GALT JOINT UNION HIGH SCHOOL DISTRICT May 24, 2017 MEASURE E BOND UPDATE BIWEEKLY REPORT Report No: 001

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1 GALT JOINT UNION HIGH SCHOOL DISTRICT May 24, 2017 MEASURE E BOND UPDATE BIWEEKLY REPORT Report No: 001 SUMMARY May 2017 marks a busy month of master planning refinement and continued substantial progress in setting up program controls, project documents, planning coordination and general procedures. The District s architect, Rainforth Grau, have been meeting with the principals at each school to verify program components and scope in more detail relative to proposed scope outlined in the Facilities Master Plan. At Galt HS, meetings continue in this regard with teachers and administrative staff, other stakeholders and interested parties. The District and program management team have been developing master documents and procedures with the District s legal counsel, Dannis Woliver Kelley. Statement of Qualifications ( SOQ ) for surveying, geological and soils engineering, hazardous material inspections and testing, and CEQA environmental consulting services have been issued and submissions are due on June 8, Additionally, project sequencing factors are being established. 1. Initial Project Sequencing A. Preliminary Projects Informal Bidding 1. Grandstands at Galt HS have been removed. 2. Temporary bleachers have been set up to support graduation & 2017 Football season. 3. Eleven portables (Rooms 98, 98.5, and 99 through 107) scheduled for demolition have been declared surplus. Messaging has gone out to see if other public agencies or private parties are interested in them. When the window closes, if there are no viable takers, final bidding for abatement and demo will proceed and removal will be accomplished this summer. B. Prop 39 Energy Projects 1. Three separate bid packages are being issued for Galt HS: a. Lighting Retrofit b. HVAC Replacements c. Energy Management Control Upgrades 2. Bid advertisement is scheduled to be released on May 26 th. Pre-bid conferences will be held for interested bidders on June 6 th. Bids are due June 14 th. Award is anticipated at the June 20 th Board Meeting. C. New Grandstands 1. A bid advertisement is being prepared and will be released by May 31 st. 2. The bid is for both Galt and Liberty Ranch (LRHS) campuses. D. LRHS Field Improvements 1. Design documents are being developed by Rainforth Grau and Lloyd Civil and Sports Engineers. 1 P a g e

2 2. Program Development A. Planning 1. Continue Master Plan refinement and coordination. 2. Develop Design Standards (Board resolution is required for any identified proprietary products or vendors). B. Cash Flow Analysis 1. Review bond sale options. 2. Update state funding prospects for Growth and Modernization. a. Explore grant augmentation options (infrastructure support). 3. Explore funding for Career Technology Education (CTE) Program Grants. 4. Review Facility Hardship Program funding. 5. Develop Cash Flow Analysis to align projects and projected expenditures with bond issuances and potential state funding. C. Project Designs 1. Upon final Master Plan refinement, Architects will advance all project designs through the Division of State Architect (DSA) regulatory and the California Department of education (CDE) review, necessary to apply to the Office of Public School Construction (OPSC) for state funding. Funding applications are processed on a first come - first approved basis, except CTE which requires full educational program specifications, is based on a scoring system and can be applied for with diagrammatic (Conceptual) drawings and a cost estimate. 3. Bid and Contract Documents - Procurement Procedures A. Documents from Counsel 1. Bid and Contract Documents from Legal a. Setting up baseline templates to be used for all projects and various delivery methods including Lease Leaseback (LLB), traditional formal and informal bidding, General and Special Conditions, and project procedures and coordination requirements (Division 1). 2. Lease Leaseback a. Currently developing LLB process and schedule for issuing Request for Proposal(s) (RFP). This will be done in conjunction with the District s prequalification process. 3. Liberty Ranch Field a. LR field project is currently slated to be a formal public bid (competitive bid). 4. Prequalification Criteria The District s prequalification criteria is currently under review. Procedures and scoring were approved by the board for Lease Leaseback, however, it may be advisable to amend the Board resolution to include traditional and informal bidding since it is currently limited 2 P a g e

3 to just LLB. Additionally, for certain projects it may be prudent to utilize small contracts, traditional bidding and, possibly, multi-prime trade bidding. 5. CEQA Environmental Processing Most defined projects appear to qualify for an exemption. The key threshold is more than 10 classrooms (NET), or more than 25% construction sf or capacity. LRHS stadium lighting also requires a more involved process. The District filed a full Environmental Impact Report (EIR) in 1998, including full stadium buildout and lighting, although lighting and other planned improvements were not implemented. Exploring current requirements, if any, to review or renew prior EIR process for lighting at LR. 6. Communications and Coordination 7. Scheduling A. Responsibility Matrix 1. Currently developing a matrix to better define roles and responsibilities between District, Architect, PM and other key participants and stakeholders. B. Communications 1. Team to initiate discussions for communications including website updates, posting bid and RFQ opportunities, project design updates, and to promote community and stakeholder meetings, etc. 2. Comments to the Communications Plan Guide were received from the District, reviewed, and discussed in detail as it relates to stakeholder engagement, updates, website enhancements, social media, etc. Updates to the plan are expected the second week in November. Development of the Master Program Schedule is being refined and will outline planning, procurement, design, and construction activities in accordance with the proposed Implementation Plan. As programing is being completed and project packaging and phases are being determined and developed, more detailed milestone schedules will be provided. 8. Budgets and Estimating A. After completion of the master plan refinement, a preliminary probable cost estimate will be updated for each project reconciled with the facilities master plan estimates, as well as other program-related costs. B. To check scope and cost trends, detailed estimating will be conducted as each design progresses. C. Master and individual project budgets will be developed to include construction, soft costs, IT, furniture and equipment, and contingency set aside. 9. Expenditure Tracking Financial Reporting 3 P a g e

4 The District is reviewing software options for developing expenditures, formats, account codes and reporting summaries for internal, Board and CBOC. END OF REPORT 4 P a g e

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