Name of Case: Gina de Baca and Vivian Mahl vs. Santa Monica-Malibu Unified School District; California Superior Court Case No. BC 674932

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

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

It is recommended that the Board of Education approve the February 15, 2018, regular meeting agenda.

It is recommended that the Board of Education approve the February 1, 2018, regular board meeting minutes.

The Board of Education adopted the annual resolution in honor of Dr. Martin Luther King, Jr., at the January 18, 2018, board meeting, and the annual Black History Month resolution at the February 1, 2018, board meeting.

The Board of education adopted the annual resolution recognizing CTE Month at the February 1, 2018, board meeting.  

It is recommended that the Board of Education enter into an agreement with the following Independent Contractors.  

• Contractor: Theatre 31 Chad Scheppner
• Dates: 12/01/17-04/23/18
• Amount not to exceed: $21,500.00
• Description: Provide after-school Theatre/Drama Program two to three days/week including a culminating performance event at the end of the program.
• Site: John Adams
• Funding: 01-90810-0-11100-10000-5802-011-4110 (SMMEF); 01-90150-0-11100-10000-5802-011-4110 (JAMS PTSA); 01-90150-0-31000-10000-5802-009-4090 (SMASH)

• Contractor: South West Video, Inc.
• Dates: 03/12/18 – 04/30/18
• Amount not to exceed:$0.00
• Description: Video company has been contracted to perform video services for the Stairway to the Stars concerts on March 12, 14, and 16. South West Video, Inc. will provide DVD copies of the Stairway concerts.
• Site: Educational Services
• Funding:01-90120-0-17300-10000-5890-030-1300 (Stairway to the Stars Gift)

These contracts are included in the 2017-18 budget. 

It is recommended that the Board of Education approve the special field trip(s) listed below for students for the 2017-2018 school year. 

• School: Malibu High School
• Grade: 6^th – 12^th
• # of Students: 270      
• Destination: Disneyland Anaheim, CA
• Dates: 04/13/18-04/14/18
• Principal/Teacher: M.Nye/B.Kostors/K.Sorensen/M.Zander
• Cost & Funding Source: $ 250.00 per student / Fundraising and parent donations
• Subject: Instrumental Music, Choral Music, and Band
• Purpose: Music Education and Performances

• School: Santa Monica High School
• Grade: 9^th -12^th
• # of Students:15
• Destination: Anaheim Marriott, Anaheim, CA
• Dates: 03/02/18-03/05/18
• Principal/Teacher: A.Shelton / M.Shafiey
• Cost & Funding Source: $230.00 per student / Fundraising and parent donations
• Subject: CTE/DECA
• Purpose: California DECA State Career Development Conference

• School: Santa Monica High School
• Grade: 9^th -12^th
  
• # of Students: 15
• Destination: Palm Springs High School, Palm Springs, CA
• Dates: 03/02/18-03/03/18     
• Principal/Teacher: A.Shelton / E.Fujinaga
• Cost & Funding Source: $100 per student / Fundraising and parent donations
• Subject: Athletics
• Purpose: Varsity softball tournament

• School: Point Dume Marine Science
• Grade: 5th
  
• # of Students: 35
• Destination: Pali Institute Running Springs, CA
• Dates: 04/11/18-04/13/18
• Principal/Teacher: M.Demick/T.Mackey
• Cost & Funding Source: $300.00 per student / parent donations. 
• Subject: Science
• Purpose: Learning outdoor science studies

No child will be denied due to financial hardship. 

It is recommended that the Board of Education approve the 2017-2018 Head Start Self-Assessment report and approve Program Improvements Plan (PIPs) accordingly.

The self-assessment was conducted from January 22nd to February 2nd. The team consisted of staff and parents. The information below reflects the results of the Self-Assessment process and the recommended plan of actions to correct the areas of challenge.

• Service Area/System:  Education and Early Childhood Development
• Environment Rating Scales (ERS)
• Outcome
• Refer to: Appendix B - Continuous Quality Improvement Plan Based on 2017-2018 Self-Assessment Results 

• Service Area/System:  Education and Early Childhood Development
• Classroom Assessment Scoring System (CLASS)
• Outcome
• Refer to: Appendix B - Continuous Quality Improvement Plan Based on 2017-2018 Self-Assessment Results 
• Refer to: Appendix C - Status of Program Improvement Plans Based on the 2016-2017 Self-Assessment 

• Service Area/System:  Education and Early Childhood Development
• Family/Community Engagement (2 areas)
• Outcome
• Refer to: Appendix B - Continuous Quality Improvement Plan Based on 2017-2018 Self Assessment Results

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 Orders and Changed Purchase Orders from January 25, 2018 through February 8, 2018 for fiscal / 18.

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

$31,749.40 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 $31,749.40 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 Board of Education authorize the District to use the California Multiple Award Schedule (CMAS) contract awarded to Easy Turf, Inc., to purchase synthetic turf surfaces specific to greenscapes, landscaping and playground surfacing specified under GSA Schedule No. GS-03F-0117Y valid form June 1, 2012, through May 31, 2022. 

The CMAS contract allows for purchase, warranty, and installation of synthetic turf surfaces.  By using the contract, it will allow District projects to be completed in as expeditious manner.  By using the direct pricing structure in the contract, it eliminates going through a general contractor, who would mark-up the products and services, charging retail pricing instead of the Federal contract rate, thus saving the district considerable money.

District proposes to purchase the equipment directly to save cost and also allow for the long lead time for procurement from Miracle  for $74,978.19.

District request the Board approval for use of Easy Turf as the vendor to remove existing rubber turf, install new turf and new playground equipment, cleanup and project management for $99,458.18.

It is recommended that the Board of Education authorize use of the Easy Turf Inc.'s CMAS contract for a playground replacement project at Grant Elementary School.  Project consists of installing new safety surfacing (synthetic turf) at Grant playground.  Areas will include removal and disposal of existing poured-in-place (rubber) systems and asphalt and installation of concrete curb perimeter, composite nailed board, and playground pad. Project will also include removal and disposal of existing playground equipment and installation of new equipment provided by DistrictAll orders using the contract must comply with the CMAS clauses, Davis-Bacon and Federal Acquisition Regulations (FAR).

The Los Angeles County Department of Education allows District's to utilize CMAS contracts with no restrictions other than standard Public Works contracting requirements.

It is recommended that the Board of Education approve Amendment #02 with Stephen Payte DSA Inspections, Inc. to provide additional inspection services for the extended construction schedule for Will Rogers Elementary School - Window, Paint, Floors & Doors Project in an amount not to exceed $14,800.00 for a total contract amount of $59,200.00.

Provide additional inspection services for the Will Rogers Elementary School - Window, Paint, Floors & Doors Project as follows:

Funding Information:

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-006-2600
• Budget Category: Soft Costs \ Testing & Inspection / Materials Lab
• DSA #: 03-117560

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $38,480.00 (Franklin ES, Grant ES & Rogers ES – WPFD)
• CONTRACT AMENDMENT #01 – $5,920.00 (Will Rogers ES – WPFD)
• CONTRACT AMENDMENT #02 – $14,800.00 (Will Rogers ES – WPFD)
• TOTAL CONTRACT AMOUNT:   $59,200.00

It is recommended that the Board of Education approve Contract Amendment #54 with HMC Architects for Webster Elementary School – Drop-off and Parking Lot Reconfiguration Project in an amount not to exceed $17,375.00 for a total contract amount of $9,367,155.50.

Contract Amendment #54 shall cover the cost to address additional design issues at Webster ES including the addition of conduit to support a future parking lot and bus stop lighting system (should the District pursue that option) and the relocation of low voltage and electrical utilities found to conflict with the proposed drop off area improvements.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-008-2600
• Project: Safety and Security Project
• Budget Category: Soft Costs \ Design Services \ Architects

MEASURE BB:

• ORIGINAL CONTRACT AMOUNT - MMHS, Prog./Schematic Design: $961,327
• CONTRACT AMENDMENT #1 - Cabrillo, SDC-IS: $87,995
• CONTRACT AMENDMENT #2 - MMHS, FF&E Standards: $92,400
• CONTRACT AMENDMENT #3 - MMHS, DD/CD/CA: $3,562,894
• CONTRACT AMENDMENT #4 - Pt. Dume/Webster Safety: $157,588
• CONTRACT AMENDMENT #5 - MMHS, Public Meetings/EIR: $25,144
• CONTRACT AMENDMENT #6 - Cabrillo, Safety Project: $10,304
• CONTRACT AMENDMENT #7 - Webster, Parking Safety Project: $62,344
• CONTRACT AMENDMENT #8 - Cabrillo, Septic Study: $21,647
• CONTRACT AMENDMENT #9 - MMHS, Right turn lane study: $68,256
• CONTRACT AMENDMENT #10 - MMHS, Fire protection: $25,991
• CONTRACT AMENDMENT #11 - MMHS, Field renderings: $8,046
• CONTRACT AMENDMENT #12 - MMHS, Wastewater study: $62,037
• CONTRACT AMENDMENT #13 - MMHS, Electrical: $34,428
• CONTRACT AMENDMENT #14 - MMHS, EIR, Traffic, Parking: $372,321
• CONTRACT AMENDMENT #15 - Webster Fire alarm: $9,090
• CONTRACT AMENDMENT #16 - MMHS, Additional Scope: $228,405
• CONTRACT AMENDMENT #17 - Malibu, Parking Lot “A”: $57,340
• CONTRACT AMENDMENT #18 - Cabrillo, Additional scope: $9,690
• CONTRACT AMENDMENT #19 - OWTS, Webster: $57,330
• CONTRACT AMENDMENT #20 - OWTS, Pt. Dume: $57,330
• CONTRACT AMENDMENT #21 - MMHS, OWTS Const. Doc’s & CA: $245,375
• CONTRACT AMENDMENT #22 - Point Dume, Struct. invest. & design: $19,840
• CONTRACT AMENDMENT #23 - MMHS, CDP Exempt. and Waivers: $12,520
• CONTRACT AMENDMENT #24 - Cabrillo, DSA submittal Fencing: $3,700
• CONTRACT AMENDMENT #25 - MMHS, FA into sep. DSA & Bid Pkg: $69,210
• CONTRACT AMENDMENT #26 - MMHS Fence/Gates, Erosion Control: $83,090
• CONTRACT AMENDMENT #27 - Cabrillo, Fencing & gate revisions: $7,065
• CONTRACT AMENDMENT #28 - Webster, Parking and Drop-Off: $73,280
• CONTRACT AMENDMENT #29 - Malibu, Campus Improvement: $8,000
• CONTRACT AMENDMENT #30 - MMHS, EIR lighting study: $4,500
• CONTRACT AMENDMENT #32 - MMHS, RWQCB, WDRs: $6,200
• CONTRACT AMENDMENT #33 - MMHS HS, Fire Alarm, FCD: $7,315
• CONTRACT AMENDMENT #34 - MMHSHS, SWPPP: $5,800
• CONTRACT AMENDMENT #36 - MMHS, CDP, Hearing, redesign: $350,000
• CONTRACT AMENDMENT #37 - MMHS, Redesign, OWTS Redesign: $444,444
• CONTRACT AMENDMENT #38 - MMHS, Pkg Lot Photo Renderings: $44,345
• CONTRACT AMENDMENT #39 - MMHS, Wharf and Pkg Lot E Design: $496,000
• CONTRACT AMENDMENT #40 - MMHS, Pkg lot/ESHA Light Meter: $14,000
• CONTRACT AMENDMENT #41 - MMHS, Bldg E: $193,097
• CONTRACT AMENDMENT #42 - MMHS Building E Replacement: $108,500
• CONTRACT AMENDMENT #43 - MMHS Building E Exterior Upgrades: $88,454
• CONTRACT AMENDMENT #44 - MMHS Native Tree Monitoring Rpt.: $4,500
• CONTRACT AMENDMENT #45 - MMHS SWPPP & Waste Water: $158,764
• CONTRACT AMENDMENT #46 - MMHS Air Cond. & MDF Mig. Plan: $183,700
• CONTRACT AMENDMENT #47 - MMHS Feasibility Std and CDP App: $58,350
• CONTRACT AMENDMENT #48 - MMHS Growthpoint Renderings: $6,187
• CONTRACT AMENDMENT #49 - MMHS Design Updates and Bid Sets: $462,801
• CONTRACT AMENDMENT #50 - MMHS Peer Review - Outdoor Lights: $5,036.50
• CONTRACT AMENDMENT #51 - MMHS Traffic Control: $18,510
• CONTRACT AMENDMENT #52 - Webster Drop Off /Parking Lot Update: $170,290.00
• CONTRACT AMENDMENT #53 – MMHS Reimbursables: $25,000.00
• CONTRACT AMENDMENT #54 – Webster Elec Reloc and Lighting Conduit: $17,375.00
• TOTAL CONTRACT AMOUNT: $9,367,155.50

It is recommended that the Board of Education approve Contract Amendment #11 with Chan Young Architects to provide architectural services for additional design work in an amount not to exceed $57,505.85 for a total contract amount of $1,507,139.47.

This work is to design modifications for the Utility Building, which has become necessary to accommodate changed grades on the west side of the building. The design will reconfigure the 4 rooms into a single storage room with access through a roll-up door from the east side of the building. The expansion of the Olympic Spur design to include the redesign of the 6^th Street entrance to incorporate it into the Discovery Building design, and to design a more established baseball storage building in the Olympic Spur.

Scope Summary:

CYA to provide all design services as follows:

• Prepare CCD to remove Utility Building restrooms and convert to single storage room with a roll-up door to the east. Revise exterior concrete planter for access.
• Analysis of the new concrete openings and impact to the structural system.
• Infill openings on west side with concrete infill panels.
• Confirm condition of fire alarm design with new layout.
• Inquire if the existing sprinkler system can remain as is.
• Submit CCD to DSA for approval.
• Respond to RFIs, Submittals, and Review Pay Requests

Increase scope of Olympic Spur Design with:

• Work related to increased building sf.
• Designing a vehicular entrance gate, coordinated with Discovery Building site work
• Designing a retaining wall and fencing at tennis court 7 along Olympic Blvd.
• Configuring guard shack relocation and tennis court 7 spectator area.
• T24 for lighting and sewer and plumbing services for new sink.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-00000-85000-5802-015-2600
• Budget Category: Soft Costs\Design Service\Architects

MEASURE ES FUNDING:

• Original Contract Amount - Samohi Campus Plan: $129,140.00
• Contract Amendment #01 - Sealy Field: $272,682.00
• Contract Amendment #02 - Sealy Field: $8,000.00
• Contract Amendment #03 - Sealy Field: $89,874.00
• Contract Amendment #04 - Samohi Campus Plan: $92,928.00
• Contract Amendment #05 - Interim Repairs/Upgrades & HVAC: $652,480.20
• Contract Amendment #06 - Olympic Spur: $129,257.08
• Contract Amendment #07 – Tennis Court Repair: $12,500
• Contract Amendment #08 – Sealy and Football Field Lighting: $23,980.00
• Contract Amendment #09 – Sealy Field Modifications: $13,034.00
• Contract Amendment #10 – Fire Dampers and Pool Ventilation: $25,759.34
• Contract Amendment #11 – Mods to Utility Building & Olympic Spur: $57,504.85
• TOTAL CONTRACT AMOUNT: $1,507,139.47

It is recommended that the Board of Education approve the award of contract for Santa Monica High School – Discovery Building Project (Interim Housing) - Informal Bid #18.16.ES to Amtek Construction in an amount not to exceed $75,000.00.

The District bid the Interim Housing Electrical Project, Informal Bid #18.16.ES, on January 11, 2018. Legal notification of the notice inviting informal bids was sent to 59 General Contractors that are on the SMMUSD Informal Bidders list, and to the required trade journals. Bids were received and publicly opened on January 23, 2018. Three bids were received as noted below:

1. Amtek Construction $75,000.00
2. Waisman Construction Inc., $113,000.00
3. The Nazerian Group $123,123.00

Staff reviewed the bids for responsiveness. The Notice of Intent to award was issued to Amtek Construction on January 24, 2018. 

Funding Information

• Budgeted: Yes
• Fund: 85-90904-0-00000-85000-6200-015-2600
• Source: Measure ES
• Budget Category: Construction Contract

It is recommended that the Board of Education award an agreement for FF&E Design Services to Pacific Office Interiors (POI) for Santa Monica High School - Discovery Building Project in an amount not to exceed $34,255.00.

The District requested a proposal from HED, the Architect of Record on the project, to include the FF&E Design services. The proposal received from HED was for $143,950.00. Staff then requested a proposal from Pacific Office Interiors (POI) to provide the FF&E design services. POI provided the FF&E installation services on the SAMOHI Innovation Building project. POI’s proposed price for this work is $34,225.00. POI will provide the FF&E design services which will include programming, product specification and selection, and layout space planning services at all phases of design as noted below.

• Program Verification / Schematic Design Phase – 136 hours
• Design Development Phase – 76 hours
• Documentation Phase – 44 hours
• Contract Administration Phase – 55 hours
• Change Management – 92 hours

POI will bill $85.00 per hour for the services requested and has estimated 403 hours of service in the proposal provided.

It is recommended that Pacific Office Interiors (POI) be awarded an agreement for the services noted in an amount not to exceed $34,255.00.

Funding Information

• Budgeted: Yes
• Fund: 85-90904-0-00000-85000-5802-015-2600
• Source: Measure ES
• Budget Category: Professional Services

It is recommended that the Board of Education approve Contract Amendment #21 with Alta Environmental for Santa Monica High School – Discovery Building Project in an amount not to exceed $33,439.60 for a total contract amount of $1,331,350.18. 

Abatement study of asbestos and lead-based paints on walls, floors, and ceilings in buildings impacted by the HVAC project must be undertaken prior to start of construction. Alta Environmental has been requested to provide consultant services for the survey of hazardous material and oversight of abatement, if necessary to ensure compliance with all of the specific requirements.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90906-0-00000-85000-5802-015-2600
• 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
• CA #20 – Samohi – Monitoring: $24,532.75
• CA #21 – Samohi – Abatement Survey: $33,439.60
• TOTAL CONTRACT AMOUNT: $1,331,350.18

It is recommended that the Board of Education approve award of agreement for PLA Coordinator Services to Pacific Resources Services for Malibu Middle & High School – Campus Improvements Project & John Adams Middle School - Performing Arts Complex in an amount not to exceed $112,500.

The District has entered into a Project Labor Agreement which covers the new construction projects at Malibu High School, as part of the MMHS Campus Improvements Project and at John Adams Middle School, as part of the planned Performing Arts Center project.  In order to effectively implement the PLA, it is necessary to obtain the services of a Project Labor Coordinator to oversee the Contractor’s and Subcontractors’ efforts toward employing local tradespeople and meeting the other PLA goals.  To that end, the Facility Improvement Projects Department prepared and issued a Request for Proposals for PLA Coordinator Services, issued on February 2, 2017, with proposals due February 13, 2017. 

A total of three proposals were received from the following consultants:

• Pacific Resources Services, $112,500;
• Casamar Group LLC, $113,300;
• The Solis Group, $164,252.

The proposals were reviewed by staff and all three proposing firms were deemed qualified.  The highest ranked firm was Pacific Resources Services.  The MMHS Campus Improvements Project is now set to begin in Spring 2018.  Due to the length time that had elapsed since the proposals were originally submitted, prior to submission of this item for Board approval, staff contacted Pacific Resources Services and confirmed that the proposal amount was still valid.

Pacific Resources Services’ proposal of $112,500.00 is based upon hourly billing rates for the services required throughout the expected duration of the work, and monthly invoicing will be submitted for actual hours worked in the previous month.  Funding for PLA Coordinator Services will come from Measure ES for the JAMS PAC project and from Measure BB Program Reserve Shortages for the MMHS Campus Improvements Project.

Staff recommends award of a PLA Coordinator Services agreement to Pacific Resources Services in the amount of $112,500 for the MMHS Campus Improvements Project and the JAMS Performing Arts Center Project.

Funding Information

• Budgeted: ES - Yes; BB - No
• Fund: 85 & 83
• Source: ES and BB
• Account Number: 83-90500-0-00000-85000-5802-010-2600 MMHS, BB ($75,000.00); 85-90907-0-00000-85000-5802-011-2600 JAMS, ES ($37,500.00)
• Description: PLA Coordinator Services

It is recommended that the Board of Education approve Change Order #02 with Angeles Contractor, Inc., for the Malibu Middle & High School - Windows, Paint, Floors and Doors – (Buildings F, I, G, & D) Project in an amount not to exceed $11,613.52 for a total contract amount of $2,462,575.38.

On April 20, 2017, the Santa Monica-Malibu Unified School District Board of Education awarded a contract to Angeles Contractor, Inc., in the amount $2,388,000.00.

The scope of work in Change Order 02 (CO-02) includes all labor, materials, equipment and related overhead costs for the work to include: 1) COR#020 move and protect musical instruments from Building F. 2) COR#022 perform abatement work and replace ceiling tiles in Building I per Construction Directives (CCDB-006). 3) COR#023 removal of bushes, cabinetry, and lockers in Building I. 4) COR#024 move and protect tools at the woodshop in Building G. 5) COR#025 perform abatement/remediation to remove mold found behind cabinets in Rooms 401 & 402 in Building I at Malibu High School, DSA #03-117622.

Funding Information

• Budgeted: Yes                      
• Fund: 85        
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5640-010-2600 (Malibu HS)
• Budget Category: Construction
• DSA #: 03-117622

• ORIGINAL CONTRACT AMOUNT: $2,388,000.00
• CHANGE ORDER NO. 1: $62,961.86
• CHANGE ORDER NO. 2: $11,613.52
• TOTAL CONTRACT AMOUNT: $2,462,575.38

Funding will be from Program Reserve Shortage.

It is recommended that the Board of Education approve Contract Amendment #06 with Orbach, Huff, Suarez & Henderson LLP for Lincoln Field Replacement Project Legal Services, in an amount not to exceed $25,000, for a total contract amount of $1,000,000.

Concerns about the Lincoln Field Replacement Project have necessitated additional legal services in anticipation of certain claims.

The District requested that OHSH provide a proposal for legal services related to anticipated claims on the Lincoln Field Replacement Project.  The proposal is based on time and materials for a not to exceed amount of $25,000. 

Staff recommends approval of Contract Amendment #06 with Orbach, Huff, Suarez & Henderson LLP in the amount of $25,000, for a total contract amount of $1,000,000.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90908-0-00000-85000-5820-012-2600
• Description: Legal Services

• ORIGINAL CONTRACT AMOUNT - legal services: $25,000.00
• CONTRACT AMENDMENT #01 - legal services: $50,000.00
• CONTRACT AMENDMENT #02 - Samohi Campus Plan, Lincoln Field: $160,000.00
• CONTRACT AMENDMENT #03 - general legal services, MMHS Bldg E, JAMS Aud: $290,000.00
• CONTRACT AMENDMENT #04 - gen services, Malibu Lighting, Samohi gen & Civic: $300,000.00
• CONTRACT AMENDMENT #05 - gen services: $150,000.00
• CONTRACT AMENDMENT #06 - Lincoln Field: $25,000.00
• TOTAL CONTRACT AMOUNT: $1,000,000.00

It is recommended that the Board of Education approve Change Order #01 with Angeles Contractor, Inc. for the Lincoln Middle School - Field & Track Project in an amount not to exceed $97,740.69 for a total contract amount of $4,189,740.69. 

At the June 29, 2017 Santa Monica Malibu Unified School District Board of Education Meeting, the contract for the Lincoln Middle School Field & Track Project was awarded to Angeles Contractor, Inc. in the amount of $4,092,000.  

Due to unforeseen site conditions, revisions and additions to the DSA Approved plans, additional costs totaling $97,740.69 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: 85-90908-0-00000-85000-6200-012-2600
• Budget Category: Construction Contracts
• DSA #: 03-117787

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT: $4,092,000.00
• CHANGE ORDER #01: $97,740.69                 
• TOTAL CONTRACT AMOUNT: $4,189,740.69

It is recommended that the Board of Education accept as completed all construction under the contract issued to Easyturf for the Lincoln Middle School – Entrance Quad Artificial Turf Project with a final contract amount of $27,095.05.

At the June 1, 2017, Board of Education Meeting, a contract was awarded to Easyturf in the amount of $26,405.95.  One change order in the amount of $689.10 was subsequently approved and increased the contract amount to $27,095.05. The total contract amount includes $23,095.05 in construction/installation contract work and $4,000 in ongoing maintenance of the installed turf. The construction/installation work is complete, but the ongoing maintenance will be completed over the next several years.

All scope of construction/installation work items are new complete.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90908-0-0000-85000-6200-012-2600
• Budget Category: Construction Contracts

It is recommended that the Board of Education approve Contract Amendment #01 to Dudek Consultant for additional environmental consulting services for John Adams Middle School – Performing Arts Complex Project in an amount not to exceed $15,703 for a total contract amount of $93,868.

This Contract Amendment covers the additional work requested by the District related to the traffic study portion of the Project’s CEQA analysis prepared by Transpo Group as a subconsultant to Dudek. As new scope, Transpo Group will carry out two additional tasks considering conditions when the auditorium is fully built and operational. The first is an opening year analysis to assess the PM peak Hour traffic operations. The second is a shared parking study to assess the available parking supply against the projected demand. 

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90907-0-00000-85000-5802-011-2600
• Budget Category: CEQA Consultant/Professional Services

MEASURE ES FUNDING:

• ORIGINAL CONTRACT: $78,165.00
• CONTRACT AMENDMENT #01 – PM Peak Traffic and Shared Parking Study $15,703
• TOTAL CONTRACT AMOUNT: $93,868

It is recommended that the Board of Education approve issuance of Amendment #01 of Project Assignment #01 with NAC Architecture for additional architectural and engineering services at John Adams Middle School – HVAC Project in an amount not to exceed $92,087.00 for a total agreement amount of $850,588.00.

NAC Architects were asked to provide additional architectural services for HVAC work that was not in the scope of work for Project Assignment #1.

Previously, HVAC was not included for the recently constructed Buildings E, F and G which were designed with passive cooling systems. Although the passive systems are effective in reducing the temperature in these buildings a few degrees, they do not provide the amount of cooling required to reduce temperatures in classrooms sufficiently to accommodate seasonal warming.

In addition, when Building A was removed from the scope of work and credited to the project, the HVAC portion of the work was also removed. This proposal adds installation of HVAC back into to this project.  

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90906-0-00000-85000-5802-011-2600

MEASURE ES:

• Project Assignment #1: $758,501.00
• Amendment #01: $92,087.00
• Total Project Assignment Amount: $850,588.00

The District will contract with FieldTurf USA, Inc. using CMAS contract #4-06-78-0031A. FieldTurf USA, Inc. will remove the existing synthetic field surface, remediate the existing base material to improve the drainage capacity of the field, and install new Classic HD synthetic turf and Purefill (cork) infill material. The field surface will include football, soccer and track markings. Additionally, an 8 year FieldCare maintenance package is included which will cover the cost of two annual visits by the FieldTurf maintenance team.

The District has worked with FieldTurf USA, Inc. to identify an alternate, organic, infill material for this replacement surface. In conjunction with their recommendations, we have selected Purefill cork infill material.

The scope of work is planned to occur between late May and mid-August 2018.

The not to exceed amount of $1,802,599.87 includes the following line items:

• Removal of Existing Turf and Drainage Improvements: $337,281.87
• Installation of New Turf Surface, VersaTile Shock Absorber, and Liner: $1,295,199.00
• Add for Track Markings: $14,000.00
• GroomRight/SweepRight: $6,750.00
• Tax and Bonding: $116,476.00
• Add for PureSelect Olive Core Infill at the South End of the Field: $2,893.00
• FieldCare 8 Year Maintenance Package: $30,000.00

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90908-0-00000-85000-6200-011-2600
• Budget Category: Building and Building Improvement

It is recommended that the Board of Education award a contract for Bid #18.06.ES for Franklin Elementary School - Window, Paint, Floors & Doors Project, HVAC Project & Fire Alarm Project to The Nazerian Group in an amount not to exceed $5,294,123.00.

The District publicly bid the Window, Paint, Floors & Doors Project, HVAC Project & Fire Alarm Project Bid #18.06.ES on December 6, 2017. Legal advertisement of the notice inviting bids was published in The Daily Breeze and The Santa Monica Daily Press and ran on December 6, 2017 and December 13, 2017. The notice inviting bids was sent to 106 General Contractors that are on the SMMUSD Approved (Pre-Qualified) list, and to the required trade journals. Prequalification was required for all General Contractors submitting a bid.  Bids were received and publicly opened on January 17, 2018. Five bids were received as noted below:

1. The Nazerian Group $5,294,123.00
2. Novus Construction $5,546,000.00
3. A.J. Fistes Corporation $5,970,700.00
4. Woodcliff Corporation $6,787,000.00
5. USS Cal Builders $6,818,000.00

Staff reviewed the bids for responsiveness. The Notice of Intent to award was issued to The Nazerian Group on January 22, 2018. 

 It is recommended that the Board of Education award a contract in the amount of $5,294,123.00.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-6200-002-2600
• Budget Category: Construction Contract
  

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. All personnel will be properly elected in accordance with District policies and salary schedules.

It is recommended that the attached appointments for Classified Personnel (non-merit system) be approved and/or ratified. All personnel will be properly elected in accordance with District policies and salary schedules.

It is recommended that the Board of Education approve an increase in FTEs (1.00 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 $41,762 for salary and benefits.

Speech Pathologist - new position, 1.00 FTE - Malibu schools

It is recommended that the Board of Education approve the Comprehensive School Safety Plan for each district school.

California legislation mandates that the governing board of the school district adopt each school’s Comprehensive School Safety Plan (CSSP) (Education Code 32288). Each school’s CSSP is part of the district’s Emergency Operations Plan.  

All schools have emergency response plans, procedures, routines and structures that are consistent with the California Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS). Each site’s CSSP includes, but is not limited to, roles and responsibilities of faculty and staff members during an emergency; emergency procedures; evacuation locations; and school maps.  Additionally, schools describe strategies for ensuring a safe and orderly school conducive to learning including describing what they do to ensure a safe physical environment and to ensure a safe, respectful and orderly school community.

Each completed CSSP was reviewed by Director of Student Services and is on file in the Student Services Department for review.  Copies of the site CSSPs are available for review in the office of the Director of Student Services.

This item will return to the Board annually.

it is recommended that the Board of Education replace BP 5030 - Student Wellness. 

The Child Nutrition and WIC Reauthorization Act of 2004 mandated that all local education agencies participating in a federal meal reimbursement program establish a Local Wellness Policy. The Healthy, Hunger-Free Kids Act of 2010 (HHFKA) enhances the previous Local School Wellness Policy (LSWP) requirements, strengthening requirements for ongoing implementation, assessment, and public reporting of wellness policies. The California Department of Education requires school districts to review and update their Local School Wellness Policy for compliance with federal and state requirements. To this end, 42 USC 1758b requires specific stakeholders be permitted to participate in the development, implementation, and periodic review of the District’s wellness policy, which can be done through the formation of a stakeholder committee.

The Health and Safety District Advisory Committee established an Ad Hoc committee comprised of staff, parents and community members in order to review BP 5030 and to propose a revised policy and establish goals. The old policy was outdated (last updated 2009), so it was decided to abandon the previous policy and develop a proposed new policy, aligned to the CSBA sample policy. 

The board discussed these changes at the February 1, 2018, board meeting.  The corresponding exhibit can be found under Information in this agenda.  

It is recommended that the Board of Education revise BP 5112.3 - Student Leave of Absence. 

The mandated policy has been updated to clarify the authority to grant student leaves of absence and to encourage enrollment in independent study. 

The board discussed these changes at the February 1, 2018, board meeting.  The corresponding regulation can be found under Information in this agenda. 

it is recommended that the Board of Education adopt BP 5116.2 - Involuntary Student Transfers. 

CSBA recommends adopting this new policy to reflect new law (SB 1343, 2016), which authorizes districts to involuntarily transfer a student who has been convicted of a specified violent felony or a misdemeanor associated with possession of a firearm, whenever the student is enrolled at the same school as the victim of the crime for which he/she was convicted.  In order to exercise this authority, the district is mandated to adopt policy with specified components and provide notice of the policy to parents/guardians as part of the annual parental notification. 

The board discussed these changes at the February 1, 2018, 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 development of the Social Justice Framework and Action Plan demonstrate our long-term commitment to implementing a comprehensive approach to fulfill our promises to students and families. 

This framework represents the guiding principles that ground our collective action to support and build the internal capacity to embed the social justice standards in the fabric of our work. This action plan delineates our commitment to the development of our capacity to deliver educational experiences that center on supporting our students in acquiring the knowledge, skills and attitudes to thrive in a diverse and democratic society.

Staff anticipates that this item will require a total of 30 minutes, with 15 minutes for the staff report and 15 minutes for board member questions/comments.  

Research indicates that families’ involvement in the education of their children directly and positively affects educational outcomes. Building on the understanding that parents are a child’s first and most important teachers, the partnership between home and school must be intentional and collaborative. There are research-based expectations that conscientious district and schools should examine in the pursuit of quality family engagement. The Santa Monica-Malibu Unified School District Family Engagement Framework is a tool that will enable the district and schools to address these expectations systematically and intentionally.

In accordance with the Board’s vision for significantly increasing parent engagement as reflected in SMMUSD’s Local Accountability and Control Plan (LCAP – Goal #3), staff has been working to systematically improve and enhance the district’s efforts in this area by creating a framework for engaging families.

The purpose of the SMMUSD Family Engagement Framework is to provide guidance to schools and the district as we work to implement effective family engagement practices that yield higher levels of student academic success and college and career readiness. The framework is research based, and involves a multi-year development process.

Staff anticipates that this item will require a total of 30 minutes, with 15 minutes for the staff report and 15 minutes for board member questions/comments.  

The Memorandum of Understanding between the Santa Monica-Malibu Unified School District and the Santa Monica-Malibu Education Foundation stipulates that the Ed Foundation Executive Director, or her designee, shall provide an update of the Foundation’s activities, including a report regarding the goals set forth in the Foundation’s Fundraising Plan, to the Board of Education at a public meeting on a quarterly basis. 

Ed Foundation staff will report on the Foundation’s fundraising progress from July 1 through January 31 that will encompass the following:

• Fundraising progress to date
• Family & SMMUSD staff participation
• Corporate, Foundation and Community support 
  

Staff anticipates this item will require a total of 20 minutes, with 15 minutes for the report and five minutes for board member questions and comments.

It is recommended that the Board of Education consider revising BP, AR, and E 6158 - Independent Study.

The policy has been updated to reflect new law (SB 858), which changes the maximum length of the written master agreement and mandates policy with specified components as a condition of offering a program of course-based independent study beginning in the 2015-16 school year. The policy also adds material on the variety of independent study formats that may be offered, deletes recommendation for weekly student-teacher conference in order to be more flexible, and expands material on program evaluation to include comparison of student performance data of independent study students with students in classroom-based instruction.

The regulation had been updated to reflect new law (SB 858), which changes the maximum length of the written master agreement, mandates policy with specified components as a condition of offering a program of course-based independent study beginning in the 2015-16 school year, and clarifies that the teacher-student ratio must be equivalent with that of all other educational programs at the applicable grade span unless a new higher or lower grade span ratio is negotiated.  The regulation has also been updated to reflect new law (SB 828, 2016), which expands the types of documents that may be maintained electronically to include supplemental agreements, assignment records, work samples, and attendance records as well as the master agreement. Related material moved to "Records" section and expanded. As part of the regulation, revisions to the ISPE criteria and application for middle schools are proposed.

Physical education teachers will be present to explain the curriculum.

UPDATE: This item will return for a second reading at the March 15, 2018, board meeting, which will be held in Malibu.  it will return for action/information at the April 12, 2018, board meeting.  

Staff anticipates that this item will require a total of 40 minutes, with 20 minutes for the staff report and 20 minutes for board member questions/comments. 

Facility Improvements Program staff has prepared a revised draft working budget for Measures BB and ES planning purposes.

Chief Operations Officer, Carey Upton, and Bond Program Manager Consultant, Steve Massetti, will present the updated Measure ES draft working budget, discuss the next steps, and will be available for questions and discussion at the meeting.

The Measure ES base allocations remain as follows:

• Malibu: $77,000,000
• Samohi: $180,000,000
• Technology: $34,431,358
• Santa Monica, Other: $93,568,642 
• Total: $385,000,000

Staff anticipates that this item will require a total of 90 minutes, with 60 minutes for the staff report and 30 minutes for board member questions/comments. 

It is recommended that the Board of Education approve the award of Lease-Leaseback Agreement for Malibu Middle & High School - Campus Improvements Project (Phase 3) - RFQ/P #18.05.BB.ES to McCarthy Building Companies, Inc. and direct staff to negotiate the final contract amount not to exceed $55 million for ratification at a future board meeting.

The District issued a Lease-Lease back (LLB) Request for Qualifications and Proposals (RFQ/P) #18.05.BB.ES for the Malibu Middle High School Campus Improvements Phase 3 Project on October 30, 2017.  The Mandatory Pre-Response Meeting was conducted on November 8, 2017, and 10 General Contractors attended. Prequalification was required for all General Contractors submitting a response.  Responses were received on December 21, 2017. Two responses were received as noted below:

1. McCarthy Building Companies, Inc.
2. Bernards

Staff reviewed and evaluated the submittals received based on the requirements of the RFQ/P and found Bernards to be non-responsive. Staff issued a rejection letter to Bernards on December 26, 2017.  Staff conducted an interview with McCarthy Building Companies, Inc., on January 18, 2018, and began negotiations on January 25, 2018.

To ensure that the project schedule is not impacted and construction can commence, staff recommends that the Board authorize the award of agreement and direct staff to negotiate the final price. Staff will recommend ratification of the final contract amount at the March 15, 2018, meeting.

Partial funding will be from program reserve shortage.

Funding Information

• Budgeted: ES-Yes, BB-Partial
• Fund: 83-90500-0-00000-85000-6200-010-2600 (BB); 85-90911-0-00000-85000-6200-010-2600 (Solar); 85-90905-0-00000-85000-6200-010-2600 (WPFD)
• Source: Measure BB & Measure ES
• Budget Category: Construction Contract

Staff anticipates this item will require a total of five minutes to allow for any board member clarifying questions.

It is recommended that the Board of Education accept the Annual Report on Measure BB and Measure ES Expenditures from the Citizens’ Bond Oversight Committee.

As part of the requirements associated with the Measure BB and ES Bonds, the District’s Citizens’ Bond Oversight Committee (BOC) will present to the Board their annual report on Measure BB and ES expenditures. 

Mr. Charlie Yen, Chair, and other members of the committee will be present at the meeting to present the 2015-16 Report of the Citizens Bond Oversight Committee.

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

It is recommended that the Board of Education approve the AB 1200 Public Disclosure document regarding the costs associated with a successor agreement to replace and supersede the current Agreement that expired on June 30, 2016, for Service Employees International Union (SEIU) unit members.  

In accordance with the requirements of AB 1200, staff has prepared a submittal to the Los Angeles County Office of Education (LACOE) which details certain costs associated with the Tentative Agreement between the Santa Monica-Malibu Unified School District and the Service Employees International Union (SEIU) regarding a successor agreement to replace and supersede the current Agreement that expired on June 30, 2016.  This document details certain costs associated with the successor agreement.

The AB 1200 document certifies that the District has sufficient resources to meet the financial obligations associated with this recommendation.

A copy of the AB 1200 public disclosure document is attached for reference and is posted on the District’s website. 

Staff anticipates this item will require a total of 10 minutes, with 5 minutes for the staff report and 5 minutes for board questions/comments.

It is recommended that the Board of Education ratify the Agreement reached with Service Employees International Union - Local 99 (SEIU) during the collective bargaining process concluded in December 2017. 

The Board of Education and SEIU-Local 99, having concluded collective bargaining, present the changes to the current agreement.  A summary of the Tentative Agreement is attached.

The AB 1200 analysis has been submitted to the Los Angeles County Office of Education (LACOE) Business Services Section.  Their review of the document has been completed and the AB 1200 has been properly noticed.  "The Educational Employment Relations Act requires school districts to disclose to the public at the board meeting the major provisions, including costs for the current and subsequent years, of a negotiated agreement with an exclusive representative of its employees."  The AB 1200 document can be referenced in Item No. IX.C.

The Agreement has been ratified by SEIU's general membership.  The Agreement will be available on the District website at a future date.

Staff anticipates that this item will require a total of ten minutes, five for the staff report and five for board member comments/questions. 

It is recommended that the Board of Education approve the following budget transfers, as described on the following pages, for these below-listed Funds.  These routine paper transfers are intended to accomplish the formal/final shifting to recognize the accounting of previously-approved activities prior to the 2nd Interim Report.

• Fund 01  -  General Fund (Unrestricted & Restricted)
• Fund 11  -  Adult Education Fund
• Fund 12  -  Child Development Fund
• Fund 13  -  Cafeteria Fund
• Fund 14  -  Deferred Maintenance Fund
• Fund 21.3  -  Building Fund /Measure BB Series D
• Fund 21.4  -  Building Fund /Measure ES Series A
• Fund 21.5  -  Building Fund /Measure ES Series B
• Fund 21.6  -  Building Fund /Measure ES Series C
• Fund 40  -  County School Facilities Fund

Staff anticipates that this item will require a total of ten minutes, five for the staff report and five for board members' questions/comments.  

In October 2017, the Board of Education approved the charges for the District Advisory Committees (DACs). 

As per Administrative Regulation 1220 – District Advisory Committees, “The co-chairpersons [of each DAC] shall provide the Board of Education with an update regarding the process of meeting these goals and/or deliverables in an informational item to the Board at a regular meeting no later than February each year.”  This informational agenda item meets that requirement. 

Next steps: As per AR 1220, “No later than June of each year, the committee shall make an End-of-Year report to the Board of Education regarding the achievement of its goals and/or deliverables.”  

Mid-year reports were submitted by the Early Child Care DAC, Health and Safety DAC, Special Education DAC, and Visual and Performing Arts DAC.  The full text of these reports are attached. 

The report from the Intercultural Equity and Excellence DAC was on the 2/1/18 agenda.

This is to inform the Board of Education that E 5030 - Student Wellness has been adopted.

The Health and Safety District Advisory Committee established an Ad Hoc committee comprised of staff, parents and community members in order to review BP 5030 and to propose a revised policy and establish goals. The old policy was outdated (last updated 2009), so it was decided to abandon the previous policy and develop a proposed new policy, aligned to the CSBA sample policy.  It was also decided to develop an exhibit that details the recommended wellness goals. The Health and Safety District Advisory Committee has reviewed the proposed policy and exhibit. 

The board discussed these changes at its February 1, 2018, board meeting.  During the discussion, additional changes in language were suggested, which can be found in highlighted text in the attachment.

The corresponding policy can be found under Consent in this agenda.

This is to inform the Board of Education that AR 5112.3 - Student Leave of Absence has been replaced.

The regulation has been replaced to more directly reflect law, add legal citations, and clarify the signature requirements for the written agreement. 

The board discussed these proposed changes at the February 1, 2018, board meeting.  The corresponding policy can be found under Consent in this agenda.  

This meeting will adjourn to a regular meeting scheduled for Thursday. March 1, 2018, at 5:30 p.m. at the district office (1651 16th Street, Santa Monica, CA).