May 31, 2018 minutes
REDWOOD CITY SCHOOL DISTRICT
Measure T Committee
May 31, 2018
Minutes of the Meeting
Location: District Office Board Room
750 Bradford Street
Redwood City, CA 94063
Present: Michael Bolander, Richard Delfs, Elizabeth Flegel, Felix Gonzalez, Jeanne Panos, and Rebecca Weekly
Rebecca Weekly arrived at 6:13 pm
Others present: Olivia Acosta, Don Dias, Will Mangrum, Mark Newton, Hilary Paulson, Will Robertson, Jorge Quintana and Ray Seo
Absent: Lori Bluvas and Carolina Webster
1.0 Call to Order
Meeting was called to order at 6:09 p.m.; quorum established
2.0 Approval of May 31, 2018 Agenda
(Elizabeth Flegel/Jeanne Panos; 5-0)
3.0 Public Comment
At this time members of the public may address the CBOC on any items of interest to the public that are within the subject matter jurisdiction of the CBOC. Speakers are requested to limit their remarks to three minutes. No Committee action can be taken.
4.0 Information/Discussion
4.1 Discussion regarding school site visits by the oversight committee
Measure T Oversight Committee members to visit the school sites sometime in July. The purpose of the visits is to look at A/C units and/or lunch shelters. The committee will be split in two groups of four and scheduled on two separate dates.
4.2 Overview of District’s planning progress to date
Mr. Robertson shared the handout CBOC Bond Program Update – May 31, 2018.
Mr. Robertson explained that the evaluation and selection process has been completed, through DSA inspection of records. Proposals were received and currently finalizing the agreements. The construction management evaluation and selection is being completed, proposal revisions have been completed and agreement finalization is in progress. The special inspection agreement is being finalized. The security camera system (security cameras, server and software) to be tested at Orion was approved at last board meeting.
Ms. Paulson added it is the same system that the police department uses. Ms. Paulson said that Orion are scheduled to test the first security camera system because it hooks to the system very easily and it is not necessary to run new cables.
Mr. Robertson added that the test run of the products are scheduled at Orion and then there will be an evaluation period. The District will then approve the system based on the evaluation at Orion.
Mr. Dias added the good thing about the system is that it is a platform that can use many cameras. There are no on-going costs unlike other systems.
Ms. Panos asked what would be the criteria for evaluating the system. Mr. Robertson responded that they are developing evaluation criteria and the appropriate District team to do the evaluation. There will be new cameras installed which will be tested for clarity, as well as, the software. The Principals will give their input regarding the camera views and the capabilities, and if they were able to find things during a certain period for example, if something were to happen.
Ms. Panos asked about students tampering with the cameras. Ms. Paulson responded that the cameras are used for those reasons.
Mr. Robertson explained that the quick-start projects, the lunch shelters, and notice of completions are currently being filed at the County Clerk’s office. The HVAC projects close-out documentation is complete. The DSA forms for exemption are now being finalized.
Mr. Robertson continued with Proposition 39 Energy. The battery storage and solar Request for Proposal (RFP) has been released for the District Office battery storage and solar, as well as, the Clifford, Roosevelt and Selby solar projects. Site visits have been completed with design build contracts. District is now completing the solar CEQA process which consists of Notice of Exemptions based on categorical exemptions for solar, running the process in parallel to the RFP process, and expects responses to the RFPs by June 11th.
Mr. Bolander asked what are categorical exemptions? Will R. responded that there is a list of categorical exemptions that apply for Notice of Exemptions, and the District must have a reason for a project to be exempt. For example, in the solar project, there are specific categorical exemptions that are categorized under solar projects that allows them to be exempt.
Mr. Robertson said that about ten contractors visited the sites for the solar project. One contractor will be chosen for all the solar projects. It is not necessarily the lowest bid which wins but the best overall value, including the company background and experience.
Mr. Robertson said that they’re touching on all the different applications of solar across the District, therefore, there are targeted system sizes for each site based on the usage at each site. The District Office will be a roof-mounted system with a battery storage component. Clifford will be a ground-mounted system (in the hillside area). Roosevelt is a canopy-system on the blacktop on the upper portion of the campus, which will double as shade during lunch. Selby will be a parking lot carport.
Mr. Bolander asked if there are any preferences to hire local businesses or women or minority businesses. Mr. Robertson responded that it is left open, but will look into it. Mr. Dias added that there are some local businesses that have been hired. Will said that the hiring is based on best value to the District.
Ms. Paulson said the RFPs are due on June 11, therefore, when committee meets again the District will know who was selected.
Mr. Robertson said that John Gill was the site that they were unable to categorically exempt and will have to go through the California Environmental Quality Act (CEQA) process. John Gill’s on-site testing is complete, in process of analyzing results to determine next steps in the CEQA process. On-site testing at Taft has been completed. The Garfield preliminary environmental assessment is being finalized in order to determine the on-site testing needs.
Ms. Weekly asked what would be the outcome of the testing and how much will the plans be changed if something is discovered. Mr. Robertson responded that they were already aware that they had to go through the CEQA process at John Gill, Garfield and Taft, and currently have enough time scheduled. If something really went the wrong way, they have built in some extra time. In case extensive measures are necessary for the CEQA, they would be able to go through them and still be able to hit the construction dates target.
Mr. Dias explained that mainly traffic and buildings are the two top triggers of what causes the CEQA.
Mr. Robertson said that they have received DSA approval for Orion and is opening bids will begin in early June. Regarding McKinley/North Star bid, District to get DSA approval in early June, bid these sites in July and start construction in early August.
Mr. Robertson shared the Architectural Design Progress tracking matrix handout. The matrix shows the status of the Design Progress at each site and the estimated DSA Submission.
Ms. Flegel asked how many sites will begin construction over the summer. Mr. Robertson responded that it depends on when the designs are completed and DSA approval. Orion begins construction this summer, and potentially a few other sites plan to accept bids and begin construction. This summer, one to three sites will begin construction, but in the remaining of the 2018 year, potentially up to six sites. Mr. Robertson added that the school modernization does not disrupt the school. Mr. Dias added it is also dependent on the DSA approval, as well as, when the bid occurs, and then the gap analysis to create the phase that works best around the school year.
Mr. Gonzalez asked if there is a change with Fair Oaks. Ms. Paulson responded that Fair Oaks is very under-enrolled. The board has said that if there is an enrollment of 200 students in the fall of 2018, then the school may remain open. Therefore, the architects were asked to move the Fair Oaks project to the very end.
4.3 Update on bond expenditure to date
Mr. Seo shared two handouts, the Measure T Bond Fund Income and Expense Summary and the AccountAbility Consolidated Projected Cost Report.
Mr. Seo explained Measure T and Prop 39 are shown separated. Under Measure T, Other Sources, FY2016/17 $59.765 million and $66.76 million those amounts were the bond issuance not including the service fees. $996k are interests earned. Mr. Seo added that under Books and Supplies is paper, furniture, water and equipment costs for the Bond Office. Services and Other Oper. Expense represents legal and audit fees, copy machines rented and other consulting fees.
Mr. Seo explained that under Prop. 39, Other State Revenues are funds that the District has been rewarded by the State. To date, the District has earned $1.9 million. The Capital Outlay represents the costs for energy analysis and working with a vendor to submit the paperwork to get funding for the solar project.
Mr. Seo said that the total funds the District has spent is $9.6 million.
Mr. Bolander asked if the held retention is common in construction contracts. Mr. Newton responded yes, ordinarily 10% is withheld of contractor’s performed work; it is an insurance for the District in case there is work not performed or there is a default by the contractor.
Mr. Bolander asked if there are any cases where District may withhold for penalties or non-compliance. Mr. Newton responded that the project contract will state a scheduled delivery date. If the contractor does not deliver on the specified date on contract, the District has the right to access liquidated damages.
4.4 Discuss future meeting dates
Next meeting dates:
Thursday, September 20, 2018
Thursday, November 15, 2018
5.0 Action Items (Action Required)
5.1 Approval of March 1, 2018 Committee Minutes
(Rebecca Weekly/ Jeanne Panos; 7-0)
6.0 Adjournment of Meeting
Meeting adjourned at 7:17 p.m.
(Rebecca Weekly/Jeanne Panos; 7-0)