INTER-OFFICE CORRESPONDENCE LOS ANGELES COMMUNITY COLLEGES OFFICE OF THE CHANCELLOR TO: Members of the Board of Trustees FROM: Adriana D. Barrera, Interim Chancellor DATE: April 23, 2014 SUBJECT: BOARD LETTER FOR APRIL 30, 2014 MEETING Board Meeting Location Next week’s Board meeting will be held at the Educational Services Center. The meeting times and locations are as follows: Meetings Institutional Effectiveness & Student Success Committee Time 12:00 p.m. – 1:00 p.m. Location Board Room Break 1:00 p.m. – 1:15 p.m. Facilities Master Planning & Oversight Committee 1:15 p.m. – 3:15 p.m. Break 3:15 p.m. – 3:30 p.m. Convene Public Session 3:30 p.m. Board Room Recess to Closed Session Immediately Following Public Session Hearing Room Board Room Institutional Effectiveness & Student Success Committee Meeting (Veres Chair, Field Vice Chair, Svonkin Member) The committee will meet from 12:00 p.m. to 1:00 p.m. in the Board Room. For the committee’s agenda refer to Attachment A. Facilities Master Planning & Oversight Committee Meeting (Veres Chair, Svonkin Vice Chair, Moreno Member) The committee will meet from 1:15 p.m. to 3:15 p.m. in the Board Room. For the committee’s agenda refer to Attachment B. Please note that the Appeal Letter of Determination and the Employee Disciplinary Action that were not heard on April 23, 2014 are being brought back for Board consideration on April 30, 2014. Those two documents have already been provided to you; please remember to bring them to the meeting on Wednesday. Confidential Matters The attached correspondence is confidential and should not be shared with other persons. Office of General Counsel o Enclosed for your review is the District-related Litigation Report. (Refer to Attachment C) o Enclosed for your review is the Bond-related Litigation Report. (Refer to Attachment D) Board Letter – April 30, 2014 Page 2 of 2 Other Matters o Facilities Planning and Development – Enclosed for your information is a response to questions from March 26, Committee of the Whole meeting. (Refer to Attachment E) Please let me know should you have any questions regarding the meeting. I. LOS ANGELES COMMUNITY COLLEGE DISTRICT BOARD OF TRUSTEES INSTITUTIONAL EFFECTIVENESS & STUDENT SUCCESS COMMITTEE Educational Services Center Board Room – First Floor 770 Wilshire Boulevard Los Angeles, CA 90017 Wednesday, April 30, 2014 ATTACHMENT "A" 12:00 p.m. – 1:00 p.m. Committee Members Steve Veres, Chair Mona Field, Vice Chair Scott J. Svonkin, Member Bobbi Kimble, Staff Liaison Felicito Cajayon, Staff Liaison Renee D. Martinez, College President Liaison Agenda (Items may be taken out of order) ROLL CALL II. PUBLIC SPEAKERS* III. REPORTS/RECOMMENDATIONS A. Accreditation Follow-up Visits (LAMC, LAVC, and LASC) B. Report on Stackable Certificates C. Report on Unprepared Students (from Student Success Scorecard) IV. FUTURE INSTITUTIONAL EFFECTIVENESS & STUDENT SUCCESS COMMITTEE MEETING DATES V. NEW BUSINESS VI. SUMMARY – NEXT MEETING..........................................................................................................Steve Veres VII. ADJOURNMENT *Members of the public are allotted five minutes time to address the agenda issues. If requested, the agenda shall be made available in appropriate alternate formats to persons with a disability, as required by Section 202 of the American with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the rules and regulations adopted in implementation thereof. The agenda shall include information regarding how, for whom, and when a request for disability-related modification or accommodation, including auxiliary aids or services may be made by a person with a disability who requires a modification or accommodation in order to participate in the public meeting. To make such a request, please contact the Executive Secretary to the Board of Trustees at 213/891-2044 no later than 12 p.m. (noon) on the Friday prior to the Committee meeting. LOS ANGELES COMMUNITY COLLEGE DISTRICT BOARD OF TRUSTEES FACILITIES MASTER PLANNING & OVERSIGHT COMMITTEE Educational Services Center Board Room – First Floor 770 Wilshire Boulevard ATTACHMENT "B" Los Angeles, CA 90017 Wednesday, April 30, 2014 1:15 p.m. – 3:15 p.m. Committee Members Steve Veres, Chair Scott J. Svonkin, Vice Chair Ernest H. Moreno, Member James D. O’Reilly, Staff Liaison Nabil Abu-Ghazaleh, College President Liaison Agenda (Items may be taken out of order) I. ROLL CALL II. PUBLIC SPEAKERS* III. REPORTS/RECOMMENDATIONS/ACTIONS A. Presentations/Initiative Reviews District Water Use and Conservation Resolution Van de Kamp Innovation Center Occupancy Options Ten percent Change Order Policy Request for Proposal (RFP) Protest Procedures LACCD Connect Project Validation IV. NEW BUSINESS V. SUMMARY – NEXT MEETING..........................................................................................................Steve Veres VI. ADJOURNMENT *Members of the public are allotted five minutes time to address the agenda issues. If requested, the agenda shall be made available in appropriate alternate formats to persons with a disability, as required by Section 202 of the American with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the rules and regulations adopted in implementation thereof. The agenda shall include information regarding how, for whom, and when a request for disability-related modification or accommodation, including auxiliary aids or services may be made by a person with a disability who requires a modification or accommodation in order to participate in the public meeting. To make such a request, please contact the Executive Secretary to the Board of Trustees at 213/891-2044 no later than 12 p.m. (noon) on the Tuesday prior to the Board meeting. m Los ANGELES COMMUNITY COLLEGE DISTRICT CITY• EAST• HARBOR• MISSION• PIERCE 0 SOUTHWEST 0 TRADE-TECHNICAL •VALLEY 0 WEST MEMO Date: April 22, 2014 To: Facilities Master Planning and Oversight Committee: Steve Veres, chair; Scott Svonkin, vice chair; Ernie Moreno, member From: James O'Rei11C/~ Chief Facilities E7ecUtive RE: April 30, 2014 Facilities Master Planning and Oversight Committee Please find attached materials for your review and for the Facilities Master Planning and Oversight meeting to be held on April 30, 2014. I have included a draft water use and conservation resolution that will be included on the agenda. Also included for your review is the bond program's annual business outreach utilization report for small, local, emerging and disabled-veteran business enterprises. I will be joined by staff at the meeting to discuss the item on the agenda. Please feel free to call me at (213) 891-2048 if you have any questions. C: Adriana Barrera, interim chancellor Thomas Hall, director, facilities planning and development Terri Mestas, director, LACCD bond program management office 770 WILSHIRE BLVD., l-OS ANGELES, CALIFORNIA 90017-3896 * (213) 891-2000 LOS ANGELES COMMUNITY COLLEGE DISTRICT _________________________________________________________________________________________________________ CITY EAST HARBOR MISSION PIERCE SOUTHWEST TRADE-TECHNICAL VALLEY WEST RESOLUTION – Water Use and Conservation DRAFT WHEREAS, California is facing serve water shortfalls in one of the driest years in state history; and WHEREAS, A statewide water conservation campaign has been established to make all Californians aware of the drought and encourage reduced water usage; and WHEREAS, LACCD has taken a leadership role in water conservation since its first bond, Proposition A, passed in 2001; and WHEREAS, LACCD has conducted a water reuse feasibility study; and WHEREAS, LACCD’s conservation actions embrace sustainable standards and guidelines for construction and renovation projects that include permeable surfaces around all structures, installation and use of waterless urinals, design and construction of swales in new or renovated parking lots, permeable concrete in walkways and drive ways; and WHEREAS, The district has incorporated sustainable landscape guidelines that include the replacement of grass with field turf on the majority of college athletic fields, the use of drought-resistant plants, installation of smart irrigation and installation of purple pipe for irrigation where purple pipe supply is available; and WHEREAS, The bond program includes $25 million for storm water projects to meet state and federal storm water regulations; now, therefore, be it RESOLVED, The district identify and accelerate the implementation of water use and water conservation projects, such as project-specific recycled water implementation, connection to Los Angeles Department of Water and Power or other municipal recycled water lines, if available, and re-use of water collected for stormwater management; and, be it further RESOLVED, That the district identify key strategies for further water use reductions. _________________________________________________________________________________________________________ 770 WILSHIRE BLVD., LOS ANGELES, CALIFORNIA 90017-3896 * (213) 891-2000 Los ANGELES COMMUNITY COLLEGE DISTRICT CITY• EAST• HARBOR• MISSION • PIERCE• SOUTHWEST• TRADE-TECHNICAL• VALLEY• WEST MEMO Date: April 22, 2014 To: Members, Board of Trustees From: James O'Rei1~Q Chief Faciliti~c~tive RE: ATTACHMENT "E" Response to questions from March 26, 2014 Committee of the Whole: business outreach and interships Please find attached a memo from the Program Management Office that responds to questions posed on March 26, 2014 during the Committee of the Whole. The memo addresses opportunities for small, local, emerging and disabled veteran-owned business enerprises and for internships on the district's bond construction program. Should you have any questions, please don't hesitate to call me at (213) 891-2048. C: Adriana Barrera, interim chancellor Thomas Hall, director, facilities planning and development Terri Mestas, director, LACCD bond program management office 770 WILSHIRE BLVD., LOS ANGELES, CALIFORNIA 90017-3896 * (213) 891-2000 Building for Tomorrow’s Leaders LACCD Program Management 515 S. Flower Street, Suite 900 Los Angeles, California 90071 www.build-laccd.org 213.593.8000 866.817.1051 tel fax DATE: April 23, 2014 TO: James D. O’Reilly, Chief Facilities Executive FROM: Terri Mestas, Program Director SUBJECT: OPPORTUNITIES FOR LOCAL, SMALL, EMERGING, AND DISABLED VETERAN-OWNED BUSINESSES AND FOR INTERNSHIPS ON THE LACCD BUILD PROGRAM The following information describes how the current professional services reprocurements will maximize opportunities for Local, Small, Emerging, and Disabled Veteran-owned Businesses as well as provide opportunities for student interns on the LACCD Build Program. I. Local, Small, Emerging, and Disabled Veteran-owned Businesses Inclusion Goals The Los Angeles Community College District’s (“District”) Board of Trustees (“Board”) seeks to continue and further its mission to contribute to the economic development of the community through the inclusion of Local, Small, Emerging and Disabled Veteranowned Businesses (“LSEDVB”). To that end, the Board adopted Rule 7103.17 “Opportunities for LSEDVB” with a goal of thirty percent (30%) participation in its agreements awarded to vendors for work on the Building Program. The Program Management Office (PMO) will work to ensure the 30% participation rate identified by the Board of Trustees is only a minimum, and the actual participation rate is anticipated to be greater. The following points identify a few ways the PMO will foster significant participation by LSEDVB: To encourage participation by small business enterprises, the PMO has provided the opportunity for Joint Ventures and Partnerships in the Bench Recompete Procurement as a means of creating opportunities that might otherwise not be available to small businesses. This provides LSEDVB companies the potential to compete on the procurement as a prime. To eliminate barriers and unnecessary effort, the PMO has modified the minimum requirements for primes and subs in the Bench Recompete. The required information to be provided by proposers has been simplified and streamlined. In addition, the criteria for eligible proposers has been expanded to allow more firms to compete. Criteria has been broadened beyond only experience with the District or with Community Colleges in California only. Page 1 of 3 A mentor/protégé program is required to be implemented by large companies that are successful proposers on the Bench Recompete, which requires prime firms to train and advise their LSEDVB subconsultants, enhance the capabilities of the protégé, assist the protégé with meeting the goals established by the District, and improve the protégé’s ability to successfully compete for work. Increased outreach will continue to be provided through “Industry Days,” “Sources Sought” events, and educational workshops. Each will offer educational opportunities about new career fields, provide information about how to do business with the District, and to gain information from participants about further outreach efforts that might be valuable to implement. Implementation of a web based procurement system with the latest information available 24/7. Registered firms receive alerts when a new procurement is posted or when there is an update to an existing procurement. This information includes procurement schedules, all “Requests for Information” asked to date, and more. Specialty service providers are typically LSEDVB firms due to the unique nature of the services provided. II. LACCD Internships with the District’s Building Program Because the District continues to highly value the opportunity for its Building Program to offer Internships to its students who choose to augment their academic pursuits with real life experiences, an enhanced scope of services for the Community Economic Development (CED) procurement through the PMO’s oversight will address the following three components: 1) Local Hire program and special opportunities; 2) LACCD College Internship program; and 3) Community Business Enterprise Program and LACCD Small Business Outreach. The PMO and CED shall partner with various service organizations that specialize in recruiting and placing interns through a cooperative agreement with the Building Program. These partners fund Intern compensation in addition to funding made possible by Bond proceeds. An example of the full utilization by the PMO of the District’s established partnerships for Interns is the placement of five students on the PMO through a collaborative effort between the LACCD Interns Program and the the Hollywood Worksource Center. The duration of the internship is six months, for up to 32 hours per weeks, and in areas such as contracts and quality assurance. The interns are brought on at no cost to the PMO and are paid through the City of Los Angeles Summer Youth Program. While the PMO will ensure the Internship tradition continues including full utilization of established programs, innovation and revitalization of the Internship program will occur. While previously focused on providing software training in AutoCAD, BIM and GIS type services for Interns, opportunities will now be expanded to mirror the composition of the Page 2 of 3 Program Management Team. For example, Internship opportunities are anticipated to include most areas of Program Management – such as in finance, document control, contracts, communications, law, administrative services, and accounting - among others. Finally, the Internship program will include a workforce development component to provide training and learning opportunities to those interested in a career in construction, program management, or one of the sub fields described above. The PMO will partner with local workforce development centers to provide training and personal protective equipment required to be on job sites (such as vests, hard hats, construction foot wear, safety eye wear). III. Key Performance Indicators Key Performance Indicators have been incorporated into every professional services procurement and contract. Service providers will be evaluated on their level of performance on a regular basis in a variety of areas to include: The inclusivity of prime firms to have a minimum of 30% of the makeup of their team to be LSEDVB. Effectiveness of their mentor protégé program Timeliness of invoicing and payment of sub-consultants. Effectiveness of internship program and ability to partner with organizations that will sponsor the intern. Placement of interns in diverse areas of the program. IV. Conclusion The PMO has expanded and enhanced the opportunity for inclusion of SLEDVB and Interns on the LACCD Build Program through reforms and innovations. This is achieved through increased communication and transparency regarding procurements; conducting “Industry Days,” “Sources Sought” events, and other opportunities to learn about procurements and ask questions; and the implementation of a web based procurement system. Innovations and reforms have also been added to the Internship program to maximize opportunities available and ensure inclusiveness. The PMO champions the goals the Board has set and will continue to strive to exceed them. Page 3 of 3