Ninyo & Moore is submitting a second fee amendment request due to their services running longer than anticipated, in particular, the field welding inspections associated with structural steel.  The main factor for prolonged inspections is due to the welding work progressing at a much slower pace than scheduled. TELACU has been working to resolve issues with the steel contractor. The total fee in the attached proposal is intended to cover materials testing and special inspections through the remainder of the project.

It is a requirement of the State that the District employ a DSA materials testing laboratory during the construction phase of a project. The DSA testing lab is employed by the District, and is accountable to the DSA and the District. The quantity and types of tests required of the testing company are mandated by the DSA. At the completion of a project, the testing lab must certify that all tests were done according to DSA’s requirements. Without that certification, the project cannot be closed out with the DSA.

The cost for this work is often difficult for the materials testing company to estimate in advance due to conditions that they do not control (contractor schedule changes or sequence of work, etc.). However, the testing lab must remain on the project in order to complete their work. Funds have been allocated in the contingency portion of this project to cover these additional fees.

$148,016 from Measure SA (Fund 21). This increase is covered in the project contingency.

On June 15, 2016, the Governing Board approved an initial proposal for in-plant inspection services for a fee of $78,320.  MTGL is requesting additional fees of $26,962.25 through completion of the project. More in-plant inspection services are required (three additional weeks) than initially planned.

It is a requirement of the State that the District employ a Division of the State Architect (DSA) in-plant inspection firm to continually inspect the fabrication of modular buildings. The in-plant inspectors are employed by the District, and accountable to the DSA and the District. Once the modular buildings have been assembled, the in-plant inspector must certify that the buildings were assembled in compliance with DSA’s requirements. Without that certification, the project cannot be closed out with the DSA.

The cost for this work is often difficult for the in-plant inspection company to estimate in advance due to conditions that they do not control (contractor schedule changes or sequence of work, etc.). However, the in-plant inspection firm must remain at the fabrication facility to complete their work. Funds have been allocated in the contingency portion of this project to cover these additional fees.

It is a requirement of the State that the District employ a DSA materials testing laboratory during the construction phase of a project. The DSA testing lab is employed by the District, and is accountable to the DSA and the District. The quantity and types of tests required of the testing company are mandated by the DSA. At the completion of a project, the testing lab must certify that all tests were done according to DSA’s requirements. Without that certification, the project cannot be closed out with the DSA.

The cost for this work is often difficult for the materials testing company to estimate in advance due to conditions that they do not control (contractor schedule changes or sequence of work, etc.). However, the testing lab must remain on the project in order to complete their work. Funds have been allocated in the contingency portion of this project to cover these additional fees.

Request approval of fee amendment No. 1 for WLC Architects, Inc., for the Placerita Junior High School New Classroom Addition Project.

On April 20, 2016, the Board approved a proposal from WLC Architects, Inc., (WLC) to provide bid documents and construction administration for the Placerita Junior High School New Classroom Addition Project.  WLC calculated the estimated cost of construction and set their initial fee ($278,783) as a percentage of the estimated construction total, $6,072,423.

In February of this year, WLC sent a formal proposal to the District requesting a fee amendment based on a percentage of the actual construction costs which total more than $10 million dollars.  The fee amendment requested was an increase of $384,344. Staff rejected that request and argued that while WLC may have based their initial proposal on a percentage of the construction cost, their fee going forward was not assumed to automatically adjust upward with the construction cost.

Instead, staff worked with WLC for several months to negotiate a fee amendment based on the additional work that was required beyond WLC’s initial proposal. WLC was able to describe and quantify the additional work reflected in the fee amendment. In the process, WLC reduced their fee amendment request to $217,987.75. The areas where WLC’s work had expanded in relation to their initial proposal is outlined in their attached proposal.

$217,987.75 from Measure SA (Fund 21).  Fee amendment No. 1 is covered in the project contingency.

Approve fee amendment No. 1 for WLC Architects, Inc., for the Placerita Junior High School New Classroom Addition Project.

Request approval of Resolution No. 17/18-6 – Intent to Dedicate an Easement to Newhall County Water District at Hart High School for Roadway and Utilities Purposes.

Historically, the fire, irrigation and potable water systems (water systems) were interconnected on the Hart High School campus. As part of the Hart High School Infrastructure Project, it has been determined that these water systems require separate dedicated connections to the Newhall County Water District (NCWD) water mains. The Infrastructure Project separates and isolates these utilities creating the need for new connections to NCWD water mains located under Newhall Avenue and Kansas Street (east and south sides of the Hart High School campus).

While coordinating the street connections, NCWD staff reported that there is not an existing easement for potable water service to the campus over District property. NCWD facilities typically consist of a water meter, isolation valves and associated pipelines serving the campus. The easements described in the exhibits attached to Resolution No. 17/18-6 allow NCWD staff to enter District property in order to install, maintain and repair NCWD’s water system connections.

Dedicating an easement is a two step process.  First the Board approves the resolution of intent.  The resolution requires the Board set a public hearing at the following Board meeting.  The District must comply with certain statutory steps to post/publish this resolution.  Education Code 17558 requires:

• The District to post the resolution of intent, signed by all Board Members (or a majority of the Board).

• The resolution must be posted in three public places at least ten days before the public hearing date.

• The District must publish the resolution one time at least five days before the public hearing in a newspaper published in the District.

• At the following Board meeting, the Board will hold the public hearing regarding the easement.  After the public meeting is closed, the Board will consider another resolution actually dedicating the easement.

Approve Resolution No. 17/18-6 – Intent to Dedicate an Easement to Newhall County Water District at Hart High School for Roadway and Utilities Purposes.

In 2016, the District awarded a lease-leaseback contract to Castaic High School Construction Company, Inc., (Contractor) to build Castaic High School. The Contractor has requested that the District allow Contractor to comply with SB No. 693, as opposed to EC section 17407.5 as it existed in 2016. District staff recommends that the Board grant this request because of clarifications in the law that were made in SB No. 693.

All agencies were required to submit to the Board of Supervisors the 2016 Biennial Review Certification form, and, if needed, a revised Conflict of Interest Code with supporting documentation. Attached is the Conflict of Interest Code of the William S. Hart Union High School District including the following proposed amendments: Exhibit A – Category 1 is modified with proper exemption wording; Exhibit A – Category 7 is modified with the wording, “in Exhibit B“; Exhibit B – the title of Career Technical Education Administrator was changed to Director of Career Technical Education; Exhibit B – Albert Einstein Academy for Letters, Arts and Science Charter School has been deleted.

Essentials of Dental Assistng, 6^th Edition – Publisher: Elsevier – Author: Robinson – Course Area: – Dental Assisting (CCR) – Grade: 12 – This abridged textbook, by the same authors of Modern Dental Assisting, is a more comprehensive hardbound book.  It is a newer edition of the book the class has been using for 24 years.  The design provides key terms and learning objectives showing theoretical and performance expectations in the entry-level aspects of dental assisting.  It helps the students focus on ethical implications, including questions at the end of each chapter.  Additionally, there are strategic thinking scenarios that allow the students to apply their knowledge as they analyze the situation.  The text shows, in color detail, different dental procedures giving explanations as to why each component is performed.  The book comes with a CD –rom and free access to the Evolve website where the student can do interactive practice with key terms and concepts learned.

This report may contain open purchase orders with not-to-exceed amounts facilitating regular small purchases from single vendors. Open purchase orders with not-to-exceed amounts facilitating larger purchases from single vendors may indicate a publicly bid contract number and/or the date the Governing Board approved the vendor.  In an effort to efficiently process payments, the accumulated total of these purchases may be processed and paid as a single transaction.

Please note: The Purchase Order Report includes purchases previously ratified but not completed and closed by June 30, 2017.  These purchase orders are included here again due to their necessary creation within the District’s new financial system.

Amendment No. 3 to Resolution No. 16/17-24 identifies the following changes to the authorized signers:

– Add Ralph Peschek, Chief Financial Officer

The San Gabriel Valley Cooperative Purchasing Group consists of eighteen school districts who issued a contract for the most current Class I, II and III price levels as issued by the Department of Food and Agriculture. The District would like to utilize this contract for the 2017/18 school year for dairy products.

The District has the right to cancel to terminate our participation in the piggyback contract by providing thirty (30) days written notice to the Contractor.

The San Gabriel Valley Cooperative Purchasing Group consists of eighteen school districts who issued a contract for the most current Class I, II and III price levels as issued by the Department of Food and Agriculture. The District would like to utilize this contract for the 2017/18 school year for bread products.

The District has the right to cancel to terminate our participation in the piggyback contract by providing thirty (30) days written notice to the Contractor.

Surplus/obsolete equipment includes the following:

1) Student combo desks (QTY 24, Placerita Junior High School)

2) AudioTronics cassette tape player (QTY 1, Placerita Junior High School)

3) Spot Light opaque projector (QTY 1, Placerita Junior High School)

4) Two-drawer file cabinet (QTY 4, Placerita Junior High School)

ASL captioning services, Real Time Captioning

The District currently accepts prequalification applications on a quarterly basis, and recently issued a notice inviting prequalification (RFQ17-07A) for the July application period (July 1 to July 10, 2017).

The attached list reflects the complete list of contractors approved during the July 2017 application process.

The contractor is requesting an increase in their contract price related to additional work not contained in the bid documents. The additional work includes:

1. Demolition of site pavement required to install new sewer, gas and domestic water lines (related to Pro-Craft change order No. 2)

2. Demolition of concrete pavement due to a broken water line near the Administration Building

3. Coring of an unforeseen asbestos concrete pipe to install the new storm drain lines

4. Removal of a large pine tree.

Request approval of change order No. 2 from Pro-Craft Construction, Inc., for $34,821 for the Saugus High School Auditorium Project.

The bid documents indicate that the new sewer, gas and water services to the building are to connect to existing lines within 20-50 feet of the building; however, those existing lines do not exist. Instead, the contractor had to connect to lines that were approximately, 110-450 feet away from the originally specified locations. The contractor is requesting an increase in their contract price related to the installation of these greater lengths of the new sewer, gas and water lines.

Approve change order No. 2 from Pro-Craft Construction, Inc., for $34,821 for the Saugus High School Auditorium Project.