Sarasota County Schools Logo


THE SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA

Landings Administrative Complex

1980 Landings Blvd. 

6:00 PM

 

February 6, 2024 Board Meeting

Call to Order
Flag Salute
1.FLAG SALUTE
Description

Riverview High School JROTC and Student Representative

  

Arts Aesthetic Moment -Laurel Nokomis Violinist

Gap Analysis:
Previous Outcomes:
Expected Outcomes:
Strategic Plan Goal:
Recommendation:
Contact:
Financial Impact:
Superintendents Report
2.SUPERINTENDENT'S REPORT
Description
Gap Analysis:
Previous Outcomes:
Expected Outcomes:
Strategic Plan Goal:
Recommendation:
Contact:
Financial Impact:
Hearing of Citizens - Agenda
3.HEARING OF CITIZENS
Description
Gap Analysis:
Previous Outcomes:
Expected Outcomes:
Strategic Plan Goal:
Recommendation:
Contact:
Financial Impact:
Approval of Consent Agenda
4.APPROVAL OF CONSENT AGENDA
Description
Gap Analysis:
Previous Outcomes:
Expected Outcomes:
Strategic Plan Goal:
Recommendation:
That the Consent Agenda be approved as presented.
Contact:
Financial Impact:
Consent Agenda
Approval of Minutes
5.APPROVAL OF MINUTES
Description
Gap Analysis:
Previous Outcomes:
Expected Outcomes:
Strategic Plan Goal:
Recommendation:
That the minutes be approved as presented.
Contact:
Financial Impact:
Approval of Instructional/Classified Personnel Report
6.APPROVAL OF INSTRUCTIONAL/CLASSIFIED PERSONNEL REPORT
Description
The Human Resources Instructional/Classified Personnel Report has been added to the agenda item for approval.
Gap Analysis:
Previous Outcomes:
Expected Outcomes:
Strategic Plan Goal:
Recommendation:
That the Human Resources Instructional/Classified Personnel Report be approved as presented. 
Contact:

AL HARAYDA    al.harayda@sarasotacountyschools.net

ALLISON FOSTER   allison.foster@sarasotacountyschools.net

CHRIS RENOUF   chris.renouf@sarasotacountyschools.net

Financial Impact:
Agreement/Contracts
7.APPROVAL OF THE CONSENT TO ASSIGNMENT BETWEEN THE UNIVERSITY OF PHOENIX AND SARASOTA COUNTY SCHOOLS
Description
The Consent to Assignment transfers the affiliation agreement between University of Phoenix to Four Three Education, Inc., a non-profit that acquired substantial assets of University of Phoenix. This allows students pursuing education degrees at the University of Phoenix to continue completing classroom observations, field experiences and final clinical teaching internships, related to their classroom instruction and degree path, with the Sarasota County Schools. 
Gap Analysis:

Sarasota County Schools currently has an affiliation agreement with the University of Phoenix. This institution offers a Bachelor of Science in Education/Elementary Education, Master of Arts in Education/Elementary Teacher Education, Master of Arts in Education/Secondary Education, and a Master of Arts in Education/Special Education.

 

A partnership with the University of Phoenix, and its new owner Four Three Education, Inc., will allow us to provide clinical experiences to their students and provide us with the opportunity to “grow our own” educators through the different degree programs available at The University of Phoenix.
Previous Outcomes:
We currently have an affiliation agreement with 14 institutions of higher learning and are currently hosting 20 clinical/final internships from seven of these institutions. Of the Fall 2023 Teaching internship Cohort, six of the eight teaching interns are currently employed by Sarasota County Schools. 
Expected Outcomes:
By preserving the affiliation agreement with The University of Phoenix, and its new owner Four Three Education, Inc., we will be increasing the pool of highly qualified applicants for vacant teaching positions. 
Strategic Plan Goal:
Recommendation:
That the Assignment between University of Phoenix and Sarasota County Schools be approved as presented.  
Contact:

SETH GARDNER  seth.gardner@sarasotacountyschools.net

ALLISON FOSTER   allison.foster@sarasotacountyschools.net

CHRIS RENOUF   chris.renouf@sarasotacountyschools.net

Financial Impact:
N/A
8.APPROVAL OF THE AFFILIATION AGREEMENTS BETWEEN GRAND CANYON UNIVERSITY AND THE SARASOTA COUNTY SCHOOL BOARD, FLORIDA
Description
The affiliation agreement will allow students pursuing education degrees at Grand Canyon University to complete classroom observations, field experiences and final clinical teaching internships, related to their classroom instruction and degree path, with the Sarasota County Schools. 
Gap Analysis:

Sarasota County Schools currently does not have an affiliation agreement with Grand Canyon University. This institution offers a Bachelor of Arts in Secondary Education, Bachelor of Science in Elementary Education, Master of Education.

 

A partnership with the Grand Canyon University will allow us to provide clinical experiences to their students and provide us with the opportunity to “grow our own” educators through the different degree programs available at Grand Canyon University.
Previous Outcomes:
We currently have affiliation agreements with thirteen institutions of higher learning and are hosting twenty clinical/final internships from seven of these institutions for the Spring of 2024. 
Expected Outcomes:
An affiliation agreement with Grand Canyon University will increase the number of partnerships we have with institutions of higher learning, therefore increasing the pool of highly qualified applicants for vacant teaching positions. 
Strategic Plan Goal:
Recommendation:
That the affiliation agreement between Grand Canyon University and Sarasota County Schools be approved as presented. 
Contact:

SETH GARDNER   seth.gardner@sarasotacountyschools.net

ALLISON FOSTER   allison.foster@sarasotacountyschools.net

CHRIS RENOUF   chris.renouf@sarasotacountyschools.net

Financial Impact:
N/A
9.APPROVAL OF THE CONTRACT BETWEEN THE SPEECH 101 THERAPY INC AND THE SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA FOR THE PURPOSE OF CONTRACTING SPEECH-LANGUAGE PATHOLOGIST POSITIONS
Description

The Speech 101 Therapy Inc. is a company that provides a qualified contracted speech-language pathology provider for Exceptional Student Education (ESE) to provide services based on Individual Education Plan (IEP) needs.

 

The district has also issued a bid for Speech, Occupational, Physical Therapy ESE services and other personnel (Bid #24-0026).  28 vendors were awarded on October 17, 2023, and the positions have not been able to be filled due to limited qualified applicants.

Gap Analysis:

Currently, there are 3.6 SLP vacancies. The positions continue to be posted since the beginning of the summer with a limited applicant pool and are a critical shortage area position. These positions are essential to support student needs based on Individualized Education Plan (IEP) supports and services.

 

The district has also issued a bid for Speech, Occupational, Physical Therapy ESE services and other personnel (Bid #24-0026).  28 vendors were awarded on October 17, 2023, and the positions have not been able to be filled due to limited qualified applicants. 
Previous Outcomes:
SLP positions are difficult to fill. During the 22-23, 1.4 contractors were contracted due to inability to directly hire due to limited qualified applicants. The Speech 101 Therapy Inc. has provided previous contracted SLP services to students in our district.
Expected Outcomes:
Districted SLP positions will remain filled to ensure speech-language IEP supports and services are provided as identified on the IEP. 
Strategic Plan Goal:
N/A
Recommendation:
That this contract between The Speech 101 Therapy Inc. and the School Board of Sarasota County, FL be approved as presented.
Contact:

HEATHER WASSERMAN heather.wasserman@sarasotacountyschools.net

RACHAEL O'DEA rachael.o'dea@sarasotacountyschools.net

Financial Impact:
The total fiscal impact is not to exceed $71,760.00 from a converted position from cost center 0292.
10.APPROVAL OF THE AGREEMENT BETWEEN BOOKER PROMISE FOUNDATION, INC. AND THE SCHOOL BOARD OF SARASOTA COUNTY, FL
Description
The Booker Promise Foundation focuses on ensuring students are post-secondary ready through comprehensive plans encompassing college and career preparedness, mentoring, professional planning, life readiness skills, and scholarships. 
Gap Analysis:
Previous Outcomes:
Expected Outcomes:
Strategic Plan Goal:
Recommendation:
That the Agreement between Booker Promise Foundation, Inc. and the School Board of Sarasota County, Florida be approved as presented.
Contact:

MEGAN GREEN   megan.green@sarasotacountyschools.net

RACHAEL O'DEA   rachael.o'dea@sarasotacountyschools.net

Financial Impact:
N/A
Materials Management
11.APPROVAL TO INCREASE PURCHASING LIMIT FOR THE ANTICIPATED PURCHASE OF MATERIALS AND/OR SERVICES (PER THE ATTACHED LIST) FROM VENDORS UNDER CONTRACT WITH A COOPERATIVE WITH A LEAD AGENCY THAT UTILIZED A COMPETITIVE PROCESS FOR HVAC PRODUCTS, INSTALLATIONS, SERVICES & RELATED PRODUCTS AND SERVICES
Description

Piggybacking is the post-award use of a contractual document or process that allows an entity that was not contemplated in the original procurement to purchase the same supplies, equipment or services through that original document or process. The School Board of Sarasota County Policy 7.70 Purchasing and Bidding allows for this process subject to the provisions of law. 

The Purchasing Department has researched and reviewed the competitive solicitations that are available for these purchases and has determined that the use of the attached contracts for the purpose cited presents the best value and/or is in the best interest of the School Board.

 
Gap Analysis:

The District utilizes Trane Chiller/AC equipment for 90% of our schools and other sites throughout the County. Without the ability to provide parts for repairs or replacement items, we would not be able to keep the appropriate temperatures within our buildings. 

Previous Outcomes:

We have had a long-standing agreement in place to buy Trane products. We typically keep some Trane Parts in stock, which need to be replenished frequently, and we have the ability to purchase non-stock items through this contract quickly. 

Expected Outcomes:

We will continue to have the ability to obtain the appropriate parts needed to maintain our Trane HVAC equipment. 

Strategic Plan Goal:
Recommendation:

That the request to increase the purchasing limit for the anticipated purchase of materials and/or services through piggyback contracting, be approved as presented.

Contact:

DON HAMPTON  don.hampton@sarasotacountyschools.net

JODY DUMAS  jody.dumas@sarasotacountyschools.net

Financial Impact:

Not to exceed $175,000.00 
The funds for these purchases are contained in the budgets allocated to the appropriate departments and schools. 
Funding source: 1180 Maintenance transfer

 
12.APPROVAL TO PURCHASE MATERIALS AND/OR SERVICES FROM VENDORS UNDER CONTRACT WITH A FEDERAL, STATE OR MUNICIPAL GOVERNMENT, OR A COOPERATIVE WITH A LEAD AGENCY THAT UTILIZED A COMPETITIVE PROCESS FOR COPIERS AND MANAGED PRINT SERVICES
Description

The Purchasing Department has researched and reviewed the competitive solicitations that are available for these purchases and has determined that the use of the attached contract for the purpose cited presents the best value and/or is in the best interest of the School Board.

Gap Analysis:

Konica Minolta. provides the leases for copiers and print services throughout the District.

Previous Outcomes:

Konica Minolta has been providing the SBSC with quality products and services for many years at a competitive or better price.

Expected Outcomes:

To continue to use Konica Minolta for copy services and supplies throughout the District.

Strategic Plan Goal:
Recommendation:

That the cooperative contracts awarded to Konica Minolta Business Solutions USA, Inc., for the anticipated purchase of Copiers and Managed Print Services be approved as presented.

Contact:

TRACY BRIZENDINE  tracy.brizendine@sarasotacountyschools.net

BONNIE PENNER  bonnie.penner@sarasotacountyschools.net

Financial Impact:

Not to exceed:  $850,000.00

Funding source:  General Fund

13.APPROVAL TO PURCHASE MATERIALS AND/OR SERVICES FROM VENDORS UNDER COOPERATIVE CONTRACT WITH A LEAD AGENCY THAT UTILIZED A COMPETITIVE PROCESS FOR UNIFORMS PURCHASES AND RELATED MISCELLANEOUS FACILITIES PRODUCTS
Description

Piggybacking is the post-award use of a contractual document or process that allows an entity that was not contemplated in the original procurement to purchase the same supplies, equipment or services through that original document or process. The School Board of Sarasota County Policy 7.70 Purchasing and Bidding allows for this process subject to the provisions of law. 

The Purchasing Department has researched and reviewed the competitive solicitations that are available for these purchases and has determined that the use of the attached contracts for the purpose cited presents the best value and/or is in the best interest of the School Board.

 
Gap Analysis:

Cintas Corporation provides SBSC options for purchasing uniforms and other related products for staff at a competitive price.

Previous Outcomes:

Cintas Corporation has just started providing the SBSC with quality products for our employees. We are using the Omnia cooperative contract to obtain competitive pricing.  

Expected Outcomes:

To continue to use Cintas Corporation to obtain a larger selection of uniforms at a competitive price.

Strategic Plan Goal:
Recommendation:

That the cooperative contract awarded to Cintas Corporation for the anticipated purchase of materials and/or services through piggyback contracting be approved as presented.

Contact:

TRACY BRIZENDINE  tracy.brizendine@sarasotacountyschools.net

BONNIE PENNER   bonnie.penner@sarasotacountyschools.net

Financial Impact:

Not to exceed $225,000.00 
The funds for these purchases are contained in the budgets allocated to the appropriate departments and schools. 
Funding source: General fund

 
14.APPROVAL TO AWARD BID #24-0086 FOR CUSTODIAL FLOOR CLEANING EQUIPMENT
Description

On December 12, 2023, Procurement in conjunction with the Facilities Department issued a bid for ‘Custodial Floor Cleaning Equipment.’ Bids to provide ‘Custodial Floor Cleaning Equipment’ were received from six vendors on January 10, 2024.  The bids of Gem Supply Company, Imperial Dade, ITEAM North America Inc., Karcher North America Inc., and West Florida Supply were the best low bids meeting the advertised specifications. The bid of Pollock Investments Inc. was non-responsive due to changing bid terms and conditions.  This bid is for a period of one year with an option to renew for two additional one-year periods.  

Gap Analysis:

Facilities Services has over eight million square feet under roof to clean. This bid is used to purchase the necessary equipment utilized to ensure that happens.

Previous Outcomes:

Facilities uses several vendors for various equipment for cleaning floors, bathrooms, desktops, cafeterias etc. This bid is used to provide equipment for this purpose.

Expected Outcomes:

This bid ensures that we are able to purchase the needed equipment, at the best price, to perform many custodial tasks across the district.

Strategic Plan Goal:
Recommendation:

That the bids of Gem Supply Company, Imperial Dade, ITEAM North America Inc., Karcher North America Inc., and West Florida Supply for ‘Custodial Floor Cleaning Equipment’ in an amount not to exceed $500,000 be approved as presented.

Contact:

DON HAMPTON   don.hampton@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

Financial Impact:

Not to exceed:  $500,000.00
The funds for these purchases are contained in the budget allocated to the Facilities Services Department.  Funding source:  Operating Funds

 
15.APPROVAL OF CLASSIFICATION OF INOPERABLE EQUIPMENT AND FURNITURE AS PROPERTY TO BE DELETED
Description

Pursuant to School board Policy 7.75 - Obsolete, uneconomical or inefficient surplus property which serves no useful purpose may be disposed of in accordance with state law and regulations. Prior to disposal, reasonable attempts should be made to salvage all or part of any item of property for school use. When it is no longer practical that property be retained, the property shall be offered for sale by auction to the public at large or otherwise disposed of pursuant to Florida law including donation to other governmental bodies or private nonprofit agencies. Disposal of surplus property purchased with Federal funds shall be undertaken in accordance with Federal procedures. Any remaining surplus property may be declared unusable and disposed of in a reasonable, environmentally sound manner.

Gap Analysis:

General Accepted Accounting Principles require that obsolete or unusable equipment be removed from records.

Previous Outcomes:

This information is presented on a monthly basis.

Expected Outcomes:

The board approves the disposal of inoperable equipment and furniture as property to be deleted.

Strategic Plan Goal:
Recommendation:

That the classification of equipment and furniture, as property to be deleted, in an amount of $75,359.88, be approved as presented.

Contact:

TRACY BRIZENDINE   tracy.brizendine@sarasotacountyschools.net

BONNIE PENNER   bonnie.penner@sarasotacountyschools.net

Financial Impact:

$75,359.88

16.APPROVAL TO PURCHASE MATERIALS AND/OR SERVICES FROM VENDORS UNDER PIGGYBACK CONTRACT WITH A LEAD AGENCY THAT UTILIZED A COMPETITIVE PROCESS FOR CLASSROOM FURNITURE
Description

Piggybacking is the post-award use of a contractual document or process that allows an entity that was not contemplated in the original procurement to purchase the same supplies, equipment or services through that original document or process. The School Board of Sarasota County Policy 7.70 Purchasing and Bidding allows for this process subject to the provisions of law. 

The Purchasing Department has researched and reviewed the competitive solicitations that are available for these purchases and has determined that the use of the attached contracts for the purpose cited presents the best value and/or is in the best interest of the School Board.

 
Gap Analysis:

Ernie Morris Enterprises, Inc. provides the SBSC options for purchasing classroom furniture for our students at a competitive price.

Previous Outcomes:

Ernie Morris Enterprises, Inc. has been providing the SBSC with quality products and service at a competitive or better price.

Expected Outcomes:

Having Ernie Morris Enterprises, Inc. as a vendor for our classroom furniture purchases will offer our students high quality materials at competitive prices.

Strategic Plan Goal:
Recommendation:

That the piggyback contracts awarded to Ernie Morris Enterprises, Inc., for the anticipated purchase of furniture be approved as presented.

Contact:

TRACY BRIZENDINE   tracy.brizendine@sarasotacountyschools.net

BONNIE PENNER   bonnie.penner@sarasotacountyschools.net

Financial Impact:

Not to exceed $625,000.00 
The funds for these purchases are contained in the budgets allocated to the appropriate departments and schools. Funding source: General fund

 
17.APPROVAL TO PURCHASE MATERIALS OR SERVICES (PER ATTACHED LIST) THAT ARE EXEMPT FROM THE BIDDING PROCESS – ISCORP
Description

Pursuant to State Board Rules Purchasing Policies 6A-1.012(11)(b), the requirement for requesting competitive solicitations for commodities or contractual services from three or more sources is hereby waived as authorized by Section 1010.04(4)(a), F.S., for the purchase by district school boards of educational services and any type of copyrighted materials including, without limitation, educational tests, textbooks, printed instructional materials, computer software, where such materials are purchased directly from the producer or publisher, the owner of the copyright, an exclusive agent within the state, a governmental agency or a recognized educational institution.

Gap Analysis:

As part of the Master Agreement with Skyward approved on the January 16th, 2024 School Board meeting, the option to leverage Secure Cloud Computing Services through ISCorp was part of the agreement. ISCorp provides full remote operation of all instances (development, test, production, etc.) of the Skyward application through a secure, private cloud. ISCorp operates servers within its own facilities, located in the United States, allowing secure access to all applications. ISCorp is fully responsible for all aspects involved in database disaster recovery, loading releases and updates, operating and maintaining host servers, software, and databases. Over 90% of Skyward's existing customers opt for ISCorp's Secure Cloud Computing Services, citing significant cost savings with greater response and system uptime compared to a self-hosted model. Sarasota County Technology Department has identified those same cost savings advantages when researching the anticipated cost of a self-hosted approach.

Previous Outcomes:

The Skyward Master Agreement, including the ISCorp Secure Cloud Computing Services, was approved at the January 16th, 2024 School Board meeting but did not include financial obligations toward ISCorp as part of the financial impact pending the Board’s approval of the Master Agreement.

Expected Outcomes:

Approve the cost for Secure Cloud Computing Services from ISCorp as described in the Skyward Master Agreement.

Strategic Plan Goal:
Recommendation:

That the attached vendor for the anticipated purchase of materials and services exempt from the bidding process be approved as presented.

Contact:

JOE BINSWANGER  joe.binswanger@sarasotacountyschools.net

CHRIS RENOUF  chris.renouf@sarasotacountyschools.net

Financial Impact:

Not to Exceed $132,063.00

Funding Source:  Capital Transfer

18.APPROVAL TO INCREASE THE PURCHASING LIMIT FOR BID #22-0120 FOR HOLLOW METAL DOORS
Description

Bid #22-0120 for ‘Hollow Metal Doors’ was approved for award on April 5, 2022, to DH Pace Door Service, Inc., Facilities Services Department is requesting an increase of the purchasing limit of this bid by an additional $80,000.00, for the duration of the bid.

Gap Analysis:

The district has an abundance of hollow metal doors that require constant maintenance on a regular basis. Our in-house staff cannot keep up with the amount of work required for these doors. Unfortunately, the cost of doing business with vendors and the aging of the schools within are causing us to need to increase the purchasing amounts for this much-needed work. 

Previous Outcomes:

Facilities contracts most of the work required to maintain the doors throughout our sites within the district properly. The contractors have done very well in keeping up with the demand and were well utilized.

Expected Outcomes:
To continue with the needed services for door maintenance within the district on a timely basis. 
Strategic Plan Goal:
Recommendation:

That the request to increase the purchasing limit for ‘Hollow Metal Doors' by an additional $80,000,00 for the duration of the bid, be approved as presented.

Contact:

DON HAMPTON   don.hampton@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

Financial Impact:
$80,000.00
The funds for these purchases are contained in the budget allocated to the appropriate schools and departments. 
Funding Source: 1180
 
19.APPROVAL TO PURCHASE MATERIALS AND/OR SERVICES FROM VENDORS UNDER COOPERATIVE CONTRACT WITH A LEAD AGENCY THAT UTILIZED A COMPETITIVE PROCESS FOR FACILITY MRO, INDUSTRIAL AND BUILDING RELATED SUPPLIES
Description

The Purchasing Department has researched and reviewed the competitive solicitations that are available for these purchases and has determined that the use of the attached contracts for the purpose cited presents the best value and/or is in the best interest of the School Board.

Gap Analysis:

Facilities needs an MRO supply bid to provide quick access to everyday use items for maintenance supplies. This bid allows for an on-site warehouse as well as vending machines for immediate needs.

Previous Outcomes:

Facilities has been in contract with Fastenal for several years to provide maintenance related supplies. Fastenal has an on-site warehouse in the Facilities Compound on Beneva near STC as well as Fastenal provided vending machines across the district.

Expected Outcomes:

This will allow for continued access to supplies on an as needed basis and will help our technicians to resolve maintenance needs in a timely manner and save drive time to various material supply houses.

Strategic Plan Goal:
Recommendation:

That the cooperative contracts awarded to Fastenal Company for the anticipated purchase of materials and/or services be approved as presented.

Contact:

DON HAMPTON   don.hampton@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

Financial Impact:

Not to exceed:  $2,000,000.00
The funds for these purchases are contained in the budget allocated to the Facilities Department.
Funding Source:  Operating Funds

 
20.APPROVAL TO PURCHASE MATERIALS AND/OR SERVICES FROM VENDORS UNDER CONTRACT WITH A FEDERAL, STATE, OR MUNICIPAL GOVERNMENT, OR A COOPERATIVE WITH A LEAD AGENCY THAT UTILIZED A COMPETITIVE PROCESS FOR CLASSROOM FURNITURE
Description

The Purchasing Department has researched and reviewed the competitive solicitations that are available for these purchases and has determined that the use of the attached contracts for the purpose cited presents the best value and/or is in the best interest of the School Board.

Gap Analysis:

Ernie Morris Enterprises, Inc. provides the SBSC options for purchasing classroom furniture for our students at a competitive price.  

Previous Outcomes:

Ernie Morris Enterprises, Inc. has been providing the SBSC with quality products and service at a competitive or better price.

Expected Outcomes:

Having Ernie Morris Enterprises, Inc. as a vendor for our classroom furniture purchases will offer our students high quality materials at competitive prices.

Strategic Plan Goal:
Recommendation:

That the cooperative contracts awarded to Ernie Morris Enterprises, Inc., for the anticipated purchase of furniture be approved as presented.

Contact:

TRACY BRIZENDINE  tracy.brizendine@sarasotacountyschools.net

BONNIE PENNER   bonnie.penner@sarasotacountyschools.net

Financial Impact:

Not to exceed:  $325,000.00
The funds for these purchases are contained in the budget allocated to the appropriate schools and departments. Funding Source:  General Fund

 
21.APPROVAL TO PURCHASE MATERIALS AND/OR SERVICES FROM VENDORS UNDER A COOPERATIVE CONTRACT WITH A LEAD AGENCY THAT UTILIZED A COMPETITIVE PROCESS FOR TECHNOLOGY SOLUTIONS, PRODUCTS AND SERVICES
Description

The Purchasing Department has researched and reviewed the competitive solicitations that are available for these purchases and has determined that the use of the attached contract for the purpose cited presents the best value and/or is in the best interest of the School Board.

Gap Analysis:

The Technology Department at Sarasota County Schools is in need of a robust inventory tracking system to efficiently manage all technology components district-wide while ensuring strict compliance with regulations associated with the federal eRate program. Over the years, the eRate program, facilitated by the FCC, has generously provided the district with millions of dollars in funding for telecommunications and network equipment. It is imperative that all equipment is meticulously accounted for during annual audits, as any discrepancies could lead to a reduction in eligible eRate funds in the subsequent years. 

In addition to the financial implications, effective computer device tracking is crucial for the smooth functioning of district operations and to meet instructional needs in our schools and departments. Recognizing the significance of meeting local, state, and federal requirements while being fiscally responsible, IncidentIQ has been identified as an inventory tracking system that aligns with these needs. Along with meeting the district’s regulatory requirements, IncidentIQ provides advanced reporting capabilities to assist in the decision making process of how best to allocate equipment taking into account historical trends and anticipated growth.

Previous Outcomes:
N/A
Expected Outcomes:

The approval of this purchase holds the key to unlocking insightful reporting and analysis of our eRate purchase history, along with crucial metrics that empower data-driven decisions for the strategic allocation and optimal usage of technology across our schools and departments. Beyond merely addressing regulatory needs, the inventory tracking system plays a pivotal role in advancing broader objectives across various departments, ensuring a seamlessly integrated approach.

Strategic Plan Goal:
Recommendation:

That the cooperative contracts awarded to Incident IQ, for the anticipated purchase of materials and/or services be approved as presented.

Contact:

JOE BINSWANGER   joe.binswanger@sarasotacountyschools.net

CHRIS RENOUF   chris.renouf@sarasotacountyschools.net

Financial Impact:

Not to exceed:  $68,655.17

The funds for these purchases are contained in the budget allocated to the Information Technology Department. Funding Source:  Capital Transfer funding allocated in the Technology Department’s Budget.

Facilities
22.ACCEPTANCE OF FACILITIES SERVICES’ PROJECT COMPLETION AND APPROVAL FOR FINAL PAYMENT TO CONTRACTOR WITH THE CERTIFICATE OF SUBTANTIAL COMPLETION FOR THE TATUM RIDGE ELEMENTARY SCHOOL REFOCUS ROOM UPGRADES DB CONTRACT
Description

All work has been completed and all required closeout documents have been received from the contractor. The final project costs have been internally audited, and the final payment application and backup #22202192-3 are enclosed. The Director of Facilities Services has determined that the project is complete in accordance with state statutes.

Gap Analysis:

Acceptance of this item allows the project to be completed, unspent funds to be returned, closeout to be finalized, and final payment to be made to the Construction Manager.

Previous Outcomes:

These items are submitted to the Board for all completed projects. The item officially closes out the project financially and frees up District staff for new projects. Many small projects are completed immediately following the summer months when most of the work takes place.

Expected Outcomes:

Acceptance of this item will close out the project financially and free up District staff for new projects.

Strategic Plan Goal:
Recommendation:

That the project be accepted as complete, and the final payment and certificate of substantial completion be approved as presented.

Contact:

DON HAMPTON   don.hampton@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

Financial Impact:

N/A

23.ACCEPTANCE OF FACILITIES SERVICES’ PROJECT COMPLETION AND APPROVAL FOR FINAL PAYMENT TO CONTRACTOR WITH THE CERTIFICATE OF SUBTANTIAL COMPLETION FOR THE FRUITVILLE-SOUTHSIDE PLAZA & DECK IMPROVEMENTS DB CONTRACT
Description

All work has been completed and all required closeout documents have been received from the contractor. The final project costs have been internally audited, and the final payment application and backup #22200568-4 are enclosed. The Director of Facilities Services has determined that the project is complete in accordance with state statutes.

Gap Analysis:

Acceptance of this item allows the project to be completed, unspent funds to be returned, closeout to be finalized, and final payment to be made to the Construction Manager.

Previous Outcomes:

These items are submitted to the Board for all completed projects. The item officially closes out the project financially and frees up District staff for new projects. Many small projects are completed immediately following the summer months when most of the work takes place.

Expected Outcomes:

Acceptance of this item will close out the project financially and free up District staff for new projects.

Strategic Plan Goal:

 

Recommendation:

That the project be accepted as complete, and the final payment and certificate of substantial completion be approved as presented.

Contact:

DON HAMPTON   don.hampton@sarasotacountyschools.net

JODY DUMAS    jody.dumas@sarasotacountyschools.net

Financial Impact:
N/A
Construction
24.ACCEPTANCE OF CONSTRUCTION SERVICES’ PROJECT COMPLETION AND APPROVAL OF FINAL PAYMENT TO CONTRACTOR WITH THE CERTIFICATE OF SUBSTANTIAL COMPLETION FOR THE LANDINGS SINGLE POINT ENTRY SECURITY 2020 DB CONTRACT
Description

All work has been completed and all required closeout documents have been received from the contractor. The final project costs have been internally audited, and the final payment application and backup #22004403-12 are enclosed. The Director of Construction Services has determined that the project is complete in accordance with state statutes.

Gap Analysis:
Acceptance of this item allows the project to be completed, unspent funds to be returned, closeout to be finalized, and final payment to be made to the Construction Manager.
Previous Outcomes:
These items are submitted to the Board for all completed projects. The item officially closes out the project financially and frees up District staff for new projects. Many small projects are completed immediately following the summer months, when most of the work takes place.
Expected Outcomes:
Acceptance of this item will close out the project financially and free up District staff for new projects.
Strategic Plan Goal:
Recommendation:

That the project be accepted as complete, and the final payment and certificate of substantial completion be approved as presented.

Contact:

JANE DREGER   jane.dreger@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net
Financial Impact:
N/A
25.ACCEPTANCE OF CONSTRUCTION SERVICES’ PROJECT COMPLETION AND APPROVAL OF FINAL PAYMENT TO CONTRACTOR WITH THE CERTIFICATE OF SUBSTANTIAL COMPLETION FOR FRUITVILLE ELEMENTARY SCHOOL BUILDING 8 RENOVATION DB CONTRACT
Description

All work has been completed and all required closeout documents have been received from the contractor. The final project costs have been internally audited, and the final payment application and backup #22304221-04 are enclosed. The Director of Construction Services has determined that the project is complete in accordance with state statutes.

Gap Analysis:
Acceptance of this item allows the project to be completed, unspent funds to be returned, closeout to be finalized, and final payment to be made to the Construction Manager. 
Previous Outcomes:

These items are submitted to the Board for all completed projects. The item officially closes out the project financially and frees up District staff for new projects. Many small projects are completed immediately following the summer months, when most of the work takes place.

Expected Outcomes:
Acceptance of this item will close out the project financially and free up District staff for new projects.
Strategic Plan Goal:
Recommendation:

That the project be accepted as complete, and the final payment and certificate of substantial completion be approved as presented.

Contact:

JANE DREGER   jane.dreger@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

Financial Impact:

N/A

26.ACCEPTANCE OF CONSTRUCTION SERVICES’ PROJECT COMPLETION AND APPROVAL OF FINAL PAYMENT TO CONTRACTOR WITH THE CERTIFICATE OF SUBSTANTIAL COMPLETION FOR OAK PARK SCHOOL BUILDING 10 RENOVATION / SENSORY GARDEN & OUTDOOR DINING DB CONTRACT
Description
All work has been completed and all required closeout documents have been received from the contractor. The final project costs have been internally audited, and the final payment application and backup #22302148-09 are enclosed. The Director of Construction Services has determined that the project is complete in accordance with state statutes.
Gap Analysis:
Acceptance of this item allows the project to be completed, unspent funds to be returned, closeout to be finalized, and final payment to be made to the Construction Manager.
Previous Outcomes:
These items are submitted to the Board for all completed projects. The item officially closes out the project financially and frees up District staff for new projects. Many small projects are completed immediately following the summer months, when most of the work takes place. 
Expected Outcomes:
Acceptance of this item will close out the project financially and free up District staff for new projects. 
Strategic Plan Goal:
Recommendation:

That the project be accepted as complete, and the final payment and certificate of substantial completion be approved as presented.

Contact:

JANE DREGER   jane.dreger@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net
Financial Impact:
N/A
27.APPROVAL AND/OR RATIFICATION OF CONSTRUCTION SERVICES’ CHANGE ORDERS
Description

The Construction Services' change orders are summarized on the enclosure for ease of review. Included in these change orders is a ($112,169.32) deduct for Direct Material Purchases and the corresponding ($6,780.16) deduct for sales tax savings. These change orders result in an overall contract decrease of ($1,308,947.58).

Gap Analysis:

Change orders are utilized on construction contracts to adjust the original contract amount for various circumstances. These may include adjustments for an increase or decrease in project scope, adjustments needed to close a contract and return unspent project funds to the district, or for removing the purchase of large items from a contract so the district can purchase these items directly from vendors to save sales tax. The attached documents detail the associated change orders for this item on multiple projects.

Previous Outcomes:

Change orders reflect construction project progress and occur normally as a result of conditions on the construction project and district staff managing the costs associated with each project, including deductive change orders to allow the district to save sales tax.

Expected Outcomes:

This system has resulted in significant, ongoing savings and allows district staff to continue to maximize these benefits, especially as the construction market becomes more competitive.

Strategic Plan Goal:
Recommendation:

That the Construction Services’ change orders be approved and/or ratified as presented.

Contact:

JANE DREGER   jane.dreger@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

Financial Impact:
($1,308,947.58)
28.APPROVAL OF THE AGREEMENT BETWEEN MANASOTA BEACH RANCHLANDS LLLP FOR SITE DEVELOPMENT ASSOCIATED WITH THE HIGH SCHOOL AND K8 SCHOOL IN WELLEN PARK AND THE SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA
Description
This agreement delineates the site development activities and infrastructure improvements shared by the School District and Manasota Beach Ranchlands LLLP.  These improvements include; stormwater, lift station, road construction and access roads in and around the school sites.
Gap Analysis:
This agreement is needed to ensure effective collaboration during development of critical infrastructure supporting the schools.
Previous Outcomes:
N/A
Expected Outcomes:
The Board approve the agreement as presented
Strategic Plan Goal:
Recommendation:
That the agreement with Manasota Beach Ranchlands LLLP be approved as presented.
Contact:

JANE DREGER   jane.dreger@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

Financial Impact:
N/A
Planning
29.APPROVAL OF CONTRACT TO PURCHASE PROPERTY FOR A FUTURE SCHOOL IN LAKEWOOD RANCH, WATERSIDE DRI
Description
As part of the 2010 School Planning Agreement for the Villages of Lakewood Ranch South Development of Regional Impact (DRI), a twenty plus (20+) acre school site was set aside to mitigate the impacts of the proposed 5,144 residential unit development. With build-out of the now Waterside DRI (fka Villages of Lakewood Ranch South) nearing 75% completion, the purchase of the 20+ acre school site will be needed to serve the future educational needs in this area. The funds for this purchase are in the currently approved 2023-24 capital budget.
Gap Analysis:
Without the purchase of this school site, Tatum Ridge Elementary could not accommodate the growth in this area.
Previous Outcomes:
The Board has previously approved contracts of this nature, as recommended by the Superintendent.
Expected Outcomes:
That the contract to purchase property for a future school in Lakewood Ranch be approved.
Strategic Plan Goal:
Recommendation:
That the contract to purchase property for a future school in Lakewood Ranch be approved as presented.
Contact:

DIANE COMINOTTI    diane.cominotti@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

CHRIS RENOUF   chris.renouf@sarasotacountyschools.net

Financial Impact:
$700,000.00
Risk Management
30.APPROVAL OF THE EMPOWER RECORDKEEPING SERVICES SCHEDULE CONTRACT FOR THE SCHOOL BOARD OF SARASOTA COUNTY, FL 401K PLAN EFFECTIVE MARCH 1, 2024
Description

Prudential Retirement has acted as the School Boards sole provider of the 401(k) plan since 1988 when previous leadership was able to add a 401(k) to the School Board’s voluntary retirement offerings.   In addition to the 401(k), the School Board also offers voluntary 403(b) plans. The 401(k) and 403(b) plans are funded 100% by employee contributions.

 

Effective April 1, 2022, Empower officially acquired the full-service retirement business of Prudential via an acquisition. Empower will be integrating the School Board of Sarasota County Schools 401(k) plan from Prudential’s recordkeeping system to the Empower recordkeeping system effective March 1, 2024.

 

Empower is a recognized industry leader as the 2nd largest retirement plan provider with $1.4T dollars in plan assets administered, 82K plans served, 18M+ participants and the #1 recommended retirement provider.

 

Empower is a leader in the Government Market servicing more than 4,000 plans, $205B in assets, 3.8M participants and a 98.5% client retention rate. 
Gap Analysis:
Empower will be able to provide added services that are not currently available to participants.
Previous Outcomes:
N/A
Expected Outcomes:

The School Board of Sarasota County Florida 401(k) Plan will migrate from Prudential’s recordkeeping platform onto the Empower platform, effective March 1, 2024.

 

The following is not changing:

  • Existing terms and conditions from our services agreement
  • Existing Trust and Custodial Agreements
  • Existing investment option line-up, and Existing fees

 

Once on the Empower system, our plan will have access to a more robust website and new and enhanced services which were not available previously including the following:

  • Point-in-Time Advice
  • Managed Account Service and Advice
  • Financial Wellness Tools (i.e., Cashflow, Budgeting, Savings, Emergency Savings and Student Loan Debt)
  • Comprehensive Financial Planning
  • Existing Trust and Custodial Agreements
  •  Existing investment option line-up, and existing fees
Strategic Plan Goal:
Recommendation:

That the Empower Recordkeeping Services Schedule Contract for the School Board of Sarasota County, FL 401K Plan effective March 1, 2024, be approved as presented. 

Contact:

LYNN PETERSON   lynn.peterson@sarasotacountyschools.net

ALLISON FOSTER   allison.foster@sarasotacountyschools.net

CHRIS RENOUF   chris.renouf@sarasotacountyschools.net

Financial Impact:
N/A
Finance
31.APPROVAL OF THE SUPERINTENDENT'S MONTHLY FINANCIAL REPORT
Description
The Superintendent’s Financial Statements for the month ending November 30, 2023, does not reflect any unexpected trends for the first five months of the 2023-2024 fiscal year.  The negative trend shown in the General Fund will be eliminated with the receipt of property taxes in December.
Gap Analysis:
The presentation of monthly financial statements promotes transparency and provides the Board and community with the results of operations during the fiscal year.
Previous Outcomes:
The Superintendent’s Financial reports are presented to the Board monthly to show the financial condition of the district. 
Expected Outcomes:
The approval of the Superintendent’s Monthly Financial Report.
Strategic Plan Goal:
Recommendation:
That the Superintendent’s Monthly Financial Report ending November 30, 2023, be approved as presented. 
Contact:

VALERIE MAGGI   valerie.maggi@sarasotacountyschools.net 

BONNIE PENNER   bonnie.penner@sarasotacountyschools.net

Financial Impact:
N/A
New Business
32.APPROVAL AND/OR RATIFICATION OF THE BOOKER HIGH SCHOOL VISUAL PERFORMING ARTS (VPA) RENOVATION CONSTRUCTION SERVICES’ CHANGE ORDER
Description

This Change Order (CO) updates the Construction Manager (CM)contract to provide the following:

*Fire alarm price increase, partial subcontractor price escalations, concrete, and masonry constraints.

*Reconciliation of allowance item

*Additional work including dock leveler, storage trailers, mastic at steel columns, upgrades to existing fire alarm devices and panels, sanitary storm and manhole adjustments, unanticipated asbestos abatement and monitoring, and work associated with Architect’s Supplemental Instructions (ASI’s) #001 & 002 and Requests for Information (RFI’s) #173, 209, 219, 347, 353, 354 & 443.

*Time extension (no costs for general conditions for time extension are approved)

*Bonds and insurance

Gap Analysis:

This CO will provide for completion of the project with Substantial Completion anticipated for 3/1/2024 and increase the budget for the project to cover additional scope of work and cost escalation.

Previous Outcomes:
N/A
Expected Outcomes:

 That the Board approved the change order as presented.

Strategic Plan Goal:
N/A
Recommendation:

That the Construction Services CO be approved as presented. Staff negotiated this CO and collaborated with Legal to develop this CO in the amount of $2,500,899.00.

Contact:

JANE DREGER   jane.dreger@sarasotacountyschools.net

JODY DUMAS   jody.dumas@sarasotacountyschools.net

Financial Impact:

$2,500,899.00

33.APPROVAL OF THE NEW JOB DESCRIPTION FOR RIVERVIEW HIGH SCHOOL AQUACULTURE FARM HATCHERY TECHNICIAN
Description

The Aquaculture Farm Hatchery Technician position is designed as high-level support for the Aquascience program. Technician must oversee all aspects of running a fully functional aquaculture facility on a daily full-time and year-round basis, but not limited to hours in the normal school day. Main role is the daily maintenance, husbandry, water quality checks, feeding, and confirming all systems are running at normal operations. The manager must have a strong understanding of water quality.

 

Other roles included but not limited to:

  • Implement gardens, hydroponics, and aquaponics as required and maintain shared relationship with farm project at McIntosh.
  • Order equipment, dry goods, and food as needed researching cost-effective suppliers in conjunction with program staff.
  • Use, set up, and maintenance of specialized equipment including UV sterilizers, Chillers, Nutrient Monitoring devices (Neptune), Calibration of probes, testing equipment and photometers, RO/DI water filtration and all lighting.
  • Maintain current ecosystem designs, update as needed and create plans with staff for future design ideas.
  • Planning and building of aquatics life support systems as upgrades are needed.
  • Ability to maintain hardware and pumps, design, plumb and build systems and any support needed.
  • Must have some general trade skills.
  • Assist with the development of experimental designs for student research projects.
  • Assist with assessing student progress.
  • Communicate effectively with staff, parents, and visitors.
  • Preparation and documentation, renewal of license as needed with the Florida Dept of Aquaculture.
  • Direct working relationship with staff at Mote Marine Aquaculture Park regarding the Snook Enhancement Program in Phillippi Creek and working on future projects.
  • Yearly maintenance as needed on UV sterilizers, Coral bulbs, pumps, koi pond, etc.
  • Creation of Standard Operating Procedures.
Gap Analysis:

The RHS Aquaculture Program directly supports the Aquascience-based Stars to Starfish Program, an Intern program educating young local students on the environmental importance of aquaculture and ecosystems. It supports IB Marine Biology in respect to proper protocol for running lab experiments. The program partners with Mote Marine with its Snook Enhancement Program in Phillippi Creek and it is a full-time breeding facility for several species of marine fish and corals with intended goal of bringing in revenue to the program.

 

The program requires someone onsite 7 days a week and a minimum of a normal 7.5-hour workday, but not limited to these hours.

 

The RHS Aquaculture Hatchery Farm Technician must be a consistent entity at the facility, willing to work late if needed, maintain full-time work schedule during Summer Break as well as all breaks during the school year. Cover off days and be available to deal with any issues that may arise at any time.

 

The current schedule for the position leads to an outside hire at times during the year.  This person is not familiar with the intricacies of the program and does not have a vested interest in the long-term success of the program.  Actual experience is unknown, as is the ability to handle any crisis that may arise. A major crisis could potentially set the program back years. Breeding age fish take years to mature.

 

All these potential issues will not be an issue if the Aquaculture Farm Hatchery Technician is set as a 10 month properly compensated position with an employee willing to work any hours and times needed for the overall success of the program.

Previous Outcomes:

N/A

If approved, this would be a new position to Sarasota County Schools designed to support the Aquascience program by caring for the diverse living organisms at the Aquaculture facility.

Expected Outcomes:
Maintaining a high level of care that can continue at the facility.
Strategic Plan Goal:
·       
Recommendation:
That the Aquascience Hatchery Technician job description be approved as presented.  
Contact:

DANIELLE SCHWIED   danielle.schwied@sarasotacountyschools.net

ALLISON FOSTER   allison.foster@sarasotacountyschools.net

MEGAN GREEN   megan.green@sarasotacountyschools.net

 

 

Financial Impact:
0.4 of an SSP-7 for 2024-2025 is $19,992.80
34.APPROVAL OF THE NEW JOB DESCRIPTION FOR SPEECH/LANGUAGE PATHOLOGIST ASSISTANT PATHOLOGIST
Description
Speech-Language Pathology Assistants (SLPAs) are certified in the state of Florida and fall under the same governing board as Speech-Language Pathologists (ASHA). SLP-As can provide direct therapy to students under direct supervision of an SLP on the same school campus.  An SLP-A would be placed at sites that have a minimum of a full-time SLPs assigned. This would provide an additional option to meet the IDEA requirements for students with Speech/Language related services by a Speech-Language Pathologists. SLPAs would require supervision from a SLP with their Certificate of Clinical Competency and a master’s degree.
Gap Analysis:

There are 68 allocated SLP positions for the 24-25 school year.

·         3.6 positions are currently vacant

·         1.4 positions are filled with current contractors.

          63.0 positions are filled with School Board Appointed SLPs.
Previous Outcomes:
Speech Language Pathology jobs are in critical shortage. Historically, SLP positions have been difficult to recruit and retain throughout the district, requiring a need to contract with outside vendors. During the 24-25 school year, the district has been unsuccessful with filling all the allocated positions despite ongoing advertising for direct hire and recruitment collaboration with Human Resource and 28 contracted vendors bids.
Expected Outcomes:
Providing an additional option to provide service providers for supporting required speech/language services on an IEP will increase the pool of individuals and reduce the possibility of continued vacancies.
Strategic Plan Goal:
Recommendation:
That the new job description of Speech-Language Pathology Assistant be approved as presented. 
Contact:

HEATHER WASSERMAN   heather.wasserman@sarasotacountyschools.net

RACHAEL O'DEA   rachael.o'dea@sarasotacountyschools.net

Financial Impact:
N/A
Board Members Comments/Assignments
Announcements/Comments
Adjournment