03-28-2017 School Board Meeting
Agenda Item #31


Title
District School Security - Design Build Services - SALES SURTAX

Discussion

The School Board awarded a design build contract to Wharton-Smith, Inc. on October 25, 2016 for the district school security project at 60 schools. Up to five additional schools (that were partially designed) will likely be added to their scope of work in the near future. The Wharton-Smith team (including six architectural firms), along with the District's project manager,  have visited each site, met with the school's administrative team and reviewed the plan with District Security.

Although many schools are similar, each school requires a  customized approach to security based on their operational needs and site configurations. As previously noted to the Independent Citizens Oversight Committee and the School Board, the sales surtax funding for each school generally does not cover the basic security program defined for the sales surtax. The basic security program includes perimeter fencing which limits access to a single point of entry. The basic program also includes modifications to the lobby area (counter modifications, reception area modifications, doors, locks, one camera and monitor) to manage access to the interior of the school.

The total sales surtax allocation for security is 2.9% of projected revenue or $5.7 million with an additional $287,000 total projected security sales surtax contingency. Based on current estimates, it is anticipated that funding the basic security program will cost roughly $1.2 million more than allocated. The School Board has recently approved $400,000 from the FY 16/17 facility capital renewal funds. Additional funds ($800,000 estimated) will be needed to complete the basic program. Note: It is necessary to fund the $1.2 million supplement with the Federally Connected revenue already received.

Since the basic security program was originally defined, District Security has added badging software ($50,000 from security sales surtax contingency) and is proposing to add front entry lockdown at each school, which would add an unbudgeted cost for all schools estimated at $410,000.

Wharton-Smith, Inc. has been refining scope and pricing for all of the remaining schools. They are ready to proceed with the first thirteen (13) schools in order to begin work over spring break. Pricing for the remaining schools will be submitted to the Board in May.

Wharton-Smith, Inc. has submitted a Guaranteed Maximum Price (GMP) in the amount of $976,189.00 for the first thirteen (13) schools. The project includes the basic security program and the additional front entry lockdown hardware as a $65,000 (allowance) option, should this be approved for all schools at a later date as part of the capital allocation process.  Funding for the GMP is as follows:

  • Budgeted security sales surtax         $651,976
  • Supplemental capital for security     $324,213

          Total                                                 $976,189

Administrative and permitting costs are estimated to be $75,000 to cover a full time project field coordinator to monitor the work. This will also be funded through the supplemental capital.Costs will be allocated by school and category based on the attached worksheet.

Supplemental capital was budgeted at $400,000 for FY 16/17. Pricing for the remaining schools is underway and an additional $800,000 is expected to be needed to fund the basic security protocol.

Board approval is required for purchase orders over $50,000.

 



Recommendation

Approve the total project construction budget for security at the first thirteen (13) schools in the amount of $1,051,189.

Approve the Guaranteed Maximum Price submitted by Wharton-Smith, Inc., for school security at the first thirteen (13) schools in the amount of $976,189.



Meeting Date(s)
Consent w/o Information - 3/28/2017

Authority for Action
F.S. 1001.42

Involves Expenditure of Funds Directly in the Classroom
No

Source of Funding
Capital Projects

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
16/17$651,976yes398VARIES6000007400681000
16/17$324,213yes377VARIES6000007400681000
16/17$75,000yes377VARIES6000007400686000

Contact
Susan Hann, P.E., 633-1000 ext. 446


Attachment:  Security GMP 1 attachments.pdf