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Meeting Agenda
1. Financial Report
1.A. Financial Report
1.B. Approval of Payment of Claims
This item is attached as an "extra".
1.C. Budget Revisions
1.D. Wire Transfers
1.E. Investment Transactions
1.F. APU/(WADM) Projections
1.G. Fundraisers - None
2. Bids, R.F.P.s and Quotes Reports
2.A. Bids
2.A.1) Bid 1250 - Dairy Products for Child Nutrition
Bids for dairy products for Child Nutrition were advertised and sent to regional providers.  There was one response from Kemps LLC. in the amount of $221,275.45.
2.A.2) Bid 1249 - Pizza for Child Nutrition
Bids for the production and delivery of pizza were advertised and sent to area vendors.  There were two responses with the low bid coming from Dominos Pizza in the amount of $86,400.00.
2.A.3) Bid 1251 - General Office Supplies - Primary Vendor
Bids for general office supplies were advertised and sent to vendors.  The bid meeting specifications submitted by Northern Business Products is recommended.  It is anticipated that the annual purchases will be over $85,000.00
2.A.4) PLACEHOLDER - Bid 1248-1 - Historic Old Central High School Parking Lot Improvements
Bid due May 10, 2016 at 2:00 PM
2.A.5) PLACEHOLDER - HOCHS School Gymnasium Ceiling Replacement
(Bid due May 10, 2016 at 2:30)
2.B. R.F.P.s
2.B.1) RFP-302 - Student Pictures/ID Cards - District Wide
Request for proposals for Student Pictures and Photo ID Cards were advertised and sent to known vendors with the proposal meeting specifications by Lifetouch National School Studios.
2.C. Quotes
3. Policies and Regulations
3.A. Policy 1098 Renumbering to 421 - Gifts to Employees and School Board Members
his policy was updated to the MSBA Model Policy in April of 2015 but was not renumbered at that time.  Administration is recommending that the policy be renumbered from 1098 to 421 at this time.

As allowed in Policy 208:  If a policy is modified with minor changes that do not affect the substance of the policy or because of a legal change over which the school board has no control, the modified policy may be approved at one meeting at the discretion of the school board.
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 7/1/16 through 6/30/17.  Please note that the corresponding rates are increasing by 6.9%
4.A.2) CDW-G - Cisco Unified Communications Upgrades
Attached is an agreement with CDW-G for Cisco United Communications Upgrades in the amount of $42,547.00.
4.B. Change Orders
4.C. Leases
4.C.1) Lease of Vehicles for Drivers Education - Freeway Auto Center, LLC
Attached is a lease for three vehicles for use in the Drivers Education program.  The lease agreement is in the amount of $26,646.00.
5. Resolutions
5.A. B-5-16-3369 - Acceptance of Donations to Duluth Public Schools.
5.B. B-5-16-3370 - Authorized Bank Account Signer
5.C. B-5-16-3365 - Designation of the Superintendent as the Identified Official with Authority (IOwA) for Minnesota Department of Education (MDE) SERVS Financial
5.D. PLACEHOLDER - B-5-16-3371 - Resolution Regarding Joint Powers Agreement with Lake Superior College
5.E. PLACEHOLDER - Sale of Property
6. Informational - These items are provided for informational purposes only and no action is required.
6.A. Expenditure Contracts
Superintendent Gronseth or the CFO/Executive Director of Business and Finance has signed the following contracts during the month of April 2016.
6.B. Revenue Contracts
Superintendent Gronseth or the CFO/Executive Director of Business and Finance has signed the following contracts during the month of April 2016.
6.C. Other Contracts-None
6.D. Change Orders Signed-None
6.E. Facilities Management & Capital Project Status Report
7. Future Items
7.A. Review Bond Refunding Possibilities
7.B. FY17 Budget Approval (June)
7.C. Policy Updates
Agenda Item Details Reload Your Meeting
Meeting: May 9, 2016 at 4:30 PM - Business Committee
Subject:
1. Financial Report
Subject:
1.A. Financial Report
Attachments:
Subject:
1.B. Approval of Payment of Claims
This item is attached as an "extra".
Subject:
1.C. Budget Revisions
Attachments:
Subject:
1.D. Wire Transfers
Attachments:
Subject:
1.E. Investment Transactions
Attachments:
Subject:
1.F. APU/(WADM) Projections
Attachments:
Subject:
1.G. Fundraisers - None
Subject:
2. Bids, R.F.P.s and Quotes Reports
Subject:
2.A. Bids
Subject:
2.A.1) Bid 1250 - Dairy Products for Child Nutrition
Bids for dairy products for Child Nutrition were advertised and sent to regional providers.  There was one response from Kemps LLC. in the amount of $221,275.45.
Description:

Recommendation:  It is recommended that the Duluth School Board approve the agreement with Kemps LLC in the amount of $221,275.45, and the second and third year renewals by mutual agreement subject to the same conditions shown in the specifications.
Attachments:
Subject:
2.A.2) Bid 1249 - Pizza for Child Nutrition
Bids for the production and delivery of pizza were advertised and sent to area vendors.  There were two responses with the low bid coming from Dominos Pizza in the amount of $86,400.00.
Description:

Recommendation:  It is recommended that the Duluth School Board approve the agreement with Dominos Pizza  in the amount of $86,400.00, and the second year renewal by mutual agreement subject to the same conditions shown in the specifications.
Attachments:
Subject:
2.A.3) Bid 1251 - General Office Supplies - Primary Vendor
Bids for general office supplies were advertised and sent to vendors.  The bid meeting specifications submitted by Northern Business Products is recommended.  It is anticipated that the annual purchases will be over $85,000.00
Description:

Recommendation:  It is recommended that the Duluth School Board approve the contract with Norther Business Products for the period July 1, 2016-June 30, 2018, with an additional two year contract signed upon mutual agreement.
Attachments:
Subject:
2.A.4) PLACEHOLDER - Bid 1248-1 - Historic Old Central High School Parking Lot Improvements
Bid due May 10, 2016 at 2:00 PM
Subject:
2.A.5) PLACEHOLDER - HOCHS School Gymnasium Ceiling Replacement
(Bid due May 10, 2016 at 2:30)
Subject:
2.B. R.F.P.s
Subject:
2.B.1) RFP-302 - Student Pictures/ID Cards - District Wide
Request for proposals for Student Pictures and Photo ID Cards were advertised and sent to known vendors with the proposal meeting specifications by Lifetouch National School Studios.
Description:

Recommendation:  It is recommended that the Duluth School Board approve the agreement with Lifetouch National School Studios, and the second, third, and fourth  year renewals by mutual agreement subject to the same conditions shown in the specifications.
Attachments:
Subject:
2.C. Quotes
Subject:
3. Policies and Regulations
Subject:
3.A. Policy 1098 Renumbering to 421 - Gifts to Employees and School Board Members
his policy was updated to the MSBA Model Policy in April of 2015 but was not renumbered at that time.  Administration is recommending that the policy be renumbered from 1098 to 421 at this time.

As allowed in Policy 208:  If a policy is modified with minor changes that do not affect the substance of the policy or because of a legal change over which the school board has no control, the modified policy may be approved at one meeting at the discretion of the school board.
Description:

Recommendation:  It is recommended that the Duluth School Board approve the renumbering of Policy 1098 MSBA Model Policy number 421.
Attachments:
Subject:
4. Contracts, Change Orders, and Leases
Subject:
4.A. Contracts
Subject:
4.A.1) PEIP Insurance Renewal
Attached is a renewal of the group application for the Minnesota Public Employees Insurance Program for the period 7/1/16 through 6/30/17.  Please note that the corresponding rates are increasing by 6.9%
Description:

Recommendation:  It is recommended that the Duluth School Board approve the PEIP Insurance renewal.
Attachments:
Subject:
4.A.2) CDW-G - Cisco Unified Communications Upgrades
Attached is an agreement with CDW-G for Cisco United Communications Upgrades in the amount of $42,547.00.
Description:

Recommendation:  It is recommended that the Duluth School Board approve the agreement with CDW-G in the amount of $42,547.00.
Attachments:
Subject:
4.B. Change Orders
Subject:
4.C. Leases
Subject:
4.C.1) Lease of Vehicles for Drivers Education - Freeway Auto Center, LLC
Attached is a lease for three vehicles for use in the Drivers Education program.  The lease agreement is in the amount of $26,646.00.
Description:

Recommendation:  It is recommended that the Duluth School Board approve the lease agreement with Freeway Auto Center, LLC in the amount of $26,646.00.  The School Board also authorizes the CFO/Director of Business Services to sign and process all necessary documents.
Attachments:
Subject:
5. Resolutions
Subject:
5.A. B-5-16-3369 - Acceptance of Donations to Duluth Public Schools.
Description:

Recommendation:  It is recommended that the Duluth School Board approve Resolution B-5-16-3369.
Attachments:
Subject:
5.B. B-5-16-3370 - Authorized Bank Account Signer
Description:

Recommendation:  It is recommended that the Duluth School Board approve Resolution B-5-16-3370.
Attachments:
Subject:
5.C. B-5-16-3365 - Designation of the Superintendent as the Identified Official with Authority (IOwA) for Minnesota Department of Education (MDE) SERVS Financial
Description:

Recommendation:  It is recommended that the Duluth School Board approve Resolution B-5-16-3365.
Attachments:
Subject:
5.D. PLACEHOLDER - B-5-16-3371 - Resolution Regarding Joint Powers Agreement with Lake Superior College
Description:

Recommendation:  It is recommended that the Duluth School Board approve Resolution B-5-16-3371.
Attachments:
Subject:
5.E. PLACEHOLDER - Sale of Property
Subject:
6. Informational - These items are provided for informational purposes only and no action is required.
Subject:
6.A. Expenditure Contracts
Superintendent Gronseth or the CFO/Executive Director of Business and Finance has signed the following contracts during the month of April 2016.
Attachments:
Subject:
6.B. Revenue Contracts
Superintendent Gronseth or the CFO/Executive Director of Business and Finance has signed the following contracts during the month of April 2016.
Attachments:
Subject:
6.C. Other Contracts-None
Subject:
6.D. Change Orders Signed-None
Subject:
6.E. Facilities Management & Capital Project Status Report
Attachments:
Subject:
7. Future Items
Subject:
7.A. Review Bond Refunding Possibilities
Subject:
7.B. FY17 Budget Approval (June)
Subject:
7.C. Policy Updates

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