• Property: 1707 4th St., Santa Monica, CA 90401
• Agency Negotiator: Goodwin Proctor, LLP
• Parties: Santa Monica Hotel Owner, LLC
• Under Negotiation: price and terms of payment

• 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
  

• 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 December 12, 2019, regular meeting agenda.

It is recommended that the Board of Education approve the November 19, 2019, special meeting minutes.

It is recommended that the Board of Education approve the November 21, 2019, regular meeting minutes.

It is recommended that the Board of Education approve the December 2, 2019, special meeting minutes.

Staff will review lag data that includes cohort graduation and A-G rate, College and Career readiness benchmark data, Suspension and expulsion rates, staff survey data as well as the Early Development Instrument (EDI) results.

This report highlights student performance and engagement results for most of the student subgroups identified in the California Accountability Model and School Dashboard, and/or the Local Control Funding Formula (LCFF) and Local Control Accountability Plan (LCAP).

Staff anticipates this item will take a total of 25 minutes, with 10 minutes for the staff report and 15 minutes for board member questions/comments.

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

• Contractor:  LACOE
• Dates:  8/22/19–06/10/20
• Amount not to exceed: $9,600.00
• Description: Support team of teachers delivering a math lesson using a framework module that encompasses strengthening math content, student identity, and pedagogical delivery.  LACOE will reimburse cost of substitutes and afterschool extra hours at established teacher hourly rate.
• Site: Educational Services
• Funding: 01-75100-0-11100-10000-5802-035-1300

• Contractor: Thinking Maps Inc.
• Dates: 12/01/19-01/30/20
• Amount not to exceed: $12,000.00
• Description: This training for teachers drives our primary school focus of using advance organizers to help students think more accurately and supports our goal to infuse writing across the curricula. 
• Site: Malibu Elementary
• Funding: 01-00030-0-11100-10000-5802-030-1300

• Contractor: Music Center Educational Division
• Dates: 01/07/20-06/02/20
• Amount not to exceed: $5,450.00
• Description: To provide 4 multicultural assemblies for all students for school year 2019-2020
• Site: Franklin Elementary
• Funding: 01-90150-0-11100-10000-5802-002-4020 (PTA)

• Contractor: Louis Ng (Lenson Productions LLC)
• Date: 11/21/19-06/10/20
• Amount: $10,500.00
• Description: To film and record winter and spring music concerts and produce DVDs and/or blue-ray discs.  
• Site: Lincoln Middle School
• Funding: 01-90120-0-17110-10000-5802-012-4120—($7,500.00); 01-90120-0-17200-10000-5802-012-4120—($3,000.00)

• Contractor: Leading, Teaching & Learning Educational Consulting
• Dates: 09/01/19-12/30/19 09/01/19-06/30/20
• Amount not to exceed: $7,500.00 $9,000.00
• Description: To assist with CAASPP, Illuminate, TOMS data analysis and preparation for presentations/fall assessments and other projects as needed.
• Site: Educational Services
• Funding: 01-00000-0-19510-31600-5802-030-1300
• Amend contract amount and dates.  Original contract approved on 10/17/19

• Contractor:  Chad Scheppner (DBA Theatre 31)
• Dates: 12/01/19-05/01/20
• Amount not to exceed: $26,000.00
• Description: Provide after-school Theatre/Drama Program two to three days /week including a culminating performance event at the end of the program
• Site: John Adams MS
• Funding: 01-90810-0-11100-10000-5802-011-4110—($10,000.00); 01-90150-0-11100-10000-5802-011-4110—($15,000.00); 01-90150-0-31000-10000-5802-009-4090—($1,000.00)

• Contractor: Pacific Appraisal
• Dates: 12/12/19-06/30/20
• Amount not to exceed: $22,000.00
• Description: Santa Monica properties appraisal
• Site: Business Services
• Funding: 01-00000-0-00000-73000-5802-050-1500

• Contractor: reDiscover Center
• Dates: 01/07/20-05/30/20
• Amount not to exceed: $975.00 
• Description: Program includes 3 sessions between Jan - May 2020.  Cardboard playground set up during lunch/recess.  Students will work with large quantities of cardboard, and other loose parts with age-appropriate tools.  Managed by 2 reDiscover staff members and trained volunteer assistants. For K-5th grade students.
• Site: Grant Elementary
• Funding: 01-90150-0-11100-10000-5802-003-4030

• Contractor: Growing Great
• Dates: 02/03/20-05/30/20
• Amount not to exceed: $7,250.00
• Description: Gardening Education program will support teachers and students in creating a school garden that is an outdoor classroom incorporating science curriculum consistent with science education standards. A GG educator will be on campus one day per week, working with K-5 students.
• Site: Grant Elementary
• Funding: 01-90150-0-11100-10000-5802-003-4030  

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: 16
• Destination: Marriott Anaheim, Garden Grove, CA
• Dates:  01/10/20–01/12/20
• Principal/Teacher: A.Shelton/A.Kemp
• Cost & Funding Source: $0.00 per student  paid for by CTE Perkins
• Subject: CTE
• Purpose: DECA Southern CA District Conference/Competition

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 15
• Destination: Rancho Mirage High School, Rancho Mirage, CA
• Dates:  01/02/20–01/04/20
• Principal/Teacher: A.Shelton/J.Hecht
• Cost & Funding Source: $0 per student
• Subject: Athletics
• Purpose:  Boys basketball tournament

• School:  Lincoln Middle School
• Grade: 6^th-8^th
• # of Students:  59
• Destination: CASMEC Conference at the Fresno Convention Center, CA
• Dates: 02/21/20–02/22/20
• Principal/Teacher: F.Culpepper Richardson/S.Munoz
• Cost & Funding Source: $210.00 per student paid by parent donations
• Subject: Visual and Performing Arts
• Purpose:  Lincoln Wind Symphony was given the honor of being the featured middle school band at California All-State Music Education Conference (CASMEC).

• School: Malibu High School, Olympic High School and Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 4
• Destination: Center for Advanced Research and Technology, Clovis, CA
• Dates:  01/09/20-01/10/20
• Principal/Teacher: D.Smith
• Cost & Funding Source: $110.00 per student paid by Ed Services (PBL)
• Subject: Personal Project Based Learning
• Purpose: To visit and observe exemplar program and design

No child will be denied due to financial hardship.

It is recommended that the Board of Education approve the School Plan for Student Achievement (SPSA) for each of our schools.

Approval of the SPSA for 2019-20 authorizes schools to continue engaging in planned activities and expenditures through the beginning of the 2020-21 school year, until an annual update to the SPSA comes before the Board. 

The SPSA establishes a focus for raising the academic performance of students to meet or exceed state standards.  Embedded within the plan, is a description of the site’s School Leadership Team (SLT) plan, which school administrators and teacher leaders have created as part of the Superintendent’s three-pronged approach to build Excellence through Equity. In addition, the SPSA expands to address each of the three LCAP goals, providing greater alignment between the work of schools and the goal of the district. School allocations of categorical and site formula funds that support of improvement goals are identified.  Each School Site Council (SSC) is responsible for the development, implementation, and review of its SPSA. The development of the plan consists of the following steps:

Obtain the input of the school community, including SLT and other groups (ELAC, PTA, etc.)

1. Review the school characteristics
2. Analyze current educational practices and staffing
3. Analyze student performance data
4. Establish school goals
5. Review available resources
6. Select specific improvements
7. Consider centralized services
8. Recommend the plan to the local governing board
9. Monitor progress
10. Evaluate the effectiveness of planned activities
11. Modify the plan

The SPSAs are considered working documents.  Plans may be modified throughout the course of the year, as School Site Councils continually monitor their implementation.  The plans can be found: http://www.smmusd.org/edservices/SPSA/reports.html.  Hard copies of each school’s SPSA are available for viewing at each school office and in the Educational Services Department of the District Office.

The SPSAs were presented at a special meeting on November 19, 2019. 

This item was postponed from the November 21, 2019, meeting.

It is recommended that the Board of Education approve the attached Special Education contracts for fiscal year 2019-2020.

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 November 14, 2019, through December 4, 2019, for fiscal/20.

It is recommended that the Board of Education accept, with gratitude, checks totaling $19,994.58 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 $19,994.58 as described on the attached listing.

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

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

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

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

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

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

It is recommended that the Board of Education approve Contract Amendment #02 to Vantage Technology Consulting Group for additional security consulting services for the Districtwide - Security Improvements Project in an amount not to exceed $9,570.00 for a total contract amount of $117,460.00.

During the June 27, 2019, BOE meeting the Board approved the award of an agreement to Vantage Technology Consulting Group to provide support with the evaluation, design, and implementation of a video surveillance system at all District campuses. 

The District has decided to install perimeter security cameras at the Washington West/East site. This site was not included in Vantage’s initial proposal. This contract amendment is for Vantage to provide security consulting services to assist the District in the planning, architectural integration, system design and deployment of a video surveillance system at the Washington West/East site. 

Funding Information

• Budgeted: Yes                      
• Fund: 21.9
• Source: Measure SMS & M
• Account Number: 21.9-90102-1-00101-85000-5591-0102600; 21.9-90101-1-00101-85000-5591-0152600; 21.9-90101-1-00101-85000-5591-0502600
• Budget Category: Soft Costs\ Design\Consultants

MEASURE ES

• ORIGINAL CONTRACT – District Wide Security Improvements: $105,140.00
• CONTRACT AMENDMENT #01 – Reimbursable expenses: $2,750.00
• CONTRACT AMENDMENT #02 – Addition of Washington West/East: $9,570.00
• TOTAL CONTRACT AMOUNT: $117,460.00

It is recommended that the Board of Education approve issuance of Amendment #1.1 to Project Assignment #1 with tbP Architecture for additional architectural services at Grant Elementary School – HVAC, Fire Alarm & Door Replacement Project in an amount not to exceed $150,000.00 for a total agreement amount of $377,500.00.

Additional design services for the design of new security fencing at the main entry, restroom renovations, water fountain upgrades, electronic door hardware, replacement of the Auditorium ceiling and upgrades to parking and path of travel throughout the campus.

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: SMS  
• Account Number:  21.9-90101-1-00015-85000-5826-003-2600
• Description: Architectural Services

MEASURE ES:

• Project Assignment #1: $227,500.00
• Amendment # 1.1: $150,000.00                         
• Total Project Assignment Amount: $377,500.00

It is recommended that the Board of Education approve Contract Amendment #40 with Alta Environmental to provide professional Abatement Specification Services at John Adams Middle School – HVAC Project (Phase II) in an amount not to exceed $36,248.50 for a total contract amount of $2,026,502.28.

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 John Adams Middle School – HVAC Project (Phase II).  

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: Measure SMS
• Account Number: 21.9-90101-1-00015-85000-5832-0112600
• 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
• CA #40 - John Adams Middle School – HVAC Project (Phase II): $36,248.50
• TOTAL CONTRACT AMOUNT: $2,026,502.28

It is recommended that the Board of Education approve Change Order #03 with Pardess Air Inc. for John Adams Middle School – HVAC Project (Phase II) in an amount not to exceed $14,958.74 for a total contract amount of $3,152,269.73 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 #03 is described as follows:

• PCO #03 - the cost to install larger than specified units to match the existing and ensure better coverage.
• PCO #05 – the cost of additional blocking due to unforeseen mounting conditions of the unit.  
• PCO #6 – addition of concrete pads where none existed.

This work is a modification to the original scope.

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: Measure SMS
• Account Number: 21.9-90101-1-00015-85000-6200-0112600
• Budget Category: Hard Costs \ Construction Contracts 

MEASURE ES FUNDING:    

• ORIGINAL CONTRACT: $3,126,000.00
• CHANGE ORDER #01: $7,923.23
• CHANGE ORDER #02: $3,387.76
• CHANGE ORDER #03: $14,958.74                 
• TOTAL CONTRACT AMOUNT: $3,152,269.73

It is recommended that the Board of Education approve Contract Amendment #15 with Converse Consultants to provide additional geotechnical engineering services for John Adams Middle School - Performing Arts Center Project in an amount not to exceed $3,750.00 for a total contract amount of $323,678.50.

Converse Consultants conducted a geotechnical investigation to support the design and approval of the Performing Arts Center at JAMS. DSA required additional information from the geotechnical engineer as a part of the final approval process. This scope of work included a review of the civil engineering and structural plans and a supplemental letter from the geotechnical engineer to meet these DSA requirements.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: ES
• Account Number:  87-90907-0-00000-85000-5833-011-2600
• Budget Category: Soft Costs / Testing & Inspection / Geotechnical Report

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#3A – JAMS, PAC: $5,235.40
• 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
• CA#11 - JAMS, PAC:  $5,305.00 Coring foundation Per DSA requirement
• CA#12 - JAMS, PAC:  $8,545.00 Additional foundation cores in Bldg J required by DSA
• CA#13 – JAMS, PAC: $4,250.00 Additional testing/report preparation required for DTSC
• CA#14 – JAMS, PAC: $14,372.60 Soil Removal Oversight and Consultation
• CA#15 – JAMS, PAC: $3,750.00 Soil Removal Oversight and Consultation
• Total Contract: $323,678.50

It is recommended that the Board of Education approve Contract Amendment #34 with Leighton Consulting Inc. to provide geotechnical work for Lincoln Middle School – Window, Paint, Floors & Doors Project in an amount not to exceed $13,419.00 for total contract amount of $898,750.00.

Leighton Consulting, Inc. will provide geotechnical work for the Lincoln Middle School Project.  The purpose of the work is for soils investigation for a new elevator for access to the second floor of Building K. This work is part of the overall accessibility plan for all SMMUSD Schools.

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: Measure SMS
• Account Number: 21.9-90101-1-00502-85000-5833-0122600
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering

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 – Geotech recommendations: $1,700.00
• CONTRACT AMENDMENT #34 -  Lincoln MS Geotech additional soils investigation: $13,419.00
• TOTAL CONTRACT AMOUNT: $898,750.00

It is recommended that the Board of Education approve Change Order #01 with Easy Turf, Inc. for the - Webster Elementary School – Malibu Alignment Project - Playground Areas in an amount not to exceed $29,918.54 for a total contract amount of $324,527.98 and 0 days of schedule impact.

On February 7, 2019, the Santa Monica Malibu Unified School District’s Board of Education awarded to Easy Turf, Inc. the CMAS contract for the Malibu Alignment - Webster ES – Playground Areas Project in the amount of $294,609.44 Notice to proceed was given on February 7, 2019.

The changes for this Change Order #01 include: Additional Grading Work, New Concrete Bench at Building B, & Rerouting Existing Underground Utilities.

This Change Order No. #01 is necessary to reimburse Easy Turf for the added cost of Constructing Malibu Alignment - Webster ES – Playground Areas Project.

Change Order No. #01 does not increase the contract time.

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: Measure ES
• Account Number: 89-90909-0-00000-85000-6200-019-2600
• Budget Category: CMAS GSA #GS-03F-0117Y
• DSA #: 03-119310

MEASURE ES FUNDING

• Original Contract: $294,609.44
• Change Order #01: $29,918.54                    
• TOTAL CONTRACT AMOUNT: $324,527.98

It is recommended that the Board of Education approve Contract Amendment #26 with dsk Architects to provide additional architectural and engineering design services for Michelle and Barack Obama Center for Inquiry and Exploration – Window, Paint, Floors & Doors and HVAC Project in an amount not to exceed $56,810.00 for a total contract amount of $1,747,230.00.

dsk Architects will provide additional architectural and engineering services to complete modernization of the existing Obama Center buildings including installation of new windows, paint, flooring, casework, plumbing, ceilings and lighting and HVAC. These classrooms are needed to house the Personalized Project Based Learning Program students.  Demolition of the four older portable classrooms will allow additional outdoor space and future use for the PPBL Program.

Funding Information

• Budget: Yes
• Fund: 87
• Source: ES
• Account Number: 87-90905-0-00000-85000-5802-014-2600
• 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
• CA #21 – Pt. Dume ES – Malibu Alignment – Pt. Dume Playground – addl design services: $81,995.00
• CA #22 – Pt. Dume ES – Malibu Alignment – Pt. Dume CDP Approval addl design services: $177,201.00
• CA #23 – Olympic HS – WPFD additional design services: $7,271.00
• CA #24 – Olympic HS – WPFD additional design services: $6,600.00
• CA #25 – Olympic HS & MES – WPFD & Alignment addt’l design services: $43,019.00
• CA #26 – Olympic HS WPFD & HVAC additional design services $56,810.00
• TOTAL CONTRACT AMOUNT: $1,747,230.00

It is recommended that the Board of Education approve Contract Amendment #70 with HMC Architects to provide additional design services for Malibu Middle & High School – Campus Improvements Project in an amount not to exceed $54,655.00 for a total contract amount of $10,146,032.50.

HMC was asked to provide the following additional architectural and engineering services: 

• Modify DSA approved documents to relocate existing fire alarm and control panel at Building D to Building AB in anticipation of the demolition of Building D.
• Replace windows and doors and jambs in Building H, as required for remediation.
• Provide panic hardware to accommodating egress when adjacent spaces have been closed.
• Encapsulate of concrete and install new flooring in Buildings F and I.
• Retrofit Administration portables to accommodate Art Classroom and Life Skills classrooms.

Funding is from Program Reserve Shortage.

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 #01 with King Office Services to provide additional Move Management Services for Washington West – Windows, Flooring, Paint, Doors & HVAC and Fire Alarm Projects in the amount of $6,605.00 for a total contract amount of $37,946.10.

The District requested additional move services due to revised construction schedules for the Washington West - Windows, Flooring, Paint, Doors, HVAC and Fire Alarm project.

Funding Information

• Budgeted: Yes                      
• Fund: 89
• Source: Measure SMS
• Account Number: 21.9-90101-1-00016-85000-5838-0702600
• Budget Category: Construction/Move Management

MEASURE ES FUNDING:

• ORIGINAL CONTRACT AMOUNT: $31,341.10
• Contract Amendment #01 – Washington West: $6,605.00
• TOTAL CONTRACT AMOUNT: $37,946.10

It is recommended that the Board of Education award an agreement for Engineering Services for the – Santa Monica High School - Safety & Security Project (Public Address (PA), Bell & Clock Replacement) to Vantage in an amount not to exceed $42,833.00.

The District issued a professional services RFP for Engineering Services for the Samohi PA/Clock/Bell Replacement Project on November 11, 2019. Two engineering firms responded with a proposal for the work. Proposals were received and reviewed on Friday November 15.

1. Vantage $42,833
2. P2S $48,500

Staff reviewed both of the proposals. Each firm was deemed to be well qualified to perform the work, and their scopes were deemed to be responsive to the RFP. Considering the cost proposed, Vantage was deemed to be a better overall value to the District. 

The scope of this work includes engineering design services to replace the PA/Bell/Clock systems throughout the Samohi campus. Vantage has proposed to design a system that can re-use as much of the existing system endpoints and pathways as possible, while upgrading the headend equipment to an industry standard IP-based system. This hybrid-style system will allow for the centralized control and operation of both the existing and new system, while minimizing the cost of the upgrade in areas that will eventually be demolished. The detailed engineering design will take into consideration methods of mitigating latencies across the systems campus-wide. This system will be capable of being controlled from the District Office, should that be desired, and to be expanded to the rest of the campuses within the District.

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 Contract Amendment #30 with Psomas to provide additional utility mapping services for Santa Monica High School – Phase 3 Project in an amount not to exceed $18,300.00 for a total contract amount of $473,434.00.

As part of the Samohi Phase 3 Project the District has requested Psomas to provide utility mapping and electrical manhole survey for various areas at Santa Monica High School. These areas have been identified during the Santa Monica High School Utility Mapping update done recently by Psomas.

The scope of work includes:

• Task 1: Substructure Utility Locating and Mapping ($11,300.00)
• Task 2: Electrical Manhole Survey ($3,000.00)
• Task 3: Electrical Manhole Survey Assistance ($4,000.00)

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: SMS
• Account Number: 21.9-90101-1-00302-85000-5830-0152600
• 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
  Contract Amendment #30 – Samohi – Campus Improv. Ph. 3 – Utility Detect.: $18,300.00
• TOTAL CONTRACT AMOUNT: $473,434.00

It is recommended that the Board of Education approve Contract Amendment #31 with Psomas to provide additional design survey services for Santa Monica High School – Campus Improvement Project - Phase 3 in an amount not to exceed $22,500.00 for a total contract amount of $495,934.00.

As part of the Samohi Phase 3 Project the District has requested Psomas to prepare a Design Survey of the Santa Monica High School site.  The specific items of service are:

1. Prepare a survey map delivered in both hard copy and AutoCAD format.
2. Boundary lines established from field surveyed information.
3. Delineation of plottable easements.
4. Horizontal location, size and description of buildings, driveways, walks, curbs, walls, fences, signs, poles, trees over 6" in diameter, and other permanent surface visible features.
5. Topography at a 1 foot contour interval and spot elevations on a grid pattern in level areas.
6. Elevations on driveways, walks, curbs, gutters, and walls, including at back of walk, top of curb, flow line, edge of gutter and centerline every 25’ along abutting streets.
7. Utilities in adjoining streets from available substructure maps joined, where possible, with visible signs of utilities located by the field crew. Field measured invert elevations on sanitary sewer and storm drain manholes.
8. Probable street dedication requirements.
9. Square foot area within boundary lines.
10. Parking space count

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: SMS
• Account Number: 21.9-90101-1-00302-85000-5830-0152600
• 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
  Contract Amendment #30 – Samohi Phase 3 – Utility Detection Services: $18,300.00
• Contract Amendment #31 – Samohi Phase 3 – Design Survey Services: $22,500.00
• TOTAL CONTRACT AMOUNT: $495,934.00

It is recommended that the Board of Education award an agreement for Architectural Services for the Santa Monica High School - Phase 3 Project (Pool Conversion - Temporary Gym) to Chan Young Architects in the amount not to exceed $214,232.70 with $0.00 in reimbursable expenses.

As part of the Samohi Phase 3 Project the District will convert the existing Pool Building (Building N) into a temporary practice only gym in lieu of the temporary gym tent structure described in the Samohi Campus Plan. This will allow for continued use of the new parking lot associated with the Discovery Building Phase 1 & 2 which was to be used for the tent site. Although the ceiling height is less than required for a competition gym, the facility will only be used for practice and running drills where height will not be an issue. Options were explored for creating a higher ceiling. The goal would be to use the facility for the phasing and staging of the south gym practice court (main court only) and potentially for staging the north gym replacement project as well in a future phase. The scope work includes:

Scope A – Limited Programming for temporary gym ($5,760):

• Participate in up to 4 work sessions with District and campus
• Revise the previously completed diagrams for the Pool Conversion Study
• DSA pre-meeting

Scope B – A&E Services for the Temporary Gym (SD/DD, CD, CA, Closeout) ($190,472.70):

• Demolish the existing South Gymnasium, no re-grading of site (by others in phase 3)
• Leave indoor pool in place and infill; provide new slab on grade (or structural foam) and provide new gym flooring, align or adjust interior floor levels for accessibility.
• Provide voluntary structural infill wall for lateral resisting along south elevation (where currently missing) and new temporary gym entrance.
• Provide for emergency egress including new doors and ramping as necessary; demolish pool equipment.
• Provide ramping for access to the Greek Stage and for exiting from the raised pool deck level
• Add additional lockers, replace existing team lockers with general PE lockers; leave finishes in place.
• Access upgrades only to existing restrooms and drinking fountains; new partitions.
• Close off access to the bleachers above Locker room (required to keep occupancy requirements below 1,000 or could have triggered further upgrades.
• Add heating to the newly replaced ventilation system
• Replace pool flood lighting for new temp practice gym use with appropriate lighting levels
• Infill skylights if necessary
• Relocate basketball backstops to temp gym if possible; new volleyball net system.
• Traditional Design/Bid/Build delivery. 
• Scope C - Alternate: New Fire protection sprinkler system in temporary gym if required by DSA due to change in use ($18,000.00):
• Assumes water source is the 8” water line in Michigan alignment
  

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-00302-85000-5832-0152600
• Budget Category: A/E Design Services

MEASURE SMS FUNDING:

• Original Contract Amount – Samohi – Pool Conversion (Temp Gym): $214,232.70
• TOTAL CONTRACT AMOUNT: $214,232.70

It is recommended that the Board of Education approve Change Order #01 to Netronix Integration, Inc. for Santa Monica High School – Safety & Security Project (Access Controls Pilot) in an amount of $19,254.00 for a total contract amount of $216,622.92 and 0 days of schedule impact.

On June 27, 2019, the Board of Education awarded to Netronix Integration, Inc. the construction contract for the School Security Improvements Project (Access Controls Pilot) at Santa Monica High School in the amount of 197,368.92. Notice to proceed was issued on August 1, 2019.

The changes for this Change Order #01 include the material cost for changes in the type of Salto lock required for specific doors, brass and silver plates to cover holes left from existing door hardware, extensive rework to accommodate Salto locks, and the labor associated with this work.  This Change Order No. #01 is necessary to for the added cost of finalizing the Santa Monica High School Security Improvements Project (Access Controls Pilot).

Change Order No. #01 does not increase the contract time.

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: Measure SMS
• Account Number: 21.9-90101-1-00011-85000-5591-0152600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-119266

MEASURE ES FUNDING

• Original Contract: $197,368.92
• Change Order #01: $19,254.00                     
• TOTAL CONTRACT AMOUNT: $216,622.92

It is recommended that the Board of Education award an agreement for Mural Consulting Services Muir Woods Mural at the Michelle and Barack Obama Center for Inquiry and Exploration - Windows, Paint & Floors Project to Mural Arts Institute in an amount not to exceed $10,000, which includes $10,000 in reimbursable expenses.

At the October 17, 2019, Board of Education meeting, the Board directed FIP staff to engage Jane Golden and the Mural Arts Institute to lead an inclusive community process in creating a new mural that will pay homage to the Muir Woods mural and also reflect the vision of the MBO campus.  Board Member Kean graciously agreed to act as a liaison with Mural Arts Institute to request a proposal to provide these services. 

Mural Arts Institute has provided a written proposal to lead this process, which consists of a 2.5-day visit comprised of several meetings, including an initial public presentation, discussions with Santa Monica Cultural Affairs, stakeholder meetings, and a facilitated community meeting.  Mural Arts Institute has offered to waive its customary $10,000 fee for these services and requests only that the District cover travel, lodging, and per diem for on the ground meals and transportation in the amount of $10,000.  SMMUSD will be responsible for costs associated with presentations, meetings, or events (supplies, spaces, equipment, refreshments). 

Funding Information

• Budgeted: Yes
• Fund: 21.7
• Source: ES
• Account Number: 21.7-90905-0-00000-85000-5890-014-2600
• Description: Miscellaneous Consulting Services

It is recommended that the Board of Education approve the partial release of Retention to Waisman Construction, Inc. for Malibu Elementary School –  Malibu Alignment Project – Interim Housing (DSA 03-119266) in the amount of $62,012.23 of the $124,024.45 of total retention currently withheld.

On April 03, 2019, the Board of Education awarded to Waisman Construction, Inc. the construction contract for the Malibu Alignment Project – Malibu Elementary School – Interim Housing in the amount of $ 2,425,000.00.  Eight change orders totaling $372,090.67 were subsequently approved and increased the contract amount to $2,797,090.67.

On August 22, 2019, the project achieved beneficial occupancy and the school opened with full use of the classrooms and portable buildings. The only incomplete scope item is the domestic and fire water connection on Grayfox street which is pending LA County and City approvals

As the scope of work is almost complete and the District is utilizing the portable buildings and other improvements made to the site, the District is electing to prepay $62,012.23 of the $124,024.45 of withheld retention to Waisman Construction, Inc.

The District will release the balance of the withheld retention to Waisman Construction, Inc. following acceptance of the contract and work as complete by the Board of Education.

Funding Information

• Budgeted: Yes
• Fund: 21.7
• Source: Measure ES
• Account Number: 21.7-90900-0-00000-85000-6200-019-2600
• Budget Category: Hard Costs/Construction
• DSA #: 03-119266

It is recommended that the Board of Education award an agreement for PCB Environmental Support Services to SCS Engineers for Malibu Middle & High School and Juan Cabrillo Elementary School – Malibu Campus Plan - Interim Measure in an amount not to exceed $129,000.

On December 20, 2018, The United States District Court ordered the District to retain the services of an environmental professional jointly selected by the District and America Unites (AU), to review compliance and results to ensure the interim safeguards specified in the order and judgement are maintained. During the RFQ preparation process, AU provided comments to the draft documents, many of which were incorporated.

The District issued a professional services RFQ/P for a PCB Environmental Support Services Consultant for the Malibu Middle High School and Juan Cabrillo Elementary School sites on October 23, 2019. Six firms received the RFQ/P. Proposals were due November 19, 2019. One proposal was received from the firm below and the mandatory language regarding conflicts of interest was included. 

1. SCS Engineers

Staff reviewed the qualification submitted and found the firm met the minimum qualifications of the issued RFQ/P.  Though invited to participate in the review, AU elected not to review the proposal.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: M
• Account Number: 21.9-90102-1-00102-85000-5826-010-2600
• Description: Environmental Consultant/Professional Services

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.

• Site: Santa Monica High School
• Project: Interim Repairs/Upgrades
• Funding: Measure ES                        
• Vendor Name: Easy Turf, Inc.
• PO Number: 186297
• Amount: $17,940.00
• Substantial Completion Date: 8/21/18

• Site: Santa Monica High School
• Project: Discovery Building
• Funding: Measure ES                        
• Vendor Name: Easy Turf, Inc.
• PO Number: 193228
• Amount: $43,409.65 
• Substantial Completion Date: 8/10/19

It is recommended that the Board of Education award an agreement for Architectural Services for the – TBD Elementary School Campus Assessments Project to TBD in an amount not to exceed $TBD, which includes $TBD in reimbursables.

The District issued a professional services RFQ/P for Architectural Services for the Campus Assessments Project on October 30, 2019. Forty firms received the RFQ/P. Statements of Qualifications were due November 18, 2019. Fifteen firms submitted statement of qualifications (SOQs) and all submittals included the mandatory language regarding conflicts of interest. The fifteen firms which submittals were reviewed are:

1. Berliner
2. Cannon Design
3. Chan Young
4. CO
5. DSK
6. IBI
7. Johnson Favaro
8. Lionakis
9. Little
10. Perkins Eastman Doughtery
11. Rachlin
12. Ruhnau Clark
13. Sally Swanson
14. SIM/PBK
15. tBP

Staff, with input from District Staff, reviewed the qualifications and shortlisted five

firms for interviews. Interviews were conducted December 3, 2019 with Berliner, DSK, Johnson Favaro, SIM/PBK & tBP. The selection committee ranked all interviewed firms and unanimously ranked TBD as the top firm.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-00014-85000-5826-0XX-2600
• Description: A/E Design Services

Item will be updated prior to board meeting.

It is recommended that the Board of Education purchase computing and storage equipment for district data center utilizing GSA GS-35F-0119Y from Meridian IT for the amount of $412,207.25.

Funding Information

• Budgeted: Yes
• Source: ES – Technology – Infrastructure
• Account Number: 21-6-90903-0-00000-85000-6400-030-1300

The Board of Education approved the budget for Measure ES-2 Technology purchases during the Board meeting of August 28, 2014 (Item S.01).  This purchase will utilize a portion of the Infrastructure Upgrades allocation.  The district IT department has determined that the utilization of the Nutanix environment will support essential centralized application servers. The upgraded configuration will increase available storage, computing power and memory while reducing the physical and power footprint with more efficient hardware.  The solution also includes installation, migration support and 3 years maintenance. 

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. 

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 (0.3125 FTE) as indicated below, in the Food Services Department, in order to best serve the current student population.

The 2019-2020 budget will be adjusted $11,801 for salary and benefits.

• Cafeteria Worker II - from 4 hours (0.50 FTE) to 5.5 hours (0.6875 FTE) - Malibu Elementary
• Cafeteria Worker II - from 4 hours (0.50 FTE) to 5 hours (0.625 FTE) - Webster Elementary

It is recommended that the Board of Education approve an increase in FTEs (5.125 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 $209,269 for salary and benefits.

• ParaEducator 1 - new position/5 hours (0.625 FTE) - Franklin Elementary
• ParaEducator 1 - new position/5 hours (0.625 FTE) - McKinley Elementary
• ParaEducator 1 - new position/6 hours (0.75 FTE) - McKinley Elementary
• ParaEducator 1 - new position/6 hours (0.75 FTE) - McKinley Elementary
• ParaEducator 1 - new position/6 hours (0.75 FTE) - Roosevelt Elementary
• ParaEducator 3 - new position/6 hours (0.75 FTE) - Lincoln Middle School
• ParaEducator 3 - new position/6 hours (0.75 FTE) - Lincoln Middle School
• ParaEducator 1 - from 6 hours (0.75 FTE) to 7 hours (0.875 FTE) - Lincoln Middle School

It is recommended that the Board of Education approve an additional ParaEducator 1 position (0.75 FTE; 6 hours, School Year), per Section 504 requirements.

The 2019-2020 budget will be adjusted $27,344 for salary and benefits.

It is recommended that the Board of Education approve a new Bus Driver position (0.875; 7 hours, 10-Month) in the Transportation Department, in order to add an additional Special Education transportation route to best serve student needs.

The 2019-2020 budget will be adjusted $39,426 for salary and benefits.

This item will allow the Board of Education an opportunity to discuss BP and AR 5117 - Interdistrict Attendance.  The board will be discussing the various categories under which families can apply for an interdistrict permit to attend SMMUSD.  

This item will require a total of 40 minutes.

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

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

It is recommended that the Board of Education elect an Annual Representative to the Los Angeles County School Trustees Association (LACSTA) for 2020.

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

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

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

Board Member Kean was elected as the board’s representative for 2017; Board Member Mechur was elected for 2018 and 2019.

It is recommended that the Board of Education elect a voting representative to elect members to the Los Angeles County Committee on School District Organization from December 2019 through November 2020.

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

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

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

CSBA’s Delegate Assembly is a vital link in the association’s governance structure. Working with local districts, county offices, the Board of Directors and Executive Committee, Delegates ensure that the association reflects the interests of school districts and county offices of education throughout the state.  Nomination and candidate biographical sketch forms for CSBA’s Delegate Assembly are now being accepted until January 7, 2020.  There are nine seats up for re-election in Region 24, of which SMMUSD is a part.

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

• Any CSBA member board is eligible to nominate board members within their geographical region or subregion.
• Boards may nominate as many individuals as it chooses by using the nomination form or submitting a letter of nomination.
• Approval from nominee of nomination to CSBA’s Delegate Assembly.
• All nominees must submit a one-page, single-sided, candidate biographical sketch form (attached) and an optional one-page, one-sided résumé, (résumé cannot be substituted for the candidate biographical sketch form).
• All nomination materials must be postmarked no later than January 7, 2020. Faxes are also acceptable, but they must be received by January 7.
• Delegates serve two-year terms; beginning April 1, 2020, through March 31, 2022.
• There are two required Delegate Assembly meetings each year, one in May in Sacramento and one in December in San Diego

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

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

Delegates’ Roles and Responsibilities

Primary responsibilities of Delegates include:

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

It is recommended that the Board of Education adopt its meeting schedule for the 2020-21 school year. 

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

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

It is recommended that the Board of Education adopt Resolution No. 19-12 - 2020 Census in Schools Week.

Census counts, which occur every ten years, have significant impacts on education, as they count the residents of each state and help identify where to allocate over $675 billion in federal funds to states as well as determine the number of representatives California has in the U.S. House of Representatives, the number of votes we have in the Electoral College, and state assembly and senate boundaries.  It is vital for superintendents, principals, teachers, and parent organizations to relay the importance of the census to families and community members to ensure everyone is counted, thereby maximizing political representation and funding appropriations within our school district and county. 

As such, we invite schools to dedicate a week during January 2020 through March 2020 as "Census in Schools Week," to help reinforce the importance of participation in the census.

It is recommended that the Board of Education approve two appointments to the Facilities District Advisory Committee for Malibu (FDAC-M). 

The Malibu Facilities District Advisory Committee currently has two vacancies.  The district received three applications for these two vacancies. Prior to the December 12, 2019, Board of Education meeting, staff will discuss the applications with the Board FDAC Liaisons, and names of the recommended appointments will be presented to the board for approval during the December 12, 2019, meeting. 

UPDATE: The two individuals to be appointed are: Lou La Monte and Carla Bowman-Smith. 

It is recommended that the Board of Education approve the 2019-20 First Interim Report and the corresponding budget adjustments.

The 2019-20 Budget was adopted by the Board of Education on June 27, 2019, and was approved by the Los Angeles County Office of Education (LACOE).

This 1^st Interim Report reflects changing conditions that have necessitated adjusting the District budget.  All of the expenditure and revenue changes previously approved by the Board at the meeting of November 21, 2019, are identified in the First Interim Report which is included as a part of this document.

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

All backup documentation has been attached.

It is recommended that the Board of Education adopt Resolution No. 19-13 - Identify the Amount of Budget Reductions Needed in 2020-21 and 2021-22 and to Require that a List of Budget Reductions for 2020-21 and 2021-22 be Included in the 2019-20 Second Interim Report. 

In a letter dated September 13, 2019, from Los Angeles County Office of Education (LACOE), our District is being required to reduce spending to retain fiscal solvency. Based on current projections, our District will need to reduce spending by a minimum of $3 million in 2020-2021 and $6 million in 2021-22 to meet its financial obligations, while also maintaining a minimum 3% reserve for economic uncertainties for the current fiscal year and the subsequent fiscal years. 

Staff anticipates that this item will require a total of five minutes, as many of the budgetary questions will be discussed during the approval of the First Interim Report.

The attached resolution was updated on 12/10/19 at 4:40 p.m.

This meeting will adjourn to a regular meeting scheduled for Thursday, January 16, 2020, at 5:30 p.m. at the district office: 1651 16th St., Santa Monica, CA.