IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NON PUBLIC AGENCY/NON PUBLIC SCHOOL (NPA/NPS) CONTRACTS IN THE AMOUNT OF $656,595.50

$656,595.50

The Board of Trustees approved the new gym and classrooms for Abbott Middle School when Measure X passed in the Fall of 2015.

The District contracted with CAS Inspections, Inc. for the new gym and classrooms at Abbott Middle School. This project is required to be inspected by a Division of State Architect (DSA) Inspector of Record (IOR).

$237,600.00.  It is within the Measure X Funds. 

On June 7, 2018 the Board of Trustees approved the contract for Cumiskey Construction Corporation for the Abbott Middle School Modernization Project for the amount of $854,000.00.

The cost of Change Order No.1 is $(40,226.89)(-4.71%) of the original contract. The new contract amount will be $813,773.11.

The Abbott Middle School new gymnasium/classroom building project was selected as a Phase I Measure X Construction Project at the January 21, 2016 Board Meeting. The District approved BAGG Engineers Inc. for the geotechnical engineering study and geologic hazard investigation on July 22, 2016.

Amendment No. 2 provides funding for more engineering analysis, updating vicinity geologic mapping, and sending a letter response to CGS (California Geological Survey).

The cost of Amendment No. 2 to the original contract is $2,465.00 for additional engineering work, funded by Measure X. The new contract amount will be $19,249.00.  

On June 7, 2018, the Board of Trustees approved the Abbott Middle School Modernization project. In keeping with the District approved furniture, the District solicited bids for the Abbott Middle School New Classroom furniture.

The District recommends awarding the contract in the amount of $18,766.17 to Palace Business Solutions for the new classroom under the Abbott Modernization Project.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE PALACE BUSINESS SOLUTIONS TO SUPPLY NEW FURNITURE FOR THE NEW CLASSROOM  AS PART OF THE ABBOTT MIDDLE SCHOOL MODERNIZATION PROJECT.

On November 16, 2017, the Board of Trustees approved the contract with Western Roofing Services for the Audubon Elementary School Roof Replacement and Repairs Project in amount of $949,179.

The District, in working with Western Roofing Services, encountered unforeseen conditions. Therefore, District and Consulting Engineer requested the necessary field changes as well as corrections.

The cost of Change Order No. 2 to the original contract is $30,704.00 (3.23% of the original contract).

The cost of Change Orders 1 and 2 to the original contract is $83,179.00 (8.76% of the original contract).

The new contract amount with Western Roofing Services will be $1,032,358.00, which is within the Audubon Roof Replacement and Repairs Project.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE CHANGE ORDER NO. 2 FOR WESTERN ROOFING SERVICES REGARDING THE AUDUBON ROOF REPLACEMENT AND REPAIRS PROJECT.

$30,704.00 - Measure L Funding.

The current lease agreement between the City and the District does not contain a boundary survey or have benchmarks. At this time it only shows property footage. As we move forward with a new gym building at Bayside Academy, we need to identify the property boundaries and provide correct benchmarks to help identify where one property starts and the other ends. 

This type of service is performed by a civil engineering consultant  and we have received a proposal from Warren Consulting Engineers, Inc. in the amount $9,000.00. 

Under this initial survey, Warren Consulting Engineers, Inc will focus on conducting a topographical survey, a boundary survey, as well as updating the title report for historical records. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH WARREN CONSULTING ENGINEERS, INC. FOR SURVEYING SERVICES OF THE BAYSIDE ACADEMY. 

$9,000.00 - Measure X funding.

On January 21, 2010, the Board of Trustees approved the Facility Master Plan (FMP) which included security fencing and gates at multiple schools as a Priority 1, Category 1 classification.

As part of the District-wide security fencing project, the District has been working with HKIT Architects on all the schools.  Borel Middle School & Park Elementary School pose multiple challenges with elevations and underground utilities. The District awarded a design contract to HKIT Architects in the amount of $23,907. 

The District, in working  with HKIT Architects, encountered unforeseen conditions, Division of State Architect (DSA) changes, District requests, and necessary field changes. 

The cost of Change Order No. 1 to the original contract is $25,862.00 (108.2% of the original contract).  

The new contract amount will be $49,769.00 within the Measure L District-wide Fencing Project budget.

This work will provide the necessary requirements to meet the Division of State Architect (DSA) requirements including American Disability Act (ADA) access, fire access, and emergency egress.            

On November 20, 2014, the Board of Trustees approved HKIT Architects as the Architects of Record for the George Hall Elementary School Toilets Room Remodel Project.

Since this time, the scope of project was changed, delayed, modified and/or expanded. In the summer of 2017, the bid started . HKIT Architect provided additional services relating to the changed scope and rebidding for the project.  Additional trips to DSA, increased time for the construction staff, additional meeting times, and printing material were required.

These additional services increased the architect's reimbursable expenses. The project was completed on August 15, 2017. The Architect invoiced the District for additional reimbursable expenses in amount of $4,403.64 in January of 2018. This amount was above the approved architect's agreement.

After negotiations, the District and HKIT Architects agreed to split the cost as it stated in the Amendment No. 2. The current fee of HKIT Architect's Agreement of $72,970.00 will be increased by not-to-exceed fee of $2,201.82, for a total of $75,172.00.    

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE AMENDMENT NO. 2 FOR HKIT ARCHITECTS IN THE AMOUNT OF $2,201.82.

$2,201.82 - Differed Maintenance

On July 12, 2018, the Board of Trustees approved Sewer Line Repair Project at Laurel Elementary School for James Caccia Plumbing, Inc.

During the project, the Child Nutrition Services has changed the scope of work by by adding some equipment to the kitchen, such as a new three compartment preparation sink, single preparation sink, and hand wash sink.  These required additional plumbing work for a proper installation which was completed on time and allowed the Kitchen to BE ready for the first day of school. 

The cost of Change Order No. 1 was $11,840.00 funded by Child Nutrition.

The new Contract amount for James Caccia Plumbing, Inc. will be $28,783.00, of which $16,943.00 was funded by the Routine Restricted Maintenance Plan Budget.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CHANGE ORDER NO. 1 FOR JAMES CACCIA PLUMBING, INC IN THE AMOUNT OF $11,840.00. 

$11,840.00 - Child Nutrition Fund

The District proposes to award the bid proposal to Systems Plumbing in the amount of $94,500 for the addition of restrooms inside of four existing portables at Parkside Elementary School which are being used by the Foster City Preschool.  The contract is for plumbing services.  

This project has been requested by the Foster City Preschool.  The District will be fully reimbursed for all the costs associated with this project.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM SYSTEMS PLUMBING FOR THE PLUMBING ASSOCIATED WITH ADDING RESTROOMS INSIDE FOUR EXISTING PORTABLES AT PARKSIDE ELEMENTARY SCHOOL.

The District proposes to award the bid proposal to Anza Engineering in the amount of $35,000 for the trenching involved with getting additional utilities to four portables.  This work is part of the addition of restrooms inside of four portables at Parkside Elementary School that are being used by the Foster City Preschool.

This project has been requested by the Foster City Preschool. The District will be fully reimbursed for all the cost associated with this project.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM ANZA ENGINEERING FOR THE TRENCHING OF FOUR EXISTING PORTABLES AT PARKSIDE ELEMENTARY SCHOOL.

The Appropriations Limit, commonly referred to as the Gann Limit, was established by Proposition 4 in 1979 and amended by Proposition 98 in 1989 and Proposition 111 in 1991.  Article XIIIB was added to the State Constitution and established limits on allowable growth in state and local government spending.  The Appropriations Limit allows government spending to grow at a rate no greater than the California per capita personal income inflation and the change in population. 

The District is responsible for calculating this limit each year according to prescribed formulas, making these calculations available to the public and presenting the calculations to the Board of Trustees for adoption by resolution.

Per the State Report, the Appropriations Limit for 2017-18 is $98,516,873.94 and the appropriations subject to the Limit is $98,516,873.94.  The amounts meet the limit and no adjustment is necessary.  The Appropriations Limit for 2018-19 is estimated at $101,529,861.80.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 08/18-19 REGARDING THE ADOPTION OF THE APPROPRIATIONS (GANN) LIMIT FOR 2017-18 AND 2018-19.

No financial impact to the District

Per Board Policy 3312, the Board may, by a majority vote, delegate to the Superintendent or designee the authority to enter into contracts on behalf of the District.  To be valid or to constitute an enforceable obligation against the District, all such contracts must be approved and/or ratified by the Board.  Contracts are available for review upon request in the Business Services department.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE LIST OF CONTRACTS AND CONSULTANTS OF $45,000 AND UNDER.

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.

Board Policy 3290 requires the Superintendent to obtain final approval and acceptance for gifts donated to the school district.

None – Expenditure provided for in the 2017-2018 budget

The Board of Trustees has expressed particular concern about the persistent opportunity gap in the San Mateo-Foster City School District.  At the August 23, 2018 Board Meeting Trustee Ng stated that Trustee Watkins offered to author an Equity Resolution to establish an equity task force with related actions and present it at the the September 13, 2018 Board Meeting.  The Resolution is attached for Board consideration.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES CONSIDER AND ADOPT RESOLUTION NO. 9/18-19 - EQUITY.

TBD

The 2017-2018 Unaudited Actuals Financial Report passed all State Standards and Criteria tests required for compliance with the State Account Code Structure and the California State Accounting Manual.  The District books are balanced with the County Office of Education and County Treasurer ledgers.  The 2017-2018 Unaudited Actuals Financial Report will be presented to the Board for approval on September 27, 2018.  Upon Board approval this financial report will be audited and filed with the County Superintendent of Schools.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE DRAFT  2017-2018 UNAUDITED ACTUALS FINANCIAL REPORT.

As shown in the financial report

The Board adopted budget for 2018-2019 shows a pattern of deficit spending beginning in the first year and continuing through each year in the Multi Year Projection.  The District's ending fund balance has decreased and solutions need to be enacted to preserve fiscal stability.

At the August 23, 2018 Board meeting, Trustees were presented with a list of potential budget reductions. At the September 13, 2018 Board Meeting, School Services will present information on budgeting options utilized in other districts who are facing structural deficits. There will be an opportunity to further the discussion and explore solutions to the District's budget deficit in order to balance the budget by 2019-2020.

THE BOARD OF TRUSTEES WILL RECEIVE INFORMATION AND DISCUSS OPTIONS FOR ADDRESSING THE STRUCTURAL DEFICIT OF $5 MILLION FOR THE 2019-20 SCHOOL YEAR.

None