• 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

• DN-1013-18/19 (Special Education)

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

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

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

It is recommended that the Board of Education approve the February 7, 2019, regular meeting agenda. 

It is recommended that the Board of Education approve the December 18, 2018, special meeting minutes.

it is recommended that the Board of Education approve the January 17, 2019, regular meeting minutes.

It is recommended that the Board of Education approve the January 24, 2019, special meeting minutes.

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

• Contractor: Meredith Louria
• Dates: 01/07/19-06/30/19
• Amount not to exceed: $36,000.00
• Description: Teacher Support
• Site: SAMOHI
• Funding: 01-00021-0-11100-10000-5802-015-4150 (Stretch)

• Contractor: JUST COMMUNITIES
• Dates: 10/09/18-06/30/19
• Amount not to exceed: $12,205.36 $17,485.34
• Description: This is a 20-hour workshop that introduces best practices and skill development, with a foundation in principles of equity and inclusion for interpretation in school settings. Topics include: consecutive interpretation, simultaneous interpretation, ethical issues and the interpreter’s role, standards of practice, note taking, language, power and social justice. This workshop is designed for experienced and aspiring interpreters of spoken languages. This workshop will increase the skill and capacity of interpreters in Santa Monica-Malibu Unified School District. To provide customized training for Special Education – One Room, Many Voices and Language Access Guidelines on January 11, 2019, and One Room, Many Voices with DELAC on January 18, 2019.
• Site: Educational Services
• Funding: 01-00030-0-19200-24950-5802-030-1300 (LCAP)
• (Amend amount not to exceed and description of services. Original contract approved on 10/04/18)

• Contractor: UCLA Science Project
• Dates: 08/20/18-06/12/19
• Amount not to exceed: $ 47,800.00 $ 51,100.00
• Description: Transitioning into the Next Generation Science Standards (NGSS- TK-8): UCLA professional development providers will partner with SMMUSD to build internal capacity to support teachers in transitioning to the NGSS. Teachers will develop and understanding on how to integrate science across disciplines. Teachers will focsus on the integration of the Science and Engineering Practices (SEP) across TK-8 to prepare students for 9-12.
• Site: Educational Services
• Funding:  01-00030-0-11100-10000-5802-030-1300 (LCAP)
• (Amend amount not to exceed. Original contract approved on 08/09/18)

• Contractor:  Digital Dragon
• Dates: 08/27/18 - 06/12/19
• Amount not to exceed:  $28,000.00 $42,000.00
• Description:  JAMS-Computer Science-App Academy elective Aug 2018-June 2019; 72 classes, 2x-90 minutes of Professional Development. To add an additional course to existing contract for Social Justice Digital Production.  One semester, two 1.5 hour classes per week-Winter/Spring 2019.
• Site:  John Adams MS
• Funding: 01-00021-0-11100-10000-5802-011-4110 (Stretch)
• (Amend amount not to exceed and description of services. Original contract approved on 10/18/18)

• Contractor: ChildCare Careers, LLC
• Dates: 02/08/19 on going, on a daily basis, as needed
• Amount not to exceed: $68,696
  
• Description: ChildCare Careers is a recruitment agency that will provide us with highly qualify full-time/part-time substitutes teachers/assistants on a daily basis as needed..
• Site: Child Development Services
• Funding: 12-00000-0-85000-10000-5802-070-2700 (School Age Full Fee: 34%); 12-52101-0-85000-10000-5802-070-2700 (Head Start Basic: 18%); 12-61050-0-85000-10000-5802-070-2700 (State CSPP: 15%); 12-61050-0-85000-10000-5802-071-2700 (State CCTR: 33%)

• Contractor: Forecast5 Analytics
• Dates: 01/16/18-07/31/19
• Amount not to exceed: $17,000.00 $24,083.33
• Description: Comparative district analytics subscription
• Site: Business
• Funding: 01-00000-0-00000-73000-5890-050-1500
• (Amend amount not to exceed. Original contract approved on 02/01/18)

• Contractor: Maureen Bradford          
• Dates: 02/08/19-02/28/19
• Amount not to exceed: $3,750.00
• Description: To review and provide input on the CTEIG proposal and the MOU between JAMS and the Torvus Group re: Managing Me: Middle School Curriculum. In addition, create document for principals on allowable expenditures under Title I, prepare for Healthy Kids Survey Administration, and assist with completion of Consolidate Application for Funding.
• Site: Educational Services
• Funding: 01-00000-0-19600-21000-5802-030-1300

• Contractor: SEAC (School Employees Association of California)
• Dates: 8/8/18-6/30/19
• Amount not to exceed: $20,000  $48,000
• Description: Consultant for Benefits Committee/Negotiations
• Site: Human Resources
• Funding: 01-00000-0-00000-74000-5802-026-1250
• (Amend amount; originally approved 9/6/18)

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: Juan Cabrillo Elementary
• Grade: 5^th
• # of Students:  42
• Destination: Camp Hess Kramer/W.O.L.F. Camp Malibu, CA
• Dates: 05/14/19-05/17/19
• Principal/Teacher: J.Matthews/N.Levy/P.Herkner
• Cost & Funding Source: $14,700.00 for all students Paid through parent donations & fundraising
• Subject: Science
• Purpose: Outdoor Science Camp

• School: John Adams Middle School
• Grade: 7^th
• # of Students:  190
• Destination: Yosemite Institute, Yosemite National Park (campsite in the Valley and Crane Flat in the mountains)
• Dates: 01/13/19-01/18/19
• Principal/Teacher: S.Richardson/M.Guirguis
• Cost & Funding Source: $600.00 per student paid by parents & fundraising
• Subject: Science
• Purpose: Science Magnet students will participate in first hand experience with the environment.  Curriculum standards for 7th grade science include the structure and function of living things and their adaptation to the environment.

• School: John Adams Middle School
• Grade: 8^th
• # of Students:  190
• Destination: Astrocamp, Idyllwide, Palm Springs
• Dates: 02/01/19-02/03/19
• Principal/Teacher: S.Richardson/K.Jurewicz/R.Avedian
• Cost & Funding Source: $300.00 per student paid by parents & fundraising
• Subject: Science
• Purpose: Science Magnet students will attend the camp that focus on space and physics, which complements the 8th grade theme of space travel and physics.

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 15
• Destination: Demuth Park, Palm Springs, CA
• Dates: 03/14/2019 – 03/16/2019
• Principal/Teacher: A.Shelton/L.Campbell
• Cost & Funding Source: $150.00 per student paid by parent donations & fundraising
• Subject: Athletics
• Purpose: Varsity softball tournament

No child will be denied due to financial hardship.

It is recommended that the Board of Education approve the 2018-2019 School Accountability Report Cards for the sites listed below.

The School Accountability Report Cards (SARCs) are mandated by California law and fulfill a reporting requirement of the Elementary and Secondary Education Act (ESEA). Each school’s SARC must contain specific, discrete pieces of information mandated by the State of California, including test score results, demographic information, descriptions of professional development, suspension and expulsion data, and information about elements of Williams’ compliance, such as sufficiency of textbooks and facilities maintenance. Upon Board approval, the 2018-2019 SARCs will be posted on our website for public viewing.

The SARCs are for: 

• Edison Language Academy
• Franklin Elementary School
• Grant Elementary School
• John Muir Elementary School
• Juan Cabrillo Elementary School
• McKinley Elementary School
• Point Dume Marine Science School
• Roosevelt Elementary School
• Webster Elementary School
• Will Rogers Learning Community
• Santa Monica Alternative School House (SMASH)
• John Adams Middle School
• Lincoln Middle School
• Malibu High School
• Olympic High School
• Santa Monica High School

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

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

All schools have emergency response plans, procedures, routines and structures that are consistent with the California Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS). Each site’s CSSP includes, but is not limited to, roles and responsibilities of faculty and staff members during an emergency; emergency procedures; evacuation locations and school maps.

Additionally, schools describe strategies for ensuring a safe and orderly school conducive to learning including describing what they do to ensure a safe physical environment and to ensure a safe, respectful and orderly school community.

Each completed CSSP was reviewed by Director of Student Services and is on file in the Student Services Department for review.

This item will return to the Board annually.

Copies of the site CSSPs are available for review in the office of the Director of Student Services.

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

It is recommended that the Board of Education approve the following Purchase Orders and Changed Purchase Orders from January 4, 2019, through January 23, 2019, for fiscal /19. 

It is recommended that the Board of Education accept, with gratitude, checks totaling $54,388.45 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 $54, 388.45 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 the attached list of disposal, sale, recycling or donation of the surplus equipment and furniture. 

It is recommended that the Board of Education approve the notice of completion for Bid# 19.11 for Earthquake Valve Upgrades with contractor MBS Engineering. 

This approval will be the acceptance of the commencement of all applicable warranties required by the Contract Documents starting on 02-07-19.

Funding Information:

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

This will also allow the district to release the 5% retention withheld from the contractor.

A certificate of Substantial Completion has been signed by our District. 

It is recommended that the Board of Education approve the notice of completion for Bid# 18.24 for Cafetorium AV Upgrade for Elementary Schools with contractor Advanced Cable Solutions. A certificate of Substantial Completion has been signed by our District.

This approval will be the acceptance of the commencement of all applicable warranties required by the Contract Documents starting on 02-07-19.

Funding Information:

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

This will also allow the district to release the 5% retention withheld from the contractor.

It is recommended that the Board of Education award South Bay Landscaping, Bid #19.21, for Tree Trimming Service, for three (3) schools in an amount not to exceed $ 36,850.00, which includes a 10% contingency to be used by the District at their discretion. 

The district is in dire need of trimming trees throughout the district.  Tree limbs and branches are posing a safety threat especially with the current high winds in the area not to mention maintaining the health of the trees. The district will be targeting three schools that have the most need of tree trimming.  They are Santa Monica High School, Roosevelt Elementary School, and McKinley Elementary School.

Funding Information:

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

Four (4) bids were received, and the district awarded the bid to the lowest responsible contractor.

1. West Coast Arborist: $138,580.00
2. A Plus Tree: $66,601.00
3. J & T Tree: $60,466.00
4. South Bay Landscaping: $33,500.00

It is recommended that the Board of Education enter into an agreement with the following Independent Contractors for Measure BB & ES Projects.  

• Contractor: Colbi Technologies
• Dates: 2/02/19 – 2/01/20
• Amount: $20,500.00
• Description: Pre-qualification Software
• Site: Measure BB & ES/Capital Improvements
• Funding: 83-90500-0-00000-85000-5802-050-2600 ($4,100.00); 85-90100-0-00000-85000-5802-050-2600 (16,400.00)

• Contractor: Jan Strnad
• Dates: 02/01/19 – 05/01/19
• Amount: NTE $4,500.00
• Description: FEMA Consultant
• Site: Capital Facilities Fund
• Funding: 25-90100-0-00000-82000-5802-050-1500

These contracts are included in the 2018-2019 budget. 

It is recommended that the Board of Education ratify the approval of the JAMS Performing Arts Center Project (“Project”) Lease-leaseback (LLB) Request For Proposal (RFP) which was Board approved on December 13, 2018, (Item No. VIII.C.25) and issued on January 10, 2019.

Ratification is recommended as the project scope was amended to include demolition work which was not included in the previously approved RFP.  The amended RFP in substantially the form attached hereto as Exhibit A has been 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.

The Board’s action to ratify the LLB RFP 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. 

It is recommended that the Board of Education ratify contract award of the Design-Build of Solar Photovoltaic System to PCI in an amount not to exceed $1,363,058.00. 

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.

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.  

Funding Information

• Budgeted: Yes
• Fund: 85
• Account Number: 85-90911-0-00000-85000-5802-001-2600 (Edison - $706,709.00); 85-90911-0-00000-85000-5802-015-2600 (Samohi - $656,349.00)
• Source: Measure ES
• Budget Category: Professional Services

The original contract was approved on December 13, 2018, for an amount not to exceed $1,800,000.00. The revised agreement is being ratified in an amount not to exceed $1,363,058.00. 

It is recommended that the Board of Education authorize the District to use the Fullerton Joint Union High School District piggyback contract awarded to Shade Structures, Inc. dba USA Shade & Fabric Structures, to purchase all costs for materials, site work, installation and appropriate services specified under Project Bid #1516-15 valid from July 1, 2018, through June 30, 2019. 

By using the contract, it will allow District projects to be completed in as expeditious manner as possible. By using the direct pricing structure in the contract, it eliminates going through a General Contractor who would mark-up the products and services, thus saving the District considerable money. All orders using the contract must comply with the piggyback contract clauses and the Santa Monica Malibu Unified School Districts contract requirements. 

The Los Angeles County Department of Education allows Districts to utilize piggyback bids with no restrictions other than standard Public Works contracting requirements. The contract awarded to Shade Structures, Inc. dba USA Shade & Fabric Structures is pursuant to Public Contract code sections 20118 and 20652, the Contract Term is one year after award of Bid, and may be extended for additional one year periods in accordance with Education Code section 17596 for a total of five years. 

It is recommended that the Board of Education authorize use of the Shade Structures Inc. dba USA Shade & Fabric Structures, piggyback contract.

It is recommended that the Board of Education award a contract for Malibu Alignment Project, Webster Playground to reconstruct outdoor play areas and an ADA ramp with EasyTurf, Inc. under the previously authorized CMAS agreement in an amount not to exceed $294,609.44.

As a part of the Malibu Alignment Project, the Cabrillo ES preschool will be relocated to the Webster ES Kindergarten and Transitional Kindergarten classrooms on the upper level of the school. To accommodate the State of California Childcare Licensing Program requirements for preschools which are different than those for K and TK outdoor play areas, it is necessary to make modifications to the upper play yard. Modifications to the upper play yard will include installation of additional sidewalk, replacement of old play surfaces and natural lawn with artificial turf and decomposed granite.

The existing Kindergarten and Transitional Kindergarten classes will be moved to the main school level, also necessitating a reconfiguration of outdoor play areas adjacent to Building H as required to bring the outdoor area and adjacent ramp in compliance with ADA standards. Modifications to the outdoor play area adjacent to Building H will include reconstruction of about 5,000 SF of concrete at artificial turf and the replacement of an ADA ramp to bring it into compliance with current standards. 

The District will contract for the procurement and installation of the artificial turf surface in accordance with EasyTurf, Inc’s., proposals dated January 23, 2019, in the amount of $294,609.44 per the CMAS contract No: 4-13-78-0068A, GSA Schedule No: GS-03F-0117Y, with an expiration of 8/13/2022, the use of which was authorized by the Board during the 10/5/17 meeting.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90909-0-00000-85000-6200-019-2600
• Budget Category: Building and Building Improvement 
  

It is recommended that the Board of Education award a contract for the Webster Elementary School - Malibu Alignment Project (Webster Playground) under a piggyback contract in an amount not to exceed $163,941.15.

As a part of the Malibu Alignment Project, the Cabrillo ES preschool will be relocated to the Webster ES Kindergarten and Transitional Kindergarten classrooms on the upper level of the school. To accommodate the State of California Childcare Licensing Program requirements for preschools, which are different than those for K and TK outdoor play areas, it is necessary to make modifications to the upper play yard. Modifications to the upper play yard will include installation of additional sidewalk, replacement of old play surfaces and natural lawn with artificial turf and decomposed granite, and installation of three shade structures.

The existing Kindergarten and Transitional Kindergarten classes will be moved to the main school level, necessitating a reconfiguration of adjacent outdoor play areas as required to bring the outdoor area and adjacent ramp in compliance with the Americans with Disabilities Act. Two shade structures will be added over the play tables for each of these classrooms, per USA Shade & Fabric Structures proposal dated 01/07/19 totaling $163,941.15. 

Funding Information

• Budgeted: Yes
• Fund: ES
• Source: Measure ES
• Account Number: 85-90909-0-00000-85000-6200-010-2600
• Budget Category: Building and Building Improvement 
  

It is recommended that the Board of Education approve Contract Amendment #08 with Massetti Consulting, LLC to the Program Management Services Agreement – Program Wide in an amount not to exceed $993,600 for a total contract amount of $10,437,682.00. 

The Board of Education approved Amendment #07 the agreement with Massetti Consulting, LLC on August 16, 2018, which included staffing through August 31, 2020.

During the past 3 years, the bond construction program has expanded significantly in order to accomplish the District’s facility improvement goals.  Multiple projects have been completed or are in construction and even more projects are in various stages of planning and design.  In order to accommodate the upcoming workload, the District has requested a proposal from Massetti Consulting to add a design manager, beginning on March 1, 2019, to work with the existing preconstruction manager.  In addition, with the recent passage of both Measure SMS and Measure M, the District has requested an additional Deputy Program Manager, beginning April 15, 2019, who would focus on Malibu, specifically the current construction work, planned Measure ES projects, the Malibu Campus Plan, and future work under Measure M.

This amendment does not extend the duration of the Program Management Services Agreement, but increases the level of staffing to more accurately cover the needs of the program and expands the agreement to manage Measure SMS and Measure M. 

Funding Information

• Budgeted: Yes
• Fund: 86
• Source: Measure ES
• Account Number: 86-90100-0-00000-85000-5802-050-2600 (Santa Monica $456,600); 86-90100-0-00000-85000-5802-010-2600 (Malibu $537,000)
• Project: Measure ES Program Management Centralized Services
• Budget Category: Soft Costs/Program Management

FUNDING:

• ORIGINAL CONTRACT AMOUNT (Bond Program Manager Consultant – Year 1): $420,000
• CA #01 (Preconstruction Manager and Funding Consultant – Year 1): $194,762
• CA #02 (Deputy PM and Window/Door Assessment Consultant – Year 1): $53,000
• CA #03 – Year 2 & 3 ongoing PM services program wide: $2,255,040
• CA #04 - (Project Manager): $259,200.00
• CA #05 (ADD:Samohi Dir of Projects, Transfer Dir of Procure., Asst CM, Outreach Consult): $1,159,300.00
• CA #06 - Sr Project Mgr and Funding Specialist: $202,180.00
• CA #07 – Year 4-5 including reimbursable expenses: $4,900,600.00
• CA #08 – Design Manager and Deputy Program Manager: $993,600.00
• TOTAL CONTRACT AMOUNT: $10,437,682.00

It is recommended that the Board of Education approve Contract Amendment #62 with HMC Architects for additional architectural and engineering design services for Malibu Middle & High School – Campus Improvements Project in an amount not to exceed $34,855.00 for a total contract amount of $9,786,032.50. 

Contract Amendment #62 will cover the cost of additional architectural and engineering design services related to two items:

• Item #1 includes architectural design services to re-design built-in casework in the new Administration Building including administration offices, classrooms and the library. The casework included in the design documents was configured 8 to 10 years ago, and it is no longer consistent with current technology, teaching methods and the general needs of the District. The cost of this item is $25,585.
• Item #2 includes architectural design services to provide an assessment and estimated value of damage incurred by SMMUSD property at Malibu Middle High School and Juan Cabrillo Elementary School. The assessment included a site visit, observation report, recommendations and an estimate of damage costs related to the Woolsey Fire. The cost of this item is $9,270.

Funding Information

• Amount: $25,585
• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-008-2600 ($25,585.00)
• Budget Category: Soft Costs \ Design Services \ Architects

Funding Information (non-bond related)

• Amount: $9,270
• Budgeted: No
• Fund: 25
• Source: Capital Facilities Fund
• Budgeted: 25-90100-0-00000-82000-5802-050-1500 ($9,270.00)
• 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
• CONTRACT AMENDMENT #62 – MMHS Casework and Fire Damage Review: $34,855.00
• TOTAL CONTRACT AMOUNT: $9,786,032.50 

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

It is recommended that the Board of Education approve Contract Amendment #63 with HMC Architects to include the cost of additional architectural and engineering design services related to the Webster Elementary School – Drop-off & Parking Lot Reconfiguration Project in an amount not to exceed $17,060.00 for a total contract amount of $9,803,092.50. 

Contract Amendment #63 will cover the cost of additional architectural and engineering design services related to the rehabilitation of Winter Canyon Road. Since Winter Canyon Road is a private road with a shared easement and shared responsibility for the upkeep and maintenance, the District is requesting design services to provide a conceptual plan identifying the limits of roadway maintenance and an estimate of the probable construction cost. Depending on the outcome of this study, the District may choose to approach the other property owners that share a stake in the roadway easement to fund a mutually beneficial improvement project. Other entities with a shared stake in the roadway easement include Los Angeles County, Our Lady of Malibu Catholic Church and Malibu Glass and Mirror. 

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
• CONTRACT AMENDMENT #62 – MMHS Casework and Fire Damage Review: $34,855.00
• CONTRACT AMENDMENT #63 – Webster Winter Canyon Rehab Review: $17,060.00
• TOTAL CONTRACT AMOUNT: $9,803,092.50

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 approve Contract Amendment #16 with HMC Architects for Juan Cabrillo Elementary School – Window, Paint, Floors & Doors Project in an amount not to exceed $11,635.00 for a total contract amount of $2,931,857.00. 

Provide architectural and engineering design services to replace doors and door frames at Cabrillo ES that were not previously replaced or those doors that contain any contaminated materials as determined by the District’s environmental consultant, including DSA submittal and construction administration and closeout. Due to the recent court determination, it was requested that HMC not complete this work. The fee proposed reflects only the amount of work completed. 

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-017-2600
• 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
• CONTRACT AMENDMENT #14 - WPFD – Cabrillo ES - $7,000.00
• CONTRACT AMENDMENT #15 - HVAC – MMHS ES – ($125,391.50)
• CONTRACT AMENDMENT #16 - WPFD – Cabrillo ES - $11,635.00
• TOTAL CONTRACT AMOUNT: $2,931,857.00

It is recommended that the Board of Education approve Contract Amendment #20 with dsk Architects to provide additional architectural and engineering design services for Pt. Dume Elementary School – Malibu Alignment Project in an amount not to exceed $11,951.00 for a total contract amount of $1,374,334.00.

Provide additional architectural and engineering services to provide structural calculations and details for Point Dume Elementary School. The original proposal for architectural and engineering services did not include structural engineering.  As the project complexity expanded, structural engineering became necessary for the following services:

• Review pre-approved Portable building framing
• Provide retaining wall design for the sloped site
• Generate post details and calculations
• Verify opening allowance in Special Education area
• Provide additional detailing for non-structural support inquiries
• Generate mechanical unit support calculations

Funding Information

• Budget: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90909-0-00000-85000-5802-019-2600
• 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 – Pt. Dume ES - Malibu Alignment –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 – Webster ES - Malibu Alignment –, Play Yards: $57,534.00
• CA #16 – Pt. Dume ES - Malibu Alignment –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
• CA #19 – Franklin ES – WPFD & HVAC – additional design services: $22,345.00
• CA #20 – Pt. Dume ES – Malibu Alignment – additional design services:  $11,951.00
• TOTAL CONTRACT AMOUNT: $1,374,334.00

It is recommended that the Board of Education approve Contract Amendment #18 with Chan Young Architects to provide as needed architectural design and engineering services for Santa Monica High School – Campus Plan Project in an amount not to exceed $96,016.00 for a total contract amendment amount of $1,961,704.48.

Chan Young was requested to provide a proposal for design and professional services for the upgrade of the Samohi campus fire alarm system. This will create a compatible system that will enable all of the existing systems to effectively communicate with one another and provide a backbone that will enable the integration of the Discovery building and future phases. Chan Young will also provide the design and other professional services for a pilot access control system for all of the doors etc. in Barnum Hall and the Music building. This pilot project will be installed to test the electronic access controls before incorporating them into Discovery and elsewhere in the District.

The budget allowance requested for these design and other professional services is $96,016.00.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90904-0-00000-85000-5802-015-2600
• 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
• Contract Amendment #16 – On-Call Design and Gen Services T&M: $50,000.00 Samohi Discovery Bldg: $15,006.01
• Contract Amendment #17 – On-Call Design and Gen Services T&M: $50,000.00
• Contract Amendment #18 -  Access and Fire Alarm Systems design: $96,016.00
• TOTAL CONTRACT AMOUNT: $1,961,704.48

It is recommended that the Board of Education approve Contract Amendment #05 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 $15,720.00 for a total contract amount of $653,365.00.

Rachlin Partners are providing architectural design services for the Windows Paint, Floors, Doors and HVAC project at McKinley ES. Additional design services have been requested in order to convert an existing office to a smaller office and an adult restroom while maintaining access to the play yard and to enlarge the existing student restrooms to comply with ADA. The existing number of adult restrooms on this school site are insufficient.

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
• Contract Amendment #4 – additional design services $10,540.00
• Contract Amendment #5 – additional design services $15,720.00
• Total Contract Amount: $653,365.00

It is recommended that the Board of Education approve Contract Amendment #15 with Sandy Pringle Associates to provide additional Inspector of Record (IOR) services for the Lincoln Middle School - Field and Track Replacement Project in amount not to exceed $2,402.50 for a total contract amount of $400,908.48.

The Project encountered numerous unforeseen construction and design issues resulting in, and requiring, additional inspections.  The additional inspection services, being funded by this amendment #15, will include the general construction inspection and IOR services necessary to ensure compliance with the DSA approved plans and CCDs and receipt of project certification from DSA.

Sandy Pringle and Associates has submitted a “not to exceed” proposal to conduct the additional, necessary inspection services that are required.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90908-0-00000-85000-5802-012-2600
• Budget Category: Soft Costs\Tests & Inspections/Materials Lab

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
• CONTRACT AMENDMENT #15 – Lincoln MS – Track & Field: $2,402.50
• TOTAL CONTRACT AMOUNT: $400,908.48

It is recommended that the Board of Education approve Contract Amendment #10 with Converse Consultants to provide additional geotechnical and materials testing services for John Adams Middle School - Performing Arts Center Project in an amount not to exceed $1,500.00 for a total contract amount of $282,220.50.

Provide supplemental geotechnical recommendations including revised recommendations based upon current scope and slot cut recommendations and calculation justifications.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: ES
• Account Number:  87-90907-0-00000-85000-5802-011-2600
• Budget Category: Soft Costs / Testing & Inspection / Materials Lab

MEASURE ES FUNDING:

• Original Contract – Cabrillo ES: $14,560.00
• CA#01 – LMS, Field & Track: $12,050.00
• CA#02 – LMS, Field & Track: $8,995.00
• CA#03 – Roosevelt ES & Webster ES, WPFD: $74,880.00
• CA#04 – JAMS, PAC: $15,190.00
• CA#04A – Rogers ES WPFD: $34,890.00
• CA#05 – JAMS, PAC: $3,460.00
• CA#06 – JAMS, PAC: $6,451.80
• CA#07 – JAMS, PAC Geotech survey: $3,444.20
• CA#08 – JAMS, PAC Geotech work plan: $1,495.50
• CA#09 – Franklin ES & Point Dume ES, WFPD+HVAC+FA: $105,304.00
• CA#10 – JAMS, PAC:  $1,500.00
• Total Contract: $282,220.50

It is recommended that the Board of Education approve Contract Amendment #14 with Psomas to provide additional survey services for the Pt. Dume Elementary School – Malibu Alignment Project in an amount not to exceed $2,200.00 for a total contract amount of $176,787.00.

Psomas is to provide additional survey services at Pt. Dume Elementary School around the driveway access on the Fernhill Drive side of the campus. This survey is meant to support the widening of the driveway.  This work is part of the Malibu Schools Alignment project for an amount not to exceed $2,200.00.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90909-0-00000-85000-5802-019-2600
• Budget Category: Soft Costs/Surveys & Engineering

MEASURE ES FUNDING:

• Original Contract Amount – Samohi – Sealy Field: $5,500.00
• Contract Amendment #01 – JAMS - Complex, Addt’l Survey: $16,500.00
• Contract Amendment #02 – Samohi – Addt’l Survey: $4,500.00
• Contract Amendment #03 – Samohi – Addt’l Survey for New Blg: $11,500.00
• Contract Amendment #04 – JAMS – Field Replacement: $7,500.00
• Contract Amendment #05 – Samohi – Addt’l Survey for Discovery Blg: $10,000.00
• Contract Amendment #06 – Samohi – Vacation and Recording Easements: $32,000.00
• Contract Amendment #07 – Rogers – Church Property Survey: $13,035.00
• Contract Amendment #08 – Pt Dume – Topographic Survey: $28,000.00
• Contract Amendment #09 – JAMS – Utility Mapping: $9,740.00
• Contract Amendment #10 – Samohi – Bird Nesting Survey: $2,962.00
• Contract Amendment #11 – Samohi – Topo Survey – 7^th St Fence: $2,900.00
• Contract Amendment #12 – Franklin – Topo Survey – Drainage and ADA: $12,500.00
• Contract Amendment #13 – Samohi – Easement & Topo Survey: $17,950.00
• Contract Amendment #14 – Malibu Schools Alignment (Pt. Dume) – Addt’l Survey: $2,200.00
• TOTAL CONTRACT AMOUNT: $176,787.00

It is recommended that the Board of Education approve Contract Amendment #15 with Psomas to provide additional topographical services for the Santa Monica High School – Discovery Building Project in an amount not to exceed $2,800.00 for a total contract amount of $179,587.00.

Psomas is to provide additional survey services at Santa Monica High School to produce volume calculations based on topographical surveys pre- and post-construction and to do a comparison with the designed conditions. This work will provide the basis for finalizing pay quantities for the demolition contract and be used in finalizing costs associated with the award of the new Discovery Building project. This work is part of the Samohi Discovery Project for an amount not to exceed $2,800.00.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: ES
• Account Number: 87-90904-0-00000-85000-5802-015-2600
• Budget Category: Soft Costs/Surveys & Engineering

MEASURE ES FUNDING:

• Original Contract Amount – Samohi – Sealy Field: $5,500.00
• Contract Amendment #01 – JAMS - Complex, Addt’l Survey: $16,500.00
• Contract Amendment #02 – Samohi – Addt’l Survey: $4,500.00
• Contract Amendment #03 – Samohi – Addt’l Survey for New Blg: $11,500.00
• Contract Amendment #04 – JAMS – Field Replacement: $7,500.00
• Contract Amendment #05 – Samohi – Addt’l Survey for Discovery Blg: $10,000.00
• Contract Amendment #06 – Samohi – Vacation and Recording Easements: $32,000.00
• Contract Amendment #07 – Rogers – Church Property Survey: $13,035.00
• Contract Amendment #08 – Pt Dume – Topographic Survey: $28,000.00
• Contract Amendment #09 – JAMS – Utility Mapping: $9,740.00
• Contract Amendment #10 – Samohi – Bird Nesting Survey: $2,962.00
• Contract Amendment #11 – Samohi – Topo Survey – 7^th St Fence: $2,900.00
• Contract Amendment #12 – Franklin – Topo Survey – Drainage and ADA: $12,500.00
• Contract Amendment #13 – Samohi – Easement & Topo Survey: $17,950.00
• Contract Amendment #14 – Malibu Schools Alignment (Pt. Dume) – Addt’l Survey: $2,200.00
• Contract Amendment #15 – Samohi – Volume calculations – Discovery: $2,800.00
• TOTAL CONTRACT AMOUNT: $179,587.00

It is recommended that the Board of Education approve Amendment #01 with FACS for Malibu Middle & High School – Malibu Fire to perform Monitoring consulting services in an amount not to exceed $43,438.00 for a total contract amount of $246,907.00.

FACS has been asked to provide additional emergency monitoring services for our four Malibu school sites.

1. PAH Surface Sampling: $10,495.00

   4-6 Surface samples will be collected at each site and analyzed to detect Polynuclear Aromatic Hydrocarbons (PAHs). FACS will then provide a Surface Sampling assessment to the district.

2. Limited Soil Assessment: $32,943.00

   a. Initial Environmental Testing: Conduct environmental soil testing during the weekend on emergency rates. These samples will be analyzed on same day turnaround time for a 200% surcharge.

   b. Perform Environmental Testing: Conduct WET test analysis due to metal-chromium failure with TTLC analysis. These samples will be analyzed on same day turnaround time for a 200% surcharge.

   c. Perform Soil Stability Soil Sampling: Up to 20 representative soil samples will be collected in the area of the mudflow to determine the dispersion potential of the soil. This will include particle distribution by ASTM D422, pH, and Pesticides by EPA Method 8081.

Funding Information

• Fund: 25
• Source: Capital Facilities Fund
• Account Number: 25-90100-0-00000-82000-5802-050-1500
• Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

CAPITAL FACILITIES FUNDING:

• ORIGINAL CONTRACT – MMHS Malibu Fire: $203,469.00
• CA#01 – MMHS – Addt’l Wipe & Soil Sampling: $43,438.00
• TOTAL CONTRACT AMOUNT: $246,907.00

It is recommended that the Board of Education approve Change Order #09 with Ampco Contracting for the Santa Monica High School – Discovery Building Project - Demolition of Science and Technology Buildings in an amount not to exceed $119,521.80 for a total contract amount $5,197,519.67 and 4 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 the preparation for the construction of the new Discovery Building, in the amount of $3,954,000.00.

The largest value of these Change Order Requests are for significant modifications to the perimeter fence, which will serve as the construction fence for the duration of the construction project. The addition of this fencing secures the site from the rest of the campus and is a cost being incurred now, which will result in an equivalent cost reduction in the next phase. In addition, an area was paved with temporary asphalt to provide for an area to accommodate dumpsters and storage facilities for at least the first 6-months of the year. The remaining items were dealing with unforeseen conditions that arose during storm drain and water main installation. The project is now largely complete and only 1 further change order is expected, which will be a substantial credit for savings on the project.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90904-0-00000-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts 

The following is a tabulation of the Change Order Requests making up this Change Order #9:

COR #:

• 36 – Fencing changes for Discovery Project: $85,515.70
• 37 – Installation of AC storage area for school: $16,861.14
• 39 – Removal of encased electrical line for new waterline: $2,170.21
• 40 – Removal of section of pipeline in Science Quad: $2,170.21
• 41 – Locate and expose electrical from Utility Building: $2,167.74
• 42 – Remove existing storm drain obstructions (utility bldg.): $1,276.79
• 43 – Installation of an irrigation system to sustain saved trees: $3,525.78
• 45 – Remove and replace section of concrete filled storm drain: $5,834.23
• Total: $119,521.80

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, ScI 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
• CHANGE ORDER #09 - Additional fencing/Unforeseen conditions/Asphalt: $119,521.80
• TOTAL CONTRACT AMOUNT: $5,197,519.67 

It is recommended that the Board of Education approve Change Order #03 with Angeles Contractor, Inc., for the Malibu Middle & High School - Window, Paint, Floors & Doors – (Buildings F, I, G, & D) Project in a credit of ($101,208.43) for a total contract amount of $2,361,366.95.

On May 4, 2017, the Santa Monica-Malibu Unified School District Board of Education awarded a Contract to Angeles Contractor, Inc., in the amount $2,388,000.00. 

The changes for this Change Order 03 (CO-03) includes all labor, materials, equipment and related overhead costs for the work described in this COR to include: 1) COR#012 framed ceiling at restrooms in Building D per Construction Directives (CCDA-008). 2) COR#027 add doors, hardware and frames for openings 501A1, 501B1, 501B2 & 502A1 in Building G. 3) COR#029 additional miscellaneous work requested by the District in Buildings F, I, G & D. 4) COR#031 demo and install drywall and framing in the Kiln Room 504A per Construction Directives (CCDA-09 and CCDA-010). Additionally, this change order represents credit adjustments for scope of work and punch list items not completed by Angeles at Malibu High School, DSA #03-117622.

Change Order No. 03 includes no increase in the contract time.

Funding Information

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

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT: $2,388,000.00
• CHANGE ORDER NO. 1: $62,961.86
• CHANGE ORDER NO. 2: $11,613.52
• CHANGE ORDER NO. 3: ($101,208.43)          
• TOTAL CONTRACT AMOUNT: $2,361,366.95

It is recommended that the Board of Education approve Change Order #02 with McCarthy Building Companies, Inc., for the Malibu Middle & High School - Campus Improvements (Phase 3, 4 & 5) Project in an amount not to exceed $278,680 for a total contract amount of $54,856,555.47.

On February 15, 2018, Santa Monica-Malibu Unified School District Board of Education awarded to McCarthy Building Companies, Inc., the Lease-Lease Back (LLB) construction contract for the Malibu Middle High School Campus Improvements Phase 3, 4 & 5 Project in the amount of $54,241,698.00.

The changes for this Change Order #02 are due to delays incurred on the project which impacted the project schedule and resulted in costs related to time extension and submitted time impact analysis (TIAs) for phase 3, 4 & 5 through November 1, 2018.  Please note this change order is prior to the Woolsey Fire and rain events that have affected this project as well.

This Change Order #02 takes into consideration unforeseen conduits and storm drains that were encountered, two 14-day SCAQMD notifications due to unanticipated asbestos material encountered during excavation, relocation of the existing Main Distribution Frame (MDF) and the discovery of PCBs in the concrete slab and in the soil.  There are concurrent delays on this project, hence, a portion of the time extension is excusable but non-compensable to the contractor. Per the CM review of the time impact analysis staff recommends revising the milestone dates on this project as follows:

• Milestone No. 1, Building D, Phase 5 – 0 calendar days
• Milestone No. 2, Site Stairs, Phase 3 – 122 calendar days, excusable & non-compensable
• Milestone No. 3, Building E, Phase 4 SC – 89 calendar days, excusable & non-compensable
• Milestone No. 4, Building E, Phase 4 FC – 89 calendar days, excusable & non-compensable
• Milestone No. 5, Parking Lot D, Phase 3 – 0 calendar days
• Milestone No. 6, Building A/B, Phase 3 SC – 109 calendar days, excusable and compensable
• Milestone No. 7, Building A/B, Phase 3 FC – 109 calendar days, excusable and compensable
• Milestone No. 8, HS Commons, Phase 3 – 109 calendar days, excusable and compensable

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-6200-010-2600
  
• Budget Category: Construction Contract

MEASURE BB FUNDING:   

• Original Contract – $54,241,698.00
• Change Order #01 – PCB in Buildings A, B/C: $336,177.47
• Change Order #02 – Milestone Contract Extension: $278,680.00
• TOTAL CONTRACT AMOUNT: $54,856,555.47

Funding will be from Program Reserve Shortages

It is recommended that the Board of Education approve Change Order #01 Bid #18.32.ES with ACCO Engineered Systems for the Santa Monica High School - HVAC Project – Pool HVAC Maintenance in an amount not to exceed $6,833.00 for a new total contract amount of $125,896.00 with no schedule impact.

On September 20, 2018 the Board awarded to ACCO Engineered Systems, Pool HVAC Maintenance Bid #18.32.ES contract for Samohi, in the amount of $119,063.00.

This CO is to cover the cost to replace 3 non-functional disconnects; 3 non-functional time clocks; a non-functional exhaust fan; worn out bearings on 2 exhaust fans. These additional items were unforeseen and therefore added scope. The make-up air system had been non-operational for approximately (10) years, however there was no previous opportunity to test the system during the design phase to validate operations prior to bidding. Thus, the design scope assumed reuse of existing devices. The following is a summary of the additional scope making up this CO# 1:

• EWP #2 – Replace electrical disconnects for units #1, 2 and 4: $2,742.00
• EWP #3 – Replace (3) time clocks serving units #1,2 and 5: $1,621.00
• EWP #4 – Replace Exhaust Fan #EF N2 serving the pool restrooms: $743.00
• EWP #5 – Replace existing Exhaust Fans (EF N6, N9) Failed bearings and belts: $1,227.00
• EWP #6 – Vacuum pool : $500.00
• Total: $6,833.00

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 – $119,063.00
• CHANGE ORDER #1 – Supplemental repair to existing systems and pool cleaning: $6,833.00
• TOTAL CONTRACT AMOUNT: $125,896.00

It is recommended that the Board of Education approve Change Order #02 Bid #18.32.ES with ACCO Engineered Systems for the Santa Monica High School - HVAC Project – Pool HVAC Maintenance in an amount not to exceed $26,739.00 authorizing a change order in excess of 10%, for a total contract amount of $152,635.00 and no schedule impact.

On September 20, 2018, the Board awarded to ACCO Engineered Systems, Pool HVAC Maintenance Bid #18.32.ES contract for Samohi, in the amount of $119,063.00 and a CO in the amount of $6,833.00 was approved by the Board.

All work for this fan replacement had been scheduled for the Winter Break period to minimize downtime for school use of the pool. Therefore, once work began, it was important for the  contractor (ACCO) to continue its installation activities while accommodating this extra item, critical to operation of the overall system. This allowed for the project to be completed during the constraint of the Winter Break schedule. The design required the contractor to connect all 5 new forced-air systems to the existing fire alarm system. There was no previous opportunity to test the system during the design phase, so when the old units were removed, it was discovered that the fire alarm system was inoperable and had probably been out of service for the past 10-years. The work requires the replacement of all 5 duct detectors and associated accessories including: conduit; wire; testing/commissioning; and installation equipment rental. The options available during the holiday season to accomplish the work were: to contract directly with Johnson Controls, with a likely procurement process of weeks; or fold it into the main contract and open the facility on time. Although this change order exceeds 10%, it is the result of an unforeseen condition, and was the only way to complete the work prior to start of school.

This CO covers the cost of 5 new duct detectors, sensor tubes, weatherproof detector housing, installation of shielded cable, new conduit, demo of existing wire & conduit, scissor lift rental, programming, commissioning, termination, and shut down test. The duct detectors were also found to have failed or were disconnected from the existing fire panel and rooftop conduit was corroded, requiring replacement.

EWP #1A – Replacement of 5 duct detector systems: $26,739.00.

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 –  $119,063.00
• CHANGE ORDER #1 – Supplemental repair to existing systems and pool cleaning: $6,833.00
• CHANGE ORDER #2 – Replacement of duct detector systems: $26,739.00
• TOTAL CONTRACT AMOUNT: $152,635.00

It is recommended that the Board of Education approve award of an agreement to Burke, Williams & Sorenson, LLP for PLA Legal Services, in an amount not to exceed $15,000.

The District has entered into a Project Labor Agreement (PLA) on certain projects, namely the Malibu Campus Improvements Project, the JAMS Performing Arts Complex Project, and the Discovery Building Project.  From time to time it is necessary for the District to obtain legal opinions or other various legal services related to PLA administration.  To that end the District requested a proposal from Burke, Williams & Sorenson, LLP, the firm that provided legal services throughout development of the PLA.

Staff recommends award of an agreement in an amount not to exceed $15,000 for as-needed PLA legal services.

Funding Information

• Budgeted: Yes & No
• Fund: 87 & 83
• Source: ES and BB
• Account Number: 87-90907-0-00000-85000-5820-011-2600 (ES - JAMS PAC - 15%); 87-90904-0-00000-85000-5820-015-2600 (ES - Samohi Discovery - 55%); 83-90500-0-00000-85000-5820-010-2600 (BB - Malibu & Campus Improvement - 30%)

Funding will be from Measure ES and from Measure BB Program Reserve Shortage.

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: Facility Improvement Projects
• Project: Centralized Expenses
• Funding: Measure ES                        
• Vendor Name: Heritage Window Coverings, Inc.
• PO Number: 192663
• Amount: $3,405.21
• Substantial Completion Date: 1/4/19

• School: Franklin Elementary School
• Project: WFPD & HVAC Project
• Funding: Measure ES                                    
• Vendor Name: Key United Mechanical Contractors, Inc.
• PO Number: 192087
• Amount: $19,000.04 
• Substantial Completion Date: 1/22/19

It is recommended that the Board of Education accept as complete  all work under the construction contract issued with Angeles Contractor, Inc., for the Malibu Middle & High School – Window, Paint, Floors & Doors Project (Buildings F, I & G) with a final contract amount of $2,361,366.95.

On May 4, 2017, the Santa Monica-Malibu Unified School District Board of Education awarded to Angeles Contractor, Inc. the contract for the Malibu Middle High School – Windows, Paint, Floors and Doors Project in the amount of $2,388,000.00

Change Orders in the amount of ($26,633.05) were required to address unforeseen conditions and owner requested items, and to provide credit for work not performed.

The Substantial Completion date is hereby established as Friday, August 17, 2018 and Final Completion date as Friday, October 26, 2018. It has been negotiated with and mutually agreed to with the Contractor, Angeles Contractor, Inc., that an extension of time, 0 calendar days shall be granted as non-compensable and no liquidated damages will be assessed.

Malibu Middle High School – Windows, Flooring and Paint Project final total contract amount was $2,361,366.95. The contract duration was 540 calendar days.

In order to facilitate the release of final payment, a Notice of Completion must be filed 35 days after Substantial Completion with the County of Los Angeles pending approval by the Board of Education.

Funding Information

• Budgeted: Yes
• Fund:  85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5802-010-2600 (Malibu HS)
• Budget Category: Soft Costs/Design/Architects
• DSA #:03-117622

It is recommended that the Board of Education determine, by a four-fifths vote, that a need exists to authorize continued use of an emergency resolution for repair work required due to flooding that occurred in Malibu Middle High School Building D.

At its December 13, 2018, meeting, the Board of Education authorized use of an emergency resolution to effect the necessary repairs.  Public Contract Code § 22050 requires that the Board review the emergency action and determine by a four-fifths vote that there is a need to continue the action.  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 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.  

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 approve an increase in Swim Instructor/Lifeguard FTEs  -  from 0.50 FTE (4 hours/12-Month) to 0.5375 FTE (4.3 hours/12-Month), in order to best meet the use of District swimming facilities for the 2018-2019 school year.

The 2018-2019 budget will be adjusted $819 for salary and benefits.  Fees for swimming pool usage will be adjusted to match the budget adjustment.

It is recommended that the Board of Education enter into a Student Teaching Agreement between CalState TEACH and the Santa Monica-Malibu Unified School District. 

The District participates with university teacher training institutions in providing classroom teaching situations under the supervision of a master teacher.

There is no financial component.

• INSTITUTION: CalState TEACH
• EFFECTIVE: May 1, 2019, to May 1, 2022

It is recommended that the Board of Education consider revising E 1330 - Use of School Facilities.

The proposed changes address to areas:

1. The recently approved raises and increased health care/pension costs require an increase to the hourly personnel rates charged to facility permit groups based on the current salary study.
2. With recent changes to “peak” utility times, increasing facility permit rental rates is necessary.

Summary of changes:

1. Added computer labs to the list of rooms
2. Added “event” as separate line items for sports fields, etc. (was “practice/event” rates, but now they are separate)
3. Removed “Playfields without restrooms”
4. Added “basecamp” fees
5. Added “House Seats,” allowing seats for the Board of Education and Superintendent, when they would like to attend a permitted event
6. Separated pools by lanes – this is logical based on permitted needs (multiple groups in the pool at once)
7. Increased Personnel charges based on latest personnel study
8. Increased all facility fees by 15%

The District would receive increased revenues from permits at all rate categories (excluding Affiliate), and increased margins on personnel costs.

Staff anticipates that this item will require a total of 40 minutes, with 15 minutes for the staff report and 25 minutes for board members' questions/comments.

It is recommended that the Board of Education consider revising Board Policy 3311.1 and Administrative Regulation 3311.1 be amended to set forth the new informal bidding limits.

California law generally requires public agencies to competitively bid public works contracts for all construction projects subject to certain thresholds: over $4,000 for counties, $5,000 for cities, and $15,000 for school and sanitary districts. CUPCCAA, codified in California Public Contract Code sections 22000 through 22045, was created in 1983 to provide public agencies with an alternative, streamlined process for executing public works projects. In exchange for agreeing to follow the cost accounting procedures prescribed by the California Uniform Construction Code Account Commission (CUCCAC). 

On November 18, 2010, the Board of Education adopted Resolution 10-14 to enact the California Uniform Public Construction Cost Accounting Act (“Act”) pursuant to Public Contract Code section 22030, which establishes a uniform cost accounting standard and allows for an alternate method for bidding of public works projects (“informal bidding”) by local public agencies.

The Act previously allowed a public agency to use its own workforce to perform public projects of $45,000 or less by the agency's force account, negotiated contract, or purchase order, and allowed agencies to let contracts of $175,000 or less without submitting the projects to formal bid.  Prior law also allowed the informal process to be used even if bids received are as high as $187,500, if it determined that the agency's cost estimate was reasonable.

Effective January 1, 2019, the limits for the informal bidding of public works projects were amended by the California legislature (AB 2249) increased the above dollar limits for projects that may be performed without bid pursuant to CUPCCAA as follows:

• The force account limit increased from $45,000 to $60,000.
• The informal bid limit increased from $175,000 to $200,000.
• Informal bids can be awarded upon a determination that the cost estimate was reasonable up to a total of $212,500 instead of $187,500.

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

Staff will update the Board of Education on ongoing and planned facility projects as well as those that have been deferred from Measure ES, to be funded by Measure SMS and Measure M.  Staff will discuss the current status of various long-term planning elements and will provide an update on specific projects, both at distinct sites as well as districtwide efforts.

The presentation will be made by Carey Upton, Chief Operations Officer, and Steve Massetti, Bond Program Manager.  

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 comments/questions.

It is recommended that the Board of Education adopt Resolution No. 18-28 – In Honor of Black History Month. 

In 1976, February was designated as Black History Month.  This resolution honors the achievements and contributions of African-American citizens in the United States.

It is recommended that the Board of Education adopt Resolution No. 18-29 – In Honor of Career Technical Education (CTE) Month. 

On Tuesday, February 9, 2016, the U.S. Senate unanimously passed a resolution recognizing February as CTE Month and declaring the Senate's support for its goals. The measure was drafted and circulated by Senate CTE Caucus co-chairs Tim Kaine (D-VA), Rob Portman (R-OH), Tammy Baldwin (D-WI) and Johnny Isakson (R-GA) and introduced with an additional 17 co-sponsors. 

Following the Senate’s adoption of the resolution, the Association for Career Technical Education (ACTE) stated, "CTE Month is an opportunity for millions of students and education professionals to share the accomplishments and importance of CTE nationwide.  [The] Senate's support for CTE Month and its goals advance[s] our community's effort to build awareness of CTE's role in preparing all students for the 21^st Century economy."

It is recommended that the Board of Education accept the 2017-18 Annual Financial Audit Report and approve management discussion and analysis/the administrative responses to the “Findings” & “Recommendations” as contained in the Subject audits.

In response to California Education Code mandate, the 2017-18 financial audit has been completed by the audit firm of Moss, Levy and Hartzheim LLP.  The Board of Education and the Financial Oversight Committee have previously received copies of the audit report and an information copy is available for public review in the Office of the Superintendent. 

There are two (2) audit findings related to Food and Nutrition Services:

1. The District did not have adequate internal controls to ensure compliance with time and effort documentation required to support time worked on the program.
2. The District did not have adequate internal controls to ensure compliance with free and reduced meal eligibility requirement that when a change in application status occurs; the lunch code within the software system is changed to reflect the new status. 

Attached is the district's response sent to California Department of Education and Los Angeles County Office of Education. 

Additionally, the following recommendations were made to strengthen internal controls and operating efficiencies:

1. Evaluate projects on a comprehensive basis prior to issuing requests for proposals, qualifications, quotes, or services. The scope of work should not significantly change, otherwise, a new request should be generated rather than issuing multiple change orders, which bypass the required detailed selection process.
2. All bids for future projects must be received at the Districts office and not received by the consultant. Segregation of duties should be paramount. 

A representative from Moss, Levy and Hartzheim LLP will be available at the meeting to answer questions.

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

It is recommended that the Board of Education approve the selection of Lauren Robinson as a Personnel Commissioner, as recommended by the Personnel Commission Selection Committee, and forward the nomination to the State Superintendent of Public Instruction for appointment. 

After two dedicated and impactful 3-year terms serving as a Personnel Commissioner, Mrs. Barbara Inatsugu has chosen to not seek reappointment.  An open recruitment was conducted to fill the vacancy created by Mrs. Inatsugu’s anticipated departure.  The Board of Education plays a critical role in the Personnel Commissioner selection process by officially approving a nominee for ultimate appointment by the State Superintendent.  According to Merit Rule 2.1.2, a prescreening panel shall review qualifications of all candidates and recommend a nominee to the Board of Education for approval. 

The term of appointment is to begin immediately upon appointment by the State Superintendent of Public Instruction.  The term will expire on December 1, 2021 (Ms. Robinson fills a vacancy). 

The application period for the Personnel Commissioner position was from October 10, 2018, through December 7, 2018.  The recruitment process was widely publicized by a variety of media including on-line postings, school sites distribution, and press releases in both Santa Monica and Malibu.  During this time period, applications were received by seven (7) applicants; of whom seven (7) were invited to interview with the Personnel Commission Selection Committee and one (1) withdrew from consideration.

The Personnel Commission Selection Committee was comprised of Dr. Mark Kelly, Assistant Superintendent of Human Resources; Ms. Rebel Harrison, SEIU Representative; Ms. Claudia Seizer, PTA President; Ms. Julie Waterstone, Personnel Commission Chair; and Ms. Barbara Inatsugu, Personnel Commission Vice-Chair.

It is the unanimous recommendation of the Personnel Commission Selection Committee that Ms. Lauren Robinson be appointed to fill the open Personnel Commissioner position.

It is recommended that the Board of Education approve the selection of Maria Stewart as a Personnel Commissioner, as recommended by the Personnel Commission Selection Committee, and forward the nomination to the State Superintendent of Public Instruction for appointment. 

After a dedicated and impactful 1-year service as a Personnel Commissioner, Ms. Lisa Jenkins is no longer eligible for the position due to her move from Santa Monica to Manhattan Beach, CA, as she is no longer a Santa Monica or Malibu resident.  An open recruitment was conducted to fill the vacancy created by Ms. Jenkins’ unanticipated departure.  The Board of Education plays a critical role in the Personnel Commissioner selection process by officially approving a nominee for ultimate appointment by the State Superintendent.  According to Merit Rule 2.1.2, a prescreening panel shall review qualifications of all candidates and recommend a nominee to the Board of Education for approval.

The term of appointment is to begin immediately upon appointment by the State Superintendent of Public Instruction.  The term will expire on December 1, 2020 (Ms. Stewart will complete the remaining 2 years of Ms. Jenkin’s term). 

The application period for the Personnel Commissioner position was from October 10, 2018, through December 7, 2018.  The recruitment process was widely publicized by a variety of media including on-line postings, school sites distribution, and press releases in both Santa Monica and Malibu.  During this time period, applications were received by seven (7) applicants; of whom seven (7) were invited to interview with the Personnel Commission Selection Committee and one (1) withdrew from consideration.

The Personnel Commission Selection Committee was comprised of Dr. Mark Kelly, Assistant Superintendent of Human Resources; Ms. Rebel Harrison, SEIU Representative; Ms. Claudia Seizer, PTA President; Ms. Julie Waterstone, Personnel Commission Chair; and Ms. Barbara Inatsugu, Personnel Commission Vice-Chair.

It is the unanimous recommendation of the Personnel Commission Selection Committee that Ms. Maria Stewart be appointed to fill the open Personnel Commissioner position.

It is recommended that the Board of Education (“Board”) adopt Resolution 18-30 to certify the Final Environmental Impact Report (“EIR”), make certain findings, adopt a Mitigation Monitoring Program (“MMP”) and Statement of Overriding Considerations, and approve the Santa Monica High School Campus Plan Project (“Proposed Project”).  

The Santa Monica-Malibu Unified School District (“District”) developed the Proposed Project to redevelop and renovate all of Santa Monica High School campus’ facilities (excluding Barnum Hall and the Innovation Building) with the goal of providing the best possible, 21^st century secondary school environment with expanded academia, performance arts, athletics, and student services.  The Proposed Project would be phased over a 25-year planning horizon and implemented in nine phases consisting of demolition of approximately 272,763 square feet of classrooms, 74,738 square feet of renovations, and construction of approximately 478,938 square feet of new buildings and 621,642 square feet of new athletic fields and parking structures. The finished campus will have approximately 1,448,081 square feet of new classrooms, parking structures, fields, and support facilities. Once the Proposed Project was developed, the District engaged Michael Baker International and Placeworks (“Environmental Consultants”) to conduct an environmental review of the Proposed Project under the California Environmental Quality Act (“CEQA”).  The Environmental Consultants determined that the Proposed Project could potentially cause significant environmental impacts that could not be feasibly mitigated.  As a result, the Environmental Consultants proceeded to prepare an EIR that discloses the components of the Proposed Project; analyzes the potential environmental impacts; includes feasible mitigation measures to reduce certain significant environmental impacts to less than significant; discloses that certain significant environmental impacts cannot be feasibly mitigated, but certain benefits of the Proposed Project have overriding considerations that outweigh the unavoidable significant impacts; and evaluates a reasonable range of alternatives.

On October 26, 2017, the District issued a Notice of Preparation of a Draft EIR and the Proposed Project’s Initial Study for public review and comment.  The comment period ended on November 27, 2017, 32 days later.  Five (5) comment letters/emails were received that raised concerns with cultural and tribal resources, disturbance of the neighborhood and students, traffic congestion, motorist safety, noise and vibration from band activities at the football field, and a request to evaluate an alternative location.  In addition, District staff held a public scoping meeting on November 13, 2017.  No one attended the meeting.  The Environmental Consultants and District staff considered all of these comments in preparing the Proposed Project’s Draft EIR.

On November 30, 2018, the District issued a Notice of Availability and the Proposed Project’s Draft EIR for public review and comment.  The Notice of Availability was also published on the District’s website, in a local newspaper, and directly mailed to each commenter on the Initial Study and affected public agencies.  The Draft EIR was made available on the District’s website and at the District’s Offices, Samohi Library, and at the Santa Monica Main Library.  The comment period for the Draft EIR ended on January 16, 2019 (a total of 47 days).  Comments on the Draft EIR were only received from the Metro, Department of Toxic Substances Control, and Caltrans.  None of the comments opposed the project, but rather provided general information. 

On December 17, 2018, District staff conducted a community presentation on the Proposed Project and the Draft EIR.  No members of the public or any representatives of a public entity attended.

On January 28, 2019, proposed responses to the commenters were delivered to each respective agency.  None of the comments identified a new significant or cumulatively considerable environmental impact, an increase in the severity of a significant or cumulatively considerable environmental impact, a feasible alternative to the Proposed Project or mitigation measures considerably different from others previously analyzed that would clearly lessen a significant environmental impact, or a feasible way to mitigate the two unavoidable significant impacts that the Proposed Project may cause.  The Environmental Consultants prepared the proposed Final EIR, which is attached as Exhibit 1, and includes the comments, responses to comments, and minor corrections to the Draft EIR.  The new information contained in the Final EIR merely clarifies or amplifies and makes insignificant changes to the Draft EIR.  Accordingly, the Draft EIR is adequate and need not be recirculated for additional public review and comment.

CEQA requires that the District make certain formal findings before it approves or carries out the Proposed Project.  The Environmental Consultants prepared proposed Findings/Statement of Overriding Considerations, which are attached as Exhibit 2.  Additionally, CEQA requires the District to approve of the MMP to ensure that all significant and cumulatively considerable impacts are feasibly mitigated and that a program be adopted to ensure that mitigation measures are properly implemented.  The Environmental Consultants prepared the proposed MMP, which is attached as Exhibit 3.

The Proposed Project would cause three temporary unavoidable significant impacts to air quality during the course of construction, one cumulatively considerable and unavoidable impact to cultural resources during the course of construction, and one cumulative considerable and unavoidable impact on tribal cultural resources during construction. Although Mitigation Measures AQ-1, CUL-4, CUL-7, and TCR-1 through TCR-3 would be implemented to lessen these impacts, there are no other feasible mitigation measures available to reduce these impacts to less significant impacts.  As a result, CEQA requires that the District adopt a Statement of Overriding Considerations, which is included in Exhibit 2, explaining that certain economic, legal, social, technological, or other benefits of the Proposed Project outweigh the unavoidable significant environmental impacts, which make them nonetheless acceptable.  The Proposed Project will provide many generations of students with safe and secure facilities that maximize their learning environment.  This long-term social benefit outweighs the temporary construction impacts.

For the Final EIR, pursuant to CEQA, the Board must certify that: (1) the Final EIR has been completed in compliance with CEQA; (2) the Final EIR was presented to the Board and that the Board has reviewed and considered the information contained in the Final EIR prior to approving the Proposed Project; and (3) the Final EIR reflects the Board’s independent judgment and analysis.

Staff anticipates that this item will require a total of 40 minutes, with 25 minutes for the staff presentation and 15 minutes for board member questions/comments.  

It is recommended that the Board of Education award a contract for the Lease-Leaseback Agreement for Santa Monica High School – Discovery Building Project - RFP #19.10.ES.R1 to McCarthy Building Companies, Inc., in an amount not to exceed $2,796,636.00.

The District issued a Lease-Leaseback (LLB) Request for Qualifications (RFQ) #19.10.ES on September 7, 2018, for which statement of qualification were due on October 8, 2018 and only one contractor submitted.  The District elected to re-issue the LLB RFQ #19.10.ES.R1 on October 26, 2018, for which statement of qualification were due on November 28, 2018. Five firms submitted qualifications as noted below:

1. Balfour-Beatty
2. Bernards
3. Hensel Phelps
4. McCarthy Building Companies, Inc.
5. Pinner

The District reviewed the qualifications submitted and conducted interviews with four of the submitting firms on December 11, 2018.  Hensel Phelps was not interviewed as they withdrew from the process due to current project workload.  Upon completion of the interviews all four firms received a passing score and were issued the Board-approved LLB RFP on December 14, 2018.  Proposals were received on January 15, 2019. Four proposals were received as noted below:

1. Balfour-Beatty
2. Bernards
3. McCarthy Building Companies, Inc.
4. Pinner

The proposals were scored based on the Board-approved RFP evaluation criteria.  The review and evaluation was conducted by five panelist consisting of both District staff and project consultants.  The proposal from McCarthy Building Companies, Inc., was determined to be the best value for the District.

It is recommended that the Board of Education award a contract to McCarthy Building Companies, Inc. for the approval of the Site Lease and Facilities Lease to provide Preliminary Services, temporary shoring (non-DSA work) and development of a Guaranteed Maximum Price (GMP) for the SAMOHI Discovery building project in an amount not to exceed $2,796,636.00, which includes a $500,000 District Contingency.  The project’s GMP will be developed as part of the Preliminary Services. Once negotiated and finalized, the District will amend the Facilities Lease which will be brought to the Board for approval.

Funding Information

• Budgeted: Yes
• Fund: 87
• Account Number: 87-90904-0-00000-85000-6200-015-2600
• Source: Measure ES
• Budget Category: Construction Contract

Each year, following the December organizational meeting, the board members are assigned to act as liaisons to the various district advisory committees and similar district organizations.  For 2019-20, the assignments will remain as they were for 2018-19, except for Dr. Tahvildaran-Jesswein is moving from IEE DAC to VAPA DAC. 

DACs:

• Early Learning – Jon Kean, Laurie Lieberman
• Health and Safety – Ralph Mechur, Richard Tahvildaran-Jesswein
  
• English Learners (DELAC) – Maria Leon-Vazquez
• Intercultural Equity & Excellence (IEE) – Ralph Mechur, Oscar de la Torre
• Special Education (SEDAC) – Oscar de la Torre, Jon Kean
• Visual and Performing Arts (VAPA) – Maria Leon-Vazquez, Richard Tahvildaran-Jesswein

Other Committees/Organizations:

• Ed Foundation – Maria Leon-Vazquez, Richard Tahvildaran-Jesswein
• Financial Oversight (FOC) – Craig Foster, Jon Kean, Laurie Lieberman
• Facilities Advisory Committee – Ralph Mechur, Craig Foster, Laurie Lieberman
• Citizens’ Bond Oversight Committee – Craig Foster, Maria Leon-Vazquez
• PTA Council – Jon Kean, Richard Tahvildaran-Jesswein

Earlier this school year, the Board of Education approved the charges for the District Advisory Committees (DACs). 

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

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

A mid-year report was submitted by the Intercultural Visual and Performing Arts DAC.  The full text of this report is attached.  The reports from the Early Learning DAC, Health and Safety DAC, Intercultural Equity and Excellence DAC, and Special Education DAC will be on a future agenda. 

This meeting will adjourn to a regular meeting scheduled for Thursday, February 21, 2019, at 5:30 p.m. at the district office: 1651 16th St., Santa Monica, CA.