Regular Board of Education Meeting
Beverly Hills USD
November 14, 2017 5:00PM
CLOSED SESSION - Administrative Building
255 South Lasky Drive Beverly Hills, CA 90212
OPEN SESSION - STC/Jon Cherney Lecture Hall, Beverly Hills High School
241 Moreno Drive Beverly Hills,
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| Throughout the year there are changes to employee status due to many situations which include separations in employment, hiring of new staff, and changes in current status. It is the charge of the Human Resources Department to ensure the appropriate staffing of the schools. The individuals included on this report have completed all hiring processes and are ready to begin their employment with the Beverly Hills Unified School District should the Board approve their hiring. All individuals are appropriately credentialed for the assignments for which they are being hired, and all positions are already included within the Board's approved budget, fall within restricted categorical funding categories, and/or are legally or contractually required positions. |
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| The financial impact of the certificated personnel items have been reviewed by the Business Office to ensure that the items are within the scope of the adopted budget. |
Certificated Personnel Report
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| Throughout the year there are changes to employee status due to many situations which include separations in employment, hiring of new staff, and changes in current status. It is the charge of the Human Resources Department to ensure the appropriate staffing of the schools. The individuals included on this report have completed all hiring process and are ready to begin their employment with the Beverly Hills Unified School District should the Board approve their hiring. All positions are already included within the Board's approved budget, fall within restricted categorical funding categories, and/or are legally or contractually required positions. |
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| The financial impact of the classified personnel items have been reviewed by the Business Office to ensure that the items are within the scope of the adopted budget. |
Classified Personnel Report Revised
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| Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve an agreement with Amy Phillips to provide two (2) 8 week in-school programs at Beverly Vista School designed for teenage girls to build self-esteem through the lens of the arts and media and in addition a One (1) eight week in school program at lunchtime for 4th and 5th grade girls.
Hawthorne School-one (1) eight week in school program.
Horace Mann School-one (1) eight week in school program.
BHHS-One (1) nine week in school session 1X week for Dance Company Class. |
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| Total invoice not to exceed $6,650.00 which includes materials. |
Professional Services Agreement Between Beverly Hills USD and Amy Phillips
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| Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve an agreement with Yuri Miyoshi to provide 1, one-hour session per week for 25 weeks of percussion coaching to the instrumental music program students at Beverly Vista School.
Funding Source-BV/PTA. |
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| Total Program Cost (including materials fee) $1,125.00 |
Professional Services Agreement Between Beverly Hills USD and Yuri Miyoshi
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| Professional Services Agreement to provide legal counsel for residential placement cases NTE $25,000 for the 2017-2018 school year from the student services budget. |
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| Services to be provided for the 2017 - 2018 school year NTE $25,000 from the Student Services budget. |
Professional Services Agreement Hatch and Cesario
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| Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve an agreement with Grant Gorrell to provide theatrical lighting for the high school dance company winter concert.
The agreement will be from August 8, 2017 until May 31, 2018.
Funding Source: ASB. |
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| Fee not to exceed $3,000.00 |
Professonal Services Agreement Between Beverly Hills USD and Grant Gorrell
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| To provide Occupational Therapy consultative services to analyze Occupational Therapy program effectiveness and make recommendations for improvements or changes to policies and procedures as needed, and provide training to staff on practices, procedures and caseload concerns. Program review, staff in services and analysis not to exceed $5000 for the 2017-2018 school year. Funding will be out of the Student Services budget. |
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| Not to exceed $5000 for the 2017-2018 school year. Funding will be out of the student services budget. |
Professional Services Agreement Suzanne Linett
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| Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve an agreement with Will Ferenc to provide engineering mentorship as robotics coach at the high school.
The funds will be paid through CTE funding and will cover October 1, 2017 until June 1, 2018. |
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Professional Services Agreement Between Beverly Hills USD and Will Ferenc
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| Over the course of the year, the District requires the services of consultants who provide a variety of services to the district under professional services agreements. At this time, the Board is asked to approve an agreement with Dr. Michael Postma to provide “Understanding the Development and Impact of Social/Emotional Needs of Gifted Learners” workshop for BHUSD GATE teachers and for the GATE Parents.
Fee not-to-exceed $2500.00 to be funded out of the GATE budget. |
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PSA - Dr. Michael Postma
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| To ensure compliance with Education Code regulations and state law, the Single Plans for Student Achievement must be developed by the School Site Council for all local educational agencies (LEA) participating in programs funded through the Consolidated Application process and as part of the site alignment to the Local Control Accountability Plan (LCAP). Each site plan was coordinated with District Goals and developed by the school staff, followed by approval from each Site Council prior to submission to the District.
The Single Site Plan is developed to:
1. Provide clear focus for schools to address the academic needs of all students
2. Target the use of local, state, and federal resources toward improving student achievement
3. Meet federal requirements of ESSA (Every Student Succeeds Act).
4. Provide alignment to the District LCAP goals
The Single Plans for Student Achievement and the District Goals are reviewed and approved by the Board of Education annually and/or whenever there are any material changes that affect the academic programs for students. |
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BHHS SPSA 2017-18
BV SPSA 2017-18
ER SPSA 2017-18
HAW SPSA 2017-18
HM SPSA 2017 - revised
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| Mr. Mark Mead, Beverly Hills High School Principal has submitted the attached Out-of-County Activity request for Board approval:
- BHHS DECA Club/ Anaheim Regional Career Development Conference
- January 12-14, 2018 / Anaheim, CA
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BHHS DECA Regional Conference - Jan 2018
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| Mr. Mark Mead, Beverly Hills High School Principal has submitted the attached Out-of-County Activity request for Board approval:
BHHS Speech and Debate Tournament
December 9-10, 2017
Cypress College, CA |
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BHHS Speech & Debate Team - Cypress College
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| The district has received cash and checks during the period of
October 19,2017 through November 6,2017 in the amount of $230,246.75.
A detailed list has been included as part of this agenda item to reflect cash that has been collected by the district. Cash collected is available for board approved expenditures and is tracked by type and source. |
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| The district collected $230,246.75 during this period. |
BHUSD Cash Collection Report #9
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| Pursuant to Education Code 42630 et al, the District has issued warrants for salary, benefits, voluntary deductions and payments for goods and services from approved purchase orders and/or contracts. Each warrant has been reviewed for proper documentation and is in accordance with Education Code, Public Contract Code, and Board Policy. The warrant register for the month ending October 30, 2017 is $2,269,071.43 for payroll and $5,680,760.68 for commercial vendor/contractor payments for a total disbursement of $7,949,832.11. |
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Warrant Register Report #6
Warrant Report #6
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| The Purchase Orders have been issued for supplies, services and equipment according to Board Policy, Education Code, and Public Contract code. The period that was covered for the purchase orders issued were from October 16, 2017 through November 2, 2017. Each purchase order was reviewed for funding availability as well as quality and price. The purchase order total for the aggregate of these reports is $404,256.30 for the General Fund, $12,808.08 for the Cafeteria Fund and $2,988,351.14 for the Bond Fund. |
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Board Report #9
Board Report Cover #9
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| It has been determined that a certain individual possesses special skills and training which qualify him/her to teach under Education Code 44258.7(b) for the 2017-2018 school year. This individual meets the requirements listed under the educational codes. Please refer to the attached document for the specific education code reference, the teacher authorized under the education code, the subject area authorized, and the school site. |
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| There is no fiscal impact to the general fund. |
Resolution 2017-2018-008 Authorizing Assignments in Accordance with Ed Code 44258.7(b)
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| Per Certificated BHEA Collective Bargaining Agreement Article III, Section 10 Extra Duty Assignment - The certificated hourly rate listed in Appendix A shall be increased based on any increase to the base salary schedule. The certificated hourly rate of $40.00 has not been increased along with the base salary schedule since 2014. The following are the annual increases for the last four years:
$42.06 - 2014-2015
$43.49 - 2015-2016
$45.32 - 2016-2017
$46.30 - 2017-2018
At this time the total financial impact is not determined until the Business Services Department reviews all previous extra duty assignments which teachers have worked since the 2014-2015 school year. |
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| On June 30, 2017, the Board of Education approved an agreement with ProWest Constructors for Special Services Construction Management in support of the Measure E Bond Program. The initial contract Period of Performance (POP) was through December 14, 2017 with a not-to-exceed value of $1,800,000.
The scope of the work being performed under this agreement will continue beyond the current POP. The remaining funds are adequate to support this scope through September 14, 2018.
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| 06/30/2017 – Original agreement – $1,800,000.00
Sub-Total - $1,800,000.00
Amendment No. 01 – $0.00
New agreement amount - $1,800,000.00
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| On April 26, 2017, the Board of Education approved an agreement with Darren P. Doerschel, Systems Integration Consultant, for Oversight of IT Projects Related to Modernization.
Continued support is required for the completion of Horace Mann School Building A as well as design support for the ongoing projects.
Darren P. Doerschel, Systems Integration Consultant, has requested an additional not-to-exceed fee of $263,425. The fee is is comprised of the following::
1. Interim period services - $32,425.00
2. Horace Mann Building A Completion services - $138,600.00
3. Oversight services of current and pending installations - $92,400.00
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| 04/26/2017 – Original agreement – $110,250.00
Sub-Total - $110,250.00
Amendment No. 01 – $263,425.00
New agreement amount - $363,675.00
The cost of Amendment No. 01, $263,425.00, would be paid from previously budgeted funds in Measure E.
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Darren Doerschel Proposal
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| During a COC audit meeting last year, it was requested that the annual audit performed by Moss Adams, LLP include review of the District’s maintenance and warranty condition compliance policies and procedures for assets funded with Measure E. Specific emphasis will be placed on the controls surrounding the required maintenance and documentation of these assets in accordance with warranty terms, the completeness and accuracy of the asset list, and the use of warranties when applicable.
The Moss Addams LLP proposed fee is a not-to-exceed of $7,250 for FY 2016/17 and $7,750 for FY 2017/18 plus out-of-pocket travel expenses.
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| The cost of the work covered under this Agreement with Moss Adams, LLP, in the amount of $15,000 plus out-of-pocket travel expenses, would be paid for with previously budgeted funds in Measure E. |
Email Requesting Board Agenda Item
Email Requesting Board Agenda Item
Moss Adams LLC Proposal
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| On September 26, 2017, the Board of Education approved a Request for Qualifications (“RFQ”) setting forth the criteria and scoring of the qualifications, including relevant experience, safety record, and other criteria specified by the District. The purpose of the RFQ was to prequalify construction contractors under Public Contract Code Section 20111.6 to perform services relating to projects over $1,000,000 utilizing a Lease-Lease Back (LLB) Guaranteed Max Price Contract (GMAX) approach.
On October 30, 2017 the District received responses to the RFQ, and the Proposal Evaluation Committee evaluated the qualifications of the firms based upon the criteria and evaluation methodology set forth in the RFQ, assigned scores to each proposal, and once the evaluation process was complete, the determined the proposer with the best score.
The results of that evaluation are shown on the list attached to the Resolution.
See Attached Resolution
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Resolution 2017-2018-010
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| On April 8, 2014, the Board of Education approved an agreement with Leighton for geotechnical exploration and reporting at Beverly Hills High School.
The depth of the undocumented fill within the walls of Building B2 is currently unknown. The depth of the undocumented fill has a direct effect on the length of the piles to be used in the modernization of the building. In order to minimize the risk related to the cost of the piles, the District has requested seven additional soil borings.
Leighton has requested a not-to-exceed fee of $43,225.00 for time and expense for these additional geotechnical borings required to determine the depth of undocumented fill and to take samples for soil hazardous material testing.
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| Original agreement with Leighton - $67,300.00
09/24/2014 - Amendment No. 1 - $71,850.00
03/15/2015 – Amendment No. 2 – $14,755.00
04/12/2017 – Amendment No. 3 - $25,695.00
Total – $179,600.00
Amendment 4 - $43,225.00
New agreement amount - $222,825.00
The cost of Amendment No. 4, a not-to-exceed fee of $43,225.00, would be paid for with previously budgeted funds in Measure E for the Beverly Hills High School Modernization Project.
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| The Board of Education approved an Agreement on September 12, 2017, with CW Industries, Inc., for six steel coupon extraction samples to provide for State Seismic Mitigation Program (SSMP) additional testing requirements at El Rodeo School.
The work has been completed, and all punch-list items have been resolved.
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| Original Agreement - $14,952.00
Total - $14,952.00
No additional costs will be incurred on the project.
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| In March 2011, the Board of Education approved an agreement with WLC Architects for the design requirements of the Modernization and New Construction at Horace Mann School. Subsequently, the Board approved an agreement in May 2016 with 2H Construction for the modernization of the Building A Classrooms at Horace Mann School. A Notice to Proceed was issued for May 31, 2016.
WLC Construction Administration fees were based on its original schedule submitted in 2011, which indicated a twelvemonth construction period for Building A modernization. Under Amendment No. 19 to the WLC Agreement the period of performance was extended through the end of September 2017. It is anticipated that to complete Construction Administration services it will take up to an additional three and one-half months. It is requested that the Board authorize an amendment as a monthly fee of $8,500.00 for a period of up to three and one-half months for a total not to exceed of $29,750.00. |
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| 04/18/2011 - Original agreement - $2,538,320.00
01/25/2012 - Amendment No. 1 - $30,000.00
04/25/2012 - Amendment No. 2 - ($1,166,500.00)
01/09/2013 - Amendment No. 3 - $2,219,000.00
03/05/2013 - Amendment No. 4 - $6,000.00
06/26/2013 - Amendment No. 5 - $14,000.00
09/11/2013 - Amendment No. 6 - $9,000.00
11/13/2013 - Amendment No. 7 - $104,500.00
12/19/2013 - Amendment No. 8 - ($56,581.25)
02/25/2015 - Amendment No. 9 - $15,000.00
07/27/2015 - Amendment No. 10 - $4,500.00
10/14/2015 - Amendment No. 11 - $27,500.00
01/13/2016 - Amendment No. 12 - $35,000.00
03/09/2016 - Amendment No. 13 - $15,000.00
06/29/2015 - Amendment No. 14 - $112,500.00
11/01/2016 - Amendment No. 15 - $60,500.00
02/07/2017 - Amendment No. 16 - $6,160.00
01/25/2017 - Amendment No. 17 - $2,855.56
06/13/2017 - Amendment No. 18 – $1,500.00
06/27/2017 - Amendment No. 19 - $25,200.00
08/09/2017 – Amendment No. 20 - $3,380.00
Total - $3,977,754.31
Amendment No. 21 - $29,750.00
New agreement amount - $4,136,584.31
The cost of Amendment No. 21, $29,750.00, would be added to the Horace Mann Building A Project and paid for with previously budgeted funds in Measure E.
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| The Board of Education approved an agreement at a special board meeting on May 3, 2016, with 2H Construction for the Modernization of Building A at Horace Mann School. A Notice to Proceed was issued for May 31, 2016. As construction has progressed, changes have occurred. The changes have been the result of unforeseen conditions, design errors or omissions, planning/coordination issues, and District (Owner) requests. This agenda item requests approval of Change Order No. 13.
The cost for Change Order No. 13 is in excess of ten percent of the original Agreement. Staff has concluded that it is in the best interest of the District from a cost and schedule standpoint, that this work be executed under the current contract with 2H Construction, Inc.
Adoption of Resolution No. 2017-2018-009 authorizes the Superintendent to approve the change order.
Change Order No.13 for $295,288.99 includes the items on the attached Change Order Work Sheet.
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| Original agreement with 2H Construction - $16,437,000.00
09/27/2016 - Change Order No. 01 - $ 31,450.00
11/22/2016 - Change Order No. 02 - $30,693.00
01/10/2017 - Change Order No. 03 - $103,337.00
01/24/2017 - Change Order No. 04 - $163,759.00
02/28/2017 - Change Order No. 05 - $97,990.00
03/28/2017 - Change Order No. 06 - $66,580.00
04/25/2017 - Change Order No. 07 - $288,634.00
06/13/2017 – Change Order No. 08 - $414,639.00
06/27/2017 - Change Order No. 09 - $193,974.00
08/22/2017 – Change Order No. 10 - $752,544.23
09/12/2017 – Change Order No. 11 - $338,583.56
08/22/2017 – Change Order No. 12 - $190,000.00
Total - $19,109,183.79.
Change Order No. 11 - $295,288.99
New agreement amount - $19,404,472.78
Approval of this Change Order would bring the total amount of change orders to $2,967,472.78 or 18.1% of the original contract amount, for Horace Mann Modernization Building A, resulting in a deficit in the project hard cost contingency of $1,816,882.78. This amount would be paid out of Measure E Program reserve.
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2H CO 13 Change Order Work Sheet
Resolution 2017-2018-009
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| The Board of Education approved an Agreement on July 25, 2017, with G4S Secure Integration LLC, to provide upgrade of the Access Control System to produce HID card ID badges to the existing system at Horace Mann School Building B.
The work has been completed, and all punch-list items have been resolved.
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| Original Agreement with G4S Secure Integration LLC - $5,400.06
Change Order No. 1 - $664.79
Total - $6,064.85
No additional costs will be incurred on the project.
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| On July 25, 2017, the Board of Education approved an agreement with Vector USA for Horace Mann School Building A.
The District has requested that the scope of the Vector USA work under this agreement be accelerated at an additional cost to the District.
Vector USA has requested an additional not-to-exceed fee of $28,080.00 for the difference between straight time and over-time/double-time.
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| 07/25/17 - Original agreement – $284,395.35
Total - $284,395.35
Amendment No. 1 – $28,080.00
New agreement amount - $312,475.35
The cost of the work covered under this Amendment with Vector USA of $28,080.00 would be paid for with previously budgeted funds in Measure E for the Horace Mann School Building A Modernization Project. |
Vector USA Proposal
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| The Board of Education approved an agreement on July 9, 2014, with ProWest Constructors for the construction of the Horace Mann School New Classroom Building Project. A Notice to Proceed was issued for August 24, 2014. As construction has progressed, changes to the scope of work have occurred. The changes have been the result of unforeseen conditions, design errors or omissions, planning/coordination issues, and District (owner) requests. This agenda item requests approval of Change Order 49.
Change Order No. 49, Amount $27,480.00
Installation of water stop at elevator entrance and repair/replacement of two deck drains. (design error or omission)
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| Original agreement with ProWest Constructors - $32,101,000.00
10/08/2014 - Change Order No. 01 - $ 62,067.00
10/08/2014 - Change Order No. 02 - $40,000.00
10/21/2014 - Change Order No. 03 - $25,000.00
11/12/2014 - Change Order No. 04 - $20,000.00
11/12/2014 - Change Order No. 05 - $15,437.92
03/10/2014 - Change Order No. 06 – ($25,000.00)
03/10/2014 - Change Order No. 07 - $14,741.00
03/10/2014 - Change Order No. 08 - $27,660.00
03/10/2014 - Change Order No. 09 – ($140,165.35)
05/12/2015 - Change Order No. 10 - $0.00
05/12/2015 - Change Order No. 11 - $4,007.93
05/12/2015 - Change Order No. 12 - $4,022.48
05/12/2015 - Change Order No. 13 – ($5,680.90)
05/12/2015 - Change Order No. 14 - $85,105.51
05/12/2015 - Change Order No. 15 - $37,104.77
06/18/2015 - Change Order No. 16 – $6,498.03
06/18/2015 - Change Order No. 17 - $5,148.72
06/18/2015 - Change Order No. 18 - $6,357.77
06/18/2015 - Change Order No. 19 – ($51,577.00)
06/18/2015 - Change Order No. 20 – ($36,670.00)
06/18/2015 - Change Order No. 21 - $83,246.07
07/14/2015 - Change Order No. 22 – ($114,158.00)
07/28/2015 - Change Order No. 23 – ($49,500.00)
07/28/2015 - Change Order No. 24 - $17,300.00
07/28/2015 - Change Order No. 25 - $239,176.00
08/11/2015 - Change Order No. 26 – ($40,176.95)
09/09/2015 - Change Order No. 27 - $296,599.00
11/17/2015 - Change Order No. 28 - $26,126.00
02/23/2016 - Change Order No. 29 – ($2,958.00)
04/12/2016 - Change Order No. 30 - $26,391.00
04/12/2016 - Change Order No. 31 - $39,399.00
04/12/2016 - Change Order No. 32 – $244,079.00
05/23/2016 - Change Order No. 33 - $276,766.00.
05/23/2016 - Change Order No. 34 – $143,220.00
05/12/2016 - Change Order No. 35 - $50,123.00
06/14/2016 - Change Order No. 36 - $150,746.00
06/28/2016 - Change Order No. 37 - $118,832.00
08/09/2016 - Change Order No. 38 - $73,841.00
10/18/2016 - Change Order No. 39 - $159,821.00
10/18/2016 - Change Order No. 40 - $67,802.00
11/22/2016 - Change Order No. 41 - $90,699.00
12/12/2016 - Change Order No. 42 - $72,934.00
01/10/2017 - Change Order No. 43 - $202,303.00
01/24/2017 - Change Order No. 44 - $110,383.00
02/07/2017 - Change Order No. 45 - $69,745.00
02/28/2017 - Change Order No. 46 - $91,249.00
04/25/2017 - Change Order No. 47 – (83,835.33)
09/06/2017 - Change Order No. 48 - $1,300,000.00
Total - $3,754,209.67
Change Order No. 49 - $27,480.00
New agreement amount - $35,882,689.67
Approval of Change Order No. 49 to the Agreement with ProWest Constructors for the Horace Mann New Classroom Building would bring the total amount of change orders to $3,781,689.67. This amount is 11.78% of the original contract amount, resulting in a deficit in the project hard cost contingency of $1,534,619.67. This amount would be paid out of Measure E Program reserve.
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Published: November 10, 2017, 4:44 PM
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