATION: Frederick County Public Schools Food and Nutrition Services Department seeks approval of the National School Lunch Week Proclamation.
BACKGROUND/SUMMARY: National School Lunch Week, sponsored by the School Nutrition Association (SNA), is being celebrated the week of October 10–14, 2022. The celebration of National School Lunch Week highlights the benefits of the school lunch program. Frederick County Public Schools serves an average of 13,000 healthy lunches daily. Every day FCPS lunches provide a variety of entrees, fresh fruits and vegetables, whole grains and milk. Many of our schools even offer the popular custom order burrito bars. Food and Nutrition Services continues to strive to provide nutritional and tasty lunches to all students.
PRESENTER(S) & TITLE(S):
Daniel Hardy, Supervisor of Operations, Food and Nutrition Services
SUBMITTED BY:
Robert D. Kelly, Director, Food and Nutrition Services
Leslie Pellegrino, Chief Financial Officer
The Board welcomes and encourages public comment. With the exception of confidential and personnel related matters, and issues pending in appeals to a local or State Board, individuals may speak about matters relating to the school system. If individuals have specific concerns relating to the actions of staff members, such concerns may be communicated to the superintendent who will address the concern with the appropriate staff or if the concern is about the superintendent an individual may share that concern with the Board through written or private verbal communication. Public comment is not intended to be a question and answer platform with the Board. Generally, the Board will not respond to comments made.
If you are speaking as an individual you have up to 3 minutes and will be asked to complete your thoughts when the buzzer sounds. On behalf of an organization you have up to 5 minutes.
PURPOSE OF PRESENTATION:
CONSENT
PROCESS STATEMENT:
On August 24, 2022, the Policy Committee reviewed Policy 109 Ethics. This is the BoardDocs link to that agenda item:
http://go.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=CGJM7K5924BF
On September 14, 2022, Policy 109 was presented for the Board of Education’s first reading. This is the BoardDocs link to that agenda item:
http://go.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=CHNLY258C525
Today, Policy 109 is presented for the Board’s consent agenda approval. (backup1)
PRESENTER(S) & TITLE(S):
Jamie Cannon, Chief Legal Counsel
Board of Education Policy Committee
SUBMITTED BY:
Jamie Cannon, Chief Legal Counsel
PURPOSE OF PRESENTATION:
To present the proposed negotiating teams for the Board of Education of Frederick County (Board) for upcoming negotiations.
BACKGROUND/SUMMARY:
In accordance with §6-408 and §6-510, Education Article of the Annotated Code of Maryland, the Superintendent recommends the Board appoint the negotiating teams to serve on behalf of the Board in upcoming negotiations for contract terms effective July 1, 2023-June 30, 2024 with the Frederick Association of School Support Employees (FASSE), the Frederick County Administrative and Supervisory Association (FCASA) and the Frederick County Teachers Association (FCTA).
Overview:
FASSE
All articles of the Board/FASSE negotiated agreement are open for negotiations as the 3-year contract ends on June 30, 2023.
FCASA
The Board/FCASA negotiated agreement is a 4-year contract for the term July 1, 2022-June 30, 2026, with the following openers per Article XIX Duration:
For FY 2024 (July 1, 2023 to June 30, 2024) both parties agree to the following reopeners:
FCTA
The Board/FCTA negotiated agreement is a 3-year contract for the term July 1, 2021-June 30, 2024, with the following openers per Article XXXIX Duration:
Yearly Openers:
The following teams are recommended to represent the Board in upcoming negotiations for fiscal year 2023-2024:
Board’s Team for Negotiations with FASSE
Board’s Team for Negotiations with FCASA
Board’s Team for Negotiations with FCTA
PRESENTER(S) & TITLE(S):
Dr. Cheryl Dyson, Superintendent of Schools
SUBMITTED BY:
Dr. Cheryl Dyson, Superintendent of Schools
PURPOSE OF PRESENTATION: Board approval of the Quarterly Agenda.
BACKGROUND/SUMMARY: At the January 14, 2015 meeting the Board voted to adopt the new quarterly agenda process and instituted a new process for submitting requests for future agenda items. The request form is attached.
PROCESS STATEMENT: To provide quarterly agendas that will be posted on Board Docs at each Board meeting. This process will enable the public and staff to plan for upcoming Board meetings. The quarterly agenda is a dynamic document that will be revised as needed to accommodate time sensitive business items and items requested using the form adopted for the Board.
The October - December 2022 Quarterly Agenda is attached for board approval.
PRESENTER(S) & TITLE(S):
Mr. Young, Board President
SUBMITTED BY: Mr. Young, Board President
PURPOSE OF PRESENTATION: Staff seeks approval of the Fiscal Year 2024 (FY2024) Operating Budget calendar.
BACKGROUND/SUMMARY: Goal 3 of the Board’s strategic plan states FCPS will pursue and utilize resources strategically and responsibly to achieve our objectives and inspire public confidence. The budget calendar is the first of many steps to establish the FY2024 Operating Budget. The calendar highlights several key milestones including the creation of the Superintendent’s Recommended Budget, the Board’s request to the County Executive, and finally the approval of the Operating Budget in June. This calendar also includes several public engagement events for the community and the FCPS staff members.
FCPS updates our website with the latest budget news and provides an email address – fcps.budget@fcps.org – to answer questions. The budget department’s goal is to provide a transparent process that seeks engagement from FCPS’s many stakeholders, including the Board, FCPS staff, and the community.
After the approval of the FY2024 Operating Budget calendar, the Board will discuss priorities for the FY2024 Operating Budget. The discussion of priorities will assist in the preparation of the Superintendent’s Recommended Budget scheduled for release in January 2023.
PRESENTER(S) & TITLE(S):
Heather Jo Clabaugh, Director of Budget
SUBMITTED BY:
Leslie Pellegrino, Chief Financial Officer