Report 2018-131 Recommendation 1 Responses
Report 2018-131: Alum Rock Union Elementary School District: The District and Its Board Must Improve Governance and Operations to Effectively Serve the Community (Release Date: May 2019)
Recommendation #1 To: Alum Rock Union Elementary School District
To ensure that it selects the most qualified firms at fair and reasonable prices to perform its contracted architectural services and construction management services, the board should follow the requirements of state law and its own policies in such selections.
1-Year Agency Response
On February 13, 2020, the Board adopted BP 3311, which states in part, the Board has determined that it is in the best interest of the district to require a competitive bidding process in the selection of architectural services, construction management services and program management services when the contract cost (including any addenda or amendment) of such services exceeds contract limits specified in PCC 20111, and as annually adjusted by the Superintendent of Public Instruction.
- Completion Date: March 2020
- Response Date: May 2020
California State Auditor's Assessment of 1-Year Status: Fully Implemented
Along with its updated board policy, the district provided documentation of additional policies pertaining to competitive bidding for architectural services, construction management services, and program management services.
6-Month Agency Response
On Nov. 14, 2019 Board approved update of Board Policy 3311 (Business and Non-instructional Operations, Bids) Board Agenda Item 8.03 page 38 Board Book. Also, Board approved update to Board Policy 3312 (Business and Non-instructional Operations, Contracts) Item 8.04 page 47 Board Book.
- Completion Date: November 2019
- Response Date: November 2019
California State Auditor's Assessment of 6-Month Status: Pending
The District did not provide evidence that its board approved changes to district policies to ensure that the board follows the law and its own policies when it selects firms to perform contracted architectural and construction management services.
- Auditee did not substantiate its claim of full implementation
- Auditee did not address all aspects of the recommendation
60-Day Agency Response
1.Update Board Policies (3000 series (Business Operations) and 7000 series (Facilities), and Board Bylaws (9000 series);
2.Board Governance Training re: contracting requirements and processes;
3.Development and implementation of Board Governance Handbook re: role of the Board in the administration and oversight of the District; and
4.Staff training re: contracting requirements and processes.
Note: 9000 Series of Board Policies will be completed by end of Sept. 2019
- Estimated Completion Date: Fall 2019
- Response Date: August 2019
California State Auditor's Assessment of 60-Day Status: Pending
All Recommendations in 2018-131
Agency responses received are posted verbatim.