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Planning & Design Meetings 2/8/2012 - MinutesPALO ALTO HS FACILITIES STEERING COMMITTEE MEETING Palo Alto Unified School District 8 February 2012 P. 1 PALO ALTO HIGH SCHOOL Palo Alto Unified School District FACILITIES STEERING COMMITTEE MEETING DATE: 8 February 2012, 4:00-5:00 pm SUBJECT: Palo Alto HS Facilities Steering Committee ATTENDEES: See attached sign-in sheet The following are the highlights of the meeting: Performing Arts Center (PAC) 1. Aimee Lopez (AL) advised the group that the PAC project is once again progressing after the approval of by the BOE in January. The design team is currently working on the schematic design documents for the revised scheme. 2. A theater subcommittee meeting is tentatively scheduled for 29 February. The purpose of the meeting is to review the theater equipment such as the fly, orchestra pit, catwalks, lighting positions, etc, and to confirm that the program elements have not changed. This will be the last theater subcommittee meeting. However, additional meetings on an as need basis will be scheduled to review technical aspects of the project. 3. A landscape subcommittee meeting is scheduled for 14 February to discuss the landscape possibilities for the PAC. Construction Update: Media Arts and Classroom Building Tim McBrian (TM) updated the group on the current projects: 1. Athletic Stadium Improvements • Project is progressing nicely with the building pad just completed and certified. • Underground utilities will commence within the next few days. • The manufacturer has submitted their engineering drawings for the bleachers which will be submitted to DSA for approval. TM cautioned that they have no control over the DSA review and approval timeline. • The food service equipment procurement was discussed. TM explained that a bid alternate was included in the project during the bid to determine the value of the food service equipment and appliances. However, the contractor interpreted the bid alternate to include everything within the food service area, including stainless steel sinks and shelves, at a cost of $70,000. That is, the contractor’s base bid includes a shell space only. TM added that the cost was not unreasonable and that by awarding the bid alternate to the contractor, it would simplify coordination, provide clear responsibility, and result in a single source for warranty work. Tom Hodges (TH) suggested that regardless of how we PALO ALTO HS FACILITIES STEERING COMMITTEE MEETING Palo Alto Unified School District 8 February 2012 P. 2 proceed, he should get at least two informal bids to verify the cost. He will consult with Bob Golton on this issue. He added that the boosters would only be responsible for the cost of the food service equipment and the appliances, not the fixed items such as the stainless steel countertops and installation, which was the original agreement with the boosters. • TM indicated that other bid alternates may be bid to other contractors in order to get a better value. Currently, only the Trellis bid alternate was awarded to the contractor. 2. Media Arts and Classroom Building • The Media Arts Building foundations are poured and under slab utilities in progress. Slab pour will follow shortly. • The Classroom Building is slightly behind the Media Arts • Structural steel will begin to arrive with erection beginning in March. 3. Mary Gordon (MG) shared her concerns about the planting areas around the buildings. The landscape subcommittee walked the site with TM and discovered that due to the footing widths, possible concrete over pour, and other conditions, the actual area of planting with sufficient depth is much smaller than anticipated. Erwin Lee (EL) indicated that the as-built conditions at these areas need to be reviewed and then determine ways to mitigate these conditions. MG also mentioned her preference to use pavers in some of the areas that are currently indicated as concrete paving. A less expensive, non-permeable paver is available which would eliminate the subdrain system required by permeable pavers. This will be further discussed at the next landscape subcommittee meeting scheduled for 14 February. 4. Paul Kandell (PK) shared that they would like to install a time capsule somewhere within or around the Media Arts Building. He concluded more information to follow. 5. TH informed the FSC that furniture will soon need to be coordinated for the Media Arts and Classroom Building. Jerry Berkson (JB) indicated that he would most likely be the contact for this coordination effort. Tower Building 1. TH explained that the Boiler project has been completed and will be closed out and a new project will be proposed for further Tower Building upgrades. 2. TH indicated that the existing ductwork and other delivery system components are being reviewed in order to make the heating more efficient. The boiler replacement project had an approximate $280,000 to $300,000 savings over the budgeted amount. 3. TH pointed out that the window in the guidance offices has been replaced and added that the next proposed project will be an exterior upgrade project that would replace all of the windows as well as address dry rot issues, gutters, and exterior paintings. The cost of this project would be in the $1m range for the replacement windows and approximately $400,000 for the other maintenance upgrades. TH asked the group their thoughts about this project and the response was overwhelming in favor of pursuing it. TH asked for a vote which was unanimously in favor of the project. Based on the unanimous vote, he will prepare a BOE item for approval assuming that Phil Winston (who was not present for the meeting) approves. PALO ALTO HS FACILITIES STEERING COMMITTEE MEETING Palo Alto Unified School District 8 February 2012 P. 3 Library 1. AL shared that preplanning program meetings have begun for the library. The purpose of the meetings has been general in nature with discussions involving who or what departments or functions will be housed in the new library. 2. AL noted that a library meeting will be held tomorrow at 2:30 in the ERC and that anyone on the FSC committee is welcomed to attend. 3. PK asked if the departmental offices were planned to remain in the library. TH proposed that a follow-up discussion on classroom/department allocation be included as an agenda item for the next FSC meeting. Future Projects 1. TH asked the group to start thinking about the furnishings and fixtures that will be necessary for the new buildings. Do you want new furnishings or are you going to move existing furnishings into the new buildings? He noted that this is a conversation that needs to start sooner than later. 2. TH pointed out to the group that the summer of 2013 will be extremely busy and challenging as the new buildings come on line for Paly as well as other projects occurring district-wide. Next Meetings 1. Library PrePlanning Meeting: Thursday, 2/9 at 2:30 pm 2. Landscape Subcommittee Meeting to discuss the PAC: Tuesday, 2/14 at 2:00 pm 3. FSC Meeting: Wednesday, 3/7 at 3:30-5:00 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