APPROVAL OF MINUTES

6. APPROVAL OF MINUTES

Description
N/A

Recommendation

That the February 16, 2016 (Monthly Work Session) and the February 16, 2016 (Regular Board Meeting) minutes be approved.

APPROVAL OF INSTRUCTIONAL/CLASSIFIED PERSONNEL REPORT

7. APPROVAL OF INSTRUCTIONAL/CLASSIFIED PERSONNEL REPORT

Description
N/A

Recommendation
That the Instructional/Classified Personnel Report be approved.

Attachment: Board March 1, 2016 (Regular).pdf
Attachment: Board March 1, 2016 (Addendum 1).pdf

RATIFICATION OF REASSIGNMENT OF STUDENTS TO SCHOOLS

8. RATIFICATION OF REASSIGNMENT OF STUDENTS TO SCHOOLS

Description

Reassignment of students to schools within the county have been approved by the administration or recommended by the Student Assignment Appeal Board in accordance with policies with the School Board.  They are presented for formal ratification.

Recommendation
There are no reassignment of students to schools for this agenda. 

GENERAL ITEMS

9. APPROVAL OF FLORIDA DEPARTMENT OF HEALTH IN SARASOTA COUNTY "KICK BUTTS DAY" PROCLAMATION

Description
Students Working Against Tobacco (SWAT) is Florida's statewide youth organization working to mobilize, educate, and equip Florida youth to revolt against and de-glamorize Big Tobacco. SWAT is a united movement of empowered youth working towards a tobacco free future.

Recommendation
That the Florida Department of Health in Sarasota County "Kick Butts Day" proclamation be approved as presented.

Attachment: kick butts 2016.pdf

AGREEMENTS/CONTRACTS

10. APPROVAL OF SARASOTA COUNTY SCHOOLS PURCHASE OF PHASE 2.3 DESKTOP AND NOTEBOOK COMPUTERS AND SERVICES FROM HEWLETT-PACKARD COMPANY

Description
Hewlett-Packard company as provided Sarasota County Schools with a comprehensive product and service program to procure desktop and notebook computers utilizing the State of Colorado, Department of Human Services RFP #NC91001100ITS. This provides ongoing asset management, deployment logistics, warranty and repair support, and service management. This agreement provides the district with a turnkey leasing solution for computer replenishment that proves the best of product and services. It is based on a 4-year lease for equipment utilization, management, warranty, repair and support. Key benefits of this agreement are: This effort is year 3 of a 4-year plan for computer refresh and deployment district-wide, and prepares Sarasota schools to meet the standards for digital testing requirements. Computers removed from the schools involved in this phase and less than 6 years of age will be deployed to other District schools. All computers greater than 6 years old will be first made available for our Texcellence program prior to releasing them to a recycler for disposal.

Recommendation
That the lease proposal from Hewlett-Packard Company be approved for award and purchase with a not to exceed value of $12M, and grant the Chair authorization to execute final lease documents.

Attachment: Incumbancy Cert for HP Agenda Item March 1 2016.pdf
Attachment: School Board of Sarasota Co Fl(Revised-1 HPFS Countersigned) March 1 Board Mtg.pdf

11. APPROVAL OF CONTRACT BETWEEN CHARLOTTE COUNTY PUBLIC SCHOOLS AND THE SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA FOR ALLOCATION OF FUNDS BASED ON FTE NUMBERS

Description
As assured through the Florida Diagnostic Learning Resources System (FDLRS) grant, the contract between the Charlotte County Public Schools and The School Board of Sarasota County, Florida allocates funds based on FTE numbers.  These funds are to be used for expenses and supplies associated with the grant.  The cost of this contract is $31,959.44 and is allocated as part of the 2015-2016 FDLRS grant.

Recommendation
That the contract between the Charlotte County Public Schools and The School Board of Sarasota County, Florida for allocation of funds based on FTE numbers be approved as presented.

Attachment: FDLRS-CharlotteCoAllocation$-0301016BAIenc.pdf

12. APPROVAL OF CONTRACT BETWEEN THE MANATEE COUNTY SCHOOL BOARD AND THE SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA FOR ALLOCATION OF FUNDS BASED ON FTE NUMBERS

Description

As assured through the Florida Diagnostic Learning Resources System (FDLRS) grant, the contract between the Manatee County School Board and The School Board of Sarasota County, Florida allocates funds based on FTE numbers.  These funds are to be used for expenses and supplies associated with the grant.  The cost of this contract is $75,839.44 and is allocated as part of the 2015-2016 FDLRS grant.

Recommendation
That the contract between the Manatee County School Board and The School Board of Sarasota County, Florida for allocation of funds based on FTE numbers be approved as presented.

Attachment: FDLRS-ManateeCoAllocation$-03012016BAIenc.pdf

GRANTS

13. APPROVAL OF THE HOME-ON-EARTH EXPLORATION GRANT APPLICATION FROM THE COMMUNITY FOUNDATION OF SARASOTA COUNTY FOR GOCIO ELEMENTARY SCHOOL

Description
NON-COMPETITIVE: Grant funds of $4,695 will allow students to work with the Suncoast Science Center and Florida House Institute to improve science understanding through hands-on experiences.

Recommendation
That the Home-on-Earth grant application be approved.

Attachment: Home on Earth.pdf

MATERIALS MANAGEMENT

14. APPROVAL TO REJECT BID #16-0206 FOR CLEANING OF ROOFS, KITCHEN EXHAUST DUCT SYSTEMS, AND OTHER STRUCTURES

Description
Bids to provide 'Cleaning of Roofs, Kitchen Exhaust Duct Systems, and Other Structures and Surfaces' were received from three vendors on January 26, 2016. It is requested that all bids be rejected. Grease Busters, LLC and Santana Pressure Cleaning Services, Inc., did not have the (5) five year experience required as per bid specifications, and the bid of Total Pressure Cleaning Services, Inc., was over budget for the cleaning of roofs and other structures and surfaces portion of the bid. The specifications will be revised and the bid will be re-issued in the near future.

Recommendation
That all bids to provide 'Cleaning of Roofs, Kitchen Exhaust Duct Systems, and Other Structures and Surfaces' be rejected.

Attachment: CleanRoofsKitExhDuctSys16-0206Agd-Reject All Bids.pdf

15. APPROVAL TO AWARD BID #16-0039 FOR WINDOW COVERINGS AND WINDOW FILM INSTALLATION AND REPAIR SERVICES

Description
Bids to provide 'Window Coverings and Window Film Installation and Repair Services' were received from three vendors on February 2, 2016. The bid of CVB, Inc., dba Coastal Window Treatments was the best overall low bid meeting the advertised specifications based on a sealed scenario. This bid is for a period of one year with an option to renew for two additional one-year periods. The funds for these purchases are contained in the transfer from capital budget allocated to the Facilities Services Department.

Recommendation
That the bid of CVB, Inc., dba Coastal Window Treatments for 'Window Coverings and Window Film Installation and Repair Services' in an amount not to exceed $55,000.00, be approved as presented.

Attachment: WindowCvrFilm16-0039Rec.pdf

16. APPROVAL TO AWARD BID#16-0207 FOR TWO-WAY RADIOS AND DEVICES - SUPPLY AND REPAIR

Description
Bids to provide 'Two-Way Radios and Devices - Supply and Repair' were received from two vendors on February 4, 2016. The bid of Wireless Technology Equipment Company, Inc., was the best low bid meeting the advertised specifications. Electronic Maintenance & Communications, Inc., was non-responsive to the bid requirement that the contractor respond to have service personnel on site within one (1) hour of notification for emergency service calls. This bid is for a period of one year with an option to renew for two additional one-year periods. The funds for these purchases are contained in the transfer from capital budget allocated to the School Safety and Security Department.

Recommendation
That the bid of Wireless Technology Equipment Company, Inc., for 'Two-Way Radios and Devices - Supply and Repair' in an amount not to exceed $150,000.00, be approved as presented.

Attachment: TwoWayRadios&Devices16-0207 Rec.pdf

17. APPROVAL OF CLASSIFICATION OF INOPERATIVE EQUIPMENT AND FURNITURE AS PROPERTY TO BE DELETED

Description
The custodian of the property (cost center heads) have certified it be traded in on new equipment, unaccounted for, not repairable or otherwise inoperable. Property still on hand after reallocation will be salvaged for any useful parts and then be sold at auction.

Recommendation
That the classification of equipment and furniture, as property to be deleted, be approved as presented.

Attachment: AgdDeletProperty030116.pdf

18. APPROVAL TO AWARD BID #16-0291 FOR FOOD SERVICE SMALL EQUIPMENT

Description
Bids to provide 'Food Service Small Equipment' were received from five vendors on February 3, 2016. The bids of General Hotel & Restaurant Supply Corporation, Sam Tell and Son, Inc., and Trimark Strategic were the best low bids meeting the advertised specifications. Reasons for not selecting the apparent low bid are included with the bid tabulation. This bid is for a period of one year with the option to renew for two additional one-year periods. Funds for these purchases are contained in the Food and Nutrition Services budget.

Recommendation
That the bids of General Hotel & Restaurant Supply Corporation, Sam Tell and Son, Inc., and Trimark Strategic, to provide 'Food Service Small Equipment, in an amount not to exceed $135,000.00, be approved as presented.

Attachment: FSSmallEquip16-0291Rec.pdf

FACILITIES

19. APPROVAL AND/OR RATIFICATION OF FACILITIES SERVICES' CHANGE ORDERS

Description
The Facilities Services' change orders are summarized on the enclosure for ease of review.  These change orders collectively total an increase of $3,931.37 in gross contract dollars.

Recommendation
That the Facilities Services' change orders be approved and/or ratified as presented.

Attachment: Facilities Services change orders.pdf

20. ACCEPTANCE OF FACILITIES SERVICES PROJECT COMPLETION AND APPROVAL OF FINAL PAYMENT TO CONTRACTOR FOR THE 2015 CLASSROOMS OF TOMORROW LABS RENOVATIONS

Description
All work has been completed and all required close-out documents have been received from the contractor.  The final project costs have been internally audited and are enclosed herein in the final payment for approval.  The Director of Facilities Services has determined that the project is complete in accordance with state statutes.

Recommendation
That the project be accepted as complete and the final payment to the contractor be approved as presented.

Attachment: 2015 COT LABS final invoice.pdf

21. ACCEPTANCE OF FACILITIES SERVICES PROJECT COMPLETION AND APPROVAL OF FINAL PAYMENT TO CONTRACTOR FOR THE OAK PARK STUCCO AND COATING PHASE 2 RENOVATIONS

Description
All work has been completed and all required close-out documents have been received from the contractor.  The final project costs have been internally audited and are enclosed herein in the final payment for approval.  The Director of Facilities Services has determined that the project is complete in accordance with state statutes.

Recommendation
That the project be accepted as complete and the final payment to the contractor be approved as presented.

Attachment: Oak Park Stucco Phase 2 final payment.pdf

22. ACCEPTANCE OF FACILITIES SERVICES PROJECT COMPLETION AND APPROVAL OF FINAL PAYMENT TO CONTRACTOR FOR THE OAK PARK STUCCO AND COATING PHASE 1 RENOVATIONS

Description
All work has been completed and all required close-out documents have been received from the contractor.  The final projects costs have been internally audited and are enclosed herein in the final payment for approval.  The Director of Facilities Services has determined that the project is complete in accordance with state statutes.

Recommendation
That the project be accepted as complete and the final payment to the contractor be approved as presented.

Attachment: Oak Park Stucco Phase 1 final invoice.pdf

CONSTRUCTION

23. APPROVAL OF ARCHITECT'S CONTRACT FOR THE VENICE MIDDLE SCHOOL HVAC RENOVATION AND BUILDING UPGRADE PROJECT

Description
The project's scope of work shall include design and construction administration for replacement of the complete HVAC system and the renovation of all affected spaces. The project will be multi-phased. On January 28, 2016, the Director of Construction Services and a member of the Professional Selection Committee (PSSC) met with representatives of Harvard Jolly, Inc. and successfully negotiated a contract for the Venice Middle School HVAC Renovation and Building Upgrade project. The amount of this contract is $754,691.00. The contract documents have been approved by the School Board attorney and are available for review at the Construction Services Department. The construction budget is approximately $12,000,000.00. Funds for this project are available in the capital budget account.

Recommendation
That the contract with Harvard Jolly, Inc. for consulting services for the design and construction administration of the Venice Middle School HVAC Renovation and Building Upgrade project be approved as presented.

24. APPROVAL OF RANKING OF CERTIFIED AND QUALIFIED ENGINEERING FIRMS FOR STRUCTURAL ENGINEERING SERVICES, ENGINEERING PLAN REVIEW & THRESHOLD BUILDING INSPECTION SERVICES FOR A PERIOD OF THREE (3)-YEARS

Description
The scope of work shall include evaluation of existing facilities and construction projects, district-wide, and recommendation on methods of required repairs & replacements of structural elements. The firms shall also provide structural plan review services for the District's Permitting Division. The scope shall also include threshold building inspections, district-wide, and design & construction administration of minor repair/replacement projects as assigned by School Board staff. On 2/9/2016, the Professional Services Selection Committee (PSSC) met to select certified and qualified firms for these continuing services contracts. The PSSC selected all four (4)-firms and ranked them in accordance with School Board Policy #7.71. The estimated cost of these services for the three (3)-year period is $150,000.00. Funds for these services are available through individual project accounts.

Recommendation
That the ranking of certified and qualified firms for Structural Engineering Services, Engineering Plan Review & Threshold Building Inspection Services for a period of three (3)-years be approved as presented and the Director of Construction Services be authorized to attempt negotiations to all four (4)-ranked firms.

Attachment: Enc3-1-2016-ApprovalOfRanking-StructuralEngPlanReviewThresholdBldgInsp.pdf

FINANCE

25. APPROVAL OF THE SUPERINTENDENT'S FINANCIAL STATMENTS FOR THE MONTH ENDING JANUARY 31, 2016

Description
The Superintendent's Financial Statements for the month ending January 31, 2016 does not reflect any unexpected trends for the 3rd quarter of the 2015-2016 fiscal year. Beginning December 2015, premiums for health insurance began to be deposited into the Internal Service Fund for the transition to self-insured. Expenditures are anticipated to exceed revenues at year end in the General Fund because of the use of unassigned fund balance included in the adopted budget.

Recommendation
That the Board approve the Superintendent's Financial Statements for the month ending January 31, 2016 as presented.

Attachment: Jan 15-16 supers.pdf
Attachment: Jan 2016 Budget Supers.pdf

TRANSPORTATION

26. APPROVAL OF REQUEST TO PURCHASE TWENTY WHITE FLEET VEHICLES

Description
This purchase is to replace nineteen (19) of the oldest and worst condition district vehicles with high mileage and nearing the point of possible costly repairs. The Capital Budgeted amount of $500,000 will be used to purchase these 19 vehicles. In addition, one (1) vehicle for the amount of $26,000 will be purchased by Suncoast Technical College out of their cost center budget.

Recommendation
That the purchase of twenty (20) new white fleet vehicles be approved as presented.