BOARD OF EDUCATION PASADENA UNIFIED SCHOOL DISTRICT Pasadena, California. Report No Y Date: January 23, 2007

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1 BOARD OF EDUCATION PASADENA UNIFIED SCHOOL DISTRICT Pasadena, California Report No Y Date: January 23, 2007 To the Governing Board of the Pasadena Unified School District: The following recommendation is presented for your approval: Purpose: Approval of Contract M070109/5538Y with LCC 3 Construction Services, Inc. I. RECOMMENDATION It is recommended that the Governing Board of the Pasadena Unified School District approve Contract M070109/5538Y with LCC 3 Construction Services, Inc. to provide consulting support as needed in conjunction with the closeout of various Measure Y projects with the Division of State Architect (DSA). II. BACKGROUND INFORMATION A. Identity of Individual and Department/Group Involved The Pasadena Unified School District. B. Brief synopsis of relevant history or background information The Division of State Architect (DSA) is responsible for plan approval and oversight of school renovation, modernization, and new construction projects. Before, DSA will certify a project as complete and in compliance with various structural, life safety and accessibility requirements, it must receive and approve a defined list of project documents and reports from the project architect, material testing laboratories, and the Inspector of Record (IOR). DSA final approval and project certification is a very important, necessary, and legal requirement. The Measure Y Citizens Oversight Committee (COC) has reviewed a proposal from LCC 3 Construction Services Inc. This firm has a high level of expertise in various DSA matters, including project close-outs and certification. C. Brief description of the work to be undertaken, the nature of the request LCC 3 Construction Services Inc. will provide support services to review and closeout DSA projects as needed and/or directed by PUSD. There are currently 86 projects listed on the DSA web site. Of those listed projects, 38 are identified as Closed Without certification, 6 are identified as Closed 4-Year Rule, 42 are identified as streamlined 90 day letter, Simplified 90-day letter, Canceled with refund and/or Not Statused. It is anticipated that the closeout process will require from 45 to 90 days, depending on the availability of documentation, plans, specifications, and/or other pertinent data required to complete the process. D. Information Related to Previous Board Action(s) Taken (If any) No previous action taken. III. POLICY AND/OR STRATEGIC PLAN REFERENCE Strategic Plan Goal and Strategy: 3A IV. STAFF IMPLICATIONS Measure Y projects are managed by District staff. V. RESOURCES/FACILITIES IMPLICATIONS Division of the State Architect (DSA) project closeout and certification is a necessary and required activity of the Measure Y renovation, modernization, and new construction program.

2 Board Report 1216-Y January 23, 2007 Page 2 of 2 VII. FINANCIAL IMPLICATIONS Funding not to exceed $91, is available in the Measure Y Account Number LCC 3 Construction Inc., fees would range from a minimum of $45,900 (45 days) to $91,800 (90 days). The initial commitment with LCC 3 will be for a not-to-exceed an amount of $15,000. Once staff believes there to be a sufficient level of progress on DSA project closeouts, additional increment amounts of the contract will be authorized. VII. DEADLINE/TIMEFRAMES Work will commence upon approval by the Board of Education. VIII. A OTHER CONSIDERATIONS What is the effect of this work on other schools or district locations? Division of the State Architect (DSA) project closeout and certification is a necessary and required activity of the Measure Y renovation, modernization, and new construction program. B. What community/consumer input has gone into the proposal/program? The Citizens Oversight Committee has reviewed the LCC 3 Construction Services, Inc. proposal and recommends its approval by the Board of Education. In accordance with staff discussions with the COC, the work and progress by LCC 3 will be monitored on an on-going basis. C. In regards to annual requests, what assessment/evaluation/accountability elements will be included in the project? Once staff believes there to be a sufficient level of progress on DSA project closeouts, additional increment amounts of the contract will be authorized. D. Attachments: Documents necessary to support this board report are attached, as follows: 1. Proposal from LLC 3 Construction Services, Inc. Originating Department: Measure Y Jim Ripley, Director of Facilities Presented by: Dr. Stephen R. Hodgson, Interim Assistant Superintendent Business Services Recommended by: Dr. Darrel Taylor, Interim Superintendent

3 Board Report 1216-Y January 23, 2007 LCC 3 Construction Services, Inc. P.O. Box 764 Rancho Cucamonga, Ca Proposal To provide consulting support as needed to closeout all DSA projects as directed by Pasadena Unified school District To Pasadena Unified School District 351 South Hudson Avenue Pasadena, Ca

4 PROPOSAL To: Pasadena Unified School District 351 South Hudson Avenue Pasadena, Ca Attn: Dr. S. Hodgson Assistant Superintendent of Business Services Proposed Services: Provide support services to review and closeout DSA projects as needed and/or directed by PUSD. There are currently 86 projects listed on the Division of the State Architect s web site. Of those listed projects, 38 are identified as Closed Without certification, 6 are identified as Closed 4- Year Rule, 42 are identified as streamlined 90 day letter, Simplified 90 day letter, Canceled with refund and/or Not Statused. We propose to provide the following; We would propose a staff of one full time professional, and one or two parttime professionals, to augment the process on an as-needed basis, and one clerical person as needed. Our hourly rate for Senior Professional Staff for this particular type of activity is $ per hour. Our Clerical rate is $ per hour. Our hourly rates cover our staff and their transportation only. All supplies, document reproduction, fees, or all other costs incurred as a result of this process will be billed as a reimbursable expense. Reimbursable expenses will be invoiced with a 7% mark-up to cover all overhead costs. Reimbursable expenses will be discussed with the District prior to incurring the costs to allow the District the option of either (a) providing required services and/or labor (b) employing additional consultants to provide required services and/or labor. The District also has the option of providing the clerical staff on an as needed basis. Should the District elect to exercise this option, the clerical staff will have to be available upon request without delay. It is the intent of this proposal to provide the consultant support needed to accomplish the closeout process for all projects the Districts deems necessary. We anticipate that the closeout process will require from 45 to 90 days, depending on the availability of documentation, plans, specifications, 2

5 and/or other pertinent data required to complete the process. Based on this estimate, our fees would range from a minimum of (assuming 1 full time professional at 172 hours per month and 1 part time clerical staff at 86 hours per month) $ 45, (45 days) to $ 91, (90 days). If all documentation needed is readily available, the entire process may be completed in 30 days, but it is virtually impossible to project an exact time frame for this type of service. We would propose that our services be billed on an hourly basis in lieu of a not to exceed basis. It has been our experience that this is the most cost effective way to complete this process. The above referenced services will be completed: (A) For a not to exceed cost of: Ninety One Thousand Eight Hundred Dollar ($ 91,800.00) (Based on a 90 day duration) (B) On an hourly basis of: $ per hour for a Senior Professional Staff member and $ per our for a Clerical Person The above proposal does not include travel beyond any contiguous county outside of Los Angeles County. Executed By: Pasadena Unified School District By: Date: Title: Option (A) ( ) for the scope of this proposal Option (B) ( ) for the scope of this proposal LCC 3 Construction Services, Inc. By: Date: 3

6 Title: President * Any changes and/or additions to this proposal will require written documentation by all parties to this proposal. 4

7 PASADENA UNIFIED CLOSE OUT PROCESS Documents Missing Project Code Project Name Burbank Elem. School Date Date Closed Out Closed Out W/Certif. W/O Certif. Notes 90 Day Letter Record Set Shop Welding Lab. Affidavit Field Welding NOC High Str. Bolt Glulam Fab DSA 102 DSA 5 (General) DSA 5 (InPlant) DSA 5 (Assistant) DSA 5 (Masonry) DSA 5 (Welding) DSA 5 (Site) Manuf. Trusses Engineered Fill Bleacher Fab. Pre-Stress Batch Plant Laboratory Auto Sprinkler System Skylights DA Concrete Achors Exp. Epoxy anchors Rooft Tiles Grounding Test Weighmaster Certification Gunite Concrete Sample Expansion Bolt DSA 6 (General) DSA 6 (Architect) DSA 6 (Electrical Engg) DSA 6 (Mechanical Engg) DSA 6 (Structural Engg) DSA 6 (Contractor) DSA 6 (Contractor 2) DSA 6 (General Inspector) DSA 6 (Inplant Inspector) DSA 6 (Site Inspector) SSS 5 & 6 Special Gunite Inspector SSS 102 Contractor SSS 6 Contractor DSA Don Benito Fundamental Elem. School 05/10/02 60 day letter 11/7/ Edison Elem. School 08/07/00 60 day letter 1/27/ Hale Alternative School 04/26/01 60 day letter 10/12/ Webster Elem. School 08/17/00 60 day letter 1/27/ Hamilton Elem. School Streamlined 90 day 9/20/06 09/20/ Madison Elem. School Simplified 90 day letter 9/20/06 09/20/ Allendale Elem. School Streamlined 90 day 9/20/06 09/20/ Field Elem. School Streamlined 90 day 9/20/06 09/20/ Jefferson Elem. School 08/17/00 60 day letter 1/27/00 Washington Elem School Void/4 year rule; Longfellow Elem. School 08/17/00 60 day letter 1/27/00 Sierra Madre Elem School 08/22/00 60 day letter 1/27/ Willard Elem. School 08/23/00 60 day letter 1/27/ Loma Alta Elem. School 08/23/00 60 day letter 1/27/00 90 day letter 4/11/03 (Portion Noyes Elem. School 06/22/04 only) 04/11/ Linda Vista Elem. School 10/27/06 90 day letter 8/11/05 08/11/ Franklin Elem. School Void per 4 year rule 2/10/ Various 06/26/01 60 Day letter 10/12/ Various Schools Webster Elem. School Void/ 4 yr rule 2/25/ Roosevelt School 05/30/02 Modified 60 day letter 04/6/ Roosevelt Middle School Void per 4 year rule 3/4/04 Canceled with 30% Refund Sierra Madre Elem. $5, Canceled with 30% Refund Loma Alta Elem. $3, Arthur Amos Noyes Canceled with 30% Refund Elem. $3, Luther Burbank Elem. Canceled with 30% Refund School $4, Canceled with 30% Refund San Rafael Elem. School $4, Canceled with 30% Refund $2, Linda Vista Elem. Don Bonito Fundamental School 08/01/ Field Elem. School 09/30/ Allendale Elem. School Canceled with 30% refund $ Andrew Jackson Elem. School 08/25/04 02/04/ Cleveland Elem. School 06/09/05 Reopen fee $150 7/29/05 02/04/ Wilson Middle School 1 1/18/2007

8 PASADENA UNIFIED CLOSE OUT PROCESS Documents Missing Record Set Shop Welding Lab. Affidavit Field Welding NOC High Str. Bolt Glulam Fab DSA 102 DSA 5 (General) DSA 5 (InPlant) DSA 5 (Assistant) DSA 5 (Masonry) DSA 5 (Welding) DSA 5 (Site) Manuf. Trusses Engineered Fill Bleacher Fab. Pre-Stress Batch Plant Laboratory Auto Sprinkler System Skylights DA Concrete Achors Exp. Epoxy anchors Rooft Tiles Grounding Test Weighmaster Certification Gunite Concrete Sample Expansion Bolt DSA 6 (General) DSA 6 (Architect) DSA 6 (Electrical Engg) DSA 6 (Mechanical Engg) DSA 6 (Structural Engg) DSA 6 (Contractor) DSA 6 (Contractor 2) DSA 6 (General Inspector) DSA 6 (Inplant Inspector) DSA 6 (Site Inspector) Date Date Project Closed Out Closed Out 90 Day Code Project Name W/Certif. W/O Certif. Notes Letter Webster Elem. School 09/15/05 04/14/ Franklin Elem. School 06/30/04 04/11/03 Washington Pre K School Luther Burbank Elem School 07/12/ Roosevelt Elem. School 08/30/06 06/10/ Altadena Elem. School 03/02/06 Reopen fee 6/2/06 02/02/05 Thomas Edison Elem School 10/03/05 Reopen fee 6/22/06 04/01/04 Jefferson Elem. & Children's Center 03/02/06 02/03/ Madison Elem. School 09/07/ Various Sites 03/14/02 12/08/00 Willard Elem. School and Child Care Center 09/21/04 05/21/03 Arthur Amos Noyes Elem Allendale Elem. School John Marshall Fundamental School 11/04/05 04/21/ Longfellow Elem. School Various Sites 04/23/03 Modified 60 day letter 04/06/ Various Modified 60 day letter 08/09/01/ 12/20/02 Closed letter type Hamilton Elem. School 07/21/06 02/03/05 Sierra Madre Elem School Various Sites 07/01/04 Closed letter type 1 04/11/ Wilson Middle School 07/01/04 04/14/ Linda Vist Elem. School Various Sites 01/09/ Various Sites Cancelled 8/14/ San Rafael Elem. School Various Sites (Interim Housing) 12/19/02 Closed letter type Hamilton Elem. School Various Schools Portion Only closed w/o 10/27/05 certif/closed letter type 3 06/29/ Don Benito Elem. School Streamlined 90 day letter 10/24/ Loma Alta Elem. Washington Pre K-8 School & Children's Center Eliot Middle School 03/10/06 02/03/ Burbank Elem. School Streamlined 90 day letter 09/27/ Audubon Elem. School Streamlined 90 day letter 09/27/06 2 1/18/2007 SSS 5 & 6 Special Gunite Inspector SSS 102 Contractor SSS 6 Contractor DSA 108-1

9 Project Code Project Name Date Closed Out W/Certif. Date Closed Out W/O Certif. Notes 90 Day Letter PASADENA UNIFIED CLOSE OUT PROCESS Record Set Shop Welding Lab. Affidavit Field Welding NOC High Str. Bolt Glulam Fab DSA 102 DSA 5 (General) DSA 5 (InPlant) DSA 5 (Assistant) DSA 5 (Masonry) DSA 5 (Welding) DSA 5 (Site) Manuf. Trusses Engineered Fill Bleacher Fab. Pre-Stress Batch Plant Laboratory Auto Sprinkler System Skylights DA Concrete Achors Exp. Epoxy anchors Rooft Tiles Grounding Test Weighmaster Certification Gunite Concrete Sample Expansion Bolt DSA 6 (General) DSA 6 (Architect) DSA 6 (Electrical Engg) DSA 6 (Mechanical Engg) DSA 6 (Structural Engg) DSA 6 (Contractor) DSA 6 (Contractor 2) DSA 6 (General Inspector) DSA 6 (Inplant Inspector) DSA 6 (Site Inspector) SSS 5 & 6 Special Gunite Inspector SSS 102 Contractor SSS 6 Contractor DSA ACS ONLY; Files in cabinet mailroom Documents Missing Various Sites Various Sites Void/4 yr rule (without refund) Audubon Elem. School 10/04/05 OPSC# IS PTN 4/34/04 McKinley Rose Elem. School OPSC# Various Schools Various Sites Education Center Inv $1, Addl Fee 9/17/ Void per 6 month rule (with refund $5,590.62)SU; Project not voided, Backcheck will proceed per Sullah 6/21/05; Sprinkler protection required for compliance with Historical Bldg, application McKinley Rose K-8 requires compliance with School Automatic fire alarm. EV 6/29/05 Sierra Madre Elem. School Various Sites-San Rafael Elem. School Allendale Elem. School McKinley K-8 School Relocatable PCs missing (08/04/04)Conference call w/arch (jeremy) confirming the request for original PC drawing of relocated classrooms (08/31/04) San Rafael Elem. School Sierra Madre Upper Campus Roosevelt School 3 1/18/2007

10 PASADENA UNIFIED CLOSE OUT PROCESS Change Orders 4 1/18/2007

11 PASADENA UNIFIED CLOSE OUT PROCESS Change Orders 5 1/18/2007

12 PASADENA UNIFIED CLOSE OUT PROCESS Change Orders 6 1/18/2007

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