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● Maintenance○ Strong emphasis continues with developing a comprehensive preventive maintenance program. ○ Capital major maintenance project bundles should be out for bid by December - January time

frame and fully encumber almost all of the current funding for major maintenance.

● Transportation○ Average daily absences are down by almost 60% over last year this time; however, driver

vacancies for the same time period are higher by about 50%.○ Retention and recruitment remain challenging and continue the need for planned second waves.○ The amount of students actually arriving in the morning after the bell is about 12%.○ Late departures from schools in the afternoon and driver shortage are the primary reasons for

students returning home later than planned in the afternoon.

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● All Cooling Towers have been cleaned and all have negative legionella test results.

● CCPS and WCI are conducting weekly tower-water chemistry dosing and monitoring. All tower chlorine levels are above 1 part per million.

● All repairs identified by WCI in July have been completed. WCI has identified 4 more pumps. Awaiting proposal from WCI so repairs can be made.

● HVAC Preventive Maintenance Contract Solicitation is expected to close Oct. 8, 2019. Once awarded in November, purchase orders will be created for all HVAC PM by zones to successful contracts.

● PM Program Manager Position has been advertised. Selection process target completion by mid-October.

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● From January 2017 until July 2019, BOS preventive maintenance actions were tracked using a Google tracking sheet and monitored by the FSS Staff. During this time frame there were a total of 17 categories including HVAC, plumbing, EHS, electrical, and grounds that included over 40,000 inspections. Of those inspections, 1,500 were for HVAC.

● In June 2019, Facilities implemented the School Dude Module to schedule and track BOS and Day Porters PM tasks. This effort resulted in over 10K work orders generated, of which almost 8K were completed between June and September 2019. These work orders included:

○ Required PMs to be performed by BOS.○ Day Porter non-routine cleaning.

● Remaining PM tasks for all trades will be entered into the School Dude Module starting in October with a target completion date of Nov. 30, 2019.

● Second AMPP event starts Monday Oct. 7, 2019 at Midlothian Middle to handle deferred work orders and support preventive maintenance efforts.

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HVAC - Refrigerant Change

Chiller/Cond Unit

December 2019

● Spring Run ES

● Wells ES

● Hopkins ES

● Meadowbrook HS

● E Davis MS

HVAC Critical Towers

December 2019

● Providence ES● Wells ES● Weaver ES● Curtis ES● Hopkins ES● Ecoff ES● Woolridge ES● Alberta Smith ES● Clover Hill ES● Ettrick ES (repair only)

HVAC - Pneumatics

January 2020

● Bird HS

● Carver Ms

● Grange Hall ES*

● Swift Creek ES

*Being evaluated for inclusion.

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HVAC - Water Source Heat

Pumps (WSHP) Bundle 1

December 2019

● Crenshaw ES

● Jacobs ES

● Wells ES

● Weaver ES

● Curtis ES

● Hopkins ES

HVAC - Water Source Heat

Pumps (WSHP) Bundle 2

December 2019

● Providence ES

● Ecoff ES

● Woolridge ES

● Alberta Smith ES

● Clover Hill ES

HVAC - Boilers Serving VAV Boxes

December 2019

● Evergreen ES

● Gordon ES

● Swift Creek ES

● Hening ES*

● Matoaca MS East*

* Being evaluated for inclusion.

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HVAC- Boilers Service WSHP

Bundle 1

December 2019

● Crenshaw ES

● Jacobs ES

● Wells ES

● Weaver ES

● Curtis ES

● Hopkins ES

HVAC- Boilers Service WSHP

Bundle 2

December 2019

● Providence ES

● Ecoff ES

● Woolridge ES

● Alberta Smith ES

● Clover Hill ES

K-POD Rooftop Heat Pumps

November 2019

● Grange Hall ES*

● Hening ES*

● Watkins ES

* Being evaluated for inclusion.

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HVAC - DX-Packaged

Rooftop Units

November 2019

● Evergreen ES

● Gates ES

BAS System Bundles(Building Automation System)

October 31, 2019

At various schools:

● CO2 sensors

● Mixed air sensors

● Energy recovery wheels

● Air-flow measuring stations

● Return air sensors

Planned for FY20

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Transportation

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Staffing Analysis September 2018 September 2019

Routes (packages) 505 499

Contracted Drivers (excluding provisional contracts)

478 460 (14 Drivers out on FMLA/ Med. Leave)

Routes not covered 27 0 (Planned 2nd Wave & Assigned Coverage)

Average absences / day 33.6*Sept. 4 through Oct. 4, 2018

14Sept. 3 through Sept. 30, 2019

Hiring Pipeline Week of Sept. 30, 2019

● (26) Applicants (4 CDL/ Learners in hand)● (3) Completed Classroom Instruction● (5) Behind the Wheel (2 testing on 10/2/19)

● (9) Ride Along w/ Students (complete by 10/4/19)● (5) Assigned Bus Routes

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AM Arrival Time Performance9/3/19 through 9/30/19 September

2018 Late Arrivals*

September 2017 Late Arrivals*Minutes Prior to

BellEarly

(≥ 15 min.)Optimal

(15←→10 min.)Marginal

(10 ←→ 5 min.)Late

(≥ 5 min.)

Percent 64% 15% 9% 12% 22% 21%

*2017 and 2018 data from: Nov 13, 2018 SB Presentation - Transportation Update, “Results: Late Arrivals and Departures” % Late(Anything less than 10 minutes before school bell

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1st Tier Mod. 1st 2nd Tier 3rd Tier

Arrive Depart Arrival Depart Arrive Depart Arrive Depart

4.4% 26.6% 14.2% 42.2% 27.5% 53.7% 38.4% 79.9%

September 2019 September 2018Late “Dismissals”*

September 2017Late “Dismissals”*PM Late Arrivals PM Late Departures

27.4% 58.7% 16% 18%

*2017 and 2018 data from: Nov 13, 2018 SB Presentation - Transportation Update, “Results: Late Arrivals and Departures” % Late (Anything arriving after school dismissal)

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Communication ● Attendance at Specialty Center Fairs and Open Houses provide prospective students/parents with transportation information.

● Full implementation of:○ MyStop (approximately 13,000 users)○ e-Link (video tutorial developed for the website)

● Biweekly Team Transportation newsletter to drivers has improved communication among all area employees.

● Weekly Transportation Leadership meetings have increased collaboration and planning throughout the department.

● Each area office has a cell phone for two-way texting related to arrival times and as a direct line for schools.

Field Trips ● Full implementation of Electronic Trip Approvals through Triptracker.● Additional training documents / videos have been provided, and county-wide training

was held on Oct. 3, 2019.● 1581 trips entered since implementation (as of 10/2/19).

Staffing ● Full-time Customer Service Representative applicants were interviewed on 10/2/19.● A new Routing Coordinator has been hired and will begin in 2 weeks.

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Training (Routers) ● Focus on training: Aug. through Oct. (33) hrs. Versatrans Training and (32) hours of on-site training.

Training and Recruitment(Drivers)

● CDL prep course is an opportunity for new recruits to get over the first hurdle toward becoming a CCPS bus driver.

● New positions have been created to attract Silver Fleet Drivers, and the first round of interviews have been completed (target date to begin driving is 3-4 weeks).

● Recruitment fairs are ongoing (next one scheduled for 10/8/19).As of Oct. 4, 2019:

● 26 interviewed (4 have their CDL or Learners)● 3 Finished with Classroom Instruction (Awaiting to Proceed)● 5 Behind the Wheel (2 testing on 10/2, 1 waiting on DMV)● 9 Ride Along with Students (3 to finish on 10/2, 6 to finish 10/4)● 5 Assigned to Bus Routes

Synergy/ VersatransAlignment

● A member of the Technology Department has been temporarily reassigned to Transportation to facilitate the continuity between Synergy and Versatrans.

● Bus Numbers and Stop Information are being uploaded into Synergy.

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Fleet ● (25) Buses have been ordered. Deliveries will begin in January 2020. ● Silver Fleet low-capacity vans have saved (3) buses to date.

Restructuring ● Southern HUB changes have improved arrival times and saved buses.● Redesigned Special Education and McKinney-Vento routing.● Reengineered data collection methods for the ‘20-’21 State Transportation Report.● Scheduled collaboration between area offices and routes on location.● Transportation Website has been updated for easy access and use.● Updated Comprehensive Bus Safety and Expectations have been added.

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Challenges Mitigation Efforts

Second Waves● Continue Recruitment and Training Efforts● Will Need Additional Allocations of Staff in order to Hire

Aides

Timely Communication with Schools and Principals regarding Late Buses

● Additional Structures and Procedures Instituted for Oversight

Arrival and Departure Times● Collaboration with Schools to Speed Departure Times● Continue Recruitment and Training Efforts ● Additional Oversight of 1st Tier Arrivals

Silver Fleet ● Continue Recruitment and Training Efforts

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● Maintenance○ Strong emphasis continues with developing a comprehensive preventive maintenance program. ○ Capital major maintenance project bundles should be out for bid by December - January time

frame and fully encumber almost all of the current funding for major maintenance.

● Transportation○ Average daily absences are down by almost 60% over last year this time; however, driver

vacancies for the same time period are higher by about 50%.○ Retention and recruitment remain challenging and continue the need for planned second waves.○ The amount of students actually arriving in the morning after the bell is about 12%.○ Late departures from schools in the afternoon and driver shortage are the primary reasons for

students returning home later than planned in the afternoon.