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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Click here to type

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