Tyler ISD

2004 Bond Board Update

January 20, 2005

 

 

·        A & E Consultants

 

TISD and TSC have completed the selection process.  Contracts have been reviewed by TSC, TISD Facilities Department and TISD’s legal counsel for recommendation of approval by the Board.

-         Design Team Kick-off/Introduction Meetings has been held for Bell, Ramey and R/O Relief Campus Staff representatives.

-         Weekly design team meeting have started at Bell, Ramey and R/O Relief Elementary Schools.  These are weekly standing meetings with Leadership representatives from each campus.  The leadership TSC has asked to attend each design meeting is as follows;

1.      Principal

2.      IC

3.      Pre-K, K, 1st Grade representative

4.      2-5th Grade representative

5.      Counselor

6.      Head Start (if at campus)

7.      Nurse

8.      PE Teacher

9.      Art Teacher

10.  Music Teacher

11.  Computer Teacher

12.  Science Teacher

13.  Librarian

14.  CPOC Community/Parent Representatives

15.  CPOC Business Representatives

 

-         These weekly meeting are expected to continue through the entire design process.

 

 

·        Construction Manager Selection

 

a.       Request for Qualifications (RFQ) proposals were prepared by Tyler Independent School District (TISD) and The Staubach Company (TSC) and released on November 3, 2004.  The Construction Manager-at-Risk, two step process was approved by the TISD Board for use on the first three schools; Ramey, Bell and Rice/Owens Relief Elementary Schools. 

-         Step 1 required construction firms to submit qualifications based on specific questions concerning experience, capacity and capability to build one, two or all three schools.

-         Eight firms submitted a response to the RFQ, and all but one was from the Tyler/Smith County area.

-         Based on the information submitted, the firms were ranked by the selection committee, which consisted of two representatives from TISD, three representatives from TSC and two representatives from the community, using weighted scoring criteria which had been previously published.

-         A short list was then created by the selection committee with the three top ranked firms invited to interview. After the interview process, the committee ranked the three finalist firms.

-         The number one ranked firm met with representatives from TISD and The Staubach Company to discuss and negotiate fees.

 

b.     An agreement was reached and TSC has made a recommendation to the TISD Administration to use the number one ranked firm for all three schools.  Benefits for using one construction firm include, but are not limited to;

-         Potential savings from volume purchasing of like products;

-         Efficient coordination with TISD, TSC and Architectural firms;

-         One point of contact for all construction;

-         Shared knowledge between projects;

-         Savings for preconstruction cost;

-         Savings through bundling multiple projects with subcontractor and/or supplier;

-         Reduced Construction Manager fee for multiple projects;

-         Time and/or cost savings by avoiding redundant task or reporting;

 

c.     The previously mentioned reasons and others contributed to the recommendation that the use on one contractor for all three schools brought the best value to TISD.

Contracts have been reviewed by TSC, TISD Facilities Department and TISD’s legal counsel for recommendation of approval by the Board.

 

·        Technology

 

a.       Request for Qualifications (RFQ) were prepared by Tyler Independent (TISD) and The Staubach Company (TSC) and released on November 22, 2004.  The selection process was identical to the A & E selection process except for the oral interview portion which was not included in the Technology RFQ.  The RFQ solicited qualifications the design and engineering services of;

1.      Voice Systems (IP Telephony);

2.      LAN (horizontal cabling);

3.      Media Retrieval System;

4.      Public Address System;

5.      Access Control;

6.      Intrusion Control;

on the first three schools; Ramey, Bell and Rice/Owens Relief Elementary Schools.     The RFQ also solicited services to assist Tyler ISD in the application process for the E-Rating Program, School and Libraries Division of the Universal Service Administration Company, for all seven elementary schools in Bond I.  This also included working closely with Tyler ISD to create a short and long term E-Rating Program Strategy for requesting applicable funding benefits and overall management and tracking of submitted forms.

 

b.        Technology Consultant Selection

1.      The RFQ required technology firms to submit qualifications based on specific questions concerning experience, capacity and capability to provide the services in the given schedule.

2.      Five firms submitted a response to the RFQ, and none of the firms were from the Tyler/Smith County area.

3.      Based on the information submitted, the firms were ranked by the selection committee, which consisted of one representative from TISD and one representative from TSC, using scoring criteria which had been previously published.

4.      The number one ranked firm met with representatives from TISD and The Staubach Company to discuss and negotiate fees.

 

c.       TISD and TSC have completed the selection process.  Contracts have been reviewed by TSC, TISD Facilities Department and TISD’s legal counsel for recommendation of approval by the Board.

 

d.      In order to be eligible for technology funding from the E-Rating Discount Program at Bell, Ramey and Rice/Owens Relief Campus, TISD engaged the consultant to commence with the;

 

1.      Design technology plans and specifications

2.      Coordinate with an SLD-certified approver to obtain technology plan approval.

3.      Create RFP for desired services.

4.      Assist in bid evaluation and service provider selection process.

5.      Assist in handling appeals and problem resolution with SLD.

6.      Provide timely updates on all E-Rate Program changes.

7.      Provide coordination, tracking, and status updates on applied for services.

 

e.       Items 1-3 had to be completed by the Technology consultant by January 11th in order to meet the funding window cut-off.  If TISD obtains the maximum funding eligible, the program would reimburse TISD up to $1.3 million for the technology cost at Bell, Ramey and R/O Relief Campus (70% at Rice/Owens Relief, 80% at Bell and 90% at Ramey).  The amounts reimbursed are tied to the number of free and reduced lunch participants at each campus.  The Rice/Owens campus utilizes the district average.

 

·        Real Estate

 

a.       Ramey Elementary School

1.      TISD has authorized a civil engineer to support TISD in a trade of sites at Fun Forest Park.  This trade will provide a new elementary school site at the Fun Forest Park and will provide the city of Tyler new athletic fields to be constructed after the demolition of the old Ramey Elementary School building.

2.      TISD Facilities Department has already obtained informal oral agreements from City Staff to support the land trade.

 

b.      Douglas Elementary School

1.      TISD has authorized a civil engineer to support TISD in acquisition of existing city property adjacent to Douglas Elementary School.

2.      TISD Facilities Department has already obtained informal oral agreements from City Staff to support the acquisition of additional property adjacent to Douglas Elementary School.

 

c.       Rice/Owens Relief Campus Site

1.      TSC has been engaged in due diligence on several sites since mid-October.  TSC is scheduled to have preliminary due diligence complete on a single recommended site for a special called board meeting in early February.  The purpose of this meeting will be to review the due diligence and approve the selected site.  Once the site is approved by the board, TSC will proceed to enter into a contact with the owner of the approved site.

 

 

·        Demographic Data

TISD has authorized Population Analysis to provide the district with new attendance zone scenarios for the creation of the new attendance zone that will feed into the new Rice/Owens Relief Campus.

 

 

·        2004 Bond Communication Plan

TSC is coordinating with TISD Communications Department and Facilities Department in the updating of the Community on the status of the Bond Program.

 

-         Media

1.      Coordinate news releases in TISD publications, newsletters and newspaper.

 

-         Web Site

1.      Provide data for regular updating of TISD web site that provides the latest bond information that will include the following;

a.       Web Page for each School Site providing overall project scope.

b.      Schedules and meeting dates.

c.       Updates from ongoing design meetings during the design phase (this will include any illustrations or presentations).

d.      Site specific Web Cam during the entire construction process.

 

-         Regular Board Meeting Presentations