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Meeting Date:
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6/22/2018 - 6:00 AM
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Category:
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Facilities and Operations
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Type:
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Info
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Subject:
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George Washington Middle School Cafeteria Renovation Update
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ACPS 2025 Strategic Plan Goal:
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Objective 4.2 Well Maintained Facilities ACPS will ensure that facilities are maintained at high levels and that repair needs are addressed in a timely and efficient manner to support the educational mission and daily operations of the district.
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Funding Source or Fiscal Impact (where applicable)
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File Attachment:
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Agenda Item Summary:
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On May 24 and June 7, 2018, the Board was asked to consider and approve two actions associated with the George Washington (GW) Middle School kitchen-cafeteria renovation project. The first action requested the approval of the contract for construction and installation of the project. The second action requested the approval of a transfer of reserve account funds into the GW Capital Improvement Program (CIP) account to support the contract. On both occasions, the Board raised questions with staff regarding the reason for the difference between what was understood to be the estimated cost of the project ($1.2M) and the actual contract amount ($1.6M). The Board also questioned the timing of and need for the CIP Reserve Funds transfer.
Although the Board has already acted affirmatively to move the GW project forward, staff has prepared this memorandum to review the complex set of circumstances and decisions that resulted in the GW project taking a seemingly long three-year journey to complete. The memo will hopefully clarify for the Board that at the core of the impression of error was a disconnect between the Board’s expectations of the original concept design (and associated funding), and what became the final design and engineering requirements, as well as the impact of School and Nutrition Services (SNS) funding limitations. Staff’s delays in reporting new information and unanticipated project costs exacerbated this impression. This memo focuses primarily on the timeline of actions taken versus specific procurement cost factors.
Finally, the memorandum offers lessons learned for bridging the gap of future work. Coordinating and communicating complex issues, both internally between various ACPS offices with different financing streams and responsibilities is key. Interface with the Board in the face of changing assumptions is equally significant. A successful delivery of the GW kitchen-cafeteria renovation is currently underway with an anticipated opening for the start of school year 2018-2019.
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Background:
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Recommendation:
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The Superintendent recommends that the School Board receive the presentation on the George Washington Middle School kitchen/cafeteria renovation project.
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Approvals:
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Recommended By:
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Signed By:
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Final-Clerk of the Board - Proxy
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