On Monday night, October 23, we received a call from the Baywood custodian that there was a water pipe that had burst from behind the wall of Classroom 23.  By the time it was discovered by the custodian, it had been several hours and two classrooms, Rooms 23 and 24, had been flooded with approximately 2" of water.  Currently, the classrooms are not usable and the students have been relocated elsewhere on the campus. 

Because this was an emergency we solicited only one bid from a contractor who could perform the work immediately and in the most expedient way.  The repairs are two-fold:  one is the plumbing work; and the other is the repair of the wall and wall finishes in the two classrooms, and the other rooms with minor water damage. 

The plumbing repair will require re-routing of a new line since the existing line that burst was imbedded in the concrete foundation.  The wall and wall finish work will require removal and repair of all sheet rock to prevent mold from proliferating, and painting.  The flooring is also damaged and will be replaced with linoleum flooring.  

Eternal Construction, Inc. provided a bid of $89,243.50.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH ETERNAL CONSTRUCTION, INC. IN THE AMOUNT OF $89,243.50, FOR THE EMERGENCY REPAIR WORK IN ROOMS 23 AND 24 AT BAYWOOD ELEMENTARY SCHOOL. 

$89,243.50 - Restricted Routine Maintenance

(Note: The District will file a claim with the San Mateo County Schools Insurance Group for reimbursement of District costs.)

Board Policy 3314 states the following: It shall be the practice of the administration to present the Board of Trustees with copies of all warrant registers for information and review at each regularly scheduled meeting of the Board of Trustees. As Policies 3100 (budget) and 3110 (transfer of funds) provide criteria for Board authorization of all expenditures, both personnel and non-personnel items, prior to the actual payment of the obligation, warrants will be distributed to the vendors and employees after audit by the County Superintendent of Schools.

Education Code Sections 42631-36 requires the Board of Trustees approve all expenditures made by the District.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE ATTACHED DISTRICT EXPENDITURES.

On August 18, 2016 the Board approved the contract in the amount of $4,610,403.50 with IT Management Corporation for the District Wide Network Upgrade Project.

The District, in working with IT Management Corporation encountered unforeseen conditions, not originally covered by the contract. Due to the District's requests, necessary field changes were made.

Change Orders No. 9 and No. 10, which totals $4,710.52 were submitted to the Board at the November 2, 2017 meeting and were approved. 

The cost of Change Orders No. 1 through No. 8 is $116,512.77 (2.53% of the original contract).  The total of all change orders, including change order 9 and 10 now total $121,223.29, which is 2.63% of the original contract amount.  The total contract amount is now $4,731,626.79.

 This is still within budget for the Technology Refresh Project.  

On March 23, 2017, the Board approved the contract in the amount of $1,918.796.50 with IT Management Corporation for Servers, Storage, Classroom Intercom, VOIP Systems.

The District, in working with IT Management, encountered unforeseen conditions, not originally covered by the contract. Necessary field changes were made.

The cost of Change Order No. 1 is $21,971.84 (1.15% of the original contract). The new contract amount will be $1,940,768.34.

This is still within budget for the Technology Refresh Project.  

On March 17, 2016, the Board of Trustees approved the contract in the amount of $1,229,184.60 with Pinnacle Telecommunication Inc. for the Structured Cabling Project.

The District, in working with Pinnacle Telecommunication Inc., encountered unforeseen conditions, not originally covered by the contract. Necessary field changes were made.

The cost of Change Order No. 1 to the original contract is $88,655.47 (6.8% of the original contract). The new contract amount will be $1,387,840.07.

This is still within budget for the Technology Refresh Project.  

As part of Measure L and the Facilities Master Plan, the roof replacement and repair at Audubon Elementary School was classified as a Priority 1 action. 

The Administration, through public contract code, solicited public bids for the roof replacement and repairs at Audubon. 

Bid openings took place on Thursday, October 26, 2017. The lowest responsive bidder was Western Roofing Service, with a total base bid of $949,179.   

The Administration recommends awarding the contract in the amount of $949,179 to Western Roofing Service, to replace and repair roofs at Audubon during the 2018 spring and summer break. The contract is within the Measure L and Facilities Master Plan Budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE BID #17-131 FOR THE ROOF REPLACEMENT AND REPAIR PROJECT AT AUDUBON ELEMENTARY SCHOOL. 

$949,179.00 - Measure L Funding

On April 20, 2017, the Board approved the contract in the amount of $124,800 with Anza Engineering Corp. for the removal and replacement of concrete in both lunch areas, additional storm drains, and removal and replacement of asphalt at LEAD Elementary School.

The District, in working with Anza Engineering Corp., encountered American Disability Act (ADA) Path of Travel issues and areas of work not originally covered by the contract documents.

The contract in the amount of $124,800 included an allowance for unforeseen conditions of $15,000.  The project is complete and the District did not use all of the allowance. 

The cost of Change Order No. 1 is ($1,945.00) (-1.6% of the original contract).  The new contract amount will be $122,855.00.

($1,945.00) - Measure L Funds

As part of the shade structure project at San Mateo Park, an American Disability Act (ADA) compliant asphalt pad under the shade structure and a concrete pathway was needed.

Through the California Uniform Public Construction Cost Accounting Act (CUPCCAA), the District solicited a bid from Anza Engineering Corp. to overlay the existing asphalt under the shade structure and to remove and replace a portion of the concrete walkway at San Mateo Park Elementary School.  Anza submitted a bid of $21,535.73 and the District accepted the bid. 

$21,535.73 - Measure L Funds

On November 3, 2016, the Board of Trustees approved the terms of the School Conveyance Agreement between Chang Income Property Partnership, LP & Westlake Urban, LLC and the San Mateo-Foster City School District.

The District is working with the various State of California agencies that are required for approvals of schools in California.  All public school projects are required to be in compliance with the State of California Environmental Protection Agency's (EPA) Department of Toxic Substances Control (DTSC). 

On March 23, 2017, the Board of Trustees approved the terms of the Environmental Oversight Agreement between the District and the State of California EPA (DTSC) in the amount of $28,302.

In working with DTSC and the District's Hazardous Materials Consultant, it has been determined that additional DTSC oversight was needed.

$66,992 - Measure L Funds

None – Expenditure provided for in the 2017-2018 budget

The Human Resources Department has verified that the following teachers (SEE ATTACHMENT) have successfully completed 2 years probation and are now eligible for permanent status.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE PERMANENT STATUS FOR CERTIFICATED STAFF. 

NONE

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECOGNIZE CERTIFICATED STAFF WHO HAVE MOVED TO PERMANENT STATUS.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECOGNIZE TRUSTEES BONINI AND COADY FOR THEIR SERVICE TO THE DISTRICT.

IT IS RECOMMENDED THAT THE SMFCSD BOARD OF TRUSTEE NOMINATE A REGION 5 DELEGATE TO CSBA.

School districts are required to measure and report their progress on state priorities not related to state collected data through the California Dashboard.  The local indicators are: Basic Services, Implementation of State Academic Standards, Parent Engagement, and School Climate. Local educational agencies will annually measure progress, report results at a regularly scheduled board meeting, and publicly report the results through the California School Dashboard.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE LCAP LOCAL PLAN INDICATORS.

None

The District must file two interim financial reports with the state each year.  The draft general fund summary of the First Interim report for 2017-18 will be presented. This report includes actual revenue and expenditure information through October 31, 2017, along with projections from November 1, 2017 through June 30, 2018. The District is submitting the First Interim Report with a positive certification stating that it can meet its financial obligations for the current fiscal year and the two subsequent years. 

The purpose of the Draft Report is to present the Board with a preliminary look at the status of the District’s 2017-18 budget.  The final report will be presented to the Board at the December meeting for approval.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE FOR INFORMATION THE DRAFT OF THE 2017-18 FIRST INTERIM REPORT.

As shown in the financial report

A Public Hearing on the EIR for the new elementary school in Foster City was noticed on November 1, 2017 with all relevant materials posted on the District's website.  The order for the Public Hearing is as follows:

      Overview of the EIR by Steve Noack, AICP, Principal at PlaceWorks which prepared the EIR on behalf of the District

     Open the Public Hearing 

     Receive Comments from the Public on the EIR

     Close the Public Hearing

HOLD THE PUBLIC HEARING

As planned from Measure X Bond Funds

The next step in the process established pursuant to the California Environmental Quality Act (CEQA) is for the Board of Trustees to certify the Environmental Impact Report (EIR) and take related actions as described in the Resolution.  

Exhibit A:  Environmental Impact Report (EIR) Including the Draft and Final EIR and Responses to Comments

       Note: Exhibit A is too large (over 800 pages) to make available as an Attachment. It can be accessed using the following link:  https://placeworks.sharefile.com/d-s40eb78c5caa4658a

Exhibit B:  Findings Concerning Significant Impacts and Mitigation Measures

Exhibit C:  Findings Concerning Infeasibility of Alternatives

Exhibit D:  Statement of Overriding Considerations

Exhibit E:  Mitigation Monitoring and Reporting Program