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MIAMI-DADE COUNTY PUBLIC SCHOOLS

PROCUREMENT MANAGEMENT SERVICES

DEPARTMENT OF MATERIALS TESTING AND EVALUATION

POLICIES AND PROCEDURES MANUAL

AUGUST, 2008

Miami-Dade County Public Schools

Miami-Dade County School Board

Miami-Dade County School Board Agustin J. Barrera, Chair

Dr. Martin Karp, Vice Chair Renier Diaz de la Portilla Evelyn Langlieb Greer

Perla Tabares Hantman Ana Rivas Logan Dr. Marta Pérez

Dr. Solomon C. Stinson

Superintendent of Schools

Rudolph F. Crew, Ed.D.

Table of Contents

Page No.

Introduction ----------------------------------------------------------------------------------- 1

Background------------------------------------------------------------------------------------ 1

Responsibilities ------------------------------------------------------------------------------- 2

Personnel -------------------------------------------------------------------------------------- 3

Organizational Chart------------------------------------------------------------------------- 4

Standards and Specifications --------------------------------------------------------------- 5

Laboratory Testing---------------------------------------------------------------------------- 6 - 7

Submittal of Samples------------------------------------------------------------------------- 8 - 10

MT&E Forms----------------------------------------------------------------------------------- 11 - 16

Documents and Correspondence------------------------------------------------------------ 17 - 18

Florida School Plant Management Association Program--------------------------------- 19 - 21

Lead Testing Program------------------------------------------------------------------------ 22 - 24

Attachment I – M-DCPS Standards Committee’s Operating Procedures

1

INTRODUCTION

The purpose of this document is to establish the policies and procedures of the Department of Materials Testing and Evaluation of the School Board of Miami-Dade County, Florida, for the testing and evaluation of equipment and supplies in order to determine compliance with current district specifications and federal standards.

Materials Testing and Evaluation Background

The Department of Materials Testing and Evaluation (MT&E) provides services in accordance with the Florida State Board of Education Administrative Rules (Chapter 6A-1.012-Finance and Administration, Purchasing Policies) and Miami-Dade County Public School (M-DCPS) Board Rules 6Gx13-3C-1.03 and 6Gx13-3C-1.12 to propose standards and specifications for materials to be purchased at M-DCPS and ensures through appropriate testing and compliance evaluation that all products thus purchased conform to those standards and specifications in order to guarantee a safe working/learning environment as well as to make certain that the maximum value is received for the money expended. MT&E was established approximately forty years ago primarily to test paint and related materials for use within the school system. Over the years, the Department has assisted in the development of specifications and standards for almost every product currently or formerly purchased for use within the school system and has implemented testing procedures based mostly upon Federal Standards and the American Society for Testing and Materials (ASTM) test methods. MT&E regularly tests and evaluates bid, shipment, and complaint-related samples for compliance with district technical requirements. The laboratory is certified by the State of Florida Department of Health and Rehabilitative Services to determine lead concentrations in drinking water and is currently responsible for monitoring lead levels in drinking water sources at M-DCPS (Board Rule 6Gx13-1.081) as per EPA regulations. MT&E is also the currently designated Consumer Product Testing Laboratory for the Florida School Plant Management Association (FSPMA) which establishes approved lists of paints and custodial/food service cleaning supplies to be used at educational facilities in the State of Florida.

2

Materials Testing and Evaluation Responsibilities

The Department of Materials Testing and Evaluation is a department of M-DCPS Procurement Management Services (see organizational chart in Fig. 1) and is assigned the following specific responsibilities:

1. Propose standards and specifications for materials to be purchased.

2. Assisting Procurement Management Services in making bid award recommendations as well as in determining shipment compliance through laboratory testing and technical evaluation of materials bid and/or purchased.

3. Investigate reports from schools and departments of unsatisfactory performance of

materials and provide follow-up tests and field inspections if required.

4. Participate in the development and/or review of approved lists of equipment and supplies to be purchased at M-DCPS.

5. Participate in establishing lists of products to be purchased statewide by educational

institutions through the FSPMA Product Certification Program.

6. Respond to various environmental laboratory testing requests for contaminants such as lead in drinking water, lead in paint, etc.

3

Materials Testing and Evaluation Personnel

The Department of Materials Testing and Evaluation is composed of the following positions and currently assigned personnel:

Position Personnel

1. Supervisor Doraida Diaz

2. Laboratory Aide (Secretarial Support) Anita E. Knight

3. Chemist Mercedes Leon

4. Chemist Alberto Velazquez

4

Procurement Mgt. Services

Assistant Superintendent

( J. A. Gomez )

Procurement Mgt. Services

District Director

( J. Koski )

Administrative

Secretary

C. Lyons

Administrative

Secretary

C. Williams

Professional Services and

Materials Testing

Executive Director

( B. Jones )

Procurement Services

Supervisor II

(I. Arrien)

Quality Control and

Contract Administration

Supervisor I

( R. Tyndall )

Data Control

Supervisor

(A. York)

Buyer H

( D. Denson )

Buyer A

(J. Williams )

Buyer G

( K. McIntyre )

Manager I

(S. Fahmy)

Buyer Support

Specialist

(E. Morris)

(M. Palomino)

Buyer Support

Specialist

(D. Scott)

Buyer Support

Specialist

(J. Quintana)

(L. Walker)

Manager I

(L. Vereen )

Buyer C

( R. Johnson )

Buyer L

( V. Gomez )

Buyer E

( G. Forero-

Beltran )

Buyer Support

Specialist

(L. Randolph)

( OPEN )

Part-Time

( R. Concepcion )

Buyer Support

Specialist

( C. Saunders )

( Z. Hopkins )

Buyer Support

Specialist

( B. Barreiro )

( M. Larger )

Buyer Support

Specialist

( C. Taylor )

( E. Llewellyn )

Sr. Network Analyst

( J. Rojo )

Buyer J

( O. Houser )

Buyer F

( G. Jackson )

Manager I

Computer Operator

( S. Dossous )

Office Manager

( J. Bradley )

Buyer Support

Specialist

(OPEN)

Part-Time

( OPEN )

Buyer Support

Specialist

( C. Sears )

( E. Prescott )

Buyer Support

Specialist

( G. Belien )

( M. Slocum )

Part-Time

(E. Jean-Francois)

Office Manager

( M. Harris )

Document Analyst

( L. Alexander )

Copymachine Op. II

( C. Goolsarran )

Document Analyst

( A. Echevarria )

Procurement Management Services

Office Mgr.

( F. Walker )

Buyer Support

Specialist

( N. Campbell )

Inv. Acct. Spec.

( H. Wickett )

Buyer N

( H. Eschbach )

Supervisor

Materials Testing &

Evaluation

( D. Diaz)

Chemist

( J. Diaz )

Laboratory Aide

( A Knight )

Chemist

( A. Velazquez )

Buyer Support

Specialist

(F. Gilliam)

Fig. 1- Procurement Management Services Organizational Chart Including MT&E.

(M. Leon)

(B. Meltz)

5

Establishing Standards and Specifications

School Board Rule 6Gx13-3c-1.03, entitled "Quantity Purchasing - Development of Specifications, Determination of Quantities and Standardization of Supplies and Equipment", defines the procedures by which standards are established. According to that rule, the originating department shall establish specifications. During the past forty years this office has also utilized various standards committees in coordination with Procurement Services to set standards of quality for equipment and supplies. The committees operate according to a written standard operating procedure (see Attachment I) whereby various personnel within the school system meet and confer to establish district standards and specifications as well as to evaluate bid product brands for compliance and decide the incorporation of new material categories if necessary. Standards committees have been established as follows:

1. Custodial Equipment & Supplies Standards Committee. 2. Audiovisual Equipment & Supplies Standards Committee. 3. Art Equipment & Supplies Standards Committee. 4. Business Education Equipment Standards Committee. 5. Food Service Equipment Standards Committee. 6. Food Service Food Testing Standards Committee. 7. Pest Control Equipment & Supplies Standards Committee. 8. Physical Education Equipment & Supplies Standards Committee. 9. Drafting Equipment & Supplies Standards Committee. 10. Classroom Supplies Standards Committee. 11. Visual Displays & Supplies Standards Committee. 12. Musical Instruments & Supplies Standards Committee. 13. Medical, Safety & Protective Products Standards Committee. 14. Electric Clocks & Intercom Systems Standards Committee.

After each committee meeting, the Department of Materials Testing and Evaluation issues a report including all committee agreements and recommendations to M-DCPS Procurement Management Services. Related bids and/or purchase orders are consequently issued based upon the standards and specifications approved by the specialized committee. The committee agreements will also assist in bid award decisions, district specification revisions for future bids, etc. Procurement Services can request the creation of standards committees for additional categories if necessary to evaluate bid, shipment or complaint samples as well as to create new -or change existing- M-DCPS specifications.

6

Laboratory Testing for Compliance with M-DCPS Specifications

The Department of Materials Testing and Evaluation conducts laboratory testing of equipment and supplies according to standard methods as established by the following organizations:

1. The Federal Specifications, Standards and Commercial Item Descriptions 2. The American Society of Testing and Materials (ASTM) 3. The Technical Association of Pulp and Paper Industry (TAPPI) 4. Underwriters Laboratory (UL) 5. National Fire Protection Association (NFPA) 6. American National Standards Institute (ANSI)

The laboratory subscribes to proficiency testing with the following organizations:

1. Analytical Products Group (APG). The laboratory is currently certified by the Florida Department of Health (NELAP-recognized accrediting authority for primary inorganic contaminants in drinking water).

2. Collaborative Testing Services, Inc. (CTS). MT&E subscribes to this program along with dozens of other laboratories to run proficiency samples to determine the accuracy of their paper, paint, plastic films, and cleaning agents testing equipment and methods.

Laboratory testing is conducted to determine compliance with M-DCPS specifications and to research new test methods for the development of new specifications. As of this date, MT&E has tested and/or technically evaluated more than 800 different product categories of items used within the school system. Reports concerning each item are retained alphabetically in item files. The scope of laboratory testing ranges from the determination of the phosphoric acid content in an acid cleaner to the weight, dimensions and durability of a mop wringer, or the tensile strength properties of plastic can liners. The compliance evaluation of a given item is conducted through hands-on lab testing and measurement, careful revision of the related product technical documentation, or both. The appropriate M-DCPS standards committee is also convened to review preliminary laboratory testing/evaluation results if necessary. Subsequently, MT&E submits a report containing the appropriate recommendations to Procurement Management Services indicating whether the item is compliant or non-compliant with current, applicable M-DCPS specifications. If a standards committee meeting was convened, then the MT&E Report includes the results of the corresponding committee's deliberations. Any finding

7

of non-compliance with M-DCPS specifications is noted with specific reasons for non-compliance. Procurement Management Services ultimately decides whether to accept or reject the recommendations submitted by MT&E. If the recommendation is accepted, then the committee report is included in the agenda item to be presented to and voted on by the Miami-Dade County School Board.

8

Submittal of Samples A sample receipt is always generated at MT&E acknowledging receipt of items related to M-DCPS bids, performance complaints, new item category and/or brand pre-approval requests, and FSPMA Product Certification Programs. If the samples are picked up by MT&E personnel at a district location, an MT&E sample receipt is also prepared for chain of custody purposes.

Bid Samples M-DCPS standards and specifications have been established primarily as indicated on bid documents whereby an item description or specification is written and either one or more approved brands are listed which meet the item description or specification. In addition, the words "or equal" are used to allow vendors to bid brands that they have determined are in compliance with the item description or specification. The vendors are requested to submit to the Department of Materials Testing and Evaluation adequately identified samples of the products bid as equivalent ("or equal") to the approved brands originally listed in the bid text. The bid samples are requested by the Buyer preferably through letters sent to the bidders (see Fig. 3 with a sample request letter included in M-DCPS Form FM-2351) with detailed information regarding the sample submission process and delivery conditions. MT&E receives all products and provides the corresponding receipts (see Fig. 2) to the bidder acknowledging delivery of the sample(s). According to the "Instruction to Bidders" paragraph VI c, a bidder must obtain, from the Department of Materials Testing and Evaluation, a signed receipt acknowledging delivery of samples. Bidders shall include a self-addressed, stamped envelope for return of receipt when submitting samples by mail or delivery service. The bidder then receives a copy of the original receipt which remains with the Department of Materials Testing and Evaluation. The bidder is solely responsible for delivery of samples and for retaining sample delivery receipts, which must be presented in any dispute regarding receipt of bid samples. The failure to submit an appropriately identified sample when requested is cause for disqualification of the bid. The submission of approved brands can also be required to ensure that the approved brand has not changed and to compare with brands submitted by vendors as "or equal". As indicated on the "Instruction to Bidders", samples not destroyed in testing, may be claimed by unsuccessful bidders 14 days after bid award date and by successful bidders 14 days after final payment. In addition, the School Board will assume no responsibility for samples damaged in testing. Although this Department attempts to evaluate equipment and supplies without damaging them, there will be times when the item may require disassembly or destructive testing to determine compliance with M-DCPS specifications.

9

Fig. 2- MT&E Sample Receipt Form [M-DCPS Form FM-4672].

10

S&MD Shipment Samples

The Stores and Mail Distribution (S&MD) center located at 7011 S. W. 4th Street; Miami,

Florida is the main warehouse for receiving equipment and supplies for delivery to Miami-Dade

County Public Schools. The S&MD receiving department initiates the sampling of shipments by

telephoning the Department of Materials Testing and Evaluation and notifying them of the received shipment. S&MD will routinely request sampling of shipments of cleaning supplies. In addition, S&MD will request sampling of other high volume, high risk or high cost products. The shipments are then randomly sampled and tested for compliance with M-DCPS specifications.

A shipment report (see Fig.5) is issued to S&MD and the buyer in charge of the specific area at

Procurement Management Services noting compliance, non-compliance or minor deviations with the M-DCPS specification. Non-compliance with M-DCPS specifications requires the supplier to pick-up the product and correct the deviations. This action is taken prior to payment for the shipment thus protecting the district and ensuring that the vendor corrects serious deviations to M-DCPS specifications. Minor deviations are those that will not affect the safe use of the product and permits issuance of the product to the schools when needed. The vendor is then notified to correct the minor deviations on future shipments. Shipment samples are retained until the vendor completes corrective action. The vendor may review the test results of their product and verify non-compliance. If a vendor fails to respond, they are referred to the appropriate Procurement Management Services buyer. The following are examples of products routinely sampled from S&MD. The first shipment of new and specified products are sampled; subsequent shipments are sampled at the discretion of S&MD:

high volume

1. Paper, multipurpose, 8 ½" x 11" 7. Paper, drawing, white, 12" x 18"

2. Paper, multipurpose, 8 ½" x 14" 8. Paper, tagboard, white, 12" x 18"

3. Tissue, toilet paper 9. Bags, plastic, 30/32 gallon

4. Towel, paper bath 10. Rags, cotton cleaning

5. Paper, construction, assorted 12" x 18" 11. Towels, paper hand

6. Chairs, stacking, 18", navy blue

high risk

1. Bleach 13. Cleaner, liquid abrasive

2. Carpet cleaning solution 14. Hand cleaner

3. Ammonia, clear 15. Gum remover

4. Detergent, germicidal 16. Floor finish

5. Furniture polish 17. Varnish surface sealer

6. Liquid hand soap 18. Floor finish remover

7. Pumice soap 19. Clear undercoat sealer

8. Sweeping compound 20. Ant bait

9. Descaler, toilets and urinals 21. Roach bait

10. Acid lime remover 22. Insecticide, fire ant control

11. Detergent, pre-measured 23. Herbicide, dry pack

12. Cleaner, spray and wipe 24. Soap, liquid, antiseptic

high cost

Refrigerators, freezers, ovens, steam cookers, mixers, and slicers

11

Forms In addition to the sample receipt form shown in Fig. 2, the Department of Materials Testing and Evaluation has three Management Information Systems (MIS) approved forms, as follows:

1. MT&E Work Order Request Form, FM-2351 (Fig. 3). 2. Shipment Acceptance Work Order and Report Form, FM-2816 (Fig. 5). 3. Field Performance Product Evaluation Form, FM-2229 (Fig. 6).

MT&E Work Order Request Form [M-DCPS FM-2351]

The Work Order Request form is completed by any M-DCPS office requesting services of the Department of Materials Testing and Evaluation like bid sample testing/evaluation for compliance with M-DCPS specifications, pre- and post-bid specification revisions, field performance tests, pre-approval of new brands or item categories for use at M-DCPS, complaint investigations, approved brand list revisions, etc. If the requesting agency is M-DCPS Procurement Management Services, requesting a bid award evaluation, then the buyer must provide copies of the sample request letters sent to the bidders or he/she should submit a list of items to be evaluated indicating bid item number, bidder’s name, manufacturer’s name, brand name, and product number/model identification. The Department of Materials Testing and Evaluation will then receive the request, assign a unique work order number, and enter it on the flow chart located in the laboratory. The flow chart (see Fig. 4), which hangs in the laboratory, available to all Department of Materials Testing and Evaluation personnel, is the work document that tracks the flow of work through the laboratory.

Shipment Acceptance Work Order and Report Form [M-DCPS FM-2816]

The top section of the Shipment Acceptance Work Order and Report form is completed by Stores, Mail, & Distribution (S&MD) personnel upon requesting shipment acceptance testing/evaluation and it contains all significant procurement and warehouse data concerning the shipment. The remaining information contained in the form is completed by the MT&E employee(s) sampling the S&MD shipment and conducting the sample testing/evaluation. The results of are recorded on the bottom of the form noting whether the results as compliant, non-compliant or minor deviations. The form is then signed and dated by the Department of Materials Testing and Evaluation Supervisor.

Field Performance Product Evaluation Form [M-DCPS FM-2229]

The Field Performance Product Evaluation form is completed by M-DCPS personnel assigned the task of evaluating products for use at district facilities. It is a generic form used to evaluate many different equipment and supplies to provide the users’ input concerning the product and how it performs.

12

Fig. 3 – MT&E Work Order Form [M-DCPS Form FM-2351].

13

Fig. 3 (cont.) – Sample Request Letter Template

14

Fig. 4– MT&E Work Order Logbook Template.

15

Fig. 5– MT&E Shipment Acceptance Work Order and Report Form [M-DCPS Form FM-2816].

16

Fig. 6– Field Performance Product Evaluation Form [M-DCPS Form FM-2229].

17

Documents and Correspondence

The Department of Materials Testing and Evaluation generates and submits the following reports and correspondence: 1. MT&E reports are generated: a) for every bid award recommendation noting the sample

submitted or not submitted and the results of testing for compliance to M-DCPS specifications (including related field performance test results), b) to describe the results obtained for field performance tests conducted in order to pre-approve brands for use at M-DCPS, c) to inform of the results of every product complaint investigation conducted by MT&E, d) to report shipment samples compliance evaluation/testing results, e) to submit pre- and post-bid specifications and approved brand list revisions, and f) to report the deliberations and agreements reached at specialized M-DCPS committee meetings. A log is maintained by the Materials Testing Laboratory Aide assigning a unique and consecutive number to each report.

2. Custodial Committee Reports are separately generated for each M-DCPS Custodial

Equipment, Supplies, and Standards Committee meeting where samples of custodial cleaning supplies, tools, and equipment are presented for evaluation and related standards and specifications are discussed and recommended. A separate log is maintained by the Materials Testing Laboratory Aide assigning a unique and consecutive number to each Custodial Committee Report.

3. Letters and memoranda are generated for corresponding with vendors, governmental

agencies and M-DCPS personnel. Each letter and memorandum is assigned a unique and consecutive number and a log is maintained by the Materials Testing Laboratory Aide.

MT&E General Document Database

An MT&E General Document Database is maintained in a Microsoft Excel spreadsheet format with information pertinent to each memo, report, committee report, and letter generated at the Materials Testing and Evaluation Department. The database includes the document’s issue date, document type, preparer’s name, addressee’s name, addressee’s location, document’s subject, Item Category, Buyer’s area (if applicable), Work Order No., Bid Name and No. (if applicable), P.O. No. (if applicable), etc. Using the Mail Merge feature in Microsoft Word, a cover page is created and attached to each document generated by MT&E. The document along with the identifying cover page (see Fig.7) is then appropriately transferred to Tagged Image File Format (TIFF) before submitting it to the Procurement Management Services Senior Network Analyst who posts the document on the ApplicationXtender system to make it available to Procurement personnel. This is an important tool for buyers during the bid preparation process because provides them with instant access to all MT&E reports and memos related to specific bids and/or item categories and, along with a copy of the previous similar bid, will give them necessary information to correct specifications and update approved brand lists for future bids based on MT&E recommendations.

18 Fig. 7– Segment of the MT&E General Document Database and Linked Cover Page for Posting on ApplicationXtender.

Date Document Type

Doc. No.

DOC. LOCATION

To

Loc # / Address

Loc.Description / Org.

Attention/To

Loc #

Attention-Location Description

From Subject Bid # Buyer's

Area

Item Category

Work Order #

PO #

10/3/2006 Memo 2618 MT&E Jones, Barbara D.

9171 Procurement FSPMA Paint Testing Fees (Check) - Color Wheel MP-

22.2 & MP-29.2 FSPMA

10/4/2006 Report 8951

TIFF DOCUMENTS SENT TO

ALEX FOLDER

Koski, Joanne

9171 Procurement Johnson, Robert

9171 Procurement Diaz, Doraida

Revision of Specifications to be Included in Future M-DCPS Bid #066-FF03 –

‘Refrigeration Units, Freezer Units and Milk Boxes’.

066-FF03

C

Food and Nutrition -Refrigeration

Units

10676

10/6/2006 Report 8950


ALEX FOLDER

Koski, Joanne

9171 Procurement Williams, James


S&MD Shipment Report Addendum - Evaluation of Shipment Sample for

Compliance with Bid # 120-EE01 – ‚Student Desks‛.

120-EE06

A Student Desks

10686 A4999929

10/13/2006 Memo 2619 MT&E Jones,

Barbara D. 9171 Procurement Diaz, Doraida

Check for testing FSPMA Flexbon MP-28.3 (check

from S. Wm co FSPMA

10/16/2006 Report 8952


ALEX FOLDER

Koski, Joanne

9171 Procurement Tyndall, Robert


S&MD Shipment Report-Gum Remover 364-4103 P.O. #

B-499899

134-EE02

B Gum Remover

10690 B499899

10/17/2006 Letter 1181


ALEX FOLDER

FSPMA Paint

Committee FSPMA Paint

Committee Diaz,

Doraida Paint Committee Meeting

Minutes September 26, 2006 FSPMA

10/18/2006 Letter 1182


ALEX FOLDER

FSPMA Diaz, Doraida

Chemical Committee Meeting Minutes - September 27,

2006 FSPMA

10/18/2006 Report 8953

See R. Tyndall e-mail message

of Thu 12/14/2006 2:08 PM

Koski, Joanne

9170 Procurement Tyndall, Robert


Jumbo Size Bathroom paper products -Spec Revision

114-ZZ09

B

Paper Goods,

Custodial - Jumbo Size

10/20/2006 Report 8954


ALEX FOLDER

Koski, Joanne 9171 Procurement

Tyndall, Robert 9171 Procurement

Diaz, Doraida

Revise Specs For Custodial Cleaning Supplies

004-GG02 B

Custodial Cleaning Supplies & Equipment

10692

10/24/2006 Report 8951


ALEX FOLDER

Koski, Joanne

9171 Procurement Johnson, Robert


Refrigeration Units 066-FF03

C Food & Nutrition

10676

10/25/2006 Report 8955


ALEX FOLDER

S & D 9181 S & D Tyndall, Robert


Furniture Polish (364-0231) off bid B Furniture Polish

10696 #499933 off bid

10/26/2006 Memo 2620


ALEX FOLDER

DiBenedetto, John 9114 Safety

Webb, Michael 9114 Safety

Diaz, Doraida

Trace Lead in potable water from Palmetto El, Colonial Dr, Perrine El, Banyan El, Arvida Md and Hammocks

Md.

FSPMA

19

Florida School Plant Management Association (FSPMA) Program

The FSPMA has been in existence since 1960 and is acknowledged by the Florida Department of Education’s Office of Educational Facilities. The organization has representatives from K-12, community colleges and universities within the State of Florida. They conduct one annual conference where vendors and educational members meet for training seminars, committee meetings and vendor presentations. There are three product evaluation committees currently established: 1) the carpet committee, 2) the custodial/food service products committee, and 3) the paint committee. The committees meet three to four times a year and discuss currently approved specifications, revise specifications, introduce new specifications, and vote on the results of products tested by the M-DCPS Department of Materials Testing and Evaluation as the designated FSPMA testing facility. The committees are composed of educational members who vote on all issues and industrial members who advise the educational members. All paint and custodial certified products must be tested every five years by MT&E which is responsible for maintaining the FSPMA-certified paint and custodial/food service cleaning supplies lists used by educational institutions throughout the State of Florida. MT&E is also responsible for maintaining the minutes of all committee meetings, preparing the committee agenda in coordination with the corresponding committee Chairperson, and also for preparing and posting reports for every FSPMA committee meeting. The reports include the previous meeting minutes, present meeting agenda, laboratory test sample results, payment reports, specification revision drafts, etc. The FSPMA Product Certification Program is very important for Miami-Dade County Public Schools since both M-DCPS Office of Facilities master specifications and Procurement Management Services bid specifications require the use of FSPMA-approved paint brands which have been certified as compliant with the different established FSPMA paint specification categories. Several M-DCPS custodial cleaning chemical product categories have also requirements consistent or equivalent to those included in related FSPMA specifications and this is adequately stated in M-DCPS bids when applicable. The Florida School Plant Management Association (FSPMA) website (http://www.fspma.com) maintains links to the M-DCPS Materials Testing and Evaluation Department’s webpage (http://materials.dadeschools.net/) in order to give vendors, manufacturers, and state school district educational members access to updated FSPMA-certified products lists and specifications. Committee meeting minutes and reports are also regularly posted at the MT&E website. See Fig. 8.

http://www.fspma.com/

http://materials.dadeschools.net/

20

Fig. 8– MT&E website showing the FSPMA Product Certification Program links for paint and custodial cleaning products.

MT&E receipts (see Fig. 2) are issued to the vendors acknowledging delivery of the samples to be tested for FSPMA certification. MT&E maintains databases for both paint and custodial/chemical samples submitted and tested for compliance with FSPMA specifications. The databases contain individual product submission and testing information including delivery date, manufacturer and brand identification, related specification version, fee payments, specific laboratory results, and FSPMA certification status (See Fig. 9). M -DCPS is compensated for the cost of the testing by the vendors requesting product certifications according to a regularly updated cost schedule based on the one originally established by the Florida Department of Agriculture’s Commodity Testing Laboratory when they served as the FSPMA testing facility.

21

Fig. 9– Segment of the FSPMA paint sample information database maintained at MT&E.

DATE RECEIVED

WORK ORDER NO.

ITEM DESCRIPTION MANUFACTURER IDENTIFICATION MP No. VERSION

LAB NO. DISPOSITION LAB TEST RESULTS CERT.

DATE EXP. DATE STATUS

9/7/2006 10682 EXTERIOR-INTERIOR

PRIMER/SEALER, ACRYLIC-BASE

CORONADO PAINT CO., INC.

SUPER KOTE 5000 ACRYLIC ENAMEL UNDERCOATER 1178-

11 22.2 P2513 RE-CERTIFICATION

FAILED STORAGE STABILITY AFTER 14 DAYS AT 120 0C BECAUSE SAMPLE DEVELOPED A CAKE-LIKE TEXTURE

DURING THE STABILITY TEST.

9/7/2006 10682 PRIMER FOR MP-27 COLOR WHEEL PAINT MFG. CO.,

INC.

OPTIMA PREMIUM ALL PRIME 100% PURE ACRYLIC LATEX

#330

PRIMER FOR MP-

27 P2514

PRIMER FOR MP-27 SUBMITTED FOR

EXPOSURE TESTING

PRIMER FOR MP-27 SUBMITTED FOR EXPOSURE TESTING

9/20/2006 10685 ACRYLIC-BASE, GLOSS

ENAMEL, METAL SURFACES SHERWIN-WILLIAMS

CO. DTM ACRYLIC GLOSS B66 W

111 26.3 P2515 COMPLAINT (SUBMITTED BY BROWARD COUNTY PUBLIC SCHOOLS)

PASSED CERTIFIED

10/5/2006 10688 ACRYLIC-BASE, GLOSS ENAMEL, METAL SURFACES

SHERWIN-WILLIAMS CO.

DTM ACRYLIC GLOSS B66 W 111 26.3 P2516

COMPLAINT (SUBMITTED BY BROWARD COUNTY PUBLIC SCHOOLS)

PASSED CERTIFIED

10/9/2006 10667 ACRYLIC-LATEX BASE, EXTERIOR, FLAT, WOOD

PRIMER


LOXON MASONRY ET ACRYLIC PRIMER A24W300

30.1 P2517 RE-TEST FOR P-2494 PASSED 10/9/2006 10/8/2011 CERTIFIED



COLOR WHEEL PAINT MFG. CO.,

INC.

OPTIMA PREMIUM ALL PRIME 100% PURE ACRYLIC LATEX

#330 22.2 P2518 CERTIFICATION

FAILED - THE % OF PIGMENT BY WT. OF PAINT IS 25% AND A MINIMUM OF 32% IS REQUIRED. THE WEIGHT PER GALLON OF PAINT IS 10.3 LB AND A MINIMUM OF 11.1 IS REQUIRED. THE REFLECTANCE IS

86 AND 90 IS REQUIRED.

10/9/2006 10689 LATEX-ACRYLIC BASE,

INTERIOR ENAMEL, SATIN-GLOSS, WHITE AND TINTS.

COLOR WHEEL PAINT MFG. CO.,

INC.

VINA GLOSS INTERIOR LATEX SEMI GLOSS #420

29.2 P2519 CERTIFICATION FAILED - 60 0 SPECULAR GLOSS IS 56 AND THE SPECIFIED RANGE IS 10-30.

10/13/2006 10693 ACRYLIC-BASE, SEMI-GLOSS, EXTERIOR

FLEX BON PAINTS FLEX BON #95 SERIES PREMIUM S/G EXTERIOR

CV10095WG 28.3 P2520 CERTIFICATION PASSED 12/21/2006 12/20/2011 CERTIFIED

11/6/2006 10699 PRIMER COATING, LATEX

CONDITIONER FOR CHALKING EXTERIOR SURFACES


ACRYLIC MANSONRY SURFACE CONDITIONER 940-11 14.3 P2521 RE-CERTIFICATION PASSED 11/5/2006 11/4/2011 CERTIFIED




SUPER KOTE 5000 ACRYLIC ENAMEL UNDERCOATER 1178-

11 22.2 P2522 RE-TEST FOR P-2513 PASSED 11/28/2006 11/27/2011 CERTIFIED

11/6/2006 10702 ACRYLIC-BASE, GLOSS,

EXTERIOR SHERWIN-WILLIAMS

CO. QUALI-CRAFT EXT. LATEX

HIGH GLOSS B21WV5710-1710 27.2 P2523 RE-CERTIFICATION PASSED 12/5/2006 12/4/2011 CERTIFIED

11/14/2006 10702 LATEX-ACRYLIC BASE,

INTERIOR ENAMEL, SATIN-GLOSS, WHITE AND TINTS.


PRO MAR 400 INT. LATEX EGG-SHELL B20W4451

6403-54270 29.2 P2524 RE-CERTIFICATION PASSED 12/12/2006 12/11/2011 CERTIFIED

11/14/2006 10702 INTERIOR ENAMEL, LATEX-BASE, SEMI-GLOSS


MASTER HIDE LATEX S/G B31WW5251-6011 32.2 P2525 RE-CERTIFICATION PASSED 12/12/2006 12/11/2011 CERTIFIED

11/14/2006 10702 INTERIOR ENAMEL, LATEX-BASE, SEMI-GLOSS


PRO MAR 400 INT LATEX S/G B31W4451 6403-54353 32.2 P2526 RE-CERTIFICATION PASSED 12/12/2006 12/11/2011 CERTIFIED

12/6/2006 10709 ACRYLIC-BASE EXTERIOR,

FLAT FLEX BON PAINTS FLEX BON CLASSIC INT/EXT

FLAT CV10014WG 2.9 P2527 CERTIFICATION PASSED 3/8/2007 3/6/2012 CERTIFIED

22

Lead Testing Program

It should be noted that the Department of Materials Testing and Evaluation laboratory is currently certified by the State of Florida Department of Health and Rehabilitative Services (Fig. 11) to test drinking water for inorganic constituents, which includes lead and is currently responsible for monitoring lead levels in drinking water sources at M-DCPS (Board Rule 6Gx13-1.081) as per the National Environmental Laboratory Accreditation Conference (NELAC) and the Environmental Protection Agency (EPA) established regulations. MT&E initiated the lead-testing program in 1988 in response to M-DCPS School Board members’ concerns regarding lead in the drinking water supplied by the drinking fountains in Miami-Dade County Public Schools. This office then purchased a Perkin Elmer 5100 Atomic Absorption Spectrophotometer and proceeded to test each water fountain in the Miami-Dade County Public School System. Numerous water fountains were delivering lead in excess of the EPA permissible standards and it was found that some of the drinking fountains had lead lined reservoirs. The fountains were removed from the schools and replaced with new fountains that claimed to be “lead free”. At that point, the M-DCPS Division of Safety and Emergency Management decided to implement a regular program which is currently active to monitor the levels of lead in drinking water from coolers installed or repaired at our school facilities in collaboration with MT&E to ensure environmental compliance.

The analytical determination of trace levels of lead in drinking water is performed following the Standard Method FM 3113B (Standard Methods for the Examination of Water and Wastewater, 20th Edition, 1998, pp. 3-26 through 3-31) and using a computer controlled (WinLab32TM software) PerkinElmer AAnalyst 600 Atomic Absorption Spectrophotometer purchased by M-DCPS in 2006 to replace the old instrument. A comprehensive Quality Manual summarizes the policies and operational procedures associated with the determination of lead concentrations in drinking water samples by MT&E.

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Specific protocols for sample collection, handling and storage, chain-of-custody, laboratory analyses, data reduction, corrective action, and reporting are described. All policies and procedures have been structured in accordance with the NELAC standards adopted in July 2005 (current as of the date of this publication) and applicable EPA requirements, regulations, guidance, and technical standards. Proficiency Test (PT) samples designed for the analytes established by EPA for water samples have been successfully analyzed in our facility for trace amounts of lead as per the corresponding laboratory Standard Operating Procedures (SOPs) twice a year. These PT samples are received from a NIST-approved, ISO 9001 registered PT provider: the Analytical Products Group (APG) of Belpre, Ohio.

Fig. 10– Cover Page of the MT&E Quality Manual for the determination of trace levels of lead in potable water samples as required by the Florida Department of Health.

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Fig. 11– State of Florida Department of Health and Rehabilitative Services Certification issued to MT&E laboratory for primary inorganic contaminants in water as per NELAC standards.

Fig. 12– Certificate provided by APG to MT&E laboratory for excellent analytical performance in the proficiency sample program.

Attachment I

Page 1

PROCUREMENT MANAGEMENT SERVICES

SUPPLIES & EQUIPMENT STANDARDS COMMITTEES

OPERATING PROCEDURES

I. PURPOSE: The purpose of the committee is to bring together buying, using and technical personnel of the school system who are directly concerned with the types and quality of major equipment and supply items to be purchased for use in Miami-Dade County Public Schools in order to establish minimum quality standards and determine compliance status with current district specifications.

II. MEMBERSHIP: Each committee shall have the following members, each of whom shall

have an equal vote in committee decisions.

A. Permanent Members: 1. Chairperson: County level instructional consultant or non-instructional supervisor. 2. Coordination Agency: M-DCPS Department of Materials Testing and Evaluation.

Member: Buyer in Charge of the Area Related to the Items To Be Evaluated at M-DCPS Procurement Management Services.

3. Member: Maintenance Department Technician (when applicable)

B. Term Members: Teachers, or other qualified personnel, in such a number that “user members” shall always constitute a majority on the committee. Term length shall be at the option of the Chairperson, but it is considered desirable that term members shall serve for two (2) years, with one-half of the number being replaced yearly.

III. RESPONSIBILITIES: Members shall have committee and individual responsibilities as

follows:

A. The committee shall meet to exchange opinions, to evaluate new items and those in use, and to develop and review specifications and approved lists of equipment and supplies based upon user requirements, items available, acceptable price, maintenance, safety, and other factors which may be appropriate in evaluating each particular item.

B. The Committee Chairperson and the Coordination Agency shall determine the time,

place, and agenda for each committee meeting and see that committee findings and recommendations are submitted promptly to M-DCPS Procurement Management Services for immediate consideration. The Chairperson shall defend for the

Attachment I

Page 2

committee any Committee Specification which, if adopted by Procurement Services, is challenged before the Board.

C. All Committee Members, including the Chairperson, shall determine the functional requirements of items to be evaluated by the committee.

D. The Procurement Management Services Buyer shall arrange for samples to be

submitted to the Department of Materials Testing and Evaluation (or other meeting place) for inspection and/or test by technical members and for vendor demonstration to the full committee. (Note: At his option, each vendor shall be granted the same reasonable amount of time to explain and demonstrate his or her own items to the full committee.) Using committee specifications and approved brand lists which have been adopted by Procurement Management Services, the Buyer shall obtain and evaluate bids and recommend to the Board awards which cite committee action on items bid. In committee meetings the Buyer shall counsel the committee to minimize the possibility of committee decisions or recommendations, which are in conflict with State Law, Board regulations, and/or administrative policy.

E. The Department of Materials Testing and Evaluation’s technical personnel and the

Maintenance Department Technician, if applicable, shall inspect and/or test items with regard to technical aspects and shall point out all findings to the full committee prior to any action by the committee. These two (2) members also shall investigate reports of good or poor performance and advise the Chairperson and Procurement Management Services of findings which will be submitted to the next meeting of the committee.

F. After each committee meeting, the Department of Materials Testing and Evaluation,

as the Committee Coordination Agency, shall issue a report including all committee agreements and recommendations to M-DCPS Procurement Management Services. Related bids and/or purchase orders are consequently issued based upon the standards and specifications approved by the specialized committee. The committee agreements will also assist in bid award decisions, district specification revisions for future bids, etc.

G. Upon notification from the Stores and Mail Distribution (S&MD) Warehouse, random

shipment samples of S&MD stock items shall be inspected and/or tested to determine compliance with specifications prior to distribution of items purchased. The compliance testing and/or evaluation process is conducted by the Department of Materials Testing and Evaluation with the assistance, if required, of a Maintenance Technician and a Shipment Acceptance Work Order and Report Form is completed by the Department of Materials Testing and Evaluation’s Supervisor.