Ratification requested for Student Expulsion Report No. 16/17-04.  Documentation is confidential and maintained in District files.

Ratification requested for Student Expulsion Report No. 16/17-05.  Documentation is confidential and maintained in District files.

Ratification requested for Student Expulsion Report No. 16/17-06.  Documentation is confidential and maintained in District files.

Ratification requested for Student Expulsion Report No. 16/17-07.  Documentation is confidential and maintained in District files.

Staff will present an update on the status of special education and its funding.

Appeal hearing and decision on staff's denial of a Protest regarding the District's Notice of Intent to Award Proposal No. WSH16-06B for Multi-Function Device/Digital Copier and Managed Print Services to American Business Machines, Inc.

On July 1, 2016, the District issued a request for proposals (RFP) for Multi-Function Device/Digital Copier and Managed Print Services and related maintenance services.  The District received three responses (American Business Machines, Inc., Canon Solutions America, Inc., and Xerox Corporation) prior to the August 1, 2016, deadline.  A selection committee, consisting of the Chief Financial Officer, Supervisor of Accounting, and Supervisor of Technology, rated each response according to the RFP's specified evaluation criteria.  Upon scoring completion, the selection committee unanimously determined American Business Machines to be the most advantageous, qualified bidder based on price and all other factors considered pursuant to the RFP evaluation criteria.  The selection committee’s scoring sheet is attached.  Staff then issued the attached Notice of Intent to Award the RFP to American Business Machines.

Xerox Corporation timely filed the attached Protest with the District.  The basis for the Protest was evaluated by staff and the Protest was denied pursuant to the attached.  Pursuant to Administrative Procedure No. 3311, Xerox Corporation is provided with the opportunity to appeal the denial of the Protest to the Governing Board. 

This item is for the Governing Board to conduct a hearing and then issue a decision on the appeal of the Protest denial.

Possible Motions: (1) Uphold staff's denial of the Protest, or (2) Overturn staff's denial of the Protest.

Adopt Resolution No. 16/17-15 awarding Proposal No. WSH16-06B for Multi-Function Device/Digital Copier and Managed Print and Maintenance Services to American Business Machines, Inc.

The District's current contract with Xerox Corporation (Xerox) for multi-function device/digital copier (MFD) and managed print services (MPS) has been on a month-to-month term since February 16, 2016.

On July 1, 2016, the District issued a request for proposals (RFP) for MFD/MPS and related maintenance services.  The RFP expands upon the current equipment and service level with seven (7) additional school site copiers, a guaranteed next-day copy request increase from 1,000 to 1,500 copies, upgraded software, and proximity cards to expedite copy retrieval throughout the District. The RFP also provides a twenty-five percent (25%) increase in District Copy Center volume to accommodate an estimated ten (10) million annual increase in instructional material printing beginning in the 2016/17 school year.  In addition, the RFP includes an alternative to add color printing capability to the Copy Center.

The District received three responses (American Business Machines, Inc., Canon Solutions America, Inc., and Xerox Corp.) prior to the August 1, 2016, deadline.  A selection committee, consisting of the Chief Financial Officer, Supervisor of Accounting, and Supervisor of Technology, rated each response according to the RFP's specified evaluation criteria.  Upon scoring completion, the selection committee unanimously determined American Business Machines to be the most advantageous, qualified bidder based on price and all other factors considered pursuant to the RFP evaluation criteria, and thereby recommends the Governing Board award proposal WSH16-06B to American Business Machines, Inc.

The proposed agreement is for five (5) years with an effective date of October 31, 2016. The District may terminate the agreement for any reason upon a thirty (30) day written notice.  Staff expects to begin the implementation plan as early as September 22, 2016, to ensure transition of all devices by the end of October.

Estimated $58,988 total per month plus any applicable per copy charges, estimated to be approximately $8,966 per month.  This amount includes $4,759 per month for the color alternative identified in the RFP and the monthly lease payment amount to be paid by American Business Machines, Inc. to Canon Financial Services Inc., on behalf of the District, for the lease-purchase of the copier equipment.

Adopt Resolution No. 16/17-15 awarding Proposal No. WSH16-06B for Multi-Function Device/Digital Copier and Managed Print and Maintenance Services to American Business Machines, Inc., as specified.

New contracts for the 2016/17 school year with Partners in Special Education are being submitted.

Opportunities for Learning (OFL) is a charter school authorized by the Hart District (District). The agreement with OFL stipulates that the District will be responsible for providing services for OFL’s Special Education students within the Santa Clarita Valley.  In addition, the District is currently responsible for providing services for OFL’s “out-of-District” Special Education students from OFL centers in Ridgecrest, Palmdale, and Lancaster.

The District contracts with Partners in Special Education (PSE) to meet the needs of these students and to ensure compliance with the law.  Through a contract agreement that began in 2013, the District paid PSE a flat fee of $147,000 annually to service students from the Valencia and Canyon Country centers. After the total number of students who needed the services rose above 60, the District was billed on an hourly basis. For “out-of-district" students, the District paid PSE an hourly rate with a cap of $400,000.

Since 2013, the percentage of Special Education students serviced by PSE, both in-District and out-of-District, has increased significantly. These increased numbers of Special Education students call for an increase in staff and services to meet compliance requirements.  The increased services in 2014/2015 caused PSE to absorb costs not covered in the flat-fee and capped hourly arrangement.  In 2015/16 increased costs required the Hart District Governing Board to consider an amendment to the contract for an additional $90,000. 

In recognition of these increased costs, and in an effort to avoid the need for additional proposed amendments to annual contracts, the District has negotiated a revised payment structure.  This new contract states that maximum costs will not exceed seventy percent (70%) of all Special Education funding the District receives based on the average daily attendance of students being served by PSE.  Actual costs will be based upon monthly invoices detailing the services performed by PSE.

Not to exceed seventy percent (70%) of all Special Education funding the Hart District receives based on the average daily attendance of students being served by PSE.

Approve the 2016/17 Partners in Special Education contracts as presented. 

Request approval of the attached fee proposal from McCarthy Inspection Services, Inc., for  Division of State Architect inspection services for the new classroom addition at Placerita Junior High School.

All construction that the District is engaged in must comply with Division of State Architect (DSA) guidelines.  DSA guidelines cover three basic areas of building design and construction:  (1) accessibility, (2) life safety, and (3) structural. The District is required to hire an independent DSA inspector to certify that any construction being done at a school site is consistent with the approved DSA plans and specifications.  While hired by the District, the Project Inspector is DSA’s representative on the jobsite during the construction of District facilities.  It is the responsibility of the Project Inspector to perform tasks required of them by DSA and the District such as performing periodic inspection of the work, advising the contractor of non-conforming work, keeping accurate records, and certifying that the completed work has been done in accordance with the plans and specifications.  DSA requires the District to employ a DSA Class 2 inspector for this project.

 McCarthy Inspection Services, Inc., is a certified DSA inspection company that provides DSA inspection services.  Staff recommends hiring McCarthy for DSA inspection services for the new classroom addition at Placerita Junior High School.

$45,500  from Measure SA

Approve the attached fee proposal from McCarthy Inspection Services, Inc., for DSA inspection oversight for the new classroom addition at Placerita Junior High School.

Request authorization for Ruhnau Ruhnau Clarke to complete the Bidding, Construction Administration and DSA Closeout Phases for the Castaic High School project.

Ruhnau Ruhanu Clarke (RRC) is the Architect of Record for the Castaic High School project and has completed work through the Division of the State Architect (DSA) approval phase. The Board has approved a cumulative total fee of $4,469,295. Staff is requesting approval for RRC to complete the final phases (Bidding, Construction Administration, and DSA Closeout) of the project and approval of the corresponding fee of $1,286,250.

This will bring the total fee to $5,755,545 for all phases of the project including amendments.

$1,286,250 plus reimbursable expenses from Measure SA.

Staff requests authorization for Ruhnau Ruhnau Clarke to complete the Bidding, Construction Administration and DSA Closeout Phases and approve the  corresponding fee of $1,286,250.

The District recently completed the transition to a by-trustee area election system and had its first election this past November 2015. Notwithstanding the change to by-trustee areas, there was still a comparatively low turnout by District residents for the November election. Recently, Senate Bill 415 (“SB 415”) was enacted, prohibiting local government entities from holding elections “on any date other than a statewide election date” if the voter turnout in the past local elections has resulted in a ”significant decrease in voter turnout” as compared to local elections coinciding with statewide elections. To increase voter turnout and to ensure compliance with SB 415, the Board will consider changing the date of future Board member elections to be consolidated with the California statewide general election, commencing with the November 2018 election.

In the event the Board approves the resolution, pursuant to Elections Code sections 1302(b) and 10404.5, the resolution will be forwarded to the Los Angeles County Board of Supervisors explaining the rationale for the resolution and requesting formal approval of the change by the Board of Supervisors at a public meeting within 60 days after submission.  If the request for consolidation is approved, then, pursuant section to 10404.5, the term of office of current Board members expiring in November 2017 will be extended to November 2018 and the term of Board members expiring in November 2019 will be extended to November 2020.

Teen Leadership 5.0 - High School Student Manual – Publisher: Flippen Education – Author: Flippen Group – Course Area: Teen Leadership – Grade: 9-12 – This is a textbook that supports the Teen Leadership class.  It’s an age-appropriate textbook containing age appropriate illustrations that represent our diverse populations.  Literacy skills that include reading, writing, and collaboration are woven throughout the book, and offered activities are excellent for exploration, rigor, and relevance.  Student outcomes include: the development of a healthy self-concept, healthy relationships, and a sense of personal responsibility and understanding; emotional intelligence and the skills it measures - including self-awareness, self-control, self-motivation, and social skills; building skills in public speaking and communication, as well as developing an understanding of personal image, while understanding how to manage and positively channel the power of social media; learning to make responsible dietary, fitness, and financial decisions; recognizing and resisting peer pressure and developing bullying prevention and defending skills.

Speech – Publisher: McGraw Hill – Author: McCutcheon/Schaffer/Wycoff – Course Area: Oral Communication A/B – Grade: 9-12 – This textbook is designed to help students better understand and manage the role of communication in their daily lives.  In this program, students learn communication theory and practice everyday communication skills.  The textbook covers a full range of speech topics including interpersonal communication, listening, interviewing, extemporaneous speaking, preparing and presenting speeches, debate, and parliamentary procedure.  It emphasizes that communicating also entails making responsible ethical choices.  Features and activities throughout the text help students gain the skills and confidence they need to overcome obstacles and succeed in their efforts to communicate effectively.  Sample student speeches are provided, throughout, from some of history’s greatest speakers.

A textbook has been recommended for adoption for the 2016/17 school year.

Funding through Career Technical Education Incentive Grant / CTEIG.

Approve overnight/out-of-state student trip requests from Canyon High School (Girls Basketball), Hart High School (Boys Cross Country, Girls Cross Country, Regiment Band, Choir), Valencia High School (California Scholarship Federation (CSF)/Reaching Excellence at College Heights (REACH), Medical Science Academy (MSA)), and West Ranch High School (Cross Country).

The submitted trip requests have been reviewed and meet all requirements established by Board Policy and Administrative Regulation 3541.1.  Trip requests signed by Canyon High School Principal Jason d'Autremont, Hart High School Principal Collyn Nielsen, Valencia High School Principal John Costanzo, and West Ranch High School Principal Mark Crawford are attached.

Approve trips:  CHS Girls Basketball, Phoenix, AZ, 12/18-22/16; HHS Boys Cross Country, Clovis, 10/7-8/16; HHS Girls Cross Country, Clovis, 10/7-8/16; HHS Regiment Band, Newark, 10/21-23/16; HHS Choir, London, England, 3/30-4/5/17; VHS CSF/REACH, San Diego, 10/3-4/16; VHS MSA, San Diego/Anaheim, 10/23-25/16; WRHS Cross Country, Oceanside, 10/7-9/16. 

A memorandum of understanding sets forth the terms of an agreement  between Colton-Redlands-Yucaipa Regional Occupational Program (CRY-ROP) and the William S. Hart Union High School District (WSHUHSD) for participation in the Career Technical Education (CTE) TEACH Career Express Online (CEO) program.

The CTE TEACH - CEO program, administered by CRY-ROP, will coordinate action of statewide partners to participate in curriculum development and strategies that frame, align, and guide the online program delivery at the state, regional, and local levels.  Quality content, quality instruction, quality choices, assessment and accountability will be the project priorities. At least one administrator and one Curriculum and Design Team participant must complete the designated 499 hours.  The design team will write and develop three courses that can be delivered as online, or blended, that include industry-aligned curriculum, unit lessons, and online interactive content and design for use by any California public school district. Course development priority sectors include Health, Information Communication Technology, and Manufacturing.  The term of the agreement shall be from July 1, 2016 through June 30, 2017.

As a participating agency for CTE TEACH, CRY-ROP will pay the District for 499 hours at a rate of $50 per service hour, totaling $24,950, and will reimburse traveling costs for the required five face-to-face meetings up to $1,700. 

Approve the memorandum of understanding between Colton-Redlands-Yucaipa Regional Occupational Program (CRY-ROP) and the William S. Hart Union High School District (WSHUHSD) for participation in the Career Technical Education (CTE) TEACH Career Express Online (CEO) program.

Ratify August 2016 Purchase Order Report.

Staff requests the Governing Board ratify the attached Purchase Order Report, which covers purchases, as specified, for the period of August 1, 2016, through August 31, 2016.

This report may contain open purchase orders with not-to-exceed amounts facilitating regular small purchases from single vendors. Open purchase orders with not-to-exceed amounts facilitating larger purchases from single vendors may indicate a publicly bid contract number and/or date the Governing Board approved the vendor.  In an effort to efficiently process payments, the accumulated total of these purchases may be processed and paid as a single transaction.

Please note: This Purchase Order Report may include purchases previously ratified but not completed and closed by June 30, 2016.  These purchase orders are included here again due to their necessary creation within the District's new financial system.

Attached report shows amounts and funding sources for purchase orders processed in August 2016, as well as change orders, and purchase orders greater than or equal to $50,000.

Ratify Purchase Order Report for the period of August 1, 2016, through August 31, 2016.

Approve and ratify the above listed Warrant Register and Revolving Cash Fund payments issued between August 1, 2016, and August 31, 2016, and order the items filed for audit.

Budget Revision No. 01 relating to prior year carryover adjustments.

The attached Budget Adjustment Summary reflects the following adjustments relating to Budget Revision No. 01:

- Adjustment to reflect final prior-year carryover amounts in various school site-specific restricted accounts, including discretionary and donation accounts, $233,790.28.

As reflected in the attached Budget Adjustment Summary form.

Approve Budget Revision No. 01 to adjust the District's current budget to reflect final adjustment to various restricted prior-year carryover amounts.

It is necessary to complete individual assessments as specified in students' Individual Education Programs to determine and provide the designated instructional services (DIS) necessary for the students to benefit educationally from their instructional program. The District contracts with many vendors to perform and provide these assessments and services.

Approve Special Education Consultant Agreements, extending from July 1, 2016, to June 30, 2017. A master contract will be generated for each Agreement (see attachment). 

Health Care Services, 360 Degree Customer, Inc.

Health Care Services, Maxim Healthcare Services, Inc.

360 Degree Customer, Inc., approximately $43,520, budgeted from Special Education funds.  

Maxim Healthcare Services, Inc., approximately $25,000, budgeted from Special Education funds. 

Approve Special Education Consultant Agreements, extending from July 1, 2016, to June 30, 2017.

A Notice of Completion has been prepared for the Governing Board’s consideration for the following construction contract:

Beynon Sports Surfaces Inc.

Track Resurfacing

Golden Valley High and West Ranch High Schools

Project 1499906, PO 52531, PB12

Request approval of Change Order Request No. 2 from New Art Construction for $736.43 for the Saugus High School D-3 Electrical Additions project.

Item 1 ($399.55) - Additional work required to sleeve the exhaust vent through the exterior wall that was not included in the bid documents.

Item 2 ($740.89) - Labor and material cost to replace the 40 amp disconnect with a 60 amp disconnect and a 20 amp breaker with a 40 amp breaker for the electrical circuit supplying power to the oven. Both the disconnect and breaker were found to be undersized after the contractor checked the actual amps being used by the oven.

Item 3 ($404.01 Credit) - Classroom instructor asked that a number of valves be returned that were initially intended to be used with the vacuum system.

$736.43 from California Career Pathways Trust (CCPT) Grant.

Approve Change Order Request No. 2 from New Art Construction for $736.43 for the Saugus High School D-3 Electrical Additions project.

Request approval for Change Order Request No. 2 from Leonida Builders for $2,250 for the Bowman High School Portable Classroom and Office project.

Additional asphalt work was required under the front of the classroom portable (Portable E) to reduce the slope of the handicap accessible ramp. In addition, a handrail was added to one side of the concrete landing to prevent a potential trip hazard. The cost of the asphalt and handrail work is $1,250. Four concrete filled pipe bollards were installed at the back of the portable classroom to prevent persons from injuring themselves on the protruding heating, ventilation and air conditioning, and other equipment. While the bollards were needed for safety, they were added by Division of State Architect after bids had been received for the project. The cost of installing and painting the four bollards is $1,000.

$2,250 from the Special Reserve Fund for Capital Outlay Projects. The change order cost will be covered by the project's contingency fund.

Approve Change Order Request No. 2 from Leonida Builders for $2,250 for the Bowman High School Portable Classroom and Office project.

Request approval of Fee Amendment No 1 for Division of the State Architect (DSA) inspection services from McCarthy Inspection Services, Inc., for the Bowman High School Portable Classroom and Office project.

It is the responsibility of the Project Inspector (PI) to perform tasks required of them by the Division of the State Architect (DSA) and the District such as performing periodic inspections of the work, advising the contractor of nonconforming work, keeping accurate records, and certifying that the completed work has been done in accordance with the DSA approved plans and specifications. DSA requires the District to employ a DSA inspector for this project.

McCarthy’s initial proposal was approved by the Governing Board on June 15, 2016. The initial proposal included DSA inspection services for both the new portable classroom and portable office building assuming that the sitework and installation of the two buildings would be done concurrently on the site. However, the DSA broke the two buildings into two separate projects and delayed the approval of the new office portable building. This has extended the schedule and the time necessary to provide the required inspection for the project.

$9,750 plus reimbursable expenses from Fund 25, Developer Fees.

Staff recommends approval of Fee Amendment No. 1 from McCarthy Inspection Services, Inc.

Fee Amendment No. 1 for environmental consulting services for the Canyon High School Auditorium and Classroom Modernization project (Citadel Environmental Services, Inc.).

On February 5, 2014, the Governing Board approved a proposal for environmental services for the Canyon High School auditorium site and Building ‘Q’. This work included a survey of environmentally regulated materials, technical specification for abatement of asbestos and other environmentally regulated materials, and surveillance and air monitoring during demolition and abatement. The proposal for $21,156, included an estimate of time needed to complete the survey and hours needed for monitoring.  The actual cost for the survey, surveillance and monitoring exceeded the estimate in the proposal by $7,451.53.

Staff recommends approval of Fee Amendment No. 1 to the Citadel Environmental Services, Inc., agreement for environmental consulting services for the Canyon High School Auditorium and Classroom Modernization project.