Loading...
HomeMy WebLinkAbout2015-04-17 School Committee Packet School Committee Meeting April 17, 2015 Superintendent's Conference Room Open Session 7:00 A.M. Town of Reading b) _ t Meeting Posting with Agenda rat,{ ' CZ-0444/ Board - Committee - Commission - Council: School Committee Date: 2015-04-17 Time: 7:00 AM Building: School - Memorial High Location: Superintendent Conference Room Address: 82 Oakland Road Purpose: Open Session Meeting Called By: Linda Engelson on behalf of the Chair Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk's hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: AGENDA 7:00 a.m. I Call to Order II Recommended Procedure A. Public Input(I) B. New Business 1. Award of Modular Classroom Contract(A) 2. Award of Fire Alarm Contract(A) 3. Award of Roofing Contract(A) C. Information III Future Business 1 Informational A Action Item All times are approximate and may change. This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page I 1 John F.Doherty,Ed.D. Craig Martin Superintendent of Schools , Assistant Superintendent o ` for Learning and Teaching 82 Oakland Road . �c f ' Reading,MA 01867 a s Phone:781-944-5800 /, Martha J.Sybert Fax:781-942-9149 Director of Finance and Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F. Doherty, Ed.D. Superintendent of Schools DATE: April 15, 2015 TOPIC: Award of Modular Classroom Contract As you know I will ask the School Committee to award the contract for the modular classrooms at our meeting on Friday morning. The bids are due on Thursday morning, at which time the Selection Committee will convene to review the proposals and determine the vendor to be recommended for the award of contract. Once that process has been completed Ms. Sybert will forward the information and the recommendation to the School Committee under separate cover. If you have any questions, please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. John F. Doherty,Ed.D. 'V Craig Martin Superintendent of Schools Assistant Superintendent for Learning and Teaching 82 Oakland Road G'` Reading,MA 01867 Phone:781-944-5800 7 ems° Martha J.Sybert Director 781-942-9149 ,,, rector of Finance and Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow MEMORANDUM TO: Reading School Committee John F. Doherty,Ed.D., Superintendent of Schools FROM: Mr. Charles Robinson Ms. Martha Sybert Ms. Kelly Colon Mr. Joseph Huggins Mr. Stephen Bohannon DATE: April 16, 2015 RE: Modular Classroom Recommendation At the Reading School Committee meeting on April 17th, we will provide the Committee with a recommendation on the award of the Modular Classroom Project contract. The Modular Classroom Capital Project will address short term classroom space needs for the next five years. The additional space will address the full day kindergarten enrollment for next year as well as the additional Grade 1 classroom need at Joshua Eaton. This project is part of a multi-step, longer term space solution that addresses the elementary and preschool needs. The Space Needs Working Group is exploring longer term solutions. This is not a traditional construction project in that it is modular construction and there are separate M.G.L. that govern the procurement. This procurement must comply with M.G.L. Chapter 149 section 44E—Modular Construction. The modular construction procurement process differs from the design-bid-build process. Instead of selecting a designer to prepare detailed plans and specifications for the construction work, you issue a request for proposals (RFP) for modular construction that describes the project requirements in detail, lists all criteria that will be used to compare competing proposals, and states the terms and conditions that will apply to the procurement. Proposals were received from three vendors on April 16. One proposal was deemed non-responsive as it did not contain the required documents as outlined in the RFP. The law requires evaluators to: • Assign each proposal a rating of highly advantageous, advantageous, not advantageous or unacceptable for each of the evaluation criteria and specify the reasons for each rating. • Assign each proposal a composite rating and specify the reasons for this rating. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. The proposed bids and the results are as follows (please note: HA-Highly Advantageous; A- Advantageous) Non-Price Proposal Modular Classroom Evaluation Criteria Company Name: Company Name: Triumph Vanguard A-all references indicated HA-all references they would rehire but two indicated they would indicated they would rehire Reference(Last Project) rehire with more oversight. A-located in PA but have Local Vendor HA-located in Littleton offices locally In Danvers Floor Plan Supports Learning A A Quality of Work and compliance to construction specifications A A Adherence to project budget on modular construction projects of similar size and scope in the last five years HA A Compliance with project schedule on modular construction projects of similar size and scope in the last five years HA A Composite Rating HA A Company Name: Company Name: Triumph Vanguard Price Proposal $1,225,000 $1,017,653 The committee agreed the most advantageous proposal overall is Vanguard,taking into consideration the non-price proposal evaluations and the price proposals. We carefully considered whether it was worthwhile for Reading to spend an additional $207,347 for similar sized new modular construction. We feel the extra benefits afforded by the highly advantageous proposal are not worth the cost premium. Each modular classroom is estimated to be 1,056 square feet inclusive of the bathroom and janitorial closets. A schematic provided with the proposal is attached. Highlights from Vanguards proposed Project Schedule include: • April 21st—Design submission • May 20th—State approval of submission • May 21st—Construction documents issued • May 28th—Start foundation/site work • June 2nd —30th - Modular Classrooms are Manufactured • July 3rd—Units delivered to sites • July—Install finish roofing materials, exterior siding and trim, and fire alarm • August—Install finish flooring, electrical and plumbing • August 13th—Substantial completion and final inspections • August 14th— 18th Address any punch list items • August 20th—Acceptance by Reading The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. In accordance with Massachusetts procurement law,we issued Invitations for Proposals for this project. Based on the committee evaluation of the responsive proposals, at your meeting on April 17, 2015, it is our recommendation that the School Committee award the contract for Modular Classrooms to Vanguard Modular Building Systems, LLC of Malvern,Pennsylvania. We will be prepared to discuss this report in greater detail at Friday's meeting and to answer any additional questions you may have. Please feel free to contact me if you have specific questions you would like addressed or need additional information. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. r d c c- 276 L, 1 1 77 II II r o o G I l v r i c G c 0 � (r) 00 0 IN I 1 I 1 ri 1____(1, 1 :,-, ;r i 0 J R) i - _ i V (---i_____J rJ I P (Id' g w 0 0 c I 1 li II I ., 1 John F.Doherty,Ed.D. Craig Martin Superintendent of Schools :` y`'--x- ' Assistant Superintendent lags for Learning and Teaching 82 Oakland Road Reading,MA 01867 - F.. Martha J.Sybert Phone:781-944-5800 cg A Fax:781-942-9149 bi7r Director of Finance&Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: Martha J. Sybert DATE: April 15, 2015 RE: Recommendation for Award of Contract—Fire Alarm Testing,Inspection,Maintenance & Repair We recently reached the end of our three year contract term for our fire alarm testing, repair and maintenance contract. In compliance with the MGL Chapter 149, an invitation to bid was developed and issued for a new annual fire alarm testing,repair and maintenance contract. We received qualified bids from eight different firms. Those bid results are summarized in the attached memorandum from Director of Facilities,Kelly Colon. As you will see from those results,AFA Protective Systems is the lowest responsive and responsible bidder. This contract is a one year contract with the option to renew for two additional one-year terms. The rates quoted by AFA Protective Systems will increase slightly for each of the two optional years. Based on these bid results and the excellent reference checks we recommend that the contract be awarded to AFA Protective Systems. Please feel free to contact me if you have any questions. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender Identity,religion,national origin,sexual orientation,age or disability, John F. Doherty,Ed.D. , ` ' Craig Martin Superintendent of Schools _ Assistant Superintendent for Learning and Teaching 82 Oakland Road '` Reading,MA 01867 f - Phone:781-944-5800 a Martha J. Sybert Fax:781-942-9149 S; v 'sue Director of Finance and Operations Wes; , Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow MEMO To: Martha Sybert From: Kelly Colon Date: April 2,2015 RE: Fire Alarm Testing,Inspection,Maintenance&Repair Contract The following vendors submitted proposals for Fire Alarm Testing,Inspection,and Maintenance&Repair Contract: Simplex Grinnell,RedHawk,AFA Protective Systems,Sullivan McGlaughlin,Hayden Systems, Tri State,Ron Seaboyer Electrical and American Services.The results of the bid opening for Fire Alarm Testing,Inspection,and Maintenance&Repair Contract are as follows: Vendor: Total Project Cost: AFA Protective Systems $ 100,565.00 Simplex Grinnell 105,862.00 Sullivan McGlaughlin 109,860.00 Red Hawk 111,454.00 Ron Seaboyer Electric 112,440.00 American Service 116,505.00 Tri State 142,667.00 Hayden Systems 159,100.00 As you can see,the lowest bidder is AFA Protective Systems.References enclosed in the bid package were checked and all gave excellent reviews for this vendor. The references contacted were:Boston Red Sox, Franciscan Hospital for Children,Coventry Public Schools and Winn Residential. If you have any questions,please don't hesitate to contact me. Thank you The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. John F.Doherty,Ed.D. Craig Martin Superintendent of Schools - Assistant Superintendent for Learning and Teaching 82 Oakland Road Reading, A 01867 g. r > _ Martha J.Sybert Phone:781-944-5800 ��� `' Fax:781-942-9149 •_ � ', Director of Finance&Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: Martha J. Sybert DATE: April 15,2015 RE: Recommendation for Award of Contract—Roofing Repair&Maintenance We recently reached the end of our three year contract term for our roof repair and maintenance contract. In compliance with the MGL Chapter 149,an invitation to bid was developed and issued for a new annual roof repair and maintenance contract. We received bids from six different firms including Specialized Roofing,the firm that we used for the prior three years. Those bid results are summarized in the attached memorandum from Director of Facilities,Kelly Colon. As you will see from those results, Specialized Roofing is the lowest responsive and responsible bidder. This contract is a time and materials contract and is a one year contract with the option to renew for two additional one-year terms. The rates quoted by Specialized will increase slightly for each of the two optional years. Based on these bid results and the excellent service and quality workmanship that we have experienced with this firm,we recommend that the contract be awarded to Specialized Roofing of Billerica, Massachusetts. Please feel free to contact me if you have any questions. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender Identity,religion,national origin,sexual orientation,age or disability. John F.Doherty,Ed.1). 4 � Craig Martin Superintendent of Schools V „ Assistant Superintendent �_,, rc�; for Learning and Teaching 82 Oakland Road Reading,MA 01867 y s Phone:781-944-5800 r ' Martha J. Sybert Fax:781-942-9149 r.4-44-4. �- Director of Finance and Operations . t Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow MEMO To: Martha Sybert From: Kelly Colon Date: April 2,2015 RE: Roofing Repair&Maintenance Contract The following vendors submitted proposals for Roofing Repair&Maintenance Contract: Caruso& McGovern,Specialized Roofing,Greenwood Industries,Corolla Contractors,Gibson Roofing&Stanley Roofing.The results of the bid opening for Roofing Repair&Maintenance Contract are as follows: Vendor: Total Project Cost: Specialized Roofing $80,100.00 Caruso&McGovern 85,580.00 Greenwood Industries 86,340.00 Corolla Contractors 111,972.00 Gibson Roofing 118,890.00 Stanley Roofing 163,800.00 As you can see,the lowest bidder is Specialized Roofing.References enclosed in the bid package were checked and all gave excellent reviews for this vendor. The references contacted were:Lawrence Public Schools and Haverhill Public Schools. If you have any questions,please don't hesitate to contact me. Thank you The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability.