Operations Update 15 November 2012

1. Operations Update15 November 2012 Dr. Jeffrey S. Wilson Director of Operations Huntsville City Schools

2. Agenda • Capital bid process overview • Capital bids this week • Non-capital bid process overview • Non-capital bids this week • Questions/discussion

3. Capital bid process overview (1) • Capital Project – Bid Process • Bidding capital projects fall under the guidelines “Instructions To Bidders” ABC Form C-2 August 2001 State of Alabama Building Commission • Bid Documents • ABC Form C-1 Advertisement For Bids is filled out and sent to: • Under 50k – ran once a week for three successive weeks in a newspaper of general circulation in county in which the project is taking place • Over 500k – ran at least once in three newspapers for three successive weeks in newspapers across the State. • Pre-Bid Meeting - Held at project site • Bidders can examine site conditions

4. Capital bid process overview (2) • Proposal Form ABC Form C-3 • Proposal form must be filled out in its entirety • Proposal must be accompanied by a cashier’s check or Bid Bond • Proposal along with cashier’s check or bid bond are placed in sealed envelope • Bids will be received until the time set at the location designated in the advertisement for bids • Bids can be delivered in person or mailed • Bid Day • Bids will be opened and read publicly at the time & place per the advertisement for bids • Bids are compared and assessed for errors • Irregular and/or bid errors will be addressed per the guidelines set by the State of Alabama Building Commission • Contractor is asked to provide letter that they have examined their bid / internal bid process and agree to go in to contract with HCS (NOT in State Procedure – HCS requirement) • Contract shall be awarded to the lowest responsible bidder • Award of project • Designer of Record submits to HCS a certified bid tab • Designer of Record submits ABC Form C-5 Construction Contract • BOE votes to approve / dis-approve responsible bidder • BOE votes to approve / dis-approve responsible bidder’s contract • After BOE approval designer of record issues a notice to proceed on Huntsville City’s Schools behalf

5. Capital bids this week • LEE/NCTHS – Internet Café • Current media center does not invite students in to a collaborative learning environment • 36 months ago when the building committee first started discussing programming for Lee/NCTHS, the media center that exists matched the curriculum and pedagogy of the time. • The 1:1 initiative re-imagines the form and substance of a media center, reflected here.

6. Capital bids this week

7. Capital bids this week

8. Capital bids this week • Morris ES: Electrical Upgrade • In the spring of 2012, we set a budget of $185,000 to get additional plugs in the classrooms to meet the demands of new active boards and iPad carts. • The 1:1 initiative increased the power demands even further, and this work brings Morris to a level where it can adequately sustain the educational technology for curriculum delivery.

9. Capital bids this week • Williams Chiller • The original ice storage system (1990s) failed to keep up with the building cooling needs. • An additional chiller was added to supplement the ice storage system. • Eventually the ice storage system was removed, leaving only the supplemental chiller as the only source of cooling the building. • Problems with the pump in the current chiller this summer identified the need for chiller replacement.

10. Capital bids this week

11. Capital bids this week

12. Non-capital bid process overview • Purchasing receives purchase requisition for material or service noted by a Huntsville City Schools (HSC) employee • Purchase Order is generated if amount does not exceed $15K, if amount exceeds $15K, State Bid Law requires a formal bid process. • Issue bid invitation to qualified vendors. Bids are also advertised on the purchasing bulletin board at the Annex per state bid law requirements. In addition, they are publicized on the HCS’s district website • Hold sealed bid opening on specified date and time. • Create a bid tabulation sheet indicating the recommended responsible bidder. • If bid is acceptable, procure items from approved bid after approval is given from both Finance and The Board.

13. Non-capital bids this week • 12-043 Ceiling tile • 12-047 Print Shop paper • 12-051 Ballast • 12-135 HVAC controls maintenance • 12-137 Fire Alarm services • 12-140 Phone/Intercom services