Special Meeting of the Board of Education

2 Thursday, April 6, 2023 Special Meeting of the Board of Education Fremont Unified School District Education Center Board Room 4210 Technology Drive, Fremont CA 94538 Special Meeting, 3:00 PM PLEASE TAKE NOTICE: This Board meeting will be held in-person and will allow the opportunity for members of the public to observe the Board meeting via FUSD's Website Live Stream. The public live-stream link is located on this page and will be posted online at https://fusd-ca.schoolloop.com/boardmeetingstream. PUBLIC COMMENT: Written public comment will continue to be accepted in advance of the meeting, from those attending in person and from individuals participating remotely during the live meeting. Public Comment for Agendized Items will be accepted during the live Board meeting. If you wish to provide public comment, please complete a speaker card located at the entrance to the meeting room. Speaker cards for public comment on any agendized item will be accepted prior to the item being called by the Board President. Although the Board President may seek additional information, participation in debate on any item before the Board shall be limited to the Board and staff. For additional information on how to provide public comment from a remote location, please see Guidelines for Public Comment during Agendized Items under the Library tab. SPECIAL ACCOMMODATIONS: In compliance with the Americans with Disabilities Act (ADA) and upon request, Fremont Unified School District may furnish reasonable auxiliary aids and services to qualified individuals with disabilities. Individuals who require appropriate alternative modification of the agenda in order to participate in Board meetings are invited to contact Patty Sandoval at (510) 659-2542 by noon on the Monday preceding the schedule Regular Board Meeting or 24-hours in advance of a Special Board Meeting. 1. OPENING ACTIVITIES - 3:00 P.M. Subject 1.1 Call Meeting to Order Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 1. OPENING ACTIVITIES - 3:00 P.M. Type Procedural Guidelines for Public Comment during Open Communication, Closed Session and Agendized Items for Board Meetings. Click Here to Stream the Board Meeting Live Board Meeting Written Public Comment - Comments for this meeting will be available the Tuesday (afternoon) preceding the Board Meeting. BOARD FOCUS GOALS Goal 1: Reduce the achievement gap Goal 2: Ensure Measure E is implemented as planned and develop a Facilities Master Plan Goal 3: Support personnel development to assist student learning Goal 4: Improve communications across the district Goal 5: Demonstrate responsible fiscal stewardship Goal 6: Develop Government Handbook BOARD COMMITMENTS Start meetings on-time and keep breaks on-time; Scheduling items for effective flow; Complete research, preparation and reading before the meeting; Keep comments and questions succinct; Have board president offer thanks (to presenters) for the entire board; Give presenters a set amount of time to speak, remind them and enforce respectful limits. File Attachments Subject 1.2 Pledge of Allegiance Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 1. OPENING ACTIVITIES - 3:00 P.M. Type Procedural File Attachments Subject 1.3 Roll Call - Board Trustees Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 1. OPENING ACTIVITIES - 3:00 P.M. Type Procedural Roll Call: Trustee Prasad, President Trustee Zhang, Vice President Trustee Sweeney, Clerk Trustee Jones, Member Trustee Coco, Member Student Member Sissi Zhang File Attachments Subject 1.4 Introduction of Staff Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 1. OPENING ACTIVITIES - 3:00 P.M. Type Procedural Administrative Staff CJ Cammack, Superintendent Daniel Hillman, Associate Superintendent Leticia Salinas, Assistant Superintendent, Instruction Zack Larsen, Assistant Superintendent, Human Resources Patty Sandoval, Executive Assistant to the Superintendent and Board of Education File Attachments 2. APPROVAL OF AGENDA Subject 2.1 Approval of the Board Agenda for April 6, 2023 Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 2. APPROVAL OF AGENDA Type Action/Vote Recommended Action Approve the Board of Education Agenda. File Attachments Motion & Voting Approve the Board of Education Agenda. Motion by Sharon Coco, second by Dianne Jones. Final Resolution: Motion Carries Yea: Rachel Zhang, Larry Sweeney, Dianne Jones, Sharon Coco 3. REGULAR AGENDA ITEMS Subject 3.1 Award Turf Replacement Contract to the Contractor Meeting the District's Best Value for Turf Replacement Project at Tak Fudenna Stadium Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 3. REGULAR AGENDA ITEMS Type Action/Vote Preferred Date Apr 06, 2023 Absolute Date Apr 06, 2023 Fiscal Impact No Dollar Amount $839,262.40 Budgeted Yes Budget Source Fund 21 Non-Measure E Recommended Action Award Turf Replacement contract to FieldTurf, meeting the District's best value for the Turf Replacement project at Tak Fudenna Stadium in accordance with the criteria set forth in RFP No. 393-03-14-23. Background On March 17, 2022, staff issued Request for Proposal (RFP) No. 393-03-14-23 to identify contractors to provide turf replacement services at Tak Fudenna Stadium, including removal of synthetic turf, delivery of new turf, and installation of the new synthetic turf (“Project”). Contractors for this Project will be selected solely from those relevant contractors awarded a contract for this type of service pursuant to the terms of the Joint Exercise of Powers Act of Government Code section 6500, et seq., even though the contracting agency awarding the contract may be located outside this state. The RFP can be viewed by following this link: 393-03-14-23 RFP Synthetic Turf Field Removal / Replacement at Tak Stadium - Google Drive . On March 22, 2023 , the Board approved the project scope and budget for the Turf Replacement Project at Tak Fudenna Stadium . Current Status On March 31, 2023, the District received proposals for the Project. The District received proposals from three (3) vendors for the Project. Competitive bidding is not required for contracts utilizing agreements in accordance with the Joint Exercise of Powers Act of Government Code Section 6500, et seq. The selection criteria used was the determination of the best value to the District. The proposals were independently reviewed and scored based on the following criteria: 1. Responsiveness to the RFP 2. Description of approach and applicability to project 3. Quality of staff and staff experience 4. Fee The table below shows the firms that submitted a proposal for RFP No. 393-03-14-23. TURF REPLACEMENT AT TAK FUDENNA STADIUM FIRM RFP SCORE (Out of 10) FEE PROPOSAL (Including Alternate #1) AstroTurf 9.60 $956,400 FieldTurf 9.75 $839,262.40 ForeverLawn 5.55 $1,495,764.39 Based on the scoring, staff recommends entering into an agreement with FieldTurf for a total cost of $839,262.40, inclusive of Alternate #1 maintenance services for eight (8) years. This is a Non-Measure E project. The Project Stabilization Agreement (PSA) does not apply for this contract. Staff respectfully requests and recommends the Board award the Turf Replacement Contract to FieldTurf, meeting the District’s best value in accordance with the criteria set forth in RFP No. 393-03-14-23. Policy Implications Board Policy 3324 - Contracts Prepared by: Priscilla Wong, Bond Program Manager File Attachments Tak Fudenna CTC BOE 4-6-2023.pdf (99 KB) Motion & Voting Award Turf Replacement contract to FieldTurf, meeting the District's best value for the Turf Replacement project at Tak Fudenna Stadium in accordance with the criteria set forth in RFP No. 393-03-14-23. Motion by Larry Sweeney, second by Dianne Jones. Final Resolution: Motion Carries Yea: Rachel Zhang, Larry Sweeney, Dianne Jones, Sharon Coco Subject 3.2 Approve Amendment No. 2 to the Agreement with RGM Kramer, Inc. for Program and Construction Management Services Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 3. REGULAR AGENDA ITEMS Type Action/Vote Preferred Date Apr 06, 2023 Absolute Date Apr 06, 2023 Fiscal Impact Yes Dollar Amount $5,981,365.00 Budgeted Yes Budget Source Fund 21 Measure E Program Recommended Action Approve amendment #2 to the agreement with RGM Kramer, Inc. (RGMK) for program and construction management services. Background On June 3, 2014, the voters of Fremont approved the $650 million Measure E general obligation bond initiative, under the requirements of Proposition 39 (2000) the School Facilities Local Vote Act. The scope of the bond work includes upgrading and repairing neighborhood schools by updating technology and aging classrooms; upgrading electrical wiring to current safety codes; fixing or replacing leaky roofs, aging plumbing, and restrooms; removing asbestos; and repairing, constructing, and acquiring equipment, classrooms, sites, and facilities. On October 10, 2022, Request for Qualifications/Proposals (RFQ/P) number 386-10-07-22 for Program Management Services of the Measure E Bond Program was publicly released. The Notice for Proposals was published on the District's website. Responses were due to the District by November 1, 2022 and the District received six (6) proposals. Following a preliminary screening of the proposals for completeness, relevance, and responsiveness, four (4) out of the six (6) firms were selected for an interview, held on Monday, November 28, 2022. After evaluating the proposals and the interview results, the highest rated respondent for our purpose was RGM Kramer, Inc., a Cumming Company (RGMK). On December 14, 2022 , the Board of Trustees (Board) awarded RFQ/P 386-10-07-22 to RGMK, approved a 90-Day Agreement between the District and RGMK for program management services for the Measure E bond program, and authorized the Associate Superintendent to negotiate a long term agreement on behalf of the District. On March 8, 2023 , the Board of Trustees (Board) approved an Amendment to the interim agreement to add 30 days to the interim phase period to allow RGMK to continue to provide program management services and to give RGMK and the District time to finalize the terms and cost of the longer-term agreement, to be brought to a future Board meeting for approval. Current Status RGMK and the District have worked together to review the current Program procedures, staffing, and scope to finalize the scope of services for Program management for the full services and fee. The amendment extends the term through December 31, 2026 and includes program support services and bidding, construction, and project completion phase services for Measure E projects under $100,000 in construction cost, within the work. Bidding, construction, and project completion phase services for projects in excess of $100,000 construction cost for Measure E, and Non-Measure E Projects will be contracted for separately or via amendment, per the fee schedules outlined in Exhibit D Fee Schedule. The monthly rate for Program Management from the previous firm to RGMK has decreased from approximately $146,000 to approximately $125,000, comparing the prior to current fiscal years providing cost savings to the District while at the same time increasing efficiency, quality, and consistency in the execution of the Measure E Bond Program. The contract also provides the District the right in its sole discretion to terminate the contract for convenience with a 30-day notice. In the event of a termination for convenience, RGMK would be owed payment only for work performed through the termination. The contract is for $5,981,365 and will come from Measure E Bond Program Support Costs. Staff requests the Board approves the amendment #2 to the RGMK agreement for program and construction management services. Policy Implications Board Policy 3301 - Delegation of Authority Prepared by: Daniel Hillman, Associate Superintendent File Attachments RGMK Amendment 2 for PM-CM Services_BOE 04.06.23.pdf (80 KB) Motion & Voting Approve amendment #2 to the agreement with RGM Kramer, Inc. (RGMK) for program and construction management services. Motion by Sharon Coco, second by Dianne Jones. Final Resolution: Motion Carries Yea: Rachel Zhang, Larry Sweeney, Dianne Jones, Sharon Coco 4. ADJOURNMENT Subject 4.1 Adjourn Meeting Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 4. ADJOURNMENT Type Procedural File Attachments Subject 4.2 Americans with Disabilities Act (ADA) Information Meeting Apr 6, 2023 - Special Meeting of the Board of Education Category 4. ADJOURNMENT Type Information In compliance with the Americans with Disabilities Act (ADA) and upon request, Fremont Unified School District may furnish reasonable auxiliary aids and services to qualified individuals with disabilities. Individuals who require appropriate alternative modification of the agenda in order to participate in Board meetings are invited to contact Patty Sandoval at (510) 659-2542 by noon on the Monday preceding a regularly scheduled board meeting or as soon as possible for a Special Board meeting. File Attachments