PRESENTATION OF BID CALENDAR ITEMS
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County of upcoming bid solicitations.
Bid 18C4, Design Build for Fire Alarm System Replacement at Five Elementary Schools
BACKGROUND/SUMMARY: The intent of this solicitation is to replace fire alarm systems at five elementary schools to bring existing systems up to local codes and ADA standards. The five elementary schools include: Spring Ridge, Ballenger Creek, Whittier, Valley and Twin Ridge.
PRESENTER(S) & TITLE(S):
Kim Miskell, Assistant Purchasing Manager
Tony Ray, Project Manager III, Planning and Construction Management
Bid 18FS2, Fresh Farm Food Products
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract for the purchase of fresh produce to be served by the Food and Nutrition Services. The contract will take advantage of in-season pricing for fruits and vegetables from local farms and orchards.
PRESENTER(S) & TITLE(S):
Shane Ryberg, Purchasing Agent
Robert Kelly, Senior Manager, Food and Nutrition
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, 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 Fairfax County Public Schools.
BACKGROUND/SUMMARY: This contract will be utilized by FCPS for the purchase of some janitorial supplies that are used in the maintenance of school and office buildings.
PRESENTER(S) & TITLE(S):
Billie Laughland, Purchasing Agent
John Carnahan, Custodial Services Manager
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, 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 for water testing and treatment in heating, ventilation, and air-conditioning systems in all Frederick County Public School buildings.
PRESENTER(S) & TITLE(S):
Bill Meekins, CPPB, CSBO, CPCP, Purchasing Agent
Randy Connatser, Maintenance Project Manager, IV
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, 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 for the total replacement of five existing tennis courts at Brunswick High School.
PRESENTER(S) & TITLE(S):
Kim Miskell, Assistant Purchasing Manager
Tony Ray, Project Manager III, Construction Management
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, 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: This recommendation is to renew the contract with authorized resellers for the purchase of surveillance equipment and incidentals.
PRESENTER(S) & TITLE(S):
Billie Laughland, Purchasing Agent
Scott Blundell, Supervisor, Security and Emergency Management
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, 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 the Maryland Educational Enterprise Consortium (MEEC).
BACKGROUND/SUMMARY: This contract will be utilized by FCPS to provide a pre-qualified list of vendors to submit proposals for the implementation/upgrade of PeopleSoft Financials 8.8 to 9.2. The vendors have been vetted for technical proficiency in a variety of software packages. Those vendors who have been selected as proficient in Oracle/PeopleSoft will be contacted.
PRESENTER(S) & TITLE(S):
Bill Meekins, CPPB, CSBO, CPCP, Purchasing Agent
Mark Payne, Technology Systems Administrator, Business Services Technology
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff has reviewed the attached bid and recommends approval by the Board of Education of Frederick County.
BACKGROUND/SUMMARY: This recommendation is to establish a revised contract award for Package 9A, Drywall and Acoustical for the construction of the new Sugarloaf Elementary School.
PRESENTER(S) & TITLE(S):
Kim Miskell, Assistant Purchasing Manager
Brad Ahalt, Senior Project Manager, Planning and Construction Management
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION:
In accordance with Frederick County Public Schools (FCPS) Regulation #200-06 Change Orders to Construction Projects, staff is requesting approval of the following change order to the Construction Manager (Oak Contracting) regarding the Frederick High School replacement project:
BACKGROUND/SUMMARY:
Many general activities associated with the management of new school construction projects are accomplished by the FCPS construction manager as reimbursable expenses. FCPS only pays the actual costs for these services. The current balance in the Frederick High School replacement project reimbursable account will not cover the remaining anticipated costs for the project. This increase is expected to cover all remaining reimbursable costs to the end of the project which is anticipated in July 2018. Below is a summary of anticipated services for which costs will be incurred.
Staff is requesting an increase to the purchase order for the reimbursable account by $198,000 to address anticipated general expenses through the end of the project in July 2018. No additional funding for the project is required to approve this change order. Adequate funds exist in the project contingency budget to support this request.
PRESENTER(S) & TITLE(S):
Brian Staiger, Senior Project Manager, Construction Management Department
Roger Fritz, Director, Construction Management Department
SUBMITTED BY:
Paul Lebo, Chief Operating Officer
PURPOSE OF PRESENTATION: To approve the fee proposal for architecture/engineering (A/E) services for the replacement of Rock Creek School.
BACKGROUND/SUMMARY: In August 2016, the Board of Education of Frederick County (BOE) approved the Rock Creek School feasibility study which recommended that the school be relocated to another site. While the study did not specifically identify a site for the future school, it did evaluate all sites currently owned by the BOE and recommended several for further evaluation.
The successful design team will evaluate the recommended sites, propose a site for the relocated school and then design the relocated school in accordance with educational specifications approved by the BOE in November 2015. Funding for A/E services is included in the County’s FY18 budget.
Staff recommends approval of the fee proposal submitted by Proffitt & Associates Architects, not to exceed $1,496,980. The contract will include a deduct provision to recover design fees not used following final site selection. A copy of the fee proposal is attached (see backup 1).
PROCESS STATEMENT: In accordance with the Purchasing Department’s procedures, a team of staff reviewed responses to the request for letters of interest for the design services. Six firms were then invited to submit full technical/fee proposals. One firm withdrew from consideration prior to submitting the technical/fee proposal. A team of eight staff persons reviewed the remaining five proposals and interviewed each of the candidate firms. Each staff member of the team scored the candidates’ proposals and interviews. Staff scores were then averaged for each firm. Finally, the fee proposals were opened, scored and averaged with the technical score for each firm. Staff is recommending the firm with the highest combined score. Their fee is also the lowest fee submitted and is within the budgeted amount for design services for this project.
PRESENTER(S) & TITLE(S):
Beth Pasierb, Supervisor, Facilities Planning
SUBMITTED BY:
Paul Lebo, Chief Operating Officer
PURPOSE OF PRESENTATION:
FIRST READING
PROCESS STATEMENT:
On June 14, 2017, the Policy Committee reviewed Policy 316 Promotion of Health and Wellness – Employees (former title Health Promotion). Recommended edits are presented for the Board’s review. (backup1)
The Policy Committee reviewed relevant legal references which can be accessed at the BoardDocs link below:
http://www.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=AN5J9Z4B0BEE
PRESENTER(S) & TITLE(S):
Elizabeth Barrett, April F. Miller and Joy Schaefer, Board of Education Members
Jamie Cannon, Chief of Staff and Legal Counsel
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION:
FIRST READING
PROCESS STATEMENT:
On June 14, 2017, the Policy Committee reviewed Policy 409 Promotion of Health and Wellness – Students (former title Wellness). Recommended edits are presented for the Board’s review. (backup1)
The Policy Committee reviewed relevant legal references which can be accessed at the BoardDocs link below:
http://www.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=AMPSDM6EDA69
PRESENTER(S) & TITLE(S):
Elizabeth Barrett, April F. Miller and Joy Schaefer, Board of Education Members
Jamie Cannon, Chief of Staff and Legal Counsel
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION:
FIRST READING
PROCESS STATEMENT:
On May 24 and June 14, 2017, the Policy Committee discussed new Policy 444 Educational Equity. The draft policy is presented today as a first reading for the Board’s review and discussion. (backup1)
The Policy Committee reviewed legal references and related resources which can be accessed at the BoardDocs link below:
http://www.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=AMPSDT6EF225
Dr. Keith Harris, Executive Director of Accelerating Achievement and Equity and
Eric L. Phillips, Supervisor of Accelerating Achievement and Equity, are available to respond to specific questions Board members may have about current practices and established goals.
PRESENTER(S) & TITLE(S):
Elizabeth Barrett, April F. Miller and Joy Schaefer, Board of Education Members
Jamie Cannon, Chief of Staff and Legal Counsel
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION:
Curriculum and Instruction (C&I) Committee discussion as part of Policy 101 Organization of the Board.
PROCESS STATEMENT:
On August 9, 2017 the Board of Education (Board) adopted changes to Policy 101 Organization of the Board (backup1) which included addition of the C&I Committee. The purpose of today’s discussion is to establish membership of the C&I Committee and meeting dates. For the Board’s consideration, staff recommends the following individuals to serve on the C&I Committee:
Designated staff members will be invited to meetings as it pertains to their content area or relevant subject matter.
PRESENTER(S) & TITLE(S):
Elizabeth Barrett, April F. Miller and Joy Schaefer, Board of Education Members
Jamie Cannon, Chief of Staff and Legal Counsel
Dr. Kevin Cuppett, Executive Director of Curriculum, Instruction & Innovation
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION:
FIRST READING
PROCESS STATEMENT:
On June 28, 2017, the Policy Committee reviewed Policy 430 Attendance at Schools. Recommended edits are presented for the Board’s review. (backup1)
The Policy Committee reviewed relevant legal references which can be accessed at the BoardDocs link below:
http://www.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=ANPHAH46BEE0
Jet Reid, Director of Student Services, will also be present to respond to specific questions Board members may have about current practices.
PRESENTER(S) & TITLE(S):
Elizabeth Barrett, April F. Miller and Joy Schaefer, Board of Education Members
Jamie Cannon, Chief of Staff and Legal Counsel
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION: To review progress measures for Goal 5 of the Frederick County Public Schools (FCPS) Strategic Plan.
BACKGROUND/SUMMARY: During the 2015-2016 school year, FCPS initiated a new five- year Strategic Plan containing five Aspirational Goals, ten Priorities (two per goal), and subsequent measurable goals. Goal 5 states that FCPS will promote a culture fostering wellness and civility for students and staff. Measures including student suspension data, staff and student attendance, as well as stakeholder perception regarding safety, health and wellness will be shared. Baseline data from School Year 2015-2016 was shared last year and progress will be discussed today as a second year of data is presented from School Year 2016-2017.
PROCESS STATEMENT: A cross-departmental Strategic Plan Reporting Work Group has been established to facilitate reporting on each goal. Measures from various departments are collected by the Department of System Accountability and School Improvement. The first year of baseline data was presented across seven Board meetings from August 2016 to February 2017. In May, 2017 the Board refined their measurable goals with consideration to baseline data. For all measures that incorporate survey favorability, the Board is seeking >80% favorability from all respondent groups. Favorability is defined as the top two positive responses.
PRESENTER(S) & TITLE(S):
Jennifer Bingman, Supervisor, System Accountability and School Improvement
Natalie Gay, Coordinator, System Accountability and School Improvement
SUBMITTED BY:
Jamie Aliveto, Director, System Accountability and School Improvement
Mike Markoe, Ed.D., Deputy Superintendent
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b), (1) and (7) the Board will meet in Closed Session at 4:30 p.m. in Conference Room 5A to consider items that relate to personnel matters and advice of counsel.
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b), (1) and (7) the Board will meet in Closed Session at 4:30 p.m. in Conference Room 5A to consider items that relate to personnel matters and advice of counsel.
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.
If you are speaking as an individual you have up to 3 minutes and I ask that when the buzzer goes off that you complete your thoughts. On behalf of an organization you have up to 5 minutes.
PURPOSE OF PRESENTATION:
In accordance with Frederick County Public Schools (FCPS) Regulation #200-06 Change Orders to Construction Projects, staff is requesting approval of the following change order to the Construction Manager (Oak Contracting) regarding the Frederick High School replacement project:
BACKGROUND/SUMMARY:
Many general activities associated with the management of new school construction projects are accomplished by the FCPS construction manager as reimbursable expenses. FCPS only pays the actual costs for these services. The current balance in the Frederick High School replacement project reimbursable account will not cover the remaining anticipated costs for the project. This increase is expected to cover all remaining reimbursable costs to the end of the project which is anticipated in July 2018. Below is a summary of anticipated services for which costs will be incurred.
Staff is requesting an increase to the purchase order for the reimbursable account by $198,000 to address anticipated general expenses through the end of the project in July 2018. No additional funding for the project is required to approve this change order. Adequate funds exist in the project contingency budget to support this request.
PRESENTER(S) & TITLE(S):
Brian Staiger, Senior Project Manager, Construction Management Department
Roger Fritz, Director, Construction Management Department
SUBMITTED BY:
Paul Lebo, Chief Operating Officer
PURPOSE OF PRESENTATION: To approve the fee proposal for architecture/engineering (A/E) services for the replacement of Rock Creek School.
BACKGROUND/SUMMARY: In August 2016, the Board of Education of Frederick County (BOE) approved the Rock Creek School feasibility study which recommended that the school be relocated to another site. While the study did not specifically identify a site for the future school, it did evaluate all sites currently owned by the BOE and recommended several for further evaluation.
The successful design team will evaluate the recommended sites, propose a site for the relocated school and then design the relocated school in accordance with educational specifications approved by the BOE in November 2015. Funding for A/E services is included in the County’s FY18 budget.
Staff recommends approval of the fee proposal submitted by Proffitt & Associates Architects, not to exceed $1,496,980. The contract will include a deduct provision to recover design fees not used following final site selection. A copy of the fee proposal is attached (see backup 1).
PROCESS STATEMENT: In accordance with the Purchasing Department’s procedures, a team of staff reviewed responses to the request for letters of interest for the design services. Six firms were then invited to submit full technical/fee proposals. One firm withdrew from consideration prior to submitting the technical/fee proposal. A team of eight staff persons reviewed the remaining five proposals and interviewed each of the candidate firms. Each staff member of the team scored the candidates’ proposals and interviews. Staff scores were then averaged for each firm. Finally, the fee proposals were opened, scored and averaged with the technical score for each firm. Staff is recommending the firm with the highest combined score. Their fee is also the lowest fee submitted and is within the budgeted amount for design services for this project.
PRESENTER(S) & TITLE(S):
Beth Pasierb, Supervisor, Facilities Planning
SUBMITTED BY:
Paul Lebo, Chief Operating Officer
PROCESS STATEMENT:
On August 9, 2017, the Board of Education (Board) reviewed and discussed new Regulation 400-36 to ensure the regulation aligns with the intent of Policy 443 Creating Welcoming and Affirming Schools for Transgender and Gender Nonconforming Students which was adopted by the Board on June 14, 2017. During the Board’s discussion, an edit was recommended to Policy 443 which is presented this evening for the Board’s consent. (backup1)
PRESENTER(S) & TITLE(S):
Jamie Cannon, Chief of Staff and Legal Counsel
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION: To present the 2017 Draft Superintendent’s Recommended Educational Facilities Master Plan (EFMP).
BACKGROUND/SUMMARY: Each year, the Board of Education of Frederick County (BOE) reviews and updates the ten-year EFMP for Frederick County Public Schools. This plan serves a number of purposes, some of which include the following:
PROCESS STATEMENT: The Draft Superintendent’s Recommended EFMP is the first draft of the plan and is presented to the BOE in August for information and discussion. The BOE will hear public comment on the Draft Superintendent’s Recommended EFMP at a September 13, 2017 public hearing. Following review of public comments, the BOE will make such changes as it deems appropriate. The BOE is scheduled to approve the plan as well as a prioritized list of fiscal year 2019 major and systemic capital project funding requests at the September 27, 2017 BOE meeting. The approved EFMP is the basis for capital funding requests submitted to the state and county in early October 2017. Electronic copies of the plan can be found at http://www.fcps.org/facilities/Educational-Facilities-Master-Plan
Staff will provide a brief overview of the plan and be available for questions.
PRESENTER(S) & TITLE(S):
Beth Pasierb, Supervisor, Facilities Planning
Holly Nelson, Facilities Planner
SUBMITTED BY:
Paul Lebo, Chief Operating Officer
PURPOSE OF PRESENTATION:
During summer curriculum writing workshops, teachers and curriculum specialists review the existing curriculum and accompanying assessment data, as well as any changes to state or national curricular frameworks and content standards, to determine the need for additions or deletions. As a result of work completed by the end of this year’s workshops, new or substantially revised essential curricula are being proposed for a number of courses and grades.
BACKGROUND/SUMMARY:
Curriculum development, like school improvement, is an ongoing process. During summer curriculum writing workshops, teachers and curriculum specialists review the existing curriculum and accompanying assessment data, together with any changes to state or national curricular frameworks and content standards, and determine the need for additions, deletions or new curricula.
Board of Education approval is required in cases where substantive revisions are being proposed to the existing essential curriculum in a course or grade.
PROCESS STATEMENT:
Curriculum specialists and supervisors work closely with principals and classroom teachers to identify where revisions to courses are needed to address changes in state-mandated graduation requirements, underserved subgroups of FCPS’ diverse student population, and advances in the respective fields of study.
PRESENTER(S) & TITLE(S):
Dr. Kevin Cuppett, Executive Director of Curriculum, Instruction and Innovation
Norm McGaughey, Coordinator, Career and Technology Education
Colleen Bernard, Curriculum Specialist, Secondary Science
Brian Griffith, Curriculum Specialist, Secondary Health and Physical Education
SUBMITTED BY:
Kevin S. Cuppett, Ed.D., Executive Director of Curriculum, Instruction and Innovation
PURPOSE OF PRESENTATION: Curriculum development and program implementation are dynamic processes requiring continued refinement. As a result, new courses and pilot programs are proposed, implemented, and evaluated on a regular basis.
BACKGROUND/SUMMARY: The intent of this biannual report is to summarize the status of any previously piloted course, propose new pilot courses, and provide information about other staff-recommended additions to the courses and programs available to students in county middle and high schools. Action on these proposed courses is required prior to distributing the annual high school and middle school course guides used during preregistration.
PROCESS STATEMENT: Curriculum specialists and supervisors work closely with principals and classroom teachers to identify where new or replacement courses are needed to address changes in state-mandated graduation requirements, state mandated curriculum changes, legislative action, underserved subgroups of FCPS’ diverse student population, and advances in the respective fields of study.
PRESENTER(S) & TITLE(S):
Dr. Kevin Cuppett, Executive Director of Curriculum, Instruction and Innovation
Colleen Beall, Curriculum Specialist, Secondary Science
Peter Cincotta, Curriculum Specialist, Secondary Mathematics
Larry Steinly, Supervisory, English Language Learners
Colleen Bernard, Curriculum Specialist, Secondary Social Studies
SUBMITTED BY:
Kevin S. Cuppett, Ed.D, Executive Director of Curriculum, Instruction and Innovation
PURPOSE OF PRESENTATION:
To present the Board with recommendations to enhance how schools receive, utilize and shift staff.
BACKGROUND/SUMMARY:
During the FY18 Budget discussion, staff presented a possible staffing model for the Board’s consideration that was based on recommendations from a staffing workgroup. The model was designed to formalize differentiated staffing due to complexity factors, restore class size by eliminating some non-classroom positions, and restore contingency positions to address unforeseen enrollment growth. There was considerable discussion regarding the pros and cons of the proposed model, and it was decided to revisit the discussion with key stakeholder groups and the Board. In the meantime, for the 2017-2018 school year, the staffing model presented in the annual budget book was implemented with some changes—a tiered system was used to allocate differentiated staffing in a more structured process in order to reduce class size in grades K-2 in identified schools; additional counseling positions were added to high schools with fewer than 1200 students, and to several middle schools; 16 contingency positions were allocated; and, 5 positions were added to the Virtual High School.
PROCESS STATEMENT:
Dr. Markoe has convened several staffing committees to solicit input on the proposed staffing model and recommendations from the staffing work group and Board discussion. The common themes from these meetings will be presented and discussed with the Board. Input from the Board will then be used to create a new staffing model, which will be brought back to the Board for further discussion and ultimately approval.
PRESENTER(S) & TITLE(S): Mike Markoe, Ed.D., Deputy Superintendent
SUBMITTED BY: Mike Markoe, Ed.D., Deputy Superintendent
Presented for Information: The Innovative School Schedule Workgroup produced its final report, which was presented to the State Board on July 18, 2017. The full report may be found at the link below.
Member Joy Schaefer served on the workgroup as the representative for the Maryland Association of Boards of Education. The State Board heard the final recommendations included in the report and received them favorably.
http://www.marylandpublicschools.org/about/Documents/ISSW/ISScheduleReport072017.pdf
Per the Board's discussion at its August 9, 2017 regular meeting, letters were sent to the members of the Board of Public Works regarding their scheduled discussion of the percentage of the state's cost share for public school construction for fiscal years 2019-2021.
The following letters were sent on August 15, 2017.