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 (2 members to be selected by the Board)
• Community Financial Advisory Committee
• Middle School Principal
• Elementary School Principal
• District Counsel
• Director of Maintenance, Operations & Safety Julio Arroyo

Trustees will select two members to be part of the interview panel. 

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.