1.0 2.0 3.0 4.0 5.0 6.0 BURNT RANCH SCHOOL DISTRICT BOARD OF DIRECTORS Monday, April 11", 2016 Regular Meeting - 4:00pm Burnt Ranch Elementary Scho 251 Burnt Ranch School Rd. Burnt Ranch, California. AGENDA Formal Opening 1.1 Call to Order 1.2 Additions or Changes to Agenda Public Communication: Persons wishing to address the Board on any item except personnel are invited to do so at this time. In the interest of time and order, presentations from the public are limited to 5 minutes per person, per topic. Please state your name and address before speaking. In accordance with the Brown Act, unless an item has been placed on the agenda there shall be no action taken, The Board may 1) acknowledge receipts of the information; 2) refer to staff for further study; 3) refer the matter to the next agenda. Accept Open Session Agenda Motion. Second. Vote. Consent Agenda: ‘The following consent agenda items are considered to be routine by the District Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member so requests, in which even the items will be considered following approval of the Consent Agenda 4.1 Minutes - March 14, 2016 4.2 Warrants - March 10‘, 2016 - April 6*, 2016 Reports 5.1 Superintendent 5.2 Business 5.3 Enrollments and Attendance 5.4 Staff 5.5 LCAP Update Correspondence Gretchen Deichler at Trinity County Office of Education7.0 General Business 71 72 73 14 75 76 17 Review/Approve Williams/Valenzuela Uniform Complaint Quarterly Report Review /Approve Burnt Ranch Graduation Dates Review/Approve 8th Grade Trip Itineraries* Review/Approve RFP for Facilities Master Planning Services Review/Approve Educator Effectiveness Expenditure* Review Wellness Policy Review/Approve sharing cost of HVAC system for Burnt Ranch Playgroup with Tsnungwe Council* 8.0 Future Business 9.0 Adjourn “Indicates that there is no attachment for this item.1.0 2.0 3.0 4.0 5.0 Arms A | BURNT RANCH SCHOOL DISTRICT BOARD OF DIRECTORS .Monday, March 14*, 2016 Regular Meeting - 4:00pm Burnt Ranch Elementary School... 251 Burnt Ranch School Rd Burnt Ranch, California. MINUTES Formal Opening 1.1 Katherine Bauer-Helwig called the meeting to order at 4pm 1.2 There were no additions of changes to the agenda Public Communication: Persons wishing to address the Board on any item except personnel are invited to do so at this time. In the interest of time and order, presentations from the public are limited to 5 minutes per person, per topic. Please state your name and address before speaking. In accordance with the Brown Act, unless an item has been placed on the agenda there shall be no action taken. The Board may 1) acknowledge receipts of the information; 2) refer to staff for further study; 3) refer the matter to the next agenda. Accept Open Session Agenda Motion: Cyn Van Fleet Second: James King _ Vote: Unanimous Consent Agenda; The following consent agenda items are considered to be routine by the District Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member so requests, in which even the Items will be considered following approval ofthe Consent Agenda 441 Minutes - February 8", 2016 Passed by Consent 4.2 Warrants - February 4* - March 9, 2016 Passed by Consent Reports 5.1 Superintendent Kathleen reported that TCOE put on a STEAM conference at the school; it was a great afternoon with a lot of participation. The 5* ~ 8% graders went ona skitrip to Mt. Shasta. There was a garden work party on February 26 with a lot of people dedicating time and materials. National History Day went extremely well, and we had several students that went onto state. The boys basketball team finished their season and the school is really grateful6.0 7.0 K, | to the coaches. The ASES program has a lot of new clubs that students are very enthusiastic about. The Playgroup attendance has improved greatly. 5.2 Business Jeff chose to wait until the general business to report. 5.3. Enrollments and Attendance Enrollment is at 96 and our ADA is 94.8% 54 Staff We are advertising for a new 1/24 grade teacher. Ariel Smith and Tamera West attended the Love and Logic Conference in Colorado and really enjoyed it. 5.5 LCAP Update Plan implementation is progressing Correspondence General Business 7A 72 73 74 75 76 27 78 79 710 Discuss Developing a Facilities Master Plan* The board discussed developing a facilities master plan Review/Approve retaining a school facilities consulting service to assist the District with its school facility program eligibility updates and funding for its projects. Approved in a motion by Cyn Van Fleet; Second James King; Unanimous Review/Approve Resolution 2016-08 Facilities Bond Act of 2016 Approved in a motion by Cyn Van Fleet; Second Doug Ritterbush; Unanimous Discuss updates on Prop 39 projects * The board discussed the Prop 39 projects Review/Approve 2nd Interim Budgets ‘The Board discussed the excess balances and then approved in a motion by Cyn Van Fleet; Second Doug Ritterbush; Unanimous Accept resignation from classified staff member The board regretfully accepts Jenny Sherman's resignation. Review/Approve updated certificated teacher salary schedules Appoved in a motion by Charis Stockwell (with $500 increase and comparable credit experience and step 10 limit); Second James King; Unanimous Review/Approve 2016/17 Business Services Contract with TCOE Approved in a moion by Cyn Van Fleet; Second James King; Unanimous Review/Approve 2016/17 Technology Service Agreement with TCOE Approved in a motion by Cyn Van Fleet; Second James King; Unanimous Review/Approve 2016/17 Trinity County McKinney Vento Homeless Services Approved in a motion by James King; Second Cyn Van Fleet; UnanimousTAL 7A2 73 714 TAS Review/Approve 2016/17 Escape User Agreement Appoved in a motion by Cyn Van Fleet; Second James King; Unanimous Review/Approve 2016/17 Trinity County Cooperative Centralized Services Agreement Approved in a motion by Charis Stockwell; Second Cyn Van Fleet; Unanimous Review/Approve 2016/17 Superintendent Contract* Approved in a motion by Cyn Van Fleet; Second Doug Ritterbus Unanimous Review/Approve purchase of new commercial dishwasher for cafeteria* Approved in a motion by James King; Second Doug Ritterbush; Unanimous Review/Approve Educator Effectiveness Expenditure* ‘The Board discussed the Educator Effectiveness Expenditure 8.0 Future Business ‘The next meeting will be held on April 11", 2016 at 4pm. The 8* grade trip itinerary will need to be reviewed. 9.0 Adjourn at 6pm “Indicates that there is no attachment for this item.RegPay12a Board Report Rd Check raed hack CheckNumber pra Pay othe Order of mae) Mea | stearee cavi20%6 Bock are Fun 3500 steares cavi20%6 Just Schaenbrg 20708 sioarae cavi82018 | Mebymne 307.00 stares cavizo1e Turion Wieon ear 102708 Cavi20%8 Catania Dept ot Edxcaton 0.20 stoarer oaviseo%e Ez 10021 tear covizoie Pace as & ectic 10082 102709 oavisz0%6 Phoenix Ceramic ‘087 192700 cate2016 $8L Food Sie ssi seas 1162018 Tope Super Foods 49 stearez cavte2018 Tenty sural orsero 120 192703 avt820%6 Verizon Catania ovssa0 10506 stones 23202016 Shery Leland 1.4300 aeiar 14900 esor ras sear 23202018 May A Matocks 1.300 5208 10208 cu292018 Coney Gone o.4300 oar 10200 03292016 Katieen J Gaham ot4s00 ouoss orsa00 526 ‘34700 mor sans sea080 enava0%e Arar orse20 202 2061 23292018 Coss Conta Cre Unen 4300 totes sa0se 29292018 Geoway o.sa00 0280 102069 24232018 Mourn Waktlce 94700 oat steaose 24292016 Nor Cost Labonte ine 8560 198.00 sass aus2018 SYNCBIAWAZON 4300 econ sn0se 4292018 Tiny Co Often Of Eon seco e001 siostte 22002018 Shasta T School os Dot o.9s00 +aa00 siaatts 902018 Shasa Tr Scho ne Medes! or8580 1280500 sraatte 23002018 Shasa Tr Scho ne Von ot8500 7400 sioazse ew0s2018 Robin unmer 14300 4000 steoess wosa0%8 ACSA 15300 7300 siazzae W082018 Mads Spey Company 4300 01875 sioazas 4082018 Weavere Ao Pare orca a7 sieazas ewow2016 $A Food Sie 04700 «an sie3237 cwe0t8 Tenty Co Depot Trane 4300 ere33 sioszae en082018 Tinty Co Often OF Econ oreo 1800 ovseco curse nase sioaee co0%8 Tiny Jul ovsei0 13938 siseeso 082018 Vast ie roam 04700 eats sioazes w92018Verzon-Paygroun oveu0 sare ssoazee u82018 Vetzon Caton ovse20 1108 Tota Number of hace » Fund Summary Fund Description check Count _Expensed Amount “Th preceding Checks hav been sued in cordance vt he Dit Ply and urn ECAP Gl tne Board res, rcommended ta he preceding Chaka be approved age of2 301 - Burnt Ranch Elementary Sch Dist ‘Generated for Katto Willams (KWILLIAMS),Apr 6 2016 1:30Msauna 02. RegPay12a Checks Dated 03/10/2016 through 04/06/2016 ‘Check Fund Exponsed ‘Check Check Number Hage Payto the Order of Gbied ‘Amount Amount Fund Summary Fund Description Chock Count Expensed Amount Genova rune rr nr 8 Cafeteria Specil Reserve 3 3,558.00 0 a Lose Unpaid Sales Tax iiy 0 Nt (Check Armount) (300.58 “Tha preceding Checks have boon issued in accordance with the Distri's Policy and authorization ESCH Page 2012 ‘ofthe Board of Trustees It's recommended tat the proceding Checks bo approved 301 - Burnt Ranch Elementary Sch Dist Generated for Kati Willams (KWILLIAMS), Apr 6 2016 1:30PMCotrrryo vdeo — i inity County OFFICE OF EDUCATION ‘www teoeK2.01 March 31, 2016 12.078 Burnt Ranch Elementary School District Post Office Box 39 Burnt Ranch, CA 95527 Dear District Board of Trustees and Superintendent: Education Code Section 42131 requires the county to obtain a copy of the interim report and the certification for each district. We have examined the 2nd interim financial report of your district for fiscal year 2015-2016 and the multiyear projections to determine if the district is able to meet its financial obligations in the current and two subsequent years. In addition, AB1200 was created in 1991 following the insolvency of one large district. AB1200 gave the county superintendent the tools and responsibility to monitor and enforce fiscal responsibility in local schools. In 2004 AB2756 increased the level of oversight. The objectives of AB1200/2756 are prevention, correction and accountability and with proper planning and action, school districts can anticipate and avoid negative fiscal situations. ‘We very much appreciate the cooperation and assistance provided by the district staff during the review process. A copy of the review is attached. We will be meeting with the board, your administrator and business manager to discuss our findings. Based on our review and analysis of your 2nd interim financial report and multi-year projections we approve a positive certification. Revenues projections should be updated and reviewed with the most current data, ie. ‘ADA, COLA, gap funding, etc. Additional comments follow: Local Control Funding Formula (LCFF) Now more than ever Average Daily Attendance (ADA), enrollment and revenue projections for the current and projected years should be reviewed for accuracy. The criteria used to evaluate the reporting period was: ‘* Comparison of components of LCFF calculator in the Standardized Accounting Code Structure (SACS) Financial Reporting Multi-Year Projection (MYP). * ADA projections used in LCFF calculator versus most recent ADA reported to California Department of Education (CDE). County Office of Education (COE) revenue limit transfers calculations will be updated at each reporting period based on COE ADA Revenue will be based on current or prior year Period 2 (P2) ADA whichever is higher. At each reporting period the ADA projection should be reviewed with COE to discuss appropriate adjustments, At Pi district ADA was higher than prior year so itis possible that P2 could be higher resulting in additional LCFF revenues in 15-16. ‘Additionally, the district should review impact of necessary small school funding versus LCFF each reporting period to determine the most financially advantageous. The district relies on significant inter-district transfer students and due to large upper grade classes projects declining enrollment the district funding is based on prior year ADA in all years. Unduplicated student count is also projected to decline reducing the supplemental ‘and concentration grants in all years. Being A, BackwelTily County Supetiniende of School 2 | PP, BOX 1256 + 201 Memorial Drive * Weaverville California 96093-1256 « (530) 623-2861 Fax (530) 623-4489Deficit Spending ‘The General Fund beginning balance has increased by $450,000 from July 1, 2012 to July 1, 2015. During the current multiyear projection the district has projected operating deficits in all years. These operating deficits result from spending down of the carryover reserves from prior years due to expenditures exceeding revenues. The Criteria and Standards considers deficit spending in the General Fund within the standard if is not more than one third of the available reserve percentage. Burnt Ranch meets this standard. It should be noted that {$30,000 annually is transferred from the General Fund to the Cafeteria Fund and represents a significant portion of the deficit spending, It is important to continue to monitor revenues and expenditures to ensure district's ability to meet its financial obligations and the minimum reserve level required by the state. Ending. fund balances are sufficient in all years. Cash Flow The district will not have cashflow concerns in the General Fund during 2015-2016. Reserves The district’s reserves are projected to exceed the minimum required ($65,000) in all years. The percentage of available reserves to total expenditures is 69% 15-16 ($1,050,942), 71% in 16-17 ($970,063) and 62% in 17-18 ($861,551). The district should continue to review reserve levels and its board policy and be prepared to comply with the requirements of $8858. The repeal of the reserve cap continues to be a top priority for many statewide organizations. There is agreement that the current law needs to be amended or repealed before the next economic downturn. Information will be shared as it becomes available. ‘SB 858 Public Hearing Requirements for Reserves in Excess of Minimum Reserves SB 858 amended Education Code Section 42127 to require that effective with the 2015-16 at the district's public hearing for budget adoption include the following for review and discussion: ‘© The minimum recommended reserve for economic uncertainties for each fiscal year identified in the budget. ‘© The combined assigned and unassigned ending fund balances that are in excess of the minimum recommended reserve for economic uncertainties for each fiscal year identified in the budget pursuant to Education Code Section 33128{a). (The Criteria and Standards calculates the district's reserve standard using the fund balances included are General Fund 01, and Special Reserve Fund 17 for Other Than Capital Outlay Projects.) ‘+ Astatement of reasons that substantiates the need for an assigned and unassigned ending fund balance in excess of the minimum recommended reserve for economic uncertainties for each fiscal year. The governing board of a schoo! district shall include this information each time it files an adopted or revised budget with the county superintendent of schools. The county superintendent of schools shall determine whether a school district's adopted or revised budget complied with these requirements. Our review concludes that the district is assigning the majority of the reserves for facilities projects and establishing Fund 40 and developing a Facilities Master Plan sometime over the multiyear projection. At 2016-2017 please provide the timeline for establishing this fund, ADA and Enrollment ‘The 14-15 P2 ADA was 90.16. 15-16 P1 ADA was 93.71. 15-16 P2 projection is 89.24. Funding is based on current or prior year ADA whichever is greater. When district ADA drops below 96 determine if LCFF or NSS should be usedOther Funds District must monitor timeline for submission of cafeteria meal reimbursements. Please advise status of outstanding claims for 14-15 and was one time waiver granted. The percentage of the General Fund transfer to the Cafeteria Fund ($30,000) is 43% of the combined Cafeteria Fund Revenues ($75,500). This is a substantial contribution to the program annually and represents a significant portion of the deficit spending that is projected in the General Fund. Continue to review for reasonableness. Deferred Maintenance Fund balance is projected flat in all years with an ending fund balance of $2,914. Special Reserve Fund 20 is projected flat in all years with and ending fund balance of $16,251. Special Reserve Fund 17 for Non-Capital Outlay and Capital Facilities Fund 25 are accruing interest and fund balances are increasing. Review projects to determine if capital facility funds can be used. Because over $700K is designated for new construction on the excess reserve calculation the district's intent to have a facilities master plan and the addition of Fund 40 Special Reserve for Capital Outlay should include a timeline at budget adoption. Long Term Debt and Post-Retirement Benefits The district does not have any long term debt other than retiree health and welfare. The district should review its board policy regarding post-retirement health insurance versus actual practice. Salary and Benefit Negotiations The salary and benefit negotiations have been settled. Continue to provide us a copy of the Public Disclosure of Collective Bargaining Agreement in order for COE to do the required oversight. We would like to remind the district of the requirements of Government Code Section 3547.5 and Assembly Bill (AB) 1200 on public disclosure of collective bargaining agreement. At least ten working days prior to the date the District Governing Board will take action on the proposed bargaining agreement, please provide us with an analysis of the cost of the settlement and its impact on the operating budget. Forest Reserve ‘There has been no change since 1 interim. Educator Effectiveness Asa condition of receiving Educator Effectiveness funds the district is required te 1. Develop and adopt a plan delineating how the Educator Effectiveness funds will be spent. The plan must be explained in a public meeting of the governing board of the school district before its, adoption in a subsequent public meeting. 2. Onor before July 1, 2018 report detailed expenditure information to the California Department of Education, including, but not limited to, specific purchases made and the number of teachers, administrators, or paraprofessional educators that received professional development. Child Left Behind Maintenance of Effort The district meets the MOE. Increases in ADA can impact meeting the MOE. District should review with COE during each financial report preparation. Special Education Maintenance of Effort Changes in special education population can affect the maintenance of effort. There are financial implications ifthe MOE is not met. Our office will review projections with your superintendent and business manager to discuss and changes that might affect this program, Program Improvement The California Department of Education did not produce a 2014 AYP report for elementary school districts. Therefore, PI status did not change. Burnt Ranch Elementary isin program improvement year 1. Our office will work with the district regarding exit strategies. In the meantime, the school will need to implement the Pt requirements associated with their current Pl status. 3| PageAnnual Financial Report (Audit) ‘The auditors will be conducting the spring audit in May and the final visit in November. Planning for 2016-2017 The Governor's 2016-17 proposed budget was released in early January. The May Revise released in Mid-May. The details of this proposal will be reviewed with your district administrator and business manager with recommendations for inclusion in the preparation of 2016-17 budget and multi-year projections. Local Control Accountability Plan (LCAP) The Local Control Accountability Plan is a component of LCFF. Workshops are held at Trinity COE and we are available to assist your district with the 2015-16 annual review and development of the 2016-17 LCAP. ‘What is the Local Control and Accountability Plan (LCAP)? ‘The LCAP is an important component of the LCFF. Under the LCFF all LEAS are required to prepare an LCAP, which describes how they intend to meet annual goals for all pupils, with specific activities to address state and local priorities identified pursuant to EC Section 52060(4). In addition, EC sections '52060 and 52066 specify that the LCAP must include a description of the annual goals to be achieved for each student group for each state priority. Goals must address each of the state priorities and any additional local priorities; however, one goal may address multiple priorities. A Local Educational ‘Agency (LEA) may identify which school sites and subgroups have the same goals, and group and describe those goals together. Ifa single goal requires longer than one year to fully implement it then the LCAP should reflect the annual incremental actions, services, and expenditures, as well as the annual anticipated progress that the district expects to achieve for each student group. These benchmarks will assist LEAs and the community to monitor the progress of the plan. LCAP and Budget Timeline ‘Two meetings are required - An initial public hearing, held at the same time as the budget public hearing, then at a subsequent meeting the governing board of each LEA shall adopt the LCAP on or before July 1, 2016, In the spring your district should advise us of the meeting dates so that our office can do the notice in the Trinity Journal and coordinate review of the draft LCAP. Proposition 30 - Education Protection Account Funding What is Proposition 30? Proposition 30, The Schools and Local Public Safety Protection Act of 2012, approved by the voters on November 6, 2012, temporarily increases the state's sales tax rate for all taxpayers and the personal income tax rates for upper-income taxpayers. Proposition 30 included two temporary tax increases: + 0.25% increase in the sales and use tax for four years: 2013 through 2016 An increase in the income tax rate for taxable incomes of over $250,000 for seven years: 2012 through 2018 The revenue generated by the measure’s temporary tax increases is included in the calculations of the Proposition 98 minimum guarantee—raising the guarantee by billions of dollars each year. A portion of the new revenues therefore would be used to support increased school funding, with the remainder helping to balance the state budget Actions Required: June 30" or prior to expending funds from the account for that fiscal year approve a spending plan. ‘The EPA spending plan should be approved at the time the budget for each year is adopted. Also, for 4|Page«each fiscal year publish on the district website an accounting of how much money was received and how the funds were expended. Conclusion We urge the district to continue to carefully monitor its budget and to work with county office staff throughout the year. It is very important to continue to be well-informed of events and other developments affecting school districts and to be prepared to take appropriate actions regar impact on your district. ig the Sincerely, Qin. Pe Ae Gretcheh Deichler Chief Business Official cc; Kathleen Graham, District Administrator Jeff Caldwell, Business Services Manager 5|Pageum F. | Quarterly Report on Williams/Valenzuela Uniform Complaints [Education Code § 35186} 2015/16 District: Burt Ranch School District - Person completing this form: Katie Niday Title: Accounting Clerk. Quarterly Report Submission Date: O wuly 2015 October 2015 (Check one) January 2016 Bd April 2016 Date for information to be reported publicly at governing board meeting: April 11", 2016 Textbooks and Instructional Materials Teacher Vacancy or ‘Misassignment: 0 Facilities Conditions 0 ValenzuslelCAHSEE Intensive instruction 0 ‘and Services Kathleen Graham, Print Name of District Superintendent Ju ignature of Superintendent 04/06/2016 Date'y County Schools Graduation Dates 2016 Public Service Announcement ~ trinityjournal@dcacable.net Aww EL School Grad. date Time Location Burnt Ranch | & Friday, dune 10 3:00am Mut-Purpose Room 8" - Thursday, June 9 6:30 p.m. Bumt Ranch School Coffee Creek PreK School Readiness — June 3 17:00am, | Coffee Creek School K- None 8” - June 3 6:30 p.m. Coffee Creek School Douglas City K - June 3 9:00 a.m, - Douglas Cty Elementary - gym a - June 2 5:30 p.m, Junction Ciy Ke 1030 am * 00 nam, Junction City School - gym Lewiston PreK School Readiness: May 26 | 600 p.m. ewision Elementary School K- May 31 6:00 pm Lewiston Elementary Schoo! 8" — June 1 6:00 pm. Lewiston Elementary School “Trinity Center = ame 1OOF Hall, Trinity Center “Tiny Alps Unified | K- yooam. | WES-aym Trinity Preparatory Academy 8"- 7:00 p.m. THS field THS and Alps View ~ 7:00 pm. THS field ‘Mountain Valley Unified | PreK School Readiness ~ May 26 | 70:00 8m, | Hayfork Elementary — Crser Hal PreK School Readiness, Hyampom Arts Magnet School Hyampom ~ May 26 10:00am 8" HES - June 2 7:00 p.m. Hayfork Elementary - Critser Hall K.- Hyam No Kindergartners 8" —Hyam - No 8" graders Hayfork High - Ernie Glass Field or HHS ~ June 3 7:30 pm. gym Valley High ~ June 1 & Alternative Programs — 7:00 p.m, Valley High School So. Trinity Joint Unified | PreK School Re June [530 pm. ‘Van Duzen Elementary Cafeteria 8°. Van Duzen 6:00 pm Goularte-Brown Gym 8" — Hoaglin-Zenia - No 8” graders STHS & Mt. Lassic~ June 17 7:00 pam Goularte-Brown Gymdaw EF NOTICE OF REQUEST FOR STATEMENTS OF QUALIFICATIONS. ‘The Burnt Ranch Elementary School District is requesting qualifications until 4:00 p.m. on May 2, 2016, for facilities master planning services related to construction and modernization of the Burnt Ranch Elementary School site. Only proposals that are in strict conformance with the instructions included in the Request for Statements of Qualifications will be considered. Copies of the Request for Statements of Qualifications are available at the Burnt Ranch Elementary School District, PO Box 39, 251 Burnt Ranch Schoo! Road, Burnt Ranch, CA 95527. Inquiries may be directed to Jeff Caldwell, Business Services Manager, (530) 623-2861 ext. 224, icaldwell@tcoek12.0rg 111 pagesBurnt Ranch Elementary School District REQUEST FOR STATEMENTS OF QUALIFICATIONS FOR FACILITIES MASTER PLANNING SERVICES Burnt Ranch Elementary School District PO Box 39 251 Burnt Ranch School Road Burnt Ranch, CA 95527 RFQ Issued: April 12, 2016 Statement Due: May 2, 2016 2of 11 pages: FA4 REQUEST FOR STATEMENTS OF QUALIFICATIONS FOR FACILITIES MASTER PLANNING SERVICES INTRODUCTION The Burnt Ranch Elementary School District ("BRESD”) is issuing this Request for Statements of Qualifications (“RFQ”) from qualified firms for facilities master planning services related to construction and modernization of the Burnt Ranch Elementary School site ("Project") This RFQ describes the required scope of work, the selection process and the minimum. information that must be included in the proposal. Failure to submit information in accordance with this RFQ's requirements and procedures may be cause for disqualification. SUBMITTAL Sealed statements for the BRESD Project must be received no later than 4:00 p.m., May 2, 2016, at Burnt Ranch Elementary School District, PO Box 39, 251 Burnt Ranch School Road, Burnt Ranch, CA 95527 ATTN: Kathleen Graham, Superintendent, via email at kgraham@tcoek12.0rg, or by fax to 530-629-2479. Proposals may be mailed, emailed, or submitted in person. Proposals must follow instructions within this RFQ, BASIS OF AWARD ‘Awards resulting from this solicitation will be made to one and only one consultant. BRESD reserves the right to reject any and/or all proposals and to accept or reject any one or more items of the proposal. n Committee member Each responsive proposal will be evaluated individually by each Sele using the best-value process outlined herein. Final award may be subject to approval by the District Board of Trustees. 3 of11 pages7q Each Selection Committee member will award points for each category. The proposals that ‘meet the submittal requirements will be ranked based upon the evaluation by the Selection Committee, The firm with the highest ranked proposal will be considered the Apparent Winning Proposal and will enter into final negotiations on the contract, subject to possible Interview by the Selection Committee. ‘The BRESD's Governing Board will select as the consultant for the Project the entity or entities which it determines in its sole discretion to be best suited for the Project. However, the BRESD Board reserves the right to delegate selection authority to the BRESD Superintendent to expedite the process or for other reasons, Should BRESD and the consultant with the Apparent Winning Proposal not be able to come to agreement on the contract, BRESD reserves the right to enter into contract negotiations with the firm with the second highest ranked proposal, or formally terminate negotiations with the entity or entities. BRESD reserves the right to award the Project to the entity the BRESD deems ‘most suitable to undertake the Project as outlined in the scoring criteria below. BRESD further reserves the right to reject any and all proposals, or waive any irregularities in any of the proposals submitted pursuant to this RFQ. A score that falls within a “Does not meet established criteria” range, may lead to disqualification. Scoring Categories: 1. Experience and Qualifications (40 points possibl Proposers must provide up to five profiles of each project which illustrates the experience of the consultant, Consideration will only be given to projects comparable in scope and complexity. To be considered, a current project should be at least substantially complete. Project profiles should include: * Owner's name, location of the project and scope of work. ‘* The consultant's responsibility on the project, ‘© Owner's project representative's name, address, and phone number. «Type and size of project (e.g. classroom, construction cost, GSF).. 4011 pages+4 ‘© Project commencement and completion. © Ifavallable, letters of recommendation, Points will be awarded as follows, based on the proposer’s ability to demonstrate their related project experience (including working with the Office of Public School Construction, Division of the State Architect, and Uniform Building Code), qualifications, and availabil Does not meet established criteria 0 to 15 points ‘Meets established criteria 16 to 30 points Exceeds established criteria 31 to 40 points Proposed Approach (30 points possible): ‘Submit the processes used to achieve the timely completion of work outlined in the Scope of Work. The consultant must clearly identify the processes and methods to be used for scheduling in order to meet project schedule and proposed budget. Points will be awarded as follows, based on the consultant’s proposed approach: Does not meet established criteria 0 to 10 points Meets established criteria 11 to 20 points Exceeds established criteria 21 to 30 points 3, Schedule/Timeline (30 points possible): ‘Submit the schedule/timeline of work to complete the Scope of Work. The consultant must clearly identify key milestones and risks in meeting these milestones. BRESD would like the project to be completed as soon as feasible. Points will be awarded as follows based on the consultant's analysis, presentation of the proposed timeline, and proposed completion dates. Preference will be given to earlier completion dates. Does not meet established criteria 0 to 10 points Meets established criteria 11 to 20 points Exceeds established criteria 21 to 30 points Sof 11 pagesH. 4. Project Costs (50 points possible): The consultant must provide itemized costs and totals for completion of each portion detailed in the Scope of Work. The District reserves the right to reject any proposal which, in its opinion when compared to other proposals received or to the District's internal estimates, does not accurately reflect the cost to perform the Scope of Work. The District may reject as non-responsive any bid which unevenly weights or allocates costs, including, but not limited to overhead and profit to one or more particular items. Payment will be processed upon 100% completion of the project. The lowest total cost proposal will receive 50 points. Other (higher) cost proposals will be awarded points as follows: Lowest Cost Proposal / Other Cost Proposal x 50 points INSTRUCTIONS TO PROPOSERS In addition to responding to each of the items described in the Scoring Categories, each responsive proposal must include certification by the proposer acknowledging the following: ‘+ [tis the responsibilty of the consultant to conduct necessary site visits to adequately develop their proposals. Appointments for site visits can be made by contacting Jeff Caldwell, Business Services Manager, (530) 623-2861 ext. 224, jcaldwell@tcoek12.org. ©The Project may be subject to Prevailing Wages and the proposer must adhere to all Prevailing Wage laws. * Each proposer must submit the Contractor's Certificate Regarding Workers’ Compensation form, if necessary. * Quotations shall include all applicable taxes and fees. No miscellaneous charges will be allowed. District is not responsible for service charges, environmental fees, travel costs, fuel surcharges, or any other miscellaneous fees over and above the prices quoted on the bid. 6 of 11 pagesANTICIPATED SCHEDULE (Dates Subject to Change) RFQ Issued April 12, 2016 RFQ Submittal Deadline May 2, 2016 at 4 p.m. Notice to Apparent Winner May 13, 2016 Project Completion ‘August 31, 2026, or earlier ‘SCOPE OF WORK The goal of the project is to prepare a written Facilities Master Plan that will determine the scope of repairs, modernization, upgrades, and/or new construction needed to serve the current and future school facilities needs of BRESD. BRESD provides quality instruction to approximately 100 students in grades Kindergarten through & at one school site. BRESD currently has reserves of approximately $500 thousand to $700 thousand for capital projects and is in the process of contracting with a financial consultant to assist in obtaining state modernization and construction money to supplement the local funds. BRESD is undertaking the preparation of a Facilities Master Plan to guide the upgrading, modernization, and management of Its school facilities for the next ten (10) years. The development of this plan is a public process designed to ensure that planning efforts are community based, built upon consensus, and meet the current and future educational needs of both students and the community. The public process is designed to serve as a vehicle for recelving input from, and facilitating involvement of, community leaders in the District. This proces ‘© Reviews goals and objectives for preparing facilities to serve the current and future educational needs of the community for the next ten (10) years. ‘* Provides a public forum for presentation and discussion of the particular needs of groups who use or have an interest in school facilities in the District. ‘* Establishes priorities amongst the various facility improvements called for in the Facilities Master Plan. * Facilitates integration of other improvement efforts, such as educational technology, into the Facilities Master Plan process. 7 of 1 pagesH.dL ‘© Determines the most appropriate funding sources for implementing improvements described in Facilities Master Plan. BRESD seeks input on facilities issues specific to the schoo! site in the following areas of concern: «Facilities improvements to better support current and future educational programs, including efficient and sufficient classroom space. © Capabilities and support systems to be included to improve the typical classroom, * Define the desired configuration of the various supporting spaces, storage rooms, restrooms, multipurpose rooms, and special purpose classrooms to best support anticipated educational programs. The consultant shall begin their work with collection of data about the educational program needs, the condition of facilities and the demographics of BRESD. The following three categories define the approach that shall be used to provide BRESD with information and tools that aid the completion of their work. Defining Educational Program Needs The primary planning focus of the Facilities Master Plan is to identify the current and future educational programs that are being and will be delivered to the District's clients. This process identifies teaching methodologies, enrichment programs in-room versus pullout programs, Class Size Reduction Program, computer and related technologies, and other useful criteria. ‘These factors form the basis for facility improvements, including equipment, and systems that are needed to support and enhance the education processes. ‘As current programs change or as new programs are developed, instructional methods and the facilities that best support them need redefining. These facilities may vary. The full range of spaces and equipment needed to facilitate current and future educational programs must be analyzed. 2. Condition of Facilities a._ Overall Approach Over time, enrollment and/or program definition at a school may change. These changes may cause existing facilities to become less suited to support the ongoing, 8 of 14 pages+ activities of the new programs. When preparing a Facilities Master Plan, itis important to understand: * the grade configuration to be served in the future. + the enrollment levels expected, and * the maximum capacity the campus could be expected to house if expansion were necessary. b. Assessment of Physical Condition ‘A methodology for evaluation of the schoo! facility shall be presented and a program of evaluation undertaken to provide a diagrammatic plot plan and summary list of Improvements required. The process used to assess the physical condition of the school site shall be: ‘+ Methodology: develop a site map of grounds, buildings and rooms. ‘+ Facility Evaluation: an initial evaluation of the facility is prepared. ‘© Utilization/Capacity: A summary of the present utilization and capacity of the facility in tabular format is prepared, c. Assessment of Code Compliance/tife Safety BRESD's older school buildings were designed using codes and ordinances that are unsophisticated compared to current codes. Currently, codes are considerably more advanced in their establishment of construction regulations to assure life safety and to provide equal access. Structural design regulations for earthquake resistance have become more rigorous. Fire codes have also changed and new regulations exist for the 3s Act (ADA), ‘Americans with Disabil The facilities improvement process includes upgrading older structures to meeting current codes. Improvement of facilities will likely include: new Fire Alarm System, structural bracing, new ADA access ramps and hardware, and accessible toilet room design. Assessment of Public Use Schools not only house educational programs, but also serve the publicin other ways. The playfields and playcourts serve the community as supplemental parks and recreational facilities. 9.011 pagesq Community organizations, both public and private, use the buildings for meetings and other activities. As public resources, schools are the center for a variety of community-based activities. School buildings may become outdated when they fail to accommodate community use, The Facilities Master Plan will enhance the community use of the District's school facilities by determining how to best accommodate current uses. GENERAL INFORMATION 1. Amendments: BRESD reserves the right to cancel or revise this RFQ in part or in its entirety. If BRESD cancels or revises the RFQ, all Respondents will be notified by addenda. BRESD also reserves the right to extend the date responses are due, or postpone any interview date(s). 2. Inquiries: Any questions concerning this RFQ or selection process may be directed to: Kathleen Graham, Superintendent Burnt Ranch Elementary School District PO Box 39 Burnt Ranch, CA 95527 Telephone: (530) 629-2543; Email: kgraham@tcoek12.0rg Replies involving any substantive issues will be issued by addenda and mailed to all parties recorded by BRESD as having received the RFQ documents. Only questions answered by formal written addenda will be binding. 3. Non-Discrimination: BRESD does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability, or gender in consideration for an award of contract. 4, Fingerprinting Requirements: The Consultant will be required to follow the Fingerprinting Requirements described here: The Consultant will acknowledge that, if determined by BRESD in its sole discretion, the Consultant may be required to comply with the requirements of Education Code Section 45125.1 with respect to fingerprinting and 100f11 pages+f criminal background checks of employees who may have contact with BRESD’s pupils. The Consultant shall also ensure that its sub- consultants on the Project also comply with the requirements of Section 45125.1. If required by BRESD, the Consultant must provide for the completion of a Fingerprint Certification form, in BRESD’s required format, prior to any of the Consultant's employees, or those of any other consultants, coming into contact with BRESD's pupils. The Consultant further acknowledges that other fingerprinting requirements may apply, as set forth in Education Code Section 45125 et seq., and will comply any such requirements as determined by BRESD. 5. Drug-Free Policy: The selected entity shall be required to complete a Drug-Free Workplace Certificate, 6. Costs: Costs of preparing a proposal in response to this RFQ are solely the responsibility of the applicant. 7. Prevailing Wages: Applicants are advised that this Project may be a public work for purposes of the California Labor Code, which requires payment of prevailing wages. These rates are set forth ina schedule, which may be found on the California Department of Industrial Relations (DIR) website at www.dirca.gov. Any entity to which a contract is awarded must pay the prevailing rates, provide payroll records when required, post copies thereof at the job site, and otherwise comply with applicable provisions of state law \cluding, but not limited to, labor compliance and DIR registration and fee requirements. 8. Bonding: The successful applicant may be required to furnish a Payment Bond (Material and Labor) in the amount of one hundred percent of the contract price and a Performance Bond in the amount of one hundred percent of the contract price. 9. Limitations: This RFQ does not commit the BRESD to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to the RFQ, or to procure or contract for work. BRESD reserves the right to waive any irregularities in the proposals received pursuant to this RFQ, or in the process outlined herein for selection of a Consultant for the Project. 11 of 11 pagesuw Ft. 08%, BURNT RANCH SCHOOL DISTRICT P.O, Box 39 (251 Burnt Ranch School Road) Fax: 530.629.2479 aren Burnt Ranch CA 95527 Web: burntranchschool.org WELLNESS PLAN AND POLICIESFL BURNT RANCH SCHOOL DISTRICT P.O. Box 39 Phone: 530.629.2543 (251 Burnt Ranch School Road) Fax: 530.629.2479 Burnt Ranch CA 95527 Web: burntranchschool org Student Wellness Plan Table of Contents: I. Goals for nutrition education and physical activity... Goals for the Schoo! District (BP 5030) Physical Education & Activity (BP/AR 6142.7) Comprehensive Health Education (BP/AR 6142.8) Nutrition Program Compliance (PB 3555) I, Nutrition standards for foods available on campus ..... wed Nutrition Guidelines for Other Food Sales (BP/AR 3554) Student Weliness (BP 5030) 2 III. Goals for the school meals program .... Food Service/Child Nutrition Program(BP 3550) Free and Reduced Price Meals (BP/AR 3553) IV. Goals for other activities designed to promote student wellness .... 3 V. Goals for measurement and evaluation Student Wellness (BP 5030) Student Health and : IF TaTeeS Lest cecil Please ask in the school office for a copy of the Board Policies that make up the Wellness Plan above4. Le Students, £ 5030(a) Student Wellness Plan This Student Wellness Plan was created to provide a means of compliance with the ‘Student Wellness Policy. Existing Board Policies cited below provide a plan for meeting the individual component requirements stipulated by the Policy. Additional practices are outlined here that will also contribute to a fully realized Wellness Plan for students. As per the new requirements of October 1, 2010, the School’s Food Services Director and the Superintendent will be designated to ensure compliance with the Wellness Policies. in addition, the Site Council along with others involved in the development and implementation of this policy, will periodically review and update this Plan and this Plan will be available on the school website. 1. Goals for nutrition education and physical activity: In addition to the goals established for nutrition education, physical education and activity, and other wellness activities outlined in BP 5030: Student Wellness; BP 6142.7: Physical Education and Activity, and BP 3555: Nutrition Program Compliance: Students will receive consistent nutrition messages throughout the school site that promote good health practices. Nutrition education efforts will be supported by strategies articulated in the Personal, Social Health standards, school sites Single Plan for Student Achievement, Schools will eliminate marketing for unhealthy foods and beverages on campus, eliminate brand names from classroom instruction unless deemed necessary, teach nutrition-related consumer skills and encourage partnerships with businesses and the community that support good nutrition. UI, Nutrition standards for foods available on campus during the school day: Nutrition guidelines for other food sales are outlined in BP 3554: Other Food Sales and BP 5030: Student Wellness (Nutritional Guidelines for Foods Available at Schoo!) Further, foods of minimal nutritional value shall be prohibited for sale on campus during the school day. The categories are: Sodas, Water Ices, Cotton Candy, Candy Popcorn, Gum, Candy: hard candy, jellies and gums, marshmallow candies, fondant, and licorice. Food will not be used as a reward or punishment, unless it is detailed in a student s Individualized Education Plan (IEP).+f. lo Students (continued) E5030(b) Classroom activities/special occasions involving food will focus on the celebration as the reward rather than a particular food. Healthy foods should predominate, with less nutritious foods offered rarely. in addition, the timing of events and quantity of food /beverages provided will be consistent with age-appropriate healthy eating practices. Drinking water will be available throughout the day from clean and functioning drinking fountains. Hand washing facilities, supplied with soap and paper towels/hand dryers, will be available to all students. All foods and beverages available to children on campus shall comply with the state and local food safety and sanitation regulations. Hazard Analysis and Critical Control Points (HACCP) plans and guidelines will be followed to prevent food illness in schools. Il. Goals for the School Meals Program BP 3550 Food Service/Child Nutrition Program insures and BP 3553: Free and Reduced Price Meals, meet federal regulations and guidance. To further support consumption of healthy meals: School staff will work to insure that students will be allowed an adequate amount of time to consuming their lunch. Such time will be solely reserved for mealtime. ‘The school will do as much as practical to provide all students with access to school breakfast. AR 3553: Nondiscrimination Plan as per: The district's plan for students receiving free or reduced-price meals shall ensure the following: (Education Code 49557) 1. The names of the students shall not be published, posted, or announced in any manner, or used for any purpose other than the National School Lunch and School Breakfast Programs, unless otherwise provided by law. 2. There shall be no overt identification of any of the students by the use of special tokens or tickets or by any other means. 3. The students shall not be required to work for their meals or for milk.Fle Students (continued) £5030(c) 4. The students shall not be required to use a separate dining area, go through @ separate serving line or entrance, or consume their meals or milk at a different time When more than one lunch, breakfast, or type of milk is offered, the students shall have the same choice of meals or milk as is available to those students who pay the full price. (Education Code 49557; 7 CFR 245.8) IV. Goals for other activities designed to promote student wellness: ‘All students at Burnt Ranch School District will attain proficiency in local standards designed to promote personal health prior to graduation. V. Goals for measurement and evaluation ‘The staff shall monitor school progress with meeting requirements of The Student Wellness Policy by, among other things, annually reviewing the Student Wellness Plan during the spring of each year. Reviewed by Site Council: May 14, 2012 Board approved: May 14, 2012