May 15, 2012 at 6:30 PM - Business Committee - Regular Board Meeting

1. Financial Report     

1.A. Financial Report

1.B. Approval of Payment of Claims (Attached separately as Extra)

1.C. Budget Revisions

1.D. Wire Transfers

1.E. Investment Transactions

1.F. WADM Projections

1.G. Fund Raisers

1.H. Investments in School Children  

1.I. Food Service Lunch Price Increase
Attached is a memo explaining the increased costs involved with school lunch.   

2. Bids, R.F.P.s and Quotes Reports

2.A. Bids

2.A.1) Bid 1220 - General Office Supplies Primary Vendor
Bids were advertised and sent to seven vendors.  Based on bid specifications Northern Business Products should be awarded the contract.

2.A.2) PLACEHOLDER - for Bids Related to the LRFP

2.B. R.F.P.s

2.B.1) RFP 291 - Student Pictures/ID Cards - District Wide
Requests for proposals were sent to three known vendors.  Based on pricing structures and commission rates Lifetouch complied with or exceeed the specifications.

2.B.2) RFP 290 - Annual Yearbook Denfeld  High School "Oracle"
Proposals were advertised and sent to four known vendors.  Based on award criteria and past experience with the existing vendor the recommendation is to award the contract to Jostens.

2.B.3) RFP 289- Annual Yearbook East High School "Birch Log"
Proposals were advertised and sent to four known vendors.  Based on award criteria and past experience with the existing vendor the recommendation is to award the contract to Jostens.

2.B.4) RFP #270 - Insurance Brokerage and Risk Management Services for Duluth Public Schools Renewal – RJF Agencies
As part of the RFP process in 2009, RJF Agencies, Inc. was selected to provide the insurance brokerage and risk management services for property, liability, auto, and workers’ compensation for Duluth Public Schools. These services as the Districts Agent/Broker of Record were for a three-year period ending August 1, 2012.  

2.B.5) PLACEHOLDER – For RFPs Related to the LRFP

2.C. Quotes

2.C.1) Quote #4109 – Annual Inspection and Testing of Fire Alarm Systems
Quotes were solicited from seven contractors for the District-wide Annual Inspection and Testing of Fire Alarm Systems.  Six quotes were received in response to this request covering the period from July 1, 2012 through June 30, 2013.  Northland Fire and Safety, 2215 East 5th Street, Superior, WI submitted the low quote with an estimated value of $8,140.00

2.C.2) PLACEHOLDER – For Quotes Related to the LRFP

3. Policies and Regulations

3.A. Policies

3.A.1) Policy 3187 - Use Policy for Internet Access
Attached are proposed revisions to Policy 3187 - Use Policy for Internet Access for the first reading.

3.A.2) Policy 3136/Regulation 3136 R - Suspension
Administration is requesting to suspend Policy 3136 - Travel In District, In State, and Out of State, to allow for the purchase of airfare outside the policy for students attending a Speech Tournament.  This allows the purchase under a group discount.    

3.B. Regulations

4. Contracts, Change Orders, and Leases

4.A. Contracts

4.A.1) PEIP Insurance Renewal
Attached is a renewal of the group application for the Minnesota Public Employees Insurance Program for the period 7/1/2012 through 6/30/2013. Please note that the corresponding rates are decreasing by 5%.

4.A.2) City of Duluth- School Resource Officers
Attached is a contract with the City of Duluth for School Resource Officers in the amount of $211,000 per year for the period June 1, 2012 to June 6, 2014.

4.B. Change Orders

4.B.1) Eastern High School (East High School)
a.  Eastern HS LRFP – Steel Erection
Change Order #14, Bid #1175 (Contract #0510) – Northern Industrial Erectors, Inc.
Change Order increase for additional labor resulting from misfabricated steel and existing site conditions    Add:  $21,590.00     

4.B.2) Eastern Middle School (Ordean East Middle School)
a.  Eastern MS LRFP – Structural Steel/Metal Fabrication - Supply
Change Order #10, Bid #1165, WS #5 – Duluth Steel Fabricators, Inc.
Change Order increase for added steel for the band room roof and added lintels and columns     Add:  $12,739.00
 
b.  Eastern MS LRFP – Structural Steel/Metal Fabrication - Supply
Change Order #11, Bid #1165, WS #5 – Duluth Steel Fabricators, Inc.
Change Order increase for additional steel for the opening at the abandoned stairs and a deduct for work that is not proceeding           Add:  $910.00
 
c.  Eastern MS LRFP – Drywall and Plaster
Change Order #11, Bid #1165, WS #16 – RTL Construction, Inc
Change Order increase due to duct chase revisions; to provide a lintel; rock, frame and tape furring walls and new walls and ceiling; and fur out the west wall in room 3215      Add:  $33,654.00

4.B.3) Laura MacArthur Elementary School
a.   Laura MacArthur School LRFP – Energy Recovery Ventilation Units
Change Order #2, Bid #1173 – The Trane Company    Change Order increase for ERVU storage charges     Add:  $500.00

4.B.4) West (Lincoln Park) Middle School
a.  West Middle School LRFP – Electrical, Communications and Security
Change Order #9, Bid #1184 – APi Electric
Change Order increase for the theatrical lighting in the auditorium and sound systems in the auditorium, gymnasium and pool     Add:  $383,264.00

4.B.5) PLACEHOLDER - for Change Orders Related to the LRFP

4.C. Leases

4.C.1) South St. Louis County Soil and Water Conservation District Agreement
The new lease agreement with South St. Louis County Soil and Water Conservation District covers the period from July 1, 2012 – June 30, 2017.  The annual rate increase for this period will be based on the previous ten-year CPI average for the Minneapolis Metropolitan Area of 2.2%.  The total revenue generated during this period will be $57,822.00.  This lease will replace our previous lease agreement, which will expire on June 30, 2012.

5. Resolutions

5.A. Resolution B-5-12-3015 - Resolution to Approve the Morgan Park School Closing

5.B. Resolution #B-5-12-3013 - Resolution to Approve the Central High School Land Use Map

5.C. Resolution #B-5-12-3014 –Resolution to Exchange Land with State of Minnesota for a Permanent Easement at Lincoln Park Middle School

5.D. Resolution B-5-12-3016 - Resolution Authorizing The Execution And Delivery Of An Amendment To Installment Purchase Contract And A Supplement To Declaration Of Trust And Approving The Issuance, Sale And Delivery Of $12,801,327 Full Term Capital Appreciation Certificates Of Participation, Series 2012A

5.E. Resolution B-5-12-3017 - Resolution Authorizing The Execution And Delivery Of An Amendment To Lease Purchase Agreement And Supplement To Declaration Of Trust And Approving The Issuance, Sale And Delivery Of $6,340,000 Certificates Of Participation, Series 2012B

5.F. Resolution B-5-12-3018 - Authorized Student Activity Bank Account Signer

5.G. PLACEHOLDER - Resolutions authorizing the purchase of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties

5.H. PLACEHOLDER - Resolutions authorizing the sale of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties

5.I. PLACEHOLDER - Resolutions for Schematic Designs and Working Drawings related to the LRFP

6. Informational

6.A. Expenditure Contracts
The Superintendent or the Director of Business Services has signed the following expenditure contracts during the month of April 2012

6.B. Revenue Contracts - None

6.C. Other Contracts - None

6.D. Facilities Management & Capital Project Status Report

6.E. Johnson Controls, Inc. Long-Range Facilities Plan Status Report

6.F. Change Orders Relating to the Long Range Facilities Plan

6.G. Contracts Signed in Relation to the Long Range Facilities Plan

7. Future Items

7.A. Development of FY13 Budget

7.B. Ten Year Capital Facilities Plan Update

7.C. Construction Bids for Myers Wilkins and Congdon Elementary