OPERATIONS COMMITTEE MINUTES – MEETING OF FEBRUARY 6, 2013

In attendance:

Committee: Chairperson Kati Driban (arrived 7:06), Steve Adams and Mark B. Miller.

Administration: Dr. JenniferE. Cressman, William R. Gretton III, Robert Reed.

Public: Michael Crain, Paul Rokuskie

Call to Order:

The meeting was called to order by Acting Chairperson Mark B. Miller at 7:00 p.m. A motion was made by Mr. Adams and seconded by Mr. Miller to approve the minutes of January 9, 2013. Motion carried2-0-0.

WilliamTennentHigh School

Mr. Crain reported that the completion of the front and painting of the lobby would be performed by the end of the month. Mr. Gretton reported that gates would be installed in the parking lot area soon if the weather cooperates. Mr. Adams reported that the finishing work on the roof over the canopies had been completed after the Board had been told that this was the design that was intended. Mr. Gretton indicated that this was the responsibility of the roofer who finished this area.

Region I –DavisElementary School Update

Mr. Crain reported that the change order was being requested for the roof because the design required angled insulation which was not in the original specifications. The change order had been negotiated to $23,000 from the original $34,000 charges. It was moved by Mr. Adams and seconded by Mr. Miller to move this item to the full Board. Motion carried 2-0-0.

Region II –McDonaldElementary School Update

Mr. Crain reported that terrazzo and floor tiles are being installed and the finishes are in the process of being applied to the classroom section. The permanent heat is connected in approximately 90% of the building. The district has received the permit which allowed the elevator to proceed. Mr. Miller asked about the schedule and Mr. Crain responded that the he had not updated the schedule but it was approximately the same as last month. (Ms. Driban arrived).

Mr. Crain introduced the requested change order for the trash lift proposed at this site. Mr. Miller asked if this was something that the district could install. Mr. Crain indicated it should be installed during construction and would aid the staff in dumping large trash receptacles into the dumpster. It was moved by Mr. Miller and seconded by Mr. Adams to move this to the full Board. Motion carried 3-0-0.

Mr. Rokuskie asked if the roofing change order had been incorporated into Region II. Mr. Crain indicated that although some change will be requested, the change would not be as significant as Region I because of what was discovered in the design. Dr. Cressman asked Mr. Crain about the status of the contingency for Region II. Mr. Crain indicated that only about 10% of the contingency had been utilized. Ms. Driban indicated that an extensive list had been created to rectify problems between the Region I and II construction.

Dr. Cressman reported that she had hosted Dr. Sam Lee of BristolTownshipSchool District who was truly impressed by the buildings and staff during his tour.

Mr. Adams asked about the demolition schedule. Mr. Gretton indicated that the activity would commence as soon as the school year is complete.

Information Reports

Mr. Gretton indicated that the commissioning reports have been very helpful to the staff to check or repair the units and monitoring systems, and that work is commencing on Region II. He noted that this process has found many issues in the installation of equipment and expressed the support for the effectiveness and increased efficiency as a result of this study.

UPS Replacement

Mr. Reed introduced the concept of the Uninterruptible Power Supply (UPS) and the rationale for replacement of this unit. The larger, centralized unit is at the end of the useful life and is under-sized for the current equipment. Mr. Reed reviewed the bid results and recommended that the Board consider the replacement of this unit with an upgraded cable installation. Mr. Miller asked about the bid process and if it had been widely distributed. Mr. Reed indicated that it had been advertised and sent out to over sixty (6) vendors.

Ms. Driban asked how much of this installation would be recovered should the administration move in the future. Mr. Reed explained that the cable installation would need to remain with this building, but the equipment would transfer to another location. He indicated that the transition to a new unit following placement, would need to be performed on a weekend. Ms. Driban asked if this project could be delayed until a vacation period. Mr. Reed indicated that delivery will take several weeks and the staff will need to determine how best to install the equipment with the least amount of disruption.

Mr. Adams noted that the Board was not seeking to spend money on a new administration building, but is seeking a less expensive solution to the current location which is deteriorating. Mr. Miller agreed that this unit was necessary but questioned receiving only one bid. He asked if the specification was brand specific. Mr. Reed indicated that it was brand specific because the remainder of the district had been equipped with smaller units from this company and it was desirable to monitor a single system rather than multiple systems.

Mr. Reed introduced Nicholas Babiak from Liebert Systems, the company that was specified on the bid who explained the company policy of providing pricing to vendors. Mr. Miller asked how encumbered we were in the event there was a delay in awarding a contract. Mr. Miller would like to see more technical information before voting on this equipment. Mr. Adams asked if other vendors indicated that they could not bid because of the pricing policy of Liebert Systems. Mr. Reed responded that he had received a response from one bidder that they did not provide a bid because of the pricing policy.

Ms. Driban asked if there was any other location in the district where the data and UPS equipment could be installed. Mr. Reed responded that all of the communication for the internet, telephone and data were directly wired to this location and a change would require significant expense.

Mr. Miller clarified why the district had not received additional bids. Mr. Gretton indicated that the first vendor requesting pricing from the manufacturer receives the preferred discount. Mr. Miller would prefer to further research product equivalents. Mr. Adams suggested that the issue be delayed based upon the study of the district facility. Ms. Driban expressed concern over extending the bid process that may cause issues should there be an incident. Mr. Miller recommended delay to attempt to secure additional bids.

Dr. Cressman indicated that the “sole” source bid is legitimate if the need is recognized. Because this system needed to be compatible with the remainder of the equipment, this brand was specified. Mr. Miller preferred that the bid be re-let.

Mr. Adams made a motion to send this bid to the full Board. Ms. Driban seconded the motion with the stipulation that clarification be provided as to why the equipment was brand specific, how many bidders were contacted, a copy of the RFP and the technical specifications, as well as the consequences of monitoring of two different systems. Mr. Reed clarified that this bid was brand specific because the monitoring system would be a single system throughout the district. An alternative brand would not communicate with the system in place throughout the district, and therefore, a second monitoring system would need to be established. Mr. Babiak reported that the equipment was on the PEPPM contract and that the information concerning the cost of the equipment is on their web-site. Motion carried 2-1-0.

Ms. Driban recommended that moving forward she would suggest that the district avoid bidding systems that are brand specific.

School Visitor System

Mr. Gretton presented the quotations received for a monitoring system for visitors to buildings. He recommended the Raptor system which was the low quote that met the specifications, and reported that references he had checked in the region liked the system. Mr. Miller noted that he was familiar with such systems and that the most effective system “sign-out” procedure was to have the office hold an individual’s identification card. He recommended that the name tags be collected upon leaving the building. Ms. Driban noted that the purchase could exceed $10,000 should additional equipment/supplies be necessary and Mr. Miller recommended reviewing cooperative purchasing groups in the event these systems were available through this method. The members expressed concern that excessive supplies could cause the payment amount to exceed the bid limit. It was moved by Mr. Miller and seconded by Mr. Adams to move this to the full Board of consideration. Motion carried 3-0-0.

ESCO Project

Mr. Gretton reported that installation of the lighting was complete at LogCollege (except for pool area) and would proceed to Klinger, which should be complete by the end of February. He noted that some issues were being experienced with sensors, but that the company and staff were working on the issues. Ms. Driban noted that Mr. Leaming, a teacher at the Middle School, would have a solution for such issues because he periodically directs the students to take “brain breaks,” which are physical activities performed in the classroom.

Safe School All Hazards Plan Task Force

Dr. Cressman indicated that the “All Hazards Plan” was last reviewed in 2009 and although the district continues to practice the drills recommended, the plan should be reviewed periodically. She noted the fine cooperation between the local municipal officials and the school district during the review of these procedures. Dr. Cressman indicated that the plan was to work with the Center for Safe Schools to formulate a plan and aid the district with recommendations on improvement. She outlined the recommendations for the committee and requested that the Board approve the engagement of the Center for Safe Schools for this project. It was moved by Mr. Miller and seconded by Mr. Adams to forward this request to the full Board. Motion carried 3-0-0.

Mr. Miller expressed concern about the construction on County Line Road and our process for notifying parents concerning any delay in bus schedules. Dr. Cressman indicated the staff was working on a method of tying the bus riders to phone lists to immediately notify parents, but that was not yet implemented. Mr. Gretton indicated that we have informed parents of the extension of some bus routes and have altered the routes of others. Ms. Driban asked about a system for contacting parents through different types of messages. Mr. Reed explained that we have a system for contacting parents but it had not been expanded for this use because of the limited calls permitted. He indicated that the district had been researching expansion of this system for alternative uses.

Mr. Miller asked if the district had considered notifications through the students and he was not aware that the district was seeking to expand the School Messenger system. He asked about the Nixle System used by the local municipalities. Dr. Cressman indicated that although Warminster was utilizing the system, the other municipalities indicated recently in a meeting that they had not implemented the Nixle System. Mr. Rokuskie indicated that the system currently used was effective in the last incident and that he had received several notifications as the event progressed.

Ms. Driban reported that the next Operations Committee meeting would be held onWednesday, March 6,2013 at 7:00 p.m.

Adjournment

It was moved by Mr. Adams to adjourn the meeting at 8:29p.m.

Respectfully submitted,

William R. Gretton III

Assistant Superintendent of Operations

Attachments

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