• Associated with Student Expulsion item under Consent in Open Session

• DN-1007-19/20 (Special Education)

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

• Agency Designation Representative: Dr. Ben Drati
• Employee Organization: SEIU

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

It is recommended that the Board of Education approve the January 16, 2020, regular meeting agenda.

it is recommended that the Board of Education approve the December 12, 2019, regular meeting minutes.

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

Staff will present achievement and climate data to the board and community four times this year (labeled Quarter 1, Quarter 2, Quarter 3, and Quarter 4). Staff will also distinguish the data to be presented as Lag or Lead metrics. Lag metrics are indicators of an outcome – a measure of what has happened.  Lead metrics are levers that indicate how the outcome will be achieved. They are oriented in the present and are predictive and can be influenced. 

Tonight’s presentation will focus on the lead data from Quarter 2, all of which has been collected since the beginning of the 2019-20 school year. The data includes measures of student academic achievement, such as the district's FASTbridge universal literacy screening assessments for elementary, grades and the rates of non-passing grades (Ds, Fs) amongst students in secondary courses. It will also include performance results on the district's interim assessments for English Language Arts and Math in all grades.  Measures of student engagement include the student attendance data and suspension rates since the beginning of the school year.

Staff anticipates this item will require a total of 30 minutes, with 15 minutes for the staff report and 15 minutes for board questions/comments.

The presentation was updated on 1/15/20.

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

• Contractor:  Mark Mattson
• Dates:  03/06/20-06/08/20
• Amount Not to Exceed: $2,250.00
• Description:  To provide organization, practices, coordination and conducting of all grade 5 students for culmination on 6/8/20.
• Site:  Franklin Elementary
• Funding: 01-00021-0-11100-10000-5802-002-4020

• Contractor: STC Interpreting
• Dates: 07/16/19-06/30/20
• Amount not to exceed: $10,000.00
• Description: Simultaneous interpretation at Family Engagement Site Meetings, District English Learner Advisory Council, LCAP PAC, Social Justice, and other meetings as needed
• Site: Educational Services
• Funding: 01-00030-0-19200-24950-5802-030-1300

• Contractor: Center for Responsive Schools, Inc.
• Dates: 08/10/20-08/13/20
• Amount not to exceed:  $17,000.00
• Description: Elementary Core Course for up to 30 participants. A Consultant Observation and Feedback visit for one school, electronic conversation guide to introduce Responsive Classroom to your educators, collection of resources for participant, 1 school-year subscription to Kaleidoscope observation tool.
• Sites: Edison Elementary
  
• Funding:  01-30100-0-11100-10000-5802-001-4010
• (Prepaid for next year)

• Contractor: Center for Responsive Schools, Inc.
• Dates: 1/30/20
• Amount not to exceed: $2,600.00
• Description: This training for teachers drives our primary school focus of helping teachers foster positive community, integrate engaging academics with the teaching of social and emotional skills, and create the conditions for positive student behavior.
• Site: Malibu Elementary
• Funding: 01-00030-0-11100-10000-5802-030-1300

• Contractor:  Planned Parenthood Los Angeles         
• Dates:  12/20/19–6/10/20
• Amount not to exceed: $ 4,300.00    
• Description: Training in Planned Parenthood curriculum for health teachers and nursed to be facilitated by PPLA staff at various locations.
• Site: Student Services
• Funding: 01-90120-0-11100-31400-5802-041-24000

• Contractor: Anthony Parnther
• Dates: 03/01/20-03/20/20
• Amount not to exceed: $1,500.00
• Description: Guest Conductor for the Stairway of the Stars, Orchestra Concert on March 20, 2020. Plus site based rehearsals and dress rehearsals.
• Site: Educational Services
• Funding: 01-90120-0-17300-10000-5802-030-1300 (Stairway to the Stars Gifts)

• Contractor: Shannon Kitelinger
• Dates: 03/01/20-03/26/20
• Amount not to exceed: $1,000.00
• Description: Guest Conductor for the Stairway of the Stars, Band Concert on March 26, 2020. Plus site based rehearsals and dress rehearsals.
• Site: Educational Services
• Funding: 01-90120-0-17300-10000-5802-030-1300 (Stairway to the Stars Gifts)

• Contractor: Lori Marie Rios
• Dates: 03/01/20-03/16/20
• Amount not to exceed: $1,000.00
• Description: Guest Conductor for the Stairway of the Stars, Choir Concert on March 16, 2020. Plus site based rehearsals and dress rehearsals.
• Site: Educational Services
• Funding: 01-90120-0-17300-10000-5802-030-1300 (Stairway to the Stars Gifts)

• Contractor: South West Video, Inc.
• Dates: 03/16/20–03/26/20
• Amount not to exceed:$0.00
• Description: Video company has been contracted to perform video services for the Stairway to the Stars concerts on March 16, 20, and 26. South West Video, Inc. will provide DVD copies of the Stairway concerts.
• Site: Educational Services
• Funding:01-90120-0-17300-10000-5802-030-1300 (Stairway to the Stars Gifts)

• Contractor: Los Angeles County Office of Education
• Dates:  01/06/20
• Amount not to exceed:  $1,250.00
• Description: Fitgram Testing Training for Secondary PE Teachers
• Site:  Educational Services
• Funding:  01-00000-0-19510-31600-5802-030-1300

• Contractor: Just Communities
• Dates: 01/06/20-06/30/20
• Amount not to exceed:  $15,154.62
• Description: Design, administration and facilitation of FIDA (Parents for Inclusion, Diversity and Access)
• Site:  Educational Services
• Funding:  01-30100-0-19200-24950-5802-035-1300

• Contractor: Virginia Hyatt
• Dates: 08/05/19-6/30/20
• Amount not to exceed: $130/hour
• Description: Interim Director of Purchasing
• Site: Purchasing
• Funding:01-00000-0-00000-75500-5802-055-2550
• (Amend contract date. Original contract approved 8/15/19)

• Contractor: Allan D. Kotin and Associates
• Dates: 01/17/20-06/30/21
• Amount not to exceed: $250/hour (Allan Kotin) and $125/hour (Sue Sturmer)
• Description: Advisory services in connection with proposed and possible district real estate transactions
• Site: Business Services
• Funding: 01-00000-0-00000-73000-5802-050-1500

• Contractor: Orbach Huff & Suarez
• Dates: 07/01/18-06/30/20
• Amount not to exceed: hourly amount $345/hour (senior partners), $325/hour (partners), $295/hour (associates), $195/hour (paralegals), $55/hour (clerks)
• Description: General legal counsel services-Facility Issues other than Bond
• Site: Business Services
• Funding:01-00000-0-00000-73000-5802-050-1500
• (Amend contract date and contract rate as of 1/1/2020. Original contract approved 11/21/13)

• Contractor: reDiscover Center
• Dates: 01/07/20-05/30/20
• Amount not to exceed: $975.00 $9,750.00 
• 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
• (Amount not to exceed. Original contract approved on 12/12/19)
• (Item added to agenda on 1/13/20)

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: 24
• Destination: Pismo Beach; San Luis Obispo; Salinas; Monterey; Hopkins Research Center, Pacific Grove
• Dates: 04/02/20–04/05/20
• Principal/Teacher: A.Shelton/P.Barraza
• Cost & Funding Source: $ 800.00 per student / Fundraising and parent donations
• Subject: English
• Purpose: Steinbeck Youth Institute research-guided literary excursion exploring John Steinbeck work

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 5
• Destination: Vintage High School, Napa, CA
• Dates: 01/09/20–01/12/20
• Principal/Teacher: A.Shelton/J.Mun
• Cost & Funding Source: $100.00 per student / Fundraising & parent donations
• Subject: Athletics
• Purpose: Napa Valley Girls Classic wrestling tournament

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 20
• Destination: LAX Sheraton Gateway Hotel, Los Angeles, CA
• Dates: 02/15/20–02/16/20
• Principal/Teacher: A.Shelton/A.Chapman
• Cost & Funding Source: $175.00 per student / Fundraising & parent donations
• Subject: Social Studies
• Purpose: Junior State of America (JSA) Winter Congress event

No child will be denied due to financial hardship.

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 December 5, 2019, through January 8, 2020, for fiscal/20.

It is recommended that the Board of Education accept, with gratitude, checks totaling $26,970.28 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 $26,970.28 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 award ABF Chemical Exterminators Inc. the contract to fumigate all structures at Muir ES/SMASH campus in order to rid the buildings of termite infestations, in an amount not to exceed $29,997.00.

The Muir ES/SMASH campus is infested with termites. Evidence is highly noticeable to the untrained eye, including regular swarms of termites in the classrooms. There have been regular work orders and complaints from faculty, staff, and parents. A third party pest control company was asked to inspect the site. Their licensed entomologist has written a report finding extensive evidence of dry-wood termites throughout the campus. His recommendation would be to fumigate all structures. The severity of the termite infestation and continued complaints from the school and parents, the district feel it is necessary to move to a more proven method of ridding structures of termites.

In accordance with the State of California Health Schools Act and the Board of Education Integrated Pest Management Plan, M&O has attempted nontoxic methods of treatment for termites without significant impact. The heat method was attempted at Webster ES, but termites returned within three months of treatment. Fumigation is recommended as the next step on the integrated pest management plan.

The fumigation will be scheduled at the beginning of spring break. Best management and safety practices will be fully followed prior to, during, and after the treatment. Operations staff will clean the campus after the fumigation prior to students return.

Funding Information:

• Budgeted: Yes
• Fund: 14.
• Source : Deferred Maintenance
• Account Number: 14-00000-0-00000-82200-5890-060-2600

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

These contracts are included in the 2019-2020 budget. 

• Contractor: Yuang Tai, Inc.
• Dates: 12/01/19 – 06/30/20
• Account not to exceed: $4,350.00
• Description: Estimating Services
• Site: Measure ES
• Funding: 21.7-90907-0-00000-85000-5890-011-2600

It is recommended that the Board of Education authorize the District to use the California Multiple Award Schedule (CMAS) contract awarded to Miracle Recreation Equipment Company to purchase Miracle brand products and services specified under CMAS Contract No: 4-17-78-0006B GSA Schedule No: GS-03F-072GA valid from August 09, 2017, through September 30, 2022.

The CMAS contract allows for the purchase of Miracle brand products and services as specified under the contract. Using the direct pricing structure in the contract the District can take advantage of the Federal contract rates.

All orders using the contract must comply with the CMAS clauses, Davis-Bacon and Federal Acquisition Regulations (FAR). The Los Angeles County Department of Education allows District’s to utilize CMAS contracts with no restrictions other than standard Public Works contracting requirements.

It is recommended that the Board of Education authorize the District to use the National Intergovernmental Purchasing Alliance (NIPA) piggyback contract awarded to KI, to purchase educational furniture, design services, installation and appropriate services specified under Furniture and Installation Contract #R142210 valid from May 1, 2015 through April 30, 2020 and Education Furniture Contract #2015000067 valid from March 5, 2015, to March 4, 2020.

By using the contract, it will allow District projects to be completed in as expeditious manner as possible. By using the direct pricing structure in the contract, it eliminates going through a formal procurement process which may include mark-ups on the products and services, thus saving the District considerable money. All orders using the contract must comply with the piggyback contract clauses and the Santa Monica Malibu Unified School Districts contract requirements.

The Los Angeles County Department of Education allows Districts to utilize piggyback bids with no restrictions other than standard Public Works contracting requirements. The contract awarded to KI is pursuant to Public Contract code sections 20118 and 20652.

It is recommended that the Board of Education authorize extension of the District to use the Savanna School District piggyback contract awarded to Elite Modular Leasing & Sales, Inc., to purchase, lease, relocate, dismantle and removal of DSA approved portable buildings and appropriate series specified under Project Bid #: SSPS, #40-90/2016-17 valid from January 17, 2017, and extended through January 17, 2021.

The piggyback bid allows for the purchase, leasing, relocation, dismantling, and removal of Division of the State Architect (DSA) approved portable buildings.  By using the contract, it will allow District projects to be completed in as expeditious manner as possible. By using the direct pricing structure in the contract, it eliminates going through a General Contractor who would mark-up the products and services, charging retail pricing instead of the Federal contract rates, thus saving the District considerable money.  All orders using the contract must comply with the piggyback contract clauses, Davis-Bacon and Federal Acquisition Regulations (FAR).  The Los Angeles County Department of Education allows Districts to utilize piggyback bids with no restrictions other than standard Public Works contracting requirements.

It is recommended that the Board of Education approve Contract Amendment #1 with Alta Environmental to provide bi-annual PCB air and wipe sampling monitoring professional services in room B142, for Years 1, 3 and 5 per the EPA approved PCB work plan for Malibu Campus Plan – Interim Measures Project, in an amount not to exceed $15,291.00 for a total contract amount of $91,138.00.

Alta Environmental has been requested to conduct annual PCB air and wipe sampling in room B142 for Years 1, 3 and 5 in accordance with the EPA approved Notification and Request for approval, PCB Remediation waste plan dated June 14, 2018.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: Measure M
• Account Number: 21.9-90102-1-00102-85000-5802-010-2600
• Budget Category: Soft Costs/Environmental Testing/Hazmat Monitoring

MEASURE ES & BB FUNDING:

• ORIGINAL CONTRACT – Malibu High School – Campus Plan ES: $75,847.00
• CA #1 – MMHS – Campus Plan - Interim Measures – PCB Monitoring for years 1, 3 & 5: $15,291.00
• TOTAL CONTRACT AMOUNT: $91,138.00

It is recommended that the Board of Education approve Change Order #04 with Pardess Air Inc. for John Adams Middle School – HVAC Project (Phase II) in an amount not to exceed $25,325.83 for a total contract amount of $3,177,595.56 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 #04 is described as follows:

• PCO #04 - the cost of additional components required for use of Pelican thermostats.
• PCO #07 – materials and labor to construct mechanical platforms not detailed on drawings.   
• PCO #08 – addition of concrete pads at Building T.

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
• CHANGE ORDER #02: $3,387.76
• CHANGE ORDER #03: $14,958.74
• CHANGE ORDER #04: $25,325.83                 
• TOTAL CONTRACT AMOUNT: $3,177,595.56

It is recommended that the Board of Education approve Contract Amendment #71 with HMC Architects to extend the Construction Administration Services Contract for Malibu Middle & High School – Campus Improvements Project in an amount not to exceed $334,060.00 for a total contract amount of $10,480,092.50.

HMC was asked to amend their contract as follows:

• Extend its full-time Construction Administration and Project/DSA Close-Out Services from January 2020 through March 2020
• Extend its part-time Construction Administration and Project/DSA Close-Out Services from April 2020through June 2020
• Extend its Basic Construction Administration and Project/DSA Close-Out Services from July 2020 through December 2020
• Extend its 3-year QSD and QSP Services from January 2020 through November 2020

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 DLR Group for the Michelle and Barack Obama Center for Inquiry and Exploration – Project Based Learning (PBL) Building Project in an amount not to exceed $2,300 for a total contract amount of $61,800.00.

In order to determine the feasibility of proposed modernization work required for the Michelle and Barack Obama Center Project Based Learning Program, the District has requested a cost estimate for the proposed work in order to determine if the scope of work is within the District’s budget.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: Measure SMS
• Account Number: 21.9-90101-1-00000-85000-5826-014-2600
• Budget Category: A/E Design Services  

MEASURE SMS FUNDING:

• ORIGINAL CONTRACT – MBOC PBL/Capstone Bldg: $59,500.00
• CA #01– MBOC/PBL: $2,300.00                 
• TOTAL CONTRACT AMOUNT: $61,800.00

It is recommended that the Board of Education approve Change Order #01 with The Nazerian Group for Michelle and Barack Obama Center for Inquiry and Exploration – Window, Paint, Floors & Doors & HVAC Project in the amount of $88,917.75 for a total contract amount of $3,563,040.75 and 0 days of schedule impact.

On September 6, 2018, the Board of Education awarded to The Nazerian Group the construction contract for the Michelle and Barack Obama Center for Inquiry and Exploration – Window, Paint, Floors & Doors & HVAC Project in the amount of $3,474,123.00. Notice to proceed was given on September 13, 2018.

The changes include: Furnish and installed 12 aluminum louvers, Installed new gutter with accessories at music room , Furnish and installed pressure treated wood for 40 Windows , Mask roof tiles, prep, prime and finish new gutters and downspouts at building A & B , Prep, prime and finish interior walls, (paint the interior and exterior doors),(paint the interior and exterior windows frames)  window frames, and cabinets in Classrooms 306-307-400-402. Prep, prime and finish ceiling in Office 205 and five doors. Furnish and install additional two additional windows over Conference Room and Career Center doors. Provide louver for window over Conference Room door. Furnish and installed new Obama Center (Formally Olympic HS) Exterior Signage and other miscellaneous work. The value of this extra work is $118,917.75.

There is a $30,000.00 Owner Allowance remaining for unforeseen abatement on the contract, which will be used toward this CO#1.

• $118,917.75
•    (30,000.00)
• $  88,917.75

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90905-0-00000-85000-6200-014-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03- 118549

MEASURE ES FUNDING

• Original Contract: $ 3,474,123.00
• Change Order #01: $88,917.75                        
• TOTAL CONTRACT AMOUNT: $3,563,040.75
  

It is recommended that the Board of Education award a contract for Bid #20.03.SMS for Santa Monica High School – Interim Repairs / Upgrades Project – Campus Wide Cabling & IDFs to Sky Technology Solutions, Inc., in an amount not to exceed $135,000.00.

The District publicly bid the Santa Monica High School Campus Wide Cabling & IDFs Project (Interim Repairs/Upgrades) Bid #20.03.SMS, on November 6, 2019. Legal advertisement of the notice inviting bids was published in The Daily Breeze and The Santa Monica Daily Press and ran on November 6, 2019, and November 13, 2019. The notice inviting bids was sent to 39 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 November 20, 2019, and four contractors attended. Bids were received and publicly opened on December 11, 2019. Four bids were received as noted below:

1. GA Technical Services, Inc. $76,000.00 (non-responsive)
2. Sky Technology Solutions $135,000.00
3. JAM Corporation $288,880.00
4. Telenet VOIP Inc. $299,100.00

Staff reviewed the bids for responsiveness and found GA Technical Services to be non-responsive based on lack of pre-qualification.  A letter of bid rejection was issued to GA Technical Services on December 13, 2019, and the Notice of Intent to award was issued to the lowest responsive responsible bidder Sky Technology Solutions, on December 13, 2019, for the total base bid amount of $135,000.00.

Funding Information

• Budgeted: Yes
• Fund: 89
• Source: Measure SMS
• Account Number: 89-90101-1-00000-85000-6200-015-2600
• Budget Category: Construction Contract

It is recommended that the Board of Education approve Contract Amendment #10 for additional architectural construction administration services from HED Architects for the Santa Monica High School - Discovery Building Project in an amount not to exceed $252,000 for a total contract amount of $7,969,229.28.

In order to fast-track the construction of the Discovery Building to have it ready for occupancy for the 2021 Fall Semester, the decision was made in January 2018 to negotiate the GMP before approval of the project was received from DSA. As expected, considerable changes were made to the plans, which have resulted in the need for an enhancement to the design team for Construction Administration to deal with the resultant additional RFIs and other design related issues. HED has provided a cost proposal of $252,000, for the additional effort anticipated for the project through to the end of May 2020. This additional design team-staffing will help ensure that the project remains on track for the Fall 2021 occupancy of the building. 

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90904-0-00000-85000-5826-015-2600
• Budget Category: Soft Costs \ Design Services \ Architects 

MEASURE ES FUNDING:

• ORIGINAL CONTRACT: $5,039,460.00
• CONTRACT AMENDMENT #01 – (Subterranean parking study): $19,000.00
• CONTRACT AMENDMENT #02 – (Subterranean parking design): $1,638,050.00
• CONTRACT AMENDMENT #03 – (Tension Structure Roof Design): $131,623.00
• CONTRACT AMENDMENT #04 – (Innovation Fire Pump Study): $45,500.00
• CONTRACT AMENDMENT #05 – (Reimbursables; DSA plan check fees): $56,461.28
• CONTRACT AMENDMENT #06 – (Expanded design services): $273,000.00
• CONTRACT AMENDMENT #07 – (Expanded design services): $343,650.00
• CONTRACT AMENDMENT #08 – (Expanded design services):  $111,265.00
• CONTRACT AMENDMENT #09 – (Foundation and DAS designs):  $59,220.00
• CONTRACT AMENDMENT #10 – (Enhanced Construction Admin support):  $252,000.00
• TOTAL CONTRACT AMOUNT: $7,969,229.28

It is recommended that the Board of Education award an agreement for Architectural Services for the – Franklin Elementary School & Roosevelt Elementary School - Campus Assessments Project to dsk in an amount not to exceed $400,000.00.

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 from 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 two elementary school principals, 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 dsk as the top firm for both the Franklin Elementary School & Roosevelt Elementary School projects. 

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-00014-85000-5826-002-2600 (Franklin $200,000); 21.9-90101-1-00014-85000-5826-007-2600 (Roosevelt $200,000)
• Description: A/E Design Services

It is recommended that the Board of Education approve Change Order #01 with The Nazerian Group for Washington West (CDS) – Window, Paint, Floors & Doors & HVAC Project in the amount of $74,847.85 for a total contract amount of $2,568,970.85 and 0 days of schedule impact.

On April 3, 2019, the Board of Education awarded to The Nazerian Group the construction contract for the Washington West (CDS) – WPFD+HVAC Project in the amount of $2,494,123.00. Notice to proceed was given on June 16, 2019.

The changes include: Sewer Line replacement , Remove and replace PDLC drywall , demo the existing rigging and lights and replace them with new light fixtures at PDLC stage area, Replacement of three gates , Replacement and installation of new double doors in MPR building, installation of vision window on existing MPR entrance and other miscellaneous work.

Funding Information

• Budgeted: Yes
• Fund: 87
• Source: Measure ES
• Account Number: 87-90905-0-00000-85000-6200-070-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-119451

MEASURE ES FUNDING

• Original Contract: $2,494,123.00
• Change Order #01: $74,847.85                        
• TOTAL CONTRACT AMOUNT: $2,568,970.85

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: Malibu Elementary School
• Project: Roller Shades Project
• Funding: Measure ES                        
• Vendor Name: Heritage Window Covering, Inc.
• PO Number: 20*741
• Amount: $8,937.85
• Substantial Completion Date: 8/16/19

• Site: Washington West
• Project: Windows, Paint, Floors & Doors Project
• Funding: Measure ES                        
• Vendor Name: JHN, Inc (Coustic-Glo)
• PO Number: 20*93
• Amount: $52,580.00
• Substantial Completion Date: 8/5/19

• Site: Washington East
• Project: HVAC
• Funding: Measure ES                        
• Vendor Name: ACCO Engineered System, Inc.
• PO Number: 20*462 - 194074
• Amount: $41,673.00
• Substantial Completion Date: 8/8/19

It is recommended that the Board of Education approve three new appointments to the Facilities District Advisory Committee for Santa Monica (FDAC-SM), reappoint existing members, establish the size of the committee as nine members, and modify the duration that committee members may serve to be three three-year terms.

Several of the appointed members of the FDAC-SM have stopped participating in the committee, vacating a number of positions on the committee.  The District maintains a notice on the District website inviting applications for the committee on a rolling basis.  Ten applications have been received.  Upon consultation with the Board Facilities Subcommittee, staff recommends filling the vacant spots with TBD.  It is also recommended that the Board reappoint the remaining FDAC-SM members, Joan Krenik, Sam Levitt, Judith Meister, Ann Bowman, Thomas Malylil, and Karen Kushi.

As with the Malibu FDAC, in order to better align with the District’s other DACs, it is further recommended that the Board modify the term assignments that committee members may serve.  The FDAC was originally established with a limit of two two-year terms.  Staff recommends modifying the FDAC-SM limit to three three-year terms, consistent with the other DACs, with the City of Santa Monica holding an advisory, non-voting, position in perpetuity, to be filled by the appropriate City personnel at the City Manager’s discretion.  Term assignments have been established by drawing lots during an FDAC-SM meeting, so that the terms of tjhree members will end each year, eligible for reappointment beginning in 2020.  A similar board agenda item making the same changes has been approved regarding the FDAC-M.

It is recommended that the Board of Education award an agreement for Move Management Services for the – John Adams Middle School & Will Rogers Elementary School – Districtwide FF&E Pilot Project to MSI in an amount not to exceed $67,083.00.

The District awarded an on-call listing for move management services on June 6, 2019, (item #.VIII.C.7.) which is valid for a duration of three years from award.  As the District requires move services the District will obtain proposals from both firms. When District requested proposals from both firms for the FF&E Pilot Projects moves. 

In a review of the proposals submitted by both King Office Services & Mover Services Inc. (MSI) it is recommended that the Board award an agreement to MSI for both the John Adams Middle School & Will Rogers Elementary School pilot projects in an amount not to exceed $67,083.00.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-00014-85000-5826-011-2600 (JAMS $33,541.50); 21.9-90101-1-00014-85000-5826-006-2600 (Rogers $33,541.50)
• Description: Construction/Move Management

It is recommended that the Board of Education award an agreement for Move Management Services for the – Lincoln Middle School & McKinley Elementary School – Districtwide FF&E Pilot Project to King Office Services in an amount not to exceed $53,030.00.

The District awarded an on-call listing for move management services on June 6, 2019, (item #.VIII.C.7.) which is valid for a duration of three years from award.  When the District requires move services the District will obtain proposals from both firms.  The District requested proposals from both firms for the FF&E Pilot Projects moves. 

In a review of the proposals submitted by both King Office Services & Mover Services Inc. (MSI) it is recommended that the Board award an agreement to King Office Services for both the Lincoln Middle School & McKinley Elementary School pilot projects in an amount not to exceed $53,030.00.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-00014-85000-5826-012-2600 (Lincoln $26,515.00); 21.9-90101-1-00014-85000-5826-004-2600 (McKinley $26,515.00)
• Description: Construction/Move Management

It is recommended that the Board of Education award an agreement for Architectural Services for the – McKinley Elementary School, Grant Elementary School & Will Rogers Elementary School - Campus Assessments Project to Johnson Favaro in an amount not to exceed $595.500.

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 from 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 two elementary school principals, 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 Johnson Favaro as the top firm for the McKinley Elementary School, Grant Elementary School & Rogers Elementary School projects.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-00014-85000-5826-004-2600 (McKinley $198,500); 21.9-90101-1-00014-85000-5826-003-2600 (Grant $198,500); 21.9-90101-1-00014-85000-5826-006-2600 (Rogers $198,500)
• Description: A/E Design Services

It is recommended that the Board of Education (“Board”) adopt Resolution No. 19-14 to adopt and publish required procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors for Lincoln Middle School - HVAC and Modernization Project - SMASH/John Muir Elementary School – Modernization Project and Grant Elementary School – HVAC, Fire Alarm, Doors and Accessibility Upgrades Project which ensure that the best value selection by the Santa Monica-Malibu Unified School District is conducted in a fair and impartial manner.

The Santa Monica-Malibu Unified School District (“District”) intends to award a contract using the lease-leaseback project delivery method to a qualified contractor to construct the District’s Lincoln Middle School HVAC and Modernization, SMASH/John Muir Elementary School Modernization and Grant Elementary School HVAC, Fire Alarm, Doors and Accessibility Upgrades Project.  In order to do so, pursuant to Education Code section 17406(a)(2), the District’s governing board must adopt and publish required procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors which ensure that the best value selection by the District is conducted in a fair and impartial manner.

District staff has developed the required evaluation procedures and guidelines, which are included in the District’s Request to Prequalify and for Statement of Qualifications for Construction Services (Lease-Leaseback) and Request for Proposals for the Lincoln Middle School HVAC and Modernization, SMASH/John Muir Elementary School Modernization and Grant Elementary School HVAC, Fire Alarm, Doors and Accessibility Upgrades Project (attached as Exhibit A to the Resolution).

This Resolution will signify the Board’s adoption and publication of the District’s procedures and guidelines for evaluating the qualifications and proposals of prospective lease-leaseback contractors in order to ensure that the best value selection by the District is conducted in a fair and impartial manner.

It is recommended that the Board of Education approve the attached certificated appointment, 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 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 hours for Teachers of Special Assignment (TOSAs) (0.75 FTE Total) in Child Development Services, as indicated below, in order to best serve student needs in the School Age Program for the 2019-20 school year.

The 2019-2020 budget will be adjusted $28,560 for salary and benefits.

• TOSA - from 5 hours (0.625 FTE) to 8 hours (1.0 FTE)
• TOSA - from 7 hours (0.875 FTE) to 8 hours (1.0 FTE)
• TOSA - from 7 hours (0.875 FTE) to 8 hours (1.0 FTE)
• TOSA - from 7 hours (0.875 FTE) to 8 hours (1.0 FTE)

It is recommended that the Board of Education approve an increase in FTEs (0.50 FTE - Certificated and 1.0 FTE - Classified), 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 $76,469 for salary and benefits.

• SAI Classroom Teacher - from 50% FTE to 100% FTE - John Adams MS
• ParaEducator 1 - new position/6 hours (0.75 FTE) - Grant Elementary
• ParaEducator 1 - from 6 hours (0;75 FTE) to 8 hours (1.0 FTE) - Roosevelt Elementary

It is recommended that the Board of Education expel student (B/D 05/29/2001), and place them in an educational program operated by the Los Angeles County Office of Education (LACOE) (per Ed Code Section 48918). The term of expulsion would end on June 11, 2020.  It is further recommended that the student successfully complete a rehabilitation contract.

The Administrative Hearing Panel recommends the student be expelled and placed in an educational program operated by the Los Angeles County Office of Education (LACOE) for one semester, beginning on January 16, 2020, and ending on June 11, 2020, for violation of the following education code sections:

• 48900.2 Committed sexual harassment
• 48915 (c)(4) Committing or attempting to commit a sexual assault

It is recommended that the Board of Education consider replacing BP and revising AR 1312.3 – Uniform Complaint Procedures.

The policy and regulation have been updated to reflect new laws authorizing the use of uniform complaint procedures (UCP) to resolve allegations of noncompliance with accommodations for pregnant and parenting students (AB 2289), the development and adoption of an LCFF budget overview for parents/guardians (AB 1808), the development of a school plan for student achievement (AB 716), and specified educational rights of migrant students and immigrant students enrolled in a newcomer program (AB 2121).

The policy also updates the section on "Non-UCP Complaints" to reflect new law (AB 1808), which provides that complaints alleging health and safety violations in license-exempt California State Preschool Programs are subject to Williams UCP.

The regulation also updates the section on "Notifications" to more closely reflect the California Department of Education's (CDE) Federal Program Monitoring instrument; deletes the section on "District Responsibilities," which duplicates material in other sections; reorganizes the section on "Report of Findings" for clarity; and revises the section on "Corrective Actions" to delete item #9, which is not a remedy.

Staff anticipates that this item will require a total of 10 minutes.

It is recommended that the Board of Education adopt Resolution No. 19-15 – Commemorating Dr. Martin Luther King, Jr. Day.

This resolution is to honor Dr. Martin Luther King, Jr.’s birthday, which is officially observed this year on January 20, 2020.  

It is recommended that the Board of Education adopt Resolution No. 19-16 in honor of Fred Korematsu Day of Civil Liberties and the Constitution.

It is recommended that the Board of Education approve a change in the range placement on the SMMUSD Management Salary Schedule for the Director, Educational Technology position from Range 64 to Range 66, effective July 1, 2019. 

Due to additional job duties assigned at the beginning of the 2019-20 school year, it is appropriate that the placement for this position be on the range of Director positions with comparable job responsibilities.

The work calendar of 222 days will remain the same. 

It is recommended that the Board of Education accept the 2018-19 Annual Financial Audit Report and approve management discussion and analysis/the administrative responses to the “Findings” & “Recommendations” as contained in the Subject audits.

In response to California Education Code mandate, the 2018-19 financial audit has been completed by the audit firm of Moss, Levy and Hartzheim LLP.  The Board of Education and the Financial Oversight Committee have previously received copies of the audit report and an information copy is available for public review in the Office of the Superintendent. 

There is one audit finding related to Free and Reduced Price Meal (FRPM):

1. The District incorrectly classified some students that stated refused benefits in the eligibility forms as FRPM during fiscal year 2018-2019. The District generated a report from the cafeteria POS system to identify the students marked refused benefits in the reason box. The district overstated 7 FRPM students out of 200 student size sample, which resulted in an overpayment of $3,439.

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

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

Following approval of the item, a typo was found on page 82.  Language about Head Start funds was changed to read, "Los Angeles County Office of Education," rather than, "California Department of Education."

Each year, following the December organizational meeting, the board members are assigned to act as liaisons to the various district advisory committees and similar district organizations.  For 2020, the assignments will remain as they were for 2019. 

DACs:

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

Other Committees/Organizations:

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

This meeting will adjourn to a regular meeting scheduled for Thursday, February 6, 2020, at 5:30 p.m. at Malibu City Hall: 23825 Stuart Ranch Rd, Malibu, CA 90265.