• Title: Assistant Superintendent, Human Resources
• Title: House Principal

• Title: Superintendent

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

• Agency Designated Representative: Dr. Ben Drati
• Employee Organizations: Unrepresented management group

• Agency Designated Representative: Dr. Ben Drati
• Unrepresented Employee: Asst. Superintendent, Human Resources

it is recommended that the Board of Education approve the June 14, 2018, regular meeting agenda.  

It is recommended that the Board of Education approve the May 17, 2018, regular meeting minutes.

it is recommended that the Board of Education approve the May 31, 2018, special meeting minutes.

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

• Contractor: Robert Gilliam/The Artist Collective
• Dates: 01/09/18 – 06/08/18
• Amount not to exceed: $3,190.00
• Description: Contemporary dance workshop for middle school students (22 hours)
• Site: Malibu Middle School
• Funding: 01-90810-0-17000-10000-5802-010-4100

• Contractor: Robert Gilliam’s Artist Collective
• Dates: 04/17/18–05/23/18
• Amount not to exceed: $6,525.00
• Description: Contract services to enhance dance instruction at middle school level for school year 2017-18
• Site: John Adams Middle School
• Funding: 01-90810-0-17000-10000-5802-011-4110

These contracts are included in the 2017-18 budget. 

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

• Contractor: Orbach Huff & Suarez
• Dates: 10/01/13-06/30/14 07/01/18-06/30/19
• Amount not to exceed: hourly amount $295.00/hour (partners), $275.00/hour (associates), $175.00/hour (paralegals), $55.00/hour (clerks)
• Description: General legal counsel services-Facility Issues other than Bond
• Site: Business Services
• Funding:01-00000-0-00000-73000-5802-050-1500
• (Amend contract dates. Original contract approved on 11/21/13)

• Contractor: P.S. Arts
• Dates: 08/23/18 – 06/14/19
• Amount not to exceed: $803,881.71
• Description: Continuation of visual and performing arts education for all elementary (TK-5) students and Pre-school students (at two sites).
• Funding: 01-00020-0-11100-10000-5802-030-1300

• Contractor: Hatching Results, LLC
• Dates: 07/01/18 – 06/30/19
• Amount not to exceed: $50,000.00
• Description: To provide 4 days of training for school counselors.  In addition, access to online learning self-paced series of two additional courses, and two pre-recorded webinars; post-needs assessment/evaluation of school counselors.
• Site: Educational Services
• Funding: 01-00030-11100-10000-5802-030-1300

These contracts are included in the 2018-19 budget. 

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

The average cost for substitute teachers is $183/day. This figure is furnished for informational purposes and does not reflect the actual amount paid for an individual substitute.

It is recommended that the Board of Education authorize execution of a resolution to renew the Child Development contract with the State Department of Education (CDE), Child Development Division effective July 1, 2018, through June 30, 2019.   

This agreement, CSPP-8253, is to be executed between the Superintendent of Public Instruction, State Department of Education, and the Santa Monica-Malibu Unified School District, wherein the State agrees to pay the Santa Monica-Malibu District Child Development Fund/CDC and amount not to exceed $1,670,962.  The Board agrees to provide a drug free workplace and to authorize Ben Drati, Superintendent of Schools, to sign the contract on behalf of the governing board. 

Funding Information:

• Source: Child Development Fund – Restricted
• Currently Budgeted: Yes
• Account Number: 12-61050-0-00000-00000-8590-090-0000     $1,670,962
• Description: CSPP Apportionment - CDS

It is recommended that the Board of Education authorize execution of a resolution to renew the contract with the State Department of Education (CDE), Child Development Division effective July 1, 2018, through June 30, 2019.  

This agreement, CCTR-8118, is to be executed between the Superintendent of Public Instruction, State Department of Education, and the Santa Monica-Malibu Unified School District, wherein the State agrees to pay the Santa Monica-Malibu District Child Development Fund/CDC and amount not to exceed 1,515,151.  The Board agrees to provide a drug free workplace and to authorize Ben Drati, Superintendent of Schools, to sign the contract on behalf of the governing board. 

The contract provides developmentally appropriate activities for school –age children and for the Infant Toddler Program at SAMOHI receiving service; meals and snacks; educational services and staff development.  The program operates for a minimum of 244 days a year.  Funding of this contract is contingent upon appropriation and availability of sufficient funds.

Funding Information:

• Source: Child Development Fund – Restricted
• Currently Budgeted: Yes
• Account Number: 12-61050-0-00000-00000-8590-090-0000 ($945,319); 12-50250-0-00000-00000-8290-090-0000 ($569,832)
• Description: CCTR Apportionment - CDS

It is recommended that the supplemental textbooks listed below be adopted for the Santa Monica-Malibu Unified School District.  

In accordance with the Board of Education policy, the supplemental textbooks listed below has been on public display for the past two weeks in the Educational Services Department at 1630 17th Street, Santa Monica, CA 90404.

• American Born Chinese, by Gene Luen Yan, for 10^th grade English students at Malibu High School. Adoption requested by teachers Bonnie Thoreson.

It is recommended that the Board of Education approve Friends of the Immersion Program of SMMUSD as per BP/AR 1230 - School-Connected Organizations.

Friends of the Immersion Program of SMMUSD is requesting formal approval from the Board of Education to become an official booster organization of SMMUSD.  The program will raise funds, support and promote the needs of the immersion program in the three schools: Edison LA, John Adams MS and Santa Monica HS, in coordination with school administration and teachers.

Articles of Organization and State of California approval of unincorporated association were approved on September 29, 2014, and on file with the district.

Attached are the program's bylaws.  Attached are also BP and AR 1230 for reference.

It is recommended that the Board of Education designate the persons listed below to represent their respective schools as California Interscholastic Federation (CIF) league representative. 

• Evan Fujinaga – Athletic Director, Santa Monica high School
• Christopher Neier – Athletic Director, Malibu High School

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.

It is recommended that the Board of Education approve the following Purchase Order and changed Purchase Orders from May 23, 2018, through June 7, 2018 for fiscal /18.

It is recommended that the Board of Education accept, with gratitude, checks totaling $28,982.21 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 $28,982.21 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 approve an agreement for special fiscal services with School Services of California, Inc., effective July 1, 2018, and terminating June 30, 2019.                        

It is further recommended that in consideration for services provided by School Services of California, Inc., that the District agrees to pay $3,660 annually, plus expenses.

Funding Information

• Source: General Fund-Unrestricted
  
• Currently Budgeted: Yes
  
• Account Number: 01-00000-0-00000-73000-5890-050-1500
  
• Description: Other Gen’l Admin/Contracts/Business Serv. 

This request represents a renewal of our contract with School Services of California, Inc.  There is an increase of $0 in the annual fee over the previous annual contract amount.  School Services of California, Inc. provides fiscal services to the District including school finance, legislation, school budgeting and general fiscal issues.  This agreement also includes up to 12 direct service hours at no additional cost. 

It is recommended that the Board of Education approve a contract with Blackboard to host and manage district and school site websites.

SMMUSD's district and school websites are maintained and managed in-house currently and not in compliance with recent Americans with Disabilities Act (ADA) requirements for websites*. The use of an outside vendor to ensure compliance is required. This system provides for compliance tracking.

This move will also provide for:

• Administrators to post on school websites, with various access levels, including in case of emergency.
• Includes teacher websites, that are now not through one provider and unofficial.
• Provide for easy integration with current parent communication systems, mobile app and social media.
• Maryanne Solomon will still be the key contact for website additions for the district and 16 school sites. Facility Improvement Projects website will be included in this transition.

*Based on Web Content Accessibility Guidelines (WCAG) 2.0 to ensure that people with visual, hearing, motor or cognitive impairment may access websites.

Amount not to exceed (multi-year discount included):

• Year One: $48,375 (includes one-time custom templates, set-up, launch and training.
• Year Two: $21,600
• Year Three: $21,600

• Account number: 01-00000-0-00000-71500-5890-020-1200 

The cost includes training and customer support.

The planned transition is for school opening August 2018.

It is recommended that the Board of Education award Universal Asphalt Co., Inc., Bid# 18.22 for Asphalt Repair: Unit Price Bid district wide in an amount not to exceed $400,000.

There are many areas that are in need of asphalt repair throughout the District.  These issues may escalate to worst conditions and create a safety hazard. The district has repairs scheduled during the 2018-19 school year. The contract will be completed at the end of the school year (June 30, 2019) with an option for renewal of this contract for an additional four (4) years at the discretion of the District.  This will be year one (1).

The RFP was sent out to 10 asphalt contractors. Three attended the job walk and 2 submitted bid packages.

Funding Information

• Budgeted: Yes     
• Fund:  40       
• Source: Capital Facilities Fund
• Account Number: 40-90100-0-00000-82000-5640-060-2600

It is recommended that the Board of Education award Advanced Cable Solutions, Bid# 18.24 for Cafetoriums AV Upgrade for all the elementary schools in an amount not to exceed $600,470.48, which includes a 10% contingency to be used by the District at their discretion. 

The elementary school cafetoriums are in need of an audio/visual upgrade. The schools do not have the proper equipment to function properly to use the cafetoriums for school events as well as have the ability to rent the facilities out through the FUD (Facilities Use Department).

Funding Information:

• Budgeted: Yes
• Fund: 85
• Source : Measure ES
• Account Number: 85-90905-0-00000-85000-6200-XXX-2600

The work is to be scheduled during the summer months to have the least impact on the student activities. The project should be complete by August 18, 2018.

It is recommended that the Board of Education appoint Lisa Lambert to the Facilities District Advisory Committee (FDAC).

On February 18, 2016, the Board of Education established the Facilities District Advisory Committee and appointed its initial members.  The Board also established two separate subcommittees, one to focus on issues related to Santa Monica (FDAC-SM), and the other to focus on issues related to Malibu (FDAC-M).

One of the appointed members of the FDAC-M, Michelle Kahan, has recently moved from the District, vacating a spot on the committee.  Upon consultation with the Board Facilities Subcommittee, staff recommends filling the vacant spot with Lisa Lambert, a District parent and MMHS teacher, who had initially submitted an application for appointment to the committee but was not selected.  It is recommended that Lisa replace Michelle for the original duration of Michelle’s term.  There are also vacancies on the FDAC-SM, which will be addressed at a future meeting.

It is recommended that the Board of Education award a contract for Bid #18.17.ES for McKinley ES, Franklin ES & John Muir ES - HVAC Bard Units Project to United Mechanical Contractors, in an amount not to exceed $196,000.00. 

The District publicly bid the HVAC Bard Units Project – Bid #18.17.ES, on April 10, 2018. Legal advertisement of the notice inviting bids was published in The Daily Breeze and The Santa Monica Daily Press and ran on April 10, 2018, and April 17, 2018. The notice inviting bids was sent to 48 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.  A mandatory job walk was conducted on April 19, 2018 and 6 contractors attended. Bids were received and publicly opened on May 17, 2018. Four bids were received as noted below:

1. Westco Service Co $169,888.00
2. United Mechanical Contractors $196,000.00
3. ACCO Engineered Systems $196,193.00
4. Simco Mechanical Inc. $209,000.00 

Staff reviewed the bids for responsiveness, the apparent low bidder Barberio Enterprises Inc. dba Westco Service Co. was deemed non-responsive. The Notice of Intent to award was issued to the lowest responsive responsible bidder United Mechanical Contractors on May 24, 2018, for the total bid amount of $196,000.00.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-00000-85000-6200-004-2600 (McKinley: $49,000); 85-90904-0-00000-85000-6200-002-2600 (Franklin: $49,000); 85-90904-0-00000-85000-6200-005-2600 (John Muir: $98,000)
• Budget Category: Construction Contract
  

It is recommended that the Board of Education award an agreement to provide IT Move Management Services to Direct Source Communications Inc., for Franklin Elementary School -  Windows, Paint, Floors & Doors Project in an amount not to exceed $23,018.95.

District requested that Direct Source Communications Inc., provide a proposal for the IT move management services. Direct Source performed the IT move services for the 2017 summer WPFD projects.  Direct Source will provide labor and materials to disconnect, remove, tag/document and store technology devices from rooms during construction and will re-install and connect all devices to original locations. The proposal received is based on time and materials for a total not to exceed amount. Costs associated are as follows:

• Franklin ES - $23,018.95

It is recommended that the Board of Education award an agreement in the amount of $23,018.95.

Funding Information

• Budgeted: Yes          
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-002-2600
• Budget Category: Move Management

It is recommended that the Board of Education award an agreement to provide Move Management Services to King Office Services for Franklin Elementary School - Windows, Paint, Floors and Doors Project in an amount not to exceed $102,457.54. 

District requested that King Office Services provide a proposal for the move management services including the container rentals. King performed the move services for the 2017 summer WPFD projects.  King will empty all spaces that will be under construction, storing contents and then will move all contents back. The proposal received is based on time and materials for a total not to exceed amount which includes contingency. Costs associated are as follows:

• Franklin ES - $102,457.54

Funding Information

• Budgeted: Yes                      
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-002-2600
• Budget Category: Construction/Move Management

It is recommended that the Board of Education approve Change Order #01 with FieldTurf USA, Inc. for the Lincoln Middle School - Field Replacement Project for an amount not to exceed $9,696.85 for a total contract amount of $903,919.85. 

At the May 4, 2017 Santa Monica Malibu Unified School District Board of Education Meeting, the contract to provide a new synthetic athletic field and track for the Lincoln Middle School Field Replacement Project was awarded to FieldTurf USA, Inc. in the amount of $894,223.00.  

Due to project delays, additional costs totaling $9,696.85 were incurred.  $6,952.00 of these costs resulted from delays attributed to the General Contractor, Angeles Construction, and have already been back-charged to the Angeles Construction contract.  The remaining charges have been reviewed and negotiated to ensure that the amount charged by the contractor is 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
• DSA #: 03-117787

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT: $894,223.00
• CHANGE ORDER NO. 1: $9,696.85              
• TOTAL CONTRACT AMOUNT: $903,919.85

It is recommended that the Board of Education award an agreement to Twining Consulting to provide special inspection services for McKinley Elementary School – Window, Paint, Floors & Doors Project, HVAC Project & Fire Alarm Project in an amount not to exceed $76,919.37.

The District issued an RFQ/RFP on April 24, 2018, for special inspection services to 5 inspection services firms.  Responses were due April 13, 2018.

The District received four responses from:

• Twining Consulting – $76,919.37
• Ninyo and Moore - $94,056.00
• Converse Consultants – $95,500.00
• Leighton Consulting, Inc. – $23,945.00
• MGTL Inc. – No Bid

Staff reviewed the proposals and found that of the four firms that proposed, Leighton Consulting Inc. was excluded as it did not include sufficient time for the pull testing of post installed anchors and concrete quality control. Staff reviewed the remaining three proposals and found that Twining Consulting presented the lowest cost and rates and was determined to be the best value to the District. It is recommended that Twining Consulting be awarded an agreement based on  qualifications and pricing for an amount not to exceed $76,919.37.

Funding Information

• Budgeted: Yes
• Fund: 85-90905-0-00000-85000-5802-004-2600
• Source: Measure ES
• Budget Category: Soft Costs / Testing & Inspection / Materials Lab

It is recommended that the Board of Education award an agreement to provide IT Move Management Services to Direct Source Communications Inc., for McKinley Elementary School - Window, Paint, Floors & Doors Project in an amount not to exceed $17,985.87.

District requested that Direct Source Communications Inc., provide a proposal for the IT move management services. Direct Source performed the IT move services for the 2017 summer WPFD projects.  Direct Source will provide labor and materials to disconnect, remove, tag/document and store technology devices from rooms during construction and will re-install and connect all devices to original locations. The proposal received is based on time and materials for a total not to exceed amount. Costs associated are as follows:

• McKinley ES - $17,985.87

It is recommended that the Board of Education award an agreement in the amount of $17,985.87.

Funding Information

• Budgeted: Yes                      
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-004-2600
• Budget Category: Construction/Move Management

It is recommended that the Board of Education award an agreement to provide Move Management Services to King Office Services for McKinley Elementary School - Window, Paint, Floors & Doors projects in an amount not to exceed $118,384.24. 

District requested that King Office Services provide a proposal for the move management services including the container rentals. King performed the move services for the 2017 summer WPFD projects.  King will empty all spaces that will be under construction, storing contents and then will move all contents back. The proposal received is based on time and materials for a total not to exceed amount which includes contingency. Costs associated are as follows:

• McKinley ES - $118,384.24

It is recommended that the Board of Education award an agreement in the amount of $118,384.24.

Funding Information

• Budgeted: Yes                      
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-004-2600
• Budget Category: Construction/Move Management
  

It is recommended that the Board of Education approve Contract Amendment #03 with Rachlin Partners for additional architectural and engineering services for McKinley Elementary School -Window, Paint, Floors & Doors Project and HVAC Project in an amount not to exceed $12,720.00 for a total contract amount of $627,105.00.

Rachlin Partners are providing architectural design services for the Windows Paint, Floors, Doors and HVAC project at McKinley ES. They have been asked to provide additional architectural design services to modify the casework in eight classrooms to accept sliding marker boards for projection, including power and data. 

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-004-2600
• Budget Category: Soft Costs/Design Services/Architects

MEASURE ES FUNDING:

• Original Agreement: $347,500.00
• Contract Amendment #1 – HVAC & ADA Adds: $241,200.00
• Contract Amendment #2 – survey & air balance: $25,685.00
• Contract Amendment #3 – additional design services $12,720.00 
• Total Contract Amount: $627,105.00

It is recommended that the Board of Education rescind the previously approved CA#07 and approve Contract Amendment #07 with Heritage Window Coverings Inc. to supply and install interior roller shades at SAMOHI Interim Housing/Pt. Dume ES/McKinley ES/Franklin ES – Window, Paint, Floors & Doors Project, in an amount not to exceed $103,610.92 for a total contract amount of $378,145.92

The Board of Education approved the award of Bid #16.09R during the December 10, 2015, meeting to Heritage Window Coverings Inc., for interior window roller shades Districtwide and established Mecho Shades Systems as the District’s window covering standard.  

SMHS Interim Housing was created to swing space during construction.

Pt. Dume Elementary School/McKinley Elementary School/Franklin Elementary School. This Amendment is for shades affected by Window, Paint, Floors & Doors Project and to provide and install remaining shades throughout the campus to complete the project. CA#07 was previously submitted for approval, but contained an error.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source:  Measure ES
• Fund: 85-90905-0-00000-85000-5890-019-2600 (Pt. Dume ES, $25,640.85); 85-90905-0-00000-85000-5890-004-2600 (McKinley ES, $37,826.79); 85-90905-0-00000-85000-5890-002-2600 (Franklin ES, $34,383.83); 85-90905-0-00000-85000-5890-015-2600 (SAMOHI Interim Housing, $5,759.45)
• Budget Category: Construction - Other Operating Expenditures

MEASURE ES FUNDING:

• ORIGINAL CONTRACT – Cabrillo ES, Grant ES & WRLC: $107,540.00
• CONTRACT AMENDMENT #01 – Cabrillo Es, Rogers ES, Grant  ES- WF&P: $11,865.00
• CONTRACT AMENDMENT #02 - MMHS – Bungalows: $9,790.00
• CONTRACT AMENDMENT #03 – Rogers ES/Grant ES/Roosevelt ES/Webster ES: $101,225.00­­­­
• CONTRACT AMENDMENT #04 - Malibu High School: $1,855.00
• CONTRACT AMENDMENT #05 – Webster E.S. $38,470.00
• CONTRACT AMENDMENT #06 – Rogers E.S. $3,790.00
• CONTRACT AMENDMENT #07 – SAMOHI Interim Housing/Pt. Dume ES/Mckinley ES/Franklin ES: $103,610.92     
• TOTAL CONTRACT AMOUNT: $378,145.92

It is recommended that the Board of Education approve Contract Amendment #56 with HMC Architects for Malibu Middle High School – Campus Improvement Project in an amount not to exceed $31,075.00 for a total contract amount of $9,443,215.50. 

Contract Amendment #56 will cover the cost to address additional design issues in response to comments and permit requirements from the City of Malibu’s final review of off-site plans for improvements on Morning View Drive.

The City of Malibu will require the District to provide new easement access for the areas that the public sidewalk traverses onto District property in front of Malibu High School and a tree disposition plan for all off-site improvement areas. The sidewalk was designed to be located on District property in order to provide the additional street width needed to construct a new drop off and pick up lane in front of the new Administration Building. The tree disposition plan will specify trees that are to be removed and retained as a result of the street improvements and will provide an irrigation system required by the City of Malibu.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-010-2600
• Project: MMHS Campus Improvement 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
• CONTRACT AMENDMENT #55 – MMHS IT Office, Onsite Soil Study, Fire Lane: $44,985
• CONTRACT AMENDMENT #56 – MMHS Off-Site Permit Requirements: $31,075  
• TOTAL CONTRACT AMOUNT: $9,443,215.50

Malibu Stadium Lighting:

• CONTRACT AMENDMENT #31 - MMHS, Stdm Lights, Architect Svcs.: $56,260
• CONTRACT AMENDMENT #35 - MMHS, Stdm Lights, Architect Svcs.: $12,795  
• TOTAL AMOUNT: $69,055

Funding for this CA will be through Program Reserve Shortage.

It is recommended that the Board of Education approve Contract Amendment #13 with HMC Architects for Malibu Middle & High School – Window, Paint, Floors & Doors Project in an amount not to exceed $30,265.40 for a total contract amount of $3,038,613.50. 

Additional design services are required for the following: the existing configuration of the science laboratories in Building D no longer meets the requirements of the science program therefore redesign of the science laboratories, including relocation of utilities, while replacing windows, doors, floors and painting is being planned.

In addition, renovation of the wood shop in Building G has identified extensive contamination of interior plywood, additional design services are required to remove and/or encapsulate the contaminated surfaces.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-010-2600
• Project: Building D HVAC Project
• Budget Category: Soft Costs \ Design Services \ Architects

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
• CONTRACT AMENDMENT #10 - WPFD – MMHS & Will Rogers: $111,750.00
• CONTRACT AMENDMENT #11 - HVAC – MMHS: $45,320.00
• CONTRACT AMENDMENT #12 - WPFD – MMHS: $87,000.00
• CONTRACT AMENDMENT #13 - WPFD – MMHS: $30,265.40  
• TOTAL CONTRACT AMOUNT: $3,038,613.50

It is recommended that the Board of Education accept as completed all work contracted for the indicated 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: HVAC Project
• Funding: Measure ES                        
• Vendor Name: Acco Engineered Systems, Inc.
• PO Number: 185563
• Amount: $4,224.00
• Substantial Completion Date: 10/18/17

• School: Santa Monica High School
• Project: HVAC Project
• Funding: Measure ES                        
• Vendor Name: Acco Engineered Systems, Inc.
• PO Number: 183913
• Amount: $39,390.00
• Substantial Completion Date: 08/21/17

It is recommended that the Board of Education ratify contract award of the Lease-Leaseback Agreement for Malibu Middle & High School - Campus Improvements Project (Phase 3) - RFQ/P #18.05.BB.ES to McCarthy Building Companies, Inc., in an amount not to exceed $54,241,698.00.

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 was not impacted and construction could commence, the Board approved staff authorization to proceed with a contract during the February 15, 2018 meeting (Item # 1X.A) in an amount not to exceed $55,000,000.00. The contract negotiations have been finalized in an amount not to exceed $54,241,698.00 which includes a District Contingency of $3,000,000.00.

Funding Information

• Budgeted: ES-Yes, BB-Partial
• Fund: 83-90500-0-00000-85000-6200-010-2600 (BB: $47,385,610.00); 85-90911-0-00000-85000-6200-010-2600 (Solar: $4,000,000.00); 85-90905-0-00000-85000-6200-010-2600 (WPFD: $2,856,088.00)
• Source: Measure BB & Measure ES
• Budget Category: Construction Contract

Partial funding will be from program reserve shortage. 

It is recommended that the Board of Education approve Contract Amendment #12 with dsk Architects to provide additional architectural design services for Pt. Dume Elementary School – Window, Paint, Floors & Doors Project in an amount not to exceed $26,361, including reimbursable expenses, for a total contract amount of $887,526.00.

dsk Architects are providing architectural design services for the Windows Paint, Floors and Doors project at Pt. Dume ES. They have been asked to provide additional architectural design services for exterior building site grading modifications for condenser unit locations and drainage modifications and for the addition of a 1,600 Amp electrical service upgrade.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90905-0-00000-85000-5802-019-2600
• Budget Category: Soft Costs/AE Design Services

MEASURE ES FUNDING:

• ORIGINAL CONTRACT –  Webster - WFP: 192,235.00
• CA #01 – Webster - WFP: $27,470.00
• CA #02 – Webster - WFP: $N/A
• CA #03 – Webster - WFP: $10,000.00
• CA #04 – Webster, Pt. Dume -  WPFD addl services: $34,762.00
• CA #05 – Webster – WPFD: $58,480.00
• CA #06 – Olympic HS, WPFD and HVAC Projects: $379,828.00
• CA #07 – Olympic HS HVAC Projects addl services landscape $18,364.00
• CA #08 – Olympic HS, WPFD and HVAC Projects Reimbursable Exp: $18,950.00
• CA #09 – Webster – WPF additional services construction mgmt. $9,555.00
• CA #10 – Olympic HS, WPFD additional design services $44,611.00
• CA #11 – Pt. Dume ES, WPFD additional design services $66,910.00
• CA #12 – Pt. Dume ES, WPFD additional design services $26,361.00  
• TOTAL CONTRACT AMOUNT: $887,526.00

It is recommended that the Board of Education award an agreement to provide IT Move Management Services to Direct Source Communications Inc., for Pt. Dume Elementary School - Window, Paint, Floors & Doors Project in an amount not to exceed $35,949.70. 

District requested that Direct Source Communications Inc., provide a proposal for the IT move management services. Direct Source performed the IT move services for the 2017 summer WPFD projects.  Direct Source will provide labor and materials to disconnect, remove, tag/document and store technology devices from rooms during construction and will re-install and connect all devices to original locations. The proposal received is based on time and materials for a total not to exceed amount. Costs associated are as follows:

• Point Dume ES - $35,949.70

It is recommended that the Board of Education award an agreement in the amount of $35,949.70.

Funding Information

• Budgeted: Yes          
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-019-2600
• Budget Category: Construction/Move Management

It is recommended that the Board of Education award an agreement to provide Move Management Services to King Office Services for Pt. Dume Elementary School - Window, Paint, Floors & Doors Project in an amount not to exceed $180,787.20.

District requested that King Office Services provide a proposal for the move management services including the container rentals. King performed the move services for the 2017 summer WPFD projects.  King will empty all spaces that will be under construction, storing contents and then will move all contents back. The proposal received is based on time and materials for a total not to exceed amount which includes contingency. Costs associated are as follows:

• Point Dume ES - $180,787.20

It is recommended that the Board of Education award an agreement in the amount of $180,787.20.

Funding Information

• Budgeted: Yes                      
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-019-2600
• Budget Category: Construction/Move Management

It is recommended that the Board of Education accept as completed all construction under the contract issued to SimplexGrinnell for the Roosevelt Elementary School – Window, Paint, Floors & Doors Project - Fire Alarm Upgrade (DSA 03-117621) with a final contract amount of $513,318.88. 

At the May 04,2017 Board of Education Meeting, a contract was awarded to SimplexGrinnell under the GSA contract #GS-07-0396M in the amount of $517,374.88.  One change order for a credit of <$4,056.00> was subsequently approved and decreased the approved contract amount to $513,318.88.

All scope of work items have now been completed.  On September 29, 2017, a Certificate of Substantial Completion was issued to SimplexGrinnell.  A punch list specifying items to be corrected and/or documents to be submitted within 30 days of Substantial Completion was provided to the Contractor.  All items listed on the punch list have now been completed and documents submitted.  In compliance with statutory requirements, a Notice of Completion has been filed with the County of Los Angeles on February 20, 2018.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5640-007-2600
• Budget Category: Hard Costs/Construction
• DSA #: 03-117560
  

It is recommended that the Board of Education approve Change Order #03 with Precision Contracting for the Santa Monica High School – Discovery Building Project - Abatement of Science and Technology Buildings in an amount not to exceed $18,600 for a total contract amount $228,058.12, with 5 day’s impact to the schedule. 

On March 15, 2018 the Board awarded to Precision Contracting, the abatement contract for the Science and Technology Buildings in preparation for the demolition of those buildings to make way for the construction of the new Discovery Building, in the amount of $187,000.00.

After discovering the requirement to abate the north side of the Science Building, the south side was investigated with a partial removal of built in cabinetry. This revealed transite panels below the windows on the south side of the building as well, which will also need to be abated. The work will include the removal of all cabinetry and all wall paneling for the entire length of the south side of the building. The material will be bagged and removed to a specialized receiving facility.

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

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $187,680.00
• CHANGE ORDER #01 - Fencing Mods: $3,178.12
• CHANGE ORDER #02- Abatement of Science north wall: $18,600.00
• CHANGE ORDER #03 - Abatement of Science south wall: $18,600.00 
• TOTAL CONTRACT AMOUNT: $228,058.12

It is recommended that the Board of Education approve Change Order #01 with Ampco Contracting for the Santa Monica High School – Discovery Building Project - Demolition of Science and Technology Buildings, in an amount not to exceed $394,063.43 for a total contract amount of $4,348,063.43 with 25 day’s impact to the schedule.

On May 3, 2018 the Board awarded to Ampco Contracting, the demolition contract for the Science and Technology Buildings as the first phase of the preparation for the construction of the new Discovery Building, in the amount of $3,954,000.00.

A significant amount of previously unknown asbestos containing material in the Technology building was identified during the previous Abatement Project. The scope of the additional work was too significant to have included in that project and so it was decided that it should be added to the demolition contract. Ampco Contracting was requested to provide a cost proposal for this work, which has been assessed by the District’s project team to be reasonable. The work will require the full encapsulation of the entire building, the removal of the stucco and then the removal of the asbestos containing coating from the underlying CMU walls. All of the material removed must be contained, bagged and disposed of in a carefully regulated method. This will add 25 days to the demolition of the Technology Building, which at this stage, is on the critical path. Although that will add to the schedule, it will not affect the next phase of the development.

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

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $3,954,000.00
• CHANGE ORDER #01 - Abatement of Technology Building: $394,063.43 
• TOTAL CONTRACT AMOUNT: $4,348,063.43

It is recommended that the Board of Education award an agreement to Ishler Design & Engineering to provide Professional Engineering Services for Santa Monica High School - Discovery Building Project in an amount not to exceed $1,200.00.

On May 19, 2018, the District utilized the two classrooms on the 2^nd floor of The Growing Place to use as light storage. This space is being used to store the student desks used for testing at Samohi at the end of each year. These desks were previously being stored in the Technology Building at Samohi which is scheduled to be demolished in the summer of 2018 so a new space was necessary.

Ishler Design and Engineering Associates has been asked to provide an evaluation of the suitability of utilizing the 2^nd floor area at The Growing Place for light storage.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES 
• Account Number:  85-90904-0-00000-85000-5802-015-2600
• Project: Discovery Building
• Budget Category: Professional Engineering Services

It is recommended that the Board of Education accept as completed all construction under the contract issued to Precision Contracting, for the Santa Monica High School – Discovery Building Project - Abatement of the Science and Technology Buildings, in preparation for the demolition of the buildings prior to the construction of the Discovery Building, with a final contract amount of $228,598.12.

At the March 15, 2018 Board of Education Meeting, a contract was awarded to Precision Contracting for the amount of $187,680.00.  Three change orders were issued, which increased the contract amount to $228,598.12.

All scope of work items have now been completed.  A Certificate of Substantial Completion was issued to Precision Contracting.  No further correction items remain as all work has been completed successfully.  In compliance with statutory requirements, a Notice of Completion will be filed with the County of Los Angeles.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-0000-85000-6200-015-2600
• Budget Category: Construction Contracts

It is recommended that the Board of Education approve Contract Amendment #26 with Alta Environmental for monitoring services at Santa Monica High School – Discovery Building Project – Science and Technology Building Demolition, in an amount not to exceed $21,215.85 for a total contract amount of $1,600,721.28.

A significant amount of asbestos containing material in the Technology building was identified during the Abatement Project. Alta Environmental was requested to provide consultant services for the monitoring and air sampling for this additional asbestos related abatement work and to ensure compliance with all requirements.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90904-0-00000-85000-5802-015-2600
• 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
• CA #22 – MMHS – Hazard.Mat.Consult.: $50,000.00
• CA #23 - Franklin & Pt. Dume – WFP and HVAC: $146,928.50
• CA #24 – JAMS – PAC ACM & LBP Building J: $16,073.50
• CA #25 – JAMS and McKinley ES – WFPD: $35,153.25
• CA #26 – Samohi – oversight/Monitoring – Technology: $21,215.85  
• TOTAL CONTRACT AMOUNT: $1,600,721.28

It is recommended that the Board of Education approve Contract Amendment #15 with Chan Young Architects to provide architectural services for: the redesign of components of the Olympic Spur Project; and to provide a T&M design services budget for numerous small projects that have been identified for Santa Monica High School – Discovery Building Project in an amount not to exceed $58,556.00 for a total contract amendment amount of $1,800,683.47.

A campus wide standard perimeter fence design, based on the fence design used around Innovation, has been recently adopted for the school to enhance the campus identity. It was decided to extend that design for the new Olympic Spur Project to define the south western corner of the campus along Olympic Blvd. This required the redesign of components of the project. The cost for the additional service is $8,556.00.

A number of smaller projects for the Samohi Campus have been identified, which will require design work, which include Barnum Hall Seating revisions; additional lighting; campus fencing and a number of other projects, many of which require a quick response or turn-around. This budget is being created to accommodate ongoing design consulting services to be used on a Time and Materials basis when required. The budget allowance requested is $50,000.00 - for a total contract amendment amount not to exceed $58,556.00.

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 - SCP T&M: $25,000.00
• Contract Amendment #10 - Fire Dampers and Pool Ventilation: $25,759.34
• Contract Amendment #11 - Mods to Utility Building & Olympic Spur: $57,504.85
• Contract Amendment #12 - Sealy Field Modifications: $13,034.00
• Contract Amendment #13 - Site Design Guidelines and Signage/Wayfinding: $166,277.00
• Contract Amendment #14 - LV OSP Trace Services: $43,710.00
• Contract Amendment #15 - Olympic Spur Added scope and Gen Services T&M: $58,556.00 
• TOTAL CONTRACT AMOUNT: $1,800,683.47

It is recommended that the Board of Education accept as completed all construction under the contract issued to SimplexGrinnell for the Will Rogers Elementary School – Window, Paint, Floors & Doors Project - Fire Alarm Upgrade (DSA 03-117560) with a final contract amount of $642,269.43.

At the May 04,2017 Board of Education Meeting, a contract was awarded to SimplexGrinnell under the GSA contract #GS-07-0396M in the amount of $479,486.85.  One change order for $162,782.58 was subsequently approved and increased the approved contract amount to $642,269.43.

All scope of work items have now been completed.  On January 13, 2018, a Certificate of Substantial Completion was issued to SimplexGrinnell.  A punch list specifying items to be corrected and/or documents to be submitted within 30 days of Substantial Completion was provided to the Contractor.  All items listed on the punch list have been completed and documents submitted.  In compliance with statutory requirements, a Notice of Completion has been filed with the County of Los Angeles on May 21, 2018.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5640-006-2600
• Budget Category: Hard Costs/Construction
• DSA #: 03-117560
  

It is recommended that the Board of Education accept as completed all construction under the contract issued to SimplexGrinnell for the SMMUSD District Office - Data Center-IT Expansion Project (DSA 03-116118) with a final contract amount of $225,902.74.

At the July 15,2017 Board of Education Meeting, a contract was awarded to SimplexGrinnell under the GSA contract #GS-07-0396M in the amount of $184,989.22.  One change order for $40,913.53 was subsequently approved and increased the approved contract amount to $225,902.74.

All scope of work items have now been completed.  On February 22, 2018, a Certificate of Substantial Completion was issued to SimplexGrinnell.  A punch list specifying items to be corrected and/or documents to be submitted within 30 days of Substantial Completion was provided to the Contractor.  All items listed on the punch list have been completed and documents submitted.  In compliance with statutory requirements, a Notice of Completion was filed with the County of Los Angeles on March 21, 2018.

Funding Information

• Budgeted: Yes
• Fund: 83
• Source: Measure BB
• Account Number: 83-90503-0-00000-85000-6200-054-2600
• Budget Category: Hard Costs/Construction
• DSA #: 03-116118
  

It is recommended that the Board of Education approve Amendment #09 with Sandy Pringle Associates to provide inspection services for Santa Monica High School – Discovery Building Project in an amount not to exceed $81,176.00 for a total contract amount of $332,405.20. 

Inspections services are required for the demolition of the Science and Technology Building Project. The project includes:

• The abatement of Technology building
• Demolition of all building structures on the site
• Demolition of retaining walls on campus and on the property line on Olympic Blvd.
• The installation of wet utilities
• Sewer tie-in at Olympic Blvd
• Major grading and associated SWPPP work

The work will include general construction inspection and IOR services to ensure compliance with DSA approved plans.

Sandy Pringle and Associates has been asked to provide a “not to exceed” proposal based on the DSA approved plans for the project to be used as directed to conduct the inspection services required.

Inspection services are required by code to ensure that school facilities are built to the District, Caltrans, the City of Santa Monica requirements and best construction practices. This amendment #09 is to provide additional inspection services for the inspection work described above.

Funding Information:

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-00000-85000-5802-015-2600
• Budget Category: Soft Costs \ Testing & Inspection
• DSA #: 03-118434

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT - Roosevelt & Webster – WFP:$32,968.00
• CONTRACT AMENDMENT #01 – Malibu FIG – WFP: $53,256.00
• CONTRACT AMENDMENT #02 – SAMOHI – Sealy Field: $49,818.00      
• CONTRACT AMENDMENT #03 – Lincoln MS – Track & Field: $49,818.00
• CONTRACT AMENDMENT #04 – Webster ES – WFP: $31,000.00   
• CONTRACT AMENDMENT #05 – Samohi – Pico and BB Stairway: $3,610
• CONTRACT AMENDMENT #06 – Samohi – Interim Repairs & stairs: $3,400
• CONTRACT AMENDMENT #07 – Samohi – Discovery; Interim Housing & duct bank: $10,830
• CONTRACT AMENDMENT #08 – Samohi – Campus HVAC $16,529.20
• CONTRACT AMENDMENT #09 – Samohi – Demo $81,176.00  
• TOTAL CONTRACT AMOUNT: $332,405.20

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 (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 declare salaries as indefinite for bargaining unit members and unrepresented senior management, management, supervisory and confidential employees for the 2018-2019 school year.

Because salaries for represented bargaining unit members and unrepresented senior management, management, supervisory and confidential employees are set by the Board of Education, if the Board of Education declares, in advance of the new fiscal year, that salaries for its employees are indefinite, whether subject to future review, negotiations, financial condition, or other factors, such action will suffice to permit retroactive salary adjustments back to the beginning of the new year.

This action meets the requirements specified in Education Code Section 45032.

It is recommended that the Board of Education extend the employment agreement with Dr. Mark Kelly, Assistant Superintendent, Human Resources of the Santa Monica-Malibu Unified School District, effective July 1, 2018, through June 30, 2021. 

Dr. Kelly’s original three-year contract was approved on February 19, 2015, and is set to expire on June 30, 2018. 

Dr. Kelly’s employment agreement is attached. 

It is recommended that the Board of Education approve the administrative appointment listed below.

• House Principal, Santa Monica High School (effective July 1, 2018)

It is recommended that the Board of Education accept the Los Angeles County Plan for Expelled Students. 

Education Code 48926 requires school districts and county offices of education to develop a countywide plan for providing education services to all expelled students in the county.  The updated plan, last published in 2015, was adopted by the Los Angeles County Board of Education at its April 10, 2018, regular meeting, and reflects district responses to the December 14, 2017, survey that was provided to districts countywide.  The plan provides a basic overview of how the mandates of EC 48926 have been addressed in Los Angeles County, plus includes suggestions for the future to better meet district needs. 

School districts in Los Angeles County are required (as per EC 48926) to accept and acknowledge the Los Angeles County Plan for Expelled Students by June 13, 2018, to address the needs of all expelled pupils in Los Angeles County. 

The countywide plan shall:

• Enumerate existing educational alternatives
• Identify gaps in educational services
• Identify plans for filling those service gaps and
• Identify alternative placements for pupils who fail to meet terms and conditions of their alternative placement.

The plan is attached to this item.

Staff will be providing the Board of Education with an overview of the current food services program; call attention to challenges, including low participation rate and equipment and budget constraints; share student and parent feedback; and propose methods to increase participation and increase revenue.

Staff is looking for direction from the Board of Education regarding the proposed revenue-increasing options.

The attached presentation lists the estimated costs associated with upgrading the kitchens at Samohi and Malibu HS, should the board give direction to pilot a freshly-prepared meal program at those sites.  

Staff anticipates that this item will require a total of 70 minutes, with 40 minutes for the staff report and 30 minutes for the board members questions and comments.  

As per AR 1220 regarding District Advisory Committees (DACs), each DAC “shall make an End-of-Year report to the Board of Education regarding the achievement of its goals and/or deliverables,” which were developed by committee leadership and approved by the board at the beginning of the school year. 

Each DAC will have ten minutes to summarize the highlights of its end-of-year report. 

Attached are the end-of-year reports for the Early Child Care DAC, Intercultural Equity and Excellence DAC, and Special Education DAC.  The reports for the English Learners DAC, health and Safety DAC, and the Visual and Performing Arts DAC will be delivered at the June 28, 2018, board meeting.  

In February, each DAC provided a written update to the board, which speared as Informational items. 

Staff anticipates that this item will require a total of 45 minutes, with 30 minutes for the reports and 15 minutes for board members’ questions/comments.

After discussions with representatives from SMMEF, PTA Council, Malibu PTAs, Malibu principals, several Board members and others, it is recommended that beginning with monies to be raised for Fiscal Year 2019-2020 (which will begin in July 2018), the fundraising structure should be changed so that the Santa Monica-Malibu Education Foundation ("SMMEF") is responsible for raising money to support board-approved programs for Santa Monica schools and a different entity (whether it is an existing entity such as the Shark Fund or some other non-profit entity yet to be formed) should raise money for board-approved programs for Malibu schools. It allows for Malibu to raise money for Malibu schools while Santa Monica will raise money for Santa Monica schools. This structure is akin to the approach being taken with respect to the probable November 2018 bond measure with the adoption of School Facility Improvement Districts for Malibu and Santa Monica.

SMMEF is charged with raising money throughout the District for programs that are approved by the SMMUSD Board of Education upon the recommendation of the Superintendent and staff, after collaboration with the Superintendent’s Advisory Committee (“SAC”). The SAC is comprised of representatives from all schools in the District.

For the past five years, 95% of the monies raised from parents has come from Santa Monica parents, while only 5% of monies raised from parents has come from Malibu parents. With each subsequent year, this fundraising reality has led to increasing concern on the part of the SMMEF Board. In discussions held with Malibu PTA and education community leaders, Malibu has expressed an interest in an approach that would allow for, and make clear, that monies raised in Malibu would go to support Malibu students and Malibu schools. The SMMEF Board is hopeful that a change in the districtwide funding structure that would allow for separate fundraising in Malibu for Malibu schools would boost fundraising in Malibu, and that this would boost Santa Monica fundraising as well. 

If the most positive outcome occurs and Malibu and/or Santa Monica begin to raise money over and above the amount necessary to pay for programs approved by the School Board, on the recommendation of the Superintendent upon collaboration with a Malibu SAC and a Santa Monica SAC respectively, the additional monies can either be placed in an endowment, rolled over to help cover the following year’s program costs, or become part of a bigger plan to address “aspirational” programs not yet funded or approved.  If this occurs, that will be a welcome scenario for the Superintendent, staff, the SACs and the School Board to deal with.

Greater fundraising potential for both Santa Monica and Malibu programs.

SMMEF’s fiscal year is July 1 through June 30. It raises funds for the following year, not for the year in which the money is raised. In order to begin separating the fundraising, SMMEF must start communicating and fundraising on July 1, 2018 for the 2019-2020 school year. This decision must be made as soon as possible in order for appropriate communications materials to be developed for both Santa Monica schools and Malibu schools.

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

It is recommended that the Board of Education consider revising BP and AR 6143 – Courses of Study.

On May 18, 2017, the board approved changes to BP 6146.1 – High School Graduation Requirements to include an American Cultures and Ethnic Studies graduation requirement.  During that policy update process, the board sub-committee suggested that staff:

• return with CSBA routine updates to BP 6146.1 (Item No. X.E in this agenda)
• weave the Social Justice Standards through all PreK-12 curriculum
• initiate, create and revise UC A-G course electives that will align with the District defined Social Justice standards. 

Staff has updated BP and AR 6143 – Courses of Study to meet the board’s direction regarding the Social Justice Standards.  The policy has been updated to reference the California Content Standards, Frameworks and Social Justice Standards (Teaching Tolerance, 2016; adopted by SMMUSD Board of Education December 14, 2017).

The regulation has been updated to include the Social Justice Standards in grades 1-6 and also 7-12.

The board will discuss Item Nos. X.D-E together, as they are related (the attached presentation addresses both items).  Staff anticipates that these items will require a total of 15 minutes, with 15 minutes for the staff report and 10 minutes for board member questions/comments.

It is recommended that he Board of Education consider revising BP 6146.1 – High School Graduation Requirements. 

On May 18, 2017, the board approved changes to the policy and regulation to include an American cultures and ethnic studies graduation requirement.  During that revision process, the board decided to postpone the CSBA recommended updates to the policy until a future date.  Those CSBA changes are now coming forward for discussion.

The policy has been updated to reflect new law (AB 830, Ch. 641, Statutes of 2017), which repealed Education Code 60850-60859, thereby eliminating the California High School Exit Examination as a requirement for high school graduation. 

The regulation has been attached just for reference.  

The board will discuss Item Nos. X.D-E together, as they are related (the attached presentation addresses both items).  Staff anticipates that these items will require a total of 15 minutes, with 15 minutes for the staff report and 10 minutes for board member questions/comments. 

It is recommended that the Board of Education hold a public hearing for any interested persons to comment on the Formation of School Facilities Improvement District No. 1 (Santa Monica Schools).

Prior to adopting Resolution No. 17-46 - Ordering the Formation of School Facilities Improvement District No. 1 of the Santa Monica-Malibu Unified School District (Santa Monica Schools), which is Item No. XI.C in this agenda, the board must first hold a public hearing to hear from members of the public. 

It is recommended that the Board of Education hold a public hearing for any interested persons to comment on the Formation of School Facilities Improvement District No. 2 (Malibu Schools). 

Prior to adopting Resolution No. 17-47 - Ordering the Formation of School Facilities Improvement District No. 2 of the Santa Monica-Malibu Unified School District (Malibu Schools), which is Item No. XI.D in this agenda, the board must first hold a public hearing to hear from members of the public. 

It is recommended that the Board of Education adopt Resolution No. 17-46 - Ordering the Formation of School Facilities Improvement District No. 1 of the Santa Monica-Malibu Unified School District (Santa Monica Schools).

This Resolution is the final step in the formation process in creating two School Facilities Improvement Districts (SFIDs) as two distinct sub-areas within District boundaries, the Santa Monica Schools Area and the Malibu Schools Area.  If formed, general obligation bond elections can be called by the Board and conducted in November 2018 within the applicable SFID boundaries for facilities improvement projects within the applicable SFID. 

On April 12, 2018, the County Board of Supervisors took action to make the SFID Law applicable to the District and the SFID formation proceedings.

On May 3, 2018, the District Board adopted a Resolution declaring its intention to the SFID (Malibu Schools).

On May 17, 2018, the District Board adopted a Resolution declaring its intention to the SFID (Santa Monica Schools).

On May 24, 2018, and May 31, 2018, Notice of Public Hearing to be held on June 14, 2018, was published in Los Angeles County publications (Malibu Times and Santa Monica Daily Press) in accordance with legal requirements.

This evening, the Board will open and conduct public hearings to receive testimony from any interested persons with respect to formation of the SFIDs (Item Nos. XI.A-B in this agenda).

At the conclusion of the public hearings, the Board will consider adoption of the Resolutions officially forming the SFIDs.  If adopted, it is expected that at a later Board meeting, the District will consider Resolutions Calling Bond Elections in the respective SFIDs.

It is recommended that the Board of Education adopt Resolution No. 17-47 - Ordering the Formation of School Facilities Improvement District No. 2 of the Santa Monica-Malibu Unified School District (Malibu Schools). 

This Resolution is the final step in the formation process in creating two School Facilities Improvement Districts (SFIDs) as two distinct sub-areas within District boundaries, the Santa Monica Schools Area and the Malibu Schools Area.  If formed, general obligation bond elections can be called by the Board and conducted in November 2018 within the applicable SFID boundaries for facilities improvement projects within the applicable SFID. 

On April 12, 2018, the County Board of Supervisors took action to make the SFID Law applicable to the District and the SFID formation proceedings.

On May 3, 2018, the District Board adopted a Resolution declaring its intention to the SFID (Malibu Schools).

On May 17, 2018, the District Board adopted a Resolution declaring its intention to the SFID (Santa Monica Schools).

On May 24, 2018, and May 31, 2018, Notice of Public Hearing to be held on June 14, 2018, was published in Los Angeles County publications (Malibu Times and Santa Monica Daily Press) in accordance with legal requirements.

This evening, the Board will open and conduct public hearings to receive testimony from any interested persons with respect to formation of the SFIDs (Item Nos. XI.A.-B in this agenda).

At the conclusion of the public hearings, the Board will consider adoption of the Resolutions officially forming the SFIDs.  If adopted, it is expected that at a later Board meeting, the District will consider Resolutions Calling Bond Elections in the respective SFIDs.

In accordance with the Board of Education policy, the supplemental textbooks listed below will be on public display for the next two weeks in the Educational Services Department at 1630 17th Street, Santa Monica, CA 90404.

• American Born Chinese (graphic novel), by Gene Luen Yan, to be used in 10^th grade English classes at Malibu High School.  Adoption requested by Bonnie Thoreson, Malibu High School English Department Chair.

This meeting will adjourn to a special meeting scheduled for Tuesday, June 19, 2018, at 4:00 p.m. at the district office: 1651 16th Street, Santa Monica, CA. The next regular meeting is scheduled for Thursday, June 28, 2018, at 5:30 p.m. at the district office.