• Property: 1401 Olympic Blvd., Santa Monica, CA 90404
• Agency Negotiator: Melody Canady & Carey Upton
  
• Parties: City of Santa Monica
  
• Under Negotiation: Joint use terms and fees

• DN-1005-19/20 (Special Education)
• DN-1006-19/20 (Special Education)

• Title: Superintendent

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

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

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

it is recommended that the Board of Education approve the November 7, 2019, regular meeting agenda.

It is recommended that the Board of Education approve the October 17, 2019, regular meeting minutes.

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

• Contractor:  American Language Services
• Dates: 07/16/19-06/30/20
• Amount not to exceed: $9,500.00
• Description: Translation of documents from English to Spanish for LCAP PAC 2019-20.
• Site: Educational Services
• Funding: 01-00030-0-19200-24950-5802-030-1300

• Contractor: K12 Insight   
• Dates: 07/01/19-06/30/22
• Amount not to exceed: $118,500.00 $184,500.00
• Description: To provide survey study, reports, and communication campaign. For subscription to engage platform, and for focus group session and Let’s Talk! platform. (Year 1: 07/01/19-06/30/20-$39,500.00 $61,500.00; Year 2: 07/01/20-06/30/21-$39,500.00 $61,500.00; Year 3: 07/01/21-06/30/22-$39,500.00 $61,500.00)
• Site: Educational Services
• Funding: 01-00030-0-11100-10000-5802-030-1300
• Amend contract amount and description to include Let’s Talk platform.  Original contract approved on 08/01/19.

• Contractor: Learn2Inquire
• Dates: 10/30/19-06/30/20
• Amount not to exceed: $8,325.00
• Description: The work with the faculty will be about the nature and scope of becoming a PYP school. The work will include the requirements of developing a Program of Inquiry, the types of inquiry used in all aspects of the teaching and learning in the school, the use of the Key Concepts from the PYP, and the necessity of the development of the Learner Profile by the school
• Site: Will Rogers Learning Community
• Funding: 01-30100-0-11100-10000-5802-006-4060

• Contractor: Techniques4Learning, LLC.
• Dates: 10/24/19-06/30/20
• Amount not to exceed:  $1,250.00
• Description:. Instruction design support provided to teachers in the Project Based Learning Cohorts.  Services will be delivered via digital remote platform (e.g. Skype, Google Hangout, etc.).
• Site:  Educational Services
• Funding:  01-00000-0-19200-10000-5802-030-1300

• Contractar: Jacqueline Fuentes De Gallo
• Dates: 9/23/19-06/10/20
• Amount not to exceed:  $20,800.00
• Description: Provide music programs and services in Spanish for the students of Edison Language Academy during the 2019-2020 school year. It includes the following services: 1/ Música en Español Program – Weekly music classes and performances for students in Pre-K, TK, K, 1^st and 2^nd grades. 2/ Afterschool Choir/Coro en Español –  Weekly one hour after-school enrichment program in Spanish and performances for up to 35 students in grades 3-4-5, supported by the Edison PTA. 3/ Parents’ Singing Circle – Weekly one-hour music instruction and performances in Spanish for parents, supported by the Edison PTA. 4/ 5^th Grade Graduation Rehearsal and Accompaniment, supported by Edison PTA
• Site: Edison Language Academy
• Funding:  01-90150-0-11100-10000-5802-001-4010—$5,900.00; 01-00021-0-11100-10000-5802-001-4010—$14,900.00

• Contractar: Coachman & Assoc.
• Dates: 11/1/19-6/30/20
• Amount not to exceed: $175,807 $95,000
• Description: To support the work of the Superintendent's Budget Advisory Committee to assist the superintendent in the budget realignment process
• Site: Superintendent's Office
• Funding:  01-00000-0-00000-71500-5802-020-1200
  

These contracts are included in the 2019-20 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 2019-2020 school year. 

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 60
• Destination: UC Santa Cruz, Santa Cruz, CA
• Dates: 12/05/19–12/07/19
• Principal/Teacher: A.Shelton/J.Swenson
• Cost & Funding Source: $400.00 per student / fundraising and parent donations
• Subject: Music
• Purpose: Perform in California Orchestra Directors Association (CODA) all State honor orchestra

No child will be denied due to financial hardship.

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

It is recommended that the Board of Education approve the attached Special Education contracts for fiscal year 2019-20.

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 October 10, 2019, through October 30, 2019, for Fiscal/20.

It is recommended that the Board of Education accept, with gratitude, checks totaling $25,722.20 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 2019-2020 income and appropriations by $25,722.20 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 reassurance of a stale-dated warrant to Vendor #96200 (district employee) in the amount of $371.29.

Per Gov Code 29802, warrants are valid for six months, and a new warrant may be reissued for up to four years following the original issuance date.  Following that time period, a warrant is considered stale-dated and can no longer be reissued without approval from the Board of Education.

This agenda item allows our school district to reissue a warrant to Vendor #96200 (an employee) in the amount of $371.29, which was originally issued in May 2015. 

It is recommended that the Board of Education approve Contract Amendment #15 with Leighton Consulting Inc. to provide geotechnical observation and testing services for Malibu Middle & High School – Campus Improvement Project (Phases 3 & 4) in an amount not to exceed $136,648.00 for total contract amount of $1,440,224.09.

Leighton Consulting, Inc. will provide geotechnical observation and testing services for the Malibu Middle & High School Campus Improvement Project. Leighton’s scope of work is presented in their proposal as directed by the District to continue providing geotechnical observation and testing services during construction of Phase 3 and Phase 4 Campus Improvements. This change is a result of Leighton performing post Woolsey Fire reconnaissance work as a result of the mud debris that impacted the site.  Additionally, due to the Woolsey Fire and subsequent rains, extensive rework of the earthwork was required which triggered more geotechnical observation and testing.  In addition, the District also added the following scope of work to the project; new chilled water lines, new fire line, etc. which will necessitate additional geotechnical observation and testing.  The aforementioned items were not budgeted in the original contract.

Geotechnical (soils) Testing:

Phase 3 – New Building A and Site work (DSA #03-113456): Consist of storm water detention,   parking Lot D; Fire lane access road, turn pocket student drop off – offsite work, stair work south elevation between Building E and A, fire line redesign of alignment per CCD-70, Chill water plant and utility lines per CCD-061 and fencing along west end of football field per CCD-098 in the amount of $55,862.00

Phase 4 – Building E Replacement (DSA #03-117640): Consist of flatwork around south end of Building E; ADA ramp and concrete stairs, fill slope to accommodate new stair construction, electrical and domestic water lines, storm drain connections and fire hydrant connections per CCD-013 in the amount of $80,786.00.

Funding for this item will be through Program Reserve Shortage.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Funding Line: 83-90500-0-00000-85000-5833-010-2600
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering

MEASURE BB FUNDING:

• Original Contract: $14,610.00
• Contract Amendment #01: $197,510.00
• Contract Amendment #02: $17,500.00
• Contract Amendment #03: $4,800.00
• Contract Amendment #04: $26,124.00
• Contract Amendment #05: $14,085.00
• Contract Amendment #06: $732,024.00
• Contract Amendment #07: $13,107.00
• Contract Amendment #08: $22,633.50
• Contract Amendment #09: $70,281.00
• Contract Amendment #10: $15,294.00
• Contract Amendment #11: $18,252.00
• Contract Amendment #12: $139,851.00
• Contract Amendment #13: $9,912.00
• Contract Amendment #14: $7,592.59
• Contract Amendment #15: $136,648.00
• Total Contract Amount: $1,440,224.09

It is recommended that the Board of Education approve Change Order #04 with NOVUS Construction for John Adams Middle School – HVAC & Fire Alarm Project in the amount of $249,420.00 for a total contract amount of $4,420,324.58 and 0 days of schedule impact.

On October 4, 2018, the Board of Education awarded to NOVUS Construction the construction contract for the John Adams Middle School – HVAC & Fire Alarm Project in the amount of $3,990,000.00. Notice to proceed was given on November 5, 2018.

The changes include: added HVAC, concrete, electrical, roof patching and cleanup in Building V; additional abatement in Buildings T and C; Fire Alarm relocation in Building F; additional wiremold and abatement in Building J; time clock relocation in Building R; storm drain repair; new condensate drains; and addition of a drywell with associated piping.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90907-0-00000-85000-6200-011-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-118598

MEASURE ES FUNDING

• Original Contract: $ 3,990,000.00
• Change Order #01: $55,708.14
• Change Order #02: $107,488.95
• Change Order #03: $17,707.49
• Change Order #04: $249,420.00                      
• TOTAL CONTRACT AMOUNT: $4,420,324.58

It is recommended that the Board of Education approve Change Order #01 with Pardess Air Inc. for John Adams Middle School – HVAC Project (Phase II) in an amount not to exceed $7,923.23 for a total contract amount of $3,133,923.23 with no impact to the schedule.

On June 27, 2019, the Board awarded to Pardess Air Inc. Project Bid #19.34.ES for John Adams Middle School – HVAC Project (Phase II), in the amount of $3,126,000.00.

This CO #01 is described as follows:

• PCO #01 - the cost is to increase the cage sizes to better accommodate the equipment.

This work is a modification to the original scope.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90906-0-00000-85000-6200-011-2600
• Budget Category: Hard Costs \ Construction Contracts

MEASURE ES FUNDING:    

• ORIGINAL CONTRACT: $3,126,000.00
• CHANGE ORDER #01: $7,923.23                   
• TOTAL CONTRACT AMOUNT: $3,133.923.23

It is recommended that the Board of Education approve Contract Amendment #03 with HGA Architects for John Adams Middle School – Performing Arts Complex Project – in an amount not to exceed $22,250.00 for a total contract amount of $2,658,346.00, including reimbursable expenses.

Additional services are required for the design and implementation of a Tel Tec intrusion detection security system for the project and to revise the telecom design to meet new District standards for clock/bell and paging systems.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90907-0-00000-85000-5826-011-2600
• Budget Category: A/E Design Services

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT - Performing Arts Complex: $1,624,350
• CONTRACT AMENDMENT #01 - Additional Services: $118,000
• CONTRACT AMENDMENT #02 – Addt’l Services, Contractual Fee Adjustment: $893,746
• CONTRACT AMENDMENT #03 – Addt’l Services, Security and Telecom $22,250
• TOTAL CONTRACT AMOUNT: $2,658,346.00

It is recommended that the Board of Education approve Change Order #07 with Waisman Construction, Inc. for the Malibu Alignment - Malibu ES - Interim Housing Project in an amount not to exceed $104,906.10 for a total contract amount of $2,723,022.02 and 0 days of schedule impact.

On April 03, 2019, the Board of Education awarded to Waisman Construction, Inc. the construction contract for the Malibu Alignment - Malibu ES - Temporary Housing Project in the amount of $2,425,000.00. Notice to proceed was given on April 22, 2019.

The changes for this Change Order #07 include:

• Photocell Lighting Fixture, CCD-1 Plumbing (Nurse's Sink)
• District's Tech Pack Elec. Prep @ Portables
• Point of Connection for Waterline to Classroom A1 Toilet Fixtures
• Removal of Pre-School Kitchen, Drywall Lamination @ A1 Office
• Concrete Pad @ KY Courtesy Gate
• Future Conduit for Marquee & Power to Parking Lighting
• Broken irrigation & empty conduit
• Remove Hedges
• Removal of Vinyl Wrapped Panels in Nurse's Office
• Admin. 2-Step Stair Modification
• Temporary Irrigation
• Hose Bib Relocation
• Concrete Ramp & Railing @ Toilet Building
• Fencing at Mechanical Yard
• Decomposed Granite Surfacing
• Relocate Floor J-Box @ Intervening Door

This Change Order No. #07 is necessary to reimburse Waisman Construction for the added cost of constructing Malibu Alignment - Malibu ES - Temporary Housing Project.

Change Order No. #07 does not have increase to the contract time, and funding is from Measure ES.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90909-0-00000-85000-6200-019-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-119266

MEASURE ES FUNDING

• Original Contract: $2,425,000.00
• Change Order #01: $90,634.06
• Change Order #02: $ 4,527.51
• Change Order #03: $20,017.97
• Change Order #04: $29,109.36
• Change Order #05: $44,401.24
• Change Order #06: $ 4,425.78
• Change Order #07: #104,906.10                      
• TOTAL CONTRACT AMOUNT: $2,723,022.02

It is recommended that the Board of Education authorize the recording of a Deed Notice for the Malibu Elementary School – Window, Paint, Floors & Doors Project with Official Records Recorder’s Office for the County of Los Angeles to require long-term maintenance and monitoring of PCBs at Malibu Elementary School. Per the Environmental Protection Agency (EPA) this Deed Notice is required.

The United States Environmental Protection Agency (“EPA”) issued a TSCA PCB Cleanup and Disposal Approval under 40 C.F.R. § 761.61(c) for PCB Remediation Waste at Building B, Room B142, Point Dume Elementary School, Malibu, California (PCBCA2018005) dated July 18, 2018 (“Approval”), which authorized PCB Remediation Waste disposal.  The Approval approved certain provisions from the Remediation Application and imposed additional requirements.  Namely, the Owner is required to remove all PCB-containing flooring material with PCB concentrations greater than 50 ppm, prepare the concrete surface, and apply an encapsulant in the form of two coats of non-Volatile Organic Compound epoxy-based sealant to encapsulate the PCBs remaining in the concrete.  Following certain clearance sampling, the Owner is required to record this Deed Notice to ensure that any subsequent owner, lessee, tenant, or other occupant of the Property will be notified of the existence of the PCBs in the concrete, the encapsulant, maintenance requirements for the encapsulant, and periodic room testing requirements to continually ensure that there is no unreasonable risk of injury to health or the environment, and proper disposal of the concrete at the end of the useful life of the building.

Pursuant to Code of Federal Regulations, title 40, section 761.61(c), the EPA has approved a Deed Notice as an institutional control for the Malibu Elementary School property. 

It is recommended that the Board of Education approve Contract Amendment #69 with HMC Architects to provide additional design services for the structural rework of the 22” Cantilever Column for Malibu Middle & High School (Building E) – Campus Improvements Project – in an amount not to exceed $8,400.00 for a total contract amount of $10,091,377.50.

Contract Amendment #69 will cover the cost to provide additional design services for the structural rework of the 22” Cantilever Column at Malibu Middle & High School Building E. Scope of work will also include modification of steel specifications, structural plans and details to reflect revised ASTM standards; in addition to structural calculations to reflect the alternate ASTM standards for the delivered column; processing and approval of CCD A with DSA paperwork associated with testing and inspections for alternate column.

Contract Amendment #69 will be funded through program reserve shortfall.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5826-010-2600
• Budget Category: Soft Costs \ Design Services \ Architects

It is recommended that the Board of Education approve Contract Amendment #33 with Leighton Consulting Inc. to provide geotechnical recommendations for Malibu Middle & High School - Campus Plan Project in an amount not to exceed $1,700.00 for total contract amount of $885,331.00.

Leighton Consulting, Inc. prepared generalized geotechnical recommendations in support of the Malibu Middle & High School Campus Plan Project.  The purpose of the letter entitled General Geotechnical Recommendations Malibu Middle and High School (MMHS) Master Plan was to provide generalized geotechnical recommendations to aid the campus plan architect in concept design.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90913-0-00000-85000-5802-010-2600
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT – Campus Plan Project: $16,335
• CONTRACT AMENDMENT #01 – Sealy Field & Stairway & Sidewalk: $8,190
• CONTRACT AMENDMENT #02 – Stairway & Sidewalk Geotech and LOR: $12,370
• CONTRACT AMENDMENT #03 – SCP Phs 1&2 Geotechnical Report: $32,722
• CONTRACT AMENDMENT #04 – Stockpile and Tennis Courts: $23,317
• CONTRACT AMENDMENT #05 – Sealy Field Pjt.: $21,039
• CONTRACT AMENDMENT #06 – Lincoln Track and Field: $47,356
• CONTRACT AMENDMENT #07 – Stair and Ramp: $16,740
• CONTRACT AMENDMENT #08 – Sealy Field: $19,410
• CONTRACT AMENDMENT #09 – Business Bld. Stairway welding/Inspect: $2,693
• CONTRACT AMENDMENT #10 – Archeological Assessment for CEQA: $26,202
• CONTRACT AMENDMENT #11 – Samohi New Ph 1 & 2 subter. pkg: $19,168.00
• CONTRACT AMENDMENT #12 – Native American Monitoring Services for CEQA: $5,160.00
• CONTRACT AMENDMENT #13 – Supplemental Earthworks Testing- Sealy Field: $15,280.00
• CONTRACT AMENDMENT #14 – Pico Gate Welding Inspection: $2,813.00
• CONTRACT AMENDMENT #15 – MHS FIG&D WPFD- Geotech, Inspect, Mat. Test Services: $20,937
• CONTRACT AMENDMENT #16 – Samohi Paleo Report – CEQA: $6,000.00
• CONTRACT AMENDMENT #17 – Lincoln Geotech: $20,395.00
• CONTRACT AMENDMENT #18 – Lincoln MS Geotech Added work: $18,441.00
• CONTRACT AMENDMENT #19 – Samohi Discovery Investigation: $61,332.00
• CONTRACT AMENDMENT #20 – Lincoln MS Geotech Added Work: $45,220.00
• CONTRACT AMENDMENT #21 – Olympic Spur Plan Review: $4,250.00
• CONTRACT AMENDMENT #22 – LMS Geotech: $8,384.00
• CONTRACT AMENDMENT #23 – Samohi: Demo and Utility Bldg: $21,305.00
• CONTRACT AMENDMENT #24 – Samohi: Olympic Spur – Materials: $79,063.00
• CONTRACT AMENDMENT #25 – Samohi: Olympic Spur – Perc Tests: $9,551.00
• CONTRACT AMENDMENT #26 – Samohi: Olympic Spur – Perc Tests: $8,365.00
• CONTRACT AMENDMENT #27 – Malibu: Pt. Dume: $49,936.00
• CONTRACT AMENDMENT #28 – Samohi: Shoring for Discovery: $47,468.00
• CONTRACT AMENDMENT #29 – Samohi HVAC Concrete Pads: $27,650.00
• CONTRACT AMENDMENT #30 – Samohi: Olympic Spur – Materials: $10,000.00
• CONTRACT AMENDMENT #31 – Samohi Discovery – Materials: $77,986.00
• CONTRACT AMENDMENT #32 – Samohi Discovery – Geotec. observation & testing: $98,553.00
• CONTRACT AMENDMENT #33 – Malibu Campus Plan – Geotec recommendations: $1,700.00
• TOTAL CONTRACT AMOUNT: $885,331.00

It is recommended that the Board of Education approve Change Order #04 with Ampco Contracting for the Santa Monica High School – Discovery Building Project - Olympic Spur, for change in scope as detailed below, in the total amount of $16,628.23 for a total contract amount $2,253,621.78 with 0-days of impact to the schedule.

On June 28, 2018, the Board awarded to Ampco Contracting, the Olympic Spur Project, in the amount of $1,997,000.00.

The following is a summary of the scope changes, which are required to improve the space and provide for added flexibility:

• Install additional electrical supply and lighting to the grad-nite storage unit; remove a section of retaining wall to better accommodate operations in the tight space; install additional DG; install an additional chain-link enclosure and provide credit for paint finish in lieu of powder coating.

COR:

• 17 – Add Power to Grad-nite Shed: $2,913.84
• 18 – Remove section of retaining curb: $2,433.64
• 19 – Additional DG: $3,844.92
• 21 – Credit for paint in lieu of powder-coating post: -$500.00
• 22 – Add Chain-link enclosure around electrical: $7,935.83
• Total: $16,628.23

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 -  $1,997,000.00
• CHANGE ORDER #01 - Hand work around fiber optic facility: $16,006.90
• CHANGE ORDER #02 - Change in scope: $200,478.13
• CHANGE ORDER #03 - Change in scope: $23,508.82   
• CHANGE ORDER #04 - Change in scope: $16,628.23 
• TOTAL CONTRACT AMOUNT: $2, 253,622.08

It is recommended that the Board of Education approve Change Order #08 with Pardess Air, Inc. for Santa Monica High School – HVAC Project - Barnum, Music, Admin, N. Gym Buildings in an amount of $3,843.47 for a total contract amount of $1,789,099.67 with no impact to the schedule.

On December 13, 2018, the Board awarded to Pardess Air, Inc. HVAC Replacement and Electrical Service Project Bid #19.15.ES contract for Samohi, in the amount of $1,372,000.00.

This CO #08 is described as follows:

• PCO #29 - the cost to relocate an existing thermostat from the “Green Room” to the basement office at Barnum Hall.

This work is a modification to the original scope.

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: $1,372,000.00
• CHANGE ORDER #01: $44,048.41
• CHANGE ORDER #02: $44,077.95
• CHANGE ORDER #03: $136,000.00
• CHANGE ORDER #04: $68,733.35
• CHANGE ORDER #05: $8,941.65
• CHANGE ORDER #06: $16,325.18
• CHANGE ORDER #07: $95,129.66
• CHANGE ORDER #08: $3,843.47                   
• TOTAL CONTRACT AMOUNT: $1,789,099.67

It is recommended that the Board of Education award a contract for Bid #20.02.SMS for Santa Monica High School – Safety & Security Project (Utility Infrastructure) to The Nazerian Group, in an amount not to exceed $194,123.00.

The District publicly bid the Santa Monica High School Safety & Security Project (Utility Infrastructure) Bid #20.02.SMS, on September 5, 2019. Legal advertisement of the notice inviting bids was published in The Daily Breeze and The Santa Monica Daily Press and ran on September 5, 2019, and September 12, 2019. The notice inviting bids was sent to 312 General Contractors that are on the SMMUSD Approved (Pre-Qualified) list, and to the required trade journals. Prequalification was required for all General Contractors submitting a bid.  A mandatory job walk was conducted on September 17, 2019, and 3 contractors attended. Bids were received and publicly opened on October 8, 2019. Two bids were received as noted below:

1. The Nazerian Group $194,123.00
2. G2K Construction, Inc. $327,600.00

Staff reviewed the bids for responsiveness.  The Notice of Intent to award was issued to the lowest responsive responsible bidder The Nazerian Group, on October 16, 2019, for the total base bid amount of $194,123.00.

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: Measure SMS
• Account Number: 89-90100-0-00000-85000-6200-015-2600
• Budget Category: Construction Contract

It is recommended that the Board of Education award a contract for Bid #20.01.SMS for Santa Monica High School – Safety & Security Project (Perimeter Cameras) to GigaKOM, in an amount not to exceed $169,089.57.

The District publicly bid the Santa Monica High School Interim Upgrades Perimeter Camera Project - Bid #20.01.SMS, on September 5, 2019. Legal advertisement of the notice inviting bids was published in The Daily Breeze and The Santa Monica Daily Press and ran on September 5, 2019, and September 12, 2019. The notice inviting bids was sent to 85 General Contractors that are on the SMMUSD Approved (Pre-Qualified) list, and to the required trade journals. Prequalification was required for all General Contractors submitting a bid.  A mandatory job walk was conducted on September 17, 2019, and 3 contractors attended. Bids were received and publicly opened on October 8, 2019. No bids were received.

Pursuant to Public Contract Code section 22038(c) “If no bids are received through the formal or informal procedure, the project may be performed by the employees of the public agency by force account, or negotiated contract without further complying with this article.”

Therefore, pursuant to PCC 22038 (c); staff entered into negotiations with the firms that attended the mandatory job walk to perform the work. The District received two proposals on October 14, 2019 from Netronix & GigaKOM, two of the contractors that attended the mandatory job walk.  Staff reviewed the proposals and found GigaKOM to provide the most negotiated scope at the best cost. The Notice of Intent to award was issued to GigaKOM, on October 24, 2019, for the total negotiated amount of $169,089.57.

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: Measure SMS
• Account Number: 89-90100-0-00000-85000-6200-015-2600
• Budget Category: Construction Contract

It is recommended that the Board of Education approve Contract Amendment #39 with Alta Environmental to provide professional for Abatement Specification Services at Webster Elementary School, Grant Elementary School & SMASH/Muir Elementary School - HVAC & Fire Alarm Project in an amount not to exceed $34,221.11 for a total contract amount of $1,990,253.78.

Alta Environmental has been requested to prepare specifications for Abatement Services of identified asbestos containing materials, lead based and lead containing paints prior to the HVAC work scheduled for Webster and the HVAC & Fire Alarm work scheduled for Grant and Muir/SMASH.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90906-0-00000-85000-5832-008-2600 (Webster $10,197.25); 87-90906-0-00000-85000-5832-016-2600 (SMASH/Muir $13,377.80); 87-90906-0-00000-85000-5832-003-2600 (Grant $10,646.06)
• Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES & BB FUNDING:

• ORIGINAL CONTRACT - Juan Cabrillo ES, Grant ES & Will Rogers ES: $96,492.45
• CA #01 - Juan Cabrillo ES Project – WPF&D: $893.30
• CA #02 - Various Schools – WPF&D: $50,000.00
• CA #03 - Grant ES – Windows Project – WPF&D: $12,648.80
• CA #04 - Webster, Roosevelt – WPF&D: $6,882.34
• CA #05 - WRES, WES, & RES & Malibu HS–WPF&D: $79,329.00
• CA #06 - GES, MMH FIG&D, RES, WES & WRES–WPF&D: $335,861.87
• CA #07 - SAMOHI – Ph.1 & Ph.2: $9,086.90
• CA #08 - Franklin & Pt. Dume – HVAC: $25,287.40
• CA #09 - Franklin & Pt. Dume – WFP: $25,287.40    Duplicate to CA#08
• CA #10 - LMS – Athletic Field: $40,673.00
• CA #11 - Samohi, Phase 1 & 2: $51,208.10
• CA #12 – Webster & Will Rogers WPFD: $27,443.90
• CA #13 – MMHS FIG&D WPFD: $7,169.95
• CA #14 – Building D WPFD ACM/A&L Abatement Plan & PCB Sampling: $14,875.80
• CA #15 – Building D WPFD Add Step-Out Sampling and Abatement Plan: $41,896.70
• CA #16 – Bldg ABC Demo Survey, Sampling, Abatement Plan & Monitoring (BB): $45,986.60
• CA #17 – FES, McKES, PDES & JAMS - ACM, LBP & PCBs survey & work plan: $156,364.90
• CA #18 – MMHS FIG&D, H & J WPFD – ACM, LBP & PCBs survey & work plan: $269,052.86
• CA #19 – Roosevelt ES – ACM ceiling survey & work plan: $2,223.96
• CA #20 – Samohi – Monitoring: $24,532.75
• CA #21 – Samohi – Abatement Survey: $33,439.60
• CA #22 – MMHS – Hazard. Mat. Consult.: $50,000.00
• CA #23 - Franklin & Pt. Dume – WFP and HVAC: $146,928.50
• CA #24 – JAMS – PAC ACM & LBP Building J: $16,073.50
• CA #25 – JAMS and McKinley ES – WFPD: $35,153.25
• CA #26 – Samohi – oversight/Monitoring – Technology: $21,215.85
• CA #27 – Samohi – oversight/Monitoring – Demo: $13,800.00
• CA #28 – Samohi – UST disposal – Auto Shop: $39,012.36
• CA #29 – Will Rogers ES – Added Abatement monitoring: $12,320.78
• CA #30 – Cabrillo ES – Sampling and analysis Cabrillo Doors: $6,897.00
• CA #31 – JAMS – HVAC +FA – ACM and LPB Monitoring: $60,039.00
• CA #32 – Samohi – Air Sampling for Procedure 5 asbestos: $11,836.00
• CA #33 – Franklin ES and McKinley ES – PCB Sampling: $44,253.75
• CA #34 – MMHS – PCB Source Sampling: $17,410.00
• CA #35 – JAMS – PAC – Abatement Monitoring: $18,050.85
• CA #36 – MMHS – WPFD - PCB Source Sampling Building D: $22,487.75
• CA #37 – Franklin & McKinley – WPFD+HVAC+Fire Alarm & JAMS – HVAC+Fire Alarm - Monitoring: $94,328.00
• CA #38 – MMHS – Hazardous Materials Remediation Specification Building D: $14,875.90
• CA #39 – Webster, Muir, Grant – HVAC & FA $34,221.11
• TOTAL CONTRACT AMOUNT: $1,990,253.78

It is recommended that the Board of Education approve Contract Amendment #29 with Psomas to provide additional survey services under three separate proposals in an amount not to exceed $18,250 .00 for a total contract amount of $455,134.00.

Malibu Elementary School Playground Project: The District is currently designing a new playground, and the design team does not have enough topographic survey information in the area where the playground is planned for construction. Psomas will obtain detailed information from the site and update the overall site survey, for $7,000.00.

John Adams Middle School Performing Arts Complex Project: The JAMS PAC is currently under construction. Psomas will provide survey services in their office and in the field to verify that the contractor’s, for $4,000.00.

Lincoln Middle School HVAC and FA Project: This project is currently in design. Recent scope changes were made to include renovation of the special education suite in Building K. This renovation will include the addition of an elevator to help the building comply with ADA requirements. This utility and topographic survey will support the design and construction of the elevator tower, for $7,250.00.

Funding Information

• Budgeted: Yes
• Fund: 86
• Source: ES
• Account Number: 21.7-90909-0-00000-85000-5830-019-2600 (MES - $7,000); 21.7-90907-0-00000-85000-5830-011-2600 (JAMS - $4,000); 21.7-9090X-0-00000-85000-5830-01X-2600 (Lincoln - $7,250.00)
• 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
• Contract Amendment #16 – Pt Dume – Utility, Biological and Cultural Surveys: $40,225.00
• Contract Amendment #17 – JAMS – Utility Investigation and Drainage Study: $10,500.00
• Contract Amendment #18 – JAMS – Implement Bio & Cultural Mitigation: $26,000.00
• Contract Amendment #19 – Pt. Dume – CCTV Service & Legal Description: $3,650.00
• Contract Amendment #20 – JAMS – Survey Support: $2,500.00
• Contract Amendment #21 – Pt. Dume – Cultural Resources Monitoring Services: $15,800.00
• Contract Amendment #22 – Samohi Solar PV – Additional Design Survey Services: $19,840.00
• Contract Amendment #23 – MMHS Campus Plan – Jurisdictional Delineation: $11,822.00
• Contract Amendment #24 – Samohi Discovery Bldg – Easement & Legal Description: $6,500.00
• Contract Amendment #25 – JAMS – Utility Investigation and Drainage Study: $8,300.00
• Contract Amendment #26 – Malibu ES – Legal Description: $3,000.00
• Contract Amendment #27 – Malibu ES – Supplemental Mitigation Monitoring Services: $19,372.00
• Contract Amendment #28 – MMHS Campus Plan – Biological Study and Reporting:  $89,788.00
• Contract Amendment #29 – MES, LMS and JAMS PAC - Survey Services: $18,250.00
• TOTAL CONTRACT AMOUNT: $455,134.00

It is recommended that the Board of Education approve Project Assignment #03 with CCM to provide continued Construction Management Consulting Services for the Washington West and PDLC WPFD Project, the JAMS HVAC Project, and the Muir/SMASH WPFD Project in an amount not to exceed $333,904.00 for a total contract amount of $750,529.00.

The District requested a proposal from CCM to extend the Construction Management Consulting services through October 31, 2020, due to certain delays in the Washington West project and to complete CM services for the JAMS HVAC Phase I project as well as undertake CM Services for the upcoming Lincoln Middle School project. At the District’s request, CCM submitted a proposal on September 16, 2019, in the amount of $333,904.00 based upon the previously approved hourly billing rates for the services required throughout the expected duration of the work.

Funding Information

• Budgeted: Yes
• Fund: 86
• Source: Measure ES
• Account Number: 89-90101.1-00000-85000-5802-070-2600 (Washington West, $50,085.60); 86-90906-0-00000-85000-5802-011-2600 (JAMS HVAC Ph I, $50,085.60); 89-90101.1-00000-85000-5802-012-2600 (Lincoln MS, $233,732.80)
• Budget Category: Professional Services

MEASURE ES FUNDING:

• Master Services Agreement Awarded: 04/20/2017
• ORIGINAL PA #01 – Olympic WPFD: $120,780.00
• PA #02 – Olympic WPFD: $295,845.00
• PA #03 – Continued CM Services: $333,904.00
• TOTAL CONTRACT AMOUNT: $750,529.00

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.

• Project: Malibu Alignment – Interim Housing at Malibu ES
• Funding: Measure ES                        
• Vendor Name: Universal Asphalt Co., Inc.
• PO Number: 200000000770
• Amount: $51,287.00
• Substantial Completion Date: 10/1/19

• Project: Obama Center (Olympic HS) – Windows, Paint Floors and Doors
• Funding: Measure ES                        
• Vendor Name: Coustic-Glo
• PO Number: 200000001499
• Amount: $24,967.00
• Substantial Completion Date: 10/4/19

It is recommended that the Board of Education award an agreement for Architectural Services for the – John Adams Middle School Campus Assessments Project to Berliner in an amount not to exceed $176,750.00 which includes $3,250.00 in reimbursables.

The District issued a professional services RFQ/P for Architectural Services for the Campus Assessments Project on July 22, 2019. Thirty-Nine firms received the RFQ/P. Statements of Qualifications were due August 21, 2019. Fourteen statement of qualifications (SOQs) were received but one neglected to include mandatory language regarding conflicts of interest and were not considered.  The thirteen remaining firms were:

1. A4E
2. Berliner
3. Cannon Design
4. Chan Young
5. DLR
6. DSK
7. HMC
8. Johnson Favaro
9. Koning Eizenberg
10. Little
11. LPA
12. NAC
13. SVA

Staff, with input from District Staff, reviewed the qualifications and shortlisted three firms for interviews. Interviews were conducted September 20, 2019, with A4E, Berliner & DLR. The selection committee ranked all interviewed firms and unanimously ranked Berliner as the top firm.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-00013-85000-5826-011-2600
• Description: A/E Design Services

It is recommended that the Board of Education award an agreement for Architectural Services for the – Lincoln Middle School - Campus Assessments Project to A4E in an amount not to exceed $133,930.00.

The District issued a professional services RFQ/P for Architectural Services for the Campus Assessments Project on July 22, 2019. Thirty-nine firms received the RFQ/P. Statements of Qualifications were due August 21, 2019. Fourteen statement of qualifications (SOQs) were received but one neglected to include mandatory language regarding conflicts of interest and were not considered.  The thirteen remaining firms were:

1. A4E
2. Berliner
3. Cannon Design
4. Chan Young
5. DLR
6. DSK
7. HMC
8. Johnson Favaro
9. Little
10. LPA
11. NAC
12. Rachlin
13. SVA

Staff, with input from District Staff, reviewed the qualifications and shortlisted three firms for interviews. Interviews were conducted September 20, 2019, with A4E, Berliner & DLR. The selection committee ranked all interviewed firms and unanimously ranked A4E as the top firm.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-00013-85000-5826-012-2600
• Description: A/E Design Services

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 2019-2020 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. 

It is recommended that the Board of Education approve an increase to a Children's Center Assistant II position (0.5625 FTE), as indicated below in order to best serve student needs at the Infant Toddler Center for the 2019-2020 school year.

The 2019-2020 Child Development budget will be adjusted $28,690 for salary and benefits.

Children's Center Asst II - from 3.5 hours/SY (0.4375 FTE) to 8.0 hours/SY (1.0 FTE) - Infant Toddler Ctr

It is recommended that the Board of Education approve an increase in FTEs (1.63875 FTE), as indicated below in order to meet IEP requirements and student needs for the 2019-2020 school year.

The 2019-2020 budget will be adjusted $75,381 for salary and benefits.

• ParaEducator 1 - new position/4.5 hours (0.5625 FTE) - Muir Pre-School
• ParaEducator 1 - new position/5 hours (0.625 FTE) - Grant Elementary
• ParaEducator 1 - from 6 hours (0.75 FTE) to 7 hours (0.875 FTE) - Lincoln MS
• ParaEducator 1 - from 6.2 hours (0.775 FTE) to 7.73 hours (0.9663 FTE) - SMHS
• ParaEducator 3 - from 6.66 hours (0.8325 FTE) to 7.73 hours (0.9663 FTE) - SMHS

It is requested that the Board of Education provide direction to staff to proceed with the Malibu Middle and High School Campus Master Plan (Malibu Campus Plan) as presented and authorize staff to proceed with a Request for Qualifications for Architectural and Engineering Services to begin design and further development of Phase 1.

In September 2018, the District initiated a Campus-wide Master Planning process for the Malibu Middle and High School campuses by hiring LPA. The scope of work was to assess current facilities conditions and re-envision educational programs in order to develop a plan that will address the campus needs and their impact to facilities in a comprehensive and thoughtful manner.  As part of the process, two committees were formed -- the Steering Committee and the larger Site Planning Committee -- to help oversee and guide the planning process and to review input received from the various stakeholder groups.  In addition, the Site Planning Committee’s role was to provide recommendations to the campus planning team and the Malibu Facilities District Advisory Committee (FDAC-M), with the Board of Education being the ultimate decision maker.

Early on in the process, surveys were conducted of Malibu students, parents, staff, and community members asking what should be prioritized. Three hundred twenty-one survey responses were received.  Similarly, LPA conducted a thorough Facilities Condition Assessment and held interviews with Maintenance and Operations staff to further identify and prioritize facility needs. The planning process also included the development of Educational Specifications and Educational Program visioning.

Stakeholder engagement has been an integral part of the Campus Master Planning process. Facilities staff and LPA have held dozens of meetings with various focus groups and end users, such as Educational Services, Special Education, IT/AV, Visual and Performing Arts, Athletics, Transportation, and Food Services.  Other key stakeholder groups include the City of Malibu, Malibu Community Alliance, Advocates for Malibu Public Schools, Malibu Schools Leadership Council, Malibu Boys and Girls Club, and PTA.  Three Community Town Hall meetings have also been held to date to allow for further broad community input, as the Malibu Campus Plan evolved based on the input and feedback received from each of these groups.

The proposed Malibu Campus Plan encompasses existing previously developed areas within the Juan Cabrillo site and the Malibu Middle and High School campus.  The plan seeks to redevelop the Juan Cabrillo site and the Malibu Middle and High School campus, with the exception of the existing athletics fields, the newly constructed Building E, the Malibu Equestrian Park, and the two buildings currently under construction (Buildings A & B).  Based on community and site feedback, a major focus of the Malibu Campus Plan is to ensure that Malibu Middle and High School are two separate and distinct campuses, while maintaining some shared spaces and facilities. This plan features a large U-shaped drop-off quad designed to support improved traffic circulation along Morning View Drive. The Malibu Campus Plan is intended to upgrade and enhance existing campus structures, facilities, utility infrastructure, parking, and common outdoor areas to provide state-of-the-art facilities that meet current and future 21^st Century learning needs.  The plan will guide the removal of old buildings and the construction of the new campus over the next eight to ten years. The construction will be partially funded by Measure M, approved by Malibu voters last fall.

The current Malibu Campus Plan, as presented, is the culmination of over 50 meetings with staff, students, community, and various key stakeholder groups, including the City of Malibu and the California Coastal Commission. The input received in those meetings went into the development of the plan along with three potential phasing options, which were presented to the Malibu FDAC on October 22, 2019. The three phasing options included:

• Option 1: Partial build of High School (“Reverse C”) as first phase
• Option 2: Complete MS, Gym, and Pool as first phase
• Option 3: High School reduced to “backward L,” keep building K, and finish MS

The Malibu FDAC recommends approval of the current Malibu Campus Plan as presented, with Option 1 Phasing, to be further developed by Facilities staff and the Malibu FDAC.  If the Board of Education approves the Malibu Campus Plan, the District will proceed to issue a Request for Qualifications for Architectural and Engineering Services to begin design and further development of Phase 1.

The Board of Education will have an opportunity to take action on the plan and phasing when approving the architect’s contract at a Board of Education meeting early in 2020.

Alternates:

• LPA and Staff continue to refine the plan and consider alternates. We are reviewing the preferred Option 1 for phasing.
• One primary alternate would be to retain the “New” gym rather than replace it. This would cause a shift in the location of the performing arts center.

Decisions on these alternates do not need to be determined at this time.

Funding for this project will be from Measure M, passed by voters in November 2018.

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

It is recommended that the Board of Education adopt Resolution No. 19-10 – National Native American and Alaska Native Heritage Month.

The signed resolution will be shared with the school sites to increase awareness and encourage participation in the celebration of the Native American and Native Alaskan cultures and teachings.

It is recommended that the Board of Education approve the request for a waiver to run a Schoolwide Title I Program for the 2019-20 school year by McKinley Elementary School and Will Rogers Learning Community.

A school that receives Title I, Part A funds can operate one of two programs:

• Schoolwide Program (SWP); or
• Targeted Assistance School (TAS) program

The purpose of a SWP is to improve academic achievement throughout a school so that all students, particularly the lowest-achieving students, demonstrate proficiency on the State's academic standards (34 CFR 200.25[a][1]).

A school receiving Title I funds is eligible to operate a Schoolwide Program if:

• A least 40 percent of the students served by the school are living at or near poverty
• The California Department of Education (CDE), waives the 40 percent poverty threshold

SWP waivers may be approved by the CDE if the local governing board approves such a request.

Districts have the option to rank schools by grade span, instead of using districtwide ranking, when determining which schools shall receive Title I, Part A funding. In an effort to maximize the impact, SMMUSD has historically only ranked elementary schools by poverty rate to determine which schools to serve. The poverty measure used to determine the number of low-income students at a school is the Free or Reduced-Price Lunch program eligibility. Based on certified data from California Longitudinal Pupil Achievement Data System (CALPADS), McKinley Elementary School has a Free or Reduced-Priced Lunch percentage of 34% and Will Rogers Learning Community has a Free or Reduced-Priced Lunch percentage of 39%. Both schools fall under the 40% threshold needed to run a Schoolwide Program.

This meeting will adjourn to a special meeting scheduled for Tuesday, November 19, 2019, at 4 p.m. at the Professional Development Learning Center (PDLC): 2802 Fourth St., Santa Monica, CA. The next regular meeting is scheduled for Thursday, November 21, 2019, at 5:30 p.m. at the district office: 1651 16th St., Santa Monica, CA.