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Regular Meeting - SRCS Board of Education
San Rafael City Schools
June 10, 2019 5:00PM
Central Services - Boardroom 310 Nova Albion Way San Rafael, CA 94903

I. OPEN SESSION/ROLL CALL 5:00 PM
Quick Summary / Abstract:

Board President Greg Knell, Vice President  Maika Llorens Gulati, Trustee Linda M. Jackson, Trustee Rachel Kertz, Trustee Natu Tuatagaloa



II. PUBLIC COMMENT on Closed Session
III. CLOSED SESSION
III.1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION (ESD/HSD) Significant exposure to litigation pursuant to Gov. Code, § 54956.9, subd. (d)(2): (1) one case Confidential agenda item.
III.2. GOV. CODE 54957: (ESD/HSD) Public Employee Appointment Position: Superintendent Confidential agenda item.
III.3. GOV CODE 54957.6 Conference with Labor Negotiator (Government Code section 54957.6) Agency Negotiator: Amy Baer Unrepresented Employee: Superintendent Confidential agenda item.
IV. RETURN TO OPEN SESSION: 6:00 PM (approximate time)
V. PLEDGE OF ALLEGIANCE
VI. PUBLIC COMMENT ON NON-AGENDIZED ITEMS (Public comment on items that appear on the agenda will be taken at the time the item is addressed by the Board.)
VII. SPECIAL REPORT
VII.1. UPDATE: (ESD/HSD): Labor Unions: CSEA, SRTA, SRFT
Quick Summary / Abstract:
That the Board receives updates from district labor leaders: 1) CSEA 2) SRTA 3) SRFT
VII.2. PRESENTATION: Discussion of the Re-launch of KSRH Radio at San Rafael High School
Quick Summary / Abstract:

Peter Collins of PacBell and Raul Velez, a radio station engineer, will present a proposal for a partnership to re-launch KSRH radio, which would include service to residents of the Canal. 


Attachments:
Presentation
VII.3. UPDATE: (ESD/HSD) Preliminary Review of 2019 Update to the 2017-2020 Local Control Accountability Plan (LCAP)
Quick Summary / Abstract:

Staff will provide a preliminary overview of the 2019 Update to the 2017-2020 LCAP.   

The ESD and HSD drafts can be viewed here: http://bit.ly/SRCS-LCAP-2019





VII.4. UPDATE: (ESD/HSD) Capital Facilities Program
Quick Summary / Abstract:

An update related to bonds and Capital Facilities Program will be provided.


VIII. CAPITAL FACILITIES PROGRAM CONSENT AGENDA: (ESD/HSD) (All items appearing on the Capital Facilities Program Consent Agenda are approved in one action by the Board. Trustees, staff or members of the public may request that an item be pulled for discussion prior to Capital Facilities Program Consent Agenda approval.)
VIII.1. CAPITAL FACILITIES PROGRAM: (HSD) Approval of Amendment 2 to Lease-Leaseback Agreements, Facilities Lease for the Terra Linda High School New Commons, Kitchen, Library, Drama, Music and Classroom Project – BHM Construction, Inc.
Quick Summary / Abstract:

The Board of the San Rafael City Schools (“SRCS”) is presented with Amendment 2 to the Lease-Leaseback Agreements for the Terra Linda HS New Commons, Kitchen, Library, Drama, Music and Classroom Project.






Rationale:

BACKGROUND: 

In accordance with Education Code Section 17406, et seq., the SRCS Board selected the Lease-Leaseback Project Delivery Method for the SRCS High School Projects, including the Terra Linda HS Phase I Project (“Project”), adopted Best Value Methodology for evaluating proposals received in response to its Request for Qualifications and Proposals (“RFQ/P”) for the High School Projects, and engaged in Lease-Leaseback procurement by issuing the RFQ/P.  The District subsequently received seventeen (17) proposals for the TLHS Phase I project, evaluated them in accordance with the adopted Best Value Methodology, and made written findings via a Board-approved Resolution identifying BHM Construction, Inc. (BHM) as the Best Value for the Project.  The Board approved Site and Facilities Leases and Pre-Construction Services with BHM for the Terra Linda HS New Commons, Kitchen, Library, Drama, Music and Classroom Project at its meeting of November 11, 2018.  Subsequently, on April 30, 2019 the Board approved a GMP for Increment 1: Electrical Switchgear Yard. 

 

CURRENT CONSIDERATIONS: 

The Main New Building project has completed design and has now been fully approved by the Division of State Architect.   BHM has conducted a public subcontractor bid process. Initial pricing came in well over the District’s budget.  BHM and the District Capital Facilities Team have been working since December 2018 to review project schedule, costs, and constructability issues.  In addition, we have worked to reduce the cost of the project through Value Engineering, while still maintaining the core project scope to provide the best quality project for the District.  BHM has provided the District with a Guaranteed Maximum Price (GMP) for the main scope of work, reflecting accepted value engineering items, to be incorporated as Amendment 1 to the Facilities Lease. 

 



 
Financial Impact:

$23,970,273, Guaranteed Maximum Price, including a 5% Contingency.  Funded by the Measure B Bond.  This amount is $820,345, or 3.5%, over the District’s total construction budget for the project.  It is proposed to fund these additional costs by reducing the budget for a future lower priority project.  This is reflected on the Program Budget Adjustment item which is being presented to the Board at this meeting. 

 



Recommended Motion:

Approval of Amendment 2 to the Facilities Lease, including Exhibit C, of the Lease-Leaseback Agreements with BHM Construction, Inc. for Increment 2: Terra Linda High School New Commons, Kitchen, Library, Drama, Music and Classroom Project.





Attachments:
BHM Amendment 2 to Facilities Lease Exhibit 1
BHM Amendment No. 2 to Facilities Lease
VIII.2. CAPITAL FACILITIES PROGRAM: (HSD) Approval of Adjustments to Capital Facilities Program Budgets
Quick Summary / Abstract:

The San Rafael City Schools Board of Education (“Board”) is presented with updated budgets for projects included in the Measure B Capital Facilities Program. 

 



Rationale:

The Board approved the original site Project Budgets and District-wide Program Budgets in November 2016.  Subsequently, in order to accommodate changes in project costs and revenue assumptions the Board approved updated budgets in July 2017, November 2018,  January 2019, and March 2019. It is appropriate at this time to consider approval of updated site Project Budgets and Revenue Adjustments for the Measure B Program.

BACKGROUND: 

The Capital Facilities Team is presenting an item to the Board for consideration on this agenda, awarding a final Guaranteed Maximum Price (GMP) contract for the Building and Site work at  Terra Linda High School New Commons, Kitchen, Library, Music and Drama Classrooms project.  This final contract is $820,345 in excess of the total available construction budget for the project.  This is 3.5% over budget.  The team engaged in extensive Value Engineering to reduce costs.  We also focused on preserving scope in these projects and recommend the current project configuration.  The  increased construction cost can be funded within the Terra Linda HS budget from the available construction balance on the ICT Renovation project, where the accepted bid was well below our budget.

Also being considered on this agenda is the public hearing for approval of a Prop. 39 Mechanical Energy Efficiency project at San Rafael High School.  This project will replace the older boilers in the main building with new high efficiency boilers.  It is proposed to fund this project using approved Prop. 39 funds totaling $234,843 and closeout savings from the Air Conditioning project totaling $204,397.

In addition to expenditure budget adjustments, it is proposed to adjust revenue assumptions to the program as follows: 

  • Increase assumed revenue to the program based upon interest received to date, and the anticipated fund balances and upcoming bond sale schedule. (+$375,000)
  • Decrease the assumed revenue to the program from donations to the amount received to date. (-$137,279)


 
Financial Impact:

Increased total Project Expenditure Budgets by $230,703.  Increased total Program Revenue by $237,721.  Revised Program Balance of $7,388.  This results in a minor increase in Program Balance of $7,018.  See attached Program Budget worksheet, Terra Linda High School Summary Budget Worksheet, and San Rasel High School Summary Budget Worksheet. 



Recommended Motion:

Approval of adjustments to the Measure B Capital Facilities Program Budget.




Attachments:
SRCS Program Budget Updated 6/10/19
SRHS Project Budgets Updated 6/10/19
TLHS Project Budgets Updated 6/10/19
VIII.3. CAPITAL FACILITIES PROGRAM: (ESD/HSD) Approval of Resolution No. 1819-31 Authorizing the Participation in National Purchasing Cooperatives for the Competitive Purchase of Furniture Associated with Bond Measures A & B Programs
Quick Summary / Abstract:

The San Rafael City Schools (“District”) Board is presented with a request for approval of Resolution No. 1819-39 which authorizes the District to participate in National Purchasing Cooperatives.



Rationale:

Participating in National Purchasing Cooperative enables the District to “Piggyback” with contracts previously negotiated without the necessity of engaging in a public bid process.

Background:

The District is preparing to provide furniture for Bond Measures A and B construction projects that are nearing completion.   A companion board item is presented for Board approval of Resolution 1819-31 authorizing the District to use “Piggyback Contracts” for the procurement and installation of furnishings.   In order to utilize the most competitive “Piggyback Contracts”, the District will participate in purchasing cooperatives to take advantage of optimal pricing, already negotiated by an alternate organization.  The purchasing cooperatives involved are:  BuyBoard, Educational & Institutional Cooperative Purchasing (E&I), and Sourcewell.

Current Considerations:

The approval of Resolution No. 1819-39 will authorize the District to participate in National Purchasing Agreements in order to utilize “Piggyback Contracts” that will provide an advantage in obtaining the most competitive pricing for the procurement and installation of the necessary furnishings without the necessity of engaging in a public bid process. 

DWK Legal Services reviewed the National Purchasing Agreements.


 
Financial Impact:

No financial impact. 



Recommended Motion:

Approval of Resolution No. 1819-39, authorizing the District to participate in National Purchasing Cooperatives.




Attachments:
BuyBoard Membership Application
E&I Membership Application
Sourcewell Membership Application
VIII.4. CAPITAL FACILITIES PROGRAM: (ESD/HSD) Approval of Resolution No. 1819-39 Authorizing a Contract Pursuant to Public Contract Code Section 20118 (Piggyback Contract) for Furniture Procurement and Installation Associated with Bond Measures A & B Programs
Quick Summary / Abstract:

The San Rafael City Schools (SRCS) Board is presented with a request for approval of Resolution No. 1819-31 which authorizes the purchase of furniture for installation at San Pedro Elementary School and Terra Linda High School pursuant to Public Contract Code Section 20118 (“Piggyback Contract”).



Rationale:

Piggyback Contracts allow districts to utilize joint cooperative purchasing contracts to purchase or lease equipment without engaging in their own public bid process.

Background:

The District is preparing to provide supplemental furnishings following new building construction at the San Pedro Elementary School New Construction/Modernization Project and Terra Linda High School Innovations Hub Project, in association with the Bond Measures A and B Programs.  Utilizing a Piggyback agreement will enable the District to take advantage of optimal pricing, already negotiated by an alternate school district and/or cooperative purchasing contract.

Current Considerations:

The construction of both the San Pedro Elementary School Classrooms and the Terra Linda High School Innovations Hub is near completion and both projects require supplemental furnishings to bring the schools up to current educational standards.  Furnishings required will include classrooms, student support spaces, offices, and virtual reality (“VR”) space. 

The approval of Resolution No. 1819-31 will authorize the District to utilize a Piggyback contract for the procurement and installation of the necessary furnishings for these projects.

This process was reviewed by DWK legal services.




 
Financial Impact:

No financial impact.  See companion items for contract award.



Recommended Motion:

Approval of Resolution No. 1819-31, authorizing a contract pursuant to Public Contract Code Section 20118 (Piggyback Contract) for furniture procurement and installation for the San Pedro Elementary Classroom New Construction/Modernization Project and Terra Linda High School Innovations Hub Project.




Attachments:
Resolution No. 1819-39
VIII.5. CAPITAL FACILITIES PROGRAM (ESD/HSD): Approval of Independent Contractor Agreement for Furniture Procurement and Installation at Terra Linda High School Innovations Hub and San Pedro Elementary School - One Workplace
Quick Summary / Abstract:

The San Rafael City Schools (SRCS) Board is presented with an Independent Contractor Agreement for One Workplace for Furniture Procurement and Installation at Terra Linda High School and San Pedro Elementary School. 



Rationale:

The timely procurement and installation of furniture will ensure a seamless transition into the new Terra Linda High Schools Innovation Hub and San Pedro Elementary School classrooms and support spaces.  This work is scheduled to take place during the summer months to minimize disruption.  

One Workplace will provide furnishings that the District does not have in inventory.  Installation will take place during the summer to minimize disruption.

Background:

The Capital Facilities Team completed a robust RFQ/P process and three firms participated.  Based on the pricing, using the purchasing agreements presented to the Board today, One Workplace was the lowest, responsive, responsible bidder.

One Workplace, a furniture supplier, provided SRCS with access to furniture “Piggyback” Contracts” which are pre-negotiated cooperative purchasing agreements allowing school districts to purchase furniture from approved industry partners through a competitive procurement process.  One Workplace provided pricing based on the following contracts:  Educational & Institutional Cooperative Purchasing (E&I), Sourcewell, National IPA, and BuyBoard.  The process and Purchasing Agreements were reviewed by DWK.


Current Considerations:

The Capital improvements team is recommending that the District purchase furniture and equipment from One Workplace.  All specifications including finishes have been reviewed and preliminarily approved and One Workplace is prepared to order the furniture immediately.


All documents have been reviewed by DWK legal services.







 
Financial Impact:

$386,960.04.  The proposed cost of these contracts will be funded from the District’s Bond Programs, under Measures A and B.

Budget/SACS Code:

21-9010-6400-00-0000-8500-411-000-489 (TLHS ICT) - $301,504.95  

21-9010-6400-00-0000-8500-095-000-480 (San Pedro)$85,401.09

 





Recommended Motion:

Approval of the Independent Contractor Agreement for Furniture Procurement and Installation at Terra Linda High School Innovations Hub and San Pedro Elementary School - One Workplace




Attachments:
One Workplace Layout - San Pedro
One Workplace Layout - TLHS
One Workplace Quote - San Pedro
One Workplace Quote - TLHS
VIII.6. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Independent Consultant Agreement for Specialized Services - Furniture Design for Laurel Dell Elementary School – One Workplace
Quick Summary / Abstract:

The San Rafael City Schools (SRCS) Board is presented with a request for approval of an Independent Consultant Agreement with One Workplace for furniture design services for Laurel Dell Elementary School.





Rationale:

Furniture design services are needed in order to obtain detailed specifications and pricing. 

Background

The Capital Facilities Team determined that in order to achieve the best value for Laurel Dell Elementary School it is prudent to award an initial contract for specialized furniture design services.  One Workplace was approved by the Board of Education on March 11, 2019 to provide furniture design services at San Pedro Elementary School and Terra Linda High School and we recommend continuing design services at Laurel Dell Elementary School.

Current Considerations:

In order to maintain consistency among participating schools and in keeping with District Education Specifications Standards, furniture layouts and 3d renderings will be needed to proceed with the subsequent procurement of furnishings for Laurel Dell Elementary School. Furniture procurement and installation proposals will be presented for approval at a later board meeting.

All documents have been reviewed by DWK Legal Services.

The contract history for Laurel Dell Elementary School is outlined below:


Laurel Dell Elementary School

Object Code

Budget/Contract

BOE Approval

Amount

6400

Budget


$95,000

Contract(s)



One Workplace

6/10/2019

$ 9,500

Total Contracts if Approved


$9,500

Balance


$85,500

 




 
Financial Impact:

$9,500.  The proposed cost of this contract is within the planned budget for this type of work and will be funded from the District’s Measure A Bond Funds. 

Budget/SACS Code:

21-9010-6400-00-0000-8500-094-000-484 (Laurel Dell) - $9,500

 







Recommended Motion:

Approval of an Independent Consultant Agreement with One Workplace for specialized furniture design services at Laurel Dell Elementary School.






Attachments:
Laurel Dell Budget
One Workplace Design Proposal - Laurel Dell
VIII.7. CAPITAL FACILITIES PROGRAM: (ESD) Approval of the Pilot Voice Over Internet Protocol (VOIP) Telecommunications System for San Pedro Elementary School
Quick Summary / Abstract:

The San Rafael City Schools (SRCS) Board of Education is presented with a recommendation for a contract for a Jive cloud-based Voice Over Internet Protocol (VoIP) System at San Pedro Elementary School.



Rationale:

The Capital Facilities Team, Information Technology Services, and Business Services are working in unison to bring VoIP into our district over the next two years in order to replace the current analog phone systems.  These efforts will also ensure a reliable E911 services for quick responses to emergencies.

Background:

Using the requested services of Schooley Mitchell, a Needs Analysis was performed with the primary stakeholders (the school principal, administrators, IT, new construction organization and Capital Improvements).  This took into consideration the end user needs, network preparedness (LAN switches, cabling, etc.), site readiness (the MPOE and the MDF relocation in the Administration Building is required to be completed before the telephone system installation), call handling and performance requirements. The purpose of the analysis was to gather the requirements for the Request for Proposal (RFP) for the new VoIP solution.  The VoIP trial at Laurel Dell and Venetia Valley experienced issues during the installation due to an expedited schedule and inadequate network equipment to support the solution.  The networks weren’t configured for a VoIP installation:  the switches and firewall needed to be programmed.  A valuable lesson learned from the Laurel Dell and Venetia Valley trial was the need for better on-site support from the service provider. 

The RFP was issued to replace the San Pedro School telephone system for the 2019-20 school year.  This is phase two of a complete districtwide implementation.  Nine responses were received, and four finalists were selected.  The following criteria were used to evaluate and rank the service provider proposals:

San Pedro VoIP Project

 

 

 

 

 

 

Bid Scoring Matrix

 

 

 

 

 

 

 

 

 

 

 

 

Factor

Total Points
Assigned

Cisco

AMS


Premise

Jive
OneTel


Cloud

Mitel
Packetfusion


Premise

Vertical
Sound& Signal


Premise

1

Price of Eligible Service
(Solution)

30

15

30

20

15

2

Ability to Deliver Turn-key
Solution (Track Record)

20

20

20

20

20

3

Ability to Satisfy Client
Requirements

15

15

15

15

15

4

Local Representation for
Maintenance and Support

15

15

10

15

15

5

Completeness of Response

10

10

10

10

5

6

References

10

10

10

10

10

 

Total 100

100

85

95

90

80

 

Vendor recommended: Jive/ Onsite Support Splice

 

 

 

 

 


Recommendation:

The recommendation is to continue to expand the Jive cloud-based system which is installed at the Laurel Dell Annex and at Venetia Valley School.  Jive offers a 60-month lease contract that is the most cost effective based on a Total Cost of Ownership (TCO).   

Jive’s cloud-based VoIP system for San Pedro Elementary School will replace the current analog phone system.  The VoIP services will interface with the paging system and will offer enhanced features such as unified communications (voice mails are sent to email).

Realizing the importance of on-site installation and training, Jive is providing:  two days of on-site engineering; two days of on-site training; and two to three days, as required, for phone placement.

Jive is the service provider, OneTel is the partner and Splice Communications located in Palo Alto, California is providing the local ongoing support. 

Current Considerations:

Why cloud-based VoIP compared to on-premise VoIP?

  • One, unified system provides simple districtwide system management
  • Scalability for multiple locations - straightforward path to add users or campuses
  • Minimal on-site equipment - no servers, on-site cabinets, etc. are required
  • Requires less relay rack space, utilities (heating, cooling), and District personnel to maintain

As an analogy,  many school districts no longer use on-site servers to store data. Cloud applications such as Google Docs are being used to store and organize files.  With cloud-based VoIP the call processing, handling and management are all performed in the cloud providing a higher level of service reliability.

Please note, the Jive solution includes all feature upgrades as part of the monthly charges.  The solution connects to the District’s existing Internet Service Provider (ISP) to access the Jive cloud Private Branch Exchange (PBX).  

The Coleman School voice mail system recently failed which is part of the existing Vodavi phone system.  Due to the age of the Vodavi system, the recommended solution was to upgrade the entire system.  In comparison, a cloud-based system wouldn’t have required any new equipment or additional cost because all maintenance, repairs and technical issues are covered by the monthly fee.

Why recommend Jive over the other service providers?

  • The five-year TCO proved to be the most competitive price
  • Jive is currently operating at Laurel Dell and Venetia Valley – this is an expansion of the current solution
  • The solution satisfies all technical requirements
  • The solution is pure VoIP – it does not mix digital service with VoIP technology
  • Includes a comprehensive support agreement for the life of the contract
  • Jive can provide remote support for general system questions, Moves, Adds and Changes (MACs) and troubleshooting
  • With an easy to use interface the district has the option to perform most system programming for Moves, Adds and Changes (MACs).Or, Jive will make the changes as part of the support agreement

PERFORMANCE/WARRANT ANALYSIS

What is the difference between the service providers’ on-site support offerings?

  • Based on the final four proposals:
  • Cisco/AMS – the remote and on-site support is provided by AMS, located in Pleasanton, California.After year one, SmartNet (warranty) can be discontinued.The risk, if a problem is encountered, it could be very expensive to resolve.If any Moves, Adds or Changes or an on-site visit are necessary, this would by performed by AMS on an hourly-basis.


  • Jive/OneTel – the warranty is included in the monthly fee.Moves, Adds and Changes; and technical support are provided by Jive through their telephone customer support.On-site support is provided by Splice Communications located in Palo Alto, California.It is provided on an hourly-basis.

     

  • Mitel/Packet Fusion – the remote and on-site support is provided by PacketFusion, located in Pleasanton, California.If any Moves, Adds or Changes or an on-site visit are necessary, this would by performed by PacketFusion on an hourly-basis.

     

  • Vertical Wave/Sound & Signal – the remote and on-site support is provided by Sound & Signal, located in Santa Rosa, California.If any Moves, Adds or Changes or an on-site visit are necessary, this would be performed by Sound & Signal on an hourly basis.An ongoing maintenance agreement was not included in the pricing.

     

    SUMMARY

    Total Cost of Ownership (TCO) over five years

     

    Cisco/AMS

    Jive/OneTel

    Mitel/Packetfusion

    Sound & Signal

    TOTAL COST OF OWNERSHIP (TCO) OVER 5 YEARS

    $97,071.70

    $69,334.95

    $80,757.09

    $102,000.00

     What is the cost of the solution based on the final four proposals?

  • Cisco/AMS – All equipment including the handsets is included in the purchase price.The price includes Cisco five-year SmartNet. A lease option is available.

     

  • Jive/OneTel – All equipment and services including the handsets are included in the 60-month lease price.The monthly recurring charge covers the lease of the handsets and the monthly VoIP service charge.The total 60-month cost is:$69,334.95 (this includes the one-time start-up charges of $5,659.35 plus $1,061.26 x 60 months).
    • The option to purchase the handsets for a one-time charge is: $7,767.15.By purchasing the handsets, the monthly recurring charge for the service is reduced to: $892.66 per month.The handsets are no longer a part of the monthly recurring charge – the monthly recurring charge is just for the VoIP service.If the handsets are purchased the annual price for the Jive service is: $10,711.92 ($892.66 x 12).The total 60-month cost would be: $66,986.10 (this includes the one-time charges of the handsets ($7,767.15) and the start-up ($5,659.35) of $13,426.50 plus $892.66 x 60).

       

  • Mitel/Packet Fusion – All equipment including the handsets is included in the purchase price.The price includes a five-year maintenance agreement. A lease option is available.

     

  • Vertical Wave/Sound & Signal – All equipment including the handsets is included in the purchase price.The price does not include a maintenance agreement. A lease option is available.

 


 
Financial Impact:

The proposed cost of this work is $69,334.95 and is within planned budgeting for this type of contract and will be funded from the District’s Measure A Bond Funds.

 

Budget/SACS Code: 

21-9010-0-6400-00-0000-8500-700-000-498



Recommended Motion:

Approval of the contract with Jive to expand the VoIP system to San Pedro Elementary School.




Attachments:
SRCS San Pedro VoIP Price Comparison
VIII.8. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Change Order No. 3 to the Contract for Jeff Luchetti Construction, Inc. for the San Pedro Elementary School New Classroom/Administration Building Project
Quick Summary / Abstract:

Capital Facilities staff is recommending approval of Change Order No. 3 to the Jeff Luchetti Construction, Inc. (“JLC, Inc.”) contract for the San Pedro Elementary School New Classroom/Administration Building project.



Rationale:

Changes to the work on District Facilities projects which are negotiated during construction require approval by the Board of Education.

Background:

The San Pedro New Classroom/Administration Building Project is nearing completion.  During the course of the work there were changes in scope related to the height of the rooftop mechanical screens.  Senior Director, Dr. Dan Zaich, provided field authorization to keep the project moving.

Current Considerations:

Change Order No. 3, attached, consists of one change proposal which increases the contract price by $23,248.72.  This increase in price covers the additional cost associated with the height adjustment to the rooftop mechanical screens, related structural reinforcements, and paint on the outside of the units.  This change was ordered to better conceal unsightly mechanical equipment and to better blend in with the new building aesthetics.  The specific scope of the change proposal is noted on the Change Order document. 

 



 
Financial Impact:

Adjusted contract amount with Change Order No. 3:  $10,352,174.80.

Budget/SACS Code:  21-9010-0-6200-00-0000-8500-095-000-480

 



Recommended Motion:

Approval of Change Order No. 3 to the JLC, Inc. contract for the San Pedro Elementary School New Classroom/Administration Building Project. 



Attachments:
Change Order No. 3 - San Pedro
VIII.9. CAPITAL FACILITIES PROGRAM: (ESD) Ratification of Field Approval of Change Order No. 2 to the Contract for EF Brett & Company for the Glenwood Elementary School Multi-Purpose Room Project
Quick Summary / Abstract:

Capital Facilities staff is recommending ratification of field approval of Change Order No. 2 to the EF Brett & Company (“Contractor”) contract for the Glenwood Elementary School Multi-Purpose Room project.



Rationale:

Changes to the work on District Facilities projects which are negotiated during construction require approval by the Board of Education.

Background:

The Glenwood Elementary School Multi-Purpose Room Project is nearly complete.  During the course of the work, there have been changes in scope which have had project cost implications.  Such changes included scope deductions as well as scope add-ons. Change Order No. 1, which was approved by the Board of Education on April 30, 2019, reduced the contract price by $82,403.27.  This was as a result of value engineering reviews and negotiations between the District and Contractor.   Scope add-ons have continued to be negotiated in the field throughout the project in order to keep the program moving. 

Current Considerations:

Change Order No. 2, attached, consists of eleven potential Change Orders (“PCO’s”) which increase the contract price by $45,941.53.  The specific scope of each PCO is noted on the Change Order document.  The main focus of this change order is to replace and upgrade energy efficiencies with new furnaces and replace a site drain to allow the new accessible ramp to meet the building code and ADA requirements. Dr. Dan Zaich, Senior Director of Capital Facilities, provided field authorization for the attached scope changes.

 



 
Financial Impact:

Adjusted contract amount with Change Order No. 2:  $3,810,538.26.



Recommended Motion:

Ratification of field approval of Change Order No. 2 to the EF Brett & Company contract for the Glenwood Elementary School Multi-Purpose Room Project.




Attachments:
Change Order No. 2 - Glenwood
VIII.10. CAPITAL FACILITIES PROGRAM: (ESD) Ratification of Field Approval of Change Order No. 1 and Change Order No. 2 to the Contract for ReGreen, Inc. for Energy Conservation and Efficiency Services for the Venetia Valley K-8 School Lighting Retrofit Project
Quick Summary / Abstract:

Capital Facilities staff is recommending ratification of field approval of Change Order No. 1 and Change Order No. 2 to the ReGreen, Inc. contract for energy conservation and efficiency services for the Venetia Valley K-8 School Lighting Retrofit Project.



Rationale:

Changes to the work on District Facilities projects which are negotiated during construction require approval by the Board of Education.

Background:

The District has an Energy Efficiency Expenditure Plan approved by the California Energy Commission.  Each of the SRCS sites identified energy efficiency projects, including an electrical lighting retrofit project at Venetia Valley K-8 School.  This project scope included the replacement of 257 fluorescent and Metal Halide light fixtures with new LED.  During the course of this work, there were additional fixtures needed in order to complete the project.  Senior Director, Dr. Dan Zaich, Senior Director of Capital Facilities, provided field authorization to purchase the fixtures and keep the project moving.

Current Considerations:

Change Order No. 1, consists of two (2) Potential Change Orders (“PCO’s”) which increase the contract price by $1,107.52.  This increase in price accounts for the additional fixtures needed to complete the project.  The specific scope of each PCO is noted on the Change Order document. 

Change Order No. 2, consists of one (1) Potential Change Order (“PCO”) which increases the contract price by $1,440.00.  This increase in price accounts for the emergency battery back-up lights required for the gymnasium.  The associated Energy Savings Rebate amounted to $3,196.00.  Thus, the total cost impact is equal to $649.00.

Dr. Dan Zaich, Senior Director of Capital Facilities, authorized field approval of these change orders.




 
Financial Impact:

$2,547.52.  Adjusted contract amount with Change Order No. 1 and 2:  $35,300.41.

Budget/SACS Code:  01-9010-0-6200-00-0000-8500-092-000



Recommended Motion:
Ratification of field approval of Change Order No. 1 and Change Order No. 2 to the contract for ReGreen, Inc. for energy conservation and efficiency services for the Venetia Valley K-8 School Lighting Retrofit Project.


Attachments:
ReGreen Change Order No. 1
ReGreen Change Order No. 2
VIII.11. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Supplemental Agreement No. 11 to Master Agreement for Supplemental Architectural and Engineering Services for Venetia Valley K-8 School - SVA Architects, Inc.
Quick Summary / Abstract:

Staff seeks review and approval from the Board of Education for the issuance of Supplemental Agreement No.11 to the District’s Master Agreement for supplemental Architectural Services from SVA Architects, Inc. (SVA) for the Venetia Valley K-8 Trash Enclosure.



Rationale:

Supplemental architectural and engineering services are needed for the required Health Department approval of a new trash enclosure at Venetia Valley K-8 School.

Background: 

Effective August 22, 2016, SRCS entered into a Master Agreement for Architectural Services with SVA Architects, Inc. (“Master Agreement”) for the provision of architectural services to SRCS for projects under the District’s Measure A bond program (“Program”).  Under the Master Agreement, specific Program projects are assigned by executing a Supplemental Agreement for each specific project.  Each Supplemental Agreement identifies the specific project scope, architect fee, schedule, number of required meetings, and other details unique to that project.  The terms and conditions of each Supplemental Agreement complement the existing Master Agreement, which is still in effect. 

Current Considerations: 

SVA submitted a proposal to provide the necessary design and engineering consultation services for a trash enclosure that will house the new trash compactor at Venetia Valley K-8 School.  As required by the Marin County Department of Health, these plans will include a drain to the sanitary system which mandates a covered enclosure.  SVA will conduct all associated design work as well as obtain the necessary Division of State Architect (“DSA”) approval.  It is a requirement of the Health Department that this work be completed before the current Kitchen plans are approved.

The SVA contract history for the Venetia Valley Replacement Classroom Project is outlined below:

Contract/Increment

BOE Approval

Amount

Project

Architectural Budget (6210)

 

$2,408,426.00

Venetia Valley CR

Master Agreement

8/22/2016

 

 

Supplemental Agreement No. 2 – Professional Design Services

1/9/2017

$1,403,243.00

Venetia Valley – CR

Supplemental Agreement No. 6 – Re-design of campus layout

4/23/2018

$68,550.00

Venetia Valley – CR

Supplemental Agreement No. 8 – Column Repair

12/17/2018

$2,920.00

Venetia Valley – CR

Supplemental Agreement No. 9 – Sanitary Sewer Repair

1/14/2019

$3,534.00

Venetia Valley - CR

Supplemental Agreement No. 10 –

Multi-Purpose Room Project detail modification

Replacement Classroom – Re-eval of TJI’s and Lumber

 

5/13/2019

 

$6,900.00

$6,000.00

 

Venetia Valley - CR

Total Current Contracts

 

$1,491,147.00

 

Supplemental Agreement No. 11 – Trash Enclosure

6/10/2019

$15,205.00

Venetia Valley - CR

Total Contracts including this Modification

 

$1,506,352.00

 

Total Remaining in Budget Item

 

$902,074.00

 

 



 
Financial Impact:

The proposed cost of this work is a not to exceed amount of $15,205 and is within planned budgeting for this type of work and will be funded from the District’s Measure A bond funds. 

Budget/SACS Code: 

21-9010-0-6210-00-0000-8500-092-000-486



Recommended Motion:

Approval of Supplemental Agreement No. 11 to the Master Agreement of SVA Architects, Inc.





Attachments:
SVA Proposal
SVA Supplemental Agreement No. 11
Venetia Valley CR Budget
VIII.12. CAPITAL FACILITIES PROGRAM: (ESD) Ratification of Field Approval for Supplemental Architectural/Engineering Services for Davidson Middle School (Supplemental Agreement No. 8 to Master Agreement) – Quattrocchi Kwok Architects
Quick Summary / Abstract:

Staff seeks ratification from the Board of Education for field approval of supplemental architectural/engineering services for Davidson Middle School STEAM Project and approval of Supplemental Agreement No. 8 to the Quattrocchi Kwok Architects Master Agreement.



Rationale:

Existing underground irrigation lines were required to be relocated to accommodate the new building and allow the existing campus to remain in service.  In addition, the existing water line was discovered to be smaller than indicated on survey drawings.  As a result, testing was required to ensure that the line is adequately sized.

Background:

Effective August 22, 2016, the District entered into a Master Agreement for Architectural Services with Quattrocchi Kwok Architects (Master Agreement) for the provision of architectural services to the District for projects under the District’s Measure A and Measure B bond program (Program) as assigned.  Under the Master Agreement, specific Program projects are assigned by executing a Supplemental Agreement for each specific project.  Each Supplemental Agreement identifies the specific project scope, architect fee, schedule, number of required meetings, and other details unique to that project.  The terms and conditions of each Supplemental Agreement complement the existing Master Agreement, which is still in effect. 

Current Considerations:

Dr. Dan Zaich, Senior Director of Capital Facilities, authorized field approval of supplemental architectural services required to manage unforeseen irrigation lines discovered at the Davidson Middle School campus and provide testing/analysis services for the water main.  Unfortunately, the as-build drawings did not accurately show these irrigation lines.  The water main line was shown as 6 inches on the drawing, when in reality it was a 3-inch line.  As a result, the Capital Facilities Team ordered a civil study to ensure adequate water flow for the campus.

Services required and included in this supplemental agreement include investigation of findings, documentation of findings, revised increment drawings, and coordination with subcontractors. 

The QKA contract history for Davidson Middle School STEAM Project is outlined below:

Contract/Increment

BOE Approval

Amount

Project

Architectural Budget (6210)

 

$1,301,659

 

Master Agreement

Aug. 22, 2016

 

 

Supp Agree No. 1 – District Standards

Nov. 11, 2016

T & M

Davidson Middle School STEAM

Supp Agree No. 3 - Prof Design Svcs

Dec. 12, 2016

$ 779,300

Supp Agree No. 7

Feb. 26, 2018

$ 23,379

JL Modular

March 26, 2018

$ 486,600

Total Current Contracts

 

$ 1,289,279

Supp Agree No. 8 – Unforeseen Irrigation Lines, Testing/Analysis of Main Water Line

June 10, 2019

$ 12,380

Total Including this Supplement

$ 1,301,659

Total Remaining in Budget Item

 

$ 0

 



 
Financial Impact:

The combined cost of this work is a not to exceed amount of $12,380 and is within planned budgeting for this type of work and will be funded from the District’s Measure A bond funds. 

Irrigation Lines Relocation:  $8,750

Civil Study:  $3,630

Budget/SACS Code:  21-9010-0-6210-00-0000-8500-340-000-479



Recommended Motion:

Ratification of the field approval of  supplemental architectural/engineering services for Davidson Middle School and approve Supplemental Agreement No. 8 to the Master Agreement with Quattrocchi Kwok Architects.




Attachments:
Davidson Budget
QKA Proposal - DMS Civil Study
QKA Proposal - DMS Irrigation Lines
QKA Supplemental Agreement No. 8
VIII.13. CAPITAL FACILITIES PROGRAM: (ESD) Ratification of Field Approval for Supplemental Architectural and Engineering Services for San Pedro Elementary School (Supplemental Agreement No. 11 to Master Agreement) - Hibser Yamauchi Architects, Inc.
Quick Summary / Abstract:

Staff seek ratification from the Board of Education for field approval of supplemental architectural services with Hibser Yamauchi Architects, Inc. (“HY”), for additional  design and engineering services relating to the scope reduction at San Pedro Elementary School.



Rationale:

The scope of the San Pedro Elementary School Classroom/Administration Project is being minimized and in turn required supplemental Architectural and Engineering Services.

Background: 

Effective August 22, 2016, the District entered into a Master Agreement for Architectural Services with Hibser Yamauchi Architect, Inc. (“Master Agreement”) for the provision of architectural services to the District for projects under the District’s Measure A and Measure B bond program (“Program”) as assigned.  Under the Master Agreement, specific Program projects are assigned by executing a Supplemental Agreement for each specific project.  Each Supplemental Agreement identifies the specific project scope, architect fee, schedule, number of required meetings, and other details unique to that project.  The terms and conditions of each Supplemental Agreement complement the existing Master Agreement, which is still in effect. 

Current Considerations:

The Capital Improvements Team, along with construction managers and contractors, agreed that the Increment 3 portion of this project should be split into two bid packages in order to accommodate for a cost saving reduction in scope while continuing with current construction in order to meet the August 2019 classroom occupancy timeline.  Dr. Dan Zaich, Senior Director of Capital Facilities, authorized field approval of the additional architectural services associated with this revision in scope.  After several rounds of negotiating, the design team concluded on the below amount.

The Hibser Yamauchi contract history for San Pedro Elementary School is outlined below.

Contract/Increment

BOE Approval

Amount

Project

Budget

 

 

 

Architectural Budget (6210)

 

$1,294,800


Master Agreement

Aug. 22, 2016

 

 

Supp Agreement No. 1 – Dist. Standards

Nov. 11, 2016

T & M

San Pedro Elementary School – New Classroom / Admin / Modular

Supp Agreement No. 4 – Design Services

Dec. 12, 2016

$ 733,490

Mod. 1 to Supp. 4 – Addtl. Design Services

Oct. 9, 2017

$ 60,000

JL Modular - Design Services

Feb. 26, 2018

$ 78,000

Supp Agreement No. 6 – Rehab Study / Top Survey

May 24, 2018

$ 26,550

Supp Agreement No. 7 – Addtl Landscape Design

Nov. 11, 2018

$ 3,660

Supp Agreement No. 9 – PG&E Upgrade

Dec. 17, 2018

$ 15,540

Reimbursables

 

$ 246

Total Current Contracts

 

$ 917,486

HY Supplemental Agreement No. 11 – Architectural and Engineering Services – SRHS STEAM / CTE

6/10/2019

$ 15,000

Total Contracts with Amendment

 

$ 932,486

Total Remaining in Budget Item 6210

 

$ 362,314

 
Financial Impact:

$15,000.  Supplemental Agreement No. 11 will be funded from the District’s Bond Program, under Measure A. 

Budget/SACS Code:

21-9010-6210-00-0000-8500-095-000-480



Recommended Motion:

Ratification of the field approval of supplemental architectural and engineering services for San Pedro Elementary School and approve Supplemental Agreement No. 11 to the Master Agreement Hibser Yamauchi Architects, Inc.




Attachments:
HY Proposal
HY Supp Agreement No. 11
San Pedro Budget
VIII.14. CAPITAL FACILITIES PROGRAM: (ESD) Ratification of Field Approval for Supplemental Inspection Services at Davidson Middle School Classroom Building Project (Modification No. 3 to Independent Consultant Agreement) - Consolidated Engineering Laboratories
Quick Summary / Abstract:

Staff seeks ratification from the Board of Education for field approval of supplemental inspection services at the Davidson Middle School Building Project with Consolidated Engineering Laboratories.

The reason for this contract modification is to continue special inspections and material testing for the Davidson Middle School Classroom Project. 



Rationale:

District facilities projects must comply with current California Building Code as regulated by the Division of State Architect (DSA). Plans and specifications approved by DSA for each SRCS project include requirements for testing and inspection of material. Testing and Inspection of materials is provided by an outside firm with licensed inspectors, engineers, and certified testing facilities. The firm will provide testing required by the form DSA 103 for each project and report their results to the Project Inspector and the Architect/Engineering team.

Background:

Previously, the San Rafael City Schools (SRCS) Board of Education (“Board”) approved Consolidated Engineering Laboratories  to provide Materials Testing and Construction Inspection services at the Davidson Middle School Classroom Project.  

Current Considerations:

As mandated by the Division of State Architect (DSA), supplemental inspection services were required as a result of additional concrete pours and associated concrete testing.  As the project baseline schedule changed, we were required to increase the number of special inspections.  These mandated services were field approved by Dr. Dan Zaich, Senior Director of Capital Facilities, in order to continue with project construction.   

The Consolidated Engineering Laboratories contract history at Davidson Middle School Classroom Project is outlined below:

Davidson Middle School STEAM CR

Objec$50,350.85t Code

Budget / Contract

BOE Approval

Amount

Site(s) or project

6260

Budget

 

 

 

 

$87,790.00

Davidson STEAM CR

Contract(s)

 

 

 

Independent Consultant Agreement

10/08/2018

$36,565.00

Davidson STEAM CR

Total Current Contract

 

$36,565.00

Contract Modification No. 3

06/10/2019

$13,435.00

Total Contracts Including this Modification

 

$50,000.00

Total Remaining in Budget Item 6260

 

$37,790.00

 



 
Financial Impact:

The cost of this work is a not to exceed amount of $13,435. The cost of this modification is within planned budgeting for this type of work and will be funded from the District’s Measure A bond funds.

Budget/SACS Code:  21-9010-0-6260-00-0000-8500-340-000-479



Recommended Motion:

Ratification of the field approved supplemental inspection services at the Davidson Middle School Classroom Project.




Attachments:
CEL Modification No. 3
CEL Proposal
Davidson CR Budget
VIII.15. CAPITAL FACILITIES PROGRAM: (ESD) Ratification of Field Approval for Supplemental Testing and Inspection Services at San Pedro Elementary School (Modification No. 4 to Independent Consultant Agreement) – Signet Testing Labs, Inc.
Quick Summary / Abstract:

Staff recommends approval of a supplemental Testing and Inspection Services for the San Pedro Elementary School Project.



Rationale:

District facilities projects must comply with current California Building Code as regulated by the Division of State Architect (DSA). Plans and specifications approved by DSA for each San Rafael City Schools (SRCS) project include requirements for testing and inspection of materials. Testing and Inspection of materials is provided by an outside firm with licensed inspectors, engineers, and certified testing facilities. The firms will provide testing required by the form DSA 103 for each project and report such testing results to the Project Inspector and the Architect/Engineering team.

Background:

The Capital Facilities team evaluated, scored, and ranked five firms who submitted statements of qualifications and proposals for Testing and Inspection Services for various school sites involved in the SRCS Bond Programs. Of the five firms, Signet Testing Labs, Inc. (Signet) was selected to perform construction-related testing inspection services at Glenwood Elementary School.  Later, the SRCS Board of Education approved a modification to Signets’ consultant agreement for construction-related inspection services at San Pedro Elementary School.

Current Considerations:

The overall cost of Signet’s services at San Pedro Elementary School is greatly impacted by the project construction schedule and sequencing. Since the original proposal for inspection services, additional services were necessary based on the additional scope and schedule.  Dr. Dan Zaich, Senior Director of Capital Facilities, authorized field approval of this additional work that included the completion of Increment 2 and the additional scope for Increment 3 - Building A Modernization.  This scope required a special inspections team for concrete, steel, rebar, and core sampling required by the Division of State Architect (DSA).

The Signet contract history for San Pedro Elementary School is outlined below:

 

San Pedro Elementary School

Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or project

6260

Construction Testing

Budget

 

 

 

San Pedro Budget

 

$105,000.00

San Pedro

Contract(s)

 

 

 

Sensible Environmental Independent Consultant Agreement (Hazmat)

1/9/2018

$ 8,476.00

San Pedro

Sensible Environmental Modification No. 2 (Hazmat)

4/23/2018

$ 5,262.00

San Pedro

Signet Modification No. 1

8/8/2018

$31,529.00

San Pedro

Signet Modification No. 2

12/17/2018

$30,798.16

San Pedro

Total Current Contracts

 

$76,065.00

 

Signet Modification No. 4

6/10/2019

$25,000.00

San Pedro

Total Contracts Including this Modification

$101,065.00

 

Total Remaining in Budget Item 6260

 

 

$3,935.00

 



 
Financial Impact:

$25,000.  Funded from the Measure A Bond.  Testing and Inspection is broadly budgeted within each SRCS school site and this amount is within the District’s overall budget for this project.

Budget/SACS Code: 

21-9010-0-6260-00-0000-8500-095-000-000 (San Pedro)



Recommended Motion:

Approval of Modification No. 4 to the Independent Consultant Agreement for Signet Testing Labs, Inc. for supplemental testing and inspection services for San Pedro Elementary School .




Attachments:
San Pedro SW Budget
Signet Contract Modification No. 4
Signet Proposal
VIII.16. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Modification No. 4 to the Independent Consultant Agreement for Supplemental Hazardous Materials Survey and Design Support Services at San Pedro Elementary School - Sensible Environmental Solutions (SES)
Quick Summary / Abstract:

Staff seeks review and approval from the San Rafael City Schools (SRCS) Board of Education (Board) for Modification No. 4 to the Independent Consultant Agreement with Sensible Environmental Solutions (SES) for Hazardous Materials Construction Support Services at San Pedro Elementary School.

The purpose of this modification is to perform the required hazardous materials construction support services based on the Hazardous Materials Inspection Reports prepared by SES. 



Rationale:

This data is required by prescribed health and safety codes which are monitored by the Air Quality Management District.

Background:

On October 24, 2016, the SRCS Board of Education approved three Environmental / Hazardous Materials Consulting firms as a pool of qualified providers for the Capital Facilities Bond Measures A & B Programs.  The three firms:  Millennium Consulting Associates, Terracon Consultants, and Sensible Environmental Solutions, were selected based on the following criteria:  experience with schools; qualifications and staff; project approach; references; and fees. 

On January 9, 2017, the Capital Facilities Team presented to the Board a request for assignments of these firms to specific school sites.  Sensible Environmental Solutions was assigned to Glenwood Elementary, Laurel Dell Elementary, San Pedro Elementary and Short Elementary.  Modification No. 1 for Supplemental Hazardous Materials Design and Construction Services for Glenwood Elementary School was approved by the Board of Education on March 26, 2018.

Current Considerations:

The Capital Facilities Program is preparing for renovation of Building A at San Pedro Elementary School.  SES is the industrial hygienist engaged to perform the hazmat abatement services on this project.  Based on a preliminary Hazardous Materials Inspection Report prepared by SES, the Capital Facilities Team requested a proposal for subsequent construction phase support services.  This additional scope is based on the findings of the initial report, a review of the contract documents, and the proposed project schedule. 

Included in this scope of work, SES will monitor a specific plan implemented by the general contractor during the construction phase and will also complete hazardous materials monitoring and daily inspections for safety.

The contract history for Sensible Environmental Solutions, Inc. (SES) at San Pedro Elementary School is outlined below:

 

Budget / Contract

BOE Approval

Amount

Site(s) or project

Budget

 

 

 

Hazmat (6260)

 

$100,000.00

 

Initial Contract

Jan 27, 2017

$ 8,476.00

San Pedro Elementary School

San Pedro ES

Contract Modification No. 2 - Supp Construction Hazmat Services

April 23, 2018

$ 5,262.00

Signet Testing Labs

  • Initial Contract - $31,529.00

Contract Modification No. 2 - $30,798.16

 

$ 62,327.00

Total Current Contracts

 

$ 76,065.00

Contract Modification No. 4 – Supp Construction Support Services

June 10, 2019

$ 22,547.00

Total Contract Including Amendment

 

$ 98,612.00

Total Remaining in Budget Item 6260

 

$ 1,388.00

 

 



 
Financial Impact:

$22,546.75.  Contract Modification No. 4 will be funded from the District’s Bond Program, under Measure A.

Budget/SACS Code: 

21-9010-0-6260-00-0000-8500-094-000-000 (San Pedro ES) – $22,546.75



Recommended Motion:

Approval of Modification No. 4 to the Independent Consultant Agreement for Sensible Environmental Solutions, Inc.




Attachments:
San Pedro SW Budget
Sensible Environmental Modification No. 4
Sensible Proposal - San Pedro
VIII.17. CAPITAL FACILITIES PROGRAM: (ESD) Approval of Amendment No. 9 to Independent Consultant Agreement for Supplemental Geotechnical Environmental Services at San Pedro Elementary School – Ninyo and Moore
Quick Summary / Abstract:

Staff seeks review and approval from the Board of Education for an amendment to the Independent Consultant Agreement with Ninyo & Moore for supplemental construction phase geotechnical services San Pedro Elementary School.



Rationale:

Supplemental construction phase services for the grading work were anticipated once the final project scope and schedule were confirmed. 

Background:

On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education approved three firms as a qualified pool to provide Geotechnical services for the Capital Facilities Program, which included Ninyo & Moore. This geological and soil engineering consultant has been approved as the Geotechnical Engineer for San Pedro Elementary School. 

Earlier geotechnical services at San Pedro included soil sampling, waste classification, geotechnical observation, and testing.

Current Considerations:

Ninyo & Moore completed the field exploration and final engineering analyses as part of the initial construction phase geotechnical services at San Pedro Elementary School.  Due to  unforeseen soil and weather conditions as well as the additional grading scope involved with Increment 3, supplemental geotechnical observation and testing services are required by the Division of State Architect (DSA).  As part of these supplemental services, Ninyo and Moore will check compaction and fill requirements through soils analysis to confirm new soil is clean.

The Ninyo & Moore contract history for San Pedro Elementary Schools is outlined below:

San Pedro Elementary School

Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or project

6178

Budget

 

 

 

 

$84,973

San Pedro Innovations Hub

Contract(s)

 

 

 

Initial Contract

12/12/2016

$12,500

San Pedro

Contract Amendment No. 2 –

Geotech Investigation

8/14/2017

$17,500

Contract Amendment No. 3 –

Follow up Cone Penetration

11/13/2017

$6,300

Contract Amendment No. 5- Construction Phase

6/25/2018

$19,173

Contract Amendment No. 6 –

Construction Phase

11/13/2018

$11,500

Contract Amendment No. 10 – Supplement Construction Phase

3/25/2019

$8,500

Total Current Contracts

 

$75,473

Contract Amendment No. 11 – Supplement Construction Phase

6/10//2019

$9,500

 

 

 

Total Contracts with Amendment

 

$84,973

Total Remaining in Budget Item 6178

 

$0

 



 
Financial Impact:

$9,500.  The proposed cost of this amendment is within planned budgeting for this type of work and will be funded from the District’s Bond Program, under Measure A.

Budget/SACS Code: 

21-9010-0-6178-00-0000-8500-095-000-000 (San Pedro) - $9,500



Recommended Motion:

Approval of Amendment No. 9 to Independent Consultant Agreement with Ninyo & Moore for supplemental Geotechnical Environmental Services at San Pedro Elementary School.




Attachments:
Ninyo & Moore Proposal
Ninyo and Moore Amendment No. 9
San Pedro Site Wide Budget
VIII.18. CAPITAL FACILITIES PROGRAM: (HSD) Approval of Modification No. 9 to Independent Consultant Agreement for Phase 1 Pre-Construction Geotechnical Engineering Services for San Rafael High School STEAM Building Project – Miller Pacific Engineering Group
Quick Summary / Abstract:

Staff seeks review and approval from the Board of Education for Modification No. 9 to the Independent Consultant Agreement for Miller Pacific for pre-construction geotechnical engineering services for the San Rafael High School STEAM Building Project.



Rationale:

Geotechnical services were anticipated and broadly budgeted in the program budgets presented to and adopted by the SRCS Board of Education. Staff anticipates, plans and budgets for such services.  The Board may expect future items similar to this one for each site or capital program building project. 

Background:

On December 12, 2016, the San Rafael City Schools (SRCS) Board of Education (“Board”) approved three firms as a qualified pool to provide Geotechnical services for the Capital Facilities Program: Miller Pacific Engineering, A3GEO, and Ninyo and Moore. Miller Pacific was approved as the Geotechnical Engineer for San Rafael High School, Davidson Middle School, Laurel Dell and Venetia Valley Elementary Schools.  

Contract Modification No. 9 provides for the design and pre-construction phase geotechnical services at the San Rafael High School STEAM Building Project.

Current Considerations:

As a part of the Phase 1, geotechnical investigation scope of the San Rafael High School STEAM Building Project, geotechnical staff will perform a subsurface exploration as required by the Division of State Architect (DSA) and California Geological Survey (CGS).   Following, staff will prepare an extensive geotechnical investigation report to aid in the design and construction of the project.  The board may expect future items similar to this for subsequent phases of this project.

The contract history for Geotechnical Consulting Services for San Rafael High School is outlined below:

San Rafael High School Site-Wide Services

 

Object Code

Budget / Contract

BOE Approval

Amount

Site(s) or Project

6178

Budget

 

 

 

 

$74,000.00

SRHS

Contract(s)

 

 

 

Independent Consultant Agreement

12/12/2016

$9,000.00

SRHS

Contract variance

 

(80.50)

 

Modification No. 4 – Specific Seismic Analysis

9/25/2017

$17,700.00

SRHS

Modification No. 5 – Supp. Construction Observation/Testing

6/11/2018

$5,800.00

SRHS Stadium

Modification No. 8 – Construction Observation/Testing

01/28/19

$21,000.00

SRHS MACK

Total Current SRHS Contracts

 

$53,419.50

 

Modification No. 9 – Pre-Construction Services

6/10/2019

$16,200.00

SRHS STEAM

Total Contracts Including this Modification

 

$69,619.50

 

Total Remaining in Budget Item 6178

 

$4,380.50

 

 

 



 
Financial Impact:
The proposed cost of this work is a not to exceed amount of $16,200 and is within planned budgeting for this type of work and will be funded from the District’s Measure B bond funds.

SRHS Budget/SACS Code:  21-9010-0-6178-00-0000-8500-410-000-000 


Recommended Motion:

Approval ov Modification No. 9 to Independent Consultant Agreement with Miller Pacific Engineering Group.




Attachments:
Miller Pacific Modification No. 9
Miller Pacific Proposal
SRHS Site Wide Budget
IX. CONSENT AGENDA: (All items appearing on the Consent Agenda are approved in one action by the Board. Trustees, staff or members of the public may request that an item be pulled for discussion prior to Consent Agenda approval.)
IX.1. BOARD BUSINESS: (ESD/HSD) Approval of Minutes of the Special Closed Session of May 20, 2019, the Regular Meeting of May 13, 2019, the Regular Meeting of May 28, 2019, and the Special Closed Session of May 29, 2019
Quick Summary / Abstract:
Board meeting minutes are presented for approval.
Rationale:

Minutes are taken of all Board meetings as record of all actions taken by the Board. The attached minutes are being recommended for approval. 


 
Recommended Motion:

Approval of Minutes of the Special Closed Session of May 20, 2019, the Regular Meeting of May 13, 2019, the Regular Meeting of May 28, 2019, and the Special Closed Session of May 29, 2019.



























































Attachments:
Minutes - May 13, 2019 Regular Board Meeting
Minutes - May 20, 2019 Special Closed Session Meeting
Minutes - May 29, 2019 Special Closed Session Meeting
Minutes May 28, 2019 Regular Meeting
IX.2. PERSONNEL:(ESD) Approval of Elementary School District Personnel, Certificated/Classified
Quick Summary / Abstract:
This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District.

This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District.
This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District.
Rationale:

This agenda item presents for Board approval the Administration's recommended personnel transactions for the Elementary School District, as shown on Exhibit A (Certificated) and Exhibit B (Classified).

All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval.


 
Recommended Motion:
Approval of all hiring, terminations, transfers, and retirements of employees in the Elementary School District.

Attachments:
ESD Personnel Action REV2
IX.3. PERSONNEL: (HSD) Approval of High School District Personnel, Certificated/Classified
Quick Summary / Abstract:
This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School District.

Rationale:

This agenda item presents for Board approval the Administration's recommended personnel transactions for the High School district, as shown on Exhibit A (Certificated) and Exhibit B (Classified).

All changes to personnel since the previous board meeting including resignations, leaves of absence, retirements, reassignments, new hires, changes of contract, returns from leave, releases and short term assignments are included for Board approval.  


 
Recommended Motion:
Approval of all hiring, terminations, transfers, and retirements of employees in the High School District.

Attachments:
HSD Personnel Actions REV2
IX.4. PERSONNEL (ESD/HSD): Approval of 2019-2020 Declaration of Need for Fully Qualified Educators (K-12)
Quick Summary / Abstract:

Review and approval of the Declaration of Need for Fully Qualified Educators for 2019-2020. 


Rationale:

Background: As a requirement of the California Commission on Teacher Credentialing, San Rafael City Schools is required to have a Declaration of Need submitted. The Declaration of Need predicts our need for temporary, emergency, and/or provisional credentials. In the event that we are not able to recruit, interview, or hire teachers with appropriate credentials, we will have to fill our open position(s) with teachers who will require a temporary or provisional credential. This will be particularly true for specific subject areas like special education, math and science, and with certifications such as CLAD and BCLAD.

This process requires that the District make a good faith recruitment effort, that the District asserts that other certificated persons did not meet specific employment criteria, and that the Board took action to support the Declaration of Need. By law, this action may not be part of a Consent (Routine Business) agenda.

The attached documents, Exhibit A (San Rafael Elementary District) and Exhibit B (San Rafael High School District), are the Declaration of Need forms for the 2019-2020 school year.

The District's objective is to employ highly trained individuals for specific positions while they complete the credential requirements.

 
Financial Impact:

There is no expected financial impact.

Recommended Motion:

Approval of the Declaration of Need for Fully Qualified Educators for 2019-2020.


Attachments:
ESD 2019-20 Declaration of Need
HSD 2019-20 Declaration of Need
IX.5. PERSONNEL: (ESD) Approval of Resolution #1819-40 – Placing Classified Employee on Reemployment List Following Exhaustion of All Available Leaves of Absence
Quick Summary / Abstract:

The Board is presented with Resolution #1819-40 for review and recommended approval.



Rationale:

BACKGROUND: Dong Trang, Food Service Driver will have exhausted all available time as of June 7, 2019.  

According to Education Code section 45195, the District must place a classified employee whose available leaves of absence, paid or unpaid, have been exhausted and who is medically unable to assume the duties of his or her position on a re-employment list for thirty-nine (39) months.




 
Recommended Motion:

Approval of Resolution #1819-40 – Placing Classified Employee on Reemployment List Following Exhaustion of All Available Leaves of Absence.



Attachments:
Resolution 1819-40
IX.6. PERSONNEL: (ESD/HSD) Approval of Contract for Legal Services Between San Rafael City Schools and Barbara J. Vrankovich, Attorney, for the Period July 1, 2019 through June 30, 2020
Quick Summary / Abstract:
The Board is presented with a contract for legal services for review and recommended approval. 

Rationale:

BACKGROUND: The District retains legal counsel for a range of topics ranging from student and staff matters, including but not limited to: collective bargaining, student services, student discipline, and capital facilities. In addition, the District may retain an independent and neutral investigator to conduct investigations of complaints and concerns reported to site or district management. 


CURRENT CONSIDERATIONS: This item recommends approval of a legal services agreement with Dr. Barbara Vrankovich. Dr. Vrankovich is a retired superintendent who is also a practicing attorney that has provided professional advice and recommendations, and investigations related to human resources, student and staff complaints and investigations, and special education mediation. 

Dr. Vrankovich has provided professional legal services in San Rafael City Schools, and has established positive and trusting relationships with district leaders as well as union leaders. 

The District expects to reduce our legal services costs by transferring legal services to Dr. Vrankovich from current legal counsel providers. 

 
Financial Impact:
Legal Fee rate will be one hundred twenty-five dollars ($125) per hour for services rendered in a minimum increment of one-tenth (.1) per hour. One way travel may be charged for less than three (3) hours of Attorney's time.

Out-of-town travel required will be charged by the hourly rate for one-way travel. Related transportation, meals, lodging, copy costs and other actual or necessary expenses for out-of-town representation will be reimbursed to Attorney.

Recommended Motion:

Approval of the contract.

Attachments:
Vrankovich-Legal Services 19-20 Contract
IX.7. PERSONNEL:(ESD/HSD) Approval of Out-of-State Travel for Assistant Superintendent Amy Baer to Attend the American Association of School Personnel Administrators (AASPA) 2019 Annual Conference, New Orleans, Louisiana on October 8-11, 2019
Quick Summary / Abstract:

The Board is presented with an out-of-state travel request for Amy Baer to attend the 2019 AASPA Annual Conference, for recommended approval.

Rationale:

BACKGROUND: The conference will be held October 8-11, 2019 in New Orleans, LA. The AASPA Annual Conference is the largest and most important annual gathering for school human resource administrators and professionals. Over 550 of my career-minded colleagues will be attending to learn and share best practices, experience hands-on training, learn about new laws and trends in HR, participate in professional networking and much more. AASPA has been ensuring that individuals working in the school human resources profession have the opportunity to connect, lead and excel for more than 81 years. The AASPA 81st Annual Conference features an impressive team of presenters and leaders with real-world experience. The Assistant Superintendent of Human Resources will gain the tools and techniques necessary to stay ahead of the curve at work and make the HR department as effective and efficient as possible. 

CURRENT CONSIDERATION
Staff recommends the approval of the out-of-state travel for Amy Baer to attend the 2019 AASPA Annual Conference.



 
Financial Impact:

Cost of conference is estimated to be $2,675 and will be shared between Elementary and High School District.

75% ESD / 25% HSD 

01-0000-0-5200.00-0000-7400-700-220-000


Recommended Motion:

Approval of out-of-state travel.

IX.8. FINANCE: (ESD/HSD) Ratification of Warrant Register for Warrants Issued May 2019, by the San Rafael Elementary and High School Districts
Quick Summary / Abstract:

The Board will review the May 2019 warrants for ratification.



Rationale:

BACKGROUND:      
The warrant register reflects the vendor name, date paid, amount of warrant, and budgetary account charged.

CURRENT CONSIDERATIONS:  
Copies of summary warrant registers for all funds for May 2019 are attached. 



 
Financial Impact:
COST/FUNDING SOURCE: Warrants are paid in accordance with the Board-adopted budget and generally accepted accounting methods. A detailed listing of the monthly warrants is available for viewing in the Business Office, Room 506.

Recommended Motion:

Ratification of May 2019 warrants. 


Attachments:
ESD Warrant Register May 2019
HSD Warrant Register May 2019
IX.9. FINANCE: (ESD/HSD) Approval of Marin County Data Processing Consortium 2019-20 QSS Business and Financial Data Processing Services
Quick Summary / Abstract:

That the Board reviews the Marin County Data Processing Consortium agreement. 




Rationale:

BACKGROUND:
The Marin County Schools Data Processing Consortium provides data processing and network services to Marin County Public Schools for QSS (Quintessential School System) business and financial systems This agreement will commence on July 1, 2019, and continue through June 30, 2020.

CURRENT CONSIDERATION:
The QSS business and financial systems for the San Rafael Elementary District and the San Rafael High School District includes some of the following services: payroll production, annual W2, and 1099 production, accounts payable production, QSS general ledger, purchasing, financial reports, fixed assets, employee absence tracking, position control, credential reports and problem resolutions. They will also provide hardware and software contract maintenance, user support and help desk.


 
Financial Impact:

The following cost for services per district is 

High School District $ 42,282

Elementary School District $ 74,794

01-0000-5840.00-0000-7700-800-000-000




Recommended Motion:

Approval of the agreement with MCOE for Data Processing Consortium.



Attachments:
SRCS ESD DP Consortium 19.20
SRCS HSD DP Consortium 19.20
IX.10. FINANCE: (ESD/HSD) Approval of 60-Month Lease for One (1) New TASKalpha 6002i Copier from Discovery Office System for Glenwood Elementary School
Quick Summary / Abstract:

The Board is presented with a lease agreement with Discovery Office Systems for a new copier at  Glenwood Elementary School, for review and recommended approval. 


Rationale:

It has been determined by the district that a machine at Glenwood needs to be replaced due to aging and high copy volume. The lease of one (1) new copier, is necessary in order to provide support for both the instruction and office staff.

CURRENT CONSIDERATION: 

The District has a need for 1 replacement copy machine at Glenwood. After price comparison from the most recent Request for Proposal (RFP), Discovery Office System provided the most cost-effective solution. In addition to favorable lease, purchase, and cost per copy costs, the District was able to negotiate favorable terms that will provide enhanced savings and benefits as outlined in the addendum. 

Staff recommends the Board award the attached lease of one copier to Discovery Office Systems.


 
Financial Impact:

COST/FUNDING SOURCE:
The annual lease for one (1) TASKalfa 6002i at Glenwood is $2,740. The annual maintenance cost, toner and staples are included in the stated prices. Copy overages will be billed at .004 for b/w per copy per the contract.  

The monthly maximum copy limit for the new machines is 25,000. 

SACS Code: 01-1100-0-6405.00-1110-1000-093-120-000 


Recommended Motion:

Approval of  60-lease for one (1) new copiers for Glenwood Elementary School.

Attachments:
Glenwood TASKalpha 6002i 60 mo. lease
IX.11. FINANCE:(ESD/HSD) Approval of Disposal and Transfer of Obsolete Equipment for the San Rafael City School District
Quick Summary / Abstract:
The Board will consider the disposal of obsolete equipment.
Rationale:

BACKGROUND:
Board Policy 3270 states: 
“Sale and Disposal of Instructional Materials, Equipment, and Supplies, if the value of the property is insufficient to defray the costs of arranging a public sale, the property may be donated or disposed of in an appropriate manner."  

CURRENT CONSIDERATIONS

Ed. Services Dept. has determined the following list of equipment to be obsolete:

Site Qty Item Serial No. Inventory Tag# Value Reason
CSO-Ed Services 1 Monitor P126131856 N/A Poor Unrepairable
CSO-Ed Services 1 Monitor PL238LP02263 N/A Poor Unrepairable


 
Financial Impact:
COST/FUNDING SOURCE: The equipment will be disposed of, transferred, or recycled at no cost to the district.
Recommended Motion:
Approval of the disposal and transfer of equipment.
IX.12. EDUCATION SERVICES: (ESD) Approval of Renewal of Memorandum of Understanding Between San Rafael City Schools and the Sobrato Family Foundation for the SEAL Program Teacher Professional Development for Newly Hired Teachers
Quick Summary / Abstract:

The Board is presented with a Renewal of Memorandum of Understanding Between San Rafael City Schools and the Sobrato Family Foundation for the SEAL Program Teacher Professional Development for Newly Hired Teachers, for review and recommended approval. 




Rationale:

BACKGROUND: SEAL, (Sobrato Early Academic Language) is a preschool through third-grade program of the Sobrato Family Foundation.  Designed by Dr. Laurie Olsen, national expert in English language learner education.  the SEAL program pulls together the most current research on effective practices and implements the new Standards while addressing the needs of English Learners, their parents, and their teachers.Staff believes that this balanced literacy approach, by supporting language and literacy skills of Spanish-speaking English learner students, provides both language and instructional support, with the goal of literacy by 4th grade. These are goals identified in our Local Control Accountability Plan.These high impact strategies promote the mastery of literacy for all students, not just English Learners. Student performance results for English learners, as well as with all students accelerated at unprecedented rates. The SEAL program has been expanded to all grade K-3 students. SEAL is aligned with the Common Core and the California English Language Arts Development standards.   

CURRENT CONSIDERATION: Based on collaborative discussions with SEAL and the District , both parties are now interested in proving additional support known as " Sustainability Pilot Partnership"  for two additional school years to develop internal capacity to train and onboard new teachers at any elementary school site  and corresponding child development centers, as applicable and appropriate in the SEAL Model.

Staff recommends the Board approves the Renewal of Memorandum of Understanding Between San Rafael City Schools and the Sobrato Family Foundation for the SEAL Program teacher professional development for newly hired teachers.  Exhibit A





 
Financial Impact:

The MOU for the program is $60,000 over 2 years.

The estimated costs as follows will be LCFF funded:

$30,000     (Year 1)         October 30, 2019
$30,000     (Year 2)          October 30, 2020

SACS Code: 01-0000-0-5849.32-1511-1000-700-240-000


Recommended Motion:
Approval of Renewal of Memorandum of Understanding Between San Rafael City Schools and the Sobrato Family Foundation for the SEAL Program Teacher Professional Development for Newly Hired Teachers. 

Attachments:
Exhibit A
IX.13. EDUCATION SERVICES: (ESD) Approval of Agreement between San Rafael City Schools, Davidson Middle School and Reading Plus, Greenfield Learning Inc. March, 2020 through February, 2021
Quick Summary / Abstract:

This item presents the Approval of Agreement between San Rafael City Schools, Davidson Middle School and Reading Plus, Greenfield Learning Inc. March, 2020 through February, 2021, for Board review and approval.






Rationale:

BACKGROUND: Reading Plus is a web delivered reading development solution for students in grades 3 through 12. It is written to the objectives of the Common Core Standards (CCSS) and offers each student instruction and practice closely aligned to the objectives of the 9 College and Career Readiness (CCR) Anchor Standards.

CURRENT CONSIDERATION: Davidson Middle School will use Reading Plus to screen/ benchmark  students to determine which students will benefit from Reading Plus and use their system to improve their reading foundation skills for College and Career Readiness.

Exhibit A



 
Financial Impact:

Cost of agreement $11,300.00 to be paid from Title I site funds.

Recommended Motion:
 Approval of Agreement between San Rafael City Schools, Davidson Middle School and Reading Plus, Greenfield Learning Inc. March, 2020 through February, 2021




Attachments:
Exhibit A
IX.14. EDUCATION SERVICES: (ESD) Approval of Renewal for Dreambox Seat License Subscription for Davidson Middle School During 2019-2020 School Year
Quick Summary / Abstract:

This item presents a renewal for  Dreambox Seat License Subscription for Davidson Middle School during 2019-2020 school year, for recommended approval.

Rationale:

Background: Dreambox Learning is an adaptive, online K-8 math program designed to complement classroom instruction and deliver results. Dreambox adapts to students' actions to meet them at the right level-with personalized instruction that promotes student decision making and strategy development. DreamBox has a challenging, standards-aligned curriculum, available in English and Spanish, that is evidence based to promote student growth and deeper conceptual understanding by encouraging different pathways to solving problems.

Current Consideration: Approval of Renewal for Dreambox Seat License Subscription for Davidson Middle School during 2019-2020 school year. Math assessments for Davidson in intervention classes to identify and monitor low performing students.

Exhibit A

 
Financial Impact:

Cost of DreamBox services not to exceed $4,900 to be paid from site Title I funds.


Recommended Motion:
 Approval of Renewal for Dreambox Seat License Subscription for Davidson Middle School During 2019-2020 School Year.
Attachments:
Exhibit A
IX.15. EDUCATION SERVICES: (ESD) Approval of the Independent Contractor Agreement Renewal for Special Services Between San Rafael City Schools and Kelli Leavell of Making A Difference, Inc., for Seven Days of Professional Development during the 2019-2020 School Year
Quick Summary / Abstract:

This item presents the Independent Contractor Agreement Renewal for Special Services between San Rafael City Schools and Kelli Leavell of Making A Difference, Inc., for seven days of professional development during the 2019-2020 school year, for review and recommended approval. 



Rationale:

Background: Kelli has worked with  Marin Community Foundation for the past several years as part of the P3 initiative and has provided extensive support and professional development for Bahia Vista, Venetia Valley, and San Pedro as part of that work. Kelli Leavell is the President and Co-founder of Making a Difference Inc., an educational consulting firm.  She is also the co-author of Making a Difference: 10 Essential Steps to Building a Pre-K – 3 System.  

Current Consideration: Kelli Leavell will be delivering seven days of professional development and coach support to continue the work in the areas of TK Scope and Sequence project and Newcomer Scope and Sequence project. This work will build on the work done by newcomer teachers last year and increase alignment between newcomer classes throughout the district and within schools to better support newcomer students as they transition from newcomer classes. 

Exhibit A - Independent Contractor Agreement for Special Services.


 
Financial Impact:

Cost of services is estimated at $18,600 to be paid from Title II funds.

01-4035-0-5840.00-1110-2140-700-240-000

Recommended Motion:

Approval of the Independent Contractor Agreement Renewal for Special Services between San Rafael City Schools and Kelli Leavell of Making A Difference, Inc., for seven days of professional development during the 2019-2020 school year.


Attachments:
Exhibit A
IX.16. EDUCATION SERVICES: (ESD) Approval of Renewal of Memorandum of Understanding between San Rafael City Schools and Marin County Office of Education to Provide Math Consultation Services between July 1, 2019-June 30, 2020
Quick Summary / Abstract:

This item presents a Renewal of Memorandum of Understanding between San Rafael City Schools and Marin County Office of Education to Provide Math Consultation Services between July 1, 2019-June 30, 2020, for recommended approval. 


Rationale:

Current Consideration: The Memorandum of Understanding between Marin County Office of Education and San Rafael City Schools for the purpose of implementing sustainable, cohesive professional development for the district coaching staff.

Marin County Office of Education will provide the following scope and sequence of work between July 1, 2098 and June 30, 2020:

  • Consultation services with Eileen Smith for the purpose of increasing the mathematical skills, instructional practices, and coaching strategies of the District coaching staff.
  • Services shall be based on a daily rate of $1,000. 
  • Daily rate to include prep time.
  • Services shall not exceed a total of eight days for the 2019-2020 school year.
  • Days need to be mutually agreed upon by the District and MCOE.
  • Consultation services should not exceed $10,000 unless mutually agreed upon in advance. 

Exhibit A - MOU Between San Rafael City Schools and Marin County Office of Education.



 
Financial Impact:

Cost of consultation services not exceed $10,000 to be paid from unrestricted funds.

01-0000-0-5840.00-1110-2140-700-240-000 

Recommended Motion:

Approval of the Renewal of MOU with MCOE to Provide Math Consultation Services.


Attachments:
Exhibit A
IX.17. EDUCATION SERVICES: (ESD) Approval of Agreement between San Rafael City Schools and Houghton Mifflin Harcourt Math 180 Inventory Service at Davidson Middle School August 20, 2019 through August 19, 2020
Quick Summary / Abstract:

This item presents the Agreement for Houghton Mifflin Harcourt Math 180 Inventory service at Davidson Middle School  August 20, 2019 through August 19, 2020, for Board review and approval.




Rationale:

BACKGROUND: Houghton Mifflin Harcout (HMH) Math 180 is a revolutionary new program for grades 5 and up, designed to address the needs of struggling students and their teachers equally, build students confidence in mathematics, and accelerate their progress to algebra. Its instructional design uses adaptive software to provide students with personalized instruction and practice, while equipping teachers  with an ecosystem of support that is comprehensive, coherent, and convenient. With Math 180, struggling students develop the expertise, reasoning, and confidence to thrive in college and career. 

CURRENT CONSIDERATION:  HMH Math 180 Inventory agreement will be a one-year hosting service at Davidson Middle School from August 20, 2019 through August 19, 2020. 




 
Financial Impact:

Total cost of agreement $32,528.54 

$15,000 to be paid from a  Dedication to Special Education Grant and $17,528.54 from Title I site funds. 


Recommended Motion:

Approval of Agreement for Houghton Mifflin Harcourt Math 180 Inventory service at Davidson Middle School August 20, 2019 through August 19, 2020.





Attachments:
Exhibit A
IX.18. EDUCATION SERVICES: (ESD) Approval of Out-of-State Travel for Dana Trillo, Davidson Middle School Teacher to Attend 2019 Music for All Summer Symposium in Indianapolis, Indiana on June 24-29, 2019
Quick Summary / Abstract:

This item presents an out-of-state travel for Dana Trillo, Davidson Middle School Teacher to attend 2019 Music for All Summer Symposium in Indianapolis, Indiana on June 24-29, 2019, for recommended approval.


Rationale:

Background: Music for All has been providing positively life-changing experiences at its summer camp for over 40 years. They bring together the best faculty, exciting concerts and events, and students from band and orchestra programs from coast-to-coast who share a love of music-making, performance, and student leadership. Music for All offers tools that will allow music directors to achieve peak performance personally and for school ensembles. The Music for All Summer Symposium is a place to get a head start on next year’s thinking, make connections, get new ideas, and learn new strategies.

Current Consideration: This item presents for Board approval of out-of-state travel for Dana Trillo, Davidson Middle School Teacher to attend 2019 Music for All Summer Symposium in Indianapolis, Indiana on June 24-29, 2019.


 
Financial Impact:

Estimated cost of registration and travel is $1,665 to be paid from site funds.


Recommended Motion:

Approval of Out-of-State Travel for Dana Trillo, Davidson Middle School Teacher to attend 2019 Music for All Summer Symposium in Indianapolis, Indiana on June 24-29, 2019.



IX.19. EDUCATION SERVICES: (HSD) Approval of Overnight Field Trip for Terra Linda High School Cheerleaders to Participate in the United Spirit Association Showtime Cheer Camp, July 19-22, 2019 in Santa Clara, California
Quick Summary / Abstract:

This agenda item presents an overnight field trip for Terra Linda High School Cheerleaders to participate in the United Spirit Association Showtime Cheer Camp, July 19 - 22, 2019 in Santa Clara, California, for review and recommended Board approval.



Rationale:

BACKGROUND:  Board Policy 6153: Instruction: The Board of Education recognizes that school-sponsored trips are an important component of a student's development and supplement and enrich the classroom learning experience.  School-sponsored trips may be conducted in connection with the district's course of study or school-related social, educational, cultural, athletic, school band activities, or other extracurricular or co-curricular activities. 

Requests for school-sponsored trips involving out-of-state, out-of-country, or overnight travel shall be submitted to the Superintendent or designee. The Superintendent or designee shall review the request and make a recommendation to the Board as to whether the request should be approved by the Board.  All other school-sponsored trips shall be approved in advance first by the principal and then by the Deputy Superintendent or designee. 

No field trip shall be authorized if any student would be excluded from participation because of lack of sufficient funds.

CURRENT CONSIDERATIONS: This agenda item presents for Board approval of an overnight field trip for Terra Linda High School Cheerleaders to participate in the United Spirit Association Showtime Cheer Camp, July 19 - 22, 2019 in Santa Clara, California.

Adult Chaperones: There are 4 adult chaperones scheduled for this overnight field trip.

Student Athletes: There will be approximately 28 cheerleaders participating in the United Spirit Association Showtime Cheer Camp.

Travel: Transportation to Santa Clara will be provided by private charter bus Evans Transportation.

Accommodations:  The team will be staying at the Santa Clara Hyatt Hotel Hotel and there will be a maximum of four cheerleaders per room. Accommodations will be secured through the competition company. To ensure a chaperone for our male cheerleader we have arranged for shared accommodations with the San Rafael High School Cheer Team with 3 boys per room and their male chaperone is in a separate room. Each student will have their own bed. There will be no water based activities. No student will be excluded from participation because of lack of sufficient funds.






 
Financial Impact:
There is no cost to the district. The cheerleaders will continue fundraising to offset their expenses.  No competition team member will be excluded from the event due to an inability to pay.

Recommended Motion:

Approval of the overnight field trip for Terra Linda High School Cheerleaders to participate in the United Spirit Association Showtime Cheer Camp, July 19 - 22, 2019 in Santa Clara, California.

IX.20. EDUCATION SERVICES: (ESD) Approval of a License Renewal with Greennfield Learning Inc./Lexia Reading Core 5 Annual Online Subscription for Davidson Middle School During the 2019-2020 School Year
Quick Summary / Abstract:

This item presents a License Renewal with Greennfield Learning Inc./Lexia Reading Core 5 Annual Online Subscription for Davidson Middle School During the 2019-2020 school year, for Board review and recommended approval.


Rationale:

Background: Lexia Core5 Reading supports educators in providing differentiated literacy instruction for students of all abilities. Lexia’s research-proven program provides explicit, systematic, personalized learning in the six areas of reading instruction, targeting skill gaps as they emerge, and providing teachers with the data and student-specific resources they need for individual or small-group instruction.

Lexia Reading Core5 works evidence-based research studies have demonstrated that Lexia’s literacy program, Core5, contributes to students’ success on standardized reading assessments. 

Key Findings: 
• Lexia programs contribute to improved scores on standardized reading tests for students in preschool and elementary school. 
• Targeted populations (such as students who are low performers and/or in Title I schools) benefit significantly from Core5. 
• Students who are English Learners show significant benefits from Core5, in some cases closing the reading gap with their native English-speaking peers. 
• Rigorous scientific methods were followed in conducting these studies, including use of treatment and control groups, pretests/posttests, using standardized reading assessments, and appropriate statistical data analyses.

Current Consideration: Lexia Reading Core5 online services will provide ELD and Language Arts Intervention for low performing ELD students during the 2019-2020 school year.

Exhibit A - Service Agreement

 
Financial Impact:

Cost of services not to exceed $11,900 to be paid from site Title I funds.

Recommended Motion:

Approval of a License Renewal with Greennfield Learning Inc./Lexia Reading Core 5  Annual Online Subscription for Davidson Middle School During the 2019-2020 School Year.


Attachments:
Exhibit A
IX.21. EDUCATION SERVICES: (ESD) Approval of Letter of Engagement Between San Rafael City Schools and Marin Theatre Company for Services at Davidson Middle School for School Year 2018-2019
Quick Summary / Abstract:

This item presents a Letter of Engagement Between San Rafael City Schools and Marin Theatre Company for services at Davidson Middle School for the 2018-2019 school year, for recommended approval. 

Rationale:

BACKGROUND: Marin Theatre Company's programs provide an in-depth syllabus that integrates into the broader curriculum and satisfies the California Visual and Performing Arts Theatre Content Standards. These standards assist Davidson Middle School in collaborating with Marin Theatre Company to design curricula that balance depth with breadth, feature active participation along with listening and observation, and assess student progress through use of assessment tools. In these ways, Davidson Middle School will work with Marin Theatre Company to provide students with creative engagement designed to illuminate their experience with the academic curriculum.

CURRENT CONSIDERATION: The goal is to provide Davidson Middle School with an after school enrichment class open to all 6th to 8th grade students. Students will meet once a week in the Fall and twice a week in the Spring for 1.5 hours per meeting to rehearse a one act play for performance in March 2019. MTC will provide up to 55 hours of instruction for students during rehearsal and performances. This enrichment class will not require teachers to be present with students in the classroom. MTC's programming will align with the Visual and Performing Arts Standards for the state of California for Theatre Arts.

(Exhibit A)



 
Financial Impact:

Cost of services not to exceed $5,000 to be paid by HeadsUp.



Recommended Motion:

Approval of the Letter of Engagement Between San Rafael City Schools and Marin Theatre Company for services at Davidson Middle School for the  2018-2019 school year.


Attachments:
Exhibit A
IX.22. EDUCATION SERVICES: (ESD) Approval of License Renewal with Mindset Works, Inc., for Online Professional Development at Davidson Middle School During the 2019-2020 School Year
Quick Summary / Abstract:

This item presents a License Renewal with Mindset Works, Inc., for Online Professional Development at Davidson Middle School During the 2019-2020 School Year, for Board review and recommended approval.


Rationale:

Background: Mindset Works is the global leader in growth mindset training for educators and students, leveraging the pioneering research of co-founders Carol Dweck and Lisa Blackwell. The mission at Mindset Works is to enable a world in which people seek and are fulfilled by ongoing learning and growth.

Mindset Works consists of practitioners, coaches, leaders, and researchers who work together to translate academic research into award-winning teacher and student programs. These programs increase motivation and self-efficacy to develop future generations of self-driven learners.

Mindset Works SchoolKit is a suite of resources developed to cultivate a growth mindset school culture. It contains tools for administrators, teachers, and students to learn, teach and live the growth mindset. 

Current Consideration: Davidson Middle School staff will engage in Mindset Works online professional development during the 2019-2020 school year per attached Scope of Services.

Exhibit A - Mindset Works Scope of Services

 
Financial Impact:

Cost of services for 2019-2020 school year is $5,000.To be paid from site funds.

01-0190-0-5840.00-1511-1000-340-120-000



Recommended Motion:
Approval of License Renewal with Mindset Works, Inc., for Online Professional Development at Davidson Middle School During the 2019-2020 School Year.

Attachments:
Exhibit A
IX.23. EDUCATION SERVICES: (ESD) Approval of Independent Contractor Agreement Renewal for Special Services Between San Rafael City Schools and Kelsey Chandler, for Coaching and Professional Development at San Pedro Elementary School Focused on Trauma Informed Practices August 2019-June 2020
Quick Summary / Abstract:

This item presents the Independent Contractor Agreement Renewal for Special Services between San Rafael City Schools and Kelsey Chandler, for coaching and professional development at San Pedro Elementary School focused on Trauma Informed Practices August 2019-June 2020, for Board review and recommended approval.




Rationale:

Background: Kelsey Chandler has worked in education for 10 years, where she has led school and program-wide development and implementation of Social Emotional Learning (SEL), Trauma-Informed Practices and Restorative Practices (RP). Her work focuses on integrating social, emotional, and relational elements into classroom practice and the entire school community through a student-centered approach. Kelsey's work has included: Co-founding a school site Wellness Center, strategic design and implementation of SEL practices, coaching and consultation with site administrators and teachers, facilitation of social emotional and social justice focused curricula for whole classes and small groups of students. Kelsey has also provided professional development in Social Emotional Learning, Trauma-Informed Practices, and Restorative Practices.  

Current Consideration: This item presents the Independent Contractor Agreement Renewal for Special Services between San Rafael City Schools and Kelsey Chandler for coaching and professional development at San Pedro Elementary School focused on Trauma Informed Practices August 2019-June 2020 for Board review and recommended approval. 

Exhibit A - Independent Contractor Agreement for Special Services.



 
Financial Impact:

Cost of coaching and professional development services not to exceed $6,000 to be paid from site funds.  01-0910-0-5840.00-1110-1000-095-120-000

Recommended Motion:

Approval of the Independent Contractor Agreement Renewal for Special Services between San Rafael City Schools and Kelsey Chandler, for coaching and professional development at San Pedro Elementary School focused on Trauma Informed Practices August 2019-June 2020.



Attachments:
Exhibit A
IX.24. EDUCATION SERVICES: (ESD) Approval of License Renewal for Illuminate Education, Inc., DnA Software Services Agreement for Data and Assessment System During 2019-2022 School Years
Quick Summary / Abstract:

This item presents to the Board License Renewal for Illuminate Education, Inc., DnA Software Services Agreement for Data and Assessment System During 2019-2022 School Years, for review and recommended approval.




Rationale:

BACKGROUND: Last year the Elementary Curriculum Advisory Committee (ECAC), composed of teachers, instructional coaches, and principals from across K-5 sites, completed a thorough review of assessment systems. Illuminate education most clearly met the needs of our teachers and the district. This year we implemented the use of Illuminate assessments and data. The ECAC also spent time refining the assessments to better align with our use of Everyday Math.  As we continue to refine assessments and effectively analyze data the ECAC is recommending the Illuminate platform to administer interim assessments for the next three years.

Illuminate will continue to serve as the benchmarks assessment system that will provide both summative and formative data to teachers and schools to inform instruction.  Additionally, the assessment data can be used at the district level to inform next steps with strategic planning. 

 CURRENT CONSIDERATION: Approval of Illuminate Education, Inc., Dna Software Services Agreement for Data and Assessment System during 2019-2022 school years.

Exhibit A - Illuminate Education, Inc., DnA Software Agreement.







 
Financial Impact:

Cost of Illuminate Education, Inc Software Services for 3182 licenses (grade 2-5) and access to Inspect Plus a Key Data Systems' KDS from July, 1 2019 though June 30, 2022.

Year 1: July 1, 2019 - June 30, 2020 $19,887.50

Year 2: July 1, 2020 - June 30, 2021 $21,096.66

Year 3: July 1, 2021 - June 30, 2022 $22,337.64

To be paid from unrestricted general funds.

01-0000-0-4307.00-1110-1000-700-240-000

Recommended Motion:

Approval of of License Renewal for Illuminate Education, Inc., DnA Software Services Agreement for Data and Assessment System During 2019-2022 School Years.




Attachments:
Exhibit A
IX.25. SECOND READING: (ESD/HSD) Approval of Revisions to Board Policy and Adoption of New Administrative Regulation 5131.2 Bullying
Quick Summary / Abstract:

The Board is presented with a second reading of revised Board Policy 5131.2 Bullying, and a new Administrative Regulation for review and recommended approval. 



Rationale:

BACKGROUND:
The Bullying Policy is being updated and a new regulation added to reflect NEW LAW (AB 2291, 2018) which mandates districts to adopt, on or before December 31, 2019, procedures for preventing acts of bullying, including cyberbullying.

The Regulation includes material formerly in BP re: bullying prevention measures, staff development, student instruction, reporting, and corrective actions.  The Regulation also adds definition of bullying and examples of behaviors that may constitute bullying and cyberbullying, and reflects CDE's online training module on bullying developed pursuant to AB 2291.

All revisions are based on recommended language from the California School Boards Association (CSBA). 





 
Financial Impact:

None. 

Attachments:
5131.2 AR Bullying new - 2nd reading
5131.2 BP Bullying revised - 2nd reading
X. DISCUSSION/ACTION SESSION
X.1. BOARD BUSINESS: (ESD/HSD) Appointment of Superintendent of San Rafael Elementary and High School Districts
Quick Summary / Abstract:
The Board will consider and act on the appointment of the finalist for the position of Superintendent of San Rafael Elementary and High School Districts effective July 1, 2019

Recommended Motion:
 The finalist is presented to the Governing Board for approval and action.  It is the recommended that the Board approve the appointment of the finalist to the position of Superintendent of the Elementary and High School Districts effective on July 1, 2019.

X.2. BOARD BUSINESS (ESD/HSD) Approval of the Employment Agreements for District Superintendent for the Elementary and High School Districts
Quick Summary / Abstract:
The Employment Agreements for the new Superintendent of the Elementary and High School Districts will be available for public inspection in the Board room after closed session. The Brown Act requires the Board to orally report a summary of the salary and fringe benefits before taking action. The Board President will make this oral report when this item is taken up during the meeting.

Financial Impact:
Prior to taking action on the Agreements, the Board President will orally report a summary of the recommendation for the salary and fringe benefits to be paid to the Superintendent.

Recommended Motion:

It is recommended that the Board approve the Employment Agreements for District Superintendent.



X.3. PUBLIC HEARING: (ESD) PROPOSITION 39 ENERGY EFFICIENCY PROJECTS: Approval of Resolution 1819-41 to Enter into an Energy Service Contract for the San Rafael HS Boiler Replacement Project
Quick Summary / Abstract:

The Board of the San Rafael City Schools (“SRCS”) is presented with Resolution 1819-41 to authorize the District to enter into an energy service contract under the provisions of Government Code 4217.12(a)(1).  

 



Rationale:

The District has received Proposition 39 funds for energy savings projects and is initiating work to implement these projects.

BACKGROUND:

The District has an Energy Efficiency Expenditure Plan approved by the California Energy Commission.  Each of the SRCS sites has identified energy efficiency projects, including electrical lighting retrofits, mechanical systems efficiency upgrades, Energy Management System, and renewable energy systems.

In accordance with Government Code 4217.10 et. seq. the SRCS may enter into an energy service contract to construct energy efficiency projects when the cost of the work is less than the anticipated marginal cost to the District of the energy that would have been consumed without the project.   The procedures under Government Code 4217.10 et. seq. allow the District to utilize a Request for Proposal and price/qualifications selection process for a design-build Contractor. 

CURRENT CONSIDERATIONS:

District staff prepared a Request for Proposals for the Prop. 39 HVAC Projects issued on October 30, 2018.  The RFP included work that is a part of the District’s Energy Efficiency Plan (EEP) as approved by the California Energy Commission.  The RFP included mechanical work at Davidson Middle School, Glenwood Elementary School and San Rafael High School. Proposals were received on November 29, 2019.  Two responsive proposals were received from Peterson Mechanical, Inc. and Trahan Mechanical, Inc.  The firms provided an energy savings analysis confirming that the project meets the energy savings requirements of Government Code 4217.10 et. seq.  Unfortunately, all of the pricing was far in excess of the District’s approved funding provided under Prop. 39.  After reviewing and scoring proposals in accordance with the evaluation criteria in the RFP, Trahan Mechanical, Inc. was designated the Best Value for the District. 

In consideration of the high costs of the work, the District determined to amend the EEP to incorporate funds received for Davidson and Glenwood Mechanical into the Renewable Energy projects at the Elementary District.

The San Rafael HS Boiler Replacement project is proposed as the only Prop. 39 Mechanical system energy efficiency project.  The EEP included Prop. 39 funds designated for Mechanical projects at the site total $234,843.  Trahan’s cost for the work is $435,100.   It is proposed to utilize remaining funds from the closed out San Rafael HS Air Conditioning project to fully fund the project. 

 


 
Financial Impact:

$435,100.  Funded by $234,843 in Proposition 39 Energy Efficiency funds and with funding from additional funding in the amount of $200,257 from the Measure B Bond, using available funds from a closed out project.  This is reflected on the Program Budget Adjustment item which is being presented to the Board at this meeting. 



Recommended Motion:

Approval of Resolution 1819-41 authorizing the SRCS to enter into an Energy Service Contract with Trahan Mechanical, Inc. for the San Rafael High School Boiler Replacement project and authorize expenditure of Proposition 39 Energy Efficiency funds and limited funds from the Measure B Bond.    




Attachments:
Resolution No. 1819-41
XI. CONFERENCE SESSION
XI.1. Report Out Action from Closed Session
XI.2. Agenda Items for Future Meetings
XI.3. Board Member Reports
XI.4. Superintendent's Activity Report
XII. READJOURNMENT to Closed Session (if necessary)
XIII. NEXT REGULAR MEETING - June 24, 2019
XIV. ADJOURNMENT (and Closed Session Report Out, if necessary): 9:00 P.M. (approximate time)

Published: June 6, 2019, 1:25 PM

The resubmit was successful.