Regular Board Meeting

Quick Summary / Staff Recommendation

Williams Properties, a California General Partnership, and Prudential Properties, a California Limited Partnership v. The San Leandro Unified School District, et al., County of Alameda Superior Court Case No. RG13662223.

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Minutes

President Prola led the Pledge of Allegiance to the Flag.

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Minutes

The Board approved the agenda for the Regular Board meeting held on September 17, 2013.

Actions

Motion - Motion made by Lance James and a seconded by Ron Carey. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Quick Summary / Staff Recommendation

Approve the agenda for the Regular Board Meeting held on September 17, 2013.

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Quick Summary / Staff Recommendation

Members of the audience who wish to address the Board are asked to complete the yellow card available at the entrance and submit it to the Board's Administrative Assistant. Speakers who have completed the card will be called when the item is reached on the agenda or, for non-agenda items, during the Public Testimony. Cards are to be turned in before the item is reached on the agenda. Please note that the meeting is being recorded. State law prohibits the Board of Education from taking any action on or discussing items that are not on the posted agenda except to A) briefly respond to statements made or questions posed by the public in attendance; B) ask questions for clarification; C) provide a reference to a staff member or other resource for factual information in response to the inquiry; or D) ask a staff member to report back on the matter at the next meeting and/or put it on a future agenda. (Government Code 54954.2(a)) .

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Minutes

Trustee Carey reported receipt of the following emails from September 9, 2013, to September 16, 2013: From Carol Delton regarding "150 Day Calendar for Paraeducators-Students are in School 180 Days?"; from John Thompson regarding "150 Day Calendar for Paraeducators-Students are in School 180 Days?"; from Robin Michel regarding "Ribbon Cutting and Alumni Relay Races," and "Board Meeting Highlights: September 10, 2013"; from Donna McBride regarding "Wilson Dolphin News"; from Cristina Fuentes regarding "Washington Wildcat Press"; from Keep Music Rockin' Foundation regarding "Holidays with Lenny Williams Benefit Concert"; from Elaine Tesorero regarding "Staff Bulletin #3"; from Luan Truong regarding "Please Sponsor Luan's 20-13 Ride for Kids Campaign!" and from Peggy Padua regarding F&T Committee Meetings, September 11 and September 18 are Cancelled."

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Minutes

Student Board member representative Ellie Erickson updated the Board on activities at the San Leandro High School campus and the Fred T. Korematsu campus, saying that the opening of school this year has been great. "We have received our lanyards and photo IDs," saying that this is improving security, and that the students were "keeping it cool." She also added that the Hello Rally was well attended, and the event was to make sure that campus is warm and welcoming to new and returning students.

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Minutes

On behalf of the California School Employees Association (CSEA), President Carol Alvarez, reported on the great beginning of the school year, and that CSEA is working on negotiations. She also announced that CSEA Employees' Week will be in May 2014 and she extended an invitation to the Board and Cabinet to "shadow a classified employee" during that week, "so you can see what we do." She is also looking forward to more "good things" and having the Board visit the different sites.

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Minutes

Superintendent McLaughlin had his first Parent Empowerment Council meeting on Monday, September 16. The Council took a look at the previous year, discussing what worked, what didn't, and how they will be moving forward. He reported that one key decision made was that all future meetings will be held at the school sites in a rotation manner, whereby the principals and hopefully other school parent groups can be part of those meetings, much like a mini-town hall. He was able to visit three different Elementary Back-To-School-Nights on September 12, and reported that he was very happy with the parent turnout. He said that he was looking forward to the San Leandro High School Back-To-School Night on Thursday, September 19, saying that he and Assistant Superintendents John Thompson (H.R.) and Rosanna Mucetti (Educational Services) visited the high school to talk about the next steps in hiring a high school principal, reporting that "we will be putting a survey on the website this Thursday seek community input." "We want to get the right person to lead that school," adding that the school is in good hands with the current administrators. Superintendent McLaughlin thanked Trustee Prola for facilitating a visit from Assembymember Rob Bonta, who was quite impressed with the District's new facilities and programs.

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Minutes

Trustee Prola reported that the Facilities & Technology Committee met on September 11. The committee discussed several basic change orders, and Notice of Completion, which are on tonight's agenda for Board consideration. They also discussed an amendment to Harris & Associates contract for Measure B, and a proposal by the Keep the Music Rockin Foundation regarding naming of two music rooms at San Leandro High School and the hallway that houses the practice rooms after Lenny Williams, Sheila E and Carlos Santana, respectively, who have made great contributions to the District's music program. They also approved a design for the Arts Education Donor Wall. PUBLIC COMMENT Carol Delton, San Leandro High School (SLHS) faculty member, addressed the Board regarding camera and safety issues at the high school, including the parking lot at the "PG&E Lot that serves SLHS faculty, students, the Arts Education Center (AEC) and many Adult School evening classes at SLHS, saying that over the last couple of years two teachers have had their cars stolen during the day while they are teaching. She asked that this issue be addressed by the Facilities & Technology Committee and Board. President Prola then asked that this item be agendized for the next Facilities & Technology Committee meeting.

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Minutes

The following item was pulled from the Consent Calendar: 10q - Naming of Two Music Rooms at San Leandro High School and the Hallway that Houses the Practice Room (Rosato) With that exception, the Board approved the Consent Calendar as amended.

Actions

Motion - Motion made by Mike Katz-Lacabe and a seconded by Jason Toro. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Quick Summary / Staff Recommendation

These items are considered routine and may be enacted by a single motion. At the request of any member of the Board, any item on the consent agenda shall be removed and given individual consideration for action as a regular agenda item.

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Staff Recommendation

Approve the minutes from the Special Board meeting held on September 7, 2013.

Attachments

• Sp. Board Meeting Minutes - September 7, 2013 Word · 31.6 KB Open Sp. Board Meeting Minutes - September 7, 2013Download Sp. Board Meeting Minutes - September 7, 2013

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Staff Recommendation

Ratify August payroll in the amount of $1,553,851.71.

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Staff Recommendation

Approve the request for Intra-Budget Transfers and Revisions for August, 2013.

Attachments

• August 2013 Intra-Budget Transfers PDF · 244.5 KB ViewOpen August 2013 Intra-Budget TransfersDownload August 2013 Intra-Budget Transfers
• August 2013 Intra-Budget Revisions PDF · 928.3 KB ViewOpen August 2013 Intra-Budget RevisionsDownload August 2013 Intra-Budget Revisions

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Staff Recommendation

Approve Bill Warrants #88-50290897-#88-503-09079 in the amount of $7,974,558.39.

Attachments

• August 2013 Bill Warrants PDF · 503.0 KB ViewOpen August 2013 Bill WarrantsDownload August 2013 Bill Warrants

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Fiscal Impact

The Washington Elementary School Portable Classrooms Replacement Project is paid from Measure B Bond savings.

To

Mike McLaughlin, Superintendent

Staff Recommendation

Approve Change Order #2, in the amount of $24,925, to the contract with Bay Construction, Inc. for the Washington Elementary School Portable Replacement Project, funded through Measure B Bond savings.

Board Committee

Facilities and Technology Committee: September 11, 2013

Background Information

On July 10, 2012, the Board of Education reviewed, and then on August 21, 2012, approved the Measure B Savings Projects, which included the Washington Elementary School Portable Classroom Replacement project in the budgeted amount of $2,300,000. On December 11, 2012, the Board approved a $750,000 increase to the project budget to bring the total project budget to $3,050,000. The $750,000 increase in budget is the plan to install modular classrooms instead of portable classrooms. On December 11, 2012 the Board granted authority to staff to negotiate and enter into a piggyback agreement up to $1,500,000 with AMS. On January 15, 2013, the Board approved agreement in the amount of $1,198,640 with American Modular Systems, Inc. for the Fabrication and Installation of a seven modular classrooms at Washington Elementary School. On April 23, 2013, the District conducted a formal sealed bid opening process, per State of California Public Contract Code requirements, for construction site work on the Washington Elementary School Classrooms (7) Replacement Project. Six (6) bids were received for the project. The lowest responsive, responsible bidder was Bay Construction, Inc. at $645,000, with the construction contract approved by the Board of Education at the May 7, 2013, Board Meeting. On August 20, 2013, the Board approved Change Order #1, in the amount of $40,721, to address field conditions and add value, flexibility and functionality, including partial transporting and disposing of contaminated soil. This Change Order #2, in the amount of $24,925, covers additional cost to transport and dispose of remaining contaminated soil to landfill that accepts diesel in lieu of local landfill, reroutes existing water under new buildings and not shown on plans, and addresses field conditions by adding value, flexibility and functionality, and includes overtime weekend work to allow contractor to make up for an excusable delay caused by extended abatement time, at the District?s request. Contract Summary Item Item Amount Running Contract Total Total Contract Increase Original Contract $645,000 $645,000 0% Change Order #1 $40,721 $685,721 6% Change Order #2 $24,925 $710,646 10.2% Budget Summary Washington ES Classrooms (7) Replacement Project Soft Cost Budget $741,512 Hard Cost Budget Fab & Install AMS Modulars Construction Site Work Construction Contingency Subtotal $1,250,000 $645,000 $277,157 $2,172,157 Project Contingency $136,331 Total Project Budget $3,050,000

From

Song Chin-Bendib, Associate Superintendent Business & Operations

Attachments

• CO # 2 Bay Construction Washington PDF · 33.8 KB ViewOpen CO # 2 Bay Construction WashingtonDownload CO # 2 Bay Construction Washington

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Fiscal Impact

The project is funded by Savings from the Measure B Local Bond funds.

To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve Change Order #2, to the Construction Contract with BHM Construction, Inc., in the amount of $44,076, to address unforeseen and field conditions, for the San Leandro High School Modernization project to replace windows and skylights.

Board Committee

Facilities and Technology Committee: September 11, 2013

Background Information

One of the Measure B Savings priority projects approved by the San Leandro Board of Education is the replacement of San Leandro High School windows and skylights. On April 16, 2013, in order to meet the construction timeline, the Board of Education approved a special one-time Delegation of Authority (permitted by and in accordance with the California Public Contract Code and California Education Code) to award a construction contract after the bid review by the Facilities and Technology (F&T) Committee at its April 24, 2013, meeting. The lowest responsive, responsible bidder was BHM Construction, Inc., in the amount of $2,540,400, with the construction contract approved by the Board of Education on May 7, 2013. On August 20, 2013, the Board approved Change Order #1, which did not change the amount of the original contract, but did change the contract specified non work period of 8/22/12 through 9/15/13, to allow for night and weekend work in order to complete the work during the 2013 year. This Change Order #2, in the amount of $44,076, or 1.7% of the contract value, addresses unforeseen and field conditions, with the largest single item, $18,151, is to remove four windows and install screen vents to allow for ventilation and then replace 14 fixed windows with operable windows, and the second largest item is $6,720, to remove unforeseen asbestos caulking and flakey lead pain during window abatement demolition. Contract Summary Item Item Amount Running Contract Total Total Contract Increase Original Contract $2,540,400 $2,540,400 0% Change Order #1 $0 $0 0% Change Order #2 $44,076 $2,584, 476 1.7% Budget Summary San Leandro HS Modernization (Windows, Seismic, Skylights) Project Soft Cost Budget $888,605 Hard Cost Budget Construction Construction Contingency $2,540,400 $ 283,821 $2,824,221 Project Contingency $138,385 Total Project Budget $3,851,211

From

Song Chin-Bendib, Associate Superintendent Business & Operations

Attachments

• CO # 2 BHM SLHS PDF · 66.5 KB ViewOpen CO # 2 BHM SLHSDownload CO # 2 BHM SLHS

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Fiscal Impact

The project will be funded by Measure M Local Bond funds.

To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve Change Order No. 3, in the amount of $205,725, to the contract with Hellas Construction, Inc. for the John Muir Middle School Athletic Fields.

Board Committee

Facilities and Technology Committee: September 11, 2013

Policy / Code

Superintendent?s Goals: #4 and #5

Background Information

One of the major projects identified in the Measure M language is the John Muir Middle School Athletic Fields, which will include a synthetic track similar to the one at Bancroft Middle School, as well as athletic exterior improvements throughout the District. For Bancroft Middle School, which received a new synthetic track and field in 2006, Measure M funding is providing a par course. Spencer and Associates was retained to design and prepare all of the design and construction documents. Plans and specifications were approved by the Division of the State Architect (DSA) and the project was subsequently bid per State of California Public Contract Code requirements. On April 9, 2013, the District conducted a formal sealed bid opening process, per the State of California Public Contract Code requirements, for the John Muir Middle School Athletic Fields and the Bancroft Middle School Par Course project. Seven (7) bids were received for the project. On April 16, 2013, the Board awarded the contract to Hellas Construction, with their amount for Muir Middle School at $1,630,000. Due to the large number of bidders and competitive pricing within the construction market the project was able to realize a substantial savings and generate an additional available contingency of $494,000. On June 25, 2013, the Board approved Change Order No. 1, in the amount of $23,800, to the Hellas Construction Contract to furnish and install a gopher barrier and to provide temporary water to Wilson Elementary School during construction, and the recommendation by District staff, the Muir MS Athletic Department and the project team to demolish the old pool area and reuse for physical education activities. On August 13, 2013, the Board approved Change Order No. 2, in the amount of $316,742, to the contract with Hellas Construction, Inc., with the new scope of work to include the following: Remove the existing pool enclosure walls, barbed-wire and mechanical room, and hazardous building materials Remove tripping hazard by demoing the pool edge and drainage systems Install new asphalt paving in the area of the old pool Install new striping for additional Physical Education activities Install new ball wall This Change Order No. 3, in the amount of $205,725, will address hidden and unforeseen conditions, as well as add $158,372 for the following basketball court renovation scope of work: At existing play yard area, demolish and replace all basketball standards, backboards and nets Demolish and replace all tetherball standards Seal coat and restripe all asphalt including basketball courts, tetherball, four square tic tac hop, shuffleboard and roll call numbers Apply Double ?Over Kote? Seal Coat to existing asphalt surface Budget Summary John Muir Middle School Athletic Fields Project Soft Cost Budget $725,694 Hard Cost Budget Construction (Track & Fields) Added (Demo pool; <n>play area) Added (Reno basketball courts) Change Order Contingency $1,630,000 $316,742 $158,372 $162,886 $2,268,000 Project Contingency $6,306 Total Project Budget $3,000,000 Contract Summary Item Item Amount Running Contract Total Total Running Contract Increase Original Contract (for John Muir MS) $1,630,000 $1,630,000 0% CO #1 $23,800 $1,653,800 1.4% CO #2 $316,742 $1,970,542 20.8% CO #3 $205,725 $2,176,267 33.5%

From

Song Chin-Bendib, Associate Superintendent, Business and Operations

Attachments

• CO # 3 Hellas Construction John Muir PDF · 50.8 KB ViewOpen CO # 3 Hellas Construction John MuirDownload CO # 3 Hellas Construction John Muir

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Fiscal Impact

The expense will be funded by Measure B and Measure M Local Bonds.

To

Michael McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve amendment No. 3 to the Software Licensing Agreement with Colbi Technologies, Inc. for Bond Measures Account-Ability Software

Board Committee

Facilities and Technology Committee: September 11, 2013

Background Information

School facility bond elections conducted under Proposition 39 terms require increased cost tracking, accountability and reporting, in exchange for lowering the bond passage threshold from 66.67% to 55%. In addition to the requirement for the Citizen?s Oversight Committee, the Prop 39 bond creates a requirement for detailed project expenditure tracking and multi-year tracking that is not available with the existing general ledger system. Additionally, the State Allocation Board (SAB) and the Office of Public School Construction (OPSC) requires detailed project expenditure tracking and reporting on State matching funds that is not available with the existing general ledger system. For the November 2006 Bond Measure B, the District selected Colbi Technologies to install, provide and maintain their software system Account-Ability to meet the needs of detailed budgeting and project expenditure tracking over multiple calendar years. Since January of 2007, the Business Services staff and program management consultants have been trained on the software system Account-Ability and have been using this system to meet all State, local and project reporting requirements. The system has assisted the District and the Measure B team in passing all internal and external audits. Staff is satisfied with the system and the software training and support. Measure B was set up with a purchase order and the purchase order has been increased over the years on an annual basis reflecting technical support, costs and usage fees. On January 11, 2011, the Board approved Amendment No. 2, to increase the purchase order, set up the software for Measure M, provide annual support, web license, and archival for four (4) years, to use the same tracking system for the $50.1 million Measure M bond funds, in order to allow a continuity of data entry process and reporting for all bond measures and to increase license capacity to $160,000,000. This Contract Amendment No. 3, in the amount of $40,208 for license fee, will increase license capacity to $200,208,000. Purchase Order Summary Item Item Amount Running Total Original Purchase Order (PO) 01/16/07 Measure B set up & usage $32,625 $32,625 PO Increase 02/01/08 Measure B annual support 2008 $7,000 $39,625 PO Increase 06/09/08 Measure B usage 2008 $32,625 $72,250 PO Increase 12/08/08 Measure B annual support 2009 $7,000 $79,250 PO Increase 07/15/09 Measure B usage 2009 $32,925 $112,175 PO Increase 12/11/09 Measure B annual support 2010 $7,000 $119,175 PO Increase 09/03/10 Measure B usage 2010 $21,950 $141,125 PO Increase 11/09/10 Measure B annual support 2011 $7,000 $148,125 Amendment #2 and PO Increase 01/11/11 Measure M set up, tax, annual support, web license, archival for four (4) years and $50m $97,875 $246,000 Amendment #3 $40,208 $286,208

From

Song Chin-Bendib, Associate Superintendent, Business & Operations

Attachments

• Colbi Technology Services Amendment PDF · 15.2 KB ViewOpen Colbi Technology Services AmendmentDownload Colbi Technology Services Amendment

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Fiscal Impact

The project is funded by Measure M Local Bond funds. This Change Order No. 9 represents an increase of $86,758, for a revised contract amount of $13,731,226. This revised contract amount is an increase of 1.7% above the original contract amount.

To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve Change Order No. 9, in the amount of $86,758, to the Construction Contract with Zolman Construction and Development, Inc. for the Pacific Sports Complex and Burrell Field Project.

Board Committee

Facilities and Technology Committee: September 11, 2013

Background Information

One of the major marquee projects identified in the Measure M language is the SLUSD Pacific Sports Complex and Burrell Field. AEDIS Architecture & Planning was retained to design and prepare all of the design and construction documents. Plans and specifications were approved by the Division of the State Architect (DSA) and the project was bid through the requirements of Public Contract Code. The Board approved the construction contract with Zolman Construction and Development Inc. on May 15, 2012, in the amount of $13,500,000. Change Order No. 1, a deductive change order, in the amount of <$646,387>, was approved by the Board of Education on July 17, 2012. (Prior to awarding the contract, the Board authorized the transfer of $1,627,000 from the Measure M financial reserve to fund additional scope and escalation costs. To minimize the need to expend all of the transferred funds staff conducted a value engineering process with AEDIS Architects and the contractor Zolman. The contractor?s value for the items was negotiated and included in the above-mentioned deductive change order.) The $646,387 savings due to value engineering was transferred out of the project budget and into Measure M Financial Reserve budget. Change Order No. 2, in the amount of $23,549, was approved by the Board of Education on November 6, 2012, to address unforeseen conditions (i.e. demolition of additional concrete curb footage, additional sanitary sewer line, removal and disposal of asbestos, and removal of two concrete pads not shown on plans). Change Order No. 3, approved by the Board of Education on December 4, 2012, in the amount of $92,324.30, for the removal and disposal of additional asphalt paving containing asbestos ;and for the drilling of an additional 180 feet in depth for the irrigation well per the Geo Consultant. Change Order No. 4, approved by the Board of Education on April 9, 2013, in the amount of $59,755, addressed field conditions, and provided value, flexibility and functionality, including the installation of underground conduit to accommodate future solar panel installations. Change Order No. 5, in the amount of $80,894, addressed field conditions, and provided value, flexibility and functionality. It included a credit in the amount of <$3,761>. Change Order No. 6, in the amount of $54,749, added for the provision of security cameras for the Burrell football field, buildings, bleachers and associated structures. Change Order No. 7, approved by the Board of Education on August 13, 2013, in the $165,800, addressed field conditions, provided value, flexibility and functionality. Items included the replanting of a sliver of land along I880 property line; realignment of the existing storm drain and installation of storm drain structures; slurry coating; and trucking offsite extra soil from the 880 swale, among other things. Change Order No. 8, approved by the Board of Education on August 20, 2013, in the amount of $313,684, included approximately $15k for work associated with PG&E requests & additional requirements for new electrical service, approximately $129k to satisfy City of San Leandro?s request to both connect to and use the District?s new irrigation well and for City?s request for additional improvements along Teagarden in the public right-of-way, approximately $37k for some of the overtime that was expended in order to be able to hold the high school graduation ceremony in the facility prior to project completion, approximately $3k in hazardous materials removals, and the remainder of the items addressed various field conditions, coordination and additional scope. This Change Order No. 9, in the amount of $86,758, is to address field conditions, add value, flexibility and functionality, including new fencing at the playground west boundary, provide new backflow preventer for main water line, provide and install two wireless remote control for existing baseball field scoreboards, install handicap ramps, per City of San Leandro requirements, etc. Contract Summary Item Item Amount Running Contract Total Total Running Contract Increase Original Contract $13,500,000 $13,500,000 0% CO #1 -$646,387 $12,853,613 -4.8% CO #2 $23,549 $12,877,162 -4.6% CO #3 $92,324 $12,969,486 -3.9% CO #4 $59,755 $13,029,241 -3.5% CO #5 $80,994 $13,110,235 -2.9% CO #6 $54,749 $13,164,984 -2.5% CO #7 $165,800 $13,330,784 -1.3% CO #8 $313,684 $13,644,468 1.1% CO #9 $86,758 $13,731,226 1.7% Budget Summary SLUSD Pacific Sports Complex and Burrell Field Project Soft Cost Budget $3,927,078 Hard Cost Budget Construction Change Orders Construction Contingency $13,500,000 $ 231,226 $ 0 $13,731,226 Project Contingency $205,199 Total Project Budget $17,863,503

From

Song Chin-Bendib, Associate Superintendent Business & Operations

Attachments

• CO # 9 Zolman for Burrell PDF · 36.1 KB ViewOpen CO # 9 Zolman for BurrellDownload CO # 9 Zolman for Burrell

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Fiscal Impact

The project will be funded by Measure B Savings Local Bond funds

To

Mike McLaughlin, Ed.D, Superintendent

Staff Recommendation

Approve Change Order No. 3, in the amount of $5,283, to the Construction Contract with Zolman Construction & Development, Inc. for the District Offices & Instructional Materials Center (IMC) HVAC and Roof Replacement project.

Board Committee

Facilities and Technology Committee: September 11, 2013

Background Information

On July 19, 2011, the San Leandro Board of Education approved a list of unfunded priority projects to be paid out of Measure B savings. Included on this list was Madison Elementary School modernization, which includes seismic work, and ADA ramp, back-up generator, restroom for children with disabilities, and HVAC and Roof Replacement for the District Offices and the Instructional Materials Center. On October 18, 2011, the Board retained SIM Architects, Inc., to design and prepare all of the design and construction documents. Plans and specifications were approved by the Division of the State Architect (DSA) and the project was bid through the requirements of Public Contract Code. On April 10, 2013, the District conducted a formal sealed bid opening process, per State of California Public Contract Code requirements, for the District Offices & Instructional Materials Center (IMC) HVAC and Roof Replacement project. Four (4) bids were received for the project; and on April 16, 2013, the Board approved the contract with Zolman Construction & Development Inc., which was the lowest responsive, responsible bid at $997,000, with an additional $50,000 contract bid allowance for dry rot damage added to the base bid amount, bringing the total contract amount to $1,047,000 ($353,000 under the engineer?s estimate). On August 13, 2013, the Board Approved Change Order No. 1, in the amount of $63,702, to address field conditions, including removing dry rot sections in multiple areas, decontaminating the attic space above the restroom ceilings, and removing asbestos containing materials in the District Offices. On August 20, 2013, the Board Approved Change Order No. 2, in the amount of $78,035, to paint all interior drywall surfaces, per the owner?s request and architect?s instructions, as well as address additional field conditions. This Change Order No. 3, in the amount of $5,283, is to address the following field conditions: replace non-serviceable ceiling mounted exhaust fans in men?s and women?s restrooms, and replace existing wall caps with louvers to improve ventilation; and patch, plaster and paint. Contract Summary Item Item Amount Running Contract Total Total Contract Increase Original Contract $1,047,000 $1,047,000 0% CO #1 $63,702 $1,110,702 6% CO #2 $78,035 $1,188,737 13.5% CO #3 $5,283 $1,194,020 14% Budget Summary District Offices & Instructional Materials Center (IMC) HVAC and Roof Replacement Soft Cost Budget $917,977 Hard Cost Budget Construction (Emer. Generator) Construction (SDC Restroom) Construction (HVAC, Roof, etc.) Construction (Seismic windows) Interim housing Construction Contingency $165,000 $85,000 $1,047,000 $450,000 $125,000 $328,000 Project Contingency $217,023 Total Project Budget $3,335,000

From

Song Chin-Bendib, Associate Superintendent, Business and Operations

Attachments

• CO # 3 Zolman Madison DO IMC HVAC & Roof PDF · 39.3 KB ViewOpen CO # 3 Zolman Madison DO IMC HVAC & RoofDownload CO # 3 Zolman Madison DO IMC HVAC & Roof

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To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve the Notice of Completion (NOC) for the Madison Elementary School District Office Generator Project.

Board Committee

Facilities and Technology Committee: September 11, 2013.

Policy / Code

Notice of Completion is subject to approval by the Board of Trustees per Contract Specification 00700 General Conditions, Article 21, and Section 21.05- Board Approval Authorizing Execution of Notice of Completion and Acceptance of Contract.

Background Information

All work required of the contractor, NEMA Construction, has been performed and is now complete. The final construction contract amount is $89,000 (the original contract amount). Retention is scheduled to be released based on the time frames prescribed by the Public Contract Code. The project was completed on August 23, 2013. The project team included Harris & Associates (CM).

From

Song Chin-Bendib, Associate Superintendent, Business and Operations

Attachments

• NOC Madison Generator NEMA PDF · 13.0 KB ViewOpen NOC Madison Generator NEMADownload NOC Madison Generator NEMA

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Fiscal Impact

Program, Project, and Construction Management services are paid through local Bond and State funds.

To

Ed McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve amendment No. 11 to the Harris & Associates professional services contract to add Measure B Program and Project Management Services for the Madison Elementary School, District Offices and Instructional Materials Center Move Management and Fire Recovery.

Board Committee

Facilities and Technology Committee: September 11, 2013.

Background Information

The Board of Education previously approved Harris & Associates (H&A), through a Request for Qualifications (RFQ) process, to provide Program, Project and Construction Management on selected projects as identified through the local Measure B Bond. The original Master Agreement was entered into on November 8, 2006, between Harris & Associates and San Leandro Unified School District to provide Program and Project Management Consulting Services for the Measure B Bond Program. Subsequently: On April 18, 2007, the Board approved amendment #1 which defined the scope of services for the specific projects within the original Measure B program. On May 4, 2010, the Board approved amendments two through six in response to expansion of the Career Technical Education due to the receipt of $8 million in State grants. On October 18, 2011, the Board approved amendment #7 to include four new projects created from Measure B savings: Two portable classrooms at Lincoln high School for the ACE program. Reassign a portable classroom from Muir MS to the Adult School. The delayed special delivery of the McKinley ES ?C-13? restroom renovation. Document retrieval to satisfy an Information Summons in relation to a third party law suit. On February 28, 2012, the Board approved amendment #8 to include three new projects created from Measure B savings: SLHS Career Technology Education Center Phase II San Leandro High School Fred T. Korematsu Campus Shade/Lunch Shelter Modifications San Leandro High School Security Cameras Phase III Project On November 13, 2012, the Board approved amendment #9 to include two (2) new construction projects and twenty (20) renovation and upgrade projects created from Measure B savings, including: Washington Elementary School ? Replacement Classrooms Lincoln High School New Large Classroom District-wide Seismic Report District-wide Priority Parking Lot Repairs District-wide Irrigation and Grass Repairs School Based Health Center Middle School Cameras Cafeteria Table Repairs Modernization at Garfield, Jefferson, Madison, McKinley, Monroe, Roosevelt, Washington, and Wilson Elementary Schools Modernization at Bancroft and Muir Middle Schools San Leandro High School Irrigation Well Replacement San Leandro High School Grading and Draining Project San Leandro High School Modernization On April 9, 2013, the Board approved amendment #10 to include one (1) new construction project created from Measure B savings: the John Muir Middle School Adult School New Modular Classroom project. This amendment #11 to the Harris & Associates contract adds Program, Project and Construction Management Consulting Services for the Measure B Bond Program for the Madison Elementary School, District Office and Instructional Materials Center Move Management and Fire Recovery. Because of the complexity and effort necessary to identify and quantify the steps and hours required for managing move services ahead of the start of planning, programming and design of projects, move management services are not a basic Program Management/Construction Management (PM/CM) service scope service and is considered an additional service. Depending on workload, time available to train and ability to manage an outside move management service provider, school districts may self-perform, contract out and manage that contract, or utilize the additional services of the PM/CM firm already familiar with the District's personnel, operations and constraints. Although not covered by Harris & Associates, nor any of the CM firm's contracts, the management of move services needed by the District in previous summers at the school sites has been provided by Harris & Associates. Although the Corovan effort was massive in loading classroom contents into storage container during the beginning of the previous summers?and then back into the classroom at the end of those summer-- the move management process on the part of Harris & Associates was relatively simple. The moves were accomplished in a very short window while classrooms were not in use and interim housing was not used. However, with respect to the work done at the District Office and the Instructional Materials Center, the interim housing situation for the year-round uninterrupted District Office operations was anything but simple. Planning and execution of move management was complicated by department/program adjacency studies, temporary file storage needs, public & parent access needs and the loss of the property Merced temporary lease. The most important factor of all is the fire that destroyed the temporary office and it derailed/disrupted the continued operations of the District and the District's summer construction program at all the other campuses. The District requested that Harris & Associates perform this additional service outside of the firm?s basic contract services. At the time, and under the circumstances, Harris was the best solution to a very complicated need. The hours and fee used by the District for move management services reduced remaining PM/CM hours and fee available and necessary for construction project management and close out of summer of 2014 projects. These hours and the fee needed to replenish is necessary so that those future project may be successfully executed & closed out. This Amendment will replace those needed hours. About a third of the fee will be recouped through the District?s fire claim. Contract Summary Item Description Item Amount Running Contract Amount Running % Increase Master Agreement Contract Language n/a n/a n/a Amend. #1 Local Measure B Funded Scope of Services $7,786,385 $7,786,385 0 Amend. #2 Include Grant Funded CTE Wood Project $117,300 $7,903,685 1.5 Amend. #3 Include Grant Funded CTE Metal Project $117,300 $8,020,985 3.0 Amend. #4 Include Grant Funded CTE Auto Project $117,300 $8,138,285 4.5 Amend. #5 Include Grant Funded CTE SLAM Project $410,000 $8,548,285 9.8 Amend. #6 Include Grant Funded CTE Business Academy $60,715 $8,609,000 10.6 Amend. #7 Four (4) New 2011 Projects from Savings $54,416 $8,663,416 11.3 Amend. #8 Three (3) New 2012 Projects from Savings $211,865 $8,875,281 14.0 Amend. #9 Two (2) New Construction Projects and twenty (20) additional renovation & upgrade projects from Savings $1,364,753 $10,240,034 31.0 Amend. #10 One (1) New Project: the John Muir MS Adult School New Modular Classroom from Savings $45,000 $10,285,034 32.0 Amend. #11 Madison ES, DO & IMC Move Management and Fire Recovery $64,304 $10,349,338 32.9

From

Song Chin-Bendib, Associate Superintendent, Business and Operations

Attachments

• Amendment # 11 Harris & Assoc. Word · 40.4 KB Open Amendment # 11 Harris & Assoc.Download Amendment # 11 Harris & Assoc.

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To

Board of Education

Staff Recommendation

Adopt Resolution #13-53 declaring Friday, September 27,2013, as Native American Day.

Policy / Code

Education Code 37220.7

Background Information

On December 15, 2009, the Board of Education declared the last Friday of September of each school year as Native American Day. Aligning with our racial equity work, this resolution seeks to acknowledge the sufferings of Indigenous people as well as their important contributions to our world. It seems fitting that a school district such as San Leandro Unified School District (SLUSD) should recognize indigenous people in a small way. SLUSD has become a leader for its work on Equity for all ethnic and racial groups. In addition, the demographics of our city have changed in recent years, so that San Leandro is now one of the most diverse cities of its size in the state. Recognizing Native American Day would empower our community to be an instrument of positive social change, work to expel stereotypes and promote new understandings about indigenous peoples in the greater Bay Area. Such recognition by the schools would help affirm the continuation of tribal societies and their values, educate the student body and the public on the necessity of Native wisdom for human survival, and stress the symbiotic nature of all peoples with the environment in a time when that essential relationship is endangered. Schools will be encouraged to select and use appropriate materials for classroom educational opportunities. The attached resolution seeks to declare September 27, 2013, as Native American Day.

From

Cindy M. Cathey, Superintendent

Attachments

• Resolution #13-53 Native American Day PDF · 53.8 KB ViewOpen Resolution #13-53 Native American DayDownload Resolution #13-53 Native American Day

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To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Adopt Board Resolution #13-54 Proclaiming October 7-11, 2013, as "International Walk or Roll to School Week" and Designating October 9, 2013, as "Walk or Roll to School Day".

Policy / Code

Board policy 5030, Student Wellness

Background Information

In recognition of the importance of physical activity to the health and well-being of our students and our community, the Board of Education will consider adoption of Resolution #13-54 proclaiming October 7-11, 2013, as "International Walk or Roll to School week." This event is held worldwide and encourages parents, teachers, children and community leaders to increase awareness of the need for walkable communities in order to benefit the health, safety, and welfare of the individual and the environment. By proclaiming this week of October 7-11, 2013, as "International Walk or Roll to School Week", the District will deepen the discussion around the importance of physical fitness, using alternative forms of transportation and being in the outdoors. All schools will be encouraged to promote physical fitness at their sites by encouraging "Walk and Roll" activities to celebrate the benefits of walking and bicycling. The value of this event and efforts to encourage walking and biking are aligned to District Goal #1: Educate the Whole Child-Ensure the academic, physical, social and emotional well-being of every child. Additionally, the benefits of carpooling or using mass transit include a reduction in congestion, traffic, noise and pollution around or school sites and in our city. when students see adults modeling such behaviors, they are more likely to develop important life-long habits of walking and biking for regular exercise and cardio-vascular health. we are encouraging the community to safely walk or bicycle to school the week of October 7-11 in support of International Walk or Roll to School week, and designate October 9, 2013, as "Walk or Roll to School Day", and encourage everyone to consider the health and safety of children this week and every week throughout the year.

From

Rosanna Mucetti, Ed.D., Assistant Superintendent, Educational Services

Attachments

• Resolution #13-54 International Walk to Roll to School Week PDF · 60.6 KB ViewOpen Resolution #13-54 International Walk to Roll to School WeekDownload Resolution #13-54 International Walk to Roll to School Week

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Fiscal Impact

None, but each contract will be funded based on its budget source requested.

To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve contracts on the attached spreadsheet which are for amounts $5,000 or less for fiscal year 2013-2014.

Board Committee

Finance Committee on June 20, 2011

Background Information

Attached is the "summary spreadsheet for all contracts $5,000 or less for fiscal year". The spreadsheet will be provided to the Board at every board meeting if there are any contracts falling under this category. Detailed contract information will not be part of the Board packet but will be available for questions or inspection upon request. For accounting purposes, each contract still requires submission of a requisition for approval by site administrator. All contracts require two signatures - Initiating Administrator and the Chief Business Officer or a Cabinet member.

From

Song Chin-Bendib, Associate Superintendent, Business & Operations

Attachments

• 5K or Less PDF · 11.6 KB ViewOpen 5K or LessDownload 5K or Less

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Fiscal Impact

No fiscal impact for naming the music rooms and hallway at San Leandro High School.

To

Board of Education

Minutes

Trustee Rosato commented that he was very proud that this item was on the agenda for Board consideration, adding that recognizing the Keep the Music Rockin' Foundation and three of our "music giants" will get some well-deserved honor. Superintendent McLaughlin explained that the two music rooms would be named after Lenny Williams and Sheila E, and the hallway that houses the practice rooms after Carlos Santana, saying that a public recognition will be planned, and hopefully the honorees will be able to attend the unveiling. Trustee L?pez would like to invite the Foundation's CEO Rick Richards to a Board meeting to give a presentation on all the wonderful things that they have done to benefit the District's music program.

Staff Recommendation

Approve the naming of two music rooms at San Leandro High School and the hallway that houses the practice rooms after Lenny Williams, Sheila E and Carlos Santana, respectively.

Actions

Motion Approve the naming of two music rooms at San Leandro High School and the hallway that houses the practice rooms after Lenny Williams, Sheila E and Carlos Santana, respectively. - Motion made by Vince J. Rosato and a seconded by Corina N. Lopez. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

Board Committee

Facilities and Technology Committee: September 12, 2013.

Policy / Code

Non applicable

Background Information

Keep the Music Rockin' Foundation was created by local community leaders, educators, and music and radio celebrities in an effort to help promote awareness of the importance of music in schools and to raise funds that allow the foundation to enhance and enrich the learning experiences of students. Chief Executive Officer T. W. "Rick" Richards is asking that the school district name two music rooms at San Leandro High School and the hallway that houses the practice rooms after Lenny Williams, Sheila E, and Carlos Santana, respectively, for their generous donations over the years to support the San Leandro Unified School District music program.

From

Mike McLaughlin, Ed.D., Superintendent

Link to this item

Fiscal Impact

None; each contract will be funded based on its budget source requested.

To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve bond contracts on the attached spreadsheet which are for amounts $15,000 or less for fiscal year 2013-2014.

Background Information

Approval of bond contracts for small amounts comes up each fiscal year as a discussion item. Associate Superintendent of Business and Operations has researched with three separate legal counsels regarding the process to approve professional consultant contracts in general, and especially in relation to the size of the contract. Each of these legal counsels has advised that the District formally present any contract for professional services to the Board for approval regardless of the amount. A contract is in place when it has an ?offer?, ?term(s)?, and ?acceptance?.? Using the programmer of Accountability (construction software), staff developed an appropriate format for construction related service contracts under $15,000, which is the standard threshold for construction related services. This was approved by the Board of Education on October 16, 2012. Attached is the ?Summary Spreadsheet for Bond Contracts $15,000 or Less.? The spreadsheet will be provided to the Board at every board meeting, if there are any contracts falling under this category. Detailed contract information or cover pages will not be part of subsequent Board Packets, but will be available for questions or inspection upon request.?

From

Song Chin-Bendib, Associate Superintendent, Business and Operations

Attachments

• $15K and under PDF · 29.5 KB ViewOpen $15K and underDownload $15K and under

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Attachments

• Classified Personnel Report PDF · 13.1 KB ViewOpen Classified Personnel ReportDownload Classified Personnel Report

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Fiscal Impact

$15,868.00 - Special Education funds.

To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve non-public school/agency contracts as listed above for the 2013-2014 school year.

Board Committee

Not Applicable

Policy / Code

Education Code: 56365(a) Education Code: 56361(3) Education Code: 56366

Background Information

New non-public school placement and agency contracts for the school year 2013-2014. Student # DOB Cost Location # 1 04/27/12 $3,520.00 Progressus Therapy, LLC # 2 12/24/09 $1,760.00 Progressus Therapy, LLC # 3 02/13/09 $1,056.00 Progressus Therapy, LLC # 4 09/29/97 $5,440.00 STARS HS # 5 06/04/99 $4,092.00 Children?s Learning Center (revised original ISA from $33,660 to $37,752 for Speech Services) Total $15,868.00

From

Rosanna Mucetti, Assistant Superintendent, Educational Services

Attachments

• Progressus Therapy, LLC PDF · 491.0 KB ViewOpen Progressus Therapy, LLCDownload Progressus Therapy, LLC
• STARS HS PDF · 84.2 KB ViewOpen STARS HSDownload STARS HS
• Children's Learning Center PDF · 103.1 KB ViewOpen Children's Learning CenterDownload Children's Learning Center

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Fiscal Impact

$145,777 to be paid by Measure B Savings

To

Mike McLaughlin, Ed.D., Superintendent

Staff Recommendation

Approve construction Agreement with Cal State Construction Co., Inc. for Adult School Phase III Site Work (at 1448 Williams Street)

Background Information

On March 19, 2013, the Board approved the Adult School Phase III project be funded through Measure B Savings. On May 21, 2013, the Board approved the Agreement in the amount of $225,000 with Enviroplex Inc. for the Fabrication and Installation of a Modular Computer Classroom at the San Leandro Adult School. On September 11, 2013, the District received four (4) bids for the site work for the Adult School Phase III project. The lowest responsive, responsible bidder was Cal State Construction Co., Inc. in the amount of $145,777. The estimated project budget was $250,000. The lowest responsive, responsible bid was under the estimated budget. Due to the timing of the bid opening and sensitivity of construction timeline, we are presenting to the Board without an opportunity to review with the Facility and Technology Committee. Bid Summary Bidder Amount 1 Cal State Construction $145,777 2 Strawn Construction1 $213,000 3 D&D Pipelines $238,000 The agreement form has been reviewed by the District?s legal counsel Orbach, Huff, & Suarez, LLP. Budget Summary San Leandro Adult School Phase III Modular Classroom Project Soft Cost Budget $125,000 Hard Cost Budget Construction ?Site work Modular Bldg w/Foundations Construction Contingency $250,000 $225,000 $25,000 $500,000 Project Contingency $25,000 Total Project Budget $650,000

From

Song Chin-Bendib, Associate Superintendent, Business & Operations

Attachments

• Agreement Cal Construction PDF · 96.8 KB ViewOpen Agreement Cal ConstructionDownload Agreement Cal Construction

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To

Board of Education

Minutes

Superintendent McLaughlin said that he is proposing that the Board to consider canceling the November 5 Board meeting as he will be out of town attending the Suburban Superintendents Conference. He would also like to see fewer meetings that contain a fuller agenda, rather than more meetings with very few items. The Board approved the Superintendent's recommendation to cancel the November 5, 2013, Regular Board meeting, and accepted the revised Board meeting calendar.

Staff Recommendation

Approve Superintendent Mike McLaughlin's recommendation to cancel the November 5, 2013, Regular Board meeting, and only meet on November 19, 2013. The revised Board meeting calendar is attached.

Actions

Motion Approve Superintendent Mike McLaughlin's recommendation to cancel the November 5, 2013, Regular Board meeting, and only meet on November 19, 2013. The revised Board meeting calendar is attached. - Motion made by Lance James and a seconded by Vince J. Rosato. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

From

Mike McLaughlin, Ed.D., Superintendent

Attachments

• Revised Schedule of Board Meetings 2013-2014 PDF · 52.9 KB ViewOpen Revised Schedule of Board Meetings 2013-2014Download Revised Schedule of Board Meetings 2013-2014

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Minutes

Miscellaneous receipts in the amount of $51,703,651.29 has been deposited in the Treasury of Alameda County.

Staff Recommendation

Miscellaneous Receipts in the amount of $51,703,651.29 have been deposited in the Treasury of Alameda County.

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Minutes

Regular Board Meeting - October 1, 2013 Regular Board Meeting - October 15, 2013 Tentative Board Meeting/Work Session - October 8, 2013 Regular Board Meeting - November 5, 2013 Tentative Board Meeting/Work Session - November 12, 2013 Regular Board Meeting - November 19, 2013 Regular Board Meeting - December 3, 2013 Special Board Meeting - December 10, 2013 Regular Board Meeting - January 14, 2014 Tentative Board Meeting/Work Session - January 21, 2014 Regular Board Meeting - January 28, 2014 - District Office Regular Board Meeting - February 4, 2014 Tentative Board Meeting/Work Session - February 11, 2014 Regular Board Meeting - February 25, 2014 - District Office Regular Board Meeting - March 4, 2014 Special Board Meeting - March 11, 2014 Regular Board Meeting - March 18, 2014 Regular Board Meeting - April 1, 2014 Regular Board Meeting - April 22, 2014 - District Office Regular Board Meeting - May 6, 2014 Tentative Board Meeting/Work Session - May 13, 2014 Regular Board Meeting - May 20, 2014 Regular Board Meeting - June 3, 2014 Regular Board Meeting - June 17, 2014 Special Board Meeting - June 24, 2014

Quick Summary / Staff Recommendation

Regular Board Meeting - October 1, 2013 Regular Board Meeting - October 15, 2013 Tentative Board Meeting/Work Session - October 8, 2013 Regular Board Meeting - November 5, 2013 Tentative Board Meeting/Work Session - November 12, 2013 Regular Board Meeting - November 19, 2013 Regular Board Meeting - December 3, 2013 Special Board Meeting - December 10, 2013 Regular Board Meeting - January 14, 2014 Tentative Board Meeting/Work Session - January 21, 2014 Regular Board Meeting - January 28, 2014 - District Office Regular Board Meeting - February 4, 2014 Tentative Board Meeting/Work Session - February 11, 2014 Regular Board Meeting - February 25, 2014 - District Office Regular Board Meeting - March 4, 2014 Special Board Meeting - March 11, 2014 Regular Board Meeting - March 18, 2014 Regular Board Meeting - April 1, 2014 Regular Board Meeting - April 22, 2014 - District Office Regular Board Meeting - May 6, 2014 Tentative Board Meeting/Work Session - May 13, 2014 Regular Board Meeting - May 20, 2014 Regular Board Meeting - June 3, 2014 Regular Board Meeting - June 17, 2014 Special Board Meeting - June 24, 2014

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Minutes

The meeting was adjourned at 8:01 p.m.

Actions

Motion - Motion made by Vince J. Rosato and a seconded by Lance James. | Vote: Yes Lance James .; Yes Ron Carey .; Yes Diana Prola .; Yes Mike Katz-Lacabe .; Yes Corina N. Lopez .; Yes Vince J. Rosato .; Yes Jason Toro .

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