January 12, 2021
Agenda- January 12, 2021 Time Issue Action Lead 6:00pm Roll Call Vote/ Chair Botstein Approval of agenda Information 6:05pm Approval of minutes Old Business: Information - Update on Remote Learning Committee Chairs 6:15pm New Business: Information - Update on Onsite Learning 6:30pm Committee Reports and Discussion Information, ❖ Executive Votes 7:15pm ❖ Finance 8:00 pm ❖ Development Information ❖ Academic Information ❖ Governance ❖ Transition ❖ DEI (subcommittee) Finance votes -Budget Forecast -Onsite Learning Facilitation -Website Redesign -BiPolar Ionization -HVAC Building Management Systems -Rooftop Unit (RTU) Replacements Closed Session -Personnel Matters -Law or Court Order Adjourn This meeting is governed by the Open Meetings Act. Please address any questions or complaints arising under this meeting to the Office of Open Government at [email protected]. Bylaws Next meeting: ● February 9, 2021
December 30, 2020 Call to Order The meeting of the Two Rivers Board of Trustees started at 9:17am via Zoom. Board Members Clara Haskell Botstein, Chair Present Justin Valentine, Vice Chair Absent Ali Khawar, Secretary Present Saumil Shah, Treasurer Present Kimberly Eddings, Trustee Absent Malik Husser, Trustee Absent Anne Lackritz, Trustee Present Anne McElwain, Trustee Absent Lucas Pipes, Trustee Present Nick Rodriguez, Trustee Present Eli Schlam, Trustee Absent Matthew Steenhoek, Trustee Absent Penelope Talley Thornton, Trustee Absent Reem Labib Tyson, Trustee Present Aswathi Zachariah, Trustee Present Kristina Kyles-Smith, Executive Director and Ex Officio Present Others Present Aurora Steinle, Chief of Staff Michelle Kimso, Executive Assistant Closed Session The Board of Trustees voted to move to Closed Session to discuss matters involving alleged criminal misconduct that was the subject of an ongoing investigation, which may be harmed by public disclosure. Adjournment After returning to Open Session, the Board meeting adjourned without further discussion at 9:34am.
Submitted by: Prepared by: Ali Khawar /s/ Michelle Kimso /s/ Secretary Executive Assistant
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 7, 2021 SUBJECT: Remote Learning Update _ ___________________________________________________________________________ BACKGROUND/CONTEXT: The first semester of the 2020-21 school year is coming to a close, and as such, we want to share some updates and learnings from our semester of remote learning. EXECUTIVE SUMMARY: This fall, we launched a thoughtful and robust remote learning plan (links below), building on the lessons learned from our rapid pivot to remote learning last March and in alignment with our guiding principles developed in the spring: Health and Safety; Equity and Access; Empowering Families; Connection, Joy, and Hope; and Continuity of Learning. Some key changes that were made relative to remote learning in the spring were: ● Implementing a consistent attendance and engagement policy for remote learning ● Assessment and grading across the network ● Virtual observations, feedback, coaching and professional development for staff ● On-site evaluations for students who were recommended for special education Additionally, we distributed hundreds of bags of instructional materials and supplies to students in order to aid in their virtual instruction such as novels, workbooks, textbooks, math manipulatives, and dry erase boards. We have been able to monitor numerous data points to assess the implementation of our program, and have some clear wins as we move into the second semester: ● We have consistently had 95% or higher attendance across our campuses
● The percentage of students who engaged in at least 75% of their live instruction has consistently been above 80%, despite competing family demands and challenges ● Since optional, virtual clubs launched at both elementary campuses, we have had 60 to more than 100 students participate weekly ● We have been able to increase attendance to related service sessions (ie. counseling, speech, physical and occupational therapy) from a low of 73% to over 90% As we begin to look toward second semester, there are a few minor changes we are looking to make in order to strengthen the experience for our students: ● At the middle school, we will be adjusting the schedule in order to reduce the number of asynchronous blocks during the day, thus shortening the virtual school day for students. This will not impact the amount of time students have with teachers. ● At the elementary school, we will be cutting the class sizes for Spanish and physical education in half in order to increase engagement. In addition to refining our remote learning program, we will also be launching learning hubs to provide additional supervision and support to students onsite, as well as piloting onsite instruction for our preschool students. RECOMMENDATION/RATIONALE: N/A ACTION: N/A ATTACHMENTS: Elementary Remote Learning 3.0 Plan Middle School Remote Learning 3.0 Plan
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 7, 2021 SUBJECT: Onsite Learning Opportunities in Q3 of School Year 2020-21 ___________________________________________________________________________ BACKGROUND/CONTEXT: Two Rivers is using a consistent framework in School Year 2020-21 to inform decisions about onsite learning. In both the first and second quarter, that framework helped us decide to remain fully remote. In December 2020, we considered local and national public health information and recent feedback from families and staff about their experience with our current program and preferences for onsite learning and again determined that Two Rivers will continue with remote instruction through the end of our third quarter on March 26, 2021. This decision reflected the reality that little had changed in our health context since August and again prioritized the voice, health, and safety of our entire
community, while minimizing disruption to our students' education and allowing us to focus on providing a robust remote learning program for all of our students. Based on feedback from over 280 Two Rivers families responding to our survey, we know that for a majority of our families (63%), this approach matches current learning preference and reflects families’ continued focus on safety. As we continue to deliver and strengthen a Two Rivers remote program that is accessible and engaging, our intention remains to implement a deliberate on-ramp to learning onsite with new and varied options offered in our third quarter. EXECUTIVE SUMMARY: In the third quarter, while remaining largely remote, Two Rivers will offer a targeted set of in-person opportunities as a part of our work to build our on-ramp to in-person. First, Two Rivers will continue to offer opportunities for students in need of special education assessments and students receiving some special education services the opportunity to come onsite for those supports. In the second quarter, Two Rivers served approximately 2-5 students each week onsite through these opportunities. We anticipate a slight increase in these numbers in Q3 as new services like audiology are added. Second, Two Rivers will additionally continue to offer staff who are comfortable working onsite the option to set up opportunities for small groups of students to connect and socialize. We kicked off this option in October 2020 with a Jam Session for 25 students and families. While we have had limited uptake from staff, we currently have a process for sign-up and protocols for safety in place. Next quarter we will grow our capacity for small, specialized onsite activities in three significant ways: Learning Hubs On January 21, we will launch “Learning Hubs” through a partnership with AlphaBEST, our before and aftercare provider. AlphaBEST will initially support remote learning onsite at Young in three classrooms for Two Rivers students who are not finding success remotely. Each classroom can support up to nine students and will be led by two AlphaBEST staff members. Thus far, we have
reached out to nearly fifty K-8 families identified for support by school teams. We have registered nearly twenty students for the available 27 spaces. Preschool 3 (PS3) Instruction Two Rivers will launch a new onsite opportunity for PS3 families early in our third quarter (anticipated Feb. 1, 2021). We have identified a PS3 teaching team (leader teacher + assistant teacher) comfortable with teaching onsite at both the Young and 4th St. campuses. Each campus will pilot a slightly different model to serve a total of approximately 27 students onsite across the two campuses: 4th St. Pilot - Onsite Focus Model One teaching team will teach in-person four days per week. To maximize their reach, they will support two nine-person crews for two days each week for a total of 18 students learning onsite. Students will have two full days of onsite instruction each week and three days of asynchronous instruction developed by the teaching team and other PS3 teachers. To maintain crew relationships, students in the current crew of remote teachers who elect in-person will be prioritized for the 18 spaces available onsite. Remaining seats will be allocated based on need to students from the other two PS3 crews at 4th St. Students in the current crew who elect “remote” will be moved to another crew --- however, based on family outreach and survey data, we anticipate this will only impact two students. Those students will have the option of continuing to check in weekly with their current teachers. Young Pilot - Split Crew Model One teaching team will teach in-person two days per week and remotely two days per week. The teachers will maintain their current crew, with a roughly 50% split of interest in remote vs. in-person instruction (9 students learning remotely; 9 students learning onsite). Students will have two full days of synchronous instruction with their teachers each week and three days of asynchronous instruction (they will have the same balance of synchronous and asynchronous time as in previous quarters). No remote students will be disrupted other than small scheduling adjustments. Onsite Office and Classroom Access for Remote Instruction Two Rivers will offer interested staff an opportunity to work and/or teach remotely using Two Rivers offices and classrooms. We anticipate this opportunity will help increase staff comfort onsite
and potentially increase Two Rivers’ competency with hybrid instruction where teachers are onsite and students are remote. These onsite additions are targeted to meet the areas of greatest need for in-person support that have been identified by families and staff: Students who are not engaging successfully while remote and our youngest learners. We anticipate learning from these opportunities in ways that may lead to increasing their scale or adding new opportunities onsite in Q4. BUDGET SNAPSHOT: We anticipate additional costs in several areas to support this work: 1) Staffing - Learning Hubs are staffed by an external partner, AlphaBEST, at a cost of approximately $200 per student per week. Currently, we plan to serve up to 27 students between Jan. 21-Jun. 18, 2021, and could potentially increase our scale from 27 to 54 in Q4 (which begins in late March). 2) COVID-19 Testing - We currently anticipate relying on the District’s onsite COVID-19 testing pilot to provide free testing services for surveillance testing of students and staff. However, in the event this pilot is determined to be inadequate and we are unable to access another free resource, there may be testing expenses associated with the onsite learning opportunities. 3) Health & Safety Supplies - Additional supplies needed to support these opportunities have already been included in the SY20-21 Budget Forecast, and include sanitizing materials, individualized classroom supplies, increased cleaning costs, and facilities upgrades. RECOMMENDATION/RATIONALE: We continue to structure opportunities for students to experience joy and receive in-person support onsite where feasible. Our overall approach in Q3 will remain the same: Do what our staff, families, and context tell us is safe while doubling down on a robust remote option that we know is vital for all students right now. We will also continue to ensure that every opportunity will remain optional for staff and students. You can find a summary of the survey insights from staff and families and our plan for the third quarter h ere. ACTION:
No action needed. For Discussion Only. ATTACHMENTS: Family and Staff Survey Data Highlights - Dec. 2020
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 5, 2021 SUBJECT: Development Report ____________________________________________________________________________ PURPOSE: For informational and discussion purposes. EXECUTIVE SUMMARY Giving Tuesday Financial Update As part of our fall fundraising campaign, Beyond the Basics, we raised $26,135 during our Giving Tuesday sub-campaign. We are grateful for a Two Rivers donor who gave a $10,000 matching challenge grant. Every person who donated on Giving Tuesday had their donation matched dollar-for-dollar. This brings our total fundraising for Beyond the Basics to $53,020 this year. Our goal this year was to raise $50,000, and last year we raised $48,860. End-of-Year Giving Our next fundraising push with Beyond the Basics is end-of-year giving. We will be circulating our message through Two Rivers platforms in the coming weeks, and this will include targeted emails to our donor community, our larger Two Rivers community, and through social media. Neighbor in Need As of now (December 15), we have raised $16,900 for our Neighbor in Need campaign, a part of Beyond the Basics. This year we introduced Neighbor in Need as a result of COVID-19 and the challenges and hardships that some of our families are facing. We have distributed $11,856.49 of Neighbor in Need funds this year, which includes purchases of clothing, gift cards to grocery stores, and other ways that we can show that “We Are Crew.” Capitol Hill Community Foundation Several Two Rivers teachers received funding from the Capitol Hill Community Foundation to support reading and school-day clubs. The staff members who received grants for reading will be working with another Capitol Hill organization, Solid State Books, to deliver age-appropriate reading materials to
students and families. The staff members who received funding for school-day clubs will be launching those to help students build and maintain relationships while they complete work online. Funding totaled about $8,500; this year’s CHCF saw significantly increased requests, which means that applicants received less than in years past. Essential Supplies Shopping at Target This year, we solicited a donation from Target Ivy City for $1,000 to use toward winter weather clothes and other essential supplies for our families in need. Our development team was able to leverage this donation from Target to raise an additional $4,000 from our community of donors for this need. On November 30, Two Rivers staff members gathered at the store for a big shopping day for these families. Altogether, we purchased items (coats, gloves, socks, underwear, sweaters, and essential items) for 5 9 families, an increase from last year when we were able to buy supplies for 30 families. Additionally, this year, we had the funds to welcome 10 parents in need to Target for a $200 shopping trip. Our partnership with Target Ivy City is growing, and we are grateful for our relationship with John C. Philliams, the store manager. He has been a year-round donor and steps up to support Two Rivers when we need him. Additionally, a Two Rivers parent and owner of Uncloudy Studio, Jolie Joswick, gave bouquets of flowers to the parents and Target staff present. Here are some photos from our Target shopping trip. The first photo shows Jolie giving a bouquet to John C. Phillips, the store manager. The second photo on the top row is Jolie, Dr. Kristina, Kirby (a community partner), and John. The bottom photo shows John with some of our Two Rivers community members who came to help shop for our students and families in need. One of the individuals in the bottom photo is Kevon King, a founder of T he Village DC, located in the Union Market district. Keyvon is a longtime community partner for Two Rivers, and helps with our first grade learning expedition, economics, and talks with students about being a business owner and how to run a business that is profitable but also helps to grow and serve the community.
My High School Search We solicited and received a $5,000 donation from our internal donor community to support the My High School Search program at the middle school. ATTACHMENTS: Email from Target Target thank you C: Tricia Eisner, Director of Development Alex Mackey, Manager of Foundations and Grants
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 5, 2021 SUBJECT: DC School Report Card Memo 120720 ____________________________________________________________________________ EXECUTIVE SUMMARY: On December 3rd, the Office of the State Superintendent of Education (OSSE) released its 3rd annual School Report Card. Similar to the School Quality Reports released by The Public Charter School Board (which were not released for 2020 year due to COVID), OSSE's School Report Card seeks to provide transparency across the District in terms of each school's performance. BACKGROUND/CONTEXT: In 2019, our 4th Street Campus (PS-8) received 4 out of 5 stars, and our Young campus (PS-5) received 3 out of 5 stars. Due to the lack of spring 2020 assessment data, the School Transparency and Accountability Report (STAR) ratings - on which the DC SChool Report Card is based - were not updated for this year’s report card and thus remain the same from last year. Additionally, OSSE has submitted a waiver to the U.S. Department of Education so that STAR ratings and frameworks will not be calculated for the 2020-21 school year. The STAR Framework measures how the school is supporting the performance of each student group (Black, Asian, Hispanic, At-risk, Native Hawaiian/Pacific Islander, Two or More Races, English Learners, Students with Disabilities) in each metric. Those metrics include: ● Proficiency on PARCC in both ELA and math (grades 3-8) ● Growth toward proficiency in ELA and math (grades 4-8) ● Performance on the Classroom Assessment Scoring System (PS-PK) ● Attendance ● Re-enrollment As with the PCSB School Quality Reports, it is important to remember that the DC School Report Card and STAR Framework measure only part of what we think is critical for students: mastery of knowledge and skills, character development, and the ability to produce high quality work. There are many components of success for our students that are not included, like our implementation of
expeditions, our focus on critical thinking, and the strong positive culture in our classrooms and schools. ATTACHMENTS: You can find the DC School Report card for 4th Street (including the middle school) h ere and the report card for our Young campus h ere. C: Kenneth McCants-Pearsall, Chief Academic Officer
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: 01/07/2021 SUBJECT: Financial Materials ____________________________________________________________________________ PURPOSE: The purpose of this presentation is to provide an update on the current status of our budget, give an overview of the proposed re-forecast and call for a vote on the proposed updates to the budget. BACKGROUND/CONTEXT: Annually, the Two Rivers Board of Trustees is required to engage in a budgeting process for the organization. This budget process includes a fall/winter reforecast of the budget. Most often, the re-forecast is done to account for any changes in our revenue and expenditure. The 2020 - 2021 school years have brought unprecedented change to the way our organization operates, including moving all instruction remote and reducing daily occupancy in our facilities. Two Rivers leadership team has reviewed student enrollment, contributions, other revenue, and expense accounts and have made the necessary adjustments to both revenue and expenses. EXECUTIVE SUMMARY: The Two Rivers Leadership has completed a re-forecast of the budget and was able to accommodate all instructional, staffing, facilities, and programmatic expenses with our current expected revenue. According to TRs original budget, we expected $22,883,092 in revenue. Two Rivers met its overall enrollment goal and serves a total of 974 students. However, after our reforecast, our expected revenue has decreased by $21,000. This shortfall is mostly due to lower Special Education enrollment, reduced private funding, and fees that will not be collected because of the pandemic. Most of the shortfall was offset by a $500,000 SOAR Grant that was carried forward from the prior fiscal year and additional interest revenue on Two Rivers Support Corp loan after the bond closing.
According to TRs original budget, we expected $4,518,330 in expenditure this school year. However, our expenditures were reduced by $1,000,000. This decrease was driven by several different reductions. First, due to the delayed refinancing and lower interest rate, Two Rivers incurred a lower than expected bond interest expense. We also incurred savings in occupancy cost and student and staff food & field trip expenses because of the school closure. It is important to note that these savings have been reallocated to costs (e.g., office supplies and hotspot fees) incurred for remote learning. Additionally, we are pursuing other revenue sources made accessible to cover COVID-19 and remote learning expenses. These sources include additional stimulus funds (not yet factored into this budget reforecast) and newly announced r eimbursements for onsite learning from the Mayor’s Office. RECOMMENDATION/RATIONALE: Two Rivers recommends approving the budget reforecast. ACTION: Requesting approval for the FY 20 - 21 Reforecasting budget. ATTACHMENTS: November 2020 Financial Update Reforecast Budget Presentation Slides Reforecast FY 20-21 Budget November 2020 Management Statements
_____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 5, 2021 SUBJECT: Contract Recommendation for Onsite Learning Facilitation _ ___________________________________________________________________________ EXECUTIVE SUMMARY: Two Rivers requires a contractor to facilitate remote learning onsite during school hours (“Onsite Learning Facilitation”) during the COVID-19 pandemic. Onsite learning has been identified as a critical Tier III strategy to support students whose attendance and academic data in SY2020-21 indicates that additional support is needed. Eligible students have been identified by school leadership teams based upon student academic data and insights gathered through family engagement. BACKGROUND/CONTEXT: The chosen contractor will employ qualified staff to support a structured remote learning experience onsite and supervise activities like meals, recess, and bathroom breaks. Two Rivers staff will still provide the remote instruction, students will continue to learn on Two Rivers devices, and Two Rivers will provide meals onsite. The contractor will have the operational expertise to maintain a safe environment that follows the health and safety guidelines set by DC Health and the Office of the State Superintendent for Education (OSSE), as well as the applicable COVID-19 protocols established by Two Rivers. In addition to meeting all COVID-19 related requirements, the contractor will comply with standard local requirements related to background checks and other safeguards. While the scope of the need may vary, Two Rivers anticipates that the contractor will launch with a total of 27 students across three “Learning Hubs” (9 students in each) serving grade bands K-2G, 3G-5G, and 6G-8G from across Two Rivers’ three schools. Classrooms will be staffed by two adults and each site will have a designated site manager. In the event that demand exceeds 27 students, Two Rivers may expand the scale of Learning Hubs to serve additional students.
RECOMMENDATION/RATIONALE: AlphaBEST Education, Inc., partnered with Two Rivers PCS for the 2019-2020 school year to provide before and after care to Two Rivers students. Services were provided at a cost to families but at no cost to the school. Over the course of the year, AlphaBEST pursued an OSSE license to provide child care on site at Two Rivers; this license, which took more than 10 months to acquire and has finally been approved, allows AlphaBEST to accept OSSE childcare vouchers, reducing the cost of their services to families. Two Rivers wishes to cover families' costs during this pandemic, including the cost of the onsite learning facilitator. If Two Rivers were to contract with a vendor who is not eligible to accept vouchers (which cover about 60% of the daily costs for eligible families), the school would incur a significantly larger financial burden in trying to support families. AlphaBEST is the only contractor currently licensed by OSSE to provide care on Two Rivers' sites, and any other contractor pursuing licensing would not be eligible for approximately one year. This makes AlphaBEST uniquely positioned to provide the urgent care at the cost we need during this pandemic. Two Rivers intends to contract to pay AlphaBEST for their services in any amount that exceeds what vouchers cover. In addition to the cost savings, AlphaBEST is familiar with Two Rivers students, staff, families, and pedagogical approach, and they have unique experience from having successfully provided child care to the families of essential workers and other DC residents this summer on behalf of the Government of the District of Columbia. SOLE SOURCE PROCESS: A notice of intent to enter a sole source contract was issued on November 27, 2020. Advertisements were placed in the DC Register, Washington Post, and Washington Informer. ACTION: (D escribe the intended/requested outcome) Requesting approval for contracting with AlphaBEST to provide Onsite Learning Facilitation for $30,000 - $145,800. Two Rivers is estimated to have a savings of XX due to school building closure. Although we have These funds will be allocated from savings accrued from building closure. ATTACHMENT: Alphabest contract
C: Aurora Steinle, Chief of Staff Liz Riddle, Business Program Associate
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 5, 2021 SUBJECT: Contract Recommendation for Website Redesign _ ___________________________________________________________________________ EXECUTIVE SUMMARY: Two Rivers is exploring an overhaul of its two websites (tworiverspcs.org and learnwithtworivers.org) to achieve the following: 1. Fuller engagement with families: Currently, 40% of visitors to the school’s website access it on mobile devices. Experts predict that this number will rise. We need a website that is easy to navigate on smaller screens. For our web traffic (~100 visits/day) to grow, we need a school site with easy navigation, full accessibility (W CAG compliance) , a nd one-stop links to a parent communications platform (ParentSquare) and student portal (Clever) 2. Establish Two Rivers Learning Institute digital presence: Not only does TRLI need an elegant digital home, but it also needs enhanced functionality, specifically the ability to offer online registration for courses and onsite visits, to search and visitors the ability to curate content on a learning management system (LMS) 3. Integrated branding between two URLs: The websites of the school and institute must be tightly connected in form and content. The Two Rivers brand depends on this. Currently, the sites reside on two different platforms and do not conform to the same branding guidelines. 4. Fresh, attractive look: The school and institute websites feel dated and do not have some commonplace features in education websites - homepage filled with vignettes, immersive auto-load videos, “infinite scroll,” and infographics. BACKGROUND/CONTEXT: Two Rivers currently contracts with Finalsite who has served as our web developer and host since appx 2016. Our annual current cost is appx. 8k per year.. Two Rivers issued a request for proposals on October 15, 2020, and placed advertisements in the DC Register, Washington City Paper, and Washington Informer. We received proposals from the
following vendors: Finalsite, Lincoln Square Group, Edlio, Apptegy, Beehively, Ego Detroit, vTech Solution, Field 1 Post, and Kyyba. A committee of three people met to review all proposals and consider the following criteria: 1. Experience within the educational landscape 2. Project management expertise 3. Technical expertise 4. Strength of references 5. Competitiveness of price point 6. Future maintenance options RECOMMENDATION/RATIONALE: Proposals fell into two main categories: firms with their own proprietary Content Management System (CMS) and those relying on the open-source platform, WordPress. We interviewed three candidates, two with their own proprietary CMS and one using WordPress. The companies with their own CMS were specialists in the school terrain and thus had products that were easy to use, but they were ill-equipped to understand and build for Two Rivers Learning Institute deeply. Moreover, their yearly maintenance costs were fixed and relatively high. The proposal submitted by Lincoln Square Group and their partner, Buoy, offered a timeline that would invest upfront in understanding our needs and telling our stories on two customized sites built on the flexible WordPress platform. Since WordPress is open-source, tech support is widely available should we choose to hire their independent developer or source another. We expect a project end date of mid-May. BUDGET: The development phase of this project is estimated to cost $49,600. One half of the development cost ($25,000.00) of which will be funded through grant dollars allocated to the Two Rivers Learning Institute in our Assessment for Learning (ASL) Grant. The remaining funds will be reallocated from an OSSE SOAR Combined Funding grant; at this time, about $120,000 of this grant’s budget is allocated for technological uses. Maintenance costs are estimated at $6,000 (tech support, plug-in licenses, hosting). ACTION: (Describe the intended/requested outcome)
We are requesting approval for contracting with Lincoln Square Group to provide Website Redesign services for both Two Rivers PCS and the Two Rivers Learning Institute. ATTACHMENTS: Website Redesign Slide deck Lincoln Square Group Proposal C: Khizer Husain, Director of External Relations Dion Wiltshire, Senior Director of Finance Liz Riddle, Business Program Associate
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 11, 2021 SUBJECT: Contract Recommendation for BiPolar Ionization _ ___________________________________________________________________________ EXECUTIVE SUMMARY: Two Rivers is installing bi-polar ionization (BPI) to upgrade its HVAC system in its existing three facilities. In response to the public health crisis, Two Rivers completed clean air building assessments on the facilities in July 2020. The BPI installation is a direct recommendation from these assessments. BPI is an indoor quality method that cleans the air by neutralizing pathogens within the HVAC system. Two Rivers will install BPI into the systems' variable air volumes (VAV) and fan coil units (FCU) to neutralize pathogens and clean the air through the system sections. This installation approach minimizes the circulation of viruses throughout the entire HVAC system. Two Rivers contracted with the MEP engineering firm, Engenium, to provide technical support with developing the installation scope of work through the project's commissioning. Engenium Group served as the MEP for the new middle school project. We issued a request for quotes on November 13, 2020. Advertisements were placed in the DC Register, Washington City Paper, and Washington Informer. We also solicited quotes from our existing HVAC service vendor, vendors who installed BPI for two other charter schools, and the HVAC vendor working on the new middle school project. BACKGROUND/CONTEXT: We received quotes from three vendors: ABM, ProAir, and WL Gary. The quoted price ranged from $135,661 to $159,474. Before submission, all vendors were provided the drawings and required to do an on-site inspection of our system. After reviewing the proposals with the Engenium Group, Two Rivers recommends contracting with WL Gary to install the BPI. Proposals were rated by a rubric that considered cost, company experience, and product quality. ABM was eliminated due to an incomplete submission, which offered the lowest price of $135,661 but failed to represent the
RFP's full scope of the work. ProAir and WL Gary have a proven industry track record of providing a quality product, therefore the deciding factor cost. The WL Gary bid was the lowest. WL Gary is our current HVAC service vendor, and we are satisfied with the quality work and the service team's responsiveness. BUDGET: According to the most favorable proposal, the cost to install BiPolar Ionization in our three existing buildings will cost $157,500. This expense will be covered by the 1.2 million dollars available after refinancing of the bond. RECOMMENDATION/RATIONALE: Two Rivers recommends contracting with W.L. Gary. ACTION: Requesting approval for installing BiPolar Ionization for $157,500. ATTACHMENTS: W.L. Gary Proposal C: Gail Williams, Director of Operations Dion Wiltshire, Senior Director of Finance
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 5,2021 SUBJECT: Sole-Source Sole-Source Contract Recommendation to upgrade the HVAC Building Management Systems _ ___________________________________________________________________________ EXECUTIVE SUMMARY: Two Rivers is upgrading the HVAC Building Management Systems (BMS) at its 1227 and 1234 4th Street facilities. The system upgrades will allow for web based remote system management of our HVAC system and create real-time trouble alerts and system assessments. A notice of intent to enter a sole-source contract was issued on November 13, 2020. Advertisements were placed in the DC Register, Washington Post, and Washington Informer. BACKGROUND/CONTEXT: The i nstallation of the current Trane B MS systems occurred over six years old and likely to have been installed during the original build. Compared to the latest Trane’s BACnet Energy Management System (EMS) technological advances, both systems have limited capabilities, including an inability to manage and monitor systems remotely. A sole-source contract was required because Trane’s BACnet EMS is proprietary and designed to manage the facilities’ HVAC units. The decision to upgrade resulted from a request of our current HVAC service vendor, W.L. Gary, to conduct a service assessment of our existing systems and recommend systems that will increase our facilities management team’s ability to effectively and efficiently manage our growing infrastructures. BUDGET: The cost of upgrading the HVAC BMS at our 1227 and 1234 4th Street facilities is estimated to be $57,363. This expense will be covered by the 1.2 million dollars available after refinancing of the bond.
RECOMMENDATION/RATIONALE: Therefore the recommendation is to use W.L. Gary, a certified service provider of the TRANE System, to perform the work. C ontract with W.L.Gary for the upgrade to the HVAC Building Management Systems. ACTION: Requesting approval for the contract for W.L. Gary for $ 57,363. ATTACHMENTS: 1234 4th Street Proposal 1227 4th Street Proposal C: Gail Williams, Director of Operations
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith , Ed.D, Executive Director DATE: January 5, 2021 SUBJECT: Contract Recommendation for Rooftop Unit (RTU) Replacements _ ___________________________________________________________________________ EXECUTIVE SUMMARY: Two Rivers is replacing two rooftop units (RTU) at 1227 4th Street NE. According to Two Rivers Capital Projects Schedule, both units were to be replaced by FY23. We are moving the schedule up to leverage the bond financing and upgrade our HVAC systems as we improve our infrastructure system to meet the new demands to improve the facility’s air quality. A request for proposals was issued on November 13, 2020. Advertisements were placed in the DC Register, Washington City Paper, and Washington Informer. The RFP was also sent to WL Gary, our current HVAC service vendor. BACKGROUND/CONTEXT: Two Rivers received proposals from one vendor, W. L. Gary. The proposal offered replacement units that tie into our existing system. This project’s lead time is 10-12 weeks; therefore, we anticipate installing these units by April 2021. W. L. Gary is our current HVAC service maintenance provider and certified to perform this scope of work. BUDGET: The cost of replacing the HVAC RTU Units at our 1227 4th Street facilities is estimated to be $132,759. This expense will be covered by the 1.2 million dollars available after refinancing of the bond. RECOMMENDATION/RATIONALE: Two Rivers recommends contracting with W.L. Gary.
ACTION: Requesting approval for the rooftop replacements for $132,759. ATTACHMENTS: The W. L. Gary Proposal C: Gail Williams, Director of Operations Dion Wiltshire, Senior Director of Finance
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