Projector: October 16, 2012 at 6:30 PM - Business Committee - Regular School Board Meeting

Meeting Agenda

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. Investment Transactions

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

2.A. Bids

2.A.1) PLACEHOLDER - for Bids Related to the LRFP

2.B. R.F.P.s

2.B.1) RFP 292 - Administrative Services Only (ASO) - Dental Services
Requests for proposals for Administrative Services Only (ASO) were advertised and mailed to 22 vendors. Responses were received from four (4) carriers as follows: Delta Dental (incumbent), Ameritas, Simple and Public Employees Insurance Program.

2.B.2) PLACEHOLDER - for RFPs Related to the LRFP

2.C. Quotes

2.C.1) PLACEHOLDER - for Quotes related to the LRFP

3. Policies and Regulations

3.A. Policies

3.A.1) Suspension of Policy 3136/Regulation 3136R - Travel In-District, In State, and Out of State
Adminstration is requesting the suspension of Policy 3136 to pay for Airfare purchased by an employee outside the Policy/Regulation.

3.B. Regulations

4. Contracts, Change Orders, and Leases

4.A. Contracts

4.A.1) Marlys Johnson Head Start Mental Health Consultant
Attached is a contract with Marlys Johnson for Mental Health Consultant Services for the Head Start Program. The contract is for the 2012-13 School Year in the amount of $36,000.00.

4.B. Change Orders

4.B.1) Eastern Middle School (Ordean East Middle School)
a. Eastern MS LRFP – Masonry
Change Order #29, Bid #1165, WS #4 – Harbor City Masonry, Inc
Change Order increase to place the hollow metal frame in the existing wall and lay a new 6” CMU wall to enclose the ship’s ladder for the mechanical room access     Add: $4,103.00

b. Eastern MS LRFP – Masonry
Change Order #30, Bid #1165, WS #4 – Harbor City Masonry, Inc
Change Order increase to infill the existing door opening with CMU in room 3137, build a chase around the plumbing and rain leader at corridor 1103 and fill cracks with mortar in the existing CMU wall    Add: $3,018.00

c. Eastern MS LRFP – Masonry
Change Order #31, Bid #1165, WS #4 – Harbor City Masonry, Inc
Change Order increase to delete the 4” CMU over the existing window openings, furnish and install 4” CMU columns from floor to ceiling in the fitness room to run conduits for power, infill the corner at the old masonry intersection at room 3137 and provide masonry infill at rooms 2140, 1130, 1144 and 2406     Add: $4,149.00

d. Eastern MS LRFP – Masonry
Change Order #32, Bid #1165, WS #4 – Harbor City Masonry, Inc
Change Order increase to dry pack mortar around steel angles and infill the door base and bearing plates, set and grout the door frame and lay block over the frame on the ship’s ladder room door 1130A, and demo and infill faces of block at the old entries to the locker room      Add: $2,597.00

e. Eastern MS LRFP – Masonry
Change Order #33, Bid #1165, WS #4 – Harbor City Masonry, Inc
Change Order increase to infill the door at stair G2      Add: $370.00

f.   Eastern MS LRFP – Masonry
Change Order #34, Bid #1165, WS #4 – Harbor City Masonry, Inc
Change Order increase to grout and install hollow metal door frames due to an error on the drawings    Add: $9,145.00

g. Eastern MS LRFP – Masonry
Change Order #35, Bid #1165, WS #4 – Harbor City Masonry, Inc
Change Order increase to replace the existing brick in the existing retaining wall    Add: $3,425.00

h. Eastern MS LRFP – Wardrobe Lockers
Change Order #5, Bid #1165, WS #24 – JF Equipment, LLC
Change Order increase to install 132 lb. plates      Add $370.00

4.B.2) Lincoln Park Middle School
a. Lincoln Park MS LRFP – Electrical, Communications and Security
Change Order #12, Bid #1184, BP #2 (WS #37) – APi Electric
Change Order increase for door hardware modifications, to change the light fixture in the auditorium acoustic clouds, provide lighting controls in the media center, provide power and boiler kill switches, and for additional monitoring of the fire pump controller Add: $88,829.00

4.B.3) Myers-Wilkins Elementary School
a. Myers-Wilkins ES LRFP – Steel Supply
Change Order #2 Bid #1215, BP #1 (Contract #0512) – D & M Iron Works, Inc
Change Order increase to add steel plate to support the existing stair wall and for additional angles and expansion anchors to support the brick     Add: $1,784.00

b. Myers-Wilkins ES LRFP – Earthwork/Asphalt Paving
Change Order #2 Bid #1215, BP #1 (Contract #3100/3210) – Veit and Company, Inc
Change Order increase to remove contaminated soil     Add: $200,349.00

c. Myers-Wilkins ES LRFP – Earthwork/Asphalt Paving
Change Order #3 Bid #1215, BP #1 (Contract #3100/3210) – Veit and Company, Inc
Change Order increase to provide a rock ramp to the basement to haul out mud     Add: $1,965.00

4.B.4) Laura MacArthur Elementary School
a. Laura MacArthur ES LRFP – Laura MacArthur School Demolition
Change Order #2, Bid #1217-1, (Contract #0240) – Hibbing Excavating, Inc
Change Order increase for removal of buried foundations and footings Add: $161,868.00

b. Laura MacArthur ES LRFP – Laura MacArthur School Demolition
Change Order #3, Bid #1217-1, (Contract #0240) – Hibbing Excavating, Inc
Change Order increase for additional steam pipe abatement, demo at the kitchen and cafeteria to uncover ACM pipe quantities and repair a manhole damaged by flooding Add: $7,397.00

4.B.5) Eastern (East) High School
a. East HS LRFP – Fences and Gates
Change Order #4, Bid #1175, BP #4, (Contract #3231) – Century Fence Company
Change Order increase to provide a concrete maintenance strip below the fencing along the bus road Add: $5,500.00

4.B.6) PLACEHOLDER – Change Orders related to the Long-range Facilities Plan requiring board action

4.C. Leases

5. Resolutions

5.A. Resolution B-10-12-3056- Authorized Account Signers

5.B. PLACEHOLDER - Resolution Authorizing the purchase of properties relating to the Long-Range Facilities Plan and relocations expenses that apply to these properties

5.C. PLACEHOLDER - Resolution Authorizing the sale of properties relating to the Long-Range Facilities Plan and relocations expenses that apply to these properties

5.D. PLACEHOLDER - Resolution for Schematic Designs and Working Drawings related to the LRFP.

6. Informational

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

6.B. Revenue Contracts
The Superintendent or Director of Business Services has signed the following revenue contracts during the month of September 2012.

6.C. Other Contracts - None

6.D. Facilities Management & Capital Project Status Report
Kerry Leider will be in attendance to answer questions regarding the enclosed report.

6.E. Johnson Controls, Inc. - Long Range Facilities Plan Status Report
Kerry Leider will be in attendance to answer questions regarding the enclosed report.

6.F. Change Orders Relating to the Long-Range Facilities Plan
Kerry Leider will be in attendance to answer questions regarding the enclosed report.

6.G. Contracts Signed in Relation to the Long Range Facilities Plan
Kerry Leider will be in attendance to answer questions regarding the enclosed report.

6.H. Quarterly Report of Grants and Donations

7. Future Items

7.A. FY 12 Financial Audit

Agenda Item

Agenda Item Details Reload Your Meeting
Meeting:	October 16, 2012 at 6:30 PM - Business Committee - Regular School Board Meeting
Subject:	1. Financial Report
Description: Recommendation: It is recommended that the Duluth School Board approve the Financial Report as presented.
Subject:	1.A. Financial Report
Attachments: Aug12 Financial Statements Aug12 Financial Statements 10/4/2012 at 10:52 AM
Subject:	1.B. Approval of Payment of Claims (Attached separately as Extra)
Subject:	1.C. Budget Revisions
Attachments: August 2012 Budget Changes Report August 2012 Budget Changes Report 10/3/2012 at 9:37 AM
Subject:	1.D. Wire Transfers
Attachments: August 2012 Wire Transfer Report August 2012 Wire Transfer Report 9/27/2012 at 2:10 PM
Subject:	1.E. Investment Transactions
Attachments: Investment_Activity_0812 Investment_Activity_0812 10/1/2012 at 10:42 AM
Subject:	1.F. WADM Projections
Attachments: WADM_Report_October WADM_Report_October 10/3/2012 at 9:12 AM
Subject:	1.G. Fund Raisers
Attachments: Fund Raisers Fund Raisers 10/1/2012 at 10:49 AM
Subject:	1.H. Investment Transactions
Attachments: Donations 2012-13 Donations 2012-13 10/4/2012 at 10:50 AM
Subject:	2. Bids, R.F.P.s and Quotes Reports
Subject:	2.A. Bids
Subject:	2.A.1) PLACEHOLDER - for Bids Related to the LRFP
Subject:	2.B. R.F.P.s
Subject:	2.B.1) RFP 292 - Administrative Services Only (ASO) - Dental Services Requests for proposals for Administrative Services Only (ASO) were advertised and mailed to 22 vendors. Responses were received from four (4) carriers as follows: Delta Dental (incumbent), Ameritas, Simple and Public Employees Insurance Program.
Description: Recommendation: It is recommended that the proposal for Delta Dental be accepted with an ASO fee that remains the same at $2.55 per eligible employee per month with a three (3) year rate guarantee. The contract will be effective January 1, 2013 through December 31, 2015.
Attachments: RFP Memo Dental RFP Memo Dental 10/10/2012 at 10:24 AM
Subject:	2.B.2) PLACEHOLDER - for RFPs Related to the LRFP
Subject:	2.C. Quotes
Subject:	2.C.1) PLACEHOLDER - for Quotes related to the LRFP
Subject:	3. Policies and Regulations
Subject:	3.A. Policies
Subject:	3.A.1) Suspension of Policy 3136/Regulation 3136R - Travel In-District, In State, and Out of State Adminstration is requesting the suspension of Policy 3136 to pay for Airfare purchased by an employee outside the Policy/Regulation.
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: 3136 Policy and Regulation wo Mileage chart 3136 Policy and Regulation wo Mileage chart 10/2/2012 at 8:30 AM
Subject:	3.B. Regulations
Subject:	4. Contracts, Change Orders, and Leases
Subject:	4.A. Contracts
Subject:	4.A.1) Marlys Johnson Head Start Mental Health Consultant Attached is a contract with Marlys Johnson for Mental Health Consultant Services for the Head Start Program. The contract is for the 2012-13 School Year in the amount of $36,000.00.
Description: Recommendation: It is recommended that the Duluth School Board approve the contract with Marlys Johnson for Mental Health Consultant Services for the Head Start Program in the amount of $36,000.00.
Attachments: Marlys Johnson Marlys Johnson 10/3/2012 at 9:46 AM
Subject:	4.B. Change Orders
Subject:	4.B.1) Eastern Middle School (Ordean East Middle School) a. Eastern MS LRFP – Masonry Change Order #29, Bid #1165, WS #4 – Harbor City Masonry, Inc Change Order increase to place the hollow metal frame in the existing wall and lay a new 6” CMU wall to enclose the ship’s ladder for the mechanical room access Add: $4,103.00 b. Eastern MS LRFP – Masonry Change Order #30, Bid #1165, WS #4 – Harbor City Masonry, Inc Change Order increase to infill the existing door opening with CMU in room 3137, build a chase around the plumbing and rain leader at corridor 1103 and fill cracks with mortar in the existing CMU wall Add: $3,018.00 c. Eastern MS LRFP – Masonry Change Order #31, Bid #1165, WS #4 – Harbor City Masonry, Inc Change Order increase to delete the 4” CMU over the existing window openings, furnish and install 4” CMU columns from floor to ceiling in the fitness room to run conduits for power, infill the corner at the old masonry intersection at room 3137 and provide masonry infill at rooms 2140, 1130, 1144 and 2406 Add: $4,149.00 d. Eastern MS LRFP – Masonry Change Order #32, Bid #1165, WS #4 – Harbor City Masonry, Inc Change Order increase to dry pack mortar around steel angles and infill the door base and bearing plates, set and grout the door frame and lay block over the frame on the ship’s ladder room door 1130A, and demo and infill faces of block at the old entries to the locker room Add: $2,597.00 e. Eastern MS LRFP – Masonry Change Order #33, Bid #1165, WS #4 – Harbor City Masonry, Inc Change Order increase to infill the door at stair G2 Add: $370.00 f. Eastern MS LRFP – Masonry Change Order #34, Bid #1165, WS #4 – Harbor City Masonry, Inc Change Order increase to grout and install hollow metal door frames due to an error on the drawings Add: $9,145.00 g. Eastern MS LRFP – Masonry Change Order #35, Bid #1165, WS #4 – Harbor City Masonry, Inc Change Order increase to replace the existing brick in the existing retaining wall Add: $3,425.00 h. Eastern MS LRFP – Wardrobe Lockers Change Order #5, Bid #1165, WS #24 – JF Equipment, LLC Change Order increase to install 132 lb. plates Add $370.00
Description: Recommendation: It is recommended the School Board approve the change orders as listed above at Eastern Middle School (Ordean East Middle School) reflecting a total increase of $27,177.00
Attachments: Change Orders Ordean East Change Orders Ordean East 10/3/2012 at 9:43 AM
Subject:	4.B.2) Lincoln Park Middle School a. Lincoln Park MS LRFP – Electrical, Communications and Security Change Order #12, Bid #1184, BP #2 (WS #37) – APi Electric Change Order increase for door hardware modifications, to change the light fixture in the auditorium acoustic clouds, provide lighting controls in the media center, provide power and boiler kill switches, and for additional monitoring of the fire pump controller Add: $88,829.00
Description: Recommendation: It is recommended the School Board approve the change ordes as listed above at Lincoln Park Middle School reflecting a total increase of $88,829.00.
Attachments: 1184-37_-_CO__12_SB_Memo_-_APi_Electric_LPMS 1184-37_-_CO__12_SB_Memo_-_APi_Electric_LPMS 10/2/2012 at 8:31 AM 1184-37_-_CO__12_-_APi_Electric_LPMS 1184-37_-_CO__12_-_APi_Electric_LPMS 10/2/2012 at 8:31 AM
Subject:	4.B.3) Myers-Wilkins Elementary School a. Myers-Wilkins ES LRFP – Steel Supply Change Order #2 Bid #1215, BP #1 (Contract #0512) – D & M Iron Works, Inc Change Order increase to add steel plate to support the existing stair wall and for additional angles and expansion anchors to support the brick Add: $1,784.00 b. Myers-Wilkins ES LRFP – Earthwork/Asphalt Paving Change Order #2 Bid #1215, BP #1 (Contract #3100/3210) – Veit and Company, Inc Change Order increase to remove contaminated soil Add: $200,349.00 c. Myers-Wilkins ES LRFP – Earthwork/Asphalt Paving Change Order #3 Bid #1215, BP #1 (Contract #3100/3210) – Veit and Company, Inc Change Order increase to provide a rock ramp to the basement to haul out mud Add: $1,965.00
Description: Recommendation: It is recommended the School Board approve the change orders as listed above at Myers-Wilkins Elementary School reflecting a total increase of $204,098.00.
Attachments: Change Orders Myers Wilkins Change Orders Myers Wilkins 10/3/2012 at 9:44 AM
Subject:	4.B.4) Laura MacArthur Elementary School a. Laura MacArthur ES LRFP – Laura MacArthur School Demolition Change Order #2, Bid #1217-1, (Contract #0240) – Hibbing Excavating, Inc Change Order increase for removal of buried foundations and footings Add: $161,868.00 b. Laura MacArthur ES LRFP – Laura MacArthur School Demolition Change Order #3, Bid #1217-1, (Contract #0240) – Hibbing Excavating, Inc Change Order increase for additional steam pipe abatement, demo at the kitchen and cafeteria to uncover ACM pipe quantities and repair a manhole damaged by flooding Add: $7,397.00
Description: Recommendation: It is recommended the School Board approve the change order as listed above at Laura MacArthur Elementary School reflecting a total increase of $169,265.00.
Attachments: 1217-1-0240_-_CO__2_SB_Memo-Hibbing_Excavating,_Inc_Laura_MacArthur_ES 1217-1-0240_-_CO__2_SB_Memo-Hibbing_Excavating,_Inc_Laura_MacArthur_ES 10/2/2012 at 8:32 AM 1217-1_-_0240_-_CO__2_-_Hibbing_Excavating-MacArthur 1217-1_-_0240_-_CO__2_-_Hibbing_Excavating-MacArthur 10/2/2012 at 8:32 AM 1217-1-0240_-_CO__3_SB_Memo-Hibbing_Excavating,_Inc_Laura_MacArthur_ES 1217-1-0240_-_CO__3_SB_Memo-Hibbing_Excavating,_Inc_Laura_MacArthur_ES 10/3/2012 at 2:20 PM 1217-1-0240_-_co__3_-_Hibbing_Excavating_Macarthur 1217-1-0240_-_co__3_-_Hibbing_Excavating_Macarthur 10/3/2012 at 2:20 PM
Subject:	4.B.5) Eastern (East) High School a. East HS LRFP – Fences and Gates Change Order #4, Bid #1175, BP #4, (Contract #3231) – Century Fence Company Change Order increase to provide a concrete maintenance strip below the fencing along the bus road Add: $5,500.00
Description: Recommendation: It is recommended the School Board approve the change order as listed above at Eastern (East) High School reflecting a total increase of $5,500.00.
Attachments: 1175-3231_-_CO__4_SB_Memo-Century_Fence_East_HS 1175-3231_-_CO__4_SB_Memo-Century_Fence_East_HS 10/3/2012 at 2:22 PM 1175-3231_-_CO__4_-_Century_Fence_-_East_HS 1175-3231_-_CO__4_-_Century_Fence_-_East_HS 10/3/2012 at 2:22 PM
Subject:	4.B.6) PLACEHOLDER – Change Orders related to the Long-range Facilities Plan requiring board action
Subject:	4.C. Leases
Subject:	5. Resolutions
Subject:	5.A. Resolution B-10-12-3056- Authorized Account Signers
Description: Recommendation: It is recommended that the Duluth School Board approve Resolution B-10-12-3056- Authorized Account Signers.
Attachments: Acct_Signer_Resolution_Oct_2012[1] Acct_Signer_Resolution_Oct_2012[1] 10/2/2012 at 8:36 AM
Subject:	5.B. PLACEHOLDER - Resolution Authorizing the purchase of properties relating to the Long-Range Facilities Plan and relocations expenses that apply to these properties
Subject:	5.C. PLACEHOLDER - Resolution Authorizing the sale of properties relating to the Long-Range Facilities Plan and relocations expenses that apply to these properties
Subject:	5.D. PLACEHOLDER - Resolution for Schematic Designs and Working Drawings related to the LRFP.
Subject:	6. Informational
Subject:	6.A. Expenditure Contracts The Superintendent or Director of Business Services has signed the following expenditure contracts during the month of September 2012.
Attachments: Expenditure Contracts Expenditure Contracts 10/2/2012 at 8:49 AM Expenditure Contracts Expenditure Contracts 10/4/2012 at 11:00 AM
Subject:	6.B. Revenue Contracts The Superintendent or Director of Business Services has signed the following revenue contracts during the month of September 2012.
Attachments: Revenue Contracts Revenue Contracts 10/3/2012 at 9:52 AM Revenue Contracts Revenue Contracts 10/3/2012 at 9:51 AM
Subject:	6.C. Other Contracts - None
Subject:	6.D. Facilities Management & Capital Project Status Report Kerry Leider will be in attendance to answer questions regarding the enclosed report.
Attachments: September_FACILITIES_MANAGEMENT_&_CAPITAL_PROJECT_STATUS_REPORT September_FACILITIES_MANAGEMENT_&_CAPITAL_PROJECT_STATUS_REPORT 10/3/2012 at 2:23 PM August 2012 Fund 6 August 2012 Fund 6 10/3/2012 at 9:46 AM
Subject:	6.E. Johnson Controls, Inc. - Long Range Facilities Plan Status Report Kerry Leider will be in attendance to answer questions regarding the enclosed report.
Attachments: JCI_LRFP_Status_Report_100312 JCI_LRFP_Status_Report_100312 10/3/2012 at 2:23 PM JCI_LRFP_Contractor_and_Supplier_Report_100312 JCI_LRFP_Contractor_and_Supplier_Report_100312 10/3/2012 at 2:25 PM
Subject:	6.F. Change Orders Relating to the Long-Range Facilities Plan Kerry Leider will be in attendance to answer questions regarding the enclosed report.
Attachments: SB_Agenda_Attachment_re_Change_Orders_10-1-12 SB_Agenda_Attachment_re_Change_Orders_10-1-12 10/3/2012 at 2:26 PM
Subject:	6.G. Contracts Signed in Relation to the Long Range Facilities Plan Kerry Leider will be in attendance to answer questions regarding the enclosed report.
Attachments: SB_Agenda_Attachment_re_September_Contracts SB_Agenda_Attachment_re_September_Contracts 10/3/2012 at 2:25 PM
Subject:	6.H. Quarterly Report of Grants and Donations
Attachments: Grants and Donations Grants and Donations 10/3/2012 at 12:01 PM
Subject:	7. Future Items
Subject:	7.A. FY 12 Financial Audit

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