FACILITIES OPTIMIZATION STUDY/ RECOMMENDATION FOR APPROVAL Sarah Robinson Chin, Director of Strategy November 21, 2019
FACILITIES OPTIMIZATION STUDY/
RECOMMENDATION FOR APPROVAL
Sarah Robinson Chin, Director of Strategy
November 21, 2019
Objective and Overview
Provide a recommendation for Board approval, through the General
Purchasing Report, on the vendor for the Facilities Optimization Study.
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Review purpose of the Facilities Optimization Study (FOS)
Discuss integration in the Portfolio Planning Process
Highlight the FOS selection team and process
Review the final recommendation and next steps
Vision and Mission
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Mission
IPS empowers and educates all students to think critically, creatively,
and responsibly, to embrace diversity, and to pursue their dreams with
purpose.
Vision
IPS is a family of excellent public schools in which every student has the
opportunity to succeed and the power to create their own future.
Alignment to Strategic Priorities
4 Sustainable Finance & Operations
• Design and implement an annual portfolio planning process that is inclusive of innovation and traditional schools.
• The planning process utilizes performance, financial, enrollment, utilization and equity data to drive transparency, community conversations and decision-making.
• Complete an IPS Facilities Optimization Study.
Facilities Optimization Study
5 Main Goals
Building inspection — HVAC, roof, etc., to assess deferred maintenance
Space and utilization assessment
Creation of a capacity formula
Academic programming suitability assessment
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For all IPS-owned facilities …
Portfolio Planning Cycle
6 Illustrative IPS-Led Annual Cycle
• Identify need for annual
process
• Determine desired
outcomes, guiding
principles, and needed
data inputs
• Begin gathering needed
data
Ongoing
Needs assessment via data gathering
and analysis
Define available resources and
possible actions
Model and explore scenarios; narrow
options via lenses and against outcomes
Recommend changes and define implications
Monitor progress against desired
outcomes
Draft plan, share decisions and
support schools and communities
• Identify need for annual process
• Determine desired outcomes,
guiding principles and needed
data inputs
• Begin gathering needed data
Start-up
Facilities Optimization Study Selection Team
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Scoring Team Members Non-Scoring Team Members
Sarah Chin (Strategy & Planning) Mike Brink — FBDC
Daria Parham (Principal) Deb Kunce — CORE planning strategies
Jessica Dunn (Academics)
Robert Glaspy (Operations — Tech)
Evan Hawkins (IPS Commissioner)
Scott Martin (Chief of Operations)
Paul Riley (Director of Facilities)
Jamie Vandewalle (Chief of Portfolio)
Ahmed Young (Chief of External Affairs)
Weston Young (Chief of Finance)
Selection Team Process
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Nov. 8
Nov. 1
Oct. 25
Oct. 11• Bids were due
• Team began review
Team met to align on questions
• Final scores were due
• Candidate shortlist developed
• Final Interviews conducted
• Team revised scores
Recommendation: MGT Consulting
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Brings a national perspective but
supported by a local office1
Success leading similar projects in other
urban districts2
High-value proposal with controlled cost
and team size3
Required Action
Accept administrative recommendation and approve
MGT Consulting as our selected vendor
Authorize administration to proceed with finalizing
terms and agreement with MGT Consulting for
execution of the study to include:
1) the building consulting services described in the RFP
2) a term to begin on Nov. 30th, 2019, to continue
through September 30th, 2020.
3) A cost to IPS not to exceed $611,662.13 dollars
10 What are we asking from the Board in November?
Timeline
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School building inspections will begin in late
December
IPS coordinates school site visits, ensuring
inspections do not impact learning time
Kickoff meeting in late November with
Executive Leadership Team
Full data will be available to IPS on May 1, 2020
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1 Strategic Communications Strategy
2 Managing the Process
Next Steps