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Board approves program‑management amendment, Packard Hall bids and summer purchases for music and HVAC
Summary
Trustees approved a contract amendment to extend program management services, awarded Packard Hall modernization bids and authorized summer purchases of HVAC units and cabinetry to meet long lead times. Staff cited DSA delays and a temporary kitchen as drivers of increased program costs.
The Mountain View–Los Altos Union High School District Board of Trustees approved several facility actions intended to keep summer construction on schedule and to cover program‑management billing that exceeded the board’s earlier annual authorization.
Staff member Mike explained the largest item: a contract amendment for program management services. He told trustees that delays in Division of the State Architect (DSA) approvals and an expanded scope for a Los Altos High School kitchen required the district to operate a temporary kitchen during the school year — adding permitting, health‑code and program‑management effort. “There was delay getting out of DSA as well, which pushed back the start of that project to around September timeline,” Mike said, and noted that some program‑management hours billed this year covered work performed late in the prior fiscal year.
Board action: A motion to approve Contract Amendment No. 1 for program management services was moved by Trustee Theta and seconded by Trustee Catherine; the board approved the amendment.
Why it matters: Program management fees are budgeted as a percentage of the bond program; when projects shift into the school year, the district said, costs for temporary kitchens, extended testing and extra site management accrue and require adjustments to annual contract limits.
Packard Hall modernization: Trustees also awarded the construction contract for the Packard Hall music building renovation, a summer project that includes roofing, lighting, windows and restroom upgrades. The board accepted the lowest responsive bid after staff described the prequalification and vetting of bidders. Trustee discussion noted that school construction is labor‑intensive and regulated, and rebidding or postponing frequently raises costs.
Equipment purchases to meet summer schedules: The board authorized early purchase of long‑lead items so they can arrive during the summer work window. Staff explained the purchases will be made through existing “piggyback” contracts (Omnia and similar cooperative procurement agreements) to save procurement time. Trustees approved purchases for HVAC units (Trane) and music‑room cabinetry (Wagner) so installation can proceed during the planned summer closure.
Trustees asked how to prevent similar midyear increases. Mike said part of the issue was billing timing — some vendor invoices that reflected May–June work were not processed until the current fiscal year — and recommended the district consider a higher annual contract ceiling or different contracting mechanics so staff are not required to return to the board midyear for amendments.
Ending: Trustees authorized the program‑management amendment, accepted Packard Hall bids and approved the early purchases to allow summer installation; staff will return with refined budgeting options for program management to reduce the need for midyear contract amendments.
