Prior to closed session, Superintendent Drati will conduct the oath of office for those board members who are unable to attend the swearing-in at Santa Monica City Hall on December 11. 

• Name of Case: America Unites for Kids vs. Lyon (C.D. Ca. Sept., 2016), now on appeal to the U.S. Court of Appeals for the Ninth Circuit, America Unites for Kids v. Rousseau, No. 16-56390

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

• DN-1008-17/18 (Special Education) (postponed from 11/15/18)
• DN-1011-18/19 (Special Education) (postponed from 11/15/18)
• DN-1012-18/19 (Special Education)

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

• Agency Designated Representative: Ben Drati:
• Employee Organization: SMMCTA

• Agency Designated Representative; Ben Drati
• Employee Organization: SMMASA

It is recommended that the Board of Education approve the December 13, 2018, meeting agenda.  

It is recommended that the Board of Education approve the November 15, 2018, regular meeting minutes.

• Honoring Grant Elementary School - Highest Participation Rate (79%) for Bike It! Walk It! Day

The purpose of this presentation is for the Board of Education to hear from the SMMUSD counselor team regarding the many counseling facets that we provide our students and families, including Hatching Results and Naviance.  The counseling team will also highlight the professional development opportunities in which they have participated, which have allowed them to collaborate to create, reshape, and reform our current counseling programs.  

Staff anticipates that this item will require a total of 45 minutes, with 25 minutes for the staff report and 20 minutes for board member questions/comments.  

This item was postponed from the 11/15/18 board meeting.

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

• Contractor: The Broad Stage
• Dates: 11/09/18
• Amount not to exceed: $2,500.00
• Description: Support of the The Broad Stage’s presentation of The Diary of Anne Frank on Friday, November 9, 2018 at Barnum Hall on Santa Monica HS.
• Site: Superintendent’s Office
• Funding: 01-00000-0-00000-71500-5802-020-1200
• (Postponed from 11/1/18)

• Contractor: School Services of California
• Dates: 12/06/18-07/31/19
• Amount not to exceed: $19,500.00
• Description: Reserve Policy Review ($14,500) and assist District with calculations related to the receipt of Education Revenue Augmentation Fund revenues (ERAF) and its status as a basic aid/community-funded district.
• Site: Business Office
• Funding: 01-00000-0-00000-73000-5802-050-1500

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 approve the special field trip(s) listed below for students for the 2018-2019 school year.  

• School: SMASH
• Grade: 7^th-8^th
• # of Students: 52        
• Destination: Fulcrum Adventures, Canyon Creek at Lake Hughes, CA
• Dates: 12/12/18-12/14/18
• Principal/Teacher: J.Rishe/G.Hwang/D.Mendinueto
• Cost & Funding Source: $400.00 per student by donations and parent fundraising
• Subject: Sciene
• Purpose: Leadership Training

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 16
• Destination: Marriott Anaheim, Garden Grove, CA
• Dates:  01/11/19–01/13/19
• Principal/Teacher: A.Shelton/A.Kemp
• Cost & Funding Source: $0 per student by donations and parent fundraising
• Subject: CTE
• Purpose: DECA Southern CA District Conference/Competition

No child will be denied due to financial hardship. 

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 have been on public display for the past two weeks in the Educational Services Department at 1630 17th Street, Santa Monica, CA 90404.

• Signs Preceding the End of the World, by Herrera Yuri, for use in English 12AP classroom.Adoption requested by Rachel Stowell and Alex Maye at Malibu High School.

It is recommended that the Board of Education approve for Child Development Services (CDS) to start an Early Head Start Home-based Program for the reminder of the 2018-19 school year.

In accordance with LACOE’s expectation of full enrollment, CDS recommends converting unfilled HS slots to Early Head Start Homebased slots for the remainder of the 2018-2019 school year. There will be no more than 8 Homebased Early Head Start students, and they will be a part of the CDS department under the LACOE grant. Consideration will be made for Early Head Start for the 2019-2020 school year. 

It is recommended that the Board of Education approve contracts for Semi-Private music lessons for SED students in grades 4 through 12. 

There are a total of eight (6) independent contractors who have been screened and vetted. There are a total of 957 socio-economically disadvantaged (SED) SMMUSD music students who are eligible to participate in this service.

Six (6) agencies submitted comprehensive proposals to provide services to our students. Proposal requirements included a description of services, certificates of insurance, W-9s, verification of background checks and TB testing, description of licenses, credentials and/or training, and copies of complaint procedures, child abuse and missing persons reporting procedures.

Each vendor determines its hourly rate for services, the instructional materials used for tutoring, and the method of assessing and monitoring student progress, not to exceed $550 per student for the 2018-2019 school year. The District has set aside a 1.905% reserve. Each vendor determines the appropriate grouping of students for semi-private music lessons with parental input. Families of eligible students grades 4 through 12 were notified of the opportunity for semi-private music lessons through communications from the school principals, teachers, and Bilingual Liaisons and a mailing that went home on September 25 and two vendor events held on Saturdays, one at the Professional Development and Learning Center on October 20, and the other held at Point Dume Elementary on October 27. Families were provided the opportunity to meet with eligible vendors at the vendor fairs in the communities of Santa Monica and Malibu, and were provided a list of the agencies that submitted comprehensive proposals to SMMUSD along with a description of their services, their hourly rate for services, and their contact information.

Based on the number of students participating this year, Santa Monica-Malibu Unified School District proposes to enter into contract with the following vendors (see attached).

Funding Information:

• Budgeted: Yes
• Fund/Source: SMMEF/ Music Endowment
• Account Number: 01-90820-0-17100-10000-5802-030-1300
• Description: Semi-Private Music Lessons/SED

The endowment overseen by Santa Monica-Malibu Education Foundation (SMMEF) not to exceed $115,000.

It is recommended that the board of Education approve the attached Special Education contracts for fiscal year 2018/2019.

"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 recommendation 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 following Purchase Orders and Changed Purchase Orders from November 7, 2018, through December 5, 2018, for fiscal /19. 

It is recommended that the Board of Education accept, with gratitude, checks totaling $26,422.31 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 2018-2019 income and appropriations by $26,422.31 as described on the attached listing.

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

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

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

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

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

• Dr. Ben Drati, Superintendent  
• Dr. Mark O. Kelly, Assistant Superintendent, Human Resources
• Dr. Jacqueline Mora, Assistant Superintendent, Educational Services
• Ms. Melody Canady, Assistant Superintendent, Business & Fiscal Services
• Mr. Carey W. Upton, Chief Operating Officer
• Ms. Gail Pinsker, Community and Public Relations Officer
• Mr. Roosevelt Brown, Director of Maintenance and Operations
• Ms. Tara Brown, Director of Student Services
• Dr. Irene Gonzalez-Castillo, Director of Curriculum & Instruction
• Mr. Gerardo Cruz, Director of Fiscal & Business Services
• Ms. Pamela Kazee, Director of Special Education
• Mr. Sam Koshy, Director of Assessment, Research & Evaluation
• Ms. Ruthy Mangle, Director of Information Services
• Mr. Richard Marchini, Director of Food & Nutrition Services
• Ms. Bertha Roman, Director of Educational Technology
• Dr. Susan Samarge-Powell, Director of Early Learning
• Dr. Suzanne Webb, Director of Human Resources
• Mr. Elhamy Tanios, Assistant Director of Fiscal Services
• Mr. Jerry Gibson, Manager of Facility Use

It is recommended that the Board of Education award Bid #19.17 to Vera’s Painting for Painting Exterior at Grant Elementary School in an amount not to exceed $96,140.00, which includes a 10% contingency to be used by the District at their discretion. 

Grant Elementary School buildings are in need of painting the exterior walls, which have not been addressed in over 10 years.  The paint is cracking and peeling, exposing the wall to possible damage from water and soil. 

Funding Information:

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

Four bids were received and the district awarded the bid to the lowest responsible contractor:

• Vera’s Painting: $87,400.00
• Omega Construction: $198,000.00
• AJ Fistes: Non-Responsive
• CTG Construction: Non-Responsive

It is recommended that the Board of Education award Bid #19.18 for exterior painting at Lincoln CDC to Omega Construction in an amount not to exceed $19,250.00, which includes a 10% contingency to be used by the district at its discretion. 

Lincoln CDC buildings are in need of painting the exterior walls, which have not been addressed in over 10 years.  The paint is cracking and peeling, exposing the wall to possible damage from water and soil. 

Funding Information:

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

Four bids were received and the district awarded the bid to the lowest responsible contractor:

• Omega Construction: $17,500.00
• Vera’s Painting: $34,600.00
• AJ Fistes: Non-Responsive
• CTG Construction: Non-Responsive

It is recommended that the Board of Education award CDWG, Bid# 19.16 for the purchase of HP Chromebook, licenses and related professional white glove services, in an amount not to exceed $1,077,772.50, that includes the right to purchase additional Chromebooks at the same price structure within 90 days of the original bid award.

Chrombooks purchased will support year 1 roll out of the Digital Learning Program that includes providing chromebooks for all students in grades 7, 9, and 11. 

Funding Information:

• Budgeted: Yes
• Fund: 50
• Source : Measure GSH
• Account Number: 01-00050-0-19100-10000-4320-030-1300

Digital Learning Program was presented to the SMMUSD Board of Education during the September 6, 2018, board meeting.  The program’s goal is to provide equitable access to computing devices for all SMMUSD students including professional development and support for all staff.  This purchase is in line with the 18-19 school year where 7^th, 9^th, and 10^th grade students will receive one to one chromebook devices.  CDWG will provide Professional Services and Chromebook White Glove Professional Services under this contract, which includes asset management, warranty and installation services.

Three bids were received and the district awarded the bid to the lowest responsible contractor:

• CDWG: $1,077,772.50
• Intelli-Tech: $1,141,566.75
• Staples: $1,117,362.67

It is recommended that the Board of Education adopt Emergency Resolution No. 18-17 - Reduced Days of Operation or Attendance Due to Emergency Conditions: November 9-December 12, 2018.

Due to the Woolsey Fire, all four SMMUSD schools in Malibu were closed starting November 9, 2018.  On a rolling schedule due to the degree of damage from the fire, schools reopened for student attendance starting November 28 for Webster Elementary School, December 4 for Point Dume Marine Science School, December 11 for Juan Cabrillo Elementary School, and December 12 for Malibu High School.  Because our district receives funds from the State of California to operate child care and development programs (preschool and before- and after-school care), we are required to provide the rationale for these closures in order to provide against loss of funds due to circumstances that are beyond our control, such as the fire. 

The resolution will be attached prior to the board meeting.

It is recommended that the Board of Education approve Contract Amendment #18 with dsk Architects to provide additional architectural and engineering design services for Pt. Dume Elementary School - HVAC Project in an amount not to exceed $6,665.00 for a total contract amount of $1,340,038.00.

Dsk has been asked to provide additional services required to provide heating, ventilation and air conditioning systems in two mechanical/electrical rooms and the science laboratory/aquarium at Pt. Dume ES.

These spaces were not included in the original proposal.  Since then, it has been determined that the heat load in the mechanical/electrical “storage” rooms is very high. The aquarium was originally omitted due to the extensive murals in that space.  The murals will now need to be repaired once HVAC has been installed.

Funding Information

• Budget: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90906-0-00000-85000-5802-019-2600
• Budget Category: Soft Costs/AE Design Services  

MEASURE ES FUNDING

• ORIGINAL CONTRACT – Webster – WPF: $192,235.00
• CA #01 – Webster ES – WPF: $27,470.00
• CA #02 – Webster ES – WPF: $N/A
• CA #03 – Webster ES – WPF: $10,000.00
• CA #04 – Webster ES, Pt. Dume ES – PFD addl services: $34,762.00
• CA #05 – Webster ES – WPFD: $58,480.00
• CA #06 – Olympic HS – WPFD and HVAC Project: $379,828.00
• CA #07 – Olympic HS – HVAC Project addl services landscape: $18,364.00
• CA #08 – Olympic HS – WPFD and HVAC Project Reimbursable Exp: $18,950.00
• CA #09 – Webster ES – WPF additional services construction mgmt: $9,555.00
• CA #10 – Olympic HS – WPFD additional design services: $44,611.00
• CA #11 – Malibu Alignment – Pt. Dume ES Interim Housing: $66,910.00
• CA #12 – Pt. Dume ES – PFD additional design services:  $26,361.00
• CA #13 – Pt. Dume ES PFD, Franklin ES, WPFD & HVAC addl design services: $107,139.00
• CA #14 – Pt. Dume ES, Olympic HS – WPFD & HVAC additional design services: $89,947.00
• CA #15 – Malibu Alignment – Webster ES, Play Yards: $57,534.00
• CA #16 – Malibu Alignment – Pt. Dume ES Wastewater Treatment: $118,327.00
• CA #17 – Pt. Dume ES PFD, Franklin ES WPFD & HVAC – additional design services: $72,900.00
• CA #18 – Pt. Dume ES – HVAC additional design services: $6,665.00  
• TOTAL CONTRACT AMOUNT: $1,340,038.00

It is recommended that the Board of Education approve Contract Amendment #61 with HMC Architects to include the cost of additional architectural and engineering design services related to two items for the Malibu Middle & High School – Campus Improvements Project in an amount not to exceed $32,535.00 for a total contract amount of $9,751,177.50.

Contract Amendment #61 will cover the cost of additional architectural and engineering design services related to two items:

Item #1 includes architectural design services to prepare new renderings of the roof area of the new Administration Building to include additional solar panels in various configurations. The District will utilize these rendering to approach the City of Malibu about a change to the CDP allowing the deletion of the green roof from the design in favor of additional solar panels. The cost of this item is $12,000.

Item #2 includes architectural design services assist the District with reviewing the FF&E packages prepared by the District’s furniture dealer and to participate in user group/dealer meetings as the architect of record. The cost of this item is $20,535.00.

The total cost of this contract amendment is $32,535.00. This CA will be funded from Program Reserve Shortages.  

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-008-2600
• 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: $57,330.00
• CONTRACT AMENDMENT #21 - MMHS, OWTS Const. Doc’s & CA: $245,375.00
• CONTRACT AMENDMENT #22 - Point Dume, Struct. invest. & design: $19,840.00
• CONTRACT AMENDMENT #23 - MMHS, CDP Exempt. and Waivers: $12,520.00
• CONTRACT AMENDMENT #24 - Cabrillo, DSA submittal Fencing: $3,700.00
• CONTRACT AMENDMENT #25 - MMHS, FA into sep. DSA & Bid Pkg: $69,210.00
• CONTRACT AMENDMENT #26 - MMHS Fence/Gates, Erosion Control: $83,090.00
• CONTRACT AMENDMENT #27 - Cabrillo, Fencing & gate revisions: $7,065.00
• CONTRACT AMENDMENT #28 - Webster, Parking and Drop-Off: $73,280.00
• CONTRACT AMENDMENT #29 - Malibu, Campus Improvement: $8,000.00
• CONTRACT AMENDMENT #30 - MMHS, EIR lighting study: $4,500.00
• CONTRACT AMENDMENT #32 - MMHS, RWQCB, WDRs: $6,200.00
• CONTRACT AMENDMENT #33 - MMHS HS, Fire Alarm, FCD: $7,315.00
• CONTRACT AMENDMENT #34 - MMHSHS, SWPPP: $5,800.00
• CONTRACT AMENDMENT #36 - MMHS, CDP, Hearing, redesign: $350,000.00
• CONTRACT AMENDMENT #37 - MMHS, Redesign, OWTS Redesign: $444,444.00
• CONTRACT AMENDMENT #38 - MMHS, Pkg Lot Photo Renderings: $44,345.00
• CONTRACT AMENDMENT #39 - MMHS, Wharf and Pkg Lot E Design: $496,000.00
• CONTRACT AMENDMENT #40 - MMHS, Pkg lot/ESHA Light Meter: $14,000.00
• CONTRACT AMENDMENT #41 - MMHS, Bldg E: $193,097.00
• CONTRACT AMENDMENT #42 - MMHS Building E Replacement: $108,500.00
• CONTRACT AMENDMENT #43 - MMHS Building E Exterior Upgrades: $88,454.00
• CONTRACT AMENDMENT #44 - MMHS Native Tree Monitoring Rpt.: $4,500.00
• CONTRACT AMENDMENT #45 - MMHS SWPPP & Waste Water: $158,764.00
• CONTRACT AMENDMENT #46 - MMHS Air Cond. & MDF Mig. Plan: $183,700.00
• CONTRACT AMENDMENT #47 - MMHS Feasibility Std and CDP App: $58,350.00
• CONTRACT AMENDMENT #48 - MMHS Growthpoint Renderings: $6,187.00
• CONTRACT AMENDMENT #49 - MMHS Design Updates and Bid Sets: $462,801.00
• CONTRACT AMENDMENT #50 - MMHS Peer Review - Outdoor Lights: $5,036.50.00
• CONTRACT AMENDMENT #51 - MMHS Traffic Control: $18,510.00
• 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: $44,985.00
• CONTRACT AMENDMENT #56 – MMHS Off-Site Permit Requirements: $31,075.00
• CONTRACT AMENDMENT #57 – Webster Hydrology and Rebidding: $20,500.00
• CONTRACT AMENDMENT #58 – Webster CCD to extend AC playground: $7,490.00
• CONTRACT AMENDMENT #59 – MMHS Fiber Optic Infrastructure: $42,830.00
• CONTRACT AMENDMENT #60 – MMHS Extended CA and Scoreboard Replacement: $204,607.00
• CONTRACT AMENDMENT #61 – MMHS Roof Renderings and FF&E: $32,535.00
• TOTAL CONTRACT AMOUNT: $9,751,177.50

Malibu Stadium Lighting:

• CONTRACT AMENDMENT #31 - MMHS, Stdm Lights, Architect Svcs.: $56,260.00
• CONTRACT AMENDMENT #35 - MMHS, Stdm Lights, Architect Svcs.: $12,795.00
• TOTAL AMOUNT: $69,055.00

This CA will be funded from Program Reserve Shortages.

It is recommended that the Board of Education award a contract for Bid #19.15.ES for Santa Monica High School – HVAC Project - Barnum, Music, Admin & North Gym Buildings to Pardess Air Inc, in an amount not to exceed $1,372,000.00.

The District publicly bid the Santa Monica High School HVAC Barnum, Music, Admin & North Gym Buildings Project – Bid #19.15.ES, on October 17, 2018. Legal advertisement of the notice inviting bids was published in The Daily Breeze and The Santa Monica Daily Press and ran on October 17, 2018 and October 24, 2018. The notice inviting bids was sent to 214 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 October 30, 2018 and 23 contractors attended. Bids were received and publicly opened on November 21, 2018. Three bids were received as noted below: 

1. Pardess Air Inc. $1,372,000.00
2. Golden Phoenix Construction $2,442,000.00
3. The Nazerian Group $2,744,123.00

Staff reviewed the bids for responsiveness.  The Notice of Intent to award was issued to the lowest responsive responsible bidder Pardess Air Inc, on November 28, 2018 for the total base bid amount of $1,372,000.00.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90906-0-00000-85000-6200-015-2600
• Budget Category: Construction Contract 
  

It is recommended that the Board of Education award a contract for Informal Bid #19.12.ES for Santa Monica High School – HVAC Project - Room H127 to AC Pros, Inc., in an amount not to exceed $86,000.00.

The District publicly bid the SAMOHI HVAC Building H127 Project – Informal Bid #19.12.ES, on October 11, 2018. The notice inviting bids was sent to 64 General Contractors that are on the SMMUSD Informal Bidders (CUPCCAA) list, and to the required trade journals. A mandatory job walk was conducted on October 16, 2018 and 10 contractors attended. Bids were received and publicly opened on November 7, 2018. Two bids were received as noted below:

1. AC Pros Inc. $86,000.00
2. United Mechanical Contractors $125,000.00

Staff reviewed the bids for responsiveness, and found the second lowest bidder to be non-responsive.  The Notice of Intent to award was issued to the lowest responsive responsible bidder AC Pros Inc., on November 20, 2018 for the total base bid amount of $86,000.00. 

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90906-0-00000-85000-6200-015-2600
• Budget Category: Construction Contract

It is recommended that the Board of Education award a contract for Informal Bid #19.13.ES for Santa Monica High School – HVAC Project - North Gym Visitors’ Locker Room to AC Pros, Inc., in an amount not to exceed $42,000.00.

The District publicly bid the SAMOHI HVAC North Gym Visitors’ Locker Room Project – Informal Bid #19.13.ES, on October 11, 2018. The notice inviting bids was sent to 64 General Contractors that are on the SMMUSD Informal Bidders (CUPCCAA) list, and to the required trade journals. A mandatory job walk was conducted on October 16, 2018 and 11 contractors attended. Bids were received and publicly opened on November 7, 2018. Two bids were received as noted below:

1. AC Pros Inc. $42,000.00
2. United Mechanical Contractors $74,000.00

Staff reviewed the bids for responsiveness, and found the second lowest bidder to be non-responsive.  The Notice of Intent to award was issued to the lowest responsive responsible bidder AC Pros Inc., on November 20, 2018 for the total base bid amount of $42,000.00. 

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90906-0-00000-85000-6200-015-2600
• Budget Category: Construction Contract

It is recommended that the Board of Education award a contract for the Design-Build of Solar Photovoltaic System at Edison Elementary School and Santa Monica High School – Solar Project to Performance Contracting Inc. (PCI) in an amount not to exceed $1,800,000.00.  

The District issued an RFQ/P for the design-build of solar photovoltaic systems on July 18, 2018. The project sites included within the RFQ/P were for Edison, John Adams Middle School and Santa Monica High School Innovation building which were made ready for solar infrastructure through the Measure BB Bond program.

A mandatory job walk was held on July 25, 2018 and 7 contractors attended. Proposals were received on September 4, 2018. Proposals were received from PCI and Perma City Solar. To ensure the solar projects are fiscally beneficial and responsible for the District, financial analysis and oversight of the project was completed by the District’s Solar Consultants Cumming Corporation. Through the analysis, it was found that a PV system at John Adams Middle School using the existing infrastructure is not fiscally beneficial. The district asked the proposing firms for a Best and Final Offer (BAFO) for the Edison & Santa Monica High School projects to include battery storage design options for consideration.  BAFO submittals were due on November 7, 2018 and both firms submitted.   

Staff & Cumming Corporation reviewed the proposals and conducted an interview on November 19^th, 2018 with PCI and found that PCI is qualified and will provide the best value to the District. It is recommended that PCI be awarded a contract based on pricing and qualifications in an amount not to exceed $1,800,000.00.  Staff is finalizing the designs at both sites and will return to the board to ratify the final award amounts for each site once determined.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90911-0-00000-85000-5802-001-2600 (Edison); 85-90911-0-00000-85000-5802-015-2600 (Samohi)
• Budget Category: Professional Services

It is recommended that the Board of Education award an agreement to MGTL Inc. to provide special inspection services for John Adams Middle School – HVAC and Fire Alarm Project in an amount not to exceed $8,862.00. 

The District issued an RFP on November 09, 2018 for special inspection services to MGTL since they were already providing the special inspection services on the JAMS – Gym and Field project. 

Staff reviewed the MGTL proposal and found that it was reasonable for the scope of services requested. It is recommended that Independent MGTL Inc. be awarded an agreement based on their qualifications and pricing for an amount not to exceed $8,862.00. 

Funding Information

• Budgeted: Yes
• Fund: 85-90906-0-00000-85000-5802-011-2600
• Source: Measure ES
• Budget Category: Soft Costs / Testing & Inspection / Materials Lab

It is recommended that the Board of Education approve Change Order #02 with USS Cal Builders, Inc. for the McKinley Elementary School – Window, Paint, Floors & Doors Project in an amount not to exceed $160,665.26 for a total contract amount of $6,727,982.89 and 0 days of schedule impact.

On March 15, 2018, the Board of Education awarded to USS Cal Builders, Inc. the construction contract for the McKinley Elementary School – Window, Paint, Floors & Doors Project in the amount of $6,488,000.00. Notice to proceed was given on May 23, 2018. 

The changes for this Change Order #02 include: Various work, including additional flooring, ceiling changes, electrical and fire alarm modifications, additional patching, kitchen equipment relocation and new access panels.

Change Order No. #02 does not increase to the contract time.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-62000-004-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-118333

MEASURE ES FUNDING

• Original Contract: $6,488,000.00
• Change Order #01: $79,317.63
• Change Order #02: $160,665.26
• TOTAL CONTRACT AMOUNT: $6,727,982.89

It is recommended that the Board of Education approve Change Order #05 with Simplex-Grinnell for the Olympic High School – Campus Modernization Project - New Fire Alarm System in an amount not to exceed $19,919.01 for a total contract amount of $553,814.88.   

This Change Order includes costs for both Simplex-Grinnell and subcontractors for time extension due to abatement of the entire Olympic HS Crawlspace under Building A.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Numbers: 83-90500-0-00000-85000-6200-014-2600
• DSA Application #: 03-113343
• Budget Category: Construction Hard Costs

MEASURE BB FUNDING:

• ORIGINAL CONTRACT - Olympic – New Fire Alarm Installation: $405,946.73
• CHANGE ORDER #01: $73,191.29
• CHANGE ORDER #02: $2,919.21
• CHANGE ORDER #03: $22,570.04
• CHANGE ORDER #04: $29,268.60
• CHANGE ORDER #05: $19,919.01
• TOTAL CONTRACT: $553,814.88

This Change Order will be funded from program reserve shortages.

It is recommended that the Board of Education approve Change Order #08 with Ampco Contracting for the Santa Monica High School – Demolition of Science and Technology Buildings in an amount not to exceed $83,099.67 for a total contract amount of $5,077,997.87 with 10-days impact to the schedule.

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

During the course of demolition, a significant number of unforeseen conditions were encountered mostly involving hazardous waste and buried structures. This continued throughout the project which has resulted in a total of 8 Change orders to date. The project is nearing completion and it is becoming less likely that new unforeseen conditions will be found.

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 

COR

• 9-R1 - Install water service for Interim Housing: $10,669.20
• 13 - SWPPP periodic Inspections: $5,644.50
• 28 - Pressure Wash Olympic Wall for mural: $2,148.98
• 29 - Install no-parking signs for storm drain encroachment into 6^th Street: $210.85
• 30 - Fencing mobilization costs: $3,048.58
• 31 - Removal of transite pipe and disposal of stored haz materials: $28,804.42
• 32 - Dump unforeseen concrete rubble stockpiled on site: $5,610.03
• 33 - Relocate 8' Storm Drain: $7,933.65
• 34 - Slurry backfill shallow storm drain: $6,990.00
• 35 - Overtime in Science Quad: $12,039.46 
• Total: $ 83,099.67

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT -    $3,954,000.00   
• CHANGE ORDER #01 - Abatement of Technology Building: $394,063.43
• CHANGE ORDER #02 - Relocation of trees: $36,120.00
• CHANGE ORDER #03 - Relocation of trees: $63,303.02
• CHANGE ORDER #04 - Move trees, electrical breakers and haz waste: $225,806.00
• CHANGE ORDER #05 - New Fencing, Sc Quad sewer MH, Michigan fence: $57,166.43
• CHANGE ORDER #06 - Privacy Fence Screening at Michigan fence: $6,457.95
• CHANGE ORDER #07 - SWPPP/Utility Modifications: $257,981.37
• CHANGE ORDER #08 - Water service/SWPPP/Unforeseen materials/Drain: $83,099.67
• TOTAL CONTRACT: $5,077,997.87

It is recommended that the Board of Education approve Change Order #02 Bid #19.07.ES with ACCO Engineered Systems for the Santa Monica High School - HVAC Project – Language Building Chiller Replacement in an amount not to exceed $8,500.00 for a new total contract amount of $209,038.00 with no impact to the schedule.

On September 20, 2018 the Board awarded to ACCO Engineered Systems, HVAC Chiller Replacement Project Bid #19.07.ES contract for Samohi, in the amount of $186,069.00.

The specified 100-ton Chiller was upgraded to a 110-ton Chiller, which has a shorter lead-time, which provides for a delivery in time for a winter break installation, while school is not in session.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90906-0-00000-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts 

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT – $186,069.00
• CHANGE ORDER #1 – Repairs to existing Air Handler: $14,469.00
• CHANGE ORDER #2 – Upgraded chiller: $8,500.00   
• TOTAL CONTRACT AMOUNT: $209,038.00

It is recommended that the Board of Education approve Change Order #05 with Waisman Construction, Inc. for the Webster Elementary School – Drop-off and Parking Lot Reconfiguration Project in an amount of $34,698.05 for a total contract amount of $3,451,830.50 and 0 days of schedule impact.

On April 12, 2017, the Santa Monica Malibu Unified School District’s Board of Education awarded to Waisman Construction, Inc. the construction contract for the Webster Elementary School – Safety Project in the amount of $ 3,207,665.00.

The changes for this Change Order #05 include: Provide concrete encasement for the new underground electrical conduit on campus; added rebar to the Fire Ramp wall and pedestrian ramp walls per the structure engineer’s review of shop drawings; added cost to haul away unforeseen concrete debris; added cost for surveying due to changes in elevation at play structure for curbs; remove unforeseen storm drain line and reroute; extend existing fence and gate at the boys and girls club to make it 6 feet high; provide and install new fence with District standard canvas screen at the North Playfield area perimeter; and patch and finish chain link fence at the fire access ramp wall. 

This Change Order No. #05 is necessary to reimburse Waisman Construction for the added cost of Constructing Webster Elementary School – Safety Project contract.

Change Order No. #05 includes a 0 day increase to the contract time and funding is from Program Reserve shortages. 

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-6200-008-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #:03-118507

MEASURE ES FUNDING

• Original Contract: $3,207,665.00
• Change Order #01: $49,661.54
• Change Order #02: $55,699.90
• Change Order #03: $88,331.15
• Change Order # 04: $15,774.86
• Change Order # 05: $34,698.05                        
• TOTAL CONTRACT AMOUNT: $3,451,830.50

It is recommended that the Board of Education approve Change Order #07 with A. J. Fistes Corporation for the Will Rogers Elementary School – Window, Paint, Floors & Doors Project in an amount not to exceed $55,000.00 for a total contract amount of $3,571,125.99 and 0 days of schedule impact.

On March 03, 2017, the Board of Education awarded to A. J. Fistes Corporation the construction contract for the Will Rogers Elementary School – Window, Paint, Floors & Doors Project in the amount of $2,813,450.00.

The changes for this Change Order #07 include: Increase the window subcontractor (AWS) crew size and change to 5/12 hr. shifts for 7 weeks and Additional cost for the window subcontractor (AWS) to provide additional management time for 7 weeks, in order to complete the window installation prior to the start of school on 8/23/17. This Change Order also includes the resolution to all of the AWS disputed Change Order requests including COR 79 - COR 82.

This Change Order No. #07 is necessary to reimburse A. J. Fistes Corporation the added cost of Constructing Will Rogers Elementary School – Window, Paint, Floors & Doors Project contract.

Change Order No. #07 does not increase to the contract time.

Funding Information

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

MEASURE ES FUNDING

• Original Contract: $2,813,450.00
• Change Order #01: $266,258.71
• Change Order #02: $117,093.81
• Change Order #03: $91,903.01
• Change Order #04: $130,668.52
• Change Order #05: $101,701.77
• Change Order #06: ($4,949.83)
• Change Order #07: $55,000.00                         
• TOTAL CONTRACT AMOUNT: $3,571,125.99

It is recommended that the Board of Education approve Change Order #08 with A. J. Fistes Corporation for the Will Rogers Elementary School – Window, Paint, Floors & Doors Project for 173 days of a no cost time extension.

On March 3, 2017, the Board of Education awarded to A. J. Fistes Corporation the construction contract for the Will Rogers Elementary School – Window, Paint, Floors & Doors Project in the amount of $2,813,450.00.

As the demolition of the existing Fire Alarm could not be started until the New Fire Alarm installation (by others) was complete on 1/27/18, no cost contract time extension was needed to extend the contract Substantial Completion date from 8/16/17 to the actual date of 2/05/18.

This Change Order No. #08 does not include any cost adjustment to A. J. Fistes Corporation for the Construction of Will Rogers Elementary School – Window, Paint, Floors & Doors Project contract 

Change Order No. #08 includes a No Cost Time increase of 173 days to the contract time.

Funding Information

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

MEASURE ES FUNDING

• Original Contract: $2,813,450.00
• Change Order #01: $266,258.71
• Change Order #02: $117,093.81
• Change Order #03: $91,903.01
• Change Order #04: $130,668.52
• Change Order #05: $101,701.77
• Change Order #06: ($4,949.83)
• Change Order #07: $55,000.00
• Change Order #08: $0.00                                 
• TOTAL CONTRACT AMOUNT: $3,571,125.99

It is recommended that the Board of Education approve Change Order #02 with The Nazerian Group for the John Adams Middle School – Gym Floor Replacement Project in a credit amount of ($5,068.22) for a total contract amount of $995,866.50, and 0 days of schedule impact.

On April 12, 2018, the Board of Education awarded toThe Nazerian Group the construction contract for the John Adams Middle School – Gym Floor Replacement Project in the amount of $977,123.00.

The changes for this Change Order #02 include: Repair ceiling and access panel damage; Stabilize  Lead Based Paint on the walls in the men's staff restroom and repaint; Move gym equipment from Boys Shower; Relocate light timer switch; Relocate unforeseen vent pipe; Remove abandoned conduit; Remove metal counter; Relocate shower control valve for the Girls ADA shower room 106; Add new shower control valve; Remove abandoned underground piping; Install 2 new gutters & downspouts; Credit to leave Chain Link gate between the Boys Locker Room 133 and the dry room 137; Credit for various doors, frames & hardware deleted from the contract due to field conditions; Credit to delete a portion of  paving at the Baseball bleachers; Credit to not replace metal lockers; Defer the paving on the East side of the field until the field turf replacement work was completed which included a paving remobilization; Paint the new Galvanized handrails the exterior ramps to match the existing handrails and Add new 3030 Blue - Forbo MCT Flooring in Boys storage room 135.

This Change Order No. #02 is necessary to reimburse the District for the deduct cost of Constructing John Adams Middle School – Gym Floor Replacement Project.

Change Order No. #02 includes a 0 day increase to the contract time and funding is from Program Reserve shortages. 

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-6200-011-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #:03-118444

MEASURE ES FUNDING

• Original Contract: $977,123.00
• Change Order #01: $23,811.72
• Change Order #02: $(5,068.22)
• TOTAL CONTRACT AMOUNT: $995,866.50

It is recommended that the Board of Education approve Contract Amendment #33 with Alta Environmental to provide professional services for PCB source sampling of the flooring at Franklin Elementary School and PCB source sampling of type K windows at McKinley Elementary School - Window, Paint, Floors & Doors Project in an amount not to exceed $44,253.75 for a total contract amount of $1,788,880.17.

The flooring in Buildings A, B, C, D, E, F, G and H at Franklin ES is scheduled to be replaced in the summer of 2019 and the existing mastic and flooring needs to be tested for PCBs prior to abatement and removal. One source sample on the type K windows in building C at McKinley ES was positive for PCBs so the remaining 12 windows will be source tested to confirm if PCB abatement is required.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-002-2600 (Franklin ES – PCBs - $38,534.75); 85-90905-0-00000-85000-5802-004-2600 (McKinley ES – PCBs - $5,719.00)
• 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
• CA #27 – Samohi – oversight/Monitoring – Demo: $13,800.00
• CA #28 – Samohi – UST disposal – Auto Shop: $39,012.36
• CA #29 – Will Rogers ES – Added Abatement monitoring: $12,320.78
• CA #30 – Cabrillo ES – Sampling and analysis Cabrillo Doors: $6,897.00
• CA #31 – JAMS – HVAC +FA – ACM and LPB Monitoring: $60,039.00
• CA #32 – Samohi – Air Sampling for Procedure 5 asbestos: $11,836.00
• CA #33 – Franklin ES and McKinley ES – PCB Sampling: $44,253.75 
• TOTAL CONTRACT AMOUNT: $1,788,880.17

It is recommended that the Board of Education approve Amendment #02 with KOA Corporation to provide for a supplemental traffic analysis for Pt. Dume Marine Science School - Malibu School Realignment Project in an amount not to exceed $3,300 for a total contract amount of $23,400.00.

This additional analysis was necessitated by comments made by the City of Malibu on the draft traffic study document related to the relocation of students from Juan Cabrillo Elementary School to Pt. Dume Marine Science School. The supplemental traffic analysis will include:

1. Analysis of a General Plan (year 2030) baseline for Phase 2 of the project;
2. Analysis of Phase 2 impacts under existing plus project conditions; and
3. Analysis of Phase 2 impacts under fixture year 2030 with project conditions.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90909-0-00000-85000-5802-019-2600
• Budget Category: Professional Services

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $15,200.00
• CONTRACT AMENDMENT #01 – Additional Data Collection: $4,900.00
• CONTRACT AMENDMENT #02 – Supplemental Traffic Analysis: $3,300.00
• TOTAL CONTRACT AMOUNT: $23,400.00

It is recommended that the Board of Education approve Amendment #10 with Sandy Pringle Associates Inspection Consultants (SPAIC) for a billing rate increase effective April 2018 through December 2018 for the Malibu Middle & High School - Campus Modernization Project (Phase 1 & 2).

Inspection services are required by code to ensure that school facilities are built to the District requirements. This amendment #10 is to provide inspection services for the work that was not completed in the 2018 spring/summer recess.

Funding Information:

• Budgeted: Yes
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-012-2600
• Budget Category: Soft Costs \ Testing & Inspection / Materials Lab
• DSA #: 03-113456

MEASURE BB  FUNDING:

• ORIGINAL CONTRACT AMOUNT – Inspector of Record: $462,500.00
• CONTRACT AMENDMENT #01 - Olympic HS IOR Inspection Services: $221,094.00
• CONTRACT AMENDMENT #02 - Extended IOR Services: $284,000.00
• CONTRACT AMENDMENT #03 - Extended IOR Services: $303,623.00
• CONTRACT AMENDMENT #04 - Data Center – IOR Services: $70,432.00
• CONTRACT AMENDMENT #05 - Extended IOR Services: $42,000.00
• CONTRACT AMENDMENT #06 - MMHS IOR Services: $352,800.00
• CONTRACT AMENDMENT #07 - Extended IOR Services: $13,608.00
• CONTRACT AMENDMENT #08 - Data Center – IOR Services: $2,290.00
• CONTRACT AMENDMENT #09 - LMS Phase 1-B – IOR Services: $902.50
• CONTRACT AMENDMENT #10 - MMHS Phase 1 & 2 IOR Services: $0.00 
• TOTAL CONTRACT AMOUNT: $1,753,249.50

It is recommended that the Board of Education approve Contract Amendment #12 with Sandy Pringle Associates to provide Inspector of Record inspection services for Santa Monica High School – Discovery Building Project - Olympic Spur in an amount not to exceed $31,232.50 for a total contract amount of $374,977.50. 

Inspection services are required by code to ensure that school facilities are built to the District requirements. This amendment #12 is to provide inspection services for the retaining walls, building and associated work for the Olympic Spur project.

Funding Information:

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90904-0-00000-85000-5802-015-2600
• Budget Category: Soft Costs \ Testing & Inspection / Materials Lab
• DSA #: 03-118747

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
• CONTRACT AMENDMENT #10 – Lincoln MS – Track & Field: $5,573.80
• CONTRACT AMENDMENT #11 – Samohi – Discovery Bldg. (Utility Bldg.): $5,766.00
• CONTRACT AMENDMENT #12 – Samohi – Olympic Spur: $31,232.50 
• TOTAL CONTRACT AMOUNT: $374,977.50

It is recommended that the Board of Education approve Contract Amendment #27 to Leighton Consulting Inc. for Malibu Schools Alignment Project – Interim Housing at Point Dume to provide geotechnical services in an amount not to exceed $49,936.00 for total contract amount of $621,974.00.

Leighton’s proposal includes geotechnical exploration for design and construction of planned improvements, percolation testing for storm water disposal design, decommissioning of an existing groundwater monitoring well and construction of a new monitoring well associated with the existing on-site septic system. This work is proposed to be conducted on an accelerated schedule such that field work will be conducted on weekends and holidays while school is not in session. The scope of work and formatting of the report are intended to satisfy geotechnical investigation and reporting guidelines in accordance with the City of Malibu and Note 48 of the California Geological Survey for School Site Projects.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90909-0-00000-85000-5802-019-2600
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing
• DSA #: 03-118774

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT - Campus Plan Project: $16,335
• CONTRACT AMENDMENT #01 - Sealy Field & Stairway & Sidewalk: $8,190
• CONTRACT AMENDMENT #02 - Stairway & Sidewalk Geotech and LOR: $12,370
• CONTRACT AMENDMENT #03 - SCP Phs 1&2 Geotechnical Report: $32,722
• CONTRACT AMENDMENT #04 - Stockpile and Tennis Courts: $23,317
• CONTRACT AMENDMENT #05 - Sealy Field Pjt.: $21,039
• CONTRACT AMENDMENT #06 – Lincoln Track and Field: $47,356
• CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
• CONTRACT AMENDMENT #08 – Sealy Field: $19,410
• CONTRACT AMENDMENT #09 - Business Bld. Stairway welding/Inspect: $2,693
• CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA: $26,202
• CONTRACT AMENDMENT #11 - Samohi New Ph 1 & 2 subter. pkg: $19,168.00
• CONTRACT AMENDMENT #12 – Native American Monitoring Services for CEQA: $5,160.00
• CONTRACT AMENDMENT #13 – Supplemental Earthworks Testing- Sealy Field: $15,280.00
• CONTRACT AMENDMENT #14 – Pico Gate Welding Inspection: $2,813.00
• CONTRACT AMENDMENT #15 – MHS FIG&D WPFD- Geotech, Inspect, Mat. Test Services: $20,937
• CONTRACT AMENDMENT #16 – Samohi Paleo Report – CEQA: $6,000.00
• CONTRACT AMENDMENT #17 – Lincoln Geotech: $ 20,395.00
• CONTRACT AMENDMENT #18 – Lincoln MS Geotech Added work: $18,441.00
• CONTRACT AMENDMENT #19 – Samohi Discovery Investigation: $61,332.00
• CONTRACT AMENDMENT #20 – Lincoln MS Geotech Added Work: $45,220.00
• CONTRACT AMENDMENT #21 – Olympic Spur Plan Review: $4,250.00
• CONTRACT AMENDMENT #22 – LMS Geotech: $8,384.00
• CONTRACT AMENDMENT #23 – Samohi: Demo and Utility Bldg: $21,305.00
• CONTRACT AMENDMENT #24 – Samohi: Olympic Spur – Materials: $79,063.00
• CONTRACT AMENDMENT #25 – Samohi: Olympic Spur – Perc Tests: $9,551.00
• CONTRACT AMENDMENT #26 – Samohi: Interim Repairs – Welding Inspect. Services: $8,365.00
• CONTRACT AMENDMENT #27 – Geotechnical Services for Interim Housing at Pt Dume: $49,936.00  
• TOTAL CONTRACT AMOUNT: $621,974.00

It is recommended that the Board of Education approve Amendment #13 with Sandy Pringle Associates to provide additional inspection services for the Roosevelt Elementary School and Webster Elementary School – Window, Paint, Floors & Doors Project in an amount not to exceed $10,062.88 for a total contract amount of $385,040.38. 

Provide additional inspection services for the Roosevelt Elementary School Windows, Flooring & Paint Project and Webster Elementary School - Windows, Flooring & Paint Project for the work that was not completed in the 2017 summer recess.

Inspection services are required by code to ensure that school facilities are built to the District requirements.

Funding Information:

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-007-2600 (Roosevelt ES – WFP - $2,662.38); 85-90905-0-00000-85000-5802-008-2600 (Webster ES – WFP - $7,400.50)
• Budget Category: Soft Costs \ Testing & Inspection / Materials Lab
• DSA #: 03-117621 (Roosevelt ES) and 03-117627 (Webster ES)

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
• CONTRACT AMENDMENT #10 – Lincoln MS – Track & Field: $5,573.80
• CONTRACT AMENDMENT #11 – Samohi – Discovery Bldg. (Utility Bldg.): $5,766.00
• CONTRACT AMENDMENT #12 – Samohi – Olympic Spur: $31,232.50
• CONTRACT AMENDMENT #13 – Roosevelt & Webster – WFP: $10,062.88 
• TOTAL CONTRACT AMOUNT: $385,040.38

It is recommended that the Board of Education approve Amendment #14 with Sandy Pringle Associates Inspection Consultants to provide project extension and closeout for additional inspection services with an hourly and overtime rate increase change effective January 2018 through December 2018 for the Malibu Middle & High School - Window, Paint, Floors and Doors Project in an amount not to exceed $13,465.60 for a total contract amount of $398,505.98. 

Provide additional inspection services with a rate increase for the Malibu Middle & High School Windows, Paint, Floors and Doors (WPFD) Project.

Inspection services are required by code to ensure that school facilities are built to the District requirements. This amendment #14 is to provide project extension and closeout for additional inspection services for the work that was not completed during the 2017 winter break.

Funding Information:

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-010-2600
• Budget Category: Soft Costs \ Testing & Inspection / Materials Lab
• DSA #: 03-117622

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
• CONTRACT AMENDMENT #10 – Lincoln MS – Track & Field: $5,573.80
• CONTRACT AMENDMENT #11 – Samohi – Discovery Bldg. (Utility Bldg.): $5,766.00
• CONTRACT AMENDMENT #12 – Samohi – Olympic Spur: $31,232.50
• CONTRACT AMENDMENT #13 – Roosevelt & Webster – WFP: $10,062.88
• CONTRACT AMENDMENT #14 – Malibu FIG – WFPD: $13,465.60 
• TOTAL CONTRACT AMOUNT:   $398,505.98

It is recommended that the Board of Education (“Board”) adopt Resolution No. 18-18 to approve the use by the Santa Monica-Malibu Unified School District (“District”) of an Owner Controlled Insurance Program for the District’s John Adams Middle School - Performing Arts Center Project (“Project”) which will establish minimum occupational safety and health standards and will minimize the expenditure of public funds on the Project in conjunction with the exercise of appropriate risk management.

The District is a member of the Alliance of Schools for Cooperative Insurance Programs (“ASCIP”), a joint powers authority formed to provide insurance products to K-12 and community college districts.  An Owner Controlled Insurance Program (“OCIP”) is a centrally procured and managed insurance and risk control program implemented for a single construction project or a series of construction projects.  Rather than each contractor and subcontractor providing its own insurance and passing these costs to the District through the construction contract, the District will provide workers compensation, general liability, builders risk, owner's protective professional indemnity and pollution liability coverage to cover most of the contractors and subcontractors for the Project.  Excluded from the ASCIP OCIP coverage are vendors, suppliers, contract haulers, equipment owners/operators, surveyors, soils testers, those performing hazardous material abatement, and those solely loading, transporting or unloading materials, personnel, parts or equipment or any other items to, from or within the jobsite.  In addition to achieving cost savings, the OCIP will be used to obtain certain insurance coverage and limits otherwise unavailable for a construction project from general contractors, such as 10 years’ completed operations coverage.

Cost savings occur both directly and indirectly. Directly, insurance costs can be reduced by the negotiating clout achieved in combining multiple insurance programs into one with the result of the OCIP producing the total cost of insurance for projects at a cost less than that typically provided by the contractor and subcontractors.  Indirectly, aggressive risk control and claims management measures will be implemented for the Project.  Cost savings arise from the prevention and management of losses, reduction of the cost of losses through consolidated claims management, and single insurer legal defense.  A key element of the OCIP is that the District maintains control of the insurance, risk management, and claims management programs for the Project.  OCIP differs from the traditional jobsite approach of allowing the general contractor to procure and maintain its own insurance policies with differing terms, conditions, limits and insurance coverages, while naming the District as an additional insured. 

The District’s cost of providing insurance for the John Adams Middle School - Performing Arts Center Project and all contracted parties will be at a rate of 2.6527% based on the value of the construction contract, payable as a premium to ASCIP.

It is recommended that the Board of Education (“Board”) adopt Resolution No. 18-19 to approve the use by the Santa Monica-Malibu Unified School District (“District”) of an Owner Controlled Insurance Program for the District’s Santa Monica High School - Discovery Building Project (“Project”) which will establish minimum occupational safety and health standards and will minimize the expenditure of public funds on the Project in conjunction with the exercise of appropriate risk management.

The District is a member of the Alliance of Schools for Cooperative Insurance Programs (“ASCIP”), a joint powers authority formed to provide insurance products to K-12 and community college districts.  An Owner Controlled Insurance Program (“OCIP”) is a centrally procured and managed insurance and risk control program implemented for a single construction project or a series of construction projects.  Rather than each contractor and subcontractor providing its own insurance and passing these costs to the District through the construction contract, the District will provide workers compensation, general liability, builders risk, owner's protective professional indemnity and pollution liability coverage to cover most of the contractors and subcontractors for the Project.  Excluded from the ASCIP OCIP coverage are vendors, suppliers, contract haulers, equipment owners/operators, surveyors, soils testers, those performing hazardous material abatement, and those solely loading, transporting or unloading materials, personnel, parts or equipment or any other items to, from or within the jobsite.  In addition to achieving cost savings, the OCIP will be used to obtain certain insurance coverage and limits otherwise unavailable for a construction project from general contractors, such as 10 years’ completed operations coverage.

Cost savings occur both directly and indirectly. Directly, insurance costs can be reduced by the negotiating clout achieved in combining multiple insurance programs into one with the result of the OCIP producing the total cost of insurance for projects at a cost less than that typically provided by the contractor and subcontractors.  Indirectly, aggressive risk control and claims management measures will be implemented for the Project.  Cost savings arise from the prevention and management of losses, reduction of the cost of losses through consolidated claims management, and single insurer legal defense.  A key element of the OCIP is that the District maintains control of the insurance, risk management, and claims management programs for the Project.  OCIP differs from the traditional jobsite approach of allowing the general contractor to procure and maintain its own insurance policies with differing terms, conditions, limits and insurance coverages, while naming the District as an additional insured. 

The District’s cost of providing insurance for the Santa Monica High School - Discovery Building Project and all contracted parties will be at a rate of 2.85% which includes an estimate of the additional builders risk insurance based on the value of the construction contract, payable as a premium to ASCIP.

This Resolution will signify the Board’s approval of the use of the ASCIP OCIP for the District’s Santa Monica High School - Discovery Building Project which will establish minimum occupational safety and health standards for the Project and will minimize the expenditure of public funds on the Project in conjunction with the exercise of appropriate risk management.

It is recommended that the Board of Education approve and publish required procedures and guidelines (“Evaluation Procedures”) for evaluating the proposals of prospective lease-leaseback contractors for the JAMS Performing Arts Center Project (“Project”) which will ensure that the best value selection by the Santa Monica-Malibu Unified School District (“District”) is conducted in a fair and impartial manner.

The District intends to award a contract using the lease-leaseback project delivery method to a qualified contractor to construct the Project.  In order to do so, pursuant to Education Code section 17406(a)(2), the District’s governing board must adopt and publish required procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors which ensure that the best value selection by the District is conducted in a fair and impartial manner.  The District’s governing board adopted and published required procedures and guidelines for evaluating the qualifications of prospective lease-leaseback contractors for this Project by action taken on November 15, 2018.

District staff has now developed the required Evaluation Procedures for evaluating proposals of qualified lease-leaseback contractors for this Project, which are included in the District’s Request for Sealed Proposals for Preliminary and Construction Services (Lease Leaseback) for John Adams Middle School - Performing Arts Center Project (attached to this Agenda as Exhibit A).

The Board’s action to approve the Evaluation Procedures will signify the Board’s adoption and publication of the District’s procedures and guidelines for evaluating the proposals of prospective lease-leaseback contractors in order to ensure that the best value selection by the District is conducted in a fair and impartial manner.  Following Board approval, District staff intends to cause the RFP in substantially the form attached hereto as Exhibit A be issued for the Project. The District’s Superintendent, or his/her designee, is authorized to implement the Evaluation Procedures and is authorized to make revisions to the criteria that do not impact the overall fair and impartial solicitation process.

It is recommended that the Board of Education approve and publish required procedures and guidelines (“Evaluation Procedures”) for evaluating the proposals of prospective lease-leaseback contractors for the Santa Monica High School - Discovery Building Project (“Project”) which will ensure that the best value selection by the Santa Monica-Malibu Unified School District (“District”) is conducted in a fair and impartial manner.

The District intends to award a contract using the lease-leaseback project delivery method to a qualified contractor to construct the Project.  In order to do so, pursuant to Education Code section 17406(a)(2), the District’s governing board must adopt and publish required procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors which ensure that the best value selection by the District is conducted in a fair and impartial manner.  The District’s governing board adopted and published required procedures and guidelines for evaluating the qualifications of prospective lease-leaseback contractors for this Project by action taken on September 6, 2018.

District staff has now developed the required Evaluation Procedures for evaluating proposals of qualified lease-leaseback contractors for this Project, which are included in the District’s Request for Sealed Proposals for Preliminary and Construction Services (Lease Leaseback) for SAMOHI Discovery Building Project (attached to this Agenda as Exhibit A).

On November 7, 2013, the Board of Education awarded to SimplexGrinnell the contract for the Olympic High School – Fire Alarm Project in the amount of $405,946.73. Change Orders to the amount of $147,868.15 were required to address unforeseen site conditions and District directed changes.

All scope of work items have now been completed.  No further correction items remain as all work has been completed successfully. A Certificate of Substantial Completion was issued to SimplexGrinnell.   The Notice of Completion has been filed with the County of Los Angeles.

Funding Information

• Budgeted: Yes
• Fund: 83
• Source: Measure BB
• Account Numbers: 83-90500-0-00000-85000-6200-014-2600
• DSA Application #: 03-113343
• Budget Category: Construction Hard Costs

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: Malibu Middle High School
• Project: HVAC Project
• Funding: Measure ES                        
• Vendor Name: ACCO Engineered Systems
• PO Number: 191598
• Amount: $30,170.00
• Substantial Completion Date: 11/7/18

• School: Olympic High School
• Project: Windows, Paint, Floors & Doors Project
• Funding: Measure ES                        
• Vendor Name: Limbach Company LP
• PO Number: 187475
• Amount: $25,594.00
• Substantial Completion Date: 10/16/18

• School: Franklin Elementary School
• Project: Windows, Paint, Floors & Doors Project
• Funding: Measure ES                        
• Vendor Name: Limbach Company LP
• PO Number: 187496
• Amount: $31,588.00
• Substantial Completion Date: 11/9/18

• School: Malibu Middle High School & Cabrillo Elementary School
• Project: HVAC & Electrical Project
• Funding: Measure ES                        
• Vendor Name: Limbach Company LP
• PO Number: 187500
• Amount: $17,590.00
• Substantial Completion Date: 10/9/18

• School: Grant Elementary School
• Project: HVAC & Electrical Project
• Funding: Measure ES                        
• Vendor Name: Limbach Company LP
• PO Number: 187501
• Amount: $17,590.00
• Substantial Completion Date: 10/4/18

• School: Roosevelt Elementary School
• Project: HVAC & Electrical Project
• Funding: Measure ES                        
• Vendor Name: Limbach Company LP
• PO Number: 187502
• Amount: $17,590.00
• Substantial Completion Date: 10/2/18

• School: Franklin Elementary School
• Project: Windows, Paint, Floors & Doors Project & HVAC Project
• Funding: Measure ES                        
• Vendor Name: Heritage Window Coverings, Inc.
• PO Number: 191176
• Amount: $34,383.83
• Substantial Completion Date: 11/5/18

• School: McKinley Elementary School
• Project: Windows, Paint, Floors & Doors Project & HVAC Project
• Funding: Measure ES                        
• Vendor Name: Heritage Window Coverings, Inc.
• PO Number: 191005
• Amount: $37,826.79
• Substantial Completion Date: 11/5/18

• School: Point Dume Elementary School
• Project: Windows, Paint, Floors & Doors Project & HVAC Project
• Funding: Measure ES                        
• Vendor Name: Heritage Window Coverings, Inc.
• PO Number: 191176
• Amount: $25,640.85
• Substantial Completion Date: 11/5/18
  

It is recommended that the Board of Education adopt Emergency Resolution No. 18-20 for repair work required due to flooding that occurred in 6 spaces at Malibu Middle High School Building D.

Public Contract Code § 1102 defines an emergency as a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services, including the continuance of existing school classes (Public Contract Code § 20113). The flooded conditions in Building D constitute an emergency as defined by the Public Contract Code and the emergency will not permit a delay resulting from a competitive solicitation for bids to perform the required repair work, and immediate action is necessary to respond to the emergency.

The repair work caused by the flooding must be performed without delay to respond to the emergency and to (1) mitigate danger to students, faculty and staff; (2) mitigate further damage to the District’s facilities; and (3) minimize the disruption of classes at Malibu Middle High School.

Therefore it is recommended that the Board of Education authorize use of the emergency resolution per Public Contract Code to ensure repair work is performed without delay.

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 2018-2019 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 adopt Resolution No. 18-21 - Board Member Absence on November 15, 2018.

Board Member Craig Foster was absent from the November 15, 2018, regular board meeting. 

Board Bylaw 9250 and Education Code 35120 provide that a member of the Board of Education may be paid for any meeting when absent if the board adopts a resolution excusing the absence due to performance of district-related duties during the time of a meeting, illness, jury duty, or hardship.

It is recommended that the Board of Education approve an increase of 0.1875 FTE for the Child Development Services teaching staff as indicated below, in order to best serve student and classroom needs for the 2018-2019 school year.

The 2018-2019 budget will be adjusted $12,031 for salary and benefits.

School Age Teacher - from 4 hours (0.50 FTE) to 5.5 hours (0.6875 FTE)

It is recommended that the Board of Education approve an additional part-time Teacher (0.50 FTE) to focus on reading instruction for grades K-2 at Muir Elementary.

The Muir Site Council has approved this expenditure from Title I funds for the 2018-2019 school year.  The current budget will be adjusted $44,693 for salary and benefits.

It is recommended that the Board of Education approve an increase in FTEs (total of 3.06 FTE) as indicated below, in order to meet IEP requirements and student needs for the 2018-2019 school year.

The 2018-2019 budget will be adjusted $76,692 for salary and benefits.

• ParaEducator 3 - new position/6.5 hours (0.8125 FTE) - Lincoln MS
• ParaEducator 3 - new position/6 hours (0.75 FTE) - Grant Elementary
• ParaEducator 1 to ParaEducator 2 - new position/6 hours (0.75 FTE) - Lincoln MS (Para 1 position abolished)
  
• ParaEducator 2 to ParaEducator 3 - new position/6 hours (0.75 FTE) - Muir Elementary (Para 2 position abolished)

Staff anticipates that this item will require a total of 50 minutes, with 20 for the staff presentation and 30 minutes for board members' questions/comments.

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

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

It is recommended that the Board of Education elect an Annual Representative to the Los Angeles County School Trustees Association (LACSTA) for 2019. 

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

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

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

Board Member Kean was elected as the board’s representative for 2017; Board Member Mechur was elected for 2018. 

It is recommended that the Board of Education elect a voting representative to elect members to the Los Angeles County Committee on School District Organization from December 2018 through November 2019. 

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

Board Member Foster has served as the board’s representative for the past few years. 

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

CSBA’s Delegate Assembly is a vital link in the association’s governance structure. Working with local districts, county offices, the Board of Directors and Executive Committee, Delegates ensure that the association reflects the interests of school districts and county offices of education throughout the state.  Nomination and candidate biographical sketch forms for CSBA’s Delegate Assembly are now being accepted until January 7, 2019.  There are seven seats up for re-election in Region 24, of which SMMUSD is a part.

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

• Any CSBA member board is eligible to nominate board members within their geographical region or subregion.
• Boards may nominate as many individuals as it chooses by using the nomination form or submitting a letter of nomination.
• Approval from nominee of nomination to CSBA’s Delegate Assembly.
• All nominees must submit a one-page, single-sided, candidate biographical sketch form (attached) and an optional one-page, one-sided résumé, (résumé cannot be substituted for the candidate biographical sketch form).
• All nomination materials must be postmarked no later than Sunday, January 7, 2019. Faxes are also acceptable, but they must be received by January 7.
• Delegates serve two-year terms; beginning April 1, 2019, through March 31, 2021.
• There are two required Delegate Assembly meetings each year, one in May in Sacramento and one in December in San Diego

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

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

Delegates’ Roles and Responsibilities

Primary responsibilities of Delegates include:

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

It is recommended that the Board of Education adopt its meeting schedule for the 2019-20 school year. 

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

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

It is recommended that the Board of Education approve the 2018-19 First Interim Report and the corresponding budget adjustments.

The 2018-19 Budget was adopted by the Board of Education on June 28, 2018, and was approved by the Los Angeles County Office of Education (LACOE).

This 1^st Interim Report reflects changing conditions that have necessitated adjusting the District budget.  All of the expenditure and revenue changes previously approved by the Board at the meeting of November 15, 2018, are identified in the First Interim Report which is included as a part of this document.

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

It is recommended that the Board of Education hold a public hearing regarding the negotiation proposals for the Santa Monica-Malibu Unified School District and the School Employees International Union - Local 99 (SEIU).

This item allows members of the public to comment on the Articles that have been opened by SMMUSD and SEIU for successor negotiations of the current Collective Bargaining Agreement.  The proposals from SEIU and SMMUSD are Information items in this agenda.

This is to inform the Board of Education that the District intends to open successor negotiations with the Service Employees International Union - Local 99 (SEIU) regarding the Collective Bargaining Agreement.

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

The District proposal is attached.  SEIU's public notice of its proposal is the following item.  The public is invited to comment on SEIU and the district's proposals at a public hearing.

This is to inform the Board of Education that the Service Employees International Union - Local 99 (SEIU) intends to open successor negotiations with the District regarding the Collective Bargaining Agreement.

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

SEIU's proposal is attached.  The District's public notice of its proposal is the previous item.  The public is invited to comment on SEIU and the district's proposals at a public meeting.

This meeting will adjourn to a special meeting scheduled for Tuesday, December 18, 2018, at 4 p.m. in the St. Monica Catholic Church Auditorium: 701 California Ave., Santa Monica, CA. The next regular meeting is scheduled for Thursday, January 17, 2018, at 5:30 p.m. at the district office: 1651 16th St., Santa Monica, CA.