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Planning & Design Meetings 1/4/2010 - Agenda 25 Churchill Avenue, Building ‘D’ ● Palo Alto, CA 94306 ● Phone 650.329.3935 ● Fax 650.327.3588 ● www.pausd.org MEASURE A – STRONG SCHOOLS BOND Palo Alto High School Facilities Steering Committee Agenda January 4, 2010 3:15 pm to 5:00 pm Library, ERC Room   1. Schematic Design Group 1 Projects Approval a. Presentation b. Budget Action 2. Multi Purpose Field a. Scope and Budget Discussion 3. Technology Infrastructure a. Project Update Information 4. Relocatables Plan Information a. Locations Previously Reviewed b. Memorial Trees and Benches 5. Next Steps Information a. Schematic Design to BOE i. Presentation on January 12, 2010 ii. Approval on January 26, 2010 b. Community Meeting i. January 5, 2010 at 6:30PM Paly Library, ERC Room c. Landscape Master Plan Meeting i. February 2nd, 2010 at 3:30PM Paly Library, ERC Room 6. Public Comments Discussion Palo Alto HS FACILITIES STEERING COMMITTEE MEETING Palo Alto Unified School District 05 January 2010 P. 1 PALO ALTO HIGH SCHOOL Palo Alto Unified School District SCHEMATIC DESIGN: GROUP 1 PROJECTS FACILITIES STEERING COMMITTEE MEETING DATE: 05 January 2010, 3:30pm-5:00pm SUBJECT: Palo Alto HS Facilities Steering Committee ATTENDEES: Sign-in sheet (attached) The following are the highlights of the meeting: 1. Introductions: Jacquie McEvoy (JM) welcomed the committee and introduced two new student participants, aPaly athletic commission and a representative for the student voice. 2. Schematic Design Presentation (Item 1a of the Agenda): Erwin Lee (EL) gave a presentation of the Group 1 Schematic Design projects that will be presented to the Board of Education at the 12 January 2010 meeting. The presentation was similar to that given on 12/2/09 to the FSC. The FSC endorsed the presentation and action to take it to the BOE. 3. Budget and Cost Estimates (Item 1b of the Agenda) Tom Hodges (TH) gave a brief summary of where the current estimates are for the Group 1 projects. Two estimates were prepared which served to test and validate the others numbers. One estimate was prepared by DLM and the other by the program manager OCMI. After reconciling the two estimates, by clarifying scope and unit costs, the estimates were within 2% of each other. TH highlighted that the New Math and History / Social Studies project with the Central Plant estimated is within the budget of $15,800,000. This is good news since funds will no longer be required to be transferred from the Infrastructure/ Central plant project. The Media Arts Center project is slightly over budget, and it was recommended to fund the overage for Media Arts from the Science renovation funds, and leave in its total budget for unforeseen conditions until the project is bud. TH emphasized that the good news is that the projects are within budget and in good shape for the current level of development. 4. Relocatable Project: JM motioned to discuss Item 4 of the agenda since members from the community were present to discuss. The location of the relocatables that will provide the interim housing needs during the construction of the Media Arts and Classroom Building was reviewed. EL gave a brief history and then presented the three final site options that were contemplated. Highlights of that discussion: Palo Alto HS FACILITIES STEERING COMMITTEE MEETING Palo Alto Unified School District 05 January 2010 P. 2 • Originally nine relos that were located where the proposed classroom building would be constructed were relocated to the quad. Six were in the quad west of Building 700 and three were adjacent to the swim center. Subsequently, the seven relos that were located where the proposed Media Arts Building would be constructed were relocated to the quad as well. The moving of sixteen relocatables was predicated on the FSC’s decision to construct both the Classroom Building and the Media Arts Building together in order to take advantage of the potential savings due to the current bid market and to accelerate the construction schedule by approximately two years. • A concern was expressed by Anne Anderson (AA) PTSA representative, that the additional relocatables in the quad interferes with the existing Memorial Garden (MG) that was recently installed at a cost of approximately $30,000 and that the MG would now need to be relocated. At previous FSC meeting, it was decided that the MG would need to be relocated either on a temporary basis or moved to a new permanent location. TH indicated that the budget for the relocatable projects includes the cost to relocate the MG. AA’s expressed the concern of the PTSA that all options were explored before deciding on relocating the MG. • In response to a question of where the MG would be located: TH indicated that one of the tasks of the Landscape Master Plan is to determine either a temporary or new permanent home for the MG. • AA expressed her concern that the quad is too valuable an open space for the students and should not be compromised even on a temporary basis. It should not be the swing space for future growth. Open space is needed to offset the congestion that will be created by the proposed construction. • Jacquie McEvoy (JM) indicated that options were explored and that the locations shown on the drawings were endorsed by both the FSC and students that she polled. • FSC member Stephen Pond (SP) suggested that we move forward with the relocatable project as shown and simultaneously accelerate the effort to find the temporary or permanent location for the MG. Finding a new location would involve input from all of the stakeholders through the Landscape Subcommittee. • EL indicated that the configuration of the relocatables is not just based on the geometry of the building and the space that it is positioned in. The order and sequence in which they must be dismantled and moved to the new location also contributes to the arrangement. • Arnold Teten (AT) shared that the relocatable drawings have been submitted to DSA and that they will be approved shortly by the State and that any changes, other than minor changes, could adversely affect the overall schedule and have substantial cost impacts. • The FSC was asked if anyone would like to make a motion to direct DLM to revisit the relocatables locations. No motion was raised. • It was decided by the FSC committee would like to pursue SP suggestion and move forward with the relocatable project and simultaneously accelerate the effort to find the temporary or new permanent location for the MG. 5. Multi-use Fields (Item 2 in the Agenda): The multi-use field project is ready to go to bid. However, it is currently over Palo Alto HS FACILITIES STEERING COMMITTEE MEETING Palo Alto Unified School District 05 January 2010 P. 3 budget. A budget handout was distributed by Gilbane which identified the construction budget back in December, 2008 versus the current budget and a list of alternative. The project was developed with bid alternates to control scope and budget. It has not been determined if they will be included in the awarded project due to the budget status. TH suggested that some of the bid alternates should be kept in such as the Parking Lot Improvement and Tree Mitigation and the Landscape/Fencing along Churchill. He further indicated that it must be disclosed to the BOE that the project will be going to bid and that it is over budget. • It was noted that part of the scope change was due to existing underground utilities discovered to be much higher than shown on the drawings and additional fill will be required to raise the elevation of the field. Earl Hansen (EH) insisted that no compromise should be made with the fields and proper drainage is critical to their use. • JM motioned to the FSC to authorize the project to go to bid and make the budget decision when the bid results come in and the numbers are known. There was no objection to the motion, and the FSC decided to move forward. 6. Technology Infrastructure (Item 3 in the agenda): TH shared that a consultant, Steering Communications, is working on a proposal for the District, to make an assessment of the existing infrastructure condition. The assessment will look at testing the main fiber runs to the MDS, and as a separate project test all systems for future VOIP and the condition of the existing fiber and cabling infrastructure throughout the campus. TH noted that the Bond group will assist the effort but the VOIP will be an IT project. 7. Schedule: Next FSC meeting is scheduled for 1 February 2010 at 3:15 PM. END Prepared by Erwin Lee of Deems Lewis McKinley. Please advise if you feel that any of the above items are inaccurate or need further clarification or detail. cc: Attendees File Paly Multi Use Fields 1/4/2010 Approved BOE Total Construction Budget (12-08) 3,312,683$ [$3,011,530 Base + 10%($301,153 contingency)] A/E Estimate at Schematic Design 2-16-09 3,326,652$ Proposed Alternates at SD: $183,000 Scoreboards Portable Outfield Fences Soccer Goals and Equipment Bleachers Total project as designed at SD including 10% Contingency 3,509,652$ A/E Estimate at Construction Documents* 3,533,220$ *Includes the following unforseen site conditions: Raise the field to miss District fiber optics line $200,000 Extend Storm line to active manhole $118,000 Irrigation Booster Pump $18,000 Netting along tennis courts Electrical Service Alternates at CD: Parking Lot/Tree Mitigation 157,705$ Landscape/Fencing on Churchill 202,304$ Field Equipment 104,404$ Batting Cages 106,720$ Scoreboards 51,040$ Bleachers 56,000$ Total Proposed Alternates 678,173$ 678,173$ Total project as designed at CD including 10% Contingency 4,211,393$ Total Project Delta 701,741$