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

• DN-1008-19/20 (Special Education)

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

It is recommended that the Board of Education approve the February 6, 2020, regular meeting agenda.  

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

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

• Contractor:  Robert Howard (DBA Talking in Circle, LLC)
• Dates: 10/15/19-06/12/20
• Amount not to exceed: $9,500.00
• Description: Provide 7th and 8th grade leadership workshops for Exploratory Leadership/ASB to identify areas of need.  Also, to provide trauma and loss circles to students during the 19-20 school year and PD for staff.
• Site: John Adams Middle School
• Funding: 01-00021-0-11100-10000-5802-011-4110

• Contractor: Yolanda Martinez
• Dates: 02/01/20-06/01/20
• Amount not to exceed: $5,235.00
• Description: To teach, record and produce music CDs for all K, 1 and 2 students
• Site: Franklin Elementary
• Funding: 01-00021-0-11100-10000-5802-002-4020

• Contractor: Jimmy Lindsey
• Date: 02/03/20-03/31/20
• Amount: $1,400.00
• Description: 9 weeks, 55-minute after school fitness classes for faculty and staff focused on power, strength, cardio and mobility.
• Site: Lincoln Middle School
• Funding: 01-90120-0-11100-27000-5802-012-4120

• Contractor: Wendy Wax
• Dates: 08/19/19-06/30/20
• Amount not to Exceed: $20,000.00 $40,000.00
• Description: Principal Coach and Substitute Administrator, as needed
• Site: Human Resources
• Funding: 01-00000-0-00000-74000-5802-025-1250
• (Amend contract amount.  Original contract approved on 09/05/19.)

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: Grant Elementary
• Grade: 5^th Grade
• # of Students: 85 students
• Destination: Pali Institute Science Camp, Running Springs
• Dates: 05/20/20-05/22/20
• Principal/Teacher: C.Fuhrer/T.Kooy/S.Smith/S.Croft/B.Adams-Hoffman
• Cost & Funding Source: $350.00 per student / Fundraising and parent donations
• Subject: Science
• Purpose: Science Camp

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 12
• Destination: Dos Pueblos High School, Goleta, CA
• Dates: 03/13/20–03/14/20
• Principal/Teacher: A.Shelton/L.Sato
• Cost & Funding Source: $250.00 per student / Fundraising and parent donations
• Subject: Athletics
• Purpose:  Boys varsity volleyball tournament

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students:140
• Destination: Aloft Hotel and San Jose State University, San Jose, CA and San Francisco Bay Area
• Dates: 04/02/20–04/05/20
• Principal/Teacher: A.Shelton/J.Huls
• Cost & Funding Source: $550.00 per student / Fundraising and parent donations
• Subject: Music
• Purpose: Choral competition and festival

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 20
• Destination:  Santa Clara Convention Center, Santa Clara, CA
• Dates: 02/28/20–03/02/20
• Principal/Teacher: A.Shelton/A.Kemp
• Cost & Funding Source: $0.00 per student
• Subject: CTE
• Purpose: DECA State Career Development Conference

• School: Santa Monica High School
• Grade: 9^th-12^th
• # of Students: 6
• Destination: Ocean Institute, Dana Point, CA
• Dates: 02/28/20 – 03/01/20
• Principal/Teacher: A.Shelton/B.Kay
• Cost & Funding Source: $5.00 per student / Fundraising and parent donations
• Subject: Science
• Purpose: International Youth Summit on Plastic Pollution

• School: John Adams Middle School
• Grade: 8^th
• # of Students:113
• Destination: Astrocamp, Idyllwide, Palm Springs
• Dates: 01/30/20-02/02/20
• Principal/Teacher: S.Richardson/K.Jurewicz/R.Avedian
• Cost & Funding Source: $340.00 per student paid by parents $ fundraising
• Subject: Science
• Purpose: Science Magnet students will attend the camp that focus on space and physics, which complements the 8th grade theme of space travel and physics.

• School: John Adams Middle School
• Grade: 7^th
• # of Students:113
• Destination: Yosemite Institute Yosemite National Park (campsite in Curry Village and Crane Flat in the mountains)
• Dates: 01/12/20-01/17/20
• Principal/Teacher: S.Richardson/M.Guirguis
• Cost & Funding Source: $650.00 per student paid by parents $ fundraising
• Subject: Science
• Purpose: Science Magnet students will participate in first hand experience with the environment.  Curriculum standards for 7th grade science include the structure and function of living things and their adaptation to the environment.

No child will be denied due to financial hardship.

It is recommended that the Board of Education approve a fee increase for non-subsidized parents in the Infant-Toddler, Preschool (registration fee only), and School-Age Child Development Programs effective July 1, 2020.

It is a condition of the Funding Terms and State and Federal Programs that parents’ fees in the non-subsidized program cannot be less than the daily/monthly reimbursement rate for subsidized families receiving the same services.  

The updated chart is attached.

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 January 9, 2020, through January 28, 2020, for fiscal/20.

It is recommended that the Board of Education accept, with gratitude, checks totaling$32,419.23 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 $32,419.23 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 authorize the use of Waterford USD Bid Number 01/17 for the purchase of School Bus #7, to AZ Bus, in an amount not to exceed $140,632.

School buses traditionally have a 20- to 25-year replacement schedule. The 1998 model Bluebird Bus #7 is currently 22 years old, and is the last diesel bus currently in the SMMUSD fleet. The diesel engine will be replaced with a clean, efficient gasoline engine due to CNG distance restrictions and fueling infrastructure availability. The bus is assigned to Malibu, and is stored in the bus barn, which necessitates a gasoline engine due to health and safety concerns for vehicle storage in an enclosed garage. No grant funds are available through AQMD for gasoline powered engines. Delivery of the bus will be 120 days after receipt of order. Details of the Waterford USD bid is available in the Purchasing Office for review.

Funding Information:

• Budgeted: Yes
• Fund: 01
• Source: General Fund
• Account Number: 01-00000-0-1100-36000-6500-0582580

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

It is recommended that the Board of Education approve a contract with LACOE for internet services in an amount of $43,500.00 annually for a period of three years, with two one-year extensions (for a total of five years) for 10 Gig connection, beginning July 1, 2020. 

The District’s current contract with LACOE for 10 Gig of bandwidth for internet access will expire on June 30, 2020. This contract will continue to support our current bandwidth needed for State testing, video streaming and other needs.  E-Rate applications require that all services not under contract be placed on the E-rate application website for 28 days to allow any vendor access to the requested contract services. Bids were sent to service providers, three (3) were received, with LACOE providing continuity of service, lowest pricing and expedited installation.  

Funding Information

• Budgeted: Yes
• Fund: Unrestricted General Fund
• Source: General
• Account Number: 01-00000-0-00000-77000-5840-000-0000

It is recommended that the Board of Education adopt Emergency Resolution No. 19-17 - Reduced Days of Operation or Attendance Due to Emergency Conditions: October 2019.

Due to the threat of wildfire, smoke and unhealthy air quality, and widespread power outages during a significant Santa Ana wind event, several SMMUSD schools were closed certain days in October 2019.  Because our district receives funds from the State of California to operate child care and development programs (preschool and before- and after-school care), we are required to provide the rationale for these closures in order to provide against loss of funds due to circumstances that are beyond our control, such natural disasters. 

Attached is the resolution.

It is recommended that the Board of Education approve Change Order #01 with IVS Computer Technology for installation of Audio/Video Technologies in the amount not to exceed $19,782.98, for a total contract amount of $159,582.98.

On June 6, 2019, the Board awarded IVS computer Technologies a contract for to upgrade PDLC Audio Visual Technologies in the amount of $139,800.00.

This CO#1 includes a modification to the scope of equipment and addition of lectern to house additional A/V components.

Financial Impact:

• Budgeted: Yes
• Fund: 86
• Source: Measure ES
• Account Number: 86-90903-0-00000-82000-6400-030-1300

• Original Contract: $139,800.00
• Change Order #01: $19,782.98        
• Total Contract Amount: $159,582.98

It is recommended that the Board of Education approve Change Order #03 with The Nazerian Group for the Franklin Elementary School – Window, Paint, Floors & Doors Project in an amount of $139,147.03 for a total contract amount of $5,905,922.49 and 0 days of schedule impact.

On February 15, 2018, the Board of Education awarded to The Nazerian Group the construction contract for the Franklin Elementary School – Windows, Paint, Floors and Doors, HVAC & Fire Alarm Project in the amount of $ 5,294,123.00.

Notice to proceed was given on March 19, 2018.

The changes for this Change Order #03 include: Re-glaze the North facing second story Classrooms at Building B; Leveling and infilling of the window sills on the north side Building D E, & F; Reinstall Window blinds in buildings B, D, E, F and G; Removal of additional layers of flooring on the 2nd floor of building B; Repair Kitchen Base in Building A; Repair Wood Base at Second Floor of Building B; Patching and sealing of deteriorated base in rooms A133, A137, and Cafetorium; New Library drain Line at north entrance door; New ADA threshold at the north Cafetorium exit in Building A; PCB abatement at Stair Landings in Building B; Bead Blasting to remove mastic under existing flooring in Building F; Removal of existing asbestos containing material under the existing floor of the kitchen in Building A and Removal and replacement of  the existing deteriorated window film on the South facing classroom windows of Building B during the summer and winter breaks of 2019.

This Change Order No. #03 is necessary to reimburse The Nazerian Group for the added cost of Constructing Franklin Elementary School – Windows, Paint, Floors and Doors, HVAC & Fire Alarm Project contract.

Change Order No. #03 does not increase the contract time.

Funding Information

• Budgeted: Yes
• Fund: 21.7
• Source: Measure ES
• Account Number: 21.7-90905-0-00000-85000-6200-002-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-118308

MEASURE ES FUNDING

• Original Contract: $5,294,123.00
• Change Order #01: $73,318.01
• Change Order #02: $399,334.45
• Change Order #03: $139,147.03                      
• TOTAL CONTRACT AMOUNT: $5,905,922.49

It is recommended that the Board of Education approve Amendment #02 with Knowland Construction Services to provide additional inspection services for the extended construction schedule at Franklin Elementary School – Window, Paint, Floors & Doors Project and McKinley Elementary School – Window, Paint, Floors & Doors Project in an amount not to exceed $15,000.00 for a total contract amount of $252,720.00.

Provide additional inspection services for the Franklin Elementary School – Window, Paint, Floors & Doors Project and McKinley Elementary School – Window, Paint, Floors & Doors Project as follows:

Inspection services are required by code to ensure that school facilities are built to the District requirements. This amendment #02 is to provide additional inspection services for the work that was not completed in the summer 2019 recess up to January 03, 2020 at Franklin Elementary School - Windows, Flooring and Paint Project and McKinley Elementary School – Windows, Flooring and Paint Project.

Funding Information:

• Budgeted: Yes
• Fund: 21.7
• Source: Measure ES
• Account Number: 21.7-90905-0-00000-85000-5802-002-2600 (Franklin - $7,500.00); 21.7-90905-0-00000-85000-5802-004-2600 (McKinley - $7,500.00)
• Budget Category: Soft Costs \ Testing & Inspection / Materials Lab
• DSA #: 03-118308 and 03-118333

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT: $196,000.00 (Franklin ES – WFP and McKinley ES – WFP))
• CONTRACT AMENDMENT #01: $41,720.00 (Franklin ES – WFP and McKinley ES – WFP)
• CONTRACT AMENDMENT #02: $15,000.00 (Franklin ES – WFP and McKinley ES – WFP)
• TOTAL CONTRACT AMOUNT: $252,720.00

It is recommended that the Board of Education approve Change Order #05 with Pardess Air Inc. for John Adams Middle School – HVAC Project (Phase II) in an amount not to exceed $41,833.82 for a total contract amount of $3,219,429.38 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 #05 is described as follows:

• PCO #09 - the cost of larger equipment cages at Bldgs. Q, P, and S;
• PCO #10 - modules and transformers for Pelican T-stats at Bldgs. Q, B, and C;    
• PCO #11 - relocate concrete pad at HPCU-B4;
• PCO #12 - addition of equipment bolt down device;
• PCO #13 - reroute drain lines at Bldg A.

This work is a modification to the original scope.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: Measure SMS
• Account Number: 21.9-90101-1-92716-85000-6200-011-2600
• 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
• CHANGE ORDER #05: $41,833.82                 
• TOTAL CONTRACT AMOUNT: $3,219,429.38

It is recommended that the Board of Education approve Contract Amendment #16 with Converse Consultants to provide additional geotechnical and environmental engineering services for John Adams Middle School - Performing Arts Center Project in an amount not to exceed $5,912.28 for a total contract amount of $324,355.38.

This amendment covers additional scope related to the evaluation of soils being considered for use as backfill material during grading operations. Converse personnel tested soils from multiple potential source locations and observed the loading and transportation of the approved soils to the JAMS Performing Arts Complex Project site.

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#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
• CA#16 - JAMS, PAC: $5,912.28 Screening of Proposed Import Fill Soil.
• Total Contract: $324,355.38

It is recommended that the Board of Education award an agreement for Environmental Services for the – Lincoln Middle School – HVAC & Fire Alarm Project to Ninyo & Moore in an amount not to exceed $25,483.00.

The District issued a professional services RFQ/P for Environmental Services for the HVAC & Fire Alarm Project on December 10, 2019. Eight received the RFQ/P. Submittals were due January 7, 2020. Two firms submitted and both submittals included the mandatory language regarding conflicts of interest. The two firms which submitted were:

1. Ninyo & Moore
2. Alta Environmental

Staff, with input from District Staff, reviewed both submittals. The panel recommended Ninyo & Moore as the best value firm for the project.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-92716-85000-5832-012-2600
• Description: Environmental Consultant Services

It is recommended that the Board of Education approve Contract Amendment #01 with Direct Source Communications to provide additional Technology Move Management Services for Malibu Elementary School - Malibu Alignment Project in an amount not to exceed $44,212.54 for a total contract amount of $106,854.64.

The District requested additional technology move services to relocate the computer lab. Direct Source will provide the labor and materials to install forty-eight new structured network locations and twenty-six new electrical station outlets for the new computer lab.

Funding Information

• Budgeted: Yes                      
• Fund: 21.9
• Source: Measure SMS
• Account Number: 21.9-90102-1-92702-85000-5838-019-2600
• Budget Category: Construction/Move Management

MEASURE ES FUNDING:

• Original Contract: $62,642.10
• Contract Amendment #01 – MES – Relocation of Computer Lab: $44,212.54
• TOTAL CONTRACT AMOUNT: $106,854.64

It is recommended that the Board of Education approve Amendment #01 with Sandy Pringle Associates, Inc. Inspection Consultants (SPAIC) to extend inspector of record services from November 2019 through October 2020 for the Malibu Middle & High School – Campus Improvements Project (Phases 3 & 4) in an amount not to exceed $457,536.80 for a total contract amount of $1,099,293.60.

Sandy Pringle Associates, Inc. Inspection Consultants proposal was reviewed and confirmed to move forward with performing the inspection at Malibu Middle & High School – Campus Improvements Project (Phases 3 & 4). It is recommended that Sandy Pringle Associates Inspection Consultants be granted an extension for inspector of record services for the work to be completed through October 2020.

Funding will be from Program Reserve Shortage.

Funding Information:

• Budgeted: Yes
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-010-2600 (Phase 3, & 4)
• Budget Category: Soft Costs \ Testing & Inspection / Materials Lab
• DSA #: 03-113456 / 03-117640

MEASURE BB FUNDING:

• ORIGINAL CONTRACT AMOUNT – (Inspector of Record): $641,756.80
• CONTRACT AMENDMENT #01 - (MHS Phases 3 & 4 Extended IOR Services): $457,536.80
• TOTAL CONTRACT AMOUNT: $1,099,293.60

It is recommended that the Board of Education award an agreement for Architectural Services for the – Smash/Muir Elementary School & Edison Elementary School - Campus Assessments Project to tBP in an amount not to exceed $200,000.00.

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 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 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 ranked tBP as the top firm for both the Muir/Smash Elementary School & Edison Elementary School projects.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-92721-85000-5826-016-2600 (Muir/Smash $120,000); 21.9-90101-1-92721-85000-5826-001-2600 (Edison $80,000)
• Description: A/E Design Services

It is recommended that the Board of Education approve Contract Amendment #11 for additional architectural design services from HED Architects for the Santa Monica High School - Discovery Building Project in an amount not to exceed $139,822.00 which includes $1,200 in reimbursables for a total contract amount of $8,109,051.28.

There have been a number of scope changes made to the project since the design was completed to accommodate: building specific decisions; and campus/District-wide decisions, which will enhance the operational efficiency of the building and District. HED has provided cost proposals for these design changes that total $139,822, which include the following:

• Modifying the fire alarm system to make the change to Autocall, now adopted as a District-wide standard
• Changing some of the pool mechanical equipment to new, more efficient systems that were not available when the pool was designed
• The relocation of the Michigan water main, requested by the City, to move it further away from the structures
• Design for mast lighting for the pool, not previously required as lights were mounted under the pool canopy
• Design for the relocation of the speakers, previously mounted on the pool canopy
• The redesign of the door hardware to accommodate Salto locks, which have now been adopted as the standard on all new buildings for the whole district
• Design of an Intrusion Alarm system. This is to conform with a newly adopted District standard
• Redesign of the concrete structure to accommodate the tower crane. The pay item for the crane and incidental work is an allowable item that includes all associated expenses
• The redesign of data supply, resulting from the decision to relocate the data supply through the Science Quad

Summary of costs:

• Autocall redesign: $24,600
• Pool Systems redesign: $32,000
• Water Main relocation: $4,950
• Musco Pole mounted speakers: $1,355
• Salto Locks redesign: $23,260
• Intrusion Alarm System: $25,432
• Design to accommodate the Tower Crane: $7,150
• MDF relocation - Part II: $19,875
• Reimbursable: $1,200

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
• CONTRACT AMENDMENT #11 – (Scope Changes to comply with policy decisions):  $139,822.00
• TOTAL CONTRACT AMOUNT: $8,109,051.28

It is recommended that the Board of Education approve Change Order #04 to Santa Monica High School - HVAC Project – Business, English & Art Buildings to The Nazerian Group. The change order will be in the amount of $48,765.34 for a new total contract amount of $3,865,523.43 with no anticipated delay to the construction schedule.

On January 17, 2019, the Board awarded to Santa Monica High School Bid #19.14.ES, HVAC Project at the Business, English & Art Buildings in the amount of $3,777,123.00.

This CO #04 is described as follows: 

• PCO #06 – Install HEPA filter in ceramics room per District request;
• PCO #09 – Provide sleeves for underground refrigerant pipe;
• PCO #10 – Provide x-ray services for concrete wall;
• PCO #12 - Infill 12” x 12” concrete opening at art Bldg per District request;
• PCO #13 - Modifications to paving.

This work is a modification to the original scope.

Funding Information

• Budgeted: Yes
• Fund: 21.7
• Source: Measure ES
• Account Number: 21.7-90906-0-00000-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT-$3,777,123.00
• CHANGE ORDER #1-$299,110.50
• CHANGE ORDER #2-<$263,358.00>
• CHANGE ORDER #3-$3,882.59
• CHANGE ORDER #4-$48,765.34                    
• TOTAL CONTRACT AMOUNT: $3,865,523.43

It is recommended that the Board of Education approve Change Order #01 to Santa Monica High School – Safety & Security Project (Utility Infrastructure), to The Nazerian Group. The cost negotiated for this additional scope for coring through walls and roofs is for an amount of $18,286.62 for a new total contract amount of $212,409.62 with no anticipated delay to the construction schedule.

On November 7, 2019, the Board awarded to Santa Monica High School Bid #20.02.SMS, Safety & Security Project (Utility Infrastructure) to The Nazerian Group in the amount of $194,123.00.

This change order will cover the cost of additional scope of this work, which was not previously allowed for, includes the X-raying and coring of holes through walls and roof penetrations to provide a pathway for the installation of data cables.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: Measure SMS
• Account Number: 21.9-90101-1-92720-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT – $194,123.00
• CHANGE ORDER #1 – Coring: $18,286.62 
• TOTAL CONTRACT AMOUNT: $212,409.62
  

It is recommended that the Board of Education award an agreement for Architectural Services with Koning Eisenberg Architects for the Santa Monica High School – Interim Repairs & Upgrades Project in an amount not to exceed $16,000.00 including reimbursable expenses.

The Samohi Library, located in the Language Building at Samohi, is out of date and can no longer fully meet the 21st-century learning requirements of the Samohi students. Koning Eisenberg Architects have been asked to provide architectural design services to provide concept design to modernize the Samohi Library for the 7-8 year duration before this building is expected to be demolished to complete Phase 4 of the Samohi Master Plan.  This interim modernization is expected to include furnishings and minor construction. 

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-92724-85000-5826-0152600
• Budget Category: A/E Design Services

MEASURE SMS FUNDING:

• Original Contract Amount: $16,000.00 Samohi - Library Modernization
• TOTAL CONTRACT AMOUNT: $16,000.00

It is recommended that the Board of Education approve Change Order #01 to GigaKOM for Santa Monica High School - Safety & Security Project - Perimeter Cameras in an amount of $16,601.28 for a total contract amount of $185,690.85 and 0 days of schedule impact.

On November 7, 2019, the Board awarded to Santa Monica High School Bid #20.01.SMS, Safety & Security Project (Perimeter Cameras) to GigaKOM in the amount of $169,089.57.

This change order will cover the cost of additional scope of this work and cost of materials associated with the relocation of 2 cameras, changing the camera type in two locations, and the addition of 1 camera to the project.

• COR 1 – Relocate C-N02 from locations on initial drawings to location noted on RFI 01 Rev 1. Also change camera model and include corner mount.
• COR 2 - Relocate C-C01 from location on initial drawings to location noted on RFI 02 Rev 1. Also change camera model.
• COR 3 - The quote includes labor and materials for installation and configuration of an additional Avigilon camera to be located between Barnum Hall and the Administration Building.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: Measure SMS
• Account Number: 21.9-90101-1-92720-85000-6200-015-2600
• Budget Category: Construction Contract

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT – $169,089.57
• CHANGE ORDER #1 – Camera relocation/change/addition: $16,601.28
• TOTAL CONTRACT AMOUNT: $185,690.85

It is recommended that the Board of Education award an agreement for Architectural Services for the SMASH/John Muir School – Window, Paint, Floors & Doors & HVAC Project (Shade Sail Installation) to DSK Architects in an amount not to exceed $1,625.00.

The scope of this work includes architectural design services to produce a code analysis for the purposes of allowing shade sails to be installed at (3) locations at SMASH/John Muir Elementary School.  DSK will review the current CBC code to understand if the additional structures would be allowed. 

If allowable, DSK will then proceed with an additional fee for engineering and the necessary construction documents.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS
• Account Number: 21.9-90101-1-92715-85000-5826-016-2600
• Description: A/E Design Services

MEASURE SMS FUNDING:

• Original Contract Amount: $1,625.00 Smash/Muir – Shade Sail
• TOTAL CONTRAC AMOUNT: $1,625.00

It is recommended that the Board of Education approve the release of $8,328.91 of the total retention currently withheld to USA Shade and Fabric Structures for the Malibu Alignment Project – Playground.

On February 07, 2019, the Board awarded a contract to USA Shade and Fabric Structures utilizing the Fullerton Joint Union High School District’s Piggyback Bid #1516-15, CMAS Contract, in the amount of $163,941.15.

On August 15, 2019, the Board approved one change order in an amount totaling $2,637.00, increasing the contract amount to $166,578.15.

On November 21, 2019, the Board accepted as completed all construction under the contract issued to USA Shade and Fabric Structures.  Therefore, a Notice of Completion was filed with the County of Los Angeles.

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: Measure M
• Account Number: 21.9-90102-1-92702-85000-6200-019-2600
• Budget Category: Hard Costs \ Construction Contracts
• DSA #: 03-119310

It is recommended that the Board of Education approve issuance of Project Assignment #03 under the AE MSA for Architectural Services to Rachlin Partners for Lincoln Middle School - Building K Modernization Project in an amount not to exceed $7,440.00, for a total contract amount of $1,117,773.00.

Rachlin Partners was asked to provide architectural, engineering services for the renovation of Building G, Room 310 including the modernization of windows, doors, floors and paint.  In addition, the conversion of Room 312 into (2) rooms and the replacement of the existing roof on Building K. 

Funding Information

• Budgeted: Yes
• Fund: 21.9
• Source: SMS  
• Account Number: 21.9-90101-1-92723-85000-5826-012-2600
• Description: Architectural Services

MEASURE ES FUNDING:

• PA #01: $911,680.00
• PA #02: $198,653.00
• PA #03: $7,440.00                                            
• TOTAL CONTRACT AMOUNT: $1,117,773.00

It is recommended that the Board of Education approve Contract Amendment #72 with HMC Architects for the renovations to the existing darkroom and renovations required due to the presence of PCBs in Buildings F, I, J and H.  Work will also include the relocation of Life Skills from Building G to a new location for Malibu Middle & High School – Campus Improvements Project in an amount not to exceed $54,655.00 for a total contract amount of $10,534,747.50.

HMC was asked to provide the following scope of work:

• Add panic hardware with battery alarm to exit door at Gym.
• Remove floor and encapsulate slab in the Orchestra Room and Janitor Closet.
• Relocation of Fire Alarm panel to new Building A/B.
• Remove flooring and encapsulate slab in the Darkroom.Provide new flooring, casework and plumbing for a new photo sink.
• Remove and replace (3) window and door jambs and (1) vent in Building H.

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 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: Campus Plan Project
• Funding: Measure ES                        
• Vendor Name: SIMPLEX GRINNELL, LLP (Johnson Controls)
• PO Number: 20*549 - 193897
• Amount: $6,876.65
• Substantial Completion Date: 8/15/19

• Site: Webster ES
• Project: Malibu Alignment Project
• Funding: Measure M 
• Vendor Name: Raffi’s Metal Design
• PO Number: 20*867
• Amount: $24,995.25
• Substantial Completion Date: 2/6/20

It is recommended that the Board of Education approve Change Order #01 with Tel-Tec in an amount not to exceed $20,009.70, of which $11,309.70 is for additional construction and $8,700 is for 5-year monitoring, TTSS link and coding services, for a total contract amount of $610,871.57.

On July 25, 2109, the Board awarded to Tel-Tec Bid #19.32 for Districtwide Security System in the amount of $590,861.87. The original award was Measures SMS and M. This change order is for Measure M only.

CO#01 is for additional installation of the intrusion system for nine (9) bungalows at Malibu Elementary School which facilitated the merging of Cabrillo Elementary and Pt. Dume Marine Science Elementary Schools as well as building E at Malibu High School. In addition, it was determined that the addition of code management software services over a five-year term will help district staff monitor and maintain sites remotely. Maintenance will be paid for by the M Bond Programs year one, with the four (4) consecutive years to be paid out of the Maintenance Department budget.

Change Order #01 described as follows:

PCO #1 – Malibu High School Building E

• Additional installation $8,217.36 for a total installation price of $61,319.93.
• Monitoring $45/ month - monitoring $30 + TTSS link $5 + coding services $10 = $540/annual; $2,700/5-year contract total building E.
• Total:   $8,217.36 + $2,700.00 = $10,917.36

PCO #2: Malibu High School Coding services

• Malibu High School Coding services $10/month x 7 buildings; $70/month; $840/annual; $4,200/5-year contract total all buildings from base bid.
• Total: $4,200.00

PCO #3: Malibu Elementary School

• Malibu Elementary School (noted as PT Dume Marine Science in bid), Installation of 9 additional bungalow buildings (no additional fees for monitoring and coding) for $3,092.34 for a total installation price of $18,165.22.
• Total: $3,092.34

PCO #4: Malibu Elementary Coding services

• Malibu Elementary Coding services $10/month x 2 buildings; $20/month; $240/annual; $1,200/5-year contract total all buildings from base bid.
• Total: $1,200.00

PCO #5: Webster Elementary Coding services

• Webster Elementary Coding services $10/month x 1 building; $120/annual; $600/5-year contract total all buildings from base bid.
• Total: $600.00

Funding Information:

• Budgeted: Yes
• Fund: 21.9
• Source: Measure M
• Account Number: 21.9-90102-1-92720-85000-5591-010-2600 (Installation); 21.9-90102-1-92720-85000-5650-010-2600 (Maintenance)

MEASURE M FUNDING:

• Original Contract: $590,861.87: ($494,261.87 for Installation and $96,600.00 for Monitoring/TTSS 5 years)
• Change Order #01: $20,009.70                     
• TOTAL CONTRACT AMOUNT: $610,871.57

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 replace BP 1312.3 – Uniform Complaint Procedures.

The policy has 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 proposed changes were discussed on January 16, 2020.  The corresponding regulation can be found under Information in this agenda.

It is recommended that the Board of Education adopt Resolution No. 19-18 – Board Member Absence on January 16, 2020.

Board Member Mechur was absent from the January 16, 2020, regular board meeting. 

Board Bylaw 9250 and Education Code 35120 provide that a member of the Board of Education may be paid for any meeting when absent if the board adopts a resolution excusing the absence due to performance of district-related duties during the time of a meeting, illness, jury duty, or hardship.

It is recommended that the Board of Education adopt Resolution No. 19-19 – In Honor of Black History Month. 

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

It is recommended that the Board of Education adopt Resolution No. 19-20 – In Honor of Career Technical Education (CTE) Month. 

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

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

This is to inform the Board of Education that AR 1312.3 – Uniform Complaint Procedures has been revised.

The regulation has 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 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.

These proposed changes were discussed on January 16, 2020.  The corresponding policy can be found under Consent in this agenda.

Attached is the Financial Oversight Committee (FOC) mid-year written report to the Board of Education related to the 2019-20 FOC charges previously approved by the Board. 

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

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

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

A mid-year report was submitted by the Early Child Care DAC, Health and Safety DAC, and Visual and Performing Arts DAC.  The reports are attached. 

This meeting will adjourn to a regular meeting scheduled for Thursday, February 20, 2020, at 5:30 p.m. at the district office: 1651 16th St., Santa Monica, CA.