Next Meeting - August 31, 2023 at 6:00 p.m.

This meeting will be held in the District Office Conference Room at 411 Sycamore Avenue, Mill Valley.

The Agenda can be viewed here.

The meeting will be available to watch via Zoom and will be posted to our YouTube Channel.

CBOC Committee Members

Measure G Bond Program Updates (Board of Trustees)

Mill Valley School District Issues $22.6 Million from Measure G Authorization

Mill Valley School District issued its first series of general obligation bonds (the "Series A Bonds") from their June 2022 $194 million bond authorization Measure G.  The $22.6 million issuance will be used to renovate, upgrade and modernize school facilities, as well as finance preliminary costs for the new middle school to be completed by 2027.  The bonds were issued as traditional principal and interest bonds that will mature over the next 30 years.  The overall cost of borrowing (true interest cost or "TIC") was 4.1237% and the repayment ratio was 1.80:1, which means that for every dollar borrowed,$0.80 of interest will be paid. Despite a challenging bond sale due to Federal Reserve Chairperson Powell comments on the day of pricing, the District's bonds priced incredibly well compared to other similar-rated, similar-sized transactions.  Helping to achieve the lowest interest rates possible was the District's stellar AAA rating, a level reserved for only a few elite California school districts.

The Series A Bonds were approved by the Mill Valley School District Board of Trustees on June 7th, and priced at levels better than presented to the Board.  The TIC was lower by 18 basis points and the overall repayment on the bonds was lower by more than $4 million. 

August 10, 2023 Board Meeting Updates

Director of Maintenance, Operations & Safety gave a Measure G Update presentation which can be seen here.  

Resolution #01-23/24 - Authorizing Lease-Leaseback Project Delivery Method for District's Measure G Bond Program & Implementing Prequalification Process
The Board approved the Resolution which authorizes the District’s use of the lease-leaseback project delivery method  for the Measure G Bond Program Projects and implements a standardized prequalification process in accordance with applicable law. To commence this process, the District desires to utilize a Request for Proposals (“RFP”) to prequalify contractors and request proposals from prospective lease-leaseback firms in accordance with Public Contract Code section 20111.6, Education Code section 17406, and District Administrative Regulation 3311.2. 

Measure G Bond Program Update: Lease-Leaseback RFP Approval
To commence this process, the District desires to utilize a Request for Proposals (“RFP”) to request proposals from prospective lease-leaseback firms in accordance with Education Code section 17406, et seq.  The RFP process will also include a prequalification process in accordance with applicable statutes. The District is seeking proposals from qualified individuals or firms to provide lease-leaseback construction services for the Projects.  The selected contractor(s) will assist with pre-construction services and will provide the necessary labor, materials and services to perform the identified construction scopes of work.  Following the District’s review, evaluation, and scoring of the proposals, the District will present to the Board its recommendation for the selection of: (i) a contractor for the Mill Valley Middle School Project; and (ii) a contractor for various Modernization Projects to perform the necessary pre-construction and construction services for the Projects.  Thereafter, the District will provide all necessary documents for execution and final Board approval.

Project Assignment #1 to the Agreement for On-Going Architectural Services with JKAE 
On June 15, 2023, the Board approved the Agreement for On-Going Architectural Services between the District and JKAE.  District staff and the District’s legal counsel have negotiated a final proposal and Project Assignment No. 1 with JKAE, wherein all the necessary and requisite provisions have been included and agreed upon between the District and JKAE.  Project Assignment No. 1 to the Agreement for On-Going Architectural Services will require JKAE to provide architectural and engineering services for the District’s Measure G Priority 1 Tamalpais Valley Elementary School Project and is in the negotiated and agreed upon total not-to-exceed $ $3,655,797.  Project Assignment No. 1 will be funded using Measure G, Bond Funds.

The Board approved Project Assignment No. 1 to the Agreement for On-Going Architectural Services with JKAE.  Following approval, the District may commence its work with JKAE to provide architectural and engineering services for the District’s Measure G Priority 1 Tamalpais Valley Elementary School Project. 

August 3, 2023 Study Session: Lease-Leaseback RFP

The purpose of the Lease-Leaseback study session was to allow the Board to review and discuss the Request for Proposal (RFP) for Lease-Leaseback contractors and related materials for the selection of the Lease-Leaseback contractors.  The full presentation can be seen here.

June 15, 2023 Board Meeting Updates

Measure G Updates and Agreements for On-Going Architectural Services with JKAE, Lionakis, and WRNS

On or about March 10, 2023, the District issued the Request for Qualifications and Proposals (“RFQ/RFP”) No. 2023-01, which sought qualifications and proposals from qualified firms to provide architectural and engineering services for the District’s Measure G Bond Program.  The purpose of the RFQ/RFP was to solicit an adequate number of qualified sources to establish a “pool” for firms that could provide design services for the District’s Measure G Bond Program Mill Valley Middle School Project, Modernization Projects, and other future projects on an as-needed basis.  The District received multiple submissions and thereafter conducted an extensive RFQ/RFP process, which included interviews by a selected interview panel.  Following this RFQ/RFP process, on or about May 17, 2023, the District’s Board of Trustees (“Board”) established and approved the following list of firms for the District’s qualified consultant pool and authorized District staff to move forward in negotiating contracts with such firms:

• JK Architecture Engineering (JKAE)
• Lionakis
• WRNS Studio (WRNS)

Community Outreach Consultant Update

• Expected Board item for approval on Thursday, August 10, 2023. Agreement for Community Outreach consultant. Goal is to engage the community on Measure G projects and provide regular communication to stakeholders. 

August 10

• Measure G Update
• Architects Modernizations Project Assignments Contracts
• Lease Leaseback Request For Qualifications for Mill Valley Middle School
• Community Outreach Consultant Agreement

September 13

• Measure G Update
• Middle School Design Update

October 12

• Measure G Update
• Modernizations Design Update

District staff and the District’s legal counsel have negotiated final master agreements with JKAE, Lionakis, and WRNS, wherein all the necessary and requisite provisions have been included and agreed upon.  When the District is ready to initiate a particular project, District staff will proceed to negotiate a Project Assignment(s) with the selected firm(s), as needed, and bring the Project Assignment(s) back to the Board for approval and/or ratification.    

It is recommended that the Board approve the Agreement for On-Going Architectural Services with: (i) JK Architecture Engineering (JKAE); (ii) Lionakis; and (iii) WRNS Studio for Architectural and Related Services for the District’s Measure G Bond Program.

Agreement for On-Going Architectural Services with Lionakis to Develop the Feasibility Study for the Middle School Project

On or about March 10, 2023, the District issued the Request for Qualifications and Proposals (“RFQ/RFP”) No. 2023-01, which sought qualifications and proposals from qualified firms to provide architectural and engineering services for the District’s Measure G Bond Program.  The purpose of the RFQ/RFP was to solicit an adequate number of qualified sources to establish a “pool” for firms that could provide design services for the District’s Measure G Bond Program Mill Valley Middle School Project, Modernization Projects, and other future projects on an as-needed basis.  Following an extensive RFQ/RFP process, on or about May 17, 2023, the District’s Board of Trustees (“Board”) selected Lionakis as a member of the District’s qualified consultant pool and authorized District staff to move forward in negotiating a contract with Lionakis.

On or about June 15, 2023, the Board approved the Agreement for On-Going Architectural Services between the District and Lionakis.  Thereafter, District staff and the District’s legal counsel have negotiated a final proposal and Project Assignment No. 1 with Lionakis, wherein all the necessary and requisite provisions have been included and agreed upon between the District and Lionakis.  Project Assignment No. 1 to the Agreement for On-Going Architectural Services will require Lionakis to develop the feasibility study for the District’s Mill Valley Middle School Project and is in the negotiated and agreed upon total not-to-exceed $197,200.  Project Assignment No. 1 will be funded using Fund 40.

It is recommended that the Board approve Project Assignment No. 1 to the Agreement for On-Going Architectural Services with Lionakis.  Following approval, the District may commence its work with Lionakis to develop the feasibility study for the District’s Mill Valley Middle School Project.

Agreement for State Funding Consultant Services with Hancock Park & DeLong Inc.

Approve the Agreement for State Funding Consultant Services between the Mill Valley School District (“District”) and Hancock Park & DeLong, Inc. (“Consultant”), for State Funding Consulting Services for the District’s Measure G Bond Program in the total not-to-exceed amount of $97,225

On or about May 17, 2023, the District staff, AECOM, Isom Advisors, and legal counsel presented an update to the District’s Board of Trustees (“Board”) relating to the District’s Measure G Bond Program, including but not limited to, the Bond Expenditure Plan and State funding available to the District.  The District will require state funding consulting services to determine eligibility and prepare applications to maximize State funding for the District’s bond program.

District staff and the District’s legal counsel have negotiated a final proposal and contract with Consultant wherein all the necessary and requisite provisions have been included and agreed upon between the District and Consultant.  The Agreement for State Funding Consultant Services is in the negotiated and agreed upon total not-to-exceed amount of $97,225.  The Project will be funded using Fund 40.

It is recommended that the Board approve the Agreement for State Funding Consultant Services with Consultant.  Following approval, the District may commence its work with Consultant to determine eligibility and prepare applications for State funding for the Measure G Bond Program.

May 17, 2023 - Special Board meeting - Measure G Study Session

Director of Maintenance, Operations and Safety Julio Arroyo led this workshop on Measure G.

The topics were: 

• State funding update
• Architect Selection update
• Project delivery methods overview
• Communications plan
• Issuance Next Steps 

Presenters included:  

• Sandrine Hitchcock, Program Manager, AECOM
• Brett Mitchell, Principal in Charge, AECOM 
• Jessica Ehrlich, Partner, F3 Law
• Greg Isom, Managing Principal, Isom Advisors 
• Julio Arroyo, Director of Maintenance, Operations and Safety, Mill Valley School District

April 27, 2023 Board Meeting Items:

Director of Maintenance, Operations and Safety Julio Arroyo provided a brief update on the upcoming Special Board Student Session (May 17th) which will address Measure G updates and questions.

March 9, 2023 Board Meeting Items:

Greg Isom of Isom Advisors will give a presentation on the Bond Proceed Series.

Brett Mitchell, Program Manager Senior Manager, US West PPM of AECOM in coordination with Director of Maintenance, Operations and Safety Julio Arroyo will provide updates on the Architect Pool of Record Request of Proposal and Qualifications (AOR RFP/Q) and our master plan priority 1 preliminary project list. 

Timeline for the AOR RFP/Q:

• AOR RFP/Q will be released on March 10, 2023
• Proposal deadline will be April 17, 2023
• Interviews are scheduled for May 1, 2023

The interview panel will include:

• AECOM Representative(s)
• Board Member(s)*
• Community Financial Advisory Committee
• Middle School Principal
• Elementary School Principal
• District Counsel
• Director of Maintenance, Operations & Safety Julio Arroyo

*Trustees selected Trustees Nakatani and Yoo to be part of the interview panel with Trustee Katz as an alternate. 

February 9, 2023 Board Meeting Items:

Qualified Construction Management Firm for Measure G Bonds Projects and Negotiation of Contract:

On or about October 13, 2022, the District’s Board of Trustees (“Board”) approved the issuance of the Request for Qualifications and Proposals (“RFQ/RFP”) No. 2022-03, which sought qualifications and proposals from qualified firms to provide construction management services for the District’s Measure G Bond Program.  On or about November 7, 2022, the District received submissions from five (5) construction management firms that timely submitted proposals in response to the RFQ/RFP.  On or about November 17, 2022, the District’s Evaluation Committee conducted interviews of all five (5) firms.  Following the District’s Evaluation Committee’s review of the RFQ/RFP proposals and the interview process, the Evaluation Committee made a recommendation to the Board to select AECOM as the District’s Construction Management Firm.

At the District’s December 12, 2022, Board meeting, the Board voted to approve the selection of AECOM and to proceed to enter into a contract with AECOM for program and construction management services. 

At the Board's January 12, 2023 meeting, the Board designated Trustees Nakatani and Yoo to review the final contract and incorporate revisions as needed.  District staff and the District’s legal counsel have negotiated a final proposal and contract with AECOM wherein all the necessary and requisite provisions have been included and agreed upon between the District and AECOM.  The Master Agreement for Construction Management Services is in the negotiated and agreed upon total not-to-exceed amount of $7,058,489.26, which includes $750,000.00 in allowance amounts.

It is recommended that the Board approve the Master Agreement for Construction Management Services with AECOM.  Following approval, the District may commence its work with AECOM and begin the planning and programming stages of the Measure G Bond Program.

Measure G Bond Program Update:

Director of Maintenance, Operations and Safety Julio Arroyo will provide an informational update to the Board on the next steps to implement the Measure G Bond Program.  The District will need architectural and engineering services to upgrade the District’s aging facilities to meet modern academic, ADA, and safety standards.  The Request for Qualifications and Proposals for Architectural and Engineering Services (AOR) for the District’s Measure G Bond Projects (RFQ) was provided to the members of the Board for review and discussion at the December 12, 2022, Board of Trustees' regular meeting.  

On February 1, 2023, District staff and legal counsel met with Trustees Nakatani and Yoo to review the AOR RFQ.   As a result of this meeting, staff have been requested to proceed with the  AOR RFQ proposed schedule as attached. This newly prepared timeline provides the approved Construction Manager/Project Manger to be included in the process, as requested.  Staff will prepare the updated RFQ requirements and key events and dates to select and establish a "pool" of qualified individuals or firms to provide design services for the Measure G Bond Program at the March 9, 2023 Board meeting.   

Upon approval of an AOR and/or the AOR Pool, the district will proceed with working with the Construction/Project Management firm to create a Project list, timeline, and anticipated finance needs.

December 12, 2022 Board Meeting Items: 

Director of Maintenance, Operations and Safety Julio Arroyo will provide an update to the Board on the next steps to implement the Measure G Bond Program.  The District will need architectural and engineering services to upgrade the District’s aging facilities to meet modern academic, ADA, and safety standards.  The Request for Qualifications and Proposals for Architectural and Engineering Services for the District’s Measure G Bond Projects (“RFQ”) has been provided to the members of the Board for review and discussion.  At a subsequent Board meeting, District staff will recommend the Board to issue the RFQ to commence selecting and establish a “pool” of qualified individuals or firms to provide design services for the Measure G Bond Program. 

Qualified Construction Management Firm for Measure G Bond Projects and Future Negotiation of Contract

On November 7, 2022, the District received submissions from the following five (5) construction management firms that timely submitted proposals in response to the RFQ/RFP:

            1.         AECOM
            2.         Apadana Engineering / Apadana Group
            3.         Cumming Management Group, Inc.
            4.         Roebbelen Management, Inc.
            5.         Van Pelt Construction Services        

Following the RFQ/RFP process, the District’s Evaluation Committee invited all five (5) construction management firms and their key personnel to be interviewed on November 17, 2022 by the District’s Evaluation Committee.  The Evaluation Committee for the RFQ/RFP consisted of the following members:

• Trustee Dr. Michele Crncich Hodge;
• Trustee Marco Pardi;
• Dr. Michele Rollins, Assistant Superintendent, Business Services;
• Julio Arroyo, Director of Maintenance, Operations and Safety;
• Danny Chui, Middle School Principal;
• Jason Matlon, Old Mill Principal;
• Melissa Yakel McClatchy, Community Financial Advisory Committee;
• Stephen DeLapp, Community Financial Advisory Committee; and
• Jessica Ehrlich, F3 Law, Counsel for the District

As indicated in the RFQ/RFP, each proposer was asked to give a brief presentation highlighting the significant aspects of the firm’s approach and understanding of the Projects.  The presentation was followed by participation in a question-and-answer discussion session with the Evaluation Committee. 

Each proposer was then evaluated based on the selection criteria listed in the RFQ/RFP, as follows:

• Firm Experience and Qualifications
• Litigation/Claims/Complaint History  
• Project Plan and Methodology
• Fees                                                               
• References                                                                            
• Compliance with RFQ/RFP   
• Interview

Following the conclusion of the proposal review and interview process, the Evaluation Committee recommends that the Board approve AECOM as the selected construction management firm for the District’s Projects for reasons including, but not limited to: 

• AECOM provides similar construction management services on some of the largest K-12 design and construction programs in California, including but not limited to relevant, local Bay Area bond projects;
• References have been checked and confirmed, including with San Francisco Unified School District, Los Angeles Unified School District, and San Bernardino City Unified School District;
• AECOM has proven experience in program and construction management services, including but not limited to cost estimating and comparative analysis, construction oversight and coordination, and quality control and assurance procedures;
• The firm also has a decades-long history of K-12 work in California with vast experience in working with the Office of Public School Construction (OPSC), State Allocation Board, California Department of Education, the Division of the State Architect (DSA), and the Department of Toxic Substances Control (DTSC).  Additionally, AECOM also has experience in complying with the Uniform Building Code (UBC), and Title 24 of the California Code of Regulations; 
• Further, the firm has a strong Bay Area presence with a local branch office in San Francisco, California, and the proposed AECOM personnel that would be assigned to the District has extensive experience working collaboratively with each other on other K-12 projects in the Bay Area;
• AECOM’s presentation factored in the District and the specific projects that will be part of the District’s Measure G Bond Program; and 
• AECOM embraces inclusivity, equity, and diversity as well as corporate social justice. 

Pending Board approval, the District’s legal counsel will proceed to negotiate a Master Agreement and Project Assignment(s) with AECOM.  The Master Agreement and each Project Assignment will be brought back to the Board for approval and/or ratification.  The Master Agreement and Project Assignment(s) will, among other necessary provisions, contain the following key contract provisions to best protect the District:

Construction Manager’s Scope of Services and Responsibilities

• Duration and Term of Service
• Compensation and Payment to Construction Manager, including Preconstruction Services, Basic Services, including Construction Phase Services and General Conditions, if applicable, and include general scope of work of services pursuant to the Agreement
• District’s Responsibilities
• Modifications to Construction Manager’s Services and Delays
• Authorized Project Personnel
• Addressing Project Suspension or Abandonment
• Construction Manager’s Accounting Records
• Insurance Requirements
• Indemnification
• Termination Provisions
• Dispute Resolution
• Construction Manager’s Representations, Warranties, and Covenants
• Project Assignment(s) where specific scope of work will be determined on a project-by-project basis

The Evaluation Committee believes AECOM has demonstrated their competence and qualifications to provide the necessary construction management services to the District on the Projects and believes it is in the District’s best interest to approve AECOM as the construction management firm for the Projects.

The Evaluation Committee recommends approving AECOM as the selected construction management firm based on the above and authorizing the District to move forward in negotiating the contract with AECOM.