Agreement 1: Student is a student residing in the District.  During the 2020-21 school year, Parents placed Student in a private school for students with special needs, alleging that the District failed to find him eligible for special education services and related services but reassessed and found student eligible for special education.  The purpose of this Agreement is to resolve issues relating to the expenses incurred by Parents as they sought to provide special education to Student prior to the District reassessing him. This Agreement constitutes a full and final resolution of all claims and issues arising from or related to Student’s educational program and services through the end of the 2020-21 school year.

Agreement 2: 

Student is a high school student no longer enrolled in the District.  For middle school, Parent enrolled student in a private school. Parent filed a due process hearing seeking reimbursement for the costs of the private school. This Agreement constitutes a full and final resolution of all claims and issues arising from or related to Student’s educational program and services to date.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE SETTLEMENT AGREEMENTS IN THE AMOUNTS NOT TO EXCEED $60,000.00 AND $24,000.00

The District provides services for individual Special Education students according to commitments made in the student's Individual Education Plan (IEP).  When appropriate services cannot be provided through District Programs, the District will contract with a Consultant for those services.  This Consultant Services Agreement is for the 2021-2022 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE CONSULTANT SERVICES AGREEMENT (CSA) IN THE AMOUNT OF $55,800.00

The District provides services for individual Special Education students according to commitments made in the student's Individual Education Plan (IEP).  When appropriate services cannot be provided through District Programs, the District contracts with a Non-Public Agency (NPA) for those services. Individual Service Agreements and Agency Employee Contracts are for the 2021-2022 school year.

IT IS RECOMMENDED THAT THE BOARD OF TRUSTEES APPROVE THE NON-PUBLIC AGENCY (NPA) INDIVIDUAL SERVICE AGREEMENTS AND AGENCY EMPLOYEE CONTRACTS IN THE AMOUNT OF $633,573

On June 6, 2019, the Board of Trustees approved the contract for C. Overaa & Co. for the Beach Park Elementary School Project in the amount of $29,998,000.00

The cost of Change Order No. 011 to the original contract is $93,007.78 (0.31% of the original contract), funded by Measure X.  The total summary cost of Change Orders 001 - 010 is $2,318,970.09 (7.73% of the original contract).  The complete breakdown of Change Order No. 010, with all the related costs, is included in the attachments.     

The new contract amount will be $32,409,977.87, which is within the Beach Park Elementary School Project budget.

Due to changes in scope during the building of the Beach Park Elementary School campus, there is an area that is currently not landscaped or paved.  In an effort to keep the campus clean and looking nice, the District has decided to pave the area that is set aside for future buildings with asphalt. The District solicited bids for this project with Colony Landscape Inc. being the successful bid at $88,000.00 for the asphalt at Beach Park Elementary School.

See attached Bid Tabulation

On June 24, 2021, the Board authorized the purchase of environmental sensors utilizing a CMAS contract with IT Management, not to exceed $200,000, through the end of the 2021-2022 school year.  

The District recommends ratifying the contract in the amount of $134,362.87 to IT Management Corporation for the Environmental Sensors project at K-8 and Middle Schools .

The District is currently in the process of designing and preparing to construct Multipurpose Rooms (MPR) at six schools.  Measure X MPR projects at George Hall and Sunnybrae were approved by the board on March 12, 2020.  Measure T MPR projects at Highlands, LEAD, Meadow Heights and Parkside were approved by the board on March 11, 2021.

Smith Fause & McDonald, Inc. will provide audio visual design services for all six sites to include projection screen, projector, sound system, lighting and associated accessories.  The contract also includes support during bidding, construction and closeout.

Measure X - $36,946.67

Measure T - $73,893.33

As part of the HVAC Upgrade Project, electrical service upgrades are required.

Public Contract Code Section 20118 allows school districts to, "authorize by contract, lease, requisition, or purchase order, any public corporation or agency, including any county, city, town, or district to lease data-processing equipment, purchase materials, supplies, equipment, automotive vehicles, tractors and other personal property for the district in the manner in which the public corporation is authorized by law to make the leases or purchases" if the board of that school district "as determined it to be in the best interests of the district" to acquire the items through piggyback provision.

In this case Graybar Electrical Company Inc. is partners with Omnia Partners Contract #EV2370 that allows the District to piggyback off this provision.

The Administration recommends approving the for $895,247.09 with Graybar Electrical Company Inc. for the District Wide service upgrade project. This is to purchase the material (Main Switchboards) for the following schools College Park, George Hall, Laurel, LEAD, Meadow Heights, and North Shoreview.

Grass replacement with Synthetic Turf was identified as a need as part of the Facilities Master Plan for the New Decade in July 2020.  The Board was given a presentation on September 23, 2021 that described the phasing of Immediate Priority Projects and when to start the turf sites in the most need.  

This professional services contract with HMC Design Group is to create Bridging Documents to be included in a Request for Qualifications and Proposal (RFQ/P) for the Design Build Project of 5 Turf fields at Audubon ES, Brewer Island ES, Fiesta Gardens ES, George Hall ES and Bayside Academy.

The Board received a presentation on September 23, 2021 that included the current state of the District's mechanical systems and the capability to tie in CO2 sensors.

The District has six (6) sites (Audubon, Beresford, Fiesta Gardens, Highlands, Parkside, and Sunnybrae) that have existing heating, air conditioning, and venting (HVAC) systems that have the capability to receive CO2 sensors that can adjust fresh air intake. The District has decided at this time to add new controls to be able to monitor the CO2 (air quality control) levels in each of these classrooms. 

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.

The Superintendent has been granted authority by the Board to accept the resignation, release and/or retirement requests from District employment.  The Human Resources Department has received and processed all necessary documents for personnel actions according to the California Education Code.

None – Expenditure provided for in the 2021-2022 budget.  

IT IS THE RECOMMENDATION OF THE SUPERINTENDENT THAT THE BOARD OF TRUSTEES APPROVE OF THE COMMUNITY WORKFORCE AGREEMENT AND AUTHORIZE THE SUPERINTENDENT TO COMPLETE NEGOTIATIONS ON THE AGREEMENT IF ANY CHANGES ARE NECESSARY.  

The Peninsula Health Care District along with the San Mateo County Office of Education (SMCOE) have embarked on a successful partnership to be able to deliver direct mental health resources and services to local school districts. They are committed to addressing the unprecedented mental health needs facing young people and our investments in programs, services, and projects aim to improve the system of care for youth and young adults and remove barriers to accessing mental health services and supports.

The Peninsula Health Care District Board of Directors has continued its partnership with Care Solace for another school year. Care Solace is a 24/7/365 service to help students, staff and families connect with quality, community-based providers for mental health and substance abuse needs.

Special Board Visitation Meeting on December 7, 2021

December 16, 2021