June 21, 2011 at 6:30 PM - Business Committee - Regular Board Meeting
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1. Financial Report
Description:
Recommendation: It is recommended that the Duluth School Board approve the Financial Report as presented.
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1.A. Financial Report
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1.B. Approval of Payment of Claims
Description:
This item is attached as an extra on Board Book.
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1.C. Budget Revisions
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1.D. Wire Transfers
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1.E. Investment Transactions
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1.F. WADM Projections
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1.G. Fund Raisers
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1.H. Investments in School Children
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1.H.1) Edwin Eddy Foundation
Keith Anderson shared information at the Committee meeting regarding Edwin Eddy and the foundation that bears his name (informational only). |
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2. Bids, R.F.P.s and Quotes Reports
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2.A. Bids
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2.A.1) Bid 1209 - Pizza
Bid requests for the production and delivery of pizzas for the Child Nutrition Program were advertised and mailed to eleven (11) area vendors. A single response was received from Border Foods (Pizza Hut).
Description:
Recommendation: It is recommended the Duluth School Board approve the lowest bid meeting specifications as submitted by Border Foods (Pizza Hut) in the estimated amount of $114,400.00 be accepted. The contract period will be September 8, 2011 through June 30, 2014 with annual renewals by mutual agreement.
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2.A.2) Bid 1210 - Dairy
Bids for Dairy Product Requirements - District Wide for the period: July 1, 2011 through June 30, 2014 were advertised in the Duluth News Tribune and sent to seven (7) regional providers of dairy products. The two (2) vendors responding were Franklin Foods and Dean's Foods (Land O' Lakes), with Franklin Foods submitting the low bid.
Description:
Recommendation: It is recommended that the Duluth School Board approve the low bid as submitted by Franklin Foods in the total (estimated) amount of $260,195.00 be accepted. Yearly renewals each July 1st are by mutual agreement and are subject to all conditions of the specifications.
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2.A.3) Bid #1208 – Eastern High School Bid Package #6
Contract #3441 – Traffic Signals – Parsons Electric Company, LLC - $144,696.00
Description:
Recommendation: It is recommended the School Board approve entering into a contract with the firm listed above based on their low responsive bid as shown on the Bid Tab and Letter of Recommendation, as provided in response to Bid#1208 – Traffic Signals @ East High School – Ordean site. The total cost of the contract as listed above is $144,696.00, which remains within the budgeted amount at this site.
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2.A.4) Bid #1200 – Eastern High School Bid Package #5
Contract #0333 – Concrete Plaza/Retaining Walls/Curb & Gutter/Traffic Signage – Kelleher Construction - $525,440.00
Description:
Recommendation: It is recommended the School Board approve entering into a contract with the firm listed above based on their low responsive bid as shown on the Bid Tab and Letter of Recommendation, as provided in response to Bid#1200 – Concrete Plaza/Retaining Walls/Curb & Gutter/Traffic Signage @ East High School – Ordean site. The total cost of the contract as listed above is $525,440.00, which remains within the budgeted amount at this site.
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2.A.5) PLACEHOLDER - for Bids related to the LRFP
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2.B. R.F.P.s
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2.B.1) RFP #277 - Security System and Fire Detection Monitoring Services
Security System and Fire Detection Monitoring Services – Per Mar Security - $11,850.00 plus $800.00 monthly monitoring fee
Description:
Recommendation: It is recommended the School Board approve entering into a contract with the firm listed above based on their low responsive proposal as shown on the RFP Tab and Letter of Recommendation, as provided in response to RFP #277. It is further recommended the Duluth School Board approve the two (2) additional contract extension options related to monitoring services through June 30, 2014, if the amount is determined acceptable by the Director of Business Services and the Property and Risk Manager. The total cost of the contract as listed above is $11,850.00 plus an estimated monthly monitoring fee of $800.00, which remains within the overall LRFP budget district-wide.
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2.C. Quotes
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2.C.1) PLACEHOLDER for Quotes Related to the LRFP
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3. Policies and Regulations
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3.A. Policies
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3.A.1) 3075 - Bids/Quotes / Requests for Proposals - Suspension
Adminstration is requesting to suspend Policy 3075 - Bids/Quotes / Requests for Proposals in order to enter into a contract with Duane Byrd d/b/a Youth of Duluth RW to provide summer youth programs.
Description:
Recommendation: It is recommended that the Duluth School Board approve the suspension of Policy 3075 - Bids/Quotes / Requests for Proposals.
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3.B. Regulations
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4. Contracts, Change Orders, and Leases
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4.A. Contracts
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4.A.1) Duane Byrd - Youth of Duluth RW
Attached is a contract with Duane Byrd - Youth of Duluth to provide summer programing for students during the summer months.
Description:
Recommendation: It is recommended that the Duluth School Board approve the contract with Duane Byrd - Youth of Duluth RW in the amount of $31,340.00.
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4.B. Change Orders
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4.B.1) Denfeld High School
a. Denfeld HS LRFP – C.I.P Concrete/Foundations Change Order #7, Bid #1159, (Contract #0330) – Northland Concrete and Masonry, LLC Change Order increase to back charge American Structural Metals for bush hammering and patching steps. Add: $981.00
Description:
Recommendation: It is recommended the School Board approve the change order as listed above at Denfeld High School reflecting a total increase of $981.00, which remains within the overall budget district-wide.
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4.B.2) PLACEHOLDER - for Change Orders Related to the LRFP
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4.C. Leases
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4.C.1) Commercial Lease Extension/Amendment for District-wide Temporary Furniture Storage
Attached is a Commercial Lease Agreement between ISD #709 and DP&D Properties, LLC to lease storage space at 6100 Waseca Street, Duluth, MN for district-wide temporary furniture storage during construction as part of the long-range facilities plan. This lease originally covered the period from July 1, 2010 through June 30, 2011 at a total cost of $37,500.00. To accommodate District-wide school transition storage needs extension of this lease is required.
Description:
Recommendation: It is recommended the School Board authorize the Director of Business Services to enter into extensions of this lease agreement with DP&D Properties, LLC for district-wide temporary furniture storage until such space is no longer required for transitional storage needs.
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4.C.2) Northwood Children's Services - Chester Creek Academy
Attached is a lease agreement with Northwood Children's Services to lease Chester Creek Academy. Northwood Children's Services has agreed to a zero percent increase to the lease for the period of July 1, 2011 through July 1, 2014.
Description:
Recommendation: It is recommended that the Duluth School Board approve the lease with Chester Creek Academy in the amount of $63,120.00 per year for three years.
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5. Resolutions
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5.A. Resolution B-6-11-2896 - Closing of the Secondary Technical Center
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-11-2896 - Closing of the Secondary Technical Center.
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5.B. Resolution B-6-11-2897 - Adoption of the FY12 Budget
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-11-2897-Adoption of the FY12 Budget.
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5.C. Resolution B-6-11-2900 - Construction Agreement with City of Duluth
Description:
Recommendation: It is recommended that the School Board approve Resolution B-6-11-2900 – Construction Agreement with City of Duluth pertaining to modifications related to access and traffic control, including traffic signals and turn lanes on East Superior Street.
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5.D. Resolution B-6-11-2899 – Purchase of Property Near Congdon Park School
Description:
Recommendation: It is recommended that the School Board approve Resolution B-6-11-2899 – authorizing the purchase of real property located at 3132 Greysolon Place.
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5.E. Resolution B-6-11-2898 - LOCAL RESOLUTION TO AMEND JOBZ ZONE - Sub-Zone of Approval to Amend the Job Opportunity Building Zones in St. Louis County, City of Duluth, Public School District 709, Minnesota - PLACEHOLDER
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-11-2898 - LOCAL RESOLUTION TO AMEND JOBZ ZONE - Sub-Zone of Approval to Amend the Job Opportunity Building Zones in St. Louis County, City of Duluth, Public School District 709, Minnesota.
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5.F. B-6-11-2901 - Resolution for the Classification of Fund Balances (GASB 54)
Description:
Recommendation: It is recommended that the Duluth School Board approve B-6-11-2901 - Resolution for the Classification of Fund Balances (GASB 54).
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5.G. PLACEHOLDER - Resolutions authorizing the purchase of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties
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5.H. PLACEHOLDER - Resolutions authorizing the sale of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties
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5.I. PLACEHOLDER - Resolutions for Schematic Designs and/or Working Drawings related to the LRFP
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6. Informational
Description:
The items listed below are informational only and do not require board action.
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6.A. Expenditure Contracts
Description:
Superintendent Dixon or the Director of Business Services has signed the following expenditure contracts during the month of May 2011.
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6.B. Revenue Contracts
Description:
Superintendent Dixon or the Director of Business Services has signed the following revenue contracts during the month of May 2011.
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6.C. Other Contracts - None
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6.D. Facilities Management & Capital Project Status Report
Description:
Kerry Leider will be in attendance to answer questions regarding the enclosed report.
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6.E. Johnson Controls, Inc. Long-Range Facilities Plan Status Report
Description:
Kerry Leider will be in attendance to answer questions regarding the attached report.
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6.F. Change Orders Relating to the Long Range Facilities Plan
Description:
Kerry Leider will be in attendance to answer questions regarding the enclosed report.
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6.G. Contracts Signed in Relation to the Long Range Facilities Plan
Description:
Kerry Leider will be in attendance to answer questions regarding the attached report.
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6.H. 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, 2011 |
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6.I. Presentation by Bill Morris of Decision Resources - Survey Presentation
Dr. Bill Morris of Decision Resources, Ltd. presented information gathered from a recent survey of parents and community members. Staff provided possible direction for operating levy questions and a draft communication and marketing overview. |
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6.J. Sustainability Update
This item will be presented in September. |
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6.K. Health Plan Update
Shawn Byrne and Shelly St. Germaine gave a brief presentation to inform board members about the status of the District's health plan. |
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7. Future Items
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7.A. Bread Bid - Child Nutrition
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7.B. Health & Safety Revenue Application/Plan
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7.C. Review Legal Support at Board Meetings
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