June 16, 2015 at 6:30 PM - Business Committee-Regular School Board Meeting
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1. Financial Report
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1.A. Financial Report
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1.B. Budget Revisions
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1.C. Wire Transfers
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1.D. Investment Transactions
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1.E. WADM Projections
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1.F. Fundraisers - None
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2. Bids, R.F.P.s and Quotes Reports
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2.A. Bids
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2.A.1) Bid 1242 - Food Requirements
Bids were advertised and sent to seven known vendors for supplying district-wide food requirements for the period July 1, 2015 to June 30, 2017. One response was received from Upper Lakes Foods in the amount of $539,000.50 for a total estimated annual expenditure of $1,680,000.00
Description:
Recommendation: it is recommended that the Duluth School Board approve the bid with Upper Lakes Foods for a total annual amount of approximately $1,680,000.00. It is also recommended that ISD 709 reserves the right to renew for an additional two year period, July 1, 2017 to June 30, 2019 by mutual agreement.
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2.A.2) PLACEHOLDER - For Bids related to the 10-year Capital Facilities Plan 2015 Update
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2.B. R.F.P.s
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2.B.1) RFP 301 - Copier Service Contract
Requests for copier service proposals were advertised and sent to four known service providers and one other requestor. One response was received by Great Lakes Office Solutions in the estimated annual amount of $30,465.30 for the period July 1, 2015 to June 30, 2019. Annual price increases will be in accordance with the consumer Price Index for the Midwest Urban Region.
Description:
Recommendation: It is recommended that the Duluth School Board approve RFP 301 with Great Lakes Office Solutions in the estimated annual amount of $30,465.30.
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2.B.2) PLACEHOLDER - For RFP's related to the 10-year Capital Facilities Plan 2015 Update
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2.C. Quotes
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2.C.1) Quote #4211 – Re-keying Door Hardware
Re-Keying Door Hardware at HOCHS, Homecroft, Lakewood, Lowell, and Stowe - Sell Hardware, Inc. $91,835.00
Description:
Recommendation: It is recommended the School Board approve entering into a contract with the firm listed above based on their low responsive quote as shown on the Quote Tab and Letter of Recommendation, as provided in response to Quote #4211 – Re-keying Door Hardware
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2.C.2) Quote #4201-1 – Annual Elevator Service
Quotes were solicited from four contractors for the district-wide annual elevator service. Two quotes were received in response to the School District’s request for quotes. Schindler Elevator Corporation submitted the lowest responsible quote with an estimated value of $30,044.50.
Description:
Recommendation: It is recommended the Duluth School Board approve the contract with Schindler Elevator Corporation to complete the work defined in Quote #4201-1 – Annual Elevator Service for a total estimated amount of $30,044.50.
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2.C.3) PLACEHOLDER - For Quotes related to the 10-year Capital Facilities Plan 2015 Update
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3. Policies and Regulations
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3.A. Policy 9115 - School Board Elections
It is recommended that the school board accept the changes to Policy 9115 to keep elections on an odd year cycle at this time for the first reading.
Description:
Recommendation: It is recommended that the school board accept the changes to Policy 9115 for the first reading.
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3.B. Regulation 3136R - Expenses-Travel In-District, In-State, and Out-of-State
Changes have been made to Regulation 3136R to bring the Meal Per Diem Limitations up to date and consistent with the FY 2016 Budget investment . The update will take effect on July 1, 2015.
Description:
This item is presented as informational only.
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4. Contracts, Change Orders, and Leases
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4.A. Contracts
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4.A.1) Insurance Brokerage and Risk Management Services Renewal for Duluth Public Schools – Marsh & McLennan Agency
Marsh & McLennan Agency, formerly RJF Agencies, Inc. has provided insurance brokerage and risk management services for property, liability, auto, and workers' compensation for Duluth Public Schools since 2009.
Description:
Recommendation: It is recommended the Duluth School Board authorize the use of Marsh & McLennan Agency for the 2015 – 2016 policy year to provide insurance brokerage and risk management services. As compensation for their services, RJF Agencies, Inc. will receive a standard commission from the insurance carrier who ultimately underwrites the District's policies. It is further recommended the Duluth School Board approve two (2) additional contract extension options through June 30, 2018, if the services and value provided continue to be acceptable to the Director of Business Services and the Property and Risk Manager.
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4.A.2) PLACEHOLDER - For Contracts related to the 10-year Capital Facilities Plan 2015 Update
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4.B. Change Orders
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4.C. Leases
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5. Resolutions
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5.A. B-6-15-3275 - Acceptance of Donations to Duluth Public Schools
Description:
Recommendation: It is recommended that the Duluth School Board approve resolution B-6-15-3275 - Acceptance of Donations to Duluth Public Schools.
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5.B. B-6-15-3276 - Resolution Rescinding Resolution B-5-15-3270 - Providing that School Board General Elections Held After 2017 shall be held in the Even-Numbered Years; Establishing a Transition Plan.
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-15-3276 - Resolution Rescinding Resolution B-5-15-3270 - Providing that School Board General Elections Held After 2017 shall be held in the Even-Numbered Years; Establishing a Transition Plan.
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5.C. B-6-15-3277 - Adoption of the Fiscal Year 2016 Budget
Additional information will be sent out separately.
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-15-3277 - Adoption of the Fiscal Year 2016 Budget
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5.D. Resolution B-6-15-3278 - Annual Re-certification of the Superintendent as the Identified Official with Authority for MDE SERVS Financial
Description:
Recommendation: It is recommended that the Duluth School Board approve Resolution B-6-15-3278 - Annual Re-certification of the Superintendent as the Identified Official with Authority for MDE SERVS Financial
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5.E. PLACEHOLDER - Amendment to the 10-year Capital Facilities Plan 2015 Update
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5.F. PLACEHOLDER - Sale of Property
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6. Informational - These items are provided for informational purposes only and no action is required.
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6.A. Expenditure Contracts
Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of May 2015
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6.B. Revenue Contracts
Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of May 2015
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6.C. Other Contracts
Superintendent Gronseth or the Director of Business and Finance has signed the following contracts during the month of May 2015.
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6.D. Facilities Management & Capital Project Status Report
Kerry Leider will be present to answer questions regarding the attached report.
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6.E. Contracts Signed in Relation to the LRFP
Kerry Leider will be present to answers questions regarding the attached report.
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7. Future Items
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7.A. Discussion Regarding Community Use of Facilities
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