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May 18, 2010 at 6:30 PM - Business Committee - Regular School Board Meeting

Agenda
1. Financial Report     
Description:  Recommendation:  It is recommended that the Duluth School Board approve the Financial Report as presented.
1.A. Financial Report
Attachments:
1.B. Approval of Payment of Claims
1.C. Budget Revisions
Attachments:
1.D. Wire Transfers
Attachments:
1.E. Investment Transactions
Attachments:
1.F. WADM Projections
Attachments:
1.G. Fund Raisers
Attachments:
1.H. Investments in School Children 
Attachments:
2. Bids, R.F.P.s and Quotes Reports
2.A. Bids
2.A.1) Bid #1185– District-wide Bricklayer Labor
This bid was advertised according to statute and bid documents were sent to eight contractors.  Two bids were received in response to the School District’s request for bids for District-wide Bricklayer Labor for the period of July 1, 2010 through June 30, 2011.  Commercial Masonry, Inc., 2270 Lismore Road, Duluth, MN submitted the low hourly rate bid with an estimated value of $26,100.00 based on 400 estimated hours for one Journeyman at an hourly rate of $65.25.
Description: 
Recommendation:  It is recommended the Duluth School Board approve the contract with Commercial Masonry, Inc. to provide bricklayer labor, based on their low hourly rate bid submitted pursuant to Bid #1185 – District-wide Bricklayer Labor.  
 
Attachments:
2.A.2) Bid #1186 – District-wide Cement Masons Labor
This bid was advertised according to statute and bid documents were sent to eight contractors.  One bid was received in response to the School District’s request for bids for District-wide Cement Masons Labor for the period of July 1, 2010 through June 30, 2011.  Duluth-Superior Erection, 2385 Becks Road, Duluth, MN submitted the low hourly rate bid with an estimated value of $26,800.00 based on 400 estimated hours for one Journeyman at an hourly rate of $67.00.
Description: 
Recommendation:  It is recommended the Duluth School Board approve the contract with Duluth-Superior Erection to provide Cement Masons labor, based on their low hourly rate bid submitted pursuant to Bid #1186 – District-wide Cement Masons Labor. 
Attachments:
2.A.3) Bid #1187 – District-wide Annual Fire Extinguisher Service
This bid was advertised according to statute and bid documents were sent to seven contractors.  Three bids were received in response to the School District’s request for bids for District-wide Fire Extinguisher Services for the period of July 1, 2010 through June 30, 2011.  Northland Fire and Safety, Inc., 2213 East 5th Street, Superior, WI submitted the low per unit bid with an estimated value of $1035.96 based on 534 estimated units at a rate of $1.94 per extinguisher.
Description: 
Recommendation:  It is recommended the Duluth School Board approve the contract with Northland Fire and Safety, Inc. to provide Fire Extinguisher Services, based on their low per unit bid submitted pursuant to Bid #1187 – District-wide Fire Extinguisher Services. 
Attachments:
2.A.4) Bid #1188– District-wide Flooring Installation Labor
This bid was advertised according to statute and bid documents were sent to four contractors.  Two bids were received in response to the School District’s request for bids for District-wide Flooring Installation Labor for the period of July 1, 2010 through June 30, 2011.  Contract Tile and Carpet, 537 Garfield Ave, Duluth, MN submitted the low hourly rate bid with an estimated value of $5,300.00 based on 100 estimated hours at a regular hourly rate of $53.00.
Description: 
Recommendation:  It is recommended the Duluth School Board approve the contract with Contract Tile and Carpet to provide hourly flooring installation labor, based on their low hourly rate bid submitted pursuant to Bid #1188 – District-wide Flooring Installation Labor.
Attachments:
2.A.5) Bid #1190 – District-wide Plumbing Labor
This bid was advertised according to statute and bid documents were sent to six contractors.  Five bids were received in response to the School District’s request for bids for District-wide Plumbing Labor services for the period of July 1, 2010 through June 30, 2011.  Carlson Duluth Company, 2901 Helm Street, Duluth, MN submitted the low hourly rate bid with an estimated value of $22,000.00 based on 400 estimated hours at a journeyman rate of $55.00.
Description: 
Recommendation:  It is recommended the Duluth School Board approve the contract with Carlson Duluth Company to provide hourly plumbing labor, based on their low hourly rate bid submitted pursuant to Bid #1190 – District-wide Plumbing Labor.
 
Attachments:
2.A.6) Bid #1191 – District-wide Roofing Labor
This bid was advertised according to statute and bid documents were sent to four contractors.  Four bids were received in response to the School District’s request for bids for District-wide Roofing Labor services for the period of July 1, 2010 through June 30, 2011.  A.W. Kuettel & Sons, Inc., 1225 Port Terminal Road, Duluth, MN submitted the low hourly rate bid with an estimated value of $27,900.00 based on 400 estimated hours at a journeyman rate of $69.75.
Description: 
Recommendation:  It is recommended the Duluth School Board approve the contract with A.W. Kuettel & Sons, Inc. to provide hourly roofing labor, based on their low hourly rate bid submitted pursuant to Bid #1191 – District-wide Roofing Labor.
Attachments:
2.A.7) Bid #1192 – Refuse Removal and Recycling Services
This bid was advertised according to statute and bid documents were sent to three contractors.  Two bids were received in response to the School District’s request for bids for District-wide Refuse Removal and Recycling Services for the period of July 1, 2010 through June 30, 2011.  Waste Management, 3101 West Superior Street, Duluth, MN submitted the low combined bid for an annual amount based on site specific criteria as identified in bid attachments in the amount of $73,156.00. 
Description: 
Recommendation:  It is recommended the Duluth School Board approve the contract with Waste Management to provide refuse removal and recycling services, based on their low bid submitted pursuant to Bid #1192 – District-wide Refuse Removal and Recycling Services.  It is further recommended the Duluth School Board approve the two (2) additional contract extension options through June 30, 2013, if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager.
Attachments:
2.A.8) PLACEHOLDER - for Bids related to the LRFP
2.B. R.F.P.s
2.C. Quotes
2.C.1) Quote #4033 – 2010 District-wide Lawn Care Services
This quote was advertised according to statute and quote documents were sent to twelve contractors.  Six quotes were received in response to the School District's request for quotes for the 2010 District-wide Lawn Care Services covering the period from May 31, 2010 through September 11, 2010 (14 weeks), with the option to extend one (1) additional year.  .  Attached please find the Quote Tab, Quote Sheets and comparison with other fiscal years for reference.The low quote requiring separate School Board action is based on site-specific quotes as follows:   
 
Vendor                                        Quote Amount
Quality Lawn Care                     $19,726.00
Description: 
Recommendation:  It is recommended the School Board approve the quote as submitted, by entering into an agreement to complete the work defined in Quote #4033 – 2010 District-wide Lawn Care Services, for a total estimated annual (based on an estimated 14 weeks) amount of $19,726.00, with the option to extend 2010 services beyond September 11, 2010, depending on the growing season.  It is further recommended the Board approve one renewal option through September 2011, if the amounts are determined acceptable by the Director of Business Services and the Property and Risk Manager.  Attached please find the Quote Tab, Quote Sheets and comparison with other fiscal years for reference.
Attachments:
3. Policies and Regulations
3.A. Policies
3.A.1) 9075 - Agenda for Regular Meetings - Second Reading
Attached is Policy 9075 - Agenda for Regular Meetings with revisions for a second reading.
Description: 
Recommendation:  It is recommended that the Duluth School Board approve the revisions to Policy 9075 for a second reading.
Attachments:
3.A.2) 9020 - Standing Committees-First Reading
Attached are proposed revisions to Policy 9020 - Standing Committees as recommended by adminstration to bring the policy into line with process.
Description: 
Recommendation:  It is recommended that the Duluth School Board approve the proposed revisions to Policy 9020 - Standing Committees for the first reading.
Attachments:
3.A.3) Policy 3136 - Travel In-District, In-State, and Out-of-State
Administration is recommending the suspension of Policy 3136 to allow airfare to be purchased outside of Policy requirements for employee travel to the We the People National Finals.  Arrangements are made through the program at a discount rate.
Description:  Recommendation:  It is recommended that the Duluth School Board approve the suspension of Policy 3136 Travel In-District, In-State, and Out-of-State.
Attachments:
3.B. Regulations
4. Contracts, Change Orders, and Leases
4.A. Contracts
4.A.1) Upper Lakes Foods
Attached is a contract renewal with Upper Lakes Foods for Food Storage and Delivery as specified in Bid 1152.  The contract is for the 2010-2011 School Year in the amount of $1,248,000.00.
Description: 
Recommendation:  It is recommended that the Duluth School Board approve the contract renewal with Upper Lakes Foods in the amount of $1,248,000.00.
Attachments:
4.A.2) City of Duluth - School Resource Officers
Attached is a contract with the City of Duluth to provide School Resource Officers for the 2010-2011 School Year in the amount of $211,000.00.
Description: 
Recommendation:  It is recommended that the Duluth School Board approve the contract with the City of Duluth for School Resource Officers in the amount of $211,000.00
Attachments:
4.B. Change Orders
4.B.1) Eastern High School LRFP – Earthwork and Site Demo
Change Order #6, Bid #1163, BP #2 (Contract #3100) – Viet and Company, Inc.
Change Order increase for soil corrections performed beneath foundations at the southern end of the retaining wall.
 
Add:  $22,729.00
Description: 
Recommendation:  It is recommended the School Board approve the change order as listed above pertaining to Bid #1163 at the Eastern (Ordean) High School, reflecting a total increase of $22,729.00, which remains within the budgeted amount at this site.
Attachments:
4.B.2) PLACEHOLDER - for Change Orders Related to the LRFP
4.C. Leases
5. Resolutions
5.A. PLACEHOLDER - Resolution for Sale of Property - 101 East 3rd Street (Facilities Management) - PULLED BY ADMINISTRATION
5.B. PLACEHOLDER - Resolutions authorizing the purchase of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties
5.C. PLACEHOLDER - Resolutions for Schematic Designs related to the LRFP
6. Informational
Description:  The items listed below are informational only and do not require board action.
6.A. Expenditure Contracts
Description:  Superintendent Dixon or the Director of Business Services has signed the following expenditure contracts during the month of April 2010.
Attachments:
6.B. Revenue Contracts - NONE
6.C. Other Contracts - NONE
6.D. Professional Auditing Services
As approved in RFP 261 on February 26, 2008, the District is entering into a contract renewal with Eikill & Schilling Ltd. for audit services for the year ended June 30, 2010.
6.E. Facilities Management & Capital Project Status Report
Description:  Kerry Leider will be in attendance to answer questions regarding the enclosed report.
Attachments:
6.F. Johnson Controls, Inc. Long-Range Facilities Plan Status Report
Description:  This report was not available at the time of printing.
Attachments:
6.G. Change Orders Relating to the Long Range Facilities Plan
Description:  Kerry Leider will be in attendance to answer questions regarding the enclosed report.
Attachments:
6.H. Contracts Signed in Relation to the Long Range Facilities Plan
Kerry Leider will be in attendance to answer questions regarding the attached report.
Attachments:
7. Future Items
7.A. Bid #1184 – Western Middle School Bid Package #2 (Bid opening May 12, 2010)
7.B. Adoption of FY 2011 Budget (June)
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