Approve the consulting agreements, contracts, invoices and purchase orders, as listed on the attached spreadsheet:

Other consulting agreements, contracts, invoices and purchase orders in the amount of $211,453.83

Attached are  Agreements,  contracts, invoices and purchase orders $25,000 and less do not need Board approval, but are listed in order to provide disclosure to the Board.

Recommendation to approve the minutes from February 11,  February 25th and March 11, 2021  Board Meetings

The district received the following donations.

Accept the Quarterly Report on Williams Uniform Complaints for the quarter, January 2021 through March 2021, the District did not receive any such complaints.

The District is required to submit a quarterly report to the Board of Trustees on complaints that it has received in response to the Williams Settlement Case, Education Code §35186.  The areas that are addressed in the Williams Uniform Complaint Procedures include sufficient textbooks and instructional materials, teacher vacancy or misassignment, facilities conditions and intensive instruction and service.  For the quarter, January 2021 through March 2021, the District did not receive any such complaints.

It is recommended that the Board of Trustees approve the Architectural Services proposal with CA+SA Studios for Architectural Services on the District-Wide Public Address System Project.

The Board is being asked to approve the proposal for architectural services with CA+SA Studios for the District-Wide Public Address System Project. The project involves replacement of the outdated public address systems at each of the six comprehensive high schools.

The fee for Architectural Services is not to exceed $171,000. The Architectural Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board of Trustees approve the Architectural Services proposal with CA+SA Studios for Architectural Services on the Hillsdale High School Domestic Water Line Replacement Project.

The Board is being asked to approve the proposal for architectural services with CA+SA Studios for the Hillsdale High School Domestic Water Line Replacement Project. The project involves replacement of the portion of the domestic waterlines located in the tunnels under the school. These are original construction and have outlived their useful life.

The fee for Architectural Services is not to exceed $38,575.00. The Architectural Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board of Trustees approve the Architectural Services proposal with CA+SA Studios for Architectural Services on the San Mateo High School HVAC Equipment Replacement Project.

The Board is being asked to approve the proposal for architectural services with CA+SA Studios for the San Mateo High School HVAC Equipment Replacement Project. The scope of work includes installation of new HVAC systems at the three Classrooms in the San Mateo High School Music Building.

The fee for Architectural Services is not to exceed $98,000.00. The Architectural Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board of Trustees approve the Architectural Services proposal with Hibser Yamauchi Architects, Inc. for Architectural Services on the Hillsdale High School Exterior Panel Encapsulation Project.

The Board is being asked to approve the proposal for architectural services with Hibser Yamauchi Architects for the Hillsdale High School Exterior Panel Encapsulation Project. The scope of work includes installation of a new insulated exterior skin to encapsulate the existing transite panels inclusive of new glazing and exterior doors.    

The fee for Architectural Services is not to exceed $1,591,000.00. The Architectural Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board of Trustees approve the Architectural Services proposal with HED Design, Inc. for Architectural Services on the Aragon and Mills High Schools Exterior Panel Encapsulation Project.

The Board is being asked to approve the proposal for architectural services with HED Design for the Aragon and Mills High Schools Transite Panel Encapsulation Project. 

The scope of work includes installation of a new insulated exterior skin to encapsulate the existing transite panels inclusive of new glazing and exterior doors.    

The fee for Architectural Services is not to exceed $2,675,000. The Architectural Services fees are built into the project budget. There is no overall change to the project budget.

It is recommended that the Board approve the termination for convenience of the QKA Agreement for architectural services for San Mateo High School Music Building HVAC Replacement Project and authorize District staff to solicit proposals for architectural services for the Project from the District’s pool of qualified architect firms able to meet the Project schedule.

On February 2, 2021, the Board of Trustees (“Board”) approved the proposal submitted by QKA for architectural services in the amount of $121,200.00 for the San Mateo High School Music Building HVAC Replacement Project (“Project”).  Further to this approval, the District and QKA entered into a contract for the Project.  On March 31, 2021, QKA informed the District’s Construction Manager, Greystone West Company, that it would be unable to meet the Project schedule. Maintaining the Project schedule is critical in meeting the District’s reopening plans, and District staff and Greystone West Company have determined the best process for maintaining Project schedule is to terminate the contract with QKA for convenience and immediately move forward with awarding the Project to an architectural firm from the District’s pool of qualified firms who is able to meet the Project schedule. 

The District’s contract with QKA permits the District to terminate the contract for convenience, and upon such termination, QKA is entitled to payment of fees for all services actually and satisfactorily performed from the date of written notice of termination. Greystone West estimates such fees to be less than $3,500 based on billings received to date from QKA.  

No additional funds are needed. There is no overall change to the project budget.

It is recommended that the Board approve the termination for convenience of the QKA Agreement for architectural services for Mills High School 300 Wing HVAC Replacement Project and authorize District staff to solicit proposals for architectural services for the Project from the District’s pool of qualified architect firms able to meet the Project schedule.

On February 2, 2021, the Board of Trustees (“Board”) approved the proposal submitted by QKA for architectural services in the amount of $42,000.00 for the Mills High School 300 Wing HVAC Replacement Project (“Project”).  Further to this approval, the District and QKA entered into a contract for the Project.  On March 31, 2021, QKA informed the District’s Construction Manager, Greystone West Company, that it would be unable to meet the Project schedule. Maintaining the Project schedule is critical in meeting the District’s reopening plans, and District staff and Greystone West Company have determined the best process for maintaining Project schedule is to terminate the contract with QKA for convenience and immediately move forward with awarding the Project to an architectural firm from the District’s pool of qualified firms who is able to meet the Project schedule. 

The District’s contract with QKA permits the District to terminate the contract for convenience, and upon such termination, QKA is entitled to payment of fees for all services actually and satisfactorily performed from the date of written notice of termination. Greystone West estimates such fees to be less than $3,500 based on billings received to date from QKA.  

No additional funds are needed. There is no overall change to the project budget.

It is recommended that the Board approve the termination for convenience of the QKA Agreement for architectural services for Mills High School Ceramics Building HVAC Replacement Project and authorize District staff to solicit proposals for architectural services for the Project from the District’s pool of qualified architect firms able to meet the Project schedule.

On February 2, 2021, the Board of Trustees (“Board”) approved the proposal submitted by QKA for architectural services in the amount of $42,000.00 for the Mills High School Ceramics Building HVAC Replacement Project (“Project”).  Further to this approval, the District and QKA entered into a contract for the Project.  On March 31, 2021, QKA informed the District’s Construction Manager, Greystone West Company, that it would be unable to meet the Project schedule. Maintaining the Project schedule is critical in meeting the District’s reopening plans, and District staff and Greystone West Company have determined the best process for maintaining Project schedule is to terminate the contract with QKA for convenience and immediately move forward with awarding the Project to an architectural firm from the District’s pool of qualified firms who is able to meet the Project schedule. 

The District’s contract with QKA permits the District to terminate the contract for convenience, and upon such termination, QKA is entitled to payment of fees for all services actually and satisfactorily performed from the date of written notice of termination. Greystone West estimates such fees to be less than $3,500 based on billings received to date from QKA.  

No additional funds are needed. There is no overall change to the project budget.

Approve the specific Board policy, BP 6146.1 - High School Graduation Requirements, as contained in the attachment.

The District requests the Board of Trustees approve the specific Board policy, BP 6146.1 - High School Graduation Requirements:

• The majority of the changes to BP 6146.1 are recommendations by CSBA which include a refinement of the language that all students must complete Algebra 1.  SMUHSD has specific graduation requirements for our high school program so much of the CSBA language was not adopted.  Based on the recommendation of the Adult School Director, the policy also brings the graduation requirements for Adult School diploma to be more aligned and therefore competitive with the Adult Schools in the region.  There are also new updates from CSBA on the requirements for an individual who may receive a retroactive or honorary diploma from the District.

as contained in the attachment.

It is recommended that the Board adopts the attached Resolution Authorizing the Use of Design-Build Delivery Method, Design-Build Request for Qualifications/Proposals, and Best-Value Selection Method for the Design and Construction of the Mills High School Ceramics Building HVAC Replacement and San Mateo High School HVAC Equipment Replacement Project, which includes a copy of the Request for Qualifications/Proposals.

Mills High School Ceramics Building HVAC Replacement:

The Mills High School Ceramics Building HVAC Replacement portion of the Project involves replacing portions of the existing HVAC equipment in the Ceramic Building at Mills High School. The goal for this portion of the Project is to increase outdoor air ventilation and improve heating and cooling. The design will include a new floor mounted 4-pipe fan coil unit with a filter mixing box and economizer, exposed in space with outside air ducting up through the roof. The existing chilled and hot water piping system will be connected to the new fan coil.

San Mateo High School HVAC Replacement:

The San Mateo High School HVAC Equipment Replacement portion of the Project involves replacing portions of the existing HVAC equipment in the Music Building at San Mateo High School. The goal for this portion of the Project is to increase outdoor air ventilation and improve heating and cooling. New heating and cooling will be provided by floor mounted variable refrigerant flow (“VRF”) unit ventilators. The existing hot water base board heaters will be removed and architectural finishes will be patched and painted to match the surrounding finishes. Optional scope of work includes new heating and cooling systems in the practice rooms, corridor, offices, and classroom #3.

Two-Phased Design-Build Project Delivery:

California Education Code section 17250.10, et seq. authorizes California school districts to use the design-build delivery method for projects costing in excess of $1 million if the Board of Trustees (“Board”) finds that the method will reduce project costs, expedite project completion, or procure design features not achievable through the traditional design-bid-build method, and adopts a resolution finding the same and approving the use of the design-build delivery method prior to entering into a design-build contract.

The District has consulted with its construction management firm, Greystone West Company, and its architectural firm, CA+SA Studio, and determined that the use of a design-build delivery method with a “Best Value” selection method for the Project will allow the District to reduce Project costs, expedite Project completion, or procure design features not achievable through the traditional design-bid-build delivery method.

The Mills High School Ceramics Building HVAC Replacement portion of the Project has an estimated price of $179,470.00, while the San Mateo High School HVAC Equipment Replacement portion of the Project has an estimated price of $1,036,685.60, for a total estimated Project price of $1,216,155.60. The Project will be in two phases.  The first phase (“Phase 1”) will consist of design, engineering and pre-construction services and has an estimated price of $272,120.00 and the second phase (“Phase 2”) will consist of construction services and has an estimated price of $944,035.60. The District seeks to retain the services of one contractor to provide Phase 1 and Phase 2 services. 

For Information Only.

Each year we recognize and celebrate an outstanding AVID senior from each of our AVID sites. These students have faced various challenges throughout their high school experience yet persevered to succeed. 

The District requests the Board of Trustees approve the attached updated Multi-Tiered Systems of Support (MTSS) Coordinator job description.  While this job is currently a stipend position ($8K/site), the District looks to increase the investment by making it a .2 release for coordination and facilitation of each site's Multi-Tiered System of Support.  This role will be managed by site administration and will be funded using resources from the Significant Disproportionality grant that the District must utilize to address its compliance with that accountability grant.

In order to address the recommendations of the San Mateo Grand Jury report “Hate@School--Opportunities Lost” as well as student survey data indicating the need for more proactive responses to address hate speech, microaggressions and other such harmful behavior occurring on school campuses across SMUHSD, district office staff in collaboration with a task-force made up of representatives from across the schools, developed and refined a request for proposals (RFP). The RFP invited professional learning providers to submit proposals to address the following training outcome as well as a framework for organizational and cultural change. All of the proposals were evaluated using the rubric developed by the task force. Three proposals were identified as finalists and were invited to interview with a panel. 

The panel was unanimous in their selection of Shane Safir and Joe Truss as the preferred provider for this district-wide training. Their proposal is attached. District staff is seeking approval for a small scope of service to commence this Spring (2021) with a more comprehensive contract for services for the 2021-2022 school year to be brought forward at a later date.

Review and discuss the specific Board policies and administrative regulations - March 2021 Updates - Part One:

-BP 3110 - Transfer of Funds

-BP/AR 3230 - Federal Grant Funds

-AR 3311.2 - Lease-Leaseback Contracts

-AR 3311.3 - Design-Build Contracts

-AR 3320 - Claims and Actions Against the District

-BP 3452 - Student Activity Funds

as contained in the attachment.

Review and discuss the specific Board policies and administrative regulations - March 2021 Updates - Part One. These Board policies and administrative regulations will, upon the direction of the Board, be considered for approval at the Board's May 6th Board Meeting:

-BP 3110 - Transfer of Funds

• Authorizes the temporary transfer of up to 85 percent of the maximum amount held in any fund or account for the payment of obligations.

-BP 3230 - Federal Grant Funds

• Clarifies and renumbers requirements for the use and accounting of federal grant funds pursuant to the Office of Management and Budget's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

-AR 3230 - Federal Grant Funds

• Clarifies and renumbers requirements for the use and accounting of federal grant funds pursuant to the Uniform Guidance.

-AR 3411.2 - Lease-Leaseback Contracts

• Updated to include the maximum term for the lease-leaseback contract, reflect the requirement for site and plan approval prior to entering into an agreement, add optional language for a Board resolution declaring the intent to enter into a lease-leaseback contract, and move evaluation criteria into the list of items that must be included in the request for sealed proposals.

-AR 3311.3 - Design-Build Contracts

• Updated to require districts to include in all bid documents and construction contracts a notice that the project is subject to state "skilled and trained workforce" requirements.

-AR 3320 - Claims and Actions Against the District

• Updated with procedures that may be used to file a claim for money or damages against the District depending on the cause of action.

-BP 3452 - Student Activity Funds

• Updated to clarify that the policy does not apply to school-connected organizations that are not composed entirely of students or subject to the Board's control and regulation.

as contained in the attachment.