The San Mateo-Foster City School District currently receives funding from the California Department of Education’s Early Education and Support Division, to support Early Childhood Education programs at Turnbull Child Development Center, George Hall, LEAD and Fiesta Gardens Elementary Schools.      

In order to receive final approval of Early Education and Support Division contracts, the District must provide annually to the California Department of Education appropriate authorizations included in this Agenda for Board approval. Dr. Joan Rosas, Superintendent, Molly Barton, Assistant Superintendent of Student Services, and Cheryl Shrewsbury, Principal on Special Assignment for Child Development, are to be authorized to sign contracts from California Department of Education’s Early Education and Support Division.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ADOPT RESOLUTION NO. 01/16-17 AUTHORIZING SAN MATEO-FOSTER CITY SCHOOL DISTRICT TO ENTER INTO LOCAL AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF EDUCATION TO PROVIDE CSPP AND CCTR CHILDCARE AND DEVELOPMENT SERVICES FOR 2016-2017.

Approximately $1.9 million per year

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.

In 2009, the District began leasing five portable classrooms at Audubon Elementary School to address capacity issues.

The current lease with Mobile Modular Management Corporation expired in early July of 2016. The Administration recommends renewing the lease for an additional 2 years, through June 30, 2018.

The monthly rental is $2,710. The 24-month total rental is $65,040, and will be funded by Developer Fees.

$65,040.00 - Developer Fees

The San Mateo-Foster City School District is proposing to utilize a pool of qualified industrial hygienist consultants to provide hazardous materials survey, design, construction oversight and closeout services for district-wide projects of varying sizes from under $100,000, to new building construction with an estimated construction value of several million. The consultants will be on an as needed basis. The District has selected three consultants and proposes to enter into a three year agreement with an option to renew for another two years.

A request for Statement of Qualifications (SOQ) was publicly advertised on June 21, 2016 and June 27, 2016. SOQs were due no later than 2:00 PM, July 15 and three submittals were received by the District.  Firms were evaluated on professional qualifications and experience, project approach and sample work projects, billing rates, references, and laboratory preparation costs. All three firms met the qualifications as outlined in the SOQ packet; all three firms will be selected to be in the District’s pool of consultants.

The contract will not guarantee any work, will not have any monetary value, nor will it include a listing of projects. The pool selection will allow the District to assign projects as they become available, negotiate fees, and expedite project delivery. All projects, under the standard agreement will be submitted to the Board of Trustees for approval once a scope of work has been defined, and a proposed contract amount is determined.

The following firms will be in the District’s pool of Industrial Hygienist:  Intertek/Professional Services Industries Inc., Ninyo & Moore, and Group Delta Consultants, Inc.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THREE INDUSTRIAL HYGIENIST CONSULTANTS FOR THE DEVELOPMENT OF A HAZMAT CONSULTANT POOL ON AN AS NEEDED BASIS.

Cost of Implementing the SOQ process – General Funds, Measures L and X. 

On April 21, 2016, the Board of Trustees approved a pool of seven architectural firms to provide design, construction observation, and Division of State Architect (DSA) approval and closeout services. This pool of seven firms was selected from a shortlist of ten architectural firms. 

The ten firms were interviewed by a panel consisting of the Facilities staff, principals, administrators, and the chairman of the Measure L Bond Oversight Committee.  The current pool of seven architects resulted from those interviews.  Due to the amount of work the District is undertaking, small and big projects that require architectural services, staff recommends adding the remaining three firms not selected in the original pool.   

The firms to be added to the pool are:  DSK Architects, Bartos Architecture and IBI Group.  The District proposes to enter into a three year agreement with an option to renew for another two years.

The contract will not guarantee any work, will not have any monetary value, nor will it include a listing of projects. The pool selection will allow the District to assign projects as they become available, negotiate fees, and expedite project delivery.  All projects under the standard agreement will be submitted to the Board of Trustees for approval once the scope of work has been defined, and a proposed contract amount has been determined.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THREE ADDITIONAL FIRMS TO BE INCLUDED IN THE DISTRICT POOL OF ARCHITECTURAL CONSULTANTS. 

Architectural Consulting Fees paid for by Measure X, General Fund, Developer Fees, and Deferred Maintenance, or a combination of the aforementioned funding sources.

The PTA at Baywood Elementary School developed a landscape plan to beautify the campus. This landscaping will provide additional shade and some outdoor teaching areas for the students at Baywood.   

The District, in working with Scapes, Inc., encountered areas not originally covered by the original bid. Due to the District's requests, necessary field changes were made.

The cost of Change Order No. 1 is $12,938.00 (34% of the original contract). The new contract amount will be $50,652.00.

On May 26, 2016, the Board approved the contract in the amount of $451,000 with ERC Roofing & Waterproofing for the roof replacement on the main building and waterproofing on the classroom wing buildings at Beresford Elementary School.

The District, in working with ERC Roofing & Waterproofing, encountered dry rot on the main building.  In addition, areas of work were not originally covered by the contract documents: two awnings and the fascia of the classroom wing buildings.  

The cost of Change Order No. 1 is $3,216.61 (0.71% of the original contract).  The new contract amount will be $454,216.61.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 1 WITH ERC ROOFING & WATERPROOFING REGARDING THE ROOF REPLACEMENT AND REPAIR PROJECT AT BERESFORD ELEMENTARY SCHOOL.

$3,216.61 – Measure L

On May 5, 2016, the Board approved the contract in the amount of $69,000 with C&P Painting for the exterior painting of all buildings at Beresford Elementary School.

The District, in working with C&P Painting, encountered large exterior cracks that have caused water intrusion throughout the main building. In order to provide a water barrier, elastomeric coating will be patched throughout the entire building and applied to the entire south exterior wall of the multi-purpose room, preventing failures associated with future water intrusion issues.

The cost of Change Order No. 1 is $7,000 (10.1% of the original contract).  The new contract amount will be $76,000.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 1 FOR C&P PAINTING REGARDING THE EXTERIOR PAINTING PROJECT AT BERESFORD ELEMENTARY SCHOOL.

$7,000 – Restricted Routine Maintenance Plan Budget

On January 8, 2015, the Board of Trustees approved the Montessori STEM / STEAM program. The program included converting part of the Bayside STEM Academy Campus to a K-5 STEAM Program.  Part of this program calls for the installation of matting for two play structures.

On August 8, 2014, the Board of Trustees approved the contract with SofSurfaces, Inc. for purchasing districtwide play structure matting and installation through the National Joint Power Alliance (NJPA). Purchasing of the matting and installation using NJPA directly from the manufacturer offered the District substantial savings, by eliminating contractor's mark-up.

The Administration negotiated with SofSurfaces to purchase the matting and Installation for the Bayside STEAM project through the NJPA contract, using the prices contained in the August 8, 2014 agreement.

The contract amount with SofSurfaces, Inc. for the purchase and installation of matting for two playstructures is $64,148.23. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH SOFSURFACES, INC. FOR THE PURCHASE AND INSTALLATION OF MATTING FOR THE BAYSIDE STEAM PROJECT. 

$64,148.23 - Measure L Funding

On January 8, 2015, the Board of Trustees approved the Montessori / STEM / STEAM program. The program included converting part of the Bayside STEM Academy Campus to a K-5 STEAM Program. Part of this program calls for the purchase and installation of a metal shade structure. The additional canopy will provide shade for K-5 students.

The administration negotiated the purchase and installation of the metal shade structure with PorterCorp/Poligon using the National Joint Power Alliance (NJPA) contract. Purchasing directly from the manufacturer offers the District substantial savings, eliminating contractor's mark-up. 

The Administration recommends awarding the contract regarding the manufacture and installation of a metal shade structure in the amount of $68,314 to PorterCorp/Poligon. This contract is within Measure L funding.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT FOR THE PURCHASE AND INSTALLATION OF A METAL SHADE STRUCTURE FOR THE BAYSIDE STEAM PROGRAM WITH PORTERCORP/POLIGON.

$68,314.00 - Measure L Funding

State regulations require all agreements between state agencies and public entities be approved by the governing board of the public entity. This is an agreement between California State University (CSU) East Bay and the San Mateo-Foster City School District.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE INTERN SUPPORT/MENTORIING AND SUPERVISION MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN CALIFORNIA STATE UNIVERSITY (CSU) EAST BAY AND THE SAN MATEO-FOSTER CITY SCHOOL DISTRICT EFFECTIVE AUGUST 1, 2016  AND ENDING JULY 31, 2021.

Savings of $31,037 per Intern

The California Mathematics Placement Act of 2015 requires the governing boards or bodies of local educational agencies (LEAs) that serve pupils entering grade nine and/or teach a ninth grade course to adopt a "fair, objective, and transparent mathematics placement policy" before the beginning of the 2016-2017 school year.  The mathematics placement policy must be adopted in a regularly scheduled public meeting.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE BOARD POLICY 6152.1 - PLACEMENT IN MATHEMATICS COURSES.

None.

California public schools rank 42nd out of the 50 states in per-pupil spending. During the recent recession, the state cut more than $56 billion from education, healthcare and other critical services.

Proposition 30 in 2012 helped increase state revenues. These revenues will decline after 2016 and disappear after 2018.

The California Children's Education and Health Care Protection Act of 2016 would extend Proposition 30 temporary income tax rates for an additional 12 years, funding the Education Protection Account and boosting spending on education and health care for low income families.

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The District provided summer school in Early Literacy/English Language Development, Math/English Language Development, Extended School Year for Special Education students, and Enrichment in Music and Theater.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE 2016 SUMMER SCHOOL PROGRAM.

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The Administration, through public contract code, solicited bids for the district-wide Network Electronics project. This project was developed in conjunction with its consultants and will enable the District to replace all networking equipment with completely new equipment that will be installed and configured. The new equipment consists of switches, router, wireless controllers, wireless access points and other networking devices.

Staff recommends awarding the contract to IT Management, the most responsive bidder based on RFP scoring. In the event that the District cannot enter into a contractual agreement with IT Management, the staff recommends awarding the contract to the next most responsive bidder based on RFP scoring.   

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES AWARD THE BID AND APPROVE THE CONTRACT WITH IT MANAGEMENT FOR THE NETWORK ELECTRONICS PROJECT.

$4,610,403.58:  General Funds - Network Upgrade Budget

The District and the City of Foster City have participated in a joint use agreement to share the use of the facilities at Audubon, Brewer Island, Foster City Elementary Schools and Bowditch Middle School. The City of Foster City uses the facilities after school and when school is not in session to provide a variety of programs to students and to the general community.

The joint use agreement between the District and the City of Foster City dates back to 1991 and the contract has been amended at the end of each term. This will be the Fifth Amendment. The District has met with the Director of the Foster City Parks and Recreation department to make revisions and edits to this Fifth Amendment for Board approval.

Some of the key amendments include shortening the term from 5 years to 3 years, clarifying the days and times of facility use, and defining the parties and process by which access is permitted.

On January 8, 2015, the Board of Trustees approved the Montessori / STEM / STEAM Program. The program included converting part of the Bayside STEM Academy Campus to a K-5 STEAM Program. As a part of the program for Bayside STEM/STEAM Classrooms Conversion, the Administration with MIG/TRA Environmental Sciences, Inc., (MIG/TRA) completed a California Environmental Quality Act (CEQA) report. The report and findings from MIG/TRA indicate that by using a Class 1 (Existing Facilities) and a Class 14 (Minor Addition to Schools) the project qualifies for a Categorical Exemption. 

The Notice of  Exemption will be filed at the County Clerk-Recorder's Office and mailed to the State Clearinghouse upon approval by the Board of Trustees.

The Administration will bring the resolution and notice of exemption for action at the September 1, 2016 public Board of Trustees Meeting.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES REVIEW THE  DRAFT RESOLUTION NO. 07/16-17 AND NOTICE OF CATEGORICAL EXEMPTION FOR THE BAYSIDE STEM/STEAM CLASSROOMS CONVERSION PROJECT.  THE RESOLUTION WILL BE PRESENTED FOR ACTION AT THE SEPTEMBER 1, 2016 BOARD MEETING.

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The District has been collecting the enrollment and facility data necessary to apply for funding through the State School Facilities Program.  As part of the application process, the Board of Trustees must pass a resolution authorizing the establishment of New Construction eligibility and applications for future construction projects.  A State School Facilities bond measure has qualified for the November 2016 ballot (Measure 51) and there are construction projects in the District's Measure X bond project list that may be eligible for state bond funds.

While the outcome of the November 2016 election is unknown, it is prudent that the District apply for the possibility of state funding at this time as funding is awarded based on the date in which the application is accepted.

Data Analyst will provide data to principals and teachers in a timely manner in order to support the use of current data for instructional guidance. The intent is to monitor the progress of pupils in their achievement of grade level standards.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE JOB DESCRIPTION FOR THE POSITION OF DATA ANALYST.