May 1, 2023 at 7:30 AM - Facility Committee Meeting

Description:  The purpose of this agenda item is to review the structural steel install bids. Vogel Brothers is working through the process of evaluating the bids that have been received. A bid summary will be presented at the meeting. Attached please find a document identifying the scope of work for these bids. Administration is requesting a recommendation for the School Board meeting on May 8th. 

Description:  The purpose of this agenda item is to review the timeline for the bidding/guaranteed maximum price process over the next several months. The Vogel team will share this information with the Facility Committee at the meeting. This is an informational only agenda item. 

Description:  The purpose of this agenda item is to review an approval process for contingency funds. The existing School Board policy on Purchasing Approvals (https://resources.finalsite.net/images/v1651837029/waunakeek12wius/viyrjwvjlsmyd6ohde6b/6721PurchasingApprovals080718c.pdf) provides Superintendent approval authority for expenses between $10,000 and  $24,999 and School Board approval for expenses required at $25,000 and above. There are exceptions to the policy, but this is the general requirement. 

Administration is requesting a discussion regarding the approval process for the use of the contingency funds during the project. The approval process could follow existing School Board policy, or the approval process could be modified with another process. Here is an example:
$1 to $49,999 Superintendent Approval (or Designee)
$50,000 to $99,000 Facility Committee Approval 
$100,000 + School Board Approval

Administration is seeking feedback from the committee on this topic. 

Description:  The purpose of this agenda item is to provide an update on the furniture vendor selection process. The Facility Committee previously recommended approving the furniture selection process proposal from EUA. The School Board approved this proposal and EUA has been working through the vendor selection process. A request for quote was submitted to 7 furniture vendors. These furniture vendors were selected jointly between the district and EUA. We received 6 responses, and these responses were jointly evaluated by the district and EUA. Based on the evaluations, 3 vendors will be interviewed on Thursday, April 6th. These vendors are Demco, Duet, and Atmosphere. The building level administrative staff is in the process of evaluating vendors through site visits/reference checks. Administration intends to request approval of the furniture vendor at the May 8th School Board meeting. 

Description:  The purpose of this agenda item is to review the 2023-24 capital maintenance projects. The Budget and Facility Committees reviewed this topic previously, and indicated a preference to fund annual capital maintenance projects from Fund 49 (referendum fund), while building up an annual capital maintenance fund in Fund 10 (general fund). Previously, all annual capital maintenance projects were funded through Fund 41. 

Administration shared information with the Facility Committee last month regarding high priority HVAC projects and annual capital maintenance projects. Several of the capital maintenance projects were still awaiting quotes, so the Facility Committee decided to recommend the HS elevator project and the TLF roof project for approval at the April 10th School Board meeting. 

The Facility Committee requested that administration consolidate all projects lists into a single, comprehensive list for easier tracking. Attached please find our work in this area. The project summary page provides a high level overview of the budget information, projects approved to date, pending projects, and projects that administration is requesting review by the Facility Committee this month. Please know that there is a much larger project list that has not been included that identifies all of the long-term capital maintenance projects, and this larger project list will continue to be prioritized throughout the timeframe of this referendum project. 

For the May 8th School Board meeting,  administration is requesting approval of the projects with quotes on this list, which totals $1,476,365. The $1,476,365 includes HVAC projects of $1,015,000 and $461,365 of annual capital maintenance projects. The total 2023-24 annual capital maintenance projects (including the 2 projects approved last month) would be $517,000 of the typical $525,000 annual expenditure for capital maintenance projects. 

Also attached you will find supporting information on the HVAC projects. These three HVAC projects are the highest priority HVAC related projects from the long-term capital maintenance plan. 

Description:  Administration will be requesting several meetings over the next several months to continue the various steps with the November referendum planning process. 

Description: