Approve Certificated Personnel Report No. 18-16 which covers 1 Temporary Employment, 2 Probationary Employments, 8 FTE Increases, 3 Leaves of Absence, 3 Resignations, 11 Variable Services Agreements and possible addendum covering 1 Employment and 5 Variable Services Agreements.

The personnel actions requested in this report are essential to meet the goals and mission of the Davis Joint Unified School District.

The personnel actions are budgeted for in the Davis Joint Unified School District Adopted Budget or expressly approved by the Board of Education in open session.

Approve Classified Personnel Report No. 18-16 which covers 1 FTE Increase, 6 Variable Services Agreements, 2 Coaching Variable Services Agreements and possible addendum covering 1 Employment and 5 Variable Services Agreements.

The personnel actions requested in this report are essential to meet the goals and mission of the Davis Joint Unified School District.

The personnel actions are budgeted for in the Davis Joint Unified School District Adopted Budget or expressly approved by the Board of Education in open session.

Approve the Veterinary Science Course.

On an annual basis, staff bring new course proposals and program changes to the Board of Education for consideration.  This presentation brings a new course, Veterinary Science forward.  This course description has been through the Career Technical Education department at Davis Senior High School and has been reviewed by the DSHS Curriculum Committee.  It was also presented to the Board on March 17, 2016.

CFD#2 is a facilities tax for new development projects that was put in place as an alternative to up front building developer fees. The original annexation was in 1990. There have been eight annexations since 1990; the final one was in 2015. Annexation into this CFD is a standard request for new developments. This process involves updating potential future development that can be annexed into CFD#2. The taxes are paid by future owners of these new developments. The landowner of the property is the only party who must approve the tax.

There is no impact on the General Fund.  The estimated cost of the annexation is $8,000. The future special tax assessment when paid will could generate $275,000 in annual facilities revenues (for a 30-year term).  These funds would be available for future facilities projects. 

The work associated with this stucco repair and painting project is for all campus buildings located at Marguerite Montgomery Elementary School. Scope of work includes but is not limited to: pressure washing of all on exterior wall surfaces, removing and replacing damaged stucco finishes, masking, surface protection with three coats of new primer/paint, and painting of exterior parking lot poles. Other minor wood and metal trim repairs are also included.  This project will restore all exterior surfaces to uniform performance levels and color scheme which will provide a long lasting protection from weather related damages.

A Notice Inviting Bids for the project was published on February 28 and March 6, 2016 for base bid with a bid submittal deadline of April 7, 2016 at 3:00 PM.  A total of (22) twenty-two prospective bidders attended the mandatory pre-bid walk through conducted on March 9, 2016. The District received a total of eight bids at the bid opening.  All bids were evaluated for conformance with the bid requirements.  After a review and a detailed analysis of each proposal, the Base Bid proposal submitted by Bayview Construction & Painting was the initial low bidder with a Base Bid price of $124,720 with a project contingency of $20,000. 

On April 12, 2016, the District received a faxed letter from Bayview Construction & Painting requesting their bid be withdrawn due to a clerical error in bid computations. The District reviewed the facts surrounding Bayview’s claim and determined that an error was made in the bid submission for the cost of stucco repair quantities.  By honoring Bayview’s request, the final low ranked bid submitted by A-Plus Painting (at $151,700 – Base Bid) who was determined to be the apparent low bidder. The architect’s estimate for the project is $181,000.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  Legal counsel has reviewed and approved all pertinent procurement documentation.

This project will have no fiscal impact to the General Fund. This project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work. Total Project Award value is $171,700 for Base bid price plus project contingency to A-Plus Painting.   

The work associated with this stucco repair and painting project is for all campus buildings located at Korematsu Elementary School. Scope of work includes but is not limited to: pressure washing of all exterior wall surfaces, removing and replacing damaged stucco finishes, masking, surface protection with three coats of new primer/paint, and painting of exterior parking lot poles. Other minor wood and metal trim repairs are also included.  This project will restore all exterior surfaces to uniform performance levels and color scheme which will provide a long lasting protection from weather related damages.

A Notice Inviting Bids for the project was published on February 28 and March 6, 2016 for base bid with a bid submittal deadline of April 7, 2016 at 3:00 PM.  A total of (23) twenty-three prospective bidders attended the mandatory pre-bid walk through conducted on March 9, 2016. The District received a total of eight bids at the bid opening on April 7, 2016, with the all bids evaluated for conformance with the bid requirements.  After a review and detailed analysis of each proposal, the Bid proposal submitted by Bayview Construction & Painting was deemed “non-responsive and non-responsible” for failing to include page 14 of the required bid form. The review identified the apparent low bidder, A-Plus Painting with a Base Bid price of $164,300 with a project contingency of $20,000.  The architect’s estimate for the project is $192,000.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  Legal counsel has reviewed and approved all pertinent procurement documentation.

This project will have no fiscal impact to the General Fund. This project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work. Total Project Award value is $184,300 for Base bid price plus project contingency to A-Plus Painting.   

The work associated with the re-roofing of all permanent primary building structures include, but is not limited to, removal of existing composition shingle roofing, replacement of existing single-ply membrane, sheet metal flashing, new composition roofing system, and repair and replace metal roof trim.  This project will address long standing roofing needs and establishes new 20-year warranty on all new roofing installed.

A Notice Inviting Bids for the project was published on March 10 and 16, 2016 for base bid (Shingle Roof Replacement) with a bid submittal deadline of April 7, 2016 at 2:00 PM.  A total of (5) five prospective bidders attended the mandatory pre-bid walk through. The District received four bids at the bid opening on April 7, 2016, with the all four bid proposals evaluated for conformance with the bid requirements.  After this review, two prospective bidders (D7 Roofing and Waterproofing Associates) failed to acknowledge Bid Addenda No. 1 which resulted in disqualification of their bid proposals. The Base Bid proposal submitted by Clark Roofing, Inc. was deemed the apparent low bidder with a Base Bid price of $252,500 with a project contingency of $15,000.  The remaining bid proposal by Joseph Murphy (Base Bid $346,900) was deemed second low bidder. The architect’s estimate for the project was $320,000.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  Legal counsel has reviewed and approved all pertinent procurement documentation.

This project will have no fiscal impact to the General Fund. This project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work. Total Project Approval value is $267,500.00 for Base bid price plus project contingency to Clark Roofing, Inc.   

Reject the bid received from Hometown Construction for Replacement of Heating, Ventilation and Air Conditioning System in Multipurpose Building at Willett Elementary School (PN 16-10) and authorize staff to re-bid the project.

This work is associated with performing critical mechanical system replacement for the Willett Elementary School’s Multipurpose Bldg. (including window replacement) and full campus energy management controls system upgrade. This project will resolve long overdue mechanical system upgrades to the multipurpose building and campus wide controls to better support interior learning environments.

On October 1, 2015 staff prepared an overview of completed Deferred Maintenance Projects and outlined projects for the 2015/16 calendar year. This project was identified as a second tier project for Willett Elementary School. A Notice Inviting Bids for the project was published on March 6 and 13, 2016 for base bid plus add alternates with a bid submittal deadline of April 8, 2016 at 2:00 PM.   One prospective bidder attended the mandatory pre-bid walk through held on March 15, 2016. The District received one bid proposal at the bid opening with this proposal evaluated for conformance with the bid requirements. In review of the proposal submitted by Hometown Construction, evaluations were made on the additive alternate using the “Blind Bid Format”.

After this review it was determined the bid submitted by Hometown Construction was in excess of the established budget for the project.  Hometown Construction’s Base Bid price of $247,176, plus bid add alternate No. 1 of $44,824 with a project contingency of $10,000 equaled a total project value of $267,176.  The Glumac Engineering estimated the cost for this project to be $120K for the HVAC System replacement and campus wide energy management controls upgrades.

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).  District is also diligent in fiscal management and has determined that a larger bidder pool would more than likely to reduce the overall project costs.

This project will have no fiscal impact to the General Fund. When awarded, this project is to be funded under the District’s Deferred Maintenance program, paid for by the COP’s borrowing for restricted facilities funds specifically for this project scope of work.

Award Purchase of Custom Food Preparation Truck to Maxi Trailers for Student Nutrition Services Re: Davis High School – All Student Center Building. 

At the August 6, 2015 Board of Education meeting, staff presented options for overall space programing for the future “All Student Center” at Davis High School.  The Board approved the option to include full programmatic use of space based on information derived from the project stakeholder meetings.  As a result of this direction, the current kitchen at Davis High School will be renovated to accommodate food preparation and service to approximately 400 students daily.  This renovation is expected to take ten months and will affect the ability of the District’s Student Nutrition Services Department to provide access to meals on site.

As a temporary measure, the District is looking into providing nutritional opportunities for the Davis High School Students during construction and which can serve other District functions.  Staff has investigated numerous options to achieve this objective and determined a custom food truck could provide for Davis High School Students during construction as well as other District Food Service commitments.  This food truck is expected to be staffed by personnel from the District’s Student Nutrition Services Department with quality food choices equal to what is currently being provided. 

The District has researched a host of vendors specializing in these types of vehicles and found that Maxi Trailers of Stockton, CA had the experience and ability to customize the food truck for our particular needs at the best value possible. Maxi Trailer submitted a quote for a 20’ food service vehicle, fully appointed with new kitchen equipment that will meet local health department standards.  Total price for this vehicle including labor and sales tax is $69,607 which is below the purchasing bidding threshold of $87,000 (Public Contract Code 20111).    

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).

The entire project costs for this vehicle purchase would be funded through the sale of surplus property (Grande Land Sale) and other Deferred Maintenance Funding (COPs) as interim facilities and do not have any fiscal impact on the General Fund. 

Adopt Resolution No. 51-16 for Proposition 1 (AB 1471) Grant Funding Application for Strong Anion Exchange Well Water Treatment System (related to the Fairfield Elementary School Water Quality Design and Treatment Plan)

On July 1, 2014, new drinking water standards for potable water containing Hexavalent Chromium (Cr6) were signed into law (SB 385) by the Governor.  These new standards identified new maximum levels of Cr6 to be 10 parts per billion (ppb) measured annually as Maximum Contaminant Level (MCL).  In order to comply with these new water quality thresholds, the District must submit a variance compliance plan identifying measures to be implemented to maintain safe use of the water well for public consumption. Current test results indicate that the water at the Fairfield Elementary School site exceeds these values.   

As a requirement of this State Funding opportunity, staff recommends that the attached resolution and application be submitted to the State Water Resources Control Board for their review and approval.   Due to the extensive State review of the engineering and project funding proposal, the expected system completion (if funding is approved) could take 6 months. Currently, the Fairfield Campus is being served with bottled water for all domestic needs. The District’s proposed plan development has been shared and supported by our local authority (Yolo County Environmental Health Department).

In accordance with the District’s Strategic Plan (Strategy No. 2(b), Action Step #1 b-d) and Local Control Accountability Plan (Goal 2) for Physical Space & Technology Infrastructure needs, various Facilities projects are required to achieve these objectives.

This project will have no fiscal impact on the General Fund.  The District intends to seek available funding grants from the State of California and other available sources. Upon receipt of State application approval, any bridge funding for the project will be via Deferred Maintenance Funds for restricted facilities funds specifically for these types of projects.

Approve Resolution No. 50-16 for purchase of equipment, professional services, and installation of wireless infrastructure and access points in eight elementary schools across the District. (QUEST)

Per the DJUSD Strategic Plan, the district will install wireless network access and switch upgrades in eight elementary schools between June 2016 and August 2016.  

Strategy 2: We will develop and implement a plan for physical space and technology infrastructure required to achieve our objectives and mission. Specific Result 2a: Install wireless that will provide comprehensive coverage for a high-density environment at all DJUSD Campuses. Year Three, Step 2:  Implement wireless in one-third of the district locations giving priority to the Elementary Schools.

The DJUSD Technology Department solicited California Multiple Award Schedule (CMAS) bids from CMAS-approved contractors to configure and install wireless networks, and secured Cisco equipment under the bid limit determined by the Western States Contracting Alliance (WSCA). Based on several criteria including pricing, company experience, history/knowledge of the District, ability to meet objectives of the District, site visits, and references, DJUSD selected Quest Media & Supplies, Inc. to manage the project described below.

• Wireless installation and infrastructure upgrade in every interior building at Birch Lane, César Chávez, Korematsu, Marguerite Montgomery, North Davis, Patwin, Pioneer and Willett Elementaries

Quest will provide project management, equipment, network engineering time, and installation of access points on school campuses.

The fiscal impact is $895,270.  Last year, the total amount spent on wireless implementation was $520,000.  All funding was anticipated and is included in the current budget projections as part of our multi-year planning.

Pursuant to Board Policy 3312 and California Education Code, all contracts and agreements need to be approved and ratified by the Board of Education.  The following are the current contracts and agreements which are being presented to the Board for ratification:

All West Coachlines - Emerson

All West Coachlines - Harper/Emerson

Leonard Purdy (DJ)

Music Celebrations International, L.L.C.

Music Festivals and Tours

New Tech Network

Perfect Pixel Photo Booth

Reliance Communications (School Messenger)

School Loop, Inc.

Six Flags Discovery Kingdom

Per Board Policy 3300, the Clerk of the Board shall review and report to the Board all transactions entered into by the Superintendent or designee on behalf of the Board every 60 days. (Education Code 17605)

These reports cover the periods from February 1, 2016 to February 29, 2016 and March 1, 2016 to March 31, 2016.

Accept the gifts totaling $8,800 for this period presented for use in the District's programs.

The Board of Education gratefully accepts donations totaling $8,800 which have been received by the District since the March 17, 2016 Board of Education meeting.  A summary amount of gifts received is included in the Board packet.

Per Board Policy 3300, the Clerk of the Board shall review and report to the Board all transactions entered into by the Superintendent or designee on behalf of the Board every 60 days.  (Education Code 17605)

These reports cover the periods from February 1, 2016 to February 29, 2016 and March 1, 2016 to March 31, 2016.

Staff has completed the AIM lottery and mailed Confirmation Placement Letters to 56 families of 2016-2017 4th grade AIM qualified students. There are 10 students whose families have been notified of wait list status. The deadline to accept placement via the Confirmation Placement Letter has been extended from April 18 to April 25. The intent is to serve all 66 students next year and staff continues to investigate ways to serve those 10 on the wait list effectively. Staff will share those possibilities, including current AIM class size across grades 4 through 6. Because this year's site preference requests did not align with what was expected, staff will present one or more strand configuration options.  

Staff is seeking input and direction for:

• The preferred option for serving students on a wait list
• Continuing with the current strand configuration or pursuing one or more of the options presented

Hear an update on the implementation of the Strategic Plan and a report from the Annual Update that took place on Friday, April 1 and Saturday, April 2, 2016.  As part of the presentation, staff will recommend the following:

1. Approve the current DJUSD Strategic Plan with the addition of a new strategy to address potential staffing shortages.  Approval of the new strategy will mean an Action Team should be formed to create an Action Plan.

Creativity and innovation inspire new learning and help drive progress. As professional learners, DJUSD wishes to push beyond the status quo. The Strategic Planning process brings DJUSD educators and the Davis community together to forward think, consider possibilities, and strategically set actions to guide our organization forward.

On April 1 and 2, 2016, Davis Joint Unified School District called together the 26-member group of administrators, teachers, parents, bargaining group members, city officials, community members and current students for a two-day strategic planning session.  The session marked the second annual update to the plan that was approved by the Board of Education in June 2014.  The outcomes of this gathering included reaffirmation of the District’s current beliefs, mission, objectives, strategies and parameters.  In addition, the committee took initiative to recommend a new strategy to create a comprehensive human resource system aimed at recruiting and retaining a “highly-qualified” and “diverse staff”; this in the face of fiscal challenges resulting from a new state finance formula that disadvantages Davis from its neighboring districts as well as large-scale retirements and teacher shortages.

The committee spent two days reviewing progress, hearing updates from district administrators and identifying areas for growth.   The Strategic Plan with the newly recommended strategy will require School Board approval and then, if approved, will trigger the formation of a new ‘Action Team’ comprised of school community volunteers to meet for a to-be-determined period over the course of the next school year.   The committee also agreed to reconvene to discuss the role of educational equity in the strategic plan.

Receive Status Report related to Final Construction Design Documents and Budget for Davis High School ASC Project.

Review Project Schedule and Milestone Events.

On January 7, 2016, staff presented relative information to the Governing Board regarding the project programming efforts and stakeholder input for the proposed multipurpose replacement building at Davis High School.  The Governing Board commissioned the services of HMC Architects to guide Davis High School staff in developing a proposed program document that would reflect the needs and size of this replacement facility.  At the January 7 Board meeting, the Board of Trustees authorized staff  to continue work on the Davis High School’s All Student Center Project maximizing the flexible space needs identified by the stakeholder group. 

HMC Architects has prepared a general presentation outlining progress on the final floor plan in space programming relative to the approved project budget of $7.2M and requested space needs of the DHS Stakeholder group.  

The District is committed to providing safe and healthy facilities for optimal learning conditions. This commitment is included in the District’s Strategic Plan (Strategy 2) and the Local Control Accountability Plan (Goal 2).

In the next steps of design development, the architect will submit to the State Architect’s Office for review and approval of the current construction documents. The Architect and District staff will begin the effort of pre-qualifying local contractors to create a “short list” of prospective vendors to obtain the best quotes possible to achieve the desired outcome of the District and Davis High School stakeholder group.  Additional efforts to secure supplemental funds by submission of the project scope to the Office of Public School Construction for any project eligibility may exist within the State.  Other sources of funding will be pursued via community groups and donations.  The entire project costs would be funded through the sale of surplus property (Grande Land Sale) and other Deferred Maintenance Funding (COPs), and do not have any fiscal impact on the General Fund. 

In compliance with the Brown Act regulations, Penny Pyle legally posted this agenda on April 15, 2016.

In compliance with the American with Disabilities Act, if you need special assistance to access the Board meeting room or to otherwise participate during this meeting, including auxiliary aids or services, please contact the Superintendent's Office at (530) 757-5300 ext. 142. Notification at least 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to the Board meeting.

Agenda Packets are available for review at the Davis Joint Unified School District office, 526 B Street (530-757-5300 x 142); or online at https://davis.agendaonline.net/public/davis.