FY Capital Improvement Program Quarterly Project Status Report 3/31/2014

Transcription

1 FY 2014 Capital Improvement Program Quarterly Status Report Q3 3/31/2014

2 TABLE OF CONTENTS OBJECTIVE SECTION I CIP FY14 PROJECT STATUS SUMMARIES: ACPS SYSTEM-WIDE PROJECTS O RENOVATIONS O CAPACITY O SECURITY O CAPACITY PLANNING O SHARED PROGRAMS T.C. WILLIAMS TENNIS COURTS O SCHOOL BUSES AND OTHER VEHICLES O TRANSPORTATION FACILITY O ROWING FACILITY O CHANCE FOR CHANGE ACADEMY (216 S. PEYTON) SCHOOLS: O CHARLES BARRETT (PK-5) O CORA KELLY SCHOOL FOR MATH, SCIENCE & TECHNOLOGY (PK-5) O DOUGLAS MACARTHUR (K-5) O FRANCIS C. HAMMOND O GEORGE MASON (K-5) O GEORGE WASHINGTON O JAMES K. POLK (K-5) O JEFFERSON-HOUSTON (PK-8) O JOHN ADAMS (PK-5) O LYLES-CROUCH TRADITIONAL ACDEMY (K-5) O MATTHEW MAURY (K-5) O MOUNT VERNON COMMUNITY SCHOOL (K-5) O PATRICK HENRY (PK-5) O SAMUEL W. TUCKER (K-5) O T.C. WILLIAMS KING STREET CAMPUS O T.C. WILLIAMS MINNIE HOWARD CAMPUS O WILLIAM RAMSAY (PK-5) SECTION II MULTI-YEAR CIP PROJECT STATUS SUMMARIES: O JEFFERSON-HOUSTON NEW SCHOOL SECTION III CIP FY14 FINANCIAL REPORTS: Page 1 of 31

3 ACPS EDUCATIONAL FACILITIES OFFICE CAPITAL IMPROVEMENT PROGRAM PROJECT STATUS REPORT FY 2014 Q3 OBJECTIVE This third quarter report is intended to provide the Alexandria City School Board with information on the status of all active major Capital Improvement Program (CIP) projects overseen by the Educational Facilities Office. While the annual budget process continues to be the primary mechanism for defining, prioritizing and funding projects, the information provided in this status report supplements the FY Adopted CIP document by tracking the budgets and schedules of all major projects completed or scheduled to be completed in Section I contains a detailed list of all approved CIP projects. They are described as either currently in planning and design, under construction, recently completed or not yet begun. Section II provides information on projects that span across fiscal years. For this report, the only project in this category is the Jefferson-Houston New PreK-8 School project. Section III provides analysis tables and charts to summarize and illustrate the 2014 CIP projects financial expenditures through March Page 2 of 31

4 SECTION I Facilities Staff spent the third quarter of FY14 working with the Core Group teams for the various capacity addition projects. The bid documents at Charles Barrett, Douglas MacArthur and James K. Polk are complete and the Invitation to Bid was issued on April 8, The prebid conference was held on April 11, The George Mason capacity project was bid in Q3 and the School Board approved the General Contractor award during their April 3, 2014 meeting. It is intended that all four of these capacity projects will be constructed in this Summer and will be ready for classes in the Fall of The capacity addition project at Matthew Maury and the ten classroom addition at James K. Polk will continue through the construction documents phase, but bidding will be deferred to future fiscal years as noted in the summaries for each facility. The Community Engagement Committee for the new Patrick Henry School continued to meet during the third quarter. ACPS and the City of Alexandria jointly released an RFP to select an architectural and/or engineering (A/E) firm to undertake a planning and feasibility study. Overall, Facilities Staff is pleased with the number and quality of responses to the RFP by qualified A/E firms. Based on evaluation criteria that included firms' experience, past performance and proposed approach, the evaluation committee short-listed the most qualified firms for an oral interview. We are now in the final steps of the selection process and hope to enter into contract negotiations in the near future. Once the procurement process is completed and a contract is in place, the award will become public and a formal notice to proceed will be issued to the A/E. The A/E firm then has six months to complete the feasibility study which includes community meetings at strategic points during the process to solicit feedback. On the assessment projects, the bid packages for the first group of roofing replacements were issued at the end of Q2 and bids were received on March 19, Facilities Staff was encouraged by the quantity and quality of bids that were received and anticipates that a recommendation for award will be submitted to the School Board for consideration at their May 13, 2014 meeting. Facilities Staff is currently reviewing the design packages for the structural and building envelope repairs and it is anticipated that the bid documents will be issued in Q4. The renovation of the leased spaces at Peyton Street for the Chance for Change Academy s program is finished and the space has been in continuous use since January. Minor punch-list items were completed over Spring Break. This renovated space will also now accommodate the satellite programs that will relocate from Landmark Mall beginning in the Fall Finally, the renovation of the new ACPS leased Central Office location at Braddock Place continued through Q3. The ACPS Technology Department moved into the completed third floor over Spring Break and the remainder of the renovation continues to track on schedule. It is anticipated that the various Central Office Departments will move in as floors are completed with the final department relocating in early July. Although these two projects are primarily funded by the tenant improvement allowances within the leases, they are a significant effort for the Facilities Office. A detailed summary of all of FY14 CIP projects follows. Page 3 of 31

5 ACPS SYSTEM-WIDE PROJECTS s categorized in this group impact more than one site or location. FF&E Asset Replacement: There are no active projects at this time. Funds in this account are projected to support the Braddock Place project to prepare that site for the ACPS Central office relocation. In addition, funds are set aside to support projected FF & E requirements for the capacity projects. Emergency Repairs: As ACPS enters the fourth quarter of the fiscal year, approximately 75% of the funds in this account remain. As is true with aging facilities, it is anticipated that there may be instances in the remaining time in FY 2014 when an emergency situation will require expenditure but, as the weather improves and the school year concludes, the likelihood that all remaining funds will be required is reduced. As such, a budget transfer request to allocate funds for the Douglas MacArthur north wall repairs will be submitted to the School Board. Lyles-Crouch The design for the site improvements is complete and the minor amendment is approved by the City. A cost estimate was received and the information was submitted to the PTA for review and comment. This project is on hold until a funding source is identified. William Ramsay The Purchase Order (PO) for the playground equipment replacement has been issued and the work was completed before Spring Break. Plumbing Upgrades: There are no active projects at this time. Asbestos Remediation and Lead Paint: There are no active projects at this time. Code Compliance: This system-wide fund is to be utilized for system-wide upgrades to existing fire alarm systems and, as ACPS enters the fourth quarter of the fiscal year, no additional projects have been identified. As such, a budget transfer request to allocate funds for the Charles Barrett Fire Alarm System Modernization will be submitted to the School Board. Renovations & Reconfigurations: T.C. Williams Parking Garage The work associated with the joint replacement in the electric room was completed over Spring Break. Parking Lot / Playground Repaving: Cora Kelly The courtyard paving work was completed over Spring Break. Lyles-Crouch - The construction associated with the Bus Loop Improvements was completed over Spring Break. Bus Loop at Lyles Crouch Bus Loop at Lyles Crouch Page 4 of 31

6 Food Service Capacity Study: The Food Services capacity study was completed, and, after receiving School Board approval, the remaining funds associated with this project were reallocated through a budget transfer to supplement the Division A/E study account. Security Access Control / Security Management: The PO for the system-wide security cameras has been issued and it is anticipated that the work will be completed in Q4 and over the summer. Security Master Key System Replacement: Francis Hammond, John Adams, and T.C. Williams are anticipated to be completed in Summer Renovations to Satellite School: T.C. Williams Satellite Program at Landmark Mall has no active projects at this time. It is anticipated that those programs will relocate to the Chance for Change Academy on Peyton Street at the end of the school year in June. Division A/E Study: This system-wide fund is to be utilized for A/E studies not associated with other CIP projects and, as ACPS enters the fourth quarter of the fiscal year, no new projects have been identified. As such, a budget transfer request to allocate funds to the cover the shortfall in the A/E services account for the Douglas MacArthur capacity project will be submitted to the School Board. Douglas MacArthur Turf - The planning study by the A/E has been completed and the field striping work was performed by RP&CA. The bids for the turf field improvements came in over budget and Facilities Staff is working with the A/E on alternate design strategies to lower the overall cost of the project. George Mason Roofing - The bid documents for the roofing replacement on the gymnasium were completed by the A/E and the Invitation to Bid was issued late in December 2013 with a bid due date of February 10, Several ACPS weather closures and significant snow accumulation that lingered on roof surfaces after each weather event impacted the ability for prospective bidders to inspect the site which ultimately resulted in the extension of the bid due date to March 19, ACPS Facilities Staff is completing a review of the bids and anticipates that a recommendation for award will be submitted to the School Board for consideration at the May 13, 2014 meeting. This project has a funding deficit based on the lowest actual construction bid and estimated remaining soft costs for professional technical services during the construction administration phase. A budget transfer request to allocate surplus funds from the T.C. Williams Minnie Howard Roof Replacement will be submitted to the School Board. Long Term Facility Planning: Educational Specifications Update - Based upon the scope of work supported by the Long Range Educational Facilities Work Group in spring 2013, a project team was hired to facilitate the development of the elementary (K-5) and middle school (6-8) educational specifications (or Ed Specs ). The Ed Specs document articulates the educational and community needs and how they relate to the physical environment of the elementary and middle schools. The Ed Specs Subcommittee met in February to discuss the work plan and review materials for general community meetings. The initial plan is to have monthly Page 5 of 31

7 subcommittee and general community meetings until the final Ed Spec is presented in the May/June time frame. Facility Capacity Needs Analysis - As part of the early project planning effort for the CIP FY15-24 submission, significant progress was made by the A/E team that is under contract to survey the existing schools in the ACPS system. The architects are continuing to evaluate schools for optimal learning environments and educational appropriateness. They have completed and delivered electronic plans for the first four schools (Samuel Tucker, James K. Polk, Lyles-Crouch, and Charles Barrett). Since then, they have completed the surveying of Minnie Howard, Cora Kelly, Matthew Maury, George Mason, and John Adams. According to the current schedule, the final school surveyed will be T.C. Williams (over Spring Break). This is an evaluation of building interiors only. Site assessments will begin in July, pending funding approval. When complete, this detailed site information will inform future CIP planning. Six (6) New Tennis Courts (T.C. Williams): The design for the six new tennis courts was completed and the Invitation to Bid was issued on December 20, 2013, a pre-bid meeting was held on January 7, 2014, bids were due on January 15, 2014 and, because the submitted values exceeded the available budget, the Invitation to Bid (ITB) was canceled. The base bid for this project includes the tennis courts and additional funding for the new lighting will be available in FY15. Facilities Staff is working with the A/E on value engineering options so the project can be rebid in May with an anticipated award date in early FY15. The decision to proceed with lighting is in compliance with Alexandria City Council approval on December 14, Site % ACPS FF&E: 606, ,200 59,658 SYSTEM WIDE Asset replacement 0% RENOVATIONS: 1,014, , , ,824 Emergency repairs 31% Plumbing upgrades 0% Asbestos remediation/lead paint 14% Code compliance 28% Renovations & reconfigurations 36% Emergency generator - New CANCELLED Parking lot/playground repaving 99% CAPACITY: Food service capacity study 0% SECURITY: 707, , ,160 12,715 Access control / security management 89% Master key system replacement 97% CAPACITY PLANNING: 1,006, , ,963 2,509 Renovations to satellite school 100% Division A/E study 84% Long term facility planning 89% SHARED PROGRAMS: 826, , , Tennis courts 25% TOTAL 4,161,867 1,118,092 2,701, ,705 Page 6 of 31

8 SCHOOL BUSES AND OTHER VEHICLES The purchase of ACPS vehicles was completed in Q1. Site TRANSPORTATION FACILITY % BUS SCHOOL BUSES AND VEHICLES: 1,078,518 1,077, VEHICLES Bus replacement 100% Vehicle replacement 100% TOTAL 1,078,518 1,077, HVAC System and / or Units: The solicitation scope is nearly complete and it is anticipated that the Invitation to Bid will be issued in early April. Emergency Repairs: The scope for parking lot repairs is currently being evaluated. Equipment Addition: As noted in the Q1 CIP FY14 Report, the equipment addition project is complete and the remaining funding associated with the Equipment Addition and the Structural Damage Repair accounts was transferred, with the School Board s approval, to the Transportation Facility Emergency Repairs account. Building Automation System: Draft designs have been completed, and ACPS Facilities submitted comments to the design. Structural Damage Repair: As noted in the Q1 CIP FY14 Report, the Transportation Facility expansion in the FY14/15 CIP will address any building envelope/structural damage repairs. Approaching these repairs as part of a larger project will provide better value, since it will allow for better design/construction coordination and costs will be lower as part of a larger project. Site ROWING FACILITY % TRANSPORTATION RENOVATIONS: 292,968 32, ,863 8,555 FACILITY HVAC System and / or units 100% Emergency repairs 0% Equipment Addition 0% Building Automation System 0% Structural Damage Repair DEFERRED TOTAL 292,968 32, ,863 8,555 Emergency Repairs: The structural repair work was completed in early Q3. Facilities Staff is coordinating with the A/E to develop a scope for structural monitoring of the facility. The finding from this investigation will inform decisions regarding the need for future structural work. Site % ROWING RENOVATIONS: FACILITY Replace Elevator DEFERRED FACILITY MAJOR REPAIRS: 239,814 22, ,430 93,012 Emergency Repairs 40% TOTAL 239,814 22, ,430 93,012 Page 7 of 31

9 SCHOOLS CHARLES BARRETT Capacity Addition Modular Classrooms: The bid documents for the four (4) classroom capacity addition are complete and the Invitation to Bid was issued on April 8, 2014 and the prebid was held on April 11, Concurrent with bidding, the project has been submitted for permit and it is intended that the project will be completed for the use during the school year. Fire Alarm System Renovation: Designs were completed in December 2013 and the A/E estimates of probable cost exceeded ACPS s budget. because the original CIP budget for this project did not include the anticipated soft cost associated with professional technical services. A budget transfer request to allocate remaining funding from the System- Wide Code Compliance account will be submitted to the School Board. Roof Replacement: The bid documents for the roofing replacement on the Kindergarten wing were completed by the A/E and the Invitation to Bid was issued late in December 2013 with a bid due date of February 10, Several ACPS weather closures and significant snow accumulation that lingered on roof surfaces after each weather event impacted the ability for prospective bidders to inspect the site which ultimately resulted in the extension of the bid due date to March 19, ACPS Facilities Staff is completing a review of the bids and anticipates that a recommendation for award will be submitted to the School Board for consideration at the May 13, 2014 meeting. Site Hardscape Repair: Exterior Drainage at Door 18: Schematic Design is complete. A PO for the remaining design and grading will be issued on Q4 once the scope has been finalized with the A/E. Replace HVAC System and/or Units: The solicitation scope is nearly complete and it is anticipated that the Invitation to Bid will be issued in early April. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Page 8 of 31

10 Site % CHARLES MODULAR CLASSROOM ADDITION: 2,308, ,716 2,105,927 0 BARRETT Capacity addition 18% RENOVATIONS: 391,045 49, ,482 0 Fire Alarm System 19% Roof Replacement 67% Site hardscape repair 58% Replace HVAC system / or units 0% Structural damage repair 0% TOTAL 2,699, ,279 2,447,409 0 CORA KELLY Building Repair Until Replaced: Facilities Staff is obtaining quotes for the repair and/or replacement of the existing stair lift. It is anticipated that the repairs or replacement will be completed in Q4. Playground and Courtyard Paving: The Playground was completed and the remaining funds associated with this project were reallocated, as part of the approved budget transfer request, to supplement the Division A/E study account. After the project was completed, it became apparent that the area needed to be reseeded. Staff has been coordinating with the school and PTA, and reseeding is schedule for Spring Site % CORA RENOVATIONS: 14, ,944 KELLY Building repair until replaced 0% PLAYGROUND: 6,685 5,614 1,071 0 Exterior play or sports area 100% TOTAL 21,629 5,614 1,071 14,944 DOUGLAS MacARTHUR Turf Field Improvements: See the ACPS System-Wide s summary for information about the Turf Field Improvements. Capacity Addition Modular Classrooms and Cafeteria Expansion: The bid documents for the one (1) classroom and cafeteria capacity additions are complete and the Invitation to Bid was issued on April 8, 2014 and the prebid was held on April 11, Concurrent with bidding, the project has been submitted for permit and it is intended that the project will be completed for the use during the school year. There is a projected funding deficit for the construction of this project because the original CIP budget did not anticipate the complexity of the cafeteria expansion due to the necessity to expand up rather than at grade level as originally planned. Due to existing site constraints, expansion at grade level would have translated to a significantly smaller foot print which would not have met the capacity needs for this important core space. A budget transfer request to allocate surplus funds from the T.C. Williams Minnie Howard Roof Replacement will be submitted to the School Board for the construction of this capacity project. Additionally, a budget transfer request to allocate funds from the System-Wide A/E Study account will be Page 9 of 31

11 submitted to the School Board for the soft-cost funding deficit for professional technical services. The original CIP budget for this project allotted approximately 8% of the design not to exceed budget for Architect-Engineer services which is not sufficient for a project of this scope. This budget transfer will align the budget for technical services with similar capacity projects such as Charles Barrett and James K. Polk. Learning Cottage: Although it is not a CIP project and is being funded through the operating budget, Facilities Staff has been working with an A/E to submit an application to rezone the site and adjust the property line that currently extends through the existing building. Plumbing Upgrades: The women s staff bathroom renovation was completed in Q2. Building Envelope: Professional services to evaluate the water infiltration on the north wall were solicited and a report was submitted. In the fall, a temporary repair was completed to the interior finishes, and it is anticipated that the permanent solution will be implemented in the summer of 2014 and will involve the removal of the façade and windows to replace the waterproofing. Once the waterproofing / flashing is repaired, the exterior wall and windows will be reassembled. The extent of damage due to the water infiltration at the existing windows was unanticipated in the CIP funds and a budget transfer request to allocate surplus funds from the System Wide - Emergency Repair account will be submitted to the School Board. Roof Replacement: The bid documents for the partial roof replacement was completed by the A/E and the Invitation to Bid was issued late in December 2013 with a bid due date of February 10, Due to several ACPS weather closures and significant snow accumulation that lingered on roof surfaces after each weather event, the ability for prospective bidders to inspect the site was impacted which ultimately resulted in the extension of the bid due date to March 19, ACPS Facilities Staff is completing a review of the bids and anticipates that a recommendation for award will be submitted to the School Board for consideration at the May 13, 2014 meeting. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Page 10 of 31

12 Site % DOUGLAS RENOVATIONS: 603,727 28, ,455 1,410 MCARTHUR Plumbing upgrades 100% Building envelope 27% Storm water management 100% Replace Flooring DEFERRED Roof replacement 4% Structural damage repair 0% CAPACITY PLANNING: 1,639,637 60,000 1,579,637 0 Cafeteria Expansion 0% Classroom addition 4% TOTAL 2,243,364 88,861 2,153,092 1,410 FRANCIS HAMMOND Exterior Play or Sports Area: There is no funding remaining and no active projects. Building Envelope Repairs: Facilities Staff is currently reviewing the design packages for the building envelope repairs and it is Replace Flooring: Staff is currently evaluating additional areas for replacement with a goal of completing the work in summer 2014 Roof Replacement: The bid documents for the Phase 1 and Phase 2 roofing replacement was completed by the A/E and the Invitation to Bid was issued late in December 2013 with a bid due date of February 10, Several ACPS weather closures and significant snow accumulation that lingered on roof surfaces after each weather event impacted the ability for prospective bidders to inspect the site which ultimately resulted in the extension of the bid due date to March 19, ACPS Facilities Staff is completing a review of the bids and anticipates that a recommendation for award will be submitted to the School Board for consideration at their May 13, 2014 meeting. The roof was bid as two phases and Facilities Staff recommends that the project only proceed with the Phase 1 work which will have a projected funding deficit based on the lowest actual construction bid, the projected owner s construction contingency and the estimated soft costs for technical services during the construction administration phase. The area of the existing roof designated as Phase 2 is currently under warranty until 2022 and CIP funding for the replacement has already been allocated for FY2023 to align with this expiration date. A budget transfer request to allocate surplus funds to this project from the T.C. Williams Minnie Howard Roof Replacement will be submitted to the School Board. Page 11 of 31

13 Site Hardscape Repairs The proposals for the tennis court repairs are being revised and it is anticipated that the work will be completed in summer. Storm Water Management The courtyard work was completed over winter break and there are no other projects identified at this time. Structural Damage Repairs: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Replace HVAC Systems and/or Units: The solicitation scope is nearly complete and it is anticipated that the Invitation to Bid will be issued in early April. ADA Lift Upgrade: Facilities Staff is working with the A/E to obtain a revised design cost for installing the lift to the band room. Site % FRANCIS ATHLETIC FIELD: 46,268 24,801 21,467 0 HAMMOND Turf field 100% Exterior play or sports area 0% RENOVATIONS: 2,694,554 96,732 2,493, ,991 Building envelope repairs 0% Replace flooring 50% Roof replacement 2% Site hardscape repairs 0% Storm water management 100% Structural damage repair 0% HVAC REPLACEMENT: 273, ,522 0 Replace HVAC Sys. and/or units 0% ELEVATOR: 651,390 28, ,585 0 ADA lift upgrade 9% TOTAL 3,665, ,338 3,411, ,991 Page 12 of 31

14 GEORGE MASON Roofing study: The roofing study for George Mason is indicated in the ACPS System Wide s summary. Capacity Addition Modular Classrooms: The bid documents for the modular classroom addition and the cafeteria renovation and expansion were completed by the A/E and the Invitation to Bid was issued on January 15, 2014 with a bid due date of January 31, Due to several ACPS weather closures, the bid due date was extended to March 17, ACPS Facilities Staff completed a bid review and submitted a recommendation for award to the School Board. The School Board approved the General Contractor award during their April 3, 2014 meeting. The contract for the off-site modular contract was previously awarded in the summer of 2013 and that work will be coordinated by the on-site general contractor as part of this current solicitation and it is intended that the project will be completed for the school year. Fire Alarm System Renovation: Designs were completed in December 2013 and the A/E estimates of probable cost exceeded ACPS s budget. Facilities Staff and the A/E are currently evaluating options for reducing the scope or phasing the project so that it remains within the available budget. Upgrade HVAC controls: The solicitation scope is nearly complete and it is anticipated that the Invitation to Bid will be issued in early April. Replace Flooring: Staff is currently evaluating additional areas for replacement, with a goal of completing the work in summer Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Page 13 of 31

15 Gutter Replacement: The work was completed in early Q3. Site % GEORGE RENOVATIONS: 525,316 24, ,768 0 MASON Upgrade firm alarm 41% Upgrade HVAC system 0% Replace flooring 4% Structural damage repair 2% MODULAR CLASSROOM ADDITION: 4,193, ,147 3,445,155 0 Capacity Addition 31% TOTAL 4,718, ,695 3,945,923 - GEORGE WASHINGTON Parking Lot/Playground Repaving: The parking lot asphalt overlay was completed over Spring Break. Building Envelope Repairs: Facilities Staff is currently reviewing the design packages for the building envelope repairs and it is The repairs in Room C130 is in progress and it is anticipated that they will be completed in mid-april. Exterior Play or Sports Areas The scope of work associated with the repairs to the cracks in the tennis courts is currently being reviewed by contractors. It is anticipated that the work will be completed Q4. Roof Replacement: The bid documents for the roofing replacement on the historic portion of the existing facility were completed by the A/E and the Invitation to Bid was issued late in December 2013 with a bid due date of February 10, Several ACPS weather closures and significant snow accumulation that lingered on roof Page 14 of 31

16 surfaces after each weather event impacted the ability for prospective bidders to inspect the site which ultimately resulted in the extension of the bid due date to March 19, ACPS Facilities Staff is completing a review of the bids and anticipates that a recommendation for award will be submitted to the School Board for consideration at the May 13, 2014 meeting. The replacement of the roof on the oldest section of the George Washington Middle School Building is scheduled for this summer but, because the construction was funded with FY 2014 and FY 2015 funds, there is a funding deficit. If this project waits to issue a notice to proceed to the contractor until July 1, 2014 when the additional FY 2015 funds are available, the project will not be completed this summer. In an effort to start the construction prior to July 1, a budget transfer request to allocate surplus funds from the T.C. Williams Minnie Howard Roof Replacement will be submitted to the School Board. Site Hardscape Repairs Track - The track mill and overlay work was completed over Spring Break. Entrance Sidewalk - The schematic design and cost estimate is complete. This project is on hold until a funding sources is identified. Structural Damage Repairs: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Replace HVAC Controls: The solicitation scope is nearly complete and it is anticipated that the Invitation to Bid will be issued in early April. Repair/Replace Elevator: Quotes from elevator vendors have been received, and it has been determined that the extensive work required will require assistance by a design professional. Staff will develop a scope of work and solicit A/E proposals in Q4. Site % GEORGE FACILITY MAINTENANCE 1,811,033 18,894 1,598, ,771 WASHINGTON Parking lot/playground repaving 95% Building envelope repair 0% Exterior play or sports areas 0% Roof replacement 2% Site hardscape repairs 100% Structural damage repair 0% Roof replacement 0% HVAC REPLACEMENT: 52,130-52,130 - Replace HVAC controls 0% ELEVATOR: 500, ,000 75,685 Repair/replace elevator 0% TOTAL 2,363,848 18,894 2,075, ,456 Page 15 of 31

17 JAMES K. POLK Capacity Addition Modular Classrooms Phase II: The bid documents for the four (4) classroom capacity addition are complete and the Invitation to Bid was issued on April 8, 2014 and the prebid was held on April 11, Concurrent with bidding, the project has been submitted for permit and it is intended that the project will be completed for the use during the school year. The design for the ten (10) classroom capacity addition has been completed through the Design Development Phase. A proposal for A/E Services for the Construction Documents Phase is anticipated in Q4. It is anticipated that the construction drawings will be completed and shelved until CIP construction funding becomes available in FY Building Envelope Repair: Facilities Staff is currently reviewing the design packages for the building envelope repairs and it is Replace HVAC Systems: Final HVAC commissioning was performed and the systems are working properly. As part of the approved budget transfer request, the remaining funding associated with this project was reallocated to supplement the Division A/E study account. Exterior Play or Sports Areas: The striping of the basketball court was completed over Spring Break. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Site Hardscape Repair: Concrete Sidewalk Repairs - All work has been completed and no new projects have been identified. Page 16 of 31

18 Site % JAMES K RENOVATIONS: 139,658 49,140 89, POLK Building envelope 0% Plumbing upgrades 100% Replace HVAC systems 100% Capacity addition A&E 100% Exterior play or sports area 100% Site hardscape repairs 100% Structural damage repair 0% MODULAR CLASSROOM ADDITION: 2,045, ,864 1,872,805 0 Capacity addition phase II 19% TOTAL 2,185, ,004 1,962, JEFFERSON-HOUSTON New PreK-8 School: More information on the New PreK-8 School schedule and budget is provided in Section II. Existing Building Repair Until Replaced: Per the approved budget transfer, a portion of the funding associated with the building maintenance and repair account supplemented the Division A/E account. Because this facility is scheduled to be vacated and demolished in fall 2014, a portion of this account s budget was left to address any emergency repairs that might be required. Site % JEFFERSON RENOVATIONS: 60,000-45,000 15,000 HOUSTON Building repair until replaced 0% NEW PK-8 SCHOOL: 40,074,020 14,673,408 25,400,612 0 New PK-8 school 97% TOTAL 40,134,020 14,673,408 25,445,612 15,000 JOHN ADAMS Traffic Study: The A/E design to address parking and transportation flow at the school complete and the project has been submitted to the City for the special use permit. Page 17 of 31

19 Replace Primary Switchgear: The design of the switchgear upgrade project is complete and the cost estimate from the A/E will be submitted in early April. It is anticipated that this project will submitted for permit in Q4 and construction will be completed in the summer. Code Compliance: There are no active projects at this time. Flooring Replacement: The carpet in the Band Room was replaced over Spring Break. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Site % JOHN CAPACITY: 126,470 28,110 97, ADAMS Traffic Study 100% RENOVATIONS: 228,389 19, ,352 41,003 Replace primary switchgear 14% Code compliance 0% Replace Flooring 36% Structural damage repair 0% TOTAL 354,859 47, ,134 41,581 LYLES-CROUCH Critical Repair s: Various critical repair projects at Lyles-Crouch are indicated in the ACPS System Wide s summary. EMG Small s: There are no projects identified at this time. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Repair/Replace Elevator: Scope of work is being developed for the elevator upgrade project. Site % LYLES RENOVATIONS: 123, ,516 11,528 CROUCH EMG small projects 0% Structural damage repair 0% ELEVATOR: 80,000-80,000 - Repair/replace elevator 0% TOTAL 203, ,516 11,528 Page 18 of 31

20 MATHEW MAURY Capacity Addition Modular Classrooms: The design for the two (2) classroom capacity addition has been completed through the Design Development Phase. A proposal for A/E Services for the Construction Documents Phase will be finalized in Q4. It is projected that the construction drawings will be completed and shelved until CIP construction funding becomes available in FY18. Plumbing Upgrades: The gym restroom renovations are complete. There are no new projects identified. Site Hardscape Repairs: The construction associated with the manhole grate and rain leader tie-in work was completed over Spring Break. Emergency Repair: There are no active projects at this time. Replace Playground Surface: This project is on hold so that it can be coordinated with the PTA s Schoolyard Initiative Planning process. The PTA is conducting an overall site planning effort with several phased projects for improving the School site with its independently contracted A/E firm. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Site % MATTHEW RENOVATIONS: 268,449 13, ,371 31,142 MAURY Plumbing upgrades 100% Site hardscape repairs 100% Emergency repairs 0% Replace playground surface 0% Structural damage repair 7% CAPACITY PLANNING: 412,024 38, ,624 Capacity Addition 9% TOTAL 680,473 52, , ,766 MOUNT VERNON Site hardscape repairs: The concrete sidewalk repairs are complete and no new projects have been identified at this time. Replace Playground Surfacing: Facilities Staff is working to obtain pricing to resurface the existing playground. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Exterior Playground / Sports Area: Facilities Staff is evaluating the cost of the security fence at the basketball courts. Page 19 of 31

21 Site % MOUNT RENOVATIONS: 217,865 12, ,985 0 VERNON Site hardscape repairs 100% Replace playground surfacing 0% Structural damage repair 6% Exterior playground/sports area 33% TOTAL 217,865 12, ,985 0 PATRICK HENRY Capacity Addition Modular Classrooms: The modular addition was completed in the summer of The HVAC screen construction was completed over Spring Break. Exterior Play or Sports Area: Facilities Staff is evaluating quotes to repair the cracks in the existing basketball court. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Capacity Planning: The New Patrick Henry School Community Engagement Committee continued to meet during Q3. The Committee worked to develop the proposal for professional A/E Services, and the Request for Proposals (RFP) was issued in December 2013; a Pre-Proposal Meeting was held on January 8, 2014, and proposals from A/E firms were received on February 3, Overall, Facilities staff is pleased with the number and quality of responses to the RFP by qualified A/E firms. Based on evaluation criteria that included firms' experience, past performance and proposed approach, the evaluation committee short-listed the most qualified firms for an oral interview and are now in the final steps of the selection process and hope to enter into contract negotiations in the near future. Once the procurement process is completed and a contract is in place, the award will become public and a formal notice to proceed will be issued to the A/E. The A/E firm then has six months to complete the feasibility study which includes community meetings at strategic points during the process to solicit feedback. Site % PATRICK MODULAR CLASSROOM ADDITION: 50,118 6,995 40,304 2,819 HENRY Capacity addition management 0% Capacity addition (modular) 78% RENOVATIONS: 113,532 5, ,073 0 Storm water management CANCELLED Exterior play or sports area 0% Structural damage repair 6% CAPACITY PLANNING: 1,500,000-1,500,000 0 New School Planning 0% TOTAL 1,663,650 12,454 1,648,377 2,819 Page 20 of 31

22 SAMUEL W. TUCKER Building Envelope Repairs: Facilities Staff is currently reviewing the design packages for the building envelope repairs and it is Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Exterior Play or Sports Area: Boothe Park - This project is managed and funded by RP & CA. ACPS transferred the CIP budget to the City to support the project. Construction began in March and Facilities Staff is actively participating in the construction phase meetings with RP & CA and the general contractor. Site % SAMUEL RENOVATIONS: 91,948-91,948 0 TUCKER Building envelope repairs 0% Structural damage repair 0% ATHLETIC FIELD: Exterior play or sports area 0% TOTAL 91,948-91,948 - T.C. WILLIAMS KING STREET CAMPUS Tennis Courts: See the ACPS System-Wide s summary for information about the Tennis Courts. Replace Garage Lighting: The quote received for this work was high and staff is currently working to obtain additional proposals for the work. ADA - Replace Bleachers: This project was completed in Q2. Storm Water Management The Best Management Practices (BMP) work is complete. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Site % TC FACILITIES MAINTENANCE 40,119-40,119 - WILLIAMS Replace garage lighting 0% RENOVATIONS: 248, ,379 68,936 22,815 ADA - Replace bleachers 100% Storm water management 100% Structural damage repair 0% TOTAL 288, , ,055 22,815 Page 21 of 31

23 T.C. WILLIAMS-MINNIE HOWARD CAMPUS Building Envelope Repair: Facilities Staff is currently reviewing the design packages for the building envelope repairs and it is Emergency Generator Replacement: The design of the emergency generator project is complete and the cost estimate from the A/E will be submitted in early April. It is anticipated that this project will be submitted for permit in Q4 and construction will be completed in the summer. Replace Primary Switchgear: There is no active project at this time. Roof Replacement: The bid documents for the partial roof replacement were completed by the A/E and the Invitation to Bid was issued late in December 2013 with a bid due date of February 10, Several ACPS weather closures and significant snow accumulation that lingered on roof surfaces after each weather event impacted the ability for prospective bidders to inspect the site which ultimately resulted in the extension of the bid due date to March 19, ACPS Facilities staff is completing a review of the bids and anticipates that a recommendation for award will be submitted to the School Board for consideration at the May 13, 2014 meeting. The project scope includes a partial roof replacement for the areas with a warranty that expired in The remaining areas of the roof are under a systems warranty until 2019 and a material warranty until CIP funding for these remaining roof areas has already been allocated for FY2021 to align with these expiration dates. A budget request for allocating the surplus funds will be submitted to the School Board. Site Hardscape Repairs: Facilities Staff is reviewing quotes for the parking lot pavement re-striping and it is anticipated that the work could be completed in Q4. Structural Damage Repair Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is Page 22 of 31

24 Site % TC MINNIE RENOVATIONS: 3,456,072 39,280 2,285,507 1,131,286 HOWARD Building envelope repair 0% Replace emergency generator 16% Replace primary switchgear 0% Roof replacement 1% Site hardscape repairs 20% Structural damage repair 0% ECO CITY Eco City CANCELLED TOTAL 3,456,072 39,280 2,285,507 1,131,286 WILLIAM RAMSAY Playground Equipment: See the ACPS System-Wide s summary for information about the playground equipment replacement Building Envelope Repair: Facilities Staff is currently reviewing the design packages for the building envelope repairs and it is Code Compliance Requirements: There are no active projects at this time. Structural Damage Repair: Facilities Staff is currently reviewing the design packages for the structural damage repairs and it is ADA Lift Upgrade: New Elevator - Design work is on-going for the new elevator. Staff anticipates the delivery of the Design Development package and cost estimate from the A/E in Q4. Repair/Replace HVAC System and/or Units: The solicitation scope is nearly complete and it is anticipated that the Invitation to Bid will be issued in early April. Site % WILLIAM RENOVATIONS: 71,784-66,091 5,693 RAMSAY Building Envelope Repair 0% Code compliance requirements 0% Structural damage repair 0% ADA COMPLIANCE 1,317,864 24,175 1,293,689 0 ADA lift upgrade 2% HVAC REPLACEMENT: 94,786-94,786 0 Repair/replace HVAC Sys. and/or units 0% TOTAL 1,484,434 24,175 1,454,566 5,693 Page 23 of 31

25 SECTION II New Jefferson-Houston PreK-8 School: The third quarter was very productive for the Jefferson-Houston construction project. Highlights include the installation of the exterior framing assemblies, windows and roofing which resulted in dry-in of the facility in late March. The interior framing, dry wall and ceiling installation is proceeding throughout the building and the new bus loop is completed. Jefferson-Houston - Schedule: Due to significant weather events during Q3, much of the site work was placed on hold until better weather prevailed. The project is still tracking approximately 25 days behind the Guaranteed Maximum Price (GMP) schedule due to the weather delays and structural steel changes in Addendums 03 and 04. The contractor is optimistic that the additional efforts put forth on the interior of the building during severe weather conditions will mitigate any schedule delays due to the unforeseen inclement weather. In late March, the building envelope enclosure was completed so that the interior is now protected from exterior weather conditions. Reaching this dry-in was a significant milestone in the overall schedule and the contractor indicates that the project is still tracking toward the critical milestone of an August 2014 opening of the new school. Demolition of the existing school, completion of site work and the athletic field is projected to be completed by January The project milestone schedule is included below and the following is a look ahead to activities expected within the month of March: The project milestone schedule is included below. Page 24 of 31

26 Jefferson-Houston - Budget: The Financial Summary as of March 31, 2014 is depicted below. The summary provides details with regard to the overall budget, contractual commitments, and expenditures to date (Table I, II, III and IV respectively). The team monitors the owner's contingency, as well as the construction contingency, on a weekly basis to ensure that the project is within budget. Additionally, as part of the budget monitoring effort, the team also continues to perform value engineering on certain components of the design. Page 25 of 31

27 SECTION III Budget vs. Expenditure and Forecast ($) ACPS Title ACPS System-wide School Buses and Vehicles Transportation Facility Rowing Facility Charles Barrett Cora Kelly Douglas MacArthur Francis C. Hammond George Mason George Washington James K. Polk Jefferson-Houston John Adams Lyles Crouch Matthew Maury Mount Vernon Patrick Henry Samuel Tucker TC Williams: King St Campus TC Williams: Minnie Howard William Ramsay Grand Total Current Budget Total Expenditure Budget 4,161,867 1,118,092 2,701, ,705 1,078,518 1,077, ,968 32, ,863 8, ,814 22, ,430 93,012 2,699, ,279 2,447,409-21,629 5,614 1,071 14,944 2,243,364 88,861 2,153,092 1,410 3,665, ,338 3,411, ,991 4,718, ,695 3,945,923-2,363,848 18,894 2,075, ,456 2,185, ,004 1,962, ,134,020 14,673,408 25,445,612 15, ,859 47, ,134 41, , ,516 11, ,473 52, , , ,865 12, ,985-1,663,650 12,454 1,648,377 2,819 91,948-91, , , ,055 22,815 3,456,072 39,280 2,285,507 1,131,286 1,484,434 24,175 1,454,566 5,693 72,245,986 18,779,753 50,995,912 2,470,320 Page 26 of 31

28 ACPS System-wide School Buses and Vehicles Transportation Facility Rowing Facility Charles Barrett Cora Kelly Douglas MacArthur Francis C. Hammond George Mason George Washington James K. Polk Jefferson-Houston John Adams Lyles-Crouch Matthew Maury Mount Vernon Patrick Henry Samuel W. Tucker T.C. Williams: King St William Ramsay Budget to Actual Spent-to-Date Comparison (Excludes Jefferson-Houston New School Construction): 5,000,000 4,500,000 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000, ,000 - Current Budget Obligations Total Expenditure Budget to Actual Spent-to-Date Comparison for Jefferson-Houston only: ACPS Title Jefferson-Houston (New School Construction Only) Current Budget Total Expenditure Open POs & Outstanding Invoices ($) Budget 40,134,020 14,673,408 24,363,664 1,096,948 45,000,000 40,000,000 35,000,000 30,000,000 25,000,000 20,000,000 15,000,000 Current Budget Obligations Total Expenditure 10,000,000 5,000,000 - Jefferson-Houston (New School Construction Only) Page 27 of 31

29 ACPS Title Ending s as of 6/30/13 FY 2014 Final Approved Budget Current Budget after Change & Transfers Total YTD Expenditures Total Outstanding Invoices Open Purchase Orders Estimated Unencumbered Expenditure BUDGET ed ACPS System-wide 2,298,669 1,470,000 4,161,867 1,118,092 40, ,915 1,752, ,705 School Buses and Vehicles 10,518 1,068,000 1,078,518 1,077, Transportation Facility 92, , ,968 32, ,333 8,555 Rowing Facility 239, ,814 22,373 62,037 12,393 50,000 93,012 Charles Barrett 500,745 2,198,943 2,699, , , ,739 2,206,253 - Cora Kelly 28,679-21,629 5,614-1,071-14,944 Douglas MacArthur 593,727 1,649,637 2,243,364 88,861-5,102 2,147,990 1,410 Francis C. Hammond 3,646, ,522 3,665, ,338-62,839 3,348, ,991 George Mason 1,961,453 2,295,929 4,718, , ,489 3,357,434 - George Washington 1,863, ,685 2,363,848 18, ,902 1,700, ,456 James K. Polk 230,255 1,977,385 2,185, , , ,268 1,710, Jefferson-Houston 40,205,328-40,134,020 14,673,408 4,040,443 20,323,221 1,081,948 15,000 John Adams 244, , ,859 47,143 10, , ,907 41,581 Lyles Crouch 123,043 80, , ,516 11,528 Matthew Maury 268, , ,473 52,336-25, , ,766 Mount Vernon 207,865 10, ,865 12,880-10, ,985 - Patrick Henry 183,734 1,500,000 1,663,650 12,454-32,304 1,616,073 2,819 Samuel Tucker 91, ,000 91, ,948 - TC Williams: King St Campus 288, , ,379 3, ,290 22,815 TC Williams: Minnie Howard Campus 3,935,258-3,456,072 39,280 5,847 14,617 2,265,043 1,131,286 William Ramsay 1,389,648 94,786 1,484,434 24, ,454,391 5,693 Grand Total 58,405,075 14,140,911 72,245,986 18,779,753 4,376,211 22,749,161 23,870,541 2,470,320 Breakdown of Outstanding Invoices: Invoices (#) Invoices ($) Submitted to City 6 115, Pending Final Authorization 15 4,261, Set-Aside for Further Investigation Total: 21 4,376, Page 28 of 31