• Name of Case: California Superior Court Case No. BC 5I4 896
• Name of Case: Ninth Circuit Court of Appeals Case No. I5-56400
• Name of Case: Central District Court of California Case No. CV 166137DM

Title: Superintendent

• Agency Designated Representative: Dr. Ben Drati
• Employee Organizations: SEIU

• Agency Designated Representative: Dr. Ben Drat
• Employee Organizations: SMMCTA
  

It is recommended that the Board of Education approve the December 14, 2017, regular meeting agenda.

It is recommended that the Board of Education approve the November 14, 2017, special meeting minutes.

It is recommended that the Board of Education approve the November 16, 2017, special and regular meeting minutes.

The use of data enhances the district’s ability to create a culture of accountability, focus, coherence, and clear and intentional expectations of learning among all stakeholders. In order to accomplish this, we must exploit data in a way that challenges assumptions, beliefs, and, ultimately, behaviors and practices that lead to student success. Strategic use of data to influence behavior and practice requires specific organization and narration of the data that is digestible, specific, and intentional.

Staff will present achievement and climate data to the board and community four times this year (labeled Quarter 1, Quarter 2, Quarter 3, and Quarter 4). Staff will also distinguish the data to be presented as Lag or Lead metrics. Lag metrics are indicators of an outcome – a measure of what has happened.  Lead metrics are levers that indicate how the outcome will be achieved. They are oriented in the present and are predictive and can be influenced. Note that this will be the pilot year of organizing data in this manner, and we hope to learn and get better in subsequent years as we strive to create the desired shared culture of accountability, focus, coherence, and clear and intentional expectations of learning.

Tonight’s presentation will focus on the lead data from Quarter 2, all of which has been collected since the beginning of the 2017-18 school year. The data include measures of student academic achievement, such as the district's FASTbridge universal literacy screening assessments for elementary grades and the rates of non-passing grades (Ds, Fs) among students in secondary math courses. It will also include participation rates in the district's reintroduction of interim assessments for English Language Arts and Math in all grades. Measures of student engagement include the student attendance data and suspension rates since the beginning of the school year.

The presentation will identify why these specific lead data metrics were chosen; how the information they provide will be used to adjust instruction and identify interventions; and what these lead metrics are and how they relate to the LCAP goals and the State's school dashboard indicators. 

Staff anticipates this item will require a total of 30 minutes, with 20 minutes for the staff report and 10 minutes for board questions/comments.

The Maintenance and Operation Department will share with the Board of Education reports of the work (lag metrics) over the past year and discuss priorities and measures for showing improvements (lead metrics).  Staff hopes this study session will give the board an overview of the work of the Maintenance and Operations Department and the priorities for the next year.

Staff anticipates this item will require a total of 65 minutes, with 35 minutes for the staff report and 30 minutes for board questions/comments.

Attached are:

• Details of what will be presented during the discussion item
• Additional information on the Facilities Inspection Tool (FIT)
• Additional information on deferred maintenance and projects
• Additional information on operations and integrated pest management (IPM)
• Presentation slides (to be uploaded on 12/11/17)

It is recommended that the Board of Education enter into an agreement with the following Independent Contractors.  These contracts are included in the 2017-18 budget.

• Contractor: S.T.A.R. INC.
• Dates: 08/22/17-06/08/18
• Amount not to exceed: $45,000.00 $46,500.00
• Description: Teach science to K-5; lesson plans; materials; 1 assembly; support from STAR Science Department
• Site: Grant Elementary
• Funding: 01-00021-0-11100-10000-5802-003-4030
• (Amend amount not to exceed. Additional $1500 in order to include TK class in the STEM program. Original contract approved on 6/29/17)

• Contractor: Lynette M. Rock
• Dates: 09/25/17-01/31/18
• Amount not to exceed: $40,360.00 ($100/hour)
• Description: Interim Food Services Director
• Site: Food Services     
• Funding: 13-53100-0-00000-37000-5802-057-2570
• (Amend contract date and amount. Original contract date 09/25/17-10/31/17 in the amount of $13,600 approved on 10/05/17.  1^st amendment to contract date 09/25/17-12/22/17 in the amount of $35,360 approved on 11/16/17.)

• Contractor: Eric Hall and Associates
• Dates: 03/03/17-1/31/18
• Amount not to exceed: $76,000.00
• Description: To review and make recommendations as to the organizational capacity and effectiveness of various segment of the District’s operation
• Site: Business Services
• Funding: 01-00000-0-00000-73000-5802-050-1500
• (Amend contract date. Original contract approved on 3/2/17 Reference Recommendation No: A.09. 1^st Amendment to contract date and amount on 10/19/17.)

It is recommended that the Board of Education approve/ratify the attached Requests for Absence on District Business (Conference and Travel) forms.

It is recommended that the Board of Education approve the special field trip(s) listed below for students for the 2017-2018 school year.  No child will be denied due to financial hardship.

• School: Santa Monica High
• Grade: 9^th – 12^th
• # of Students: 18
• Destination: Wyndham Hotel Garden Grove, CA
• Dates: 01/13/18-01/14/18
• Principal/Teacher: A.Shelton/M.Shafiey
• Cost & Funding Source: $ 125 per student paid by fundraising and parent donations
• Subject: CTE/DECA
• Purpose: SoCA DECA District Career Development Conference

It is recommended that the Board of Education approve the attached Special Education Contracts for fiscal year 2017/2018.

According to the Education Code SEC.21 Section 56342, prior to recommending a new or continued placement in a non-public, non-sectarian school, the Individualized Education Program (IEP) Team must submit the proposed recommendation to the local governing board for its review and recommendation regarding the cost of such placement.

The recommendations for these severely handicapped students are made by the District IEP Teams in accordance with State and Federal laws.  The mandates of IDEA require non-public school services be provided at no expense to parents if there is not an appropriate public school program available.  Funding to come from a SELPA-wide non-public school/non-public agency reserve account.

It is recommended that the Board of Education approve the attached Purchase Order and Changed Purchase Orders from November 8, 2017, through December 13, 2017, for fiscal /18.

It is recommended that the Board of Education accept, with gratitude, checks totaling

$21,824.74 presented to the Santa Monica-Malibu Unified School District.

It is further recommended that the Fiscal/Business Services Office, in accordance with Educational Code §42602, be authorized to increase the 2017-2018 income and appropriations by $21,824.74 as described on the attached listing.

This report details only cash gifts.  It includes all contributions made by individuals or companies and some of the contributions made by our PTA’s.  Contributions made by a PTA in the form of a commitment and then billed are reported in a different resource.  A final report that compiles all gift and PTA contributions is prepared and available annually.

COMMENT: The value of all non-cash gifts has been determined by the donors.

NOTE: The list of gifts is available on the District’s website, www.smmusd.org.

It is recommended that the below-listed persons be authorized to sign warrants, orders for salary payment, notices of employment, contracts, orders drawn on the funds of the school district and other documents as directed by the Board of Education.  It is further recommended that the attached Certification of Signatures document be completed and filed with the County Superintendent of Schools in accordance with Education Code §42633. 

According to Education Code §35143/72000, the governing board of each school district is required to hold an annual organizational meeting within a 15-day period that commences with the date upon which a governing board member elected at that election takes office.  In years in which no regular election for governing board members is conducted, the organizational meeting shall be held during the same 15-day period on the calendar.                                       

• Dr. Ben Drati, Superintendent  
• Dr. Mark O. Kelly, Assistant Superintendent, Human Resources
• Dr. Jacqueline Mora, Assistant Superintendent, Educational Services
• Ms. Melody Canady, Assistant Superintendent, Business & Fiscal Services
• Mr. Carey W. Upton, Chief Operating Officer
• Ms. Gail Pinsker, Community and Public Relations Officer
• Mr. Evan Bartelheim, Director of Assessment, Research & Evaluation
• Mr. Roosevelt Brown, Director of Maintenance and Operations
• Ms. Tara Brown, Director of Student Services
• Dr. Irene Gonzalez-Castillo, Director of Curriculum & Staff Development Pre-K-5
• Ms. Wang Pin-Ju “Pat” Ho, Director of Fiscal & Business Services (through December 31, 2017)
• Mr. Gerardo Cruz, Director of Fiscal & Business Services (effective January 15, 2018)
• Ms. Anu Chhabria, Director of Purchasing & Warehouse
• Ms. Pamela Kazee, Director of Special Education
• Ms. Ruthy Mangle, Director of Information Services
• Mr. Richard Marchini, Director of Food & Nutrition Services (effective January 3, 2018)
• Ms. Bertha Roman, Director of Educational Technology
• Dr. Susan Samarge-Powell, Director of Early Learning
• Dr. Suzanne Webb, Director of Human Resources
• Mr. Elhamy Tanios, Assistant Director of Fiscal Services
• Mr. Jerry Gibson, Manager of Facility Use

It is recommended that the Board of Education authorize using Bid No. 01/17 Waterford Unified School District for the purchase of transit school buses under the terms and conditions of the public agency's contract pursuant to the provisions of public contract code section 20118 and 20652.

School district governing boards have the authority to "piggyback" on another public agency's bid per public contract code section 20118 and 20652 when it is determined to be "the best interest of the district".  It is often advantageous for districts to utilize piggyback bids when contract items are identical to the district's specification.  Using piggyback contracts save time and money, and they often provide lower prices than a single jurisdiction would be able to obtain.

It is recommended that the Board of Education approve the purchase of two (2) 2018 Blue Bird compressed natural gas (CNG) seventy-eight (78) passenger transit school buses through AZ Bus Sales utilizing Waterford Unified School District Bid #17/01 and fund the total coast not to exceed $401,838.80.

Funding Information:  

• Budgeted: Yes
• Fund: General
• Source: General Fund
• Account #: 01-00000-0-11100-36000-6500-058-2580

Price for the purchase is as follows:

• Vehicle #5 - 78 Passenger CNG Bus: $182,239.82
• Vehicle #6 - 78 Passenger CNG Bus: $182,239.82
• Sub-Total: $364,479.64
• 10.25% Sales Tax: $37,359.16
• TOTAL: $401,838.80

Two existing diesel school buses are in need of replacement, as they are beyond economic repair (vehicles #5 and #6).  Once Board approval has been granted for the purchase, a purchase order will be placed with AZ Sales Inc to purchase the two buses.  Expected delivery is March 2018. 

It is recommended that the Board of Education approve the disposal, sale, recycling or donation of the surplus equipment and furniture listed in the attached document.

All items are obsolete, beyond economic repair, unusable or deemed as surplus.  Items will be disposed of in accordance with Educational Code 175450-17555.  All inventory is recycled through a California State Certified Electronic Recycler and will be disposed of in accordance with Educational Code 17545-17555.

It is recommended that the Board of Education approve Contract Amendment #09 with SPAIC for inspection services in an amount not to exceed $902.50 for a total contract amount of $1,753,249.50. 

A Division of the State Architect (DSA) Inspector is required by code to ensure that school facilities are built to the DSA requirements.  SPAIC was issued an original contract for $462,500 to provide Inspector of Record Services for various District projects.  Eight amendments to the original contract, totaling $1,289,847.00, have been issued.

The Lincoln Middle School Phase 1-B Project was not previously closed out and certified by DSA due to a discrepancy between the DSA approved drawings for the classroom projector mounts and what was constructed.   A CCD was subsequently produced and submitted to DSA that more accurately represents what was constructed.

The original DSA Inspector of Record has since retired and is no longer certified.  Contract Amendment #09 extends SPAIC services to validate that the installed projector mount complies with the DSA approved CCD, complete all required inspections and related DSA reporting necessary for project certification.  The revised contract total will be $1,753,249.50.

The cost of this Contract Amendment will be funded by reallocation of hard costs to soft costs.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-012-2600
• Budget Category: Soft Costs \ Testing & Inspection \ Materials Lab
• DSA #: 03-113031

MEASURE BB  FUNDING:

• ORIGINAL CONTRACT AMOUNT – (Inspector of Record): $462,500.00
• CONTRACT AMENDMENT #01 - (Olympic HS IOR Inspection Services): $221,094.00
• CONTRACT AMENDMENT #02 - (Extended IOR Services): $284,000.00
• CONTRACT AMENDMENT #03 - (Extended IOR Services): $303,623.00
• CONTRACT AMENDMENT #04 - (Data Center – IOR Services): $70,432.00
• CONTRACT AMENDMENT #05 - (Extended IOR Services): $42,000.00
• CONTRACT AMENDMENT #06 - (MMHS IOR Services): $352,800.00
• CONTRACT AMENDMENT #07 - (Extended IOR Services): $13,608.00
• CONTRACT AMENDMENT #08 - (Data Center – IOR Services): $2,290.00
• CONTRACT AMENDMENT #09 - (LMS Phase 1-B – IOR Services): $902.50
• TOTAL CONTRACT AMOUNT: $1,753,249.50

It is recommended that the Board of Education approve Contract Amendment #19 with Alta Environmental to conduct site survey, sampling for asbestos of all ceiling tiles or ceiling panels and to prepare an abatement work plan for Roosevelt Elementary School, in an amount not to exceed $2,223.96 for a total contract amount of $1,273,377.83.

ALTA Environmental has been requested to provide these additional consultant services to provide additional site survey, sampling for asbestos of all ceiling tiles or ceiling panels and to prepare an abatement work plan for Roosevelt Elementary School – Building C room 302 and Building D room 401, as per their proposal dated January 17, in the amount of $2,223.96.

Funding Information

• Budgeted: No
• Fund: 85
• Source: ES
• Account Number:  85-90905-0-00000-85000-5802-007-2600
• Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES & BB FUNDING:

• ORIGINAL CONTRACT - Juan Cabrillo ES, Grant ES & Will Rogers ES: $96,492.45
• CA #01 - Juan Cabrillo ES Project – WPF&D: $893.30
• CA #02 - Various Schools – WPF&D: $50,000.00
• CA #03 - Grant ES – Windows Project – WPF&D: $12,648.80
• CA #04 - Webster, Roosevelt – WPF&D: $6,882.34
• CA #05 - WRES, WES, & RES & Malibu HS–WPF&D: $79,329.00
• CA #06 - GES, MMH FIG&D, RES, WES & WRES–WPF&D: $335,861.87
• CA #07 - SAMOHI – Ph.1 & Ph.2: $9,086.90
• CA #08 - Franklin & Pt. Dume – HVAC: $25,287.40
• CA #09 - Franklin & Pt. Dume – WFP: $25,287.40    Duplicate to CA#08
• CA #10 - LMS – Athletic Field: $40,673.00
• CA #11 - Samohi, Phase 1 & 2: $51,208.10
• CA #12 – Webster & Will Rogers WPFD: $27,443.90
• CA #13 – MMHS FIG&D WPFD: $7,169.95
• CA #14 – Building D WPFD ACM/A&L Abatement Plan & PCB Sampling: $14,875.80
• CA #15 – Building D WPFD Add Step-Out Sampling and Abatement Plan: $41,896.70
• CA #16 – Bldg ABC Demo Survey, Sampling, Abatement Plan & Monitoring (BB): $45,986.60
• CA #17 – FES, McKES, PDES & JAMS - ACM, LBP & PCBs survey & work plan: $156,364.90
• CA #18 – MMHS FIG&D, H & J WPFD – ACM, LBP & PCBs survey & work plan: $269,052.86
• CA #19 – Roosevelt ES – ACM ceiling survey & work plan: $2,223.96
• TOTAL CONTRACT AMOUNT: $1,273,377.83

It is recommended that the Board of Education approve Change Order #02 with Angeles Contractor Inc. for the Roosevelt Elementary School – Window, Paint, Floors & Doors Project in an amount not to exceed $43,297.17 for a total contract amount of $2,386,048.79. 

At the April 20, 2017, board meeting, the original contract was awarded to Angeles Contractor Inc. in the amount of $2,298,000.00.  Change Order 01 to the amount of $44,751.62 was approved by the Board of Education on 10/05/17.

This Change Order 02 to the amount of $43,297.17 will increase the contract amount to $2,386,048.79 and does not change the 97-day contract time.

Due to unforeseen site conditions, revisions and additions to the DSA Approved plans, additional costs totaling $43,297.17 were incurred.  Independent estimates for the work were prepared as a basis for negotiating the amounts and ensure that the amounts being charged by the contractor were justified, fair, and reasonable.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-00000-85000-5640-007-2600
• Budget Category: Construction Contracts
• DSA #: 03-117621

MEASURE BB FUNDING:

• ORIGINAL CONTRACT AMOUNT: $2,298,000.00
• CHANGE ORDER NO. 1: $44,751.62
• CHANGE ORDER NO. 2: $43,297.17              
• TOTAL CONTRACT AMOUNT: $2,386,048.79

It is recommended that the Board of Education approve Contract Amendment #06 with Psomas to perform additional design survey services for the Santa Monica High School – SCP Easements, in an amount not to exceed $32,000.00 for a total contract amount of $87,500.00.

The City of Santa Monica has agreed to vacate the following easements:

• A portion of Olympic Place and 5^th Court
• The strip of land adjacent to the full length of Olympic from the Utility Building to 5^th Street
• Portions of alleys within the campus that remain as dedicated easements
• The portion of 7^th Street between Michigan and Olympic

In addition, the District has agreed to provide a Legal Description for the water main that traverses the campus between 7^th and 4^th Street that generally follows the alignment of the abandoned portion of Michigan.  Psomas has provided a proposal to do the work associated with these easement vacations and the production of the Legal Description for a total cost of $15,500.  Psomas has also provided an estimate of the City’s cost to process and conclude the vacation of the easements and the recording of the new easement. This amounts to $16,500.

This total budgeted cost to conclude the vacations and the recording of the water main easement will be $32,000.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90904-0-00000-85000-5802-015-2600
• Budget Category: Soft Costs/Surveys & Engineering

MEASURE ES FUNDING:

• Original Contract Amount - Samohi – Sealy Field: $5,500.00
• Contract Amendment #01 - JAMS - Complex, Addt’l Survey: $16,500.00
• Contract Amendment #02 - Samohi - Addt’l Survey: $4,500.00
• Contract Amendment #03 - Samohi – Addt’l Survey for New Blg: $11,500.00
• Contract Amendment #04 – JAMS – Field Replacement: $7,500.00
• Contract Amendment #05 - Samohi – Addt’l Survey for Discovery Blg: $10,000.00
• Contract Amendment #06 - Samohi – Vacation and Recording Easements: $32,000.00
• TOTAL CONTRACT AMOUNT: $87,500.00

It is recommended that the Board of Education approve Contract Amendment #12 with Leighton Consulting Inc. to: conduct record searches and archival review; consult with the Native American Heritage; conduct a geological review; conduct archaeological testing; and produce a technical report on the findings for the CEQA process, in an amount not to exceed $5,160.00 for a total contract amount of $250,702.00.

Funding Information

• Budgeted: Yes
• Fund: 85-90904-0-00000-85000-5802-015-2600
• Source: Measure ES
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
• CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
• CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
• CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
• CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
• CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
• CONTRACT AMENDMENT #06 – Lincoln Track and Field $47,356
• CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
• CONTRACT AMENDMENT #08 – Sealy Field: $19,410
• CONTRACT AMENDMENT #09 - Business Bld. Stairway welding/Inspect: $2,693
• CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA : $26,202
• CONTRACT AMENDMENT #11 – Samohi – New Bldg; sub-terr pkg: $19,168.00
• CONTRACT AMENDMENT #12 – Samohi Native American Monit. Ser. for CEQA : $5,160.00
• TOTAL CONTRACT AMOUNT: $250,702.00

It is recommended that the Board of Education approve Contract Amendment #14 with Leighton Consulting Inc. to: provide specialist inspection services for the site welding of the modifications to the Pico Gate entrance, in an amount not to exceed $2,813.00 for a total contract amount of $268,795.00.

The Pico Gate Entrance is not secure and students frequently jump over the wall/fencing. The project will install additional fencing in the form of perforated sheet metal and welded guardrails on the existing guard rails. The work requires specialist welding inspection services. Leighton has provided a cost proposal to provide those services.

Funding Information

• Budgeted: Yes
• Fund: 85-90904-0-00000-85000-5802-015-2600
• Source: Measure ES
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
• CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
• CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
• CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
• CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
• CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
• CONTRACT AMENDMENT #06 – Lincoln Track and Field $47,356
• CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
• CONTRACT AMENDMENT #08 – Sealy Field: $19,410
• CONTRACT AMENDMENT #09 - Business Bld. Stairway welding/Inspect: $2,693
• CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA: $26,202
• CONTRACT AMENDMENT #11 - Samohi New Ph 1 & 2 subterranean pkg: $19,168.00
• CONTRACT AMENDMENT #12 – Native American Monitoring Services for CEQA: $5,160.00
• CONTRACT AMENDMENT #13 – Supplemental Earthworks Testing- Sealy Field: $15,280.00
• CONTRACT AMENDMENT #14 – Pico Gate Welding Inspection: $2,813.00
• TOTAL CONTRACT AMOUNT: $268,795.00

It is recommended that the Board of Education approve Contract Amendment #13 with Leighton Consulting Inc. to: provide supplemental earthworks materials observation and testing services for the Sealy Field Project in an amount not to exceed $15,280.00 for a total contract amount of $265,982.00.

The scope of work and the encountering of unforeseen conditions has extended the schedule for the Sealy field project by 3 months. This has resulted in the need for additional inspection services and the requirement for a supplemental amendment in the amount of $15,280.00.

Funding Information

• Budgeted: Yes
• Fund: 85-90904-0-00000-85000-5802-015-2600
• Source: Measure ES
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
• CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
• CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
• CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
• CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
• CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
• CONTRACT AMENDMENT #06 – Lincoln Track and Field $47,356
• CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
• CONTRACT AMENDMENT #08 – Sealy Field: $19,410
• CONTRACT AMENDMENT #09 - Business Bld. Stairway welding/Inspect: $2,693
• CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA : $26,202
• CONTRACT AMENDMENT #11 – Samohi New Ph 1 & 2 subterranean pkg: $19,168.00
• CONTRACT AMENDMENT #12 – Native American Monitoring Services for CEQA : $5,160.00
• CONTRACT AMENDMENT #13 – Supplemental Earthworks Testing- Sealy Field: $15,280.00
• TOTAL CONTRACT AMOUNT: $265,982.00

It is recommended that the Board of Education approve Change Order #10 with Erickson-Hall Construction Company (EHCC) for the Santa Monica High School - Science & Technology Building and Site Improvements Project for the installation of the Back-Bone electrical and communications duct bank through the Science Quad and Install Improvements to the Pico Entrance Gate for the amount of $515.542.00 for a total contract amount of $5,144.976.59 and 20 days of schedule impact.

On September 15, 2013, the Santa Monica-Malibu Unified School District’s Board of Education awarded to Erickson-Hall Construction Co. the Lease Leaseback contract for the Santa Monica High School Science & Technology Building and Site Improvements in the amount not to exceed $5,000,000.00.

On November 17, 2016, the board approved Amendment #4 to Erickson-Hall Construction Co. the Lease Leaseback contract for the Santa Monica High School Science & Technology Building and Site Improvements in the amount not to exceed $1,000,000.00 for a total authorization of $4,912,371.00.

This Change Order #10 is for an electrical duct bank, which will be installed between the Michigan Gate area and the 6^th Street Traffic Circle. This duct bank will provide a conduit to supply power to the whole campus, connecting the new transformer in the utility Building to the whole campus, replacing the existing transformer, which will be removed as part of the demolition of the Science and Technology Buildings. In addition, a communications duct bank to provide an east-west back bone for campus wide data feed will be installed parallel to the electrical duct. The amount for this section of work is $429,594.00.

An amount of $79,948.00 is included in Change Order #10 for the modifications to the Pico Gate entrance to improve security. The work provides for additional screen fencing to prevent people from breaching the perimeter security.

Funding Information

• Budgeted: Yes
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-00000-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-113443

MEASURE BB FUNDING

• ORIGINAL CONTRACT AMOUNT - CA#1:$280,858.00
• ORIGINAL CONTRACT AMOUNT – CA #2: $1,975,639.00
• ORIGINAL CONTRACT AMOUNT – CA #3: $1,655,874.00
• ORIGINAL CONTRACT AMOUNT – CA #4: $1,000,000.00
• CHANGE ORDER NO. 1A: $66,132.00
• CHANGE ORDER NO. 1B: $8,100.00
• CHANGE ORDER NO. 02: ($3,122.00)
• CHANGE ORDER NO. 03: $103,522.00
• CHANGE ORDER NO. 04:   $71,398.59
• CHANGE ORDER NO. 05 : ($141,642.00)
• CHANGE ORDER NO. 06: $29,707.00
• CHANGE ORDER NO. 07: ($16,714.00)
• CHANGE ORDER NO. 08: $31,757.00
• CHANGE ORDER NO. 09: ($432,075.00)
• CHANGE ORDER NO. 10: $515,542.00           
• TOTAL CONTRACT AMOUNT: $5,144.976.59

It is recommended that the Board of Education approve Contract Amendment #05 with Psomas to perform additional design survey services for the Santa Monica High School – Phase 1 & 2 Project in an amount not to exceed $10,000.00 for a total contract amount of $55,500.00.

Additional design survey will be needed for the design of the new building. The survey is necessary to extend the existing information beyond the previous limits of work for better integration of the new design with existing conditions. The fee for this additional survey is $6,500. In addition, a detailed survey is required to accommodate the ADA compliance for interim housing on tennis court #1. The fee for this additional survey is $3,500. This total fee for the two tasks amounts to $10,000.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90904-0-00000-85000-5802-015-2600
• Budget Category: Soft Costs/Surveys & Engineering

MEASURE ES FUNDING:

• Original Contract Amount - Samohi – Sealy Field: $5,500.00
• Contract Amendment #01 - JAMS - Complex, Addt’l Survey: $16,500.00
• Contract Amendment #02 - Samohi - Addt’l Survey: $4,500.00
• Contract Amendment #03 - Samohi – Addt’l Survey for New Blg: $11,500.00
• Contract Amendment #04 – JAMS – Field Replacement: $7,500.00
• Contract Amendment #05 - Samohi – Addt’l Survey for Phase 1 & 2: $10,000.00
• TOTAL CONTRACT AMOUNT: $55,500.00

It is recommended that the Board of Education approve Change Order #04 with Byrom-Davey, Inc. for the Santa Monica High School – Sealy Field and Basketball Court Improvements Project in an amount of $113,122.02 for a total contract amount of $1,888,175.77 and 20 days of schedule impact.

On April 20, 2017, the Board awarded to Byrom-Davey, Inc. the construction contract for the Santa Monica High School Sealy Field and Basketball Court Improvements in the amount of $1,442,121.00.

A number of modifications and additions to the work were performed to take advantage of existing infrastructure and incorporate future needs on the Samohi campus. In addition, the contractor had to deal with numerous unforeseen conditions. These changes have been dealt with in change order #s 01; 02; and 03.

The campus has an ongoing need for 6 of the 7 tennis courts, however the surface of tennis court #7 is buckled and has not been used for match play for many years. This has not been a problem to date, however Tennis Court #1 will be taken out of service to be used to accommodate temporary housing classrooms from January 2018 through 2021. This change order will allow the replacement of the tennis court slab and surface while Byrom-Davey, Inc. is completing the work on the adjacent Sealy Field.

This Change Order #04 will be full compensation for the work.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-00000-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-117508

MEASURE ES FUNDING

• Original Contract: $1,442,121.00
• Change Order #01: $187,539.00
• Change Order #02: $    4,938.75
• Change Order #03: $140,455.00
• Change Order #04: $113,122.02
• TOTAL CONTRACT AMOUNT: $1,888,175.77

It is recommended that the Board of Education approve Change Order #05 with Byrom-Davey, Inc. for the Santa Monica High School – Sealy Field and Basketball Court Improvements Project in an amount of $32,644.81 for a total contract amount of $1,920,820.58 and 0 days of schedule impact.

On April 20, 2017, the Board awarded to Byrom-Davey, Inc. the construction contract for the Santa Monica High School Sealy Field and Basketball Court Improvements in the amount of $1,442,121.00.

During construction a number of modifications and additions to the project work were performed as unforeseen conditions were encountered.  These changed conditions included electrical feed modifications to the Musco lights; temporary relocation of the portable restrooms; changes to the north gym restroom; removal of tree roots; Sealy field scoreboard changes; the remobilization of the demo contractor and the removal of material that was unsuitable for backfill the needed to be removed from the site and disposed of.  

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-00000-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-117508

MEASURE ES FUNDING

• Original Contract: $1,442,121.00
• Change Order #01: $187,539.00
• Change Order #02: $ 4,938.75
• Change Order #03: $140,455.00
• Change Order #04: $113,122.02
• Change Order #05: $ 32,644.81                        
• TOTAL CONTRACT AMOUNT: $1,920,820.58

It is recommended that the Board of Education award a contract with EasyTurf, Inc. to provide services to remove and re-install synthetic turf in the Science Quad at Santa Monica High School Campus – Interim Repairs and Upgrades Project in an amount not to exceed $12,815.00.

An electrical duct bank to supply power to the whole campus and a communications duct bank to provide an east-west back-bone for campus wide data feed will be installed across the Science Quad. This requires the removal and re-installation of the artificial turf at that location.

The District will contract for the procurement and installation of the artificial turf surface in accordance with EasyTurf, Inc’s., proposal dated November 22, 2017 per the CMAS contract No: 4-13-78-0068A, GSA Schedule No: GS-03F-0117Y, with an expiration of 8/13/2022, which the Board approved the authorization of its use during the 10/5/17 meeting.

EasyTurf will remove and protect the existing turf and infill before the ducts are installed and restore the base and reinstall the turf and infill. The scope of work is planned to occur during the Winter 2017/18 Break

It is recommended that the Board of Education award a contract in the amount of $12,815.00.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-00000-85000-6200-015-2600
• Budget Category: Building and Building Improvement

It is recommended that the Board of Education approve a contract with Elite Modular to provide interim housing for the Santa Monica High School, Phase 1 and 2 project in an amount not to exceed $373,230.00.

The Board authorized use of the Savanna School District’s piggybackable bid awarded to Elite Modular during the 6/29/17 meeting. The DSA approved portable buildings and appropriate services are specified under Project Bid #SSPS, #40-09/2016-17 valid from January 17, 2017 through January 17, 2018.

The District requested that Elite modular provide a proposal to provide and install interim housing to accommodate classes during the demolition and construction of the new Phase 1 and 2 Building. These 4 classrooms and restrooms will be installed on the southern-most tennis court and will be used for about 4-years.

The proposal included leasing of four 24’ x 40’ classrooms and one 8.5’ x 30’ restroom building, the costs for the total lease are as follows:

• 1^st year, rental, improvements, delivery, crane & installation: $137,830.00
• Rental only per year at $57,800 total for years 2 to 4: $173,400.00
• Dismantle, crane & return (payable when buildings are returned): $61,000.00
• Overall Total: $372,230.00

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-00000-85000-5630-015-2600
• Budget Category: Hard Costs \ Construction Contracts\ Modulars
• DSA #: 03-118615

MEASURE ES FUNDING

• TOTAL CONTRACT AMOUNT: $372,230.00

It is recommended that the Board of Education award an agreement for Districtwide Education Specifications and Planning services to GKK Works in an amount not to exceed $185,794.00.

The District issued an RFQ/RFP on September 28, 2017 for Districtwide Educational Services and Educations Specifications Planning. Thirty firms requested a copy of the RFQ/RFP.  Responses were due October 23, 2017. The District received five response from GKK, HMC, DLR, A4E and HED.  Staff reviewed the proposals and found all were qualified.  Staff conducted an interview with the firm that ranked 1^st and found them to be qualified to perform the services of the issued RFQ/RFP. It is recommended that GKK Works be awarded an agreement based on pricing and qualifications in an amount not to exceed $185,794.00.

Funding Information

• Budgeted: Yes
• Fund: 85-90100-0-00000-85000-5802-050-2600 (60%); 85-90100-0-00000-85000-5802-010-2600 (20%); 85-90100-0-00000-85000-5802-015-2600 (20%)
• Source: Measure ES
• Budget Category: Professional Services

It is recommended that the Board of Education approve Contract Amendment #18 with Alta Environmental to conduct site survey, sampling, testing and monitoring services during abatement and clearance sampling and to prepare a removal and remediation work plan for Malibu Middle & High School – Window, Paint, Floors & Doors Project - Buildings D, F, I, G, H, and J in an amount not to exceed $269,052.86 for a total contract amount of $1,271,153.87.

ALTA Environmental has been requested to provide these additional consultant services to provide monitoring, sampling of materials for asbestos, lead-based paints and PCBs in order to determine the full extent of the abatement work:

• Item #1 Buildings F, I, & G: Conduct additional bulk sampling and monitoring services for asbestos containing material (ACM) in acoustical ceilings and wall tiles in Building F. Conduct bulk sampling and monitoring services for polychlorinated biphenyl (PCB) in flooring materials and adhesives in Buildings F, I and G. Alta will prepare a removal and remediation work plan for ACM and PCBs in Buildings F, I, and G from the result of the findings as per their proposal dated November 6, 2017 in the amount of $76,638.30.
• Item #2 Building H (Auditorium): Conduct PCB delineation sampling and monitoring services for doors and window frames and conduct a survey and testing for asbestos containing material (ACM) and lead-based paint (LBP). Alta will prepare a removal and remediation work plan for PCBs in Building H per their proposals dated October 23, 2017, November 21, 2017 and contract short form dated October 20, 2017 in the amount of $61,283.30.
• Item #3 Building J (Gymnasium): Conduct PCB delineation sampling and monitoring services for doors and window frames and conduct a survey and testing for asbestos containing material (ACM) and lead-based paint (LBP). Alta will prepare a removal and remediation work plan for PCBs in Building J per their proposals dated October 23, 2017, November 21, 2017 and contract short form dated October 20, 2017 in the amount of $63,142.76.
• Item #4 Building G: Conduct bulk sampling and testing of wood coatings (clear and beige) for PCBs on wood walls in Building G per their proposal dated October 17, 2017 in the amount of $8,457.50.
• Item #5 Building D: Conduct additional step-out PCB delineation sampling and monitoring services for asbestos containing material (ACM), lead-based paint (LBP) and polychlorinated biphenyl (PCB). Alta will prepare a removal and remediation work plan for PCBs in Building D per their proposal dated October 24, 2017 in the amount of $59,531.00.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number:  85-90905-0-00000-85000-5802-010-2600
• Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES & BB FUNDING:

• ORIGINAL CONTRACT - Juan Cabrillo ES, Grant ES & Will Rogers ES: $96,492.45
• CA #01 - Juan Cabrillo ES Project – WPF&D: $893.30
• CA #02 - Various Schools – WPF&D: $50,000.00
• CA #03 - Grant ES – Windows Project – WPF&D: $12,648.80
• CA #04 - Webster, Roosevelt – WPF&D: $6,882.34
• CA #05 - WRES, WES, & RES & Malibu HS–WPF&D: $79,329.00
• CA #06 - GES, MMH FIG&D, RES, WES & WRES–WPF&D: $335,861.87
• CA #07 - SAMOHI – Ph.1 & Ph.2: $9,086.90
• CA #08 - Franklin & Pt. Dume – HVAC: $25,287.40
• CA #09 - Franklin & Pt. Dume – WFP: $25,287.40    Duplicate to CA#08
• CA #10 - LMS – Athletic Field: $40,673.00
• CA #11 - Samohi, Phase 1 & 2: $51,208.10
• CA #12 – Webster & Will Rogers WPFD: $27,443.90
• CA #13 – MMHS FIG&D WPFD: $7,169.95
• CA #14 – Building D WPFD ACM/A&L Abatement Plan & PCB Sampling: $14,875.80
• CA #15 – Building D WPFD Add Step-Out Sampling and Abatement Plan: $41,896.70
• CA #16 – Bldg ABC Demo Survey, Sampling, Abatement Plan & Monitoring (BB): $45,986.60
• CA #17 – FES, McKES, PDES & JAMS - ACM, LBP & PCBs survey & work plan: $156,364.90
• CA #18 – MMHS FIG&D, H & J; WPFD Pjt: Survey & Abatement Plan: $269,052.86
• TOTAL CONTRACT AMOUNT: $1,271,153.87

It is recommended that the Board of Education approve Contract Amendment #9 with HMC Architects for the Malibu Middle High School and Juan Cabrillo Elementary School HVAC Central Plant Project in an amount not to exceed $490,700.00 for a total contract amount of $2,764,278.10.

HMC Architects will prepare design documents for a central chiller plant to serve the Malibu Middle High School (MMHS) and Juan Cabrillo Elementary School (JCES) campuses based upon a preliminary investigation and a feasibility study dated July 28, 2017. The architecture/engineering team will prepare construction documents for a new central chiller plant with water-cooled chillers, cooling towers and primary-secondary pumping to serve both campuses. This design will also include schematic designs for MEP systems within existing buildings at both MMHS and JCES that could be used by a design-build contractor. This contract will also include processing of a new Coastal Development Permit as well as necessary Construction Administration by the design team.

HMC and their lead MEP subconsultant, Glumac, completed a multi-step process to evaluate the existing MMHS Campus conditions, develop options for air-conditioning the new Administration Building as well as the entire campus, and to assist the District in selecting the most viable alternative.

Preliminary Investigation:

After evaluating the existing conditions at MMHS, the design team initially considered the following air-conditioning options: Packaged Rooftop Units, Variable Refrigerant Flow (VRF) Systems, Central Plant, and Ground Sourced Heat Pump.

The design team’s initial findings were summarized in a memo dated November 3, 2016 and presented to representatives of the SMMUSD FIP and M&O Offices on November 8, 2016.

• Option A: Packaged Rooftop Units were described to be the “most common air-conditioning system choice for K-12 schools due to their low cost and low maintenance requirements”, however, they were found to be problematic at MMHS for two main reasons. First, the City of Malibu Municipal Code imposes limitations on the overall height of structures and more specific limitations on rooftop mechanical equipment, which precluded the viability of this option. Second, existing buildings were not designed to support the weight of rooftop equipment.
• Option B: VRF Systems were described as relatively energy efficient and low maintenance. Drawbacks included a limitation in the range between the location of the outdoor condensing units and the spaces they serve and the acoustical impact of the condensing units on adjacent classroom spaces.
• Option C: Central Plant was deemed to be the best option in terms of energy efficiency, noise, and aesthetic impact on the campus. Disadvantages included additional maintenance and the larger up front cost to install the central plant and related infrastructure. The design team noted in their report that a central plant is a very common type of HVAC system for a high school campus and is familiar to many maintenance staff in the industry.
• Option D: Ground Sourced Heat Pump was explored as an environmentally advantageous option, and it was explained to be common to hotels and apartment buildings. From the design team’s investigation of the site, they found that there was a lack of ground capacity to serve the entire campus, the highest first cost of any option, and the longest schedule impact to install the underground heat exchanger.

In the November 3, 2016, memo, the design team summarized as follows:

”The central plant has the most advantages and long-term benefits for the campus, although at a slightly higher cost that the VRF system. The VRF system is a feasible alternative if first cost is an overriding concern, but it has some compromises in terms of noise and aesthetics on campus.

Packaged rooftop units are not feasible due to building height limitations, amongst other concerns. The ground source heat pump is not preferred due to cost and schedule, as well as not providing a long term solution for the entire campus.”

The primary drawback to a VRF system is that it would require the outdoor condensing units to be placed near the middle of the new administration building, either on the side facing the street or the side facing the quad, both of which were undesirable. Although not specifically addressed, the same scenario would apply to future applications at other buildings, and would have a cumulative negative effect on the aesthetics of the campus. Based upon recommendations from the design team, SMMUSD M&O and FIP staff unanimously selected the central plant as the preferred option for the MMHS campus. In order to further analyze this option, the District contracted with HMC/Glumac to prepare a feasibility study to explore the central plant concept in additional detail.

Central Plant Feasibility Study:

HMC and their lead MEP sub-consultant were contracted to further investigate the viability of constructing a central plant at the MMHS campus and they prepared the MMHS Central Plant Feasibility Study on July 28, 2017. The scope of the study included an investigation of the best place to locate the central plant, whether the plant should provide heat and cooling or cooling only, and whether or not the plant should serve both the MMHS and JCES campuses. The study also included an updated construction cost estimate of these various options.

In the report, the design team recommended locating the plant near Parking Lot D if it were only to serve MMHS or east of the Bus Barn if it were to serve both MMHS and JCES. They further recommended that the District construct only a central chiller plant without boilers and continue to provide heat locally for each building per existing conditions. Construction costs to serve MMHS only were estimated to be $3,900,000 and to serve both MMHS and JCES were estimated to be $4,260,000. This estimate includes the central plant facility and infrastructure to circulate chilled water throughout the campus. Additional funding will be needed to install fan coils and other systems within the school buildings on both campuses.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90906-0-00000-85000-5802-010-2600
• Project: Malibu Middle High School and Juan Cabrillo Elementary School HVAC Central Plant Design Project
• Budget Category: Soft Costs \ Design Services \ Architects
• DSA: 03-117640

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $988,826.00
• CONTRACT AMENDMENT #01 - WPFD-Cabrillo,GES, WRLC: 286,749.00
• CONTRACT AMENDMENT #02 - WPFD-MMHS-F,I&G: 1,875.00
• CONTRACT AMENDMENT #03 - WPFD-Cabrillo: $117,673.60
• CONTRACT AMENDMENT #04 - WPFD-MMHS FIG: $121,484.00
• CONTRACT AMENDMENT #05 - Cabrillo playground: $64,265.00
• CONTRACT AMENDMENT #06 - WPFD Cabrillo: 30,140.00
• CONTRACT AMENDMENT #07 - WPFD –MMHS: 54,000.00
• CONTRACT AMENDMENT #08 - WPFD-MMHS: 608,565.50
• CONTRACT AMENDMENT #09 - HVAC Central Plant: 490,700.00
• TOTAL CONTRACT AMOUNT: $2,764,278.10

It is recommended that the Board of Education approve Contract Amendment #10 with HMC Architects to provide additional architectural and engineering services for the Malibu Middle & High School and Will Rogers Elementary School - Window, Paint, Floor and Door (WPFD) Projects and the in an amount not to exceed $111,750.00 for a total contract amount of $1,887,202.10.

The following additional design work was required to complete the project:

• Buildings F, I and G proposal revised October 2, 2017 for additional work in Building F to modernize and improve Music Rooms 301, 302, and 303 including work to improve acoustics and soundproofing. Additional work in Building G Rooms 505 and 506, including replacement of windows and doors. Additional work in Building I Rooms 401, 401A, 402, 402A and 402B for repairs to Darkroom after mold removal in the amount of: $56,250.00
• Building D, study demolition and redesign of west elevation to abate brick façade in the amount of: $18,500.00
• Building G, provide a design solution to remove and replace contaminated plywood on interior walls in the amount of: $10,500.00
• (Malibu Middle & High School WPFD Subtotal $85,250.00)                                     
• Additional design services for future work near the solar inverter at Will Rogers Elementary School Window, Floor, Paint, and Door Project in the amount of: $26,500.00
• Total Contract Amendment: #10: $111,750.00

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-XXX-2600
• Project: Malibu Middle High School Windows, Paint, Floor and Door Project $85,250.00
• Project:  Will Rogers Elementary School Windows, Paint, Floor and Door Project $26,500.00
• Budget Category: Soft Costs \ Design Services \ Architects

MEASURE ES FUNDING:   

It is recommended that the Board of Education accept as completed all work contracted for the below-listed Purchase Orders.

A Notice of Completion must be recorded for Purchase Orders over $25,000 and within thirty-five (35) days with the County of Los Angeles pending approval by the Board of Education.

• School: Santa Monica High School
• Project: Football Field & Track Lighting Replacement Project
• Funding: Measure ES
• Vendor Name: Amtek Construction
• PO Number: 184344
• Amount: $6,521.53
• Substantial Completion Date: 09/29/2017

• School: Roosevelt Elementary School
• Project: Windows, Paint, Floors & Doors Project
• Funding: Measure ES
• Vendor Name: Heritage Window Coverings, Inc.
• PO Number: 180350
• Amount: $54,640.00
• Substantial Completion Date: 09/15/2017

• School: Grant Elementary School
• Project: Windows, Paint, Floors & Doors Project
• Funding: Measure ES
• Vendor Name: Heritage Window Coverings, Inc.
• PO Number: 180332
• Amount: $5,460.00
• Substantial Completion Date: 09/25/2017

• School: Data Center
• Project: Data Center Project
• Funding: Measure ES
• Vendor Name: Direct Source Communications, Inc.
• PO Number: 176659
• Amount: $74,569.00
• Substantial Completion Date: 11/20/2017

It is recommended that the Board of Education approve the partial release of $85,031.20 of the Escrowed Lease Payments to Erickson-Hall Construction Company for the Santa Monica High School Science& Technology Building and Site Improvements Project pursuant to the Facilities Lease / Construction Contract.

On September 15, 2013, the Santa Monica Malibu Unified School District Board of Education awarded to Erickson-Hall Construction Company the Lease Leaseback contract for the Santa Monica High School – Science & Technology Building and Site Improvements Project with an authorization of up to $5,000,000.  The district has assigned $4,629,434.59 to date under this contract.

The District has withheld during the construction of the project the amount of $221,027.99 representing approximately 5% of the current adjusted contract value.  On December 15, 2016, the Board approved the release of $118,044.28.

The scope of work for the project is substantially complete and the District has taken beneficial occupancy of the various Santa Monica High School Science and Technology Building and Site Improvements project’s buildings, facilities and improvements provided under this contract. As such, it is appropriate to reduce the Escrowed Lease Payments, as allowed by statute.

Funding Information

• Budgeted: Yes
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-00000-85000-6200-015-2600
• Budget Category: Construction Contracts
• DSA #: 03-113443

It is recommended that the Board of Education approve Contract Amendment #05 with Leighton Consulting Inc. to do further geotechnical investigations for the New Building – in an amount not to exceed $14,085.00 for a total contract amount of $274,629.00.

Funding Information

• Budgeted: No
• Fund: 83-90500-0-00000-85000-5802-008-2600
• Source: Measure BB
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE BB FUNDING:

• Original Contract: $14,610.00
• Contract Amendment #01: $197,510.00
• Contract Amendment #02: $17,500.00
• Contract Amendment #03: $4,800.00
• Contract Amendment #04: $26,124.00
• Contract Amendment #05: $14,085.00
• Total Contract Amount: $274,629.00

Funding for this CA will be through the program reserve shortage.

It is recommended that the Board of Education approve Contract Amendment #49 with Psomas to provide underground utility mapping over a portion of the campus as illustrated in Exhibit “A” from their proposal.

Services will include an investigation and utility marking exercise by C-Below as a sub-consultant to Psomas. They will attempt to locate and mark on the ground the alignment of any traceable utility lines. Psomas will then survey all of the surface markings and incorporate them into the survey database. In addition, C-Below will pothole and locate the horizontal and vertical extent of a fire alarm vault and fire alarm conduit that has the potential to conflict with the proposed improvements. This work is proposed to be accomplished in an amount not to exceed $16,510 for a total contract amount of $1,259,625.00. 

Funding Information

• Budgeted: Yes
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-00000-85000-5802-008-2600
• Budget Category: Soft Costs/Surveys & Engineering

Funding will be from Program Reserve Shortages

MEASURE BB:

• ORIGINAL CONTRACT AMOUNT : $249,450
• Contract Amendment#1 - Survey, 4 Sites: $92,200
• Contract Amendment#2 - Samohi Utilities Map: $39,600
• Contract Amendment#3 - Survey, 2 Sites: $38,000
• Contract Amendment#4 - Survey, 4 Sites: $63,000
• Contract Amendment#5 - Survey, 4 Sites: $99,900
• Contract Amendment#6 - Survey/Utilities Mapping, 4 Sites: $84,500
• Contract Amendment#7 - Survey, 5 Sites: $72,600
• Contract Amendment #8 - MMHS, Sewer, Easement: $63,500
• Contract Amendment #9 - Samohi, Olympic) : $99,000
• Contract Amendment #10- Samohi survey)(A.16: $7,500
• Contract Amendment #11- Lincoln survey)(A.17: $15,000
• Contract Amendment #12 - MMHS survey: $5,500
• Contract Amendment #13 - Webster survey: $22,500
• Contract Amendment #14 - MMHS survey: $7,500
• Contract Amendment #15 - MMHS slope analysis: $1,800
• Contract Amendment #16- (JAMS design survey: $8,379
• Contract Amendment #17- (MMHS design survey: $29,246
• Contract Amendment #18 - PDES survey: $23,574
• Contract Amendment #19 - Samohi: $24,232
• Contract Amendment #20 - MMHS: $6,795
• Contract Amendment #21 - Webster: $22,081
• Contract Amendment #22 - MMHS: $2,560
• Contract Amendment #23 - Samohi: $17,048
• Contract Amendment #24 - JAMS confirmation survey: $2,500
• Contract Amendment #25 - JAMS underground sewer survey: $21,556
• Contract Amendment #26 - ELA design survey: $10,848
• Contract Amendment #27- JAMS revised survey: $1,496
• Contract Amendment #28 - Rogers Survey for Relos: $11,646
• Contract Amendment #29 - Rogers Utility Det. for Relos: $13,056
• Contract Amendment #30 - JAMS Underground utilities: $2,170
• Contract Amendment #31 - JAMS utility investigation – relos: $6,296
• Contract Amendment #32 - JAMS subsurface investigation: $4,198
• Contract Amendment #33 - Contract extension: $0
• Contract Amendment #34 - Olympic subsurface investigation: $7,050
• Contract Amendment #35 - Grant survey update:  $600
• Contract Amendment #36 - Webster survey update): $2,003
• Contract Amendment #37 - Contract extension: $0
• Contract Amendment #38 - Malibu survey update:  $4,526
• Contract Amendment #39 - Edison Easement: $5,000
• Contract Amendment #41 - Data Center/Administration Building: $3,500
• Contract Amendment #42 - Malibu On-Call Services Agreement: $10,000
• Contract Amendment #48 - Malibu Arborist / Avian Monitoring: $41,205.00
• Contract Amendment #49 - Webster Utility Mapping: $16,510.00  
  
• TOTAL CONTRACT AMOUNT: $1,259,625.00

It is recommended that the Board of Education adopt Resolution No. 17-13 determining that the Santa Monica Malibu Unified School District intends to file applications for funding under the School Facility Program.

The Santa Monica-Malibu Unified School District intends to apply for funding under the School Facility Program as provided in Chapter 12.5. Part 10. Division 1. Commencing with Section 17070.10 et seq., of the Education Code.

A condition of processing the various applications under the School Facility Program is a resolution in support of those applications from the Santa Monica Malibu Unified School District Board of Education and signatures of the Santa Monica-Malibu Unified School District Administration.

The Santa Monica-Malibu Unified School District wishes to submit the following applications for eligibility determination and funding and any other applications necessary for programs including, but not limited to; career technical education, facility hardship, modernization and new construction.

• John Adams Middle School - New Construction
• John Adams Middle School - Modernization
• Edison Elementary School - Modernization
• Franklin Elementary School - Modernization
• Grant Elementary School - Modernization
• McKinley Elementary School - Modernization
• Roosevelt Elementary School - Modernization
• Webster Elementary School - Modernization
• Will Rogers Elementary School - Modernization

It is recommended that the Board of Education approve a professional services agreement for the Cumming Corporation to provide Districtwide Sustainability Plan Services in an amount not to exceed $79,630.00.

The District issued an RFP on September 7, 2017, for a Plan for Districtwide Sustainability to assist the District in the development of a long-range plan, including goals, strategies and metrics to integrate principals of sustainability into all district activities.

Forty-two firms requested a copy of the RFP.  Responses were due on September 29, 2017. The District received a total of six responses from HED, Brightworks Sustainability, NAC, Cumming Corp., Zinner Consultants and NSA. Staff reviewed the proposals and found that four were qualified. Cumming outranked all qualified firms and was brought in for an informal interview. It is recommended that Cumming Corporation be awarded an agreement based on qualifications, relevant experience and pricing.

The Cumming Corporation Sustainability Plan Services will formalize the efforts around environmental sustainability to encompass the entire District through comprehensive and uniform goals and policies. A goal of the plan highlights Education Services and how sustainability can be integrated into all aspects of student learning.

Funding Information

• Budgeted: Yes
• Fund: 83 & 01
• Source: 50% Measure ES and 50% General Fund
• Account Number: 85-90100-0-00000-85000-5802-050-2600 (ES); 01-00000-0-00000-81100-5802-061-2602 (General Fund)
• Budget Category: Independent Contractors/Consultants

TOTAL CONTRACT AMOUNT: $79,630

It is recommended that the Board of Education approve a pilot program with FloWater to install five FloWater Refill Stations at Malibu High School. 

Funding Information

• Budgeted: Leasing/Service Fee waived. Additional service charges, as needed, paid through Maintenance budget.
• Account Number: 01-81500-0-00000-81100-5650-061-2601
• Budget Category: Maintenance Agreement

FloWater is waiving the leasing/service fee during the pilot program. SMMUSD shall assume and bear the risk of loss and damage to the equipment and any service charges unrelated to the normal functioning or manufacturer’s defects. The additional service charges, listed in the agreement and currently unknown, will be assumed by SMMUSD.

Original Contract: $0, other than additional service charges.

FloWater will install and maintain five purified water refill stations around the Malibu High School campus. These bottle filling stations will be in addition to existing and upgraded water fountain/bottle filling stations. Flowater will work with Maintenance & Operations to install the units, including water and electrical supply. The stand-alone units will placed in high traffic areas around campus. FloWater will maintain the units for the durations of the agreement.  The pilot program will last for three months. After that time, SMMUSD may decide to amend, continue, or expand the agreement.

It is recommended that the Board of Education approve the attached certificated appointments, separations and assignments.

Unless otherwise noted, all items are included in the 2017-2018 approved budget.

It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified.

It is recommended that the attached appointments for Classified Personnel (non-merit system) be approved and/or ratified. 

It is recommended that the Board of Education approve the increase in FTEs (total = 0.91625 FTE), as indicated below in order to meet IEP requirements and student needs for the 2017-2018 school year.

The 2017-2018 budget will be adjusted $30,735 for salary and benefits.

• ParaEducator 1 - new position 0.79125 FTE (6.33 hours) - Santa Monica HS
• ParaEducator 3 - increase from 0.625 FTE (5 hours) to 0.75 FTE (6 hours) - Muir Elementary

It is recommended that the Board of Education revise BP 5117 – Interdistrict Attendance.

During the November 2, 2017, board meeting, the board discussed proposed changes to BP and AR 5117.  The policy has been updated to include the board’s philosophy regarding accepting interdistrict permits.  The policy has also been reorganized slightly to remove redundant language and to clarify the permit status for students whose families involuntarily lost housing.

As part of our collective efforts to achieving Excellence through Equity, we have committed to establishing and embedding cross-cultural and socio-emotional learning as a cornerstone of our students’ educational experience. The adoption of the Social Justice Standards represents an initial step in a comprehensive approach to fulfill this promise to our students and families.  The Social Justice Standards provide a roadmap for the development of educational experiences that centers on supporting our students in acquiring the knowledge, skills and attitudes to thrive in a diverse and democratic society. 

Following this presentation, the Board of Education will be asked to adopt these standards under the Major Action section of this agenda.

Staff anticipates this item will require a total of 30 minutes, with 20 minutes for the staff report and 10 minutes for board questions/comments.

It is recommended that the Board of Education elect a President and Vice President of the Board of Education of the Santa Monica-Malibu Unified School District.  It is also recommended that Dr. Ben Drati, Superintendent, be designated as the Secretary of the Board of Education for the Santa Monica-Malibu Unified School District.

In accordance with Board Bylaw 9100, the officers of the Board of Education of the Santa Monica-Malibu Unified School District shall consist of a President, Vice President, and Secretary.  Each shall be elected at the organization meeting held annually each year. 

It is recommended that the Board of Education elect an Annual Representative to the Los Angeles County School Trustees Association (LACSTA) for 2018.

The Representative shall perform duties as described in Standing Rule #6 as follows:

Representatives: Each School Board will be asked to select a board member at their organizational meeting to serve as the LACSTA representative.  The representative’s role is to:

• vote on all Association matters;
• communicate between the Executive Board, the Association, and the local Board.

Board Member Tahvildaran-Jesswein was elected as the board’s representative for 2016; Board Member Kean was elected for 2017.

It is recommended that the Board of Education elect a voting representative to elect members to the Los Angeles County Committee on School District Organization from December 2017 through November 2018.

Each school board is asked to select a board member at its annual organizational meeting to serve as the voting representative to elect members to the Los Angeles County Committee on School District Organization. 

Board Member Foster volunteered to serve as the board’s representative for 2014-15, 2015-16, and 2017-18.

It is recommended that the Board of Education nominate, if it so chooses, a board member to run for the CSBA Delegate Assembly (Region 24).  

Any CSBA member board is eligible to nominate board members within their geographical region or subregion. Each board may nominate as many individuals as it chooses by using the nomination form (attached) or submitting a letter of nomination.

• Any CSBA member board is eligible to nominate board members within their geographical region or subregion.
• Boards may nominate as many individuals as it chooses by using the nomination form or submitting a letter of nomination.
• Approval from nominee of nomination to CSBA’s Delegate Assembly.
• All nominees must submit a one-page, single-sided, candidate biographical sketch form (attached) and an optional one-page, one-sided résumé, (résumé cannot be substituted for the candidate biographical sketch form).
• All nomination materials must be postmarked no later than Sunday, January 7, 2018. Faxes are also acceptable, but they must be received by January 7.
• Delegates serve two-year terms; beginning April 1, 2018, through March 31, 2019.
• There are two required Delegate Assembly meetings each year, one in May in Sacramento and one in December in San Diego

Delegates set the general policy direction and fulfill a critical governance role within the association. They communicate the interests of local boards to CSBA’s Board of Directors, Executive Committee and staff. Delegates give policy and legislative direction through the adoption of CSBA’s Policy Platform every two years and the adoption of other policy statements as needed. They also speak on issues and provide direct advocacy on behalf of the association.

Delegates play an important communications and support role within their region. They also elect the association’s officers and Board of Directors. The authority and primary duties of Delegates are contained in the CSBA Bylaws.

Delegates’ Roles and Responsibilities

Primary responsibilities of Delegates include:

• providing a link to other public officials at the local, state and national levels;
• providing a communications link between local board members and the regional Director;
• attending all Delegate Assembly meetings;
• adopting the Policy Platform which guides the association’s policy and political leadership activities;
• as needed, adopting policies and positions to supplement CSBA’s Policy Platform;
• providing testimony and input on critical issues;
• electing the officers, Board of Directors and Nominating Committee members;
• adopting the association’s bylaws;
• serving on committees, task forces and focus groups; and
• supporting the association’s activities and events.

It is recommended that the Board of Education adopt its meeting schedule for the 2018-19 school year.  

As per BB 9100 – Organization, the board is to “develop a schedule of regular meetings for the year” during its organizational meeting, which occurs each December.

Meetings will continue to be held at the district office and the Malibu City Council Chambers.  The schedule of meetings appears on the board meeting page of the district website and can also be found on the AgendaOnline site.

It is recommended that the Board of Education adopt the social justice (sj) standards as part of the SMMUSD curriculum.

The Board of Education reviewed the Social Justice standards in the Discussion section of this board meeting. 

As part of our collective efforts to achieving Excellence through Equity, we have committed to establishing and embedding cross-cultural and socio-emotional learning as a cornerstone of our students’ educational experience. The adoption of the Social Justice Standards represents an initial step in a comprehensive approach to fulfill this promise to our students and families.  The Social Justice Standards provide a roadmap for the development of educational experiences that centers on supporting our students in acquiring the knowledge, skills and attitudes to thrive in a diverse and democratic society.

That standards are attached.

It is recommended that the Board of Education approve the 2017-18 First Interim Report and the corresponding budget adjustments.

The 2017-18 Budget was adopted by the Board of Education on June 29, 2017, and was approved by the Los Angeles County Office of Education (LACOE).

This 1^st Interim Report reflects changing conditions that have necessitated adjusting the District budget.  All of the expenditure and revenue changes previously approved by the Board at the meeting of November 16, 2017, are identified in the First Interim Report which is included as a part of this document.

Staff anticipates this item will require a total of 30 minutes, with 20 minutes for the staff report and 10 minutes for board questions/comments.

It is recommended that the Board of Education hold a public hearing regarding the negotiations proposals for the Santa Monica-Malibu Unified School District (SMMUSD) and the Santa Monica-Malibu Classroom Teachers' Association (SMMCTA).

This item allows members of the public to comment on the Articles that have been opened by SMMUSD and SMMCTA for their continuing negotiations. 

SMMCTA gave public notice of its proposal at the November 16, 2017 Board Meeting and the District's proposal was posted electronically on December 8, 2017.  Please refer to Information Items for both proposals.

It is recommended that the Board of Education adopt Resolution No. 17-14 - In Opposition to the Unification Petition Submitted to LACOE by the Malibu City Council.

At its meeting on November 16, 2017, the Board of Education directed the superintendent to bring forward an action item on December 14, 2017, allowing the board to take a position in opposition to the petition for unification as it was submitted by the Malibu City Council.

Attached are the resolution and a timeline associated with the board’s discussion of Malibu unification.

Staff anticipates that this item will require a total of 30 minutes, with 10 minutes for the staff report and 20 minutes for board discussion.

This is to inform the Board of Education that the District intends to open negotiations with the Santa Monica-Malibu Classroom Teachers' Association (SMMCTA).  Per Article XXXVI of the existing Collective Bargaining Agreement, these reopener negotiations are limited to salary, health and welfare benefits, plus up to two (2) additional articles per party.

The Rodda Act requires parties negotiating a collective bargaining agreement to give public notice of their proposals at a public meeting.  By "sunshining" proposals in this fashion, SMMUSD is announcing their intent to negotiate.

The District proposal is attached.  SMMCTA gave public notice of its proposal at the November 16, 2017, Board of Education Meeting; that proposal is also attached.  The public is invited to comment on SMMCTA and the District's proposals at a public hearing.

This is to inform the Board of Education that AR 5117 – Interdistrict Attendance has been revised.

During the November 2, 2017, board meeting, the board discussed proposed changes to BP and AR 5117.  The AR has been updated to address interdistrict applications that have been cancelled by our district.

This meeting will adjourn to a regular meeting scheduled for Thursday, January 18, 2017, at 5:30 p.m. at the district office: 1651 16^th St., Santa Monica, CA.