Under S.B.813, schools are required to be in session for 180 days in a school year, and to offer the following annual minutes of instruction at each grade level:

• Transitional Kindergarten 36,000
• Kindergarten 36,000
• Grades 1-3 50,400
• Grades 4-8 54,000

School calendars and instructional minutes are established at each school site in collaboration with the site principal and staff representation.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE INSTRUCTIONAL MINUTES FOR THE 2019-2020 SCHOOL YEAR.

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The District provides services for individual Special Education students according to commitments made in the student's Individualized Education Plan (IEP). When appropriate services are not able to be provided through District programs, the District contracts with a Non-Public School (NPS) or Non-Public Agency (NPA) for those services. Listed contracts are for the 2018-2019 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NON-PUBLIC AGENCY/ NON-PUBLIC SCHOOL (NPA/NPS) CONTRACTS IN THE AMOUNT OF $45219.16.

$45,219.16

Safe Routes to School (SRTS) encourages healthy lifestyle choices and educates students and parents about the benefits of walking/biking to school.  The SRTS framework includes six (6) important components:

EDUCATION – Providing students and the community with the skills to walk and bicycle safely, educating them about benefits of walking and bicycling, and teaching them about the broad range of transportation choices.

ENCOURAGEMENT – Generating enthusiasm and increased walking and bicycling for students through events, activities, and programs.

ENGINEERING – Creating physical improvements to streets and neighborhoods that make walking and bicycling safer, more comfortable, and more convenient.

ENFORCEMENT – Deterring unsafe traffic behaviors and encouraging safe habits by people walking, bicycling and driving in school neighborhoods and along school routes.

EVALUATION – Assessing which approaches are more or less successful, ensuring that programs and initiatives are supporting equitable outcomes, and identifying unintended consequences or opportunities to improve the effectiveness of each approach.

EQUITY – Ensuring that Safe Routes to School initiatives are benefiting all demographic groups, with particular attention to ensuring safe, healthy, and fair outcomes for low-income students, students of color, students of all genders, students with disabilities, and others.

Statistics show that students today have become less active, less independent, and less healthy. In 1969, nearly 50 percent of all children in the United States (and nearly 90 percent of those within a mile of school) walked or bicycled to school. Today, that number has plummeted to fewer than 15 percent. During the morning commute, driving to school represents 10-14 percent of traffic on the road.  Studies show that Safe Routes to School programs are effective at increasing rates of bicycling and walking to school and decreasing injuries.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE SUBMISSION OF THE GRANT APPLICATION: 2019-2020 SAFE ROUTES TO SCHOOL GRANT.

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The California Department of Education (CDE) has announced a Request for Applications (RFA) to fund a grant to reduce or eliminate tobacco-use disparities through tobacco-use prevention, youth development, intervention, and cessation programs in schools specifically directed at priority subgroups. An estimated $7 million from Proposition 56 funding has been allocated to the CDE to fund this new focus for three years, beginning July 1, 2019, through June 30, 2022. The level of funding appropriated by the Legislature, the number of qualified applications, and the total amount requested by qualified applicants will determine the number of grants awarded.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE DISTRICT SUBMISSION OF A GRANT APPLICATION FOR: 2019-2022  YOUTH ENGAGEMENT TO ADDRESS TOBACCO-RELATED HEALTH DISPARITIES.

On May 4, 2017, the Board of Trustees approved Cody Anderson Wasney Architects, Inc., as the architectural firm for the Abbott New Gymnasium/Classrooms Project.

Since then, the scope of the project changed. The Architect provided additional services related to the modifications of scope due to value engineering, as well as help with the City of San Mateo permitting effort and the separate phasing of the Modernization package at Abbott Middle School.

The cost of Amendment No. 2 to the original contract is $60,758.00 (3.47% of the original contract), funded by Measure X. The new contract amount will be $1,816,896.00.

Room 2 at George Hall Elementary was formerly occupied by Head Start, a County Program which vacated the premises last year.  Starting next year, Helping Hands Building STEAM Preschool, a District program, will be placed in Room 2.  In order for this program to occupy the space, some renovations will need to be made to Room 2.  Some of the renovations included replacing the flooring, replacing the toilets child appropriate heights, replacement of casework, curtains, some window panes, and plumbing work.

Through the California Uniform Public Construction Coast Accounting (CUPCCA) process, for any contracts under $60,000.00, the District is allowed to solicit a bid from a contractor without going through the informal bidding process.  The District requested a proposal from Eternal Construction, Inc., for the work, and the contractor submitted a proposal for $54,269.19 for the renovation work.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE CONTRACT WITH ETERNAL CONSTRUCTION IN THE AMOUNT OF $54,269.19, FOR THE RENOVATION WORK IN ROOM 2, AT GEORGE HALL ELEMENTARY SCHOOL.

$54,269.19 will be split funded in three ways:

$13,943.16 - Head Start Program

$2,475.16 - Routine Restrictive Maintenance

$37,850.87 - Children's Development Fund

The District-wide Shade Structures Project (Project) was approved as a part of Measure L funding. The shade structure at George Hall Elementary School is a part of this project. 

On January 10, 2019 the Board of Trustees approved purchase of a metal shade structure (parts only) for George Hall Elementary School from NSP3, which represents the shade manufacturer, ION.

The District through the California Uniform Public Cost Accounting ACT (CUPCAA), public code 22032, solicited bids for installation of a new metal roof shade structure at George Hall Elementary School, Project # 19-146. The informal bid opening was held on May 23, 2019. 

The lowest responsive bidder was Community Playgrounds, Inc.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT FOR INSTALLATION OF METAL ROOFING SHADE STRUCTURE AT GEORGE HALL ELEMENTARY SCHOOL, PROJECT #19-146 TO THE LOWEST RESPONSIVE BIDDER, COMMUNITY PLAYGROUNDS, INC., IN THE AMOUNT OF $128,893.00. 

$128,893.00 - Measure L Funding

The plumbing in the toilet room and the adjacent kitchen sink  in the Annex at Laurel Elementary School is  leaking.  The leaks from these two sources has caused the floor decking, floor joists, and wall studs to have some dry rot.  Since the repairs require the removal of the floor finish and cabinetry, it was decided that the flooring of the entire portable and portion of the kitchen base cabinets be replaced. 

Through the California Uniform Public Construction Cost Accounting (CUPCCA) process, for any contracts under $60,000.00, the District is allowed to solicit a bid from a contractor without going through the informal bidding process.  The District requested a proposal from Eternal Construction for the work, and the contractor submitted a proposal of $58,534.72 for the needed repairs.  

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM ETERNAL CONSTRUCTION FOR THE DRY ROT REPAIRS AND  REPLACEMENT OF THE FLOORING  AT THE PORTABLE OF THE CHILDREN'S ANNEX AT LAUREL ELEMENTARY SCHOOL.  

$58,534.72 - Child Development Fund

On March 29, 2018, the Facilities Department published a Request for Qualifications (RFQ) for Inspector of Record (IOR) Services as required by DSA for all DSA approved projects.  Due to the increased demand for inspectors in Northern California, the previous inspection firm, Consolidated Safety Services, has moved on to find other work which has caused the district to reach out once again for IOR services.  A Proposal was submitted by Ralph Adams Inspection Services.  The District conducted an interview and was comfortable in selecting Mr. Adams as the Inspector of Record for the New Elementary School in Foster City.  His proposal is for the Class I inspector in the amount of $350,000.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE PROPOSAL FROM RALPH W. ADAMS INSPECTION SERVICES TO PROVIDE DSA IOR SERVICES FOR THE NEW ELEMENTARY SCHOOL IN FOSTER CITY.

$350,000 - Measure X Funding. 

HMC Architects is one of the firms in the District's pool of 10 architectural firms that successfully participated in the Statement of Qualifications (SOQ) process in February 2016.  HMC was recommended and hired by Westlake Urban, the developers of the Charter Square property, to be the architects to design the new elementary school in Foster City for the District.  In late August 2018, the plans for the new elementary school in Foster City were approved by the Division of the State Architects’ Office (DSA).

In the fall of 2018, Westlake Urban offered the District the opportunity to purchase the land at the Charter Square Shopping Center and build the school as a District project.  Westlake ended their contract with HMC in December 2018. The District began negotiating an agreement with HMC to cover the design work that had previously been completed and paid for by the District as well as for the remaining Interim Site Grading Plan, Bidding Phase, Construction Administration and Observation Phase, and Closeout and Certification with DSA.  This completed agreement covers all of the prior and remaining work on the new school in Foster City project through DSA close out.

Bidding and Site Preservation Phase - $130,110.00

Construction Administration/Closeout Phase - $589,855.33

Total Fee Proposal - $719,965.33

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RATIFY THE AGREEMENT FOR ARCHITECTURAL SERVICES WITH HMC GROUP FOR THE PROJECT OF THE NEW SCHOOL IN FOSTER CITY.

Fund 21 Measure X Phase I:  $719,965.33

The San Mateo-Foster City School District received funding from the California Clean Energy Jobs Act (Prop 39) for increasing energy efficiency within District schools and offices.

After careful consideration, the District determined that the best use of funds would be to replace existing fluorescent  lighting with LED lighting in classrooms, offices, gyms, libraries, and exterior lighting at our school sites.

On August 21, 2014, the Board approved the Prop 39 Energy Expenditure Plan for the interior and exterior lighting at District schools and offices. This project includes labor for replacing interior lighting at Abbott, Bayside, and the District Office.

Bids were solicited for the labor portion of this project as per California Public Contract code.  Three bids were received by the District from Cumisky Construction, Inc., Flouresco Services Inc., and ReGreen Inc.  The apparent low bidder is Flouresco Services, Inc. in the amount of $63,791.45.

The District contracts with an outside vendor to deliver a complete food safety and sanitation system, including education, just-in-time delivery of detergents and kitchen sanitation supplies, and Hazard Analysis Critical Control Point (HACCP) procedure verification. This service covers the District’s Central Kitchen and all school site satellite kitchens. District administration recommends approval of the contract with PortionPac to provide the complete food safety and sanitation system commencing on July 1, 2019, through June 30, 2020.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT WITH PORTIONPAC TO PROVIDE THE COMPLETE FOOD SAFETY AND SANITATION SYSTEM FOR THE 2019-20 SCHOOL YEAR.

Fund 13 Child Nutrition:  Annual contract amount of $27,405

Child Nutrition Services, through public contract code, solicited a Request for Proposal (RFP) CNS-01-20 for Distribution of Processed USDA Foods and Commercial Food Products for the 2019-2020 school year.

The RFP solicited proposals for delivered cost and pricing on finished USDA Foods items based on the pricing from the 2019-20 Super Co-Op price catalog and also requested pricing for commercial food products based on the provided distributor pricing. The evaluation of the proposed items and award would go to the proposer who best met the qualification and was deemed responsive and responsible, and to the vendor who offered the lowest possible price that best fit the needs of the District.

The Danielsen Co., Gold Star Foods, and Sysco San Francisco, Inc., submitted pricing for multiple items. Producers Dairy provided pricing only for yogurt products but did not offer the lowest price for an award.

The vendors listed below have met the needs of the District and recommends that the Board of Trustees award provisioning contracts for the Distribution of Processed USDA Foods and Commercial Food Products to the following companies and in the dollar amount as listed:

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES AWARD RFP CNS-01-20 TO THE PROPOSED VENDORS AND ENTER INTO A PROVISIONING CONTRACT FOR THE DISTRIBUTION OF PROCESSED USDA FOODS AND COMMERCIAL FOOD PRODUCTS FOR THE 2019-20 SCHOOL YEAR.

Fund 13 Child Nutrition: as noted above

Child Nutrition Services, through public contract code, solicited a Request for Proposal (RFP) CNS-02-20 for Fresh Produce – Fruits and Vegetables for the 2019-2020 school year.

Proposals were received from five companies: Aggrigator Inc., Bay Cities Produce, Inc., Chef’s Choice Produce, Daylight Foods, and Gold Star Foods. Per the RFP terms, one proposer should be selected that best meets the needs of the District to perform the services as described in the RFP. All companies were deemed responsive and responsible. Upon pricing evaluation, Aggrigator Inc. did not provide pricing for all requested items; therefore, their pricing was not considered as they could not perform the full services required in the RFP.

The following shows the total bid value from the proposals evaluated:

The District recommends awarding a provisioning contract for the purchase of fresh produce – fruits and vegetables to Bay Cities Produce Inc, in the dollar amount of $54,257 inclusive of the bid value and a 10% bid allowance for new products that may be added to the bid.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES AWARD A PROVISIONING CONTRACT FOR THE PURCHASE OF FRESH PRODUCE - FRUITS AND VEGETABLES, TO BAY CITIES PRODUCE INC. FOR THE 2019-2020 SCHOOL YEAR.

Fund 13 Child Nutrition:  $54,257

On August 10, 2017, the Board of Trustees approved the Request for Proposal CNS-02-18 – Dairy Products and Services for the 2017-18 school year with the possibility of two, one-year extensions. The Board of Trustees approved the first contract extension on June 7, 2018, and the District recommends a second and final contract renewal commencing on July 1, 2019, and concluding on June 30, 2020.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONTRACT EXTENSION FOR PRODUCERS DAIRY TO PROVIDE DAIRY PRODUCTS AND SERVICES FOR THE 2019-20 SCHOOL YEAR.

Fund 13 Child Nutrition: $150,000

The District’s Child Nutrition Services is a member of the Super Co-Op, a USDA Foods cooperative for school districts in California. The Super Co-Op works with a Governing Council, which Andrew Soliz, Director of Child Nutrition, has served as the regional representative for the past five years. One district member of the Super Co-Op serves as the Lead Agency for the cooperative to work with and oversee the cooperative’s contracted administrative agent and coordinates the ordering of USDA Foods based on member district requests. The Governing Council selected San Mateo-Foster City School District to serve as the Lead Agency for the 2019-20 school year, and Mr. Soliz will serve as the Lead Agency representative for the District.

For serving as the Lead Agency, the District Child Nutrition Services fund will receive $40,000 from the Super Co-Op membership funds. The District recommends approval of Resolution No. 38/18-19 designating San Mateo-Foster City School District as the Super USDA Foods Cooperative Lead Agency with Andrew Soliz serving as the District’s representative.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE RESOLUTION NO. 38/18-19 DESIGNATING THE DISTRICT AS THE LEAD AGENCY FOR THE SUPER USDA FOODS COOPERATIVE FOR THE 2019-20 SCHOOL YEAR.

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.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES ACCEPT THE GIFTS PRESENTED TO THE SCHOOLS AS APPROVED BY THE SUPERINTENDENT.

None – Expenditure provided for in the 2018-2019 budget.

The purpose of the hearing is to provide an opportunity for the public to comment on the proposed San Mateo-Foster City School District 2019-2020 Local Control Accountability Plan (LCAP).  This item will be presented later in the meeting as an information item and the Board will take action to approve the 2019-2020 LCAP on June 20, 2019 at the regular Board Meeting.

State legislature calls for districts to seek input and develop an accountability plan for increasing student achievement.  The district has worked with a variety of community and staff groups to develop a comprehensive plan focused on the programs and services required to increase student achievement.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE LOCAL CONTROL ACCOUNTABILITY PLAN (LCAP) FOR 2019-2020.

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This is an opportunity for the public to comment on the proposed San Mateo-Foster City School District budget for the 2019-2020 school year.  This item will be presented later in the meeting as an informational time and will be brought back for approval at the June 20, 2019 Regular Board meeting.

Pursuant to Education Codes 33219 and 42127, the governing board of each school district shall adopt a budget on or before July 1 of each year, using the State-adopted Criteria and Standards and in the format prescribed by the State Superintendent of Public Instruction.

The District is required to conduct a public hearing for the LCAP and the Budget at the first regularly scheduled board meeting in June, and to present the LCAP and the Budget to the Board of Trustees for adoption at a subsequent regularly scheduled board meeting prior to June 30.  This action is consistent with the Budget Calendar previously adopted by the Board.  Following board adoption of the budget, the budget is filed with the County Superintendent of Schools for review prior to being submitted to the state.

The proposed budget is available for inspection at the District Office.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION REGARDING THE DISTRICT'S 2019-2020 BUDGET.

The Budget document details the fiscal impact to each of the District's funds.

Education Code 42127 (a)(2)(B) requires a statement of the reasons that substantiate the need for assigned and unassigned ending fund balances in excess of the minimum 3% reserve standard for economic uncertainties for each fiscal year identified in the budget.

At the June 6, 2019 Regular Board Meeting, staff will present the components of the assigned and unassigned ending fund balances.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION RELATED TO THE 2019-2020 FUND BALANCE IN EXCESS OF THE MINIMUM RESERVE LEVEL.

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Community members expressed their desire to see an additional elementary school built in Foster City by voting to support the Measure X facilities bond in November 2015.  The District’s acquisition of a site for a fourth school will provide additional classroom space to address increased enrollments at the District’s existing Foster City school campuses.  

On January 11, 2019, the San Mateo Foster City School District solicited a pre-qualification packet for the construction of the new fourth elementary school in Foster City. The pre-qualification process was run through Quality Bidders with additional supplemental questions provided by the District Team. The pre-qualification process took just over two months to complete and closed on March 8, 2019. Only four contractors met the pre-qualification approval process, Swinerton Builders, Overaa & Company, Lathrop Construction and Rodan Builders. Of the four, three contractors showed up to the mandatory site bid walks held on April 9, 2019 and April 19, 2019, Overaa, Lathrop and Rodan.  Two contractors confirmed they would be bidding the project; Overaa & Company and Rodan Builders. 

On March 22, 2019 and March 29, 2019, the San Mateo Foster City School District advertised bid solicitations within the local paper and plan rooms as outlined in public contract code for the construction of the New Elementary School in Foster City. Only pre-qualified General Contractors could bid on this project. Of the approved general contractors, two submitted bid packages and attended the bid opening on May 10, 2019; they were Rodan Builders and Overaa & Company. Overaa’s base bid was $29,998,000 and Rodan Builders’ base bid was $32,278,000 

The apparent low bidder was Overaa & Company. The Facilities Team has vetted Overaa’s submitted bid documents and found the bid packet to be complete in its entirety and is attached for reference. This project is anticipated to last five-hundred and thirty-two consecutive calendar days after Notice of Award pending the San Mateo Foster City Board of Trustees approval. 

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES AWARD THE BID TO OVERAA & COMPANY FOR THE NEW ELEMENTARY SCHOOL IN FOSTER CITY PROJECT.

The District issued $74M in Measure X Series A bond funds in March 2015.  Series B, which would include the remaining $74M, was originally planned to be issued in the fall of 2019.  For a variety of reasons, including the additional time required to value engineer, re-scope and redesign the projects as a result of unprecedented cost escalation, other unforeseen project challenges, and changes in project delivery method for the new elementary school, the Phase I projects start dates were delayed from their original timeline.  While Phase I projects are presently under construction, this later start has impacted the start of the Phase II projects and the timeline for issuing the Series B funding for Measure X. 

Staff will present information on options for issuing Series B that meets the three year spend down rule and provides access to funding as planning for Phase II projects begins.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES RECEIVE INFORMATION ON THE OPTIONS FOR PREFERRED DATES IN ISSUING THE MEASURE X SERIES B FUNDING.