May 17, 2011 at 4:30 PM - Business Committee - Regular School Board Meeting

1. Financial Report     

1.A. Financial Report

1.B. Approval of Payment of Claims

1.C. Budget Revisions

1.D. Wire Transfers

1.E. Investment Transactions

1.F. WADM Projections

1.G. Fund Raisers

1.H. Investments in School Children  

1.H.1) Edwin Eddy Foundation Donation
We continue to work with the Edwin Eddy Foundation to procure another donation for sound amplification systems for Duluth Schools classrooms.

1.I. Expenditures

1.I.1) Attorney Use
Discontinue having the district's attorneys attend monthly school board meetings. As discussed, Adminstration is researching some additional information regarding expenses and what is done in other districts, and will share that information when complete.

1.I.2) Additional Transportation Services
In order to provide options to all secondary students relative to transportation, a board member is recommending the consideration of purchasing DTA bus passes and/or reimbursement for parent provided transportation.  We will come back to the board with a report on monies used for transportation options.

1.I.3) Install Security Equipment at Historic Old Central High School (HOCHS)
Modify the long range facilities plan schedule to implement security measures at HOCHS as soon as possible.  We will evaluate the practicability and time line for this project.

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

2.A. Bids

2.A.1) Bid #1206 – Refuse Removal and Recycling Services
This bid was advertised according to State statute and bid documents were sent to three contractors.  Two bids were received in response to the School District’s request for bids for District-wide Refuse Removal and Recycling Services for the period from July 1, 2011 through June 30, 2012.  Nordic Waste Services, P.O. Box 3677, Duluth, MN submitted the low annual combined bid based on site specific criteria as identified in bid attachments in the amount of $52,661.20.

2.A.2) Bid 1207 - Food Requirements - District Wide - Child Nutrition
Bid requests were advertised  and sent to eleven known vendors, and there were three responses received.  The low bid was submitted by Upper Lakes Foods in the amount of $304,280 (on the market basket items).    The contract period is from July 1, 2011 through June 30, 2013.  The district reserves the right to renew for an additional two year period through 2015 by mutual agreement.

2.A.3) PLACEHOLDER - for Bids related to the LRFP

2.B. R.F.P.s

2.B.1) RFP-276 - Canon Copier Service Contract - District Wide
Requests for Canon Copier Services proposals were advertised in the Duluth News Tribute and sent three known Canon service providers.  Great Lakes Office Solutions provided the low proposal in the estimated amount of $29,744.20.

2.C. Quotes

2.C.1) Quote #4073 -  District-wide Bricklayer Labor
Quotes were solicited from six contractors for the annual District-wide Bricklayer Labor.  One quote was received in response to this request covering the period from July 1, 2011 through June 30, 2012.  Harbor City Masonry, Inc., 310 South Central Avenue, Duluth, MN submitted the lowest hourly rate quote with an estimated value of $27,600.00 based on 400 estimated hours at a journeyman rate of $69.00.

2.C.2) Quote #4075 -  District-wide Cement Masons Labor
Quotes were solicited from six contractors for the annual District-wide Cement Masons Labor.  One quote was received in response to this request covering the period from July 1, 2011 through June 30, 2012.  Duluth-Superior Erection, 2384 Becks Road, Duluth, MN submitted the lowest hourly rate quote with an estimated value of $28,000.00 based on 400 estimated hours at a journeyman rate of $70.00. 

2.C.3) Quote #4079 – District-wide Plumbing Labor
Quotes were solicited from six contractors for the annual District-wide Plumbing Labor.  Two quotes were received in response to this request covering the period from July 1, 2011 through June 30, 2012.  The Jamar Company, 4701 Mike Colalillo Drive, Duluth, MN submitted the lowest overall hourly rate quote with an estimated value of $26,000.00 based on 400 estimated hours at a journeyman rate of $65.00, and with consideration given for all other combined categories of labor to be used by the District.

2.C.4) Quote #4080 -  District-wide Roofing Labor
Quotes were solicited from four contractors for the annual District-wide Roofing Labor.  Two quotes were received in response to this request covering the period from July 1, 2011 through June 30, 2012.  A.W. Kuettel & Sons, Inc., 1225 Port Terminal Road, Duluth, MN submitted the lowest hourly rate quote with an estimated value of $28,480.00 based on 400 estimated hours at a journeyman rate of $71.20.

2.C.5) Quote #4083 – 2011 District-wide Lawn Care Services
Quotes were solicited from seven contractors for the annual 2011 District-wide Lawn Care Services.  Four quotes were received in response to this request covering the period from May 22, 2011 through September 24, 2011 (18 weeks).    The low quotes are based on site-specific quotes as follows:   

            Vendor                                                            Quote Amount
             Bee Dee Enterprises                                  $15,012.00
             General Cleaning                                        $     206.50
             Quality Lawn Care                                       $23,922.00
             Nick Stokes                                                   $  4,711.32   
 
Attached please find the Quote Tab, Quote Sheets and comparison with other fiscal years for reference.

3. Policies and Regulations

3.A. Policies

3.B. Regulations

3.B.1) Regulation 3187R
In response to an agenda request from a board member, please note that this regulation already prohibits the use of District Technology for "communicating for illegal purposes including, but not limited to:  Political lobbying,..."

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 7/1/2011 through 6/30/2012.  Please note that the corresponding rates are decreasing by 8%.

4.A.2) Parliamentarian Services
After board discussion regarding parliamentarian services it was decided we will not pursue this at this time.

4.B. Change Orders

4.B.1) Denfeld High School
a.  Denfeld HS LRFP – Electrical
Change Order #4, Bid #1155, (Contract #2601) – APi Electric Company.  Change Order increase to provide motion and temperature sensors.     Add:  $71,609.00
 
b.  Denfeld HS LRFP – Asbestos Abatement – Phase 2
Change Order #8, Bid #1197 – Northern Environmental Services, Inc..  Change Order increase to wrap and cut 45’ of lineal vertical piping on two occasions to conceal visers for fin tube radiation inside the auditorium.     Add:  $2,372.00

4.B.2) East Middle School
a.  East MS LRFP –Excavation/Site Earthwork
Change Order #12, Bid #1165, WS #31 – Arnt Construction Company, Inc.  Change Order decrease to remove blacktop at 29th Avenue and 2nd Street, repair damaged asphalt path due to the pump truck and a credit for 500 CY of contaminated soil remaining in the allowance.     Deduct:  $12,232.00

4.B.3) East High School (Ordean site)
a.  East HS LRFP –Fireproofing
Change Order #5, Bid #1175, BP #4 (Contract #0725) – Olympic Companies, Inc.  Change Order increase to provide protection for all mechanical and electrical equipment adjacent to the  fireproofed portion of the gym ceiling and joists.     Add:  $6,834.00

4.B.4) PLACEHOLDER - for Change Orders Related to the LRFP

4.C. Leases

5. Resolutions

5.A. Resolution B-5-11-2888 - Release and Pledge of Collateral

5.B. Resolution B-5-11-2883 - Closing of Laura MacArthur Elementary School

5.C. Resolution B-5-11-2884 - Closing of Lincoln Park Elementary School

5.D. Resolution B-5-11-2885 - Closing of Lester Park Elementary School

5.E. Resolution B-5-11-2886 - Closing of Rockridge Elementary School

5.F. Resolution B-5-11-2887 - Closing of Central High School

5.G. PLACEHOLDER - Resolutions authorizing the purchase of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties

5.H. PLACEHOLDER - Resolutions authorizing the sale of properties relating to the Long-range Facilities Plan and relocation expenses that apply to these properties

5.I. PLACEHOLDER - Resolutions for Schematic Designs and/or Working Drawings related to the LRFP

6. Informational

6.A. Expenditure Contracts

6.B. Revenue Contracts-None

6.C. Other Contracts - None

6.D. Facilities Management & Capital Project Status Report

6.E. Johnson Controls, Inc. Long-Range Facilities Plan Status Report

6.F. Change Orders Relating to the Long Range Facilities Plan

6.G. Contracts Signed in Relation to the Long Range Facilities Plan

7. Future Items

7.A. Adopt FY 2012 Budget (June)