Guam Adequate Education Act Trust Account - CIP/STEM: Formerly SFSF Federal ARRA Grant Year End Report FY

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1 Guam Adequate Education Act Trust Account - CIP/STEM: Formerly SFSF Federal ARRA Grant Year End Report FY October 1, 2010 to September 30, 2011 On August 3, 2011, the US Department of Education approved the reprogramming of $60,088,935 of State Fiscal Stabilization Fund (SFSF) from projects in the original SFSF application into the retaining of school based-personnel. As part of the commitment to complete the projects identified in the original SFSF application, the Government of Guam, through Public Law 31-40, appropriated the same amount of funds, $60,088,935 and set up an account for this purpose. The projects below will be funded through this appropriation. Capital Improvement Projects I. ACCOMPLISHMENTS The objective of the program was to take action to modernize, renovate and repair the public educational facilities that are used primarily for classroom instruction. Capital Improvement Projects (CIP) were identified at 35 (out of 41) schools in Guam. The projects identified include: Renovation of Southern High School Gymnasium and Fine Arts Auditorium (both of which have been abandoned and are not currently being used for instruction); Structural Repairs and Roof Coatings; Fire Alarm and Electrical Upgrades; Door and Window Repair and Replacement; A/C Repair and Replacement; Restroom Renovations; and STEM Classroom Renovations at George Washington High School and Untalan Middle School. Professional Services were engaged, with Sodexo Services Guam, Inc, to assist in surveying, assessing and identifying CIP projects for the grant funding. In addition, a Facility Capital Action Plan (FCAP) was developed as a financial tool to have readily available facility condition information that will enable rapid and decisive action when requesting funding and/or when funding becomes available for Capital Improvement Projects and/or deferred maintenance projects. Once funding is available, GDOE will be able to quickly identify the projects that can be completed within the given budget, contract with an A/E firm to develop the plans and specifications, and contract for construction. Budget estimates were calculated using best practice methodologies and information integrated in a web-based software program. The FCAP is a living document that could undergo many refinements over the course of 5 years. As projects are completed the document can be updated to reflect the next set of priorities. And as new issues arise, or building deficiencies increase, the priorities can be re-assigned accordingly.

2 Sodexo has also been retained as the Project Manager and Contracts Manager for all of the CIP projects that were identified. Professional Architecture and Engineering Services were engaged, with Coeval Design Partners, to develop design drawings and specifications for all CIP projects that were identified. In FY , the project priorities were established and the bulk of the design was completed. The majority of the bid solicitation and construction services will occur in FY II. STRENGTHS AND CHALLENGES The strengths are in the experience and professionalism of the GDOE and Consulting team assigned to these projects. The desire to improve the school facilities to provide a safe and comfortable environment for learning is reflected in the work that the team has accomplished. The collaborative efforts to ensure that projects are carried out lawfully and efficiently may add to the length of the project schedule, but has proved to be worth the extra time and effort in planning and preparation. GDOE has also used this opportunity to evaluate Procurement processes, revise IFB templates and update construction contracts. The challenges of the program are inherent in most construction projects: fluctuating material costs, fluctuating interest in the projects from potential bidders, short timelines for construction (to either meet funding deadlines or school calendars), and the availability of materials on Guam (or the high shipping costs and long lead times to procure materials off-island). III. IMPROVEMENTS Staying on schedule is a weak area for this program. The ability to turn design into construction has been bogged down with internal processes, bidder protests and unclear scope and budgets. Improvements can be made by assessing the Procurement process and ensuring that standard procedure is followed for all solicitations, as well, as tightening the bid documents (IFB, design drawings and specifications) so that there is no room for protests or potential Change Orders.

3 1) Modernize, renovate and repair 36 of the 41 public education facilities that are used primarily for classroom instruction (the original grant application listed 37 schools, Okkodo High School was removed from the list as it is a leased facility). Modernization, renovation and repairs include structural repair and painting, window and door weatherizing or replacement, upgrade doors and locking devices, roof coatings and painting, upgrade of electrical systems, lab renovations, lab equipment replacement, plumbing fixtures and upgrades, lighting fixtures and upgrades, installation of air conditioning systems, classroom interior renovations, renovate and modernize art and 1a) Issued a Request for Proposal (RFP) to: -Engage the professional services of a Consultant to implement a Facilities Management Program, provide Project Management and provide Contract Administration of all CIP projects. -Engage the professional services of an Architect / Engineer Firm (A&E) to address facility upgrades for all engineering disciplines. 1b) Assess current condition of all buildings at all school campuses to determine the scope, budget and priority of each CIP project. With this effort and data collected, Consultant is to provide a Facilities Capital Action Plan (FCAP) document and provide a Capital Improvement Plan. 1a) Executed a contract with Sodexo Services Guam, Inc. for professional consulting services, on October 22, 2010, in the amount of $2,411, for an initial two year period, and subject to an annual renewal not to exceed three (3) additional years. Executed a contract with Coeval Design Partners for professional design services, on November 16, 2010, in the initial amount of $1,000,000 for an initial 1 year period, and subject to an annual renewal not to exceed three (3) additional years. Specific work under this contract will be performed on a work order basis consisting of individually negotiated work or task orders. 1b) Sodexo developed a list of CIP project recommendations as follows: Priority Project Recommendations Budget Estimate No. 1 Southern High School Fine Arts Auditorium $3,500,000 This Building is closed and has not been used for several years. A full renovation is needed to return the facility to its intended use. Due to the isolated location of this building, construction activities can be conducted at any time and will not impact the on-going school program. No. 2 Southern Gymnasium $1,500,000 Repairs to the air-conditioning system, the fire alarm system, termite repairs, and exterior doors are needed as the building is not being used. Construction activities can be scheduled at any time and not have an impact on the on-going school program. No. 3 Roofing $12,000,000

4 music classrooms, ADA compliance repairs and upgrades. NOTE: STEM Classroom Renovations at George Washington High School and Untalan Middle School has already been identified as a CIP project separate from all others. 1c) Issue Task Orders to A&E Firm to provide design & specifications for each CIP project identified. 1d) Solicit Invitation for Bids for construction services for each CIP project. 1e) Construct projects. All 36 schools require extensive roofing repairs in both the structural and roofing membrane components. New roofing will eliminate the water infiltration problems which are creating system-wide indoor air quality issues. Also included in this category is exterior pressure washing of roofing and wall surfaces to remove elements contributing to the IAQ problems. No. 4 Windows and Doors $18,000,000 The majority of the schools buildings were built prior to the advent of air conditioning. Large windows were incorporated into the original design to provide for maximum air flow, which was the needed at time. When air-conditioning was introduced into the classrooms, these older style windows did not provide the environmental barrier needed to prevent warm air infiltration, which creates Indoor Air Quality (IAQ) issues. Also, the FCAP survey identified many worn out and improperly fitting doors. These door discrepancies create additional IAQ issues as well as security issues. Further, with properly sealed windows and doors, energy savings should also be realized. No. 5 Fire Alarm and Public Address Systems $4,500,000 All of the schools currently have fire alarm and public address systems that are not in service due to age or a lack of maintenance. Both systems are required to insure adequate safety programs

5 for the children and insuring their functioning will be enthusiastically supported by the community. No. 6 Misc. Electrical $4,000,000 Upgrading, repairing electrical components for roof top air-conditioning. No. 7 HVAC $5,000,000 Misc. Air Conditioning re-routing refrigeration lines displaced by new windows. No. 8 Plumbing $7,500,000 Bathroom upgrades Contingency $4,000,000 TOTAL $60,000,000 Sodexo also prepared and submitted the Facilities Capital Action Plan (FCAP) with the data collected during the survey and assessment of each facility. 1c) Issued the following Task Orders to Coeval Design Partners: T. O. Scope of Work Proposal No. 1 VOID - No. 2 A&E for Southern High School Fine Arts Building $600, Survey, assess, design and write scope of work and specifications ready for bid for the replacement of stage flooring, back acoustical panels/wall, electrical and lighting systems, reconfiguration of seating arrangements,

6 replacement of interior doors and carpets, interior painting, termite protection and code compliance, etc. No. 3 No. 4 A&E for Southern High School Gym & Classroom Buildings $314, I.Survey, assess, design and write scope of work and specifications ready for bid for the installation of a new Air Conditioning Systems for the gym and the renovation and repair of PE Classrooms and Shower Rooms. II. the evaluation of existing air conditioning systems in Buildings 1000 thru 8000 and Cafeteria. Project Construction Management for ARRA funded projects under the Dept. of Education $1,100, Contract with GDOE and Coeval Design Partners: Section 2. Scope of Services: 2.1 through 2.4. The emphasis of Task Order 4 is on 2.1 f.; Project/Contract Administration during construction period and DOE RFP , Task #4; Engineering and Professional Services for ARRA 2009; Item No. 6 Construction Management during construction project (COA in Construction Management Required). Construction Management services to provide schedule monitoring, reporting, on-site customer representation for quality control and quality assurance purposes.

7 No. 5 No. 6 A&E for Roof Coating System and Structural Repairs $585, and specifications ready for bid for the installation of Roof Coating System and Structural Repairs at DOE Schools (37 schools were listed as an attachment) to establish temperature control and sealing of roof system against leaks & repairs of structural issues. Design will incorporate the repair of cracks, spallings, leveling of ponding areas and the appropriate installation/application methods to include roof coating material suggestions for concrete and metal roofs. As discussed, utilization of measurements developed by DOE will be provided to include photos of existing roof conditions. A&E for Renovations of Identified Wings at George Washington High and Untalan Middle School to support the implementation of the STEM Program $355, and specifications ready for bid for the Renovations of George Washington High School and Untalan Middle School. Coeval must communicate with UOG STEM Development Contractor on the design and layout to establish full operation and function of the STEM Programs and Specialized Equipment to support the Program.

8 No. 7 No. 8 A&E for Installation of Air Conditioning Units of Schools $576, and specifications ready for bid for the Installation of Air Conditioning Systems to establish full operation and function of temperature control. Design must incorporate all electrical needs, appropriate installation methods and location and condensate drainage. Phase 1: Revert A/C design to schools originally designed for central package units to include inspection of existing duct systems and its components. Split units were installed in buildings originally designed with Central Package Units creating a burden on the electrical system. By reverting to original design, electrical upgrades will not be necessary. Phase 2: Inspect and recommend the design of new A/C system for remaining schools. A&E for Electrical Upgrade of Main Distribution Panels, Fire Alarm Repair/Replacement & Public Address System Repair/Replacement $460, and specifications ready for bid for: 1. Electrical upgrade of Main Distribution Panel 2. Fire Alarm Repair/Replacement 3. Public Address System

9 Repair/Replacement No. 9 A&E for Door and Window Repairs/Replacement, and Weatherizing $295, and specifications ready for bid for Door and Window repairs, replacement and weatherizing. Where necessary, doors and thresholds must comply with ADA. No. 10 A&E for Restroom Renovations $198, and specifications ready for bid for Restroom Renovations. Renovations must comply with ADA. Design will incorporate all the necessary repairs, replacement, renovations/construction needed to comply with ADA requirements. TOTAL $4,486, d) To follow is the status of each IFB issued in FY : IFB # Project Status Southern High School Gym & Classrooms NOTE: The IFB was issued as a Design-Build with 70% complete designs, in an attempt to expedite the project. Bids recv d were deemed nonresponsive by GDOE Procurement. Project will be re-bid in FY

10 Southern High School Fine Arts Auditorium NOTE: The IFB was issued as a Design-Build with 70% complete designs, in an attempt to expedite the project Structural Repairs and Roof Coatings Northern A Package Package includes 6 schools Structural Repairs and Roof Coatings Northern B Package Package includes 4 schools Structural Repairs and Roof Coatings Central A Package Package includes 4 schools Structural Repairs and Roof Coatings Central B Package Package includes 4 schools Structural Repairs and Roof Coatings Southern Package Package includes 4 schools No bids recv d. Project will be re-bid in FY In Contract Award Phase In Contract Award Phase In Contract Award Phase In Contract Award Phase In Contract Award Phase NOTE: Another IFB solicitation will be issued in FY to include Structural Repairs and Roof Coatings for the remaining 13 schools (FQ Sanchez Elementary has been removed from the list of CIP projects as the school has been closed, therefore, 35 schools remain on the list).

11 All other design work continues and will be packaged for IFB solicitation in FY e) No construction activities occurred in FY