In compliance with Education Code Part 33, Chapter 4, Sections 60500, 60510, 60510.5, and 60530, school districts are authorized to discard obsolete textbooks and instructional materials.

Horace Mann's SSC-developed Title 1 plan calls for teacher professional development in utilizing STAR 360 reports.  This training is scheduled for October 26th and will assist teachers to accurately gauge student learning progression needs, design instructional paths, and engage parents.  Staff will receive large-group training in the morning during Wednesday release time.  Then throughout the day grade level teams and department teams will meet in small groups during their common release time with the trainer to revisit skills, ask individual questions, and review their team's specific data.  In the evening, at no charge, the trainer will assist EL parents from across the district with understanding how to leverage their children's reports.   

Harkham Hillel Hebrew Academy would like to use their portion of the 2016-2017 Title 1 grant to fund direct services to their Beverly Hills students who are academically farthest behind.  Through consultation with the district we have selected Catapult Learning LLC. to complete all required administrative and educational tasks to serve these students.  The Academy's total allocation is conservatively estimated to be $27,032.  The final allocation will be known in late February, 2017.  

Harkham Hillel Hebrew Academy participated in the Federal Title 2 grant.  Through consultation with the District they have elected to once again contract with Literacy Partners to help their teacher master the Readers' and Writers' Workshop Instructional Strategies.  

The purpose of this contract is to provide ongoing translation services to parents.  This service supports SSTs, Reclassification Meetings, and disciplinary meetings; and document translations as needed.

Offering drug counseling to students in need of help is an important component of a healthy school.  

The LCAP and the district budget were presented at a public hearing on June 16, 2016. The LCAP must be approved by the local school board at the same meeting, but prior to adoption of the district budget. The Beverly Hills Unified School District LCAP, followed by the budget, is presented for approval. Not later than five days after adoption of the LCAP, the governing board shall file the LCAP with the Los Angeles County superintendent of schools by July 1, 2016.

Pursuant to Education Code Section 42127, the governing board of a school district shall adopt the budget on or before July 1st each year. The budget presented is prepared in accordance with E.C.Section 42126.

The 2016-17 Budget was prepared to incorporate the Board of Education priorities, maintain a balanced budget with the necessary reserve level and incorporate the most current available information related to the state budget and local property tax revenue.

Review and ratify the proposed members of the District’s Advisory Committee pursuant to Education Code section 17388 and direct the Advisory Committee to complete its duties as set forth in Education Code section 17390.

On January 26, 2016, the District Board approved Resolution No. 2015-2016-011 which authorized the formation of a surplus property advisory committee (“Advisory Committee”) pursuant to Education Code section 17388 et seq. to advise the District in the development of district-wide policies and procedures governing the use or disposition of property which is not needed for school purposes.  Specifically, the Resolution authorizes the Advisory Committee to assess the District’s real property located at 220 North Doheny Drive, Beverly Hills, California 90211 (the “Doheny Property”).  Pursuant to the Resolution, the Board delegated authority to the District Superintendent, or a designee, to identify seven to eleven persons to form the Advisory Committee, for the Board’s consideration.

As stated in the Resolution, the Board will review and ratify the proposed members of the Advisory Committee and direct the Advisory Committee to complete its duties as set forth in Education Code section 17390 including the preparation of the report referenced in Education Code section 17390 to be presented to the District’s Governing Board for consideration.

California Public Contract Code Section 10298(b) allows the District to make purchases under State Leveraged Procurement Agreements (LPAs) without limitation on size of orders or requirement for competitive bidding.  State LPAs include, but are not limited to, California Multiple Award Schedules (CMAS) and NSPO (National Association of State Procurement Officials) ValuePoint Cooperative Agreements.

Staff obtained proposals from two (2) resellers able to furnish data network equipment under these LPAs, and have selected CDW Government LLC (CDW-G) based on the lower price for identical equipment. The current proposals from CDW-G total $313,355.72; an additional proposal is pending for some peripheral equipment, and other incidentals may be needed to complete the work, so staff is requesting the Board to approve an amount not to exceed $340,000.00 for the purchase of the Data Network Equipment.

The financial impact for this equipment is accounted for in the overall Horace Mann approved Phase 1 budget and will be paid for from Measure E funds.

Previously, the Board approved Resolution No.: 2015-2016-031 to procure the Horace Mann School Building B Voice over IP (VoIP) Telephone System as set forth in Public Contract Code Section 20118.2 and therefore, qualify for procurement in accordance with Public Contract Code Section 20118.2(d).

On March 31, 2016 a Request for Proposals (RFP) 2016/002 for Horace Mann School Building B VoIP System was issued.  The RFP was published on the District website and it was also published in both the Beverly Hills Weekly and the Beverly Hills Courier.  Two firms responded to the RFP.  The price difference between the two bids was a factor of about 4 to 1.  After lengthy, detailed discussions between the Facilities and IT Staff, it was determined that it would be in the District’s best interest to postpone the procurement of the new phone system and use a temporary solution by matching the existing District phone system.  The cost of the temporary solution for the phones at Horace Mann School is estimated to be $20,000.  One of the determining factors was the opportunity of possibility piggybacking on the City of Beverly Hills Avaya phone system.  Within the next year, the District will proceed to negotiate an agreement with the City of Beverly Hills to provide the District phone system or reissue the Horace Mann School Voice-Over-IP (VoIP) System RFP to select a permanent solution.

The total financial impact for this temporary solution is estimated to be $20, 000.  This will be funded from the Measure E Phase 1 project budgets.

In April 2011, the Board approved an agreement with HMC Architects for design of the Modernization and New Construction at El Rodeo School.  HMC was since requested to design a Make Ready Project that involves the construction of new access ramps and a temporary exit stairs.  It is necessary to have HMC provide Construction Administration services for the Make Ready Project.  Staff has met with DLR and discussed the required fees for this scope of work and the attached proposal represents the agreed upon services.

This amendment is to compensate HMC for these services.  The cost of these design services is a fixed fee of  $26,200.00 plus estimated expenses of $1,000.00 per the attached HMC proposal.

The financial impact for this amendment is accounted for in the overall El Rodeo approved Phase 1 budget and will be paid for from Measure E.

In May 2016, the Board passed Resolution No. 2015-2016-041, which authorizes the Superintendent and his Designees to approve and execute contract under $45,000 limit.  The resolution requires these contracts to be ratified by the Board.  The following contract has been executed by the CFO and it is requested that it be ratified by the Board.

Installation of Back Pack Hooks at Horace Mann School Building B.

Lockers are being provided at Horace Mann School Building B that will satisfy the needs of the students in Grades 6 thru 8.  In order to satisfy the needs of the Elementary age students it was determined that back pack hooks are required in all of the Elementary classrooms.  The following items are included as part of this effort:

1) Back Pack Hooks in the K thru 5 classrooms

Staff used the CUPCCAA process to bid and award this work.  Under the rules for projects under $45,000 it is only required to solicit price from one contractor.  In most cases staff looks for at least 3 bids for any work but time did not allow this to happen and staff selected Garza Construction to negotiate the costs for this work.  Garza Construction was chosen because they have an excellent previous record of fair pricing, quality work and completion of projects on time.

The price negotiated with Garza Construction is $44,920.00.

The engineering estimate for this project is $43,910.00.

The work is in process and will be completed by August, 2016

The financial impact for this amendment is accounted for in the overall budget Horace Mann School as part of the Phase 1 budget and will be paid for from Measure E.

In May 2016, the Board passed Resolution No. 20156-2016-041, which authorizes the Superintendent and his Designees to approve and execute contract under $45,000 limit.  The resolution requires these contracts to be ratified by the Board.  The following contract has been executed by the CFO and it is requested that it be ratified by the Board.

Installation of Railings at Beverly Vista School

At the direction of the Board certain work is being accomplished at Beverly Vista School. The following items are included as part of this effort:

1) Guard railings are being installed around the atrium and in the auditorium.

2) Anti-skate devices are being installed in the atrium.

3) New interior window is being installed in the nurse's office

Staff used the CUPCCAA process to bid and award this work.

Bids were received up to May 17, 2016 for the BV Railing Project.  Three bids were received. Bids were reviewed and were determined to be complete and responsive.  The lowest responsive bidder is KML Group at $38,400.

The engineering estimate for this project is $45,000.00.  The construction budget for this project is $45,000.00.

Construction started on June 15, 2016 and the scheduled completion shall be by July 15, 2016.

The financial impact for this amendment is accounted for in the overall budget of Beverly Vista School as part of the Phase 1 budget and will be paid for from Measure E.

In December 2013 the Board approved an agreement with DLR Group for design requirements of the Modernization and New Construction at Beverly Hills High School.  DLR was further contracted to provide schematic design services for a permanent security fence along Moreno Boulevard at Beverly Hills High School.  DLR has now been requested to provide design services for a temporary or interim security fence to cover the gap between the construction fencing and Konheim Gym in the interim time period that the new modernizations have not been completed as of yet.  Staff has met with DLR and discussed the required fees for this scope of work and the attached proposal represents the agreed upon services.  This design requires submittal to DSA for review and approval for accessibility requirements due to the various pathways that cross through this fence location.  This will take intensive effort by DLR to meet the schedule.  This is a time sensitive project and will take extended effort by DLR to get the necessary approval.  This fee also includes the services during the construction period.

This amendment is to compensate DLR for this additional work.  The cost of these design services is a fixed fee of $42,690.00 plus estimated expenses of $2,135 per the attached DLR proposal.

The financial impact for this amendment is accounted for in the overall BHHS approved Phase 1 budget and will be paid for from Measure E.

In December 2013 the Board approved an agreement with DLR Group for design requirements of the Modernization and New Construction at Beverly Hills High School.  DLR was further contracted to provide design services for the Buildings B1/B2, B3/B4, and Building A at Beverly Hills High School.  DLR designed Building A reusing the existing chillers.  B1/B2 and B3/B4 are scheduled to be taken off of the chilled water system.  The new cooling system for these buildings will not require the use of chilled water.  After further information was provided from the Districts M&O Division, it was determined that the current size and type of chillers could not provide a minimum sustainable capacity for the current as well as the future configurations.  To resolve this, a smaller sized chiller is required when the chilled water needs are very low.  This allows the campus to function efficiently without detrimental damage to the larger chillers that do not operate well at low demand loads and were not designed for to operate in that fashion.  The project will be competitively bid and requires bid documents to be prepared by DLR.

This amendment is to compensate DLR for this additional design work.  The cost of these services is a lump sum of $6,600.00 plus estimated expenses of $330.00 per the attached DLR proposal.

The financial impact for this amendment is accounted for in the overall BHHS approved Phase 1 budget and will be paid for from Measure E.

In December 2013 the Board approved an agreement with DLR Group for design requirements of the Modernization and New Construction at Beverly Hills High School.  As part of the planning, staff determined it to be in the best interests of the District to create a construction site logistics area that can be used for the initial Demo and Abate Project and all future projects at the High School.  DLR has been requested to provide design services for a new driveway to serve the contractor logistics yard being constructed for the B1/B2/B3 Modernization Project and future projects thereafter.  Staff has met with DLR and discussed the required fees for this scope of work and the attached proposal represents the agreed upon services.

This amendment is to compensate DLR for this additional work.  The cost of these design services is a fixed fee of $4,950.00 plus estimated expenses of $248.00 per the attached DLR proposal.

The financial impact for this amendment is accounted for in the overall BHHS approved Phase 1 budget and will be paid for from Measure E.

In December 2013 the Board approved an agreement with DLR Group for design requirements of the Modernization and New Construction at Beverly Hills High School.  It is necessary to have DLR provide Construction Administration services for the B1/B2/B3 Demo and Abatement Project.  Staff has met with DLR and discussed the required fees for this scope of work and the attached proposal represents the agreed upon services.

This amendment is to compensate DLR for these services.  The cost of these services is a fixed fee of $31,0460.00 plus estimated expenses of $1,573 per the attached DLR proposal.

The financial impact for this amendment is accounted for in the overall BHHS approved Phase 1 budget and will be paid for from Measure E.

In April 2011, the Board approved an agreement with WLC Architects for design requirements of the Modernization and New Construction at Horace Mann School.  WLC was further contracted to provide design services for the New Building B and the Modernization of Building A at Horace Mann School.  But only the schematic design and the design development of the Site Design was authorized.  Additional fees are required to complete the remaining work through Construction

This amendment is to authorize WLC for this continuing work.  The cost of these design services is $112,500.00 including expenses per the attached WLC proposal.

The financial impact for this amendment is accounted for in the overall Horace Mann School approved Phase 1 budget and will be paid for from Measure E.

The Board approved an agreement, in July 2014 with ProWest Constructors for the construction of the New Building B Classroom at Horace Mann School.  A Notice to Proceed was issued for August 24, 2014.  As part of a normal construction process changes will occur and this Agenda Item includes 1 change order for consideration.

ProWest Constructors has provided all the necessary back up for the costs involved with each of the following change order:

Change Order No. 037, Amount: $118,832.00

This change order includes eleven items:

Proposal Request No. PR-010 is a cost to compensate the contractor for extra cleaning of structural steel in preparation of fireproofing.  This change became necessary when District changed standard decking to vented decking to aid the concrete cure time.

The cost of this change is $384.00.

Proposal Request No. PR-019.1 is a cost to compensate the contractor for exposing existing waterproofing at B of A building at the north property line for repair.  Work is in association with PR-19 and was necessary as part of the waterproofing replacement on the B of A Building.

The cost of this change is $134.00.

Proposal Request No. 079 is a cost to change one floor mounted water closet to a wall-mounted unit in the girl’s restroom B-255 due to conflicts with the steel beam below the concrete slab.  This change is required to resolve conflicts in the design.

The cost of this change is $1,723.00.

Proposal Request No. PR-080 is a cost to compensate the contractor to install PVC coated connections for gas and condensate drain connections to rooftop mechanical units.  This change was required to provide the PVC coated connections, which were not included in the bid documents.

The cost of this change is $2,889.00.

Proposal Request No. PR-081 is a cost to compensate the contractor to add a dedicated water supply for the emergency showers at the Science lab.  This change is required to add the dedicated water line which was not included in the bid documents.

The cost of this change is $6,121.00.

Proposal Request No. PR-082 is a cost to compensate the contractor to form concrete pad for re-located service yard, add equipment pads for roof top HVAC units, and to re-align concrete to match framed plaster wall.  This change is required to resolve conflicting site conditions.

The cost of this change is $5,362.00.

Proposal Request No. PR-083 is a cost to compensate the contractor to encase the structural columns in the garage in concrete.  This is a District requested change to protect the columns from impact from cars.

The cost of this change is $42,202.00.

Proposal Request No. PR-084 is a cost to compensate the contractor to raise the height of the parapet wall at the Multi Purpose Room to hide the mechanical units on the roof.  This is a District requested change.

The cost of this change is $28,232.00.

Proposal Request No. 085 is a cost to compensate the contractor to up-grade the deck drains, add piping and increase piping size.  Change is required to resolve conflicts in the design.

The cost of this change is $11,090.00.

Proposal Request No. 086 is a cost to compensate the contractor to extend electrical lines to a new (re-located) elevator mechanical room.  This is required because the original elevator mechanical room was too small for all the equipment.  Change is required to resolve conflicts in the design.

The cost of this change is $17,545.00.

Proposal Request No. 087 is a cost to compensate the contractor to align concrete curb to align with framed wall.  This is required because the framed wall was changed to maintain ADA clearances.  Change is required to resolve conflicts in the design.

The cost of this change is $3,150.00.

These costs will be applied to the Horace Mann Building B Project Construction Contingency. There have been 36 Change Orders to date that amount to $ 1,480,435.95.  Approval of this Change Order in the amount of $118,832 will bring the total amount of change orders to $1,599,268 or 4.98% of the original contract amount.  This will leave the remaining construction contingency of $728,524.

 All costs are coming from Measure E funding.

First reading of Beverly Hills High School Graduation Requirements:  Board Policy 6146.1:

CSBA updates, obsolete Ed Code requirements, and Board direction have resulted in revisions to BP 6146.1, including the following:

1. CAHSEE requirement deleted
2. Ed Code changes revised
3. Board direction on reinstating Health requirement included
4. Board direction on senior plan requirement included
5. Additional year requirement (beyond A-G requirement) of Math, PE and Foreign Language eliminated

Note:  A-G requirement maintained

In response to requests from El Rodeo School Site Council, the Board has asked staff to gather estimates and explore security options.

Several security personnel options have been discussed.  A new yet City-vetted approach is to bring in an Ambassador.  The City Ambassador program is well regarded by City staff and could be expanded to temporarily cover El Rodeo School during construction.  Construction is likely to cease in the summer of 2019. The City contracts with Block by Block Inc. to provide this additional safety and hospitality service to the streets of Beverly Hills.  The City is amenable to expansion of services under the Human Services Department.  We will either be invoiced directly by the City or Block by Block Inc.  We could pay upfront or month to month to the City. An Ambassador will provide additional eyes and ears to the Principal, greet and support visitors, and maintain the security of entrance gates and construction equipment.   An Ambassador would be uniformed, carry electronic note-taking tools, be connected via radio to both the City and the school, and have a mountain bike to quickly circumnavigate the perimeter. The Ambassador would be highly visible and mobile, and become a part of the school and larger community.  The Ambassador would report to the Principal and assist for either 180 days or 365 days a year depending upon the desires of the Board.  This is one potential option for the Board's consideration. 

The Site Council is also asking the Board to add twenty-five radios to portable classrooms as a back up to the alarm bells, landline phones, public announce system, and the mobile App system called Remind. 

Lastly, the Site Council is asking the Board to add silent panic buttons to the desks in the main office.  The button would silently alert our security vendor Securitech to call 911.