Summer work report to boe 10 11 16

Summer Work Resolution Update ✤

In May 2016, the Board passed the “Summer Work Resolution” that set forth work that would be addressed during the coming Summer Break along with estimated expenditures

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The Resolution was passed with the understanding that the Operations Division would provide a report to the Board on the items noted in that resolution

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Action Items In The Summer Work Resolution 1. District Wide Technology upgrades to phone system network switches ($6,000,000) 2. Allowance for Strategic Design Initiatives ($4,000,000) 3. Security system repairs/replacement of cameras and access readers ($200,000) 4. Parking Lot asphalt sealing, striping and repairs District wide ($250,000) 5. Elevator rebuilding or replacement where necessary ($500,000) 6. Furniture replacements district wide ($400,000) 7. HVAC repairs district wide ($500,000) 8. Electrical and Plumbing District wide ($250,000) 9. Roof Repairs - winter damage district-wide ($500,000) 10. Exterior landscaping clean up and replacement of damaged trees & shrubs ($80,000) 11. Drinking water testing for lead sampling and testing all schools (Added between the work session and the business meeting)

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1. District Wide Technology upgrades to phone system network switches ($6,000,000) •

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Phone Handsets ($600,000): This work has been bid with ENA established as the vendor. Site assessments/surveys for all school facilities have been completed. There are 1,000+ new phone handsets that have been ordered and provided by the vendor for the ten (10) pilot sites.

Network Switches ($2,900,000): Work to replace 60 network switches was awarded under State Term to CISCO. Site assessments/surveys for all school facilities have been completed. IT Dept is reviewing the site assessment/survey information to determine the level/degree of work effort to make each site ready for installation of the new network switches.

Wireless Access Points ($1,800,000): We need to replace about 3,922 Access Points in our buildings. This work will be awarded under State Term to CISCO. Wireless assessments for all school facilities are being performed. This will tell us where the new wireless access points will be placed; what (if any) wiring/cabling work will be needed; and radio frequency study. Assessments will take approximately 2+ months to complete.

Allowance for Potential Unknown Costs ($700,000): None for this technology project.

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1. District Wide Technology upgrades to phone system network switches ($6,000,000) •

Need: Allowance for Potential Unknown Costs ($700,000): This was included because technology work as extensive as we are pursuing will have issues arise and this allowance gives us the flexibility to deal with such “unknown knowns.”

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Progress: The work thus far has required $474,000 for security camera installations and upgrades to change out camera interfacing from analog to digital link to the Security Dispatch Center which will improve remote camera monitoring of schools.

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2. Allowance for Strategic Design Initiatives ($4,000,000) •

Need: Anticipated work that included technology, equipment and furniture associated with the Lincoln-West Science & Health High School at MetroHealth; the relocation of PACT & E3agle to JFK; modular unit (“Learning Cottage”) for Campus International and planning for work at Wilbur Wright to potentially accommodate the McKinley students.

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Progress: Work Encumbered to date: $2,177,000 . Money spent on technology, painting and general cosmetic touch up. Work was completed in time for school opening on July 25, 2016 and August 15, 2016 for: Bard: Wireless A/P & switches ($73,000)

Ben Franklin IT install in 3 new modulars ($36,000)

Case IT Install 6 smart boards & 16 short throw projectors ($84,000)

Digital Arts IT Grade Expansion Wireless A/P & switches ($120,000) and preparing 12th grade space ($25,000) Willow IT Installation of short throw classroom projectors ($49,000)

JFK IT Upgrades to support PACT & E3agle ($450,000) and space programming for PACT & E3agle ($272,000) W. C. Bryant IT Wireless A/P & switches ($92,000) Campus International 1 additional modular to house 8th grade ($185,000)

Lincoln West IT New Science & Medicine 2nd Floor Upgrades ($110,000) and space programming ($121,000) Ben Franklin 3 additional modulars ($559,000) W. Wright Architect retained to do space planning for McKinley students ($5,000)

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3. Security system repairs/replacement of cameras & access readers ($200,000) •

Repair & replace swipe pads, key pads & security cameras: This work is exempted from competitive bidding pursuant to O.R.C. Section 3311.75(B) for “contracts for the security and protection of school property”. Encumbered to date: $139,000 for camera repairs and replacements. The work thus far has required $474,000 for security camera installations and upgrades to change out camera interfacing from analog to digital link to the Security Dispatch Center which will improve remote camera monitoring of schools.

– Additional $413,000 in funding came from $700,000 technology allowance

4. Parking Lot asphalt sealing, striping and repairs District wide ($250,000) •

Need: Planning replacement at Ben Franklin & expansion at Garfield plus any related repairs reported by custodians at their buildings. Encumbered to date: $189,858 for revised entrance drive into Garfield to alleviate traffic congestion; resurfacing lot at Ben Franklin until complete replacement is bid for installation Summer of 2017, and other minor asphalt and concrete repairs at other school sites.

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5. Elevator rebuilding or replacement where necessary ($500,000) •

Planned work for the freight & passenger elevators at South; as well as the elevators at Gallagher and Wilbur Wright. Project delayed because elevator contractors were too busy to be able to accept this work when we were looking to bid it. Work will be bid during the Winter 2016-2017 for likely elevator replacements during the Summer 2017.

6. Furniture replacements district wide ($400,000) •

$432,000 encumbered via State Term Agreement Contractor for furniture delivered for school project needs at New Tech West @ Brooklawn, W. C. Bryant, Campus International and Ben Franklin modulars, Digital Arts, Lincoln-West and Waverly (Watterson-Lake).

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7. HVAC repairs district wide ($500,000) •

Replace the roof top unit (RTU) for the gyms at Gallagher & Marin. $684,000 encumbered for Term Agreement Contractor HVAC repairs to replace identified units and to respond to this past summer’s additional HVAC repair needs.

8. Electrical and Plumbing District wide ($250,000) •

Repair work at multiple sites. Work was performed by District Trades Personnel and through Term Agreement Vendor quotes to service district-wide work order requests. $154,289 encumbered to date for electrical repairs & lighting replacement of defective lighting fixtures; plus plumbing repair work performed by Term Agreement Contractors.

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9. Roof Repairs: winter damage district-wide ($500,000) •

Address roof issues reported to by custodians. $337,000 encumbered for the replacement of JFK roof which was severely leaking and could no longer be relied upon to make it until the new JFK School is built. Project was awarded to lowest of three quotes.

10. Exterior landscaping clean up & replacement of damaged trees & shrubs ($80,000) •

Planned tree trimming and shrubbery replacement at various sites. $71,740 encumbered to date for replacement of dead trees & tree trimming that presented a safety hazard. Work has been done by Term Agreement Contractors at Anton Grdina, Artemus Ward, Ben Franklin, Dennison, Garfield and Wilbur Wright. We also used our summer interns at a variety of school locations to do landscaping work as observed by building custodians.

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11. Drinking water testing for lead sampling and testing all schools •

Address any concerns about the drinking water quality is our buildings. $193,000 encumbered for Term Agreement Environmental Company that has completed phase 1 testing at schools. Phase 2 testing commenced in Sept 2016.

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Going Forward • •

"Summer Work Resolution" has outlived its usefulness and relevancy.

With the shortening of the summer work season, the increasing number of schools either starting earlier or moving to a year round school year and the constant need for year round work in our buildings, it is time for a new Go-Forward strategy for the Operations Division.

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We are already talking with our architects, contractors and term agreement vendors about planning for work now rather than accumulating a "To Do List" for a summer work season.

In November, we will be presenting the Board with a resolution to select architects and engineers to provide specifications and drawings for soliciting Construction Managers at Risk, RFQs and Bid Documents which will then help us in developing and prioritizing our work not just for next summer but throughout the course of the year.

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This new effort is informed by the BAC Report from this past summer that noted areas where we can improve the manner in which we plan and deliver our work.

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THANK YOU and QUESTIONS

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