September 19, 2017 at 6:30 PM - Business Committee - Regular School Board Meeting

1. Financial Report

1.A. Financial Report - Financial statements only (Cash Flow report will resume later this year)

1.B. Approval of Payment of Claims - Attached as an "extra"

1.C. Budget Revisions

1.D. Wire Transfers

1.E. Investment Transactions 

1.F. APU Projections - None (resumes in October)

1.G. Fundraisers

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

2.A. Bids - None

2.B. RFPs - None

2.C. Quotes

2.C.1) Quote #4275 Annual District-Wide Painting Labor
Quote #4275 was advertised according to statute and School Board Policy for services to be performed July 1, 2017 through June 30, 2018, with the option to renew for two (2) additional one-year periods if acceptable to both parties.  Two (2) responses were received.

3. Policies and Regulations - None

4. Contracts, Change Orders, and Leases

4.A. Contracts 

4.A.1) Duluth Energy Systems (Duluth Steam - City of Duluth)
This agreement was brought before the Duluth School Board in September, 2016.  However, the agreement was in its draft form.  This is the final agreement.

4.B. Change Orders

4.B.1) Change Order #2 for RFP #306 - Removal of Rubber Mulch from Playgrounds for SAS+ Associates Phase II - POSTPONED DEFINITELY UNTIL OCTOBER BOARD MEETING
RFP #306 – Phase II Removal of Rubber Mulch from Playgrounds was approved February 28, 2017, for a not to exceed fee of $46,500.00. CO #1 was approved June 20, 2017, for a new contract total amount of $55,950.00 as related to the re-bid process. However, once work began, it was quickly realized that there were many unknown conditions at all sites. Sites were not constructed as plans showed, and resulted in much more construction observation and design effort to “individualize” the specification and the plan to each site. This condition as well as the fact that this type of work has not been done before with no baseline for the consultant to base fee’s upon has led to the need for CO #2. Further details are attached as related to this change order from our consultant. Change order #2 to the RFP results in an increase of $12,475.00, to the previously awarded base bid and CO #1 for a new not to exceed contract total of $68,425.00.

4.B.2) PLACEHOLDER - Other Change Orders

4.C. Leases

4.C.1) PLACEHOLDER - The Hills (formerly Woodland Hills) Lease

4.C.2) Great Lakes Office Solutions for a five (5) year lease for one (1) new color copier for the Print Shop
Quotes for a sixty month lease for one new Konica Minolta color copier were obtained from five vendors. The Print Shop and Purchasing departments analyzed the responses.  The lease being recommended will include all lease costs, toner, on-site maintenance, parts, initial set-up, training and 25,000 prints per month for a total lease cost of $72,068.40. 

5. Resolutions

5.A. B-9-17-3481 - Acceptance of Donations to Duluth Public Schools

5.B. B-9-17-3482 - Authorized Bank Account Signer

5.C. B-9-17-3483 - Maximum Levy Certification

5.D. B-9-17-3484 - Kraus-Anderson Construction and Rockridge School

5.E. PLACEHOLDER - Sale of Property

6. Informational - These items are provided for informational purposes only and no action is required.

6.A. Expenditure Contracts
Superintendent Gronseth or the CFO/Executive Director of Business has signed the following contracts during the month of August 2017.

6.B. Revenue Contracts 
Superintendent Gronseth or the CFO/Executive Director of Business has signed the following contracts during the month of August 2017.

6.C. No Cost Contracts
Superintendent Gronseth or the CFO/Executive Director of Business has signed the following contracts during the month of August 2017.

6.D. Change Orders Signed - None

6.E. Facilities Management & Capital Project Status Report 

6.F. Energy Consumption Update (in color on BoardBook)

6.G. Transition to Paperless Process using BoardBook

7. Future Items

7.A. Final Levy Approval (December)

7.B. FY 2016-17 Audit Results (December)

7.C. Policy Updates