Planning & Design Meetings 5/15/2014 - MinutesPALO ALTO HS FACILITIES STEERING COMMITTEE MEETING
Palo Alto Unified School District
15 May 2014
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PALO ALTO HIGH SCHOOL
Palo Alto Unified School District
FACILITIES STEERING COMMITTEE MEETING
DATE: 15 May 2014, 3:45-5:00 pm
SUBJECT: Palo Alto HS Facilities Steering Committee
ATTENDEES: See attached sign-in sheet
The following are the highlights of the meeting:
Projects in Design or Planning
Performing Arts Center (PAC) Bid Update:
1. The single topic of discussion was how to bridge the funding gap between the
budgeted amount and the bid results received on 5/12.
2. A draft of the board agenda item was handed out for the group to review which
indicated that six contractors submitted bids. Of the six, only two were deemed
responsive. Three of the bidders did not include prequalified subcontractors
resulting in a nonresponsive bid. One contractor did not include their certification
requirements with their bid resulting in a nonresponsive bid.
3. The five bids ranged from the low of $21,564,000 to the high of $27,714,000. The
three lowest bids were within $235,000 of each other. Jeff Luchetti Construction
(JFC) was the apparent low bidder at $21,564,000. JFC was the contractor on the
District’s Ohlone project.
4. The budget originally brought to the BOE in January was $18,300,000.
5. The State’s new prequalification requirement for subcontractor probably limited the
subcontractor pool for the major trades. Additionally, prices have been increasing
both contributing to the higher bid.
6. Anne Anderson (AA) suggest that the project might be rebid with a longer bid
period. Marcus Jackson (MJ) responded that despite the PAC’s bid period, no
bidders requested and extension concluding that the bid period was not a major
factor in the bid results.
PALO ALTO HS FACILITIES STEERING COMMITTEE MEETING
Palo Alto Unified School District
15 May 2014
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7. K. Skelly and B. Golton, understand the importance of this project to the school and
the community and do not want to value engineer the project to reduce cost. They
prefer to find additional funds elsewhere. They also would like to review in
conjunction with the shortfall of the Indoor Athletic Facility. Vance Brown, contractor
for the Indoor Athletic Facility, provided more detailed cost to the District. Ongoing
negotiation between the donor and the Superintendent continue.
8. The PAC and Indoor Athletic Facility current costs and potential funding sources
was discussed. The additional revenue would come from other projects on the
master plan list.
The suggest modifications to the master plan project list:
a. Reduce the library budget by $500,000
b. Eliminate the Building 300A renovation project budgeted at $890,000
c. Eliminate the Career Tech Ed project budgeted at $2,420,000
d. Eliminate the Building 100, 300, 400, and 700 modernization budgeted at
$2,660,000
e. Reduce the Tower Building renovation by $2,480,000
f. Allocate half of the District-wide FF&E budgeted at $2,850,000
The total of the adjustment project list equals $11,800,000 which is the combined,
project costs shortfall for the PAC and the Indoor Athletic Complex.
9. Rachel Kellerman (RK) objected to the reduction in the project budget for the library
noting that every time the library project has been delayed the cost increases and
the funds have been reduced. In response to this, it was decided that the $500,000
would remain in the library budget and the Tower Building budget would be reduced
$500,000 from $710,000 to $210,000.
10. Tom Hodges (TH) suggest that the science addition project and the library project
could be bid as one project to a single contractor. It can also be combined into one
project on the master plan project list. AA noted that more than a third of the Paly
bond allocation has been spent and the library has still not been renovated.
11. TH suggested that we should get a better estimate for the library project since the
scope has not been estimated since the project was taken off track. RK suggest
that the project get restarted so that this can happen reminding the group that the
library was going to the BOE for approval of conceptual design before it got
sidetracked by the Indoor Athletic Facility and the Science Building Addition. TH
agreed that the library project could be restarted. Conceptual approval could be at
the August BOE meeting so that the schematic design phase could begin and a
more accurate estimate prepared. It was noted that DLM is not under contract for
the schematic design phase and that previous design work was done under the
planning allowance which has been exhausted.
PALO ALTO HS FACILITIES STEERING COMMITTEE MEETING
Palo Alto Unified School District
15 May 2014
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12. Paul Kandell (PK) noted that a positive of not modernizing the existing buildings is
that they’ll remain operational for the students and doesn’t put them into interim
housing.
13. A vote was taken to move forward with the BOE agenda item to adjust the master
project list priority and budgets in order to fund the PAC and the Indoor Athletic
Facility. All but one voted against moving forward. A vote was also taken to restart
the library project and take the conceptual design to the BOE for approval in
August. The vote was unanimous in favor of restarting the project.
14. Mary Gordon (MG) expressed her concern that with the PAC budget results, none
of the landscape alternates can be selected. She encouraged the group to consider
ways that the pavers could be incorporated into the construction in lieu of concrete
paving explaining that this is one of the few things that cannot be done later.
Public Comment
There were no public comments.
Next Meeting
FSC Meetings: This is the last FSC meeting of the school year.
Attachments
Funding Spreadsheet
Sign-In Sheet
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
Palo Alto High School
Facilities Steering Committee
May 15, 2014
Performing Arts Center / Gymnasium Funding
** Corrected to reflect discussion at 5/15//14 Meeting
Budgets Performing Arts Gymnasium Total
Initial Budget 24,395,049$ 5,470,000$ 29,865,049$
Total Needed Funding 29,095,049$ 12,570,000$ 41,665,049$
Shortfall (4,700,000)$ (7,100,000)$ (11,800,000)$
Potential Funding Sources
Other Paly Projects - Unallocated Funds April 1, 2014 May 1, 2014
Library 9,350,000$ 9,350,000$
Bldg 300A Renovation 890,000$ 890,000$
Career Tech Ed 2,420,000$ *-$
Bldg 100, 300, 400, 700 Renovation 2,660,000$ 2,660,000$
Tower Buiding Renovation, Phase 2 3,190,000$ *1,000,000$
18,510,000$ 13,900,000$
* Approved April 2014 FSC meeting
Other Funding Sources
FF&E Budget - Paly Allocation -$ 2,850,000$
Proposed Funding to Cover Shortfall
Current Budget Revised Budget To Shortfall
Library 9,350,000$ ** 9,350,000$ ** -$
Bldg 300A Renovation 890,000$ -$ 890,000$
Career Tech Ed 2,420,000$ * -$ 2,420,000$
Bldg 100, 300, 400, 700 Renovation 2,660,000$ -$ 2,660,000$
Tower Buiding Renovation, Phase 2 3,190,000$ * ** -$ ** 3,190,000$
9,160,000$
Other Funding Sources
FF&E Budget - Paly Allocation 2,850,000$ -$ 2,850,000$
Total 12,010,000$