Okaloosa County School Board — Regular Meeting, November 13, 2018 — reading text

: Nov 13, 2018 - Regular Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $8,000.00 Budgeted : No Budget Source : Donations Recommended Action : Motion to approve School Donations. File Attachments Donations-2018-11-13.pdf (422 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Motion & Voting Motion to approve the Consent Agenda as amended and all of the Consent Agenda items as recommended by the Superintendent Motion by Rodney Walker, second by Dewey Destin. Final Resolution: Motion Carries Yes: Tim Bryant, Dewey Destin, Melissa Thrush, Rodney Walker, Lamar White 8. Consent Agenda Subject : 8.9 Budgetary Service Agreement Threshold Increase, presented by Rita R. Scallan, Chief Financial Officer, and recommended by the Superintendent for approval. Meeting : Nov 13, 2018 - Regular Meeting Type : Action (Consent) Preferred Date : Nov 13, 2018 Absolute Date : Nov 13, 2018 Fiscal Impact : No Recommended Action : Approval Public Content Request approval to increase the budgetary service agreement threshold from a cumulative total of $2,500 to a cumulative total of $5,000 per vendor per fiscal year. Approval of this request would provide a single standard, consistency, and improve efficiency within District Departments. Once the cumulative budgetary threshold of $5,000 for an individual vendor is reached, all service agreements for the current fiscal year for that vendor will be presented to the School Board for approval, which will parallel the same process currently in effect for Internal Funds service agreements. The Purchasing Department will continue to provide a quarterly report listing for all service agreements which the department has processed under the $5,000 threshold. All service agreements, regardless of amount, are reviewed and approved by the School Board Attorney, Chief Financial Officer, Risk Management Program Director, and the Purchasing Program Director prior to the agreement being approved for processing. Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Motion & Voting Motion to approve the Consent Agenda as amended and all of the Consent Agenda items as recommended by the Superintendent Motion by Rodney Walker, second by Dewey Destin. Final Resolution: Motion Carries Yes: Tim Bryant, Dewey Destin, Melissa Thrush, Rodney Walker, Lamar White 8. Consent Agenda Subject : 8.10 Agreement between The School Board of Okaloosa County, FL and Jacobs/L-3, a Joint Venture, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Nov 13, 2018 - Regular Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Capital Outlay Recommended Action : Motion to approve the agreement between The School Board of Okaloosa County, FL and Jacobs/L-3, a Joint Venture for RFQU 19-01 Construction Total Program Management Services. Public Content Request approval of the agreement between The School Board of Okaloosa County, FL and Jacobs/L-3, a Joint Venture for RFQU 19-01 Construction Total Program Management Services. The five (5) year agreement is effective November 13, 2018 through November 12, 2023. File Attachments 2018 Total Program Management Services Agreement final-with Edit 4.2.pdf (7,583 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Motion & Voting Motion to approve the Consent Agenda as amended and all of the Consent Agenda items as recommended by the Superintendent Motion by Rodney Walker, second by Dewey Destin. Final Resolution: Motion Carries Yes: Tim Bryant, Dewey Destin, Melissa Thrush, Rodney Walker, Lamar White 8. Consent Agenda Subject : 8.11 ITB 19-03 Paper for Offices and Classrooms, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Nov 13, 2018 - Regular Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Varies per school/department Recommended Action : Motion to approve the committee's recommendation to award ITB 19-03 to Staples Business Advantage. Public Content Request approval of the committee's recommendation to award ITB 19-03 Paper for Offices and Classrooms to Staples Business Advantage, based on fixed pricing. Purchases will be made by individual schools and departments on an as needed basis. Funding will be paid by individual schools and departments as needed. The contract is effective November 14, 2018 through October 13, 2021. Copies of the Award Tabulation, Staples Negotiated Pricing letter and Bid Document are attached. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments ITB 19-03_TAB.pdf (18 KB) STAPLES NEGOTIATED PRICING.pdf (188 KB) ITB 19-03 PAPER FOR OFFICES-CLASSROOMS.pdf (886 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Motion & Voting Motion to approve the Consent Agenda as amended and all of the Consent Agenda items as recommended by the Superintendent Motion by Rodney Walker, second by Dewey Destin. Final Resolution: Motion Carries Yes: Tim Bryant, Dewey Destin, Melissa Thrush, Rodney Walker, Lamar White 8. Consent Agenda Subject : 8.12 Tag-On Bid: RFP 18-30 USDA Commodity Processing Services, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Nov 13, 2018 - Regular Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Federal Funds Recommended Action : Motion to approve Tag-On Bid: RFP 18-30 Commodity Processing Services through School Board of Alachua County, Florida. Public Content Request approval to tag on with RFP 18-30 Commodity Processing Services through School Board of Alachua County, Florida. The bid will be used to process USDA commodity food items into ready to use products on an as needed basis from multiple vendors. Funding will be paid from Federal Funds. The contract is effective through September 30, 2020. A copy of the award tabulation are attached. For additional information, please contact Steve Anderson, Program Director, School Food Service at (850) 301- 3020. File Attachments ALACHUA AWARD TABULATION.pdf (1,518 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Motion & Voting Motion to approve the Consent Agenda as amended and all of the Consent Agenda items as recommended by the Superintendent Motion by Rodney Walker, second by Dewey Destin. Final Resolution: Motion Carries Yes: Tim Bryant, Dewey Destin, Melissa Thrush, Rodney Walker, Lamar White 8. Consent Agenda Subject : 8.13 Tag-On Bid Purchase Over $25,000: International Restaurant Distributors, Inc., presented by Vince Windham, Program Director, Purchasing, and recommened by the Superintendent for approval. Meeting : Nov 13, 2018 - Regular Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $121,905.30 Budgeted : Yes Budget Source : Federal Funds, Project 3510 SFS Contract Exclusions Recommended Action : Motion to approve the purchases of equipment for various schools from International Distributors, Inc. in the amount of $121,905.30. Public Content Request approval to purchase kitchen