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

• 1 case

• Title: Director
• Title: Principal

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

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

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

It is recommended that the Board of Education approve the March 21, 2019, regular board meeting agenda.

It is recommended that the Board of Education approve the March 7, 2019, regular meeting minutes.

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

• Contractor: Yolanda Martinez
• Dates: 03/07/19-06/01/19
• Amount not to exceed: $5,130.00
• Description: To teach additional music and to record music and produce CDs for all K, 1st and 2nd grade students
• Site: Franklin Elementary
• Funding: 01-00021-0-11100-10000-5802-002-4020 (SMMEF Stretch Grant)

• Contractor: Jan Strnad
• Dates: 02/01/19-05/01/19 01/24/19-05/01/19
• Amount: $4,500.00
• Description: FEMA Consultant
• Site: Capital Facilities Fund
• Funding: 25-90100-0-00000-82000-5802-050-1500
• (Amend dates. Original contract approved on 02/07/19)

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. 

No child will be denied due to financial hardship.

It is recommended that the Board of Education approve the transition and close out of the Head Start Program for fiscal year 2019/2020, where (LACOE) Los Angeles County Office of Education will pay the Santa Monica-Malibu Unified School district an additional amount of $19,941.

Funds will be used towards the personnel costs of the accountant, computer operator, community liaisons and nurse. 

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 Team 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 February 28, 2019, through March 13, 2019, for fiscal/19.

It is recommended that the Board of Education accept, with gratitude, checks totaling $8,698.56 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 $8,698.56 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 accept the 2017-18 Annual Measure "R', Measure "BB" and Measure "ES" Audit Reports and approve management discussion and analysis and the administrative responses to the “Findings” & “Recommendations” as contained in the subject audits.

The audit firm of Moss, Levy, and Hartzheim, LLP completed the 2017-18 financial audits for Measure "R", Measure "BB", and Measure "ES" as required by the language of the respective measures. 

The Financial Oversight Committee reviewed the Measure "R" audit report at their March 12, 2019 meeting and recommends the Board of Education to accept approval of the Measure "R" audit report at the March 21, 2019 Board meeting.

The Bond Oversight Committee will review the Measure "BB" and Measure "ES" reports at their March 27, 2019 meeting and will incorporate the audit information into their annual report period ending June 30, 2019.

It is recommended that the Board of Education authorize the district to use available state, city, and other school district bids to purchase classroom and office furniture and related components, under the terms and conditions of the public agency’s contract pursuant to the provisions of public contract code section 20118 and 20652. 

In order to take advantage of joint buying power, state, city, and school district bids are made available to state agencies.  These bids allow school districts to purchase school supplies exceeding the bid limit, eliminating the need for districts to go out to bid for the same types of purchases individually.

Funding Information:

• Budgeted: Yes
• Fund: 01
• Source:
• Account Number: 01-90150-0-11100-10000-4310-002-4020

The District requests authorization to use any available piggybackable bids to include:

• Irvine Unified School District Bid No. 2017/2018-1FA
• California Multiple Award Schedule (CMAS) # 4-18-71-0154B
• National Cooperative Purchasing Alliance (NCPA) #07-44
• NJPA/Sourcewell Cooperative Contract
• Hawthorne School District bid #13-14-1
• US COMMUNITIES #R-TC18004
• National Intergovernmental Purchasing Alliance (NIPA) #R141608

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

It is recommended that the Board of Education authorize use of Emergency Resolution No. 18-42 for repair work required due to mud flow that impacted all athletic fields, basketball courts, and student parking lots at Malibu Middle High School.

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 enormous amount of mud, rock and other debris on our athletic fields, basketball courts, and student parking lots 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 mud slide 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 award a contract to South Bay Landscape for mud slide cleanup on all athletic fields, restoration, and storm water mitigation Malibu at Middle & High School.

During the recent rains storms of January and February 2019, the athletic fields, tennis courts, basketball court, and student parking lots at Malibu Middle/High School were impacted with mud and debris. As a result, no areas were available for PE classes, practices, and competitions.  South Bay Landscape will clean and remove all mud and debris, restore all athletic fields, and construct storm water migration, as outline by the civil engineer. 

Funding Information

• Budgeted: No
• Fund: 25
• Source: Capital Facilities Fund
• Account Number: 25-90100-0-00000-82000-5802-050-1500
• Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

• ORIGINAL CONTRACT – MMHS Malibu mud and debris cleanup, athletic field restoration, and storm water migration
• TOTAL CONTRACT NOT TO EXCEED: $320,000

This contract was procured through Emergency Resolution No. 18-42, per Public Contract. 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 repair work caused by the mud slide 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 issuance of a Project Assignment under the AE MSA for Architectural Services to Little for John Muir Elementary School & Santa Monica Alternative School (SMASH) - Window, Paint, Floors & Doors & HVAC Project in an amount not to exceed $256,687.00.

On April 20, 2017, the Board of Education approved issuance of a Master Services Agreement (MSA) to 8 architectural firms in category 2 which is for projects valued between $2M - $7M dollars.  On January 17, 2019 the District issued a project-specific Request for Proposals to all current category 2 AE MSA firms for full service architectural services for the John Muir Elementary School & Santa Monica Alternative School (SMASH) - Window, Paint, Floors & Doors & HVAC Project.  Proposals were due on February 12, 2019.  Three proposals were received from Little, tbP Architecture & PBWS.

All three firms had been deemed qualified firms through the MSA RFQ process.  The proposals submitted included the proposed architectural team, and cost proposals, as requested.  Facility Improvement Projects staff, along with the Chief Operating Officer reviewed the proposals.  

Upon review the team recommended that Little be awarded a project assignment for this project.  In its proposal, Little affirmatively stated that there is no known conflict of interest or any potential conflict of interest involving any District employee, consultant, or member of the Board of Education. Little’s proposal of $256,687.00 is based upon hourly billing rates for the services included in the RFP.  Funding for architectural services will be from Measure ES.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES  
• Account Number:85-90905-0-00000-85000-5802-016-2600
• Description: Architectural Services

It is recommended that the Board of Education approve issuance of a Project Assignment under the AE MSA for Architectural Services to dsk Architects for Webster Elementary School HVAC Project in an amount not to exceed $116,850.00.

On April 20, 2017, the Board of Education approved issuance of a Master Services Agreement (MSA) to 7 architectural firms in category 1 which is for projects valued under $2M dollars.  On January 17, 2019, the District issued a project-specific Request for Proposals to all current category 1 AE MSA firms for full service architectural services for the Webster Elementary School HVAC Project.  Proposals were due on February 12, 2019.  One proposal was received from dsk.

dsk Architects had been deemed a qualified firm through the MSA RFQ process.  The proposal submitted included proposed architectural team, and cost proposals, as requested.  Facility Improvement Projects staff, along with the Chief Operating Officer reviewed the proposal. 

Upon review it is recommended that dsk Architects be awarded a project assignment for this project.  In its proposal, dsk affirmatively stated that there is no known conflict of interest or any potential conflict of interest involving any District employee, consultant, or member of the Board of Education. dsk’s proposal of $116,850.00 is based upon hourly billing rates for the services included in the RFP.  Funding for architectural services will be from Measure ES.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES  
• Account Number:85-90906-0-00000-85000-5802-008-2600
• Description: Architectural Services

It is recommended that the Board of Education approve issuance of a Project Assignment under the AE MSA for Architectural Services to tbP Architecture for Grant Elementary School HVAC, Fire Alarm & Door Replacement Project in an amount not to exceed $227,500.00.

On April 20, 2017, the Board of Education approved issuance of a Master Services Agreement (MSA) to 8 architectural firms in category 2 which is for projects valued between $2M - $7M dollars.  On January 17, 2019, the District issued a project-specific Request for Proposals to all current category 2 AE MSA firms for full service architectural services for the Webster Elementary School HVAC Project.  Proposals were due on February 12, 2019.  Two proposals were received from Little & tbP Architecture.

Both firms had been deemed qualified firms through the MSA RFQ process.  The proposals submitted included the proposed architectural team, and cost proposals, as requested.  Facility Improvement Projects staff, along with the Chief Operating Officer reviewed the proposals. 

Upon review the team recommended that tbP Architecture be awarded a project assignment for this project.  In its proposal, tbP affirmatively stated that there is no known conflict of interest or any potential conflict of interest involving any District employee, consultant, or member of the Board of Education. tbP’s proposal of $227,500.00 is based upon hourly billing rates for the services included in the RFP.  Funding for architectural services will be from Measure ES.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES  
• Account Number:  85-90906-0-00000-85000-5802-003-2600
• Description: Architectural Services

It is recommended that the Board of Education approve Contract Amendment #07 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 $14,375.00 for a total contract amount of $739,520.

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 to revise the existing construction documents to convert the existing science classroom room to the library and convert the existing kindergarten classroom to a science classroom as requested by the school site to better serve the needs of the students.   

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
• Contract Amendment #6 – additional design services $71,780.00
• Contract Amendment #7 – additional design services $14,375.00
• Total Contract Amount: $739,520.00

It is recommended that the Board of Education approve Contract Amendment #2 with Struere to provide additional architectural and engineering design services at the 1515 Maple Street - Church Property Project (Demolition) in an amount not to exceed $2,450.00 for a total contract amount of $52,050.00.

Struere is providing architectural design services for the demolition of the Church located at 1515 Maple Street, Santa Monica, CA. the District has requested Struere to provide additional design services for the fencing on the residential side of the site to provide privacy for the residents in compliance with the City of Santa Monica requirements.   

Funding Information

• Budget: Yes
• Fund: 86
• Source: ES
• Account Number: 86-90912-0-00000-85000-5802-006-2600
• Description:  Soft Costs/AE Design Services  

• ORIGINAL CONTRACT – Church Property Demolition: $44,300.00
• CA #01 – Church Property – Additional Services: $5,300.00
• CA# 02 – Church Property – Additional Services: $2,450.00
• TOTAL CONTRACT AMOUNT: $52,050.00

It is recommended that the Board of Education approve Amendment #03 with KOA Corporation to provide for a supplemental traffic analysis for Pt. Dume Elementary School - Malibu School Alignment Project in an amount not to exceed $3,300 for a total contract amount of $26,700.00.

The scope of this contract amendment will include a supplemental traffic technical memorandum related to the Interim Housing at Point Dume Project. This supplemental memo was required by the City of Malibu as a comment on the traffic study document. The supplemental traffic memo will address:

1. A discussion of daily trips that include District staff
2. An analysis of parking impacts during special school events
3. Additional analysis at intersections on PCH
4. Additional queuing analysis

Funding Information

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

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $15,200.00
• CONTRACT AMENDMENT #01 – Additional Data Collection: $4,900.00
• CONTRACT AMENDMENT #02 – Supplemental Traffic Analysis: $3,300.00
• CONTRACT AMENDMENT #03 – Supplemental Traffic Analysis: $3,300.00
• TOTAL CONTRACT AMOUNT: $26,700.00

It is recommended that the Board of Education award an agreement to Sandy Pringle Associates Inspection Consultants to provide inspection services for Washington West – Window, Paint, Floors & Doors Project & HVAC Project in an amount not to exceed $72,040.96.

The District requested a proposal for the Inspector of Record services. Sandy Pringle Associates Inspection Consultants proposal was reviewed and it was confirmed that their proposal covered all the DSA required inspection services for the project scope at Washington West – Window, Paint, Floors & Doors Project & HAVC Project. The proposal is based on the estimated construction schedule from 05/01/2019 through 11/30/2019, totaling 214 working days (halftime), 856 hours to be billed at $84.16 per hour. It is recommended Sandy Pringle Associates Inspection Consultants be awarded an agreement based on their proposal an amount not to exceed $72,040.96.

Funding Information

• Budgeted: Yes
• Fund: 85-90905-0-00000-85000-5802-070-2600
• Source: Measure ES
• Budget Category: Soft Costs / Testing & Inspection / Materials Lab

It is recommended that the Board of Education approve Change Order #03 for the HVAC Project (HVAC Chiller Replacement) at Santa Monica High School to ACCO Engineered Systems for an Expansion Tank Replacement in an amount not to exceed $4,819.00 for a new total contract amount of $213,857.00 with no impact to the schedule.

On September 20, 2018, the Board awarded to ACCO Engineered Systems, HVAC Chiller Replacement Project Bid #19.07.ES contract for Samohi, in the amount of $186,069.00 and change orders of $22,969.00 approved by the Board.

The new chiller is far more efficient than the old one that it replaced, which has resulted in the system operating at a higher pressure. This higher pressure revealed a leak in the existing expansion tank in the Samohi Language Building. The tank needs to be replaced for the system to operate efficiently.  This change order will cover the cost to replace the unit with a new bladder-type expansion tank.

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

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $186,069.00
• CHANGE ORDER #1 – Repairs to existing Air Handler: $14,469.00
• CHANGE ORDER #2 – Upgraded chiller: $8,500.00
• CHANGE ORDER #3 – Replace expansion tank: $4,819.00
• TOTAL CONTRACT AMOUNT: $213,857.00

It is recommended that the Board of Education approve Change Order #04 with ACCO Engineered Systems for Santa Monica High School - HVAC Project – Chiller Replacement for a programmable air handler controller in an amount not to exceed $18,600.00 for a total contract amount of $233,529.00 with an expected added delay to the construction schedule of 4 weeks.

On September 20, 2018 the Board awarded to ACCO Engineered Systems, HVAC Chiller Replacement Project Bid #19.07.ES contract for Samohi, in the amount of $186,069.00 and three change orders totaling $27,788.00.

A change is needed to add an automated controller for the control of the new chilled water chiller, the existing boiler, and the existing heated water coil and the existing chilled water coil located in the existing air handling unit. The change also includes a new heated water coil control valve for the control of heating supply air serving the building. The controller originally specified does not have the ability to work with the existing boiler and heated water control valve. This change will allow the controller to operate both the chiller and boiler for more complete building temperature control. 

Pricing is to provide labor and materials for the installation of one HW control valve and an electronic actuator. This pricing includes a $3,000 credit for a previously approved chiller controller as well as overtime pay for work to be done off school hours.

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

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $186,069.00
• CHANGE ORDER #1 – Repairs to existing Air Handler: $14,469.00
• CHANGE ORDER #2 – Upgraded chiller: $8,500.00
• CHANGE ORDER #3 – Expansion tank/Controller: $4,819.00
• CHANGE ORDER #4 – HVAC Chiller Replacement: $18,600.00
• TOTAL CONTRACT AMOUNT: $232,457.00

It is recommended that the Board of Education approve Change Order #03 with ACCO Engineered Systems for Santa Monica High School - HVAC Project (Pool HVAC Maintenance) in an amount not to exceed $1,080.00 for a new total contract amount of $153,715.00 with no impact to the schedule.

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 two change orders for a total of $27,819.00.

A new fire detection system was added to the contract when it was discovered that the 5 existing duct systems were inoperable. These units were ordered and have now been delivered. To minimize disruption to the school schedule, as the installation was likely to trigger some false alarms during the day, it was decided to do the installation on President’s Day, a holiday, which triggered the need to pay overtime on that day. This change order covers the cost of labor for a technician to work holiday hours on February 18 with Simplex to perform the fire life safety work on the Drake Pool building at Santa Monica High School.

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
• CHANGE ORDER #3 – Differential add for FLS work: $1,080.00
• TOTAL CONTRACT AMOUNT: $153,715.00

It is recommended that the Board of Education approve Change Order #03 with McCarthy Building Companies, Inc., for the Malibu Middle & High School - Campus Improvements Project (Phase 3, 4 & 5) in an amount not to exceed $139,165.00 for a total contract amount of $54,995,720.47.

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 #03 are due to costs for mitigation measures for post fire erosion control and cleanup as a result of the Woolsey fire damage which impacted the MMHS campus tennis courts, slopes below teacher parking lot, catch basins adjacent to teacher parking lot, student parking lot, Cabrillo Elementary separation fence with sandbags and Cabrillo Elementary slope protection.     

This Change Order #03 takes into consideration HMC Architects site walk observed on November 19, 2018 with the District, CM consultant representatives, Architect; their consultants and the contractor were all present.  Funding from program reserve shortfall.

Funding Information

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

MEASURE ES 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
• Change Order #03 – Woolsey Fire Damage: $139,165.00
• TOTAL CONTRACT AMOUNT: $54,995,720.47

It is recommended that the Board of Education approve Change Order #02 with The Nazerian Group for the Point Dume Elementary School – Window, Paint Floors & Doors Project, HVAC Project & Fire Alarm Project in an amount of $75,804.99 for a total contract amount of $3,616,819.05 and 0 days of schedule impact.

On March 1, 2018, the Santa Monica Malibu Unified School District’s Board of Education

awarded to The Nazerian Group the construction contract for the Point Dume Elementary School in the amount of $ 3,333,123.00. Notice to proceed was given on March 21, 2018.

The changes for this Change Order #02 include: Add a Curb and Gutter on the outside of room B142; Window VAT tile replacement to MCT on the 2nd floor of Buildings B & E; Replace the carpet in rooms A1 and A2 and install MCT floor tile; Paint restrooms in Buildings B and E; Remove water heater, cap lines and patch in storage room K-103; Extend condensate drains to new drywells in buildings A, B, E & D; Custom make new return air Plenums below the FAUs in 11 classrooms; Provide temporary power to air conditioned container for storage of electronic equipment; Install new drywall below pop out window on the 2nd floor of Building B & E; Add new 6" Coved base in lieu of Rubber base in the kitchen; Remove and replace gas lines in room E14 and E15 furnace closets; North Parking lot slurry seal and re-striping; Install Gate closers in lieu of self-closing hinges at three gates and Provide temporary power to HVAC in room D-12. 

This Change Order No. #02 is necessary to reimburse The Nazerian Group for the added cost of Constructing Point Dume Elementary School – PFD+HVAC+FA project.

Change Order No. #02 includes a 0 day increase to the contract time and funding from Measure ES.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-6200-019-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-118307

MEASURE ES FUNDING

• Original Contract: $3,333,123.00
• Change Order #01: $207,891.06
• Change Order #02: $75,804.99                          
• TOTAL CONTRACT AMOUNT: $3,616,819.05

It is recommended that the Board of Education approve Contract Amendment #1 with Ninyo & Moore to provide Materials Testing, Specialty Inspection Services and Environmental Consulting Services for Washington West – Window, Paint, Floors & Doors Project in an amount not to exceed $15,100.00 for total contract amount of $65,524.00.

Ninyo & Moore to provide Materials Testing, Specialty Inspection Services and Environmental Consulting Services for Washington West-CDS-WPFD Project.

Funding Information

• Budgeted: Yes
• Fund: 85-90905-0-00000-85000-5802-070-2600
• Source: Measure ES
• Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES FUNDING:

• Original Contract: $50,424.00
• Contract Amendment #1: $15,100.00
• Total Contract Amount: $65,524.00

It is recommended that the Board of Education approve Contract Amendment #01 with gkkworks/Cannon Design to provide additional architectural and engineering design services for Districtwide Education Specifications Project in an amount not to exceed $84,782.00 for a total contract amount of $270,576.00.

Provide additional architectural and engineering services to complete Districtwide Education Specifications. The original contract with gkkworks/Cannon Design was for a six month duration; the project has since grown to a duration of sixteen months. Since the initiation of the contract, the District requested a significant number of additional meetings, including community meetings, teacher and student surveys, and a second draft Educational Specifications document which were not included in the original proposal. Furthermore, the project was delayed due to the Malibu fires when District staff was unable to meet.

Funding Information

• Budget: Yes
• Fund: 86
• Source: ES
• Account Number: 86-90100-0-00000-85000-5802-050-2600 (60%);86-90100-0-00000-85000-5802-015-2600 (20%); 86-90100-0-00000-85000-5802-010-2600 (20%)
• Budget Category: Soft Costs/AE Design Services 

MEASURE ES FUNDING

• ORIGINAL CONTRACT - $185,794.00
• CA #01 – Additional Services: $84,782.00    
• TOTAL CONTRACT AMOUNT: $270,576.00

It is recommended that the Board of Education approve Contract Amendment #02 with FACS for Malibu Middle & High School – Malibu Fire to perform additional Air Monitoring consulting services in an amount not to exceed $42,640.00 for a total contract amount of $289,547.00.

One January 17, 2019, the BOE approved an award of contract to FACS. Following the fires, it became clear that there was insufficient air quality monitoring by the South Coast Air Quality Management District (SCAQMD), Environmental Protection Agency (EPA) or any other public agency in the burn areas. There was a concern that the burn areas would have increased pollutants in the air, especially as winds blew and burned out homes were cleared. The District has contracted with Forensic Analytical Consulting Services (FACS) to develop and monitor an air quality system to be deployed at all four Malibu schools, PAH Air and Wipe sampling at all four Malibu schools and limited soil assessment at MMHS. We have requested that FACS extend their air monitoring services for an additional 2 months.

An item was taken to the board on 03/07/19 with a clerical error. This item replaces BOE item  number VIII.C.16. with a corrected CA# and total contract amount.

Funding Information

• Budgeted: No
• 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
• CONTRACT AMENDMENT #01 – MMHS Malibu Fire: $43,438.00
• CONTRACT AMENDMENT #02 – MMHS Air Monitoring: $42,640.00
• TOTAL CONTRACT AMOUNT: $289,547.00

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 FTEs (0.625 FTE), as indicated below in order to meet IEP requirements and student needs for the 2018-2019 school year.

The 2018-2019 approved budget will be adjusted $1,305 for salary and benefits.

• ParaEducator 1 to ParaEducator 2 - new position/5 hours (0.625 FTE) - Rogers Elementary - Para1 position (0.5625 FTE) will be abolished

It is recommended that the Board of Education approve the attached teaching assignments for the 2018-2019 school year in accordance with the Education Code provisions specified.

The teachers listed in the attachment meet the criteria to teach outside their credential authorization pursuant to the cited Education Code Sections, and have given their consent to the assignment.

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

CERTIFICATED APPOINTMENTS:

• Director, Special Education (effective July 1, 2019)
• Principal, Malibu High School (effective July 1, 2019)
• Principal, Malibu Middle School (effective July 1, 2019)

It is recommended that the Board of Education adopt the SMMUSD Sustainability Plan. 

In September 2017, the Board of Education directed staff to develop a comprehensive Sustainability Plan. After more than a year and many conversations with stakeholders, the district-wide plan for sustainability (the Plan) is now ready for acceptance and approval by the Board, ready to be implemented across the district.

The Sustainability Plan is a road map for the district to integrate sustainability measures and concepts throughout the district. It establishes benchmarks and goals to achieve in the next year, five years, and ten years. The goals are achievable and aspirational. They touch on multiple areas.  Acknowledging the pressing reality of global climate change, the Plan prepares the district to take immediate action and lead by example to promote environmental stewardship and climate protection in an effective measurable way. The Plan provides a strategic road map for uniting the District’s many existing sustainability initiatives; incorporating sustainability into Education Services and all aspects of student learning; and integrating climate protection, resource efficiency, waste management, and other sustainability practices into District operations.  By adopting the plan, the Board of Education will signal a commitment to become a more sustainable district. 

The plan was a community and district stakeholder driven effort under the direction of the Facility Improvement Projects (FIP) Department with assistance from Cumming Corporation. Participation and feedback was gained from all district departments, faculty, staff, students, PTA, FOC, City of Santa Monica, City of Malibu and the community. A Sustainability Plan Stakeholder group was created and feedback and review was conducted through district and community workshops and presentations. The first drafts of the plan were presented to the Santa Monica community on November 13, 2018. All subsequent drafts were made available for download and review on the District website. The first complete draft of the plan is submitted to the Board for direction and feedback to prepare for the plan adoption on December 13, 2018. The third revised draft that incorporated all feedback to date was presented to the city of Malibu on February 6, 2019.

This item was discussed on March 7, 2019.

Link to the plan: http://fip.smmusd.org/pdf/Final_Plan_for_BOE.pdf. 

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

Staff will present achievement and climate data to the board and community four times this year (labeled Quarter 1, Quarter 2, Quarter 3, and Quarter 4). Staff will also distinguish the data to be presented as Lag or Lead metrics. Lag metrics are indicators of an outcome – a measure of what has happened.  Lead metrics are levers that influence how the outcome will be achieved. They are oriented in the present, predictive and provide evidence of the impact of strategies implemented by School and District Leadership Teams during the course of the school year.

Tonight’s presentation will focus on the lead data from Quarter 3, collected during the 2018-19 school year. The data include measures of student academic achievement for LCAP goals 1 and 2, such as the district's FASTbridge universal literacy screening assessments for elementary grades and the rates of non-passing grades (Ds, Fs) among students in secondary courses. It will also include results and participation rates from our district's interim assessments for English Language Arts/English Language Development and Math in all grades. The LCAP goal 3 will be reflected through measures of student engagement via student attendance data and suspension rates since the beginning of the school year.

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

It is recommended that the Board of Education approve Malibu Ocean Elementary School as the new name for the elementary school in Malibu.

As part of the Malibu Schools Alignment process, Juan Cabrillo Elementary School and Point Dume Marine Science School will be combining into one school, beginning 2019-20 (location: 6955 Fernhill Drive, Malibu, CA 90265).  An important element in this process is determining a new name for the school.  Students, staff, parents and community members had the opportunity to suggest a name through a survey, which received more than 225 suggestions. Staff held a Malibu Naming Task Force meeting on February 7, 2019, in Malibu to review the suggested names, discuss the names with the most interest, and select a name.  Staff then met with student leadership at both schools on February 11, 2019, to provide confirmation of the consensus name by the Task Force, with the final step of forwarding to the Board of Education for approval.

The students have chosen the narwhal to be the new school's mascot and green and blue as the colors. 

Staff anticipates a total of 15 minutes for this item, with 10 minutes for the staff report and 5 minutes for board questions/comments.

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

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

• George, by Alex Gino, for summer reading 2019 for all middle school sites (Lincoln, John Adams, SMASH and Malibu).  Adoption requested by Amy Di Dario, Lincoln Middle School Librarian; Andrea Jarvis, John Adams Middle School Librarian; and Sarah Ryan Malibu High/Middle School Librarian.
• Ivy Aberdeen's Letter to the World, by Ashley Herring Blake, for summer reading 2019 for all middle school sites (Lincoln, John Adams, SMASH and Malibu).  Adoption requested by Amy Di Dario, Lincoln Middle School Librarian; Andrea Jarvis, John Adams Middle School Librarian; and Sarah Ryan Malibu High/Middle School Librarian.

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 Early Learning DAC.  The full text of this report is attached.  The report from the Intercultural Equity and Excellence DAC will be on a future agenda.   The report from the Visual and Performing Arts DAC appeared on the February 7 agenda, and the reports for Health & Safety and Special Education appeared on March 7.

This meeting will adjourn to a regular meeting scheduled for Wednesday, April 3, 2019, at 5:30 p.m. at the district office (1651 16th St., Santa Monica, CA).