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Monthly Reports 2009-02 (Feb) MMOONNTTHHLLYY PPRROOGGRREESSSS RREEPPOORRTT Through February 2009 Current Measure A Bond Capital Improvement Projects Prepared by O’Connor Construction Management, Inc. & Gilbane Building Company Page | 2 TABLE OF CONTENTS Executive Summary page 3 Capital Projects – Planning/Design High School Master Planning page 5 Gunn High School – Administration (AD-2) Renovation page 6 Palo Alto High School – Multi-use Field page 7 Palo Alto High School – Home-side Bleacher Replacement page 8 Middle School Pre-Design page 9 Elementary School Growth Plan page 10 Garland Elementary School page 11 Ohlone Elementary School page 12 Elementary School Teaching Walls page 13 Capital Projects - Construction Gunn High School – Aquatic Center page 14 Gunn High School – Industrial Arts Renovation page 15 Page | 3 EXECUTIVE SUMMARY CAPITAL PROJECTS – Planning & Design Phase High School Master Planning Deems Lewis McKinley Architects is in the process of developing a recommended option for each campus. DLM presented their planning progress for each campus at a community meeting in early February and received feedback from the community. Two rounds of planning workshops were conducted in mid February to finalize campus utilization, recommended re-organization schemes and updated master plans, and review initial project lists for prioritization discussion. The last round of planning workshops and community meetings are scheduled for early March to wrap up project prioritization, phasing and sequence of projects and other inclusions. Draft plans are scheduled to be presented to the Board of Education for discussion on March 17 and March 31 for action. Gunn High School – Administration Wing (AD-2) Renovation VBN Architects has completed a design scheme for this renovation, which was originally planned to be done with the Student Services Wing (AD-1) Renovation project that completed last summer. This project is currently on hold, pending completion of the master plan effort. Palo Alto High School – Multi-use Field Verde has produced a final site plan for the layout of the fields based on the latest survey information. The 50% construction documents were received and reviewed with the District on February 19, 2009. The 95% construction document review set should be received and concurrently submitted to the Division of State Architect for review in mid March. General contractor prequalification packages are due March 2 for this project, which is scheduled to bid in May, with construction beginning this summer. Occupancy of the fields is planned for next January, pending favorable weather and the condition of the turf. Palo Alto High School – Home-side Bleacher Replacement Verde is working to review the feasibility and layout of a 1600 seat bleacher section in the current football stadium. Verde is working on a preliminary layout for review with the district in mid-March. It is anticipated that this project will be constructed in 2010, after completion of the football season. Middle School Pre-Design AEDIS has begun analyzing the information gathered during the staff advisory committee meetings and will develop a recommended plan for each campus for district review. The next round of advisory committee meetings are scheduled to resume in March to set priorities based on preliminary budget information. Elementary School Growth Plan Gelfand Partners has completed this work and presented their findings to the Board of Education in December. A final report is being generated and will be provided in March. As part of this effort, Gelfand will also be generating a list of elementary school projects for the next round of work to follow Garland and Ohlone. Garland Elementary School Renovation AEDIS has worked with the Garland school design committee through January and February and held four community meetings to develop a conceptual design scheme that takes into consideration many of the neighborhood’s concerns, including traffic and the placement of new buildings on the campus. The district has agreed to continue meetings with the community on these issues throughout the schematic design. On February 10, 2009, AEDIS presented this recommended scheme to the Board of Education for discussion and received approval on February 24, 2009 to move into schematic design for this project. A budget augmentation will be required to move forward with this recommended scheme, which will be submitted to the Board of Education for approval in March. Ohlone Elementary School – New Classroom Building and Modernization Gelfand Partners has developed two new classroom building schemes, a one-story option and a two-story option, presented to the community on February 5, 2009. The recommended 2-story option based on the community and staff input is scheduled to be presented to the Board of Education at the March 3, 2009 meeting for discussion and the March 17, 2009 meeting for action. Page | 4 Elementary School Teaching Walls Gelfand Partners was selected to provide design services to install new teaching wall casework units in the elementary school classrooms. This project was discussed by the Board of Education on February 10, 2009 and approved on February 24, 2009. Gelfand has conducted site visits to the majority of the campuses, and will continue their assessments into March. This project will install some pilot teaching walls in some selected classrooms throughout the district for use and critique by teachers prior to implementing a more widespread installation throughout the district. CAPITAL PROJECTS – Bid & Construction Phase Gunn High School – Aquatic Center Construction began on this project in June 2008 and is experiencing some delays due to inclement weather so construction completion is currently anticipated for early June, 2009. Of the $5,013,750 project budget, $2,534,193 has been expended. Pending Change Orders are currently estimated to be $224,197, which is approximately 58% of the $389,887 construction contingency. Approximately 74% of the contract duration has elapsed, so it is anticipated that the project will be completed within the budget. Gunn High School – IA Building Construction/ Renovation Svala Construction has mobilized on-site and completed the first phase of abatement work in February 2009 and demolition has begun in this area of the building. The second phase of abatement is scheduled to begin the first week of March, 2009. Project completion is scheduled to occur on November 25, 2009. Of the $5,519,032 project budget, $483,421 has been expended. Pending Change Orders are currently estimated to be $33,350, which is approximately 10% of the $349,000 construction contingency. Approximately 17% of the contract duration has elapsed, so it is anticipated that the project will be completed within the budget. Board Actions in February February 10, 2009 Consent 6 – Contract with O’Conner Construction Management, Inc. for Maintenance Project Services Consent 8 – Authorization to Contract with Paul Hull for Inspector to serve as the Inspector of Record (IOR) during the construction and renovation of the IA building at Gunn High School February 24, 2009 Consent 6 – Resolution 2008-09.12 – Adopting a Prequalification Questionnaire and Uniform Rating System Pursuant to Public Contract Code Section 20111.5 Consent 7 – Approval of Elementary School Teaching Wall Project and Authorization to Enter Into Addendum No. 3 with Gelfand Partners Consent 8 – Authorization to Contract with AEDIS Architecture and Gelfand Partners and Authorization to Bid the Procurement of Modular Buildings to Accommodate Growth at Three Campuses Consent 9 – Authorization to File Exemption to CEQA for Palo Alto High School El Camino Field and Multi-use Field Projects Action 12 – Progress Report on AEDIS Architecture and Planners, Garland Elementary School Design Page | 5 High School Master Plan A. PROJECT TEAM • Project Manager: Paul Stickney, O’Connor Construction Management, Inc. • Architect/Engineer: Deems Lewis McKinley • General Contractor: TBD B. PLANNING • Deems Lewis McKinley Architects is in the process of developing a recommended option for each campus. DLM presented their planning progress for each campus at a community meeting in early February and received feedback from the community. Two rounds of planning workshops were conducted in mid February to finalize campus utilization, recommended re-organization schemes and updated master plans, and review initial project lists for prioritization discussion. The last round of planning workshops and community meetings are scheduled for early March to wrap up project prioritization, phasing and sequence of projects and other inclusions. Draft plans are scheduled to be presented to the Board of Education for discussion on March 17 and March 31 for action. C. CONTRACT TIME – (Planning Only) • Notice To Proceed: October 1, 2008 • Planned Completion Date: March 31, 2009 D. BUDGET/FUNDING • Funding Budget State Funds $0 Salaries and Benefits $0 Bond Funds $230,000 Supplies $1,000 Other $0 Contracts & Services $213,000 Total $ 230,000 Construction & Equipment $0 Contingency $16,000 E. Total $230,000 • Percent Expended 24% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 6 Gunn High School Administration Wing (AD-2) Renovation A. PROJECT TEAM • Project Manager: Connie Conroy, Gilbane Building Company • Architect/Engineer: VBN Architects • General Contractor: TBD B. DESIGN • VBN Architects has completed a design scheme for this renovation, which was originally planned to be done with the Student Services Wing (AD-1) Renovation project that completed last summer. This project is currently on hold, pending completion of the master plan effort. C. CONTRACT TIME • Notice To Proceed: • Contract Completion Date: • Original Contract Days: • Total Days Elapsed: D. BUDGET/FUNDING • Funding Budget State Funds $0 Salaries and Benefits $0 Bond Funds $3,242,708 Supplies $1,000 Other $0 Contracts & Services $756,708 Total $ 3,242,708 Construction & Equipment $2,410,000 Contingency $75,000 Total $3,242,708 • Percent Expended 0.1% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 7 Palo Alto High School Multi-Use Field A. PROJECT TEAM • Project Manager: Connie Conroy, Gilbane Building Company • Architect/Engineer: Verde Design, Inc. • General Contractor: TBD B. PLANNING • Verde has produced a final site plan for the layout of the fields based on the latest survey information. The 50% construction documents were received and reviewed with the District on February 19, 2009. The 95% construction document review set should be received and concurrently submitted to the Division of State Architect for review in mid March. General contractor prequalification packages are due March 2 for this project, which is scheduled to bid in May, with construction beginning this summer. Occupancy of the fields is planned for next January, pending favorable weather and the condition of the turf. C. CONTRACT TIME • Notice To Proceed: Planned June 1 2009 • Contract Completion Date: Planned January 15 2010 D. BUDGET/FUNDING • Funding Budget – Measure A Only State Funds $0 Salaries and Benefits $0 Bond Funds $3,002,063 Supplies $0 Other $ 1,075,991 Contracts & Services $646,593 Total $4,078,054 Construction & Equipment $ 3,312,683 Contingency $ 118,778 Total $4,078,054 • Percent Expended 0% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 8 Palo Alto High School Home-side Bleacher Replacement A. PROJECT TEAM • Project Manager: Connie Conroy, Gilbane Building Company • Architect/Engineer: Verde Design, Inc. • General Contractor: TBD B. PLANNING • Verde is working to review the feasibility and layout of a 1600 seat bleacher section in the current football stadium. Verde is working on a preliminary layout for review with the district in mid-March. It is anticipated that this project will be constructed in 2010, after completion of the football season. C. CONTRACT TIME • Notice To Proceed: Planned January 2010 • Contract Completion Date: Planned February 2010 D. BUDGET/FUNDING • Funding Budget – Measure A Only State Funds $0 Salaries and Benefits $0 Bond Funds $1,358,437 Supplies $0 Other $0 Contracts & Services $221,281 Total $1,358,437 Construction & Equipment $1,098,590 Contingency $38,566 Total $1,358,437 • Percent Expended 0% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 9 Middle School Pre-Design A. PROJECT TEAM • Project Manager: Lori Alvarez, O’Connor Construction Management, Inc. • Architect/Engineer: AEDIS Architects and Planners • General Contractor: TBD B. PLANNING • AEDIS has begun analyzing the information gathered during the staff advisory committee meetings and will develop a recommended plan for each campus for district review. The next round of advisory committee meetings are scheduled to resume in March to set priorities based on preliminary budget information. C. CONTRACT TIME – (Planning Only) • Notice To Proceed: October 15, 2008 • Planned Completion Date: March 31, 2009 D. BUDGET/FUNDING • Funding Budget State Funds $0 Salaries and Benefits $0 Bond Funds $101,000 Supplies $1,000 Other $0 Contracts & Services $85,000 Total $ 101,000 Construction & Equipment $0 Contingency $15,000 Total $101,000 • Percent Expended 15% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 10 Elementary School Growth Plan A. PROJECT TEAM • Project Manager: Lori Alvarez, O’Connor Construction Management, Inc. • Architect/Engineer: Gelfand Partners • General Contractor: TBD B. PLANNING • Gelfand Partners has completed this work and presented their findings to the Board of Education in December. A final report is being generated and will be provided in March. As part of this effort, Gelfand will also be generating a list of elementary school projects for the next round of work to follow Garland and Ohlone. C. CONTRACT TIME – (Planning Only) • Notice To Proceed: October 15, 2008 • Planned Completion Date: March 1, 2009 D. BUDGET/FUNDING • Funding Budget State Funds $0 Salaries and Benefits $0 Bond Funds $145,000 Supplies $1,000 Other $0 Contracts & Services $119,000 Total $ 145,000 Construction & Equipment $0 Contingency $25,000 Total $145,000 • Percent Expended 33% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 11 Garland Elementary School Campus Modernization A. PROJECT TEAM • Project Manager: Lori Alvarez, O’Connor Construction Management, Inc. • Architect/Engineer: AEDIS Architects and Planners • General Contractor: TBD B. PLANNING • AEDIS has worked with the Garland school design committee through January and February and held four community meetings to develop a conceptual design scheme that takes into consideration many of the neighborhood’s concerns, including traffic and the placement of new buildings on the campus. The district has agreed to continue meetings with the community on these issues throughout the schematic design. On February 10, 2009, AEDIS presented this recommended scheme to the Board of Education for discussion and received approval on February 24, 2009 to move into schematic design for this project. A budget augmentation will be required to move forward with this recommended scheme, which will be submitted to the Board of Education for approval in March. C. CONTRACT TIME • Notice To Proceed: November 1, 2010 • Planned Completion Date: March 2012 D. BUDGET/FUNDING • Funding Budget State Funds $0 Salaries and Benefits $0 Bond Funds $18,957,750 Supplies $0 Other $0 Contracts & Services $3,357,750 Total $18,957,750 Construction & Equipment $15,050,000 Contingency $550,000 Total $18,957,750 • Percent Expended 0.1% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 12 Ohlone Elementary School New Classroom Building and Modernization A. PROJECT TEAM • Project Manager: Lori Alvarez, O’Connor Construction Management, Inc. • Architect/Engineer: Gelfand Partners • General Contractor: TBD B. PLANNING • Gelfand Partners has developed two new classroom building schemes, a one-story option and a two-story option, presented to the community on February 5, 2009. The recommended 2-story option based on the community and staff input is scheduled to be presented to the Board of Education at the March 3, 2009 meeting for discussion and the March 17, 2009 meeting for action. C. CONTRACT TIME • Notice To Proceed: November 1, 2008 • Planned Completion Date: July 2011 D. BUDGET/FUNDING • Funding Budget State Funds $0 Salaries and Benefits $0 Bond Funds $11,089,151 Supplies $0 Other $0 Contracts & Services $2,110,351 Total $11,089,151 Construction & Equipment $8,680,401 Contingency $298,399 Total $11,089,151 • Percent Expended 0.4% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 13 Elementary School Teaching Walls A. PROJECT TEAM • Project Manager: Lori Alvarez, O’Connor Construction Management, Inc. • Architect/Engineer: Gelfand Partners • General Contractor: TBD B. PLANNING • Gelfand Partners was selected to provide design services to install new teaching wall casework units in the elementary school classrooms. This project was discussed by the Board of Education on February 10, 2009 and approved on February 24, 2009. Gelfand has conducted site visits to the majority of the campuses, and will continue their assessments into March. This project will install some pilot teaching walls in some selected classrooms throughout the district for use and critique by teachers prior to implementing a more widespread installation throughout the district. C. CONTRACT TIME • Notice To Proceed: February 24, 2009 • Planned Completion Date: August 15, 2009 (Pilot Project) D. BUDGET/FUNDING • Funding Budget State Funds $0 Salaries and Benefits $0 Bond Funds $7,044,987 Supplies $0 Other $0 Contracts & Services $1,341,394 Total $7,044,987 Construction & Equipment $5,498,498 Contingency $205,095 Total $7,044,987 • Percent Expended 0.4% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) Page | 14 Gunn High School Aquatic Center A. PROJECT TEAM • Project Manager: Alex Morrison, Gilbane Building Company • Architect/Engineer: Spencer & Associates • General Contractor: Beals Martin Construction B. CONSTRUCTION • Construction began on this project in June 2008 and is experiencing some delays due to inclement weather so construction completion is currently anticipated for early June, 2009. Of the $5,013,750 project budget, $2,534,193 has been expended. Pending Change Orders are currently estimated to be $224,197, which is approximately 58% of the $389,887 construction contingency. Approximately 74% of the contract duration has elapsed, so it is anticipated that the project will be completed within the budget. C. CONTRACT TIME • Notice To Proceed: June 20, 2009 • Contract Completion Date: April 18, 2009 • Original Contract Days: 300 Days • Total Days Elapsed: 223 Days • Total Days Remaining: 77 Days • Rain Days: 20 Days D. BUDGET/FUNDING • Funding Budget State Funds $0 Salaries and Benefits $0 Bond Funds $5,013,750 Supplies $1,000 Other $0 Contracts & Services $602,239 Total $5,013,750 Construction & Equipment $4,358,760 Contingency $51,751 Total $5,013,750 • Percent Expended 58% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) E. CONTINGENCY • Starting Contingency Balance $ 389,887 • Remaining Contingency Balance $382,980 • Percent Of Changes 2% (Change Orders + Construction Change Directives vs. Original Contract) Page | 15 Gunn High School Industrial Arts (IA) Renovation A. PROJECT TEAM • Project Manager: Alex Morrison, Gilbane Building Company • Architect/Engineer: VBN Architects • General Contractor: Svala Construction B. BIDDING • Svala Construction has mobilized on-site and completed the first phase of abatement work in February 2009 and demolition has begun in this area of the building. The second phase of abatement is scheduled to begin the first week of March, 2009. Project completion is scheduled to occur on November 25, 2009. Of the $5,519,032 project budget, $483,421 has been expended. Pending Change Orders are currently estimated to be $33,350, which is approximately 10% of the $349,000 construction contingency. Approximately 17% of the contract duration has elapsed, so it is anticipated that the project will be completed within the budget. C. CONTRACT TIME • Notice To Proceed: January 5, 2009 • Contract Completion Date: November 25, 2009 • Original Contract Days: 324 Days • Total Days Elapsed: 54 Days • Total Days Remaining: 270 Days • Rain Days: 0 Days D. BUDGET/FUNDING • Funding Budget State Funds 0 Salaries and Benefits $0 Bond Funds $5,519,032 Supplies $0 Other $0 Contracts & Services $1,366,412 Total $5,519,032 Construction & Equipment $4,049,000 Contingency $103,620 Total $5,519,032 • Percent Expended 10% (Contract Earned + Soft Costs Expenditures + Contingency Allocated) E. CONTINGENCY • Starting Contingency Balance $349,000 • Remaining Contingency Balance $349,000 • Percent Of Changes 0% (Change Orders + Construction Change Directives vs. Original Contract) IDTask NameDurationStartFinish1CAPITAL IMPROVEMENT PROJECTS1110 days?6/30/089/28/122SERIES A PROJECTS1110 days?6/30/089/28/123ELEMENTARY SCHOOL PROJECTS246 days?10/1/089/9/094ELEMENTARY SCHOOL GROWTH PLAN (LISA)54 days?10/1/0812/15/085PLANNING54 days?10/1/0812/15/086Programming Phase54 days?10/1/0812/15/0815CLASSROOM CASEWORK151 days?2/11/099/9/0916DESIGN45 days?2/11/094/14/0917Preliminary Plans Phase18 days2/11/093/6/0923Working Drawing Phase27 days?3/9/094/14/0929DSA16 days4/8/094/29/0930DSA Review & Approval16 days4/8/094/29/0935CONSTRUCTION106 days4/15/099/9/0936Bid & Award Phase52 days4/15/096/25/0948Construction Phase41 days6/25/098/20/0951Post Construction Phase14 days8/21/099/9/0958GARLAND ELEMENTARY SCHOOL825 days?11/3/0812/30/1159GARLAND SCHOOL MODERNIZATION825 days?11/3/0812/30/1160PLANNING87 days11/3/083/3/0961Programming Phase87 days11/3/083/3/0971DESIGN190 days3/4/0911/24/0972Preliminary Plans Phase107 days3/4/097/30/0986Working Drawing Phase83 days7/31/0911/24/0997DSA96 days11/25/094/7/1098DSA Review & Approval96 days11/25/094/7/10104CONSTRUCTION458 days?3/31/1012/30/11105Bid & Award Phase75 days3/31/107/13/10121Construction Phase347 days?7/14/1011/10/11124Post Construction Phase36 days11/11/1112/30/11131OHLONE ELEMENTARY SCHOOL714 days?11/3/087/28/11132NEW CLASSROOM WING714 days?11/3/087/28/11133PLANNING87 days?11/3/083/3/09134Programming Phase87 days?11/3/083/3/09144DESIGN203 days3/4/0912/11/09145Preliminary Plans Phase108 days3/4/097/31/09159Working Drawing Phase95 days8/3/0912/11/09170DSA95 days10/1/092/10/10171DSA Review & Approval95 days10/1/092/10/10176CONSTRUCTION386 days2/4/107/28/11177Bid & Award Phase75 days2/4/105/19/10193Construction Phase245 days5/20/104/27/11196Post Construction Phase66 days4/28/117/28/11203JORDAN MIDDLE SCHOOL783 days?10/1/089/30/11271STANFORD MIDDLE SCHOOL694 days?11/3/086/30/11339TERMAN MIDDLE SCHOOL1043 days?10/1/089/28/12406GUNN HIGH SCHOOL417 days?6/30/082/2/10407POOL REPLACEMENT268 days?6/30/087/8/09408CONSTRUCTION268 days?6/30/087/8/09409Construction Phase217 days?6/30/084/28/09412Post Construction Phase51 days4/29/097/8/09419INDUSTRIAL ARTS RENOVATION350 days?10/1/082/2/10420DSA45 days?10/1/0812/2/08421DSA Review & Approval45 days?10/1/0812/2/08427CONSTRUCTION331 days10/28/082/2/10428Bid & Award Phase50 days10/28/081/5/09443Construction Phase231 days1/6/0911/24/09446Post Construction Phase50 days11/25/092/2/10453PALO ALTO HIGH SCHOOL363 days11/3/083/24/10454EL CAMINO FIELD IMPROVEMENTS209 days11/3/088/20/09Q1 '08Q2 '08Q3 '08Q4 '08Q1 '09Q2 '09Q3 '09Q4 '09Q1 '10Q2 '10Q3 '10Q4 '10Q1 '11Q2 '11Q3 '11Q4 '11Q1 '12Q2 '12Q3 '12Q4 '1220082009201020112012Page 1 IDTask NameDurationStartFinish455DESIGN72 days11/3/082/10/09456Preliminary Plans Phase27 days11/3/0812/9/08463Working Drawing Phase45 days12/10/082/10/09473DSA46 days2/11/094/15/09474DSA Review & Approval46 days2/11/094/15/09478CONSTRUCTION123 days3/3/098/20/09479Bid & Award Phase45 days3/3/095/4/09494Construction Phase65 days5/4/097/31/09497Post Construction Phase14 days8/3/098/20/09504MULTI USE FIELD IMPROVEMENTS334 days11/3/082/11/10505DESIGN101 days11/3/083/23/09506Preliminary Plans Phase27 days11/3/0812/9/08513Working Drawing Phase74 days12/10/083/23/09523DSA56 days3/24/096/9/09524DSA Review & Approval56 days3/24/096/9/09528CONSTRUCTION196 days5/14/092/11/10529Bid & Award Phase42 days5/14/097/10/09544Construction Phase141 days7/10/091/22/10547Post Construction Phase14 days1/25/102/11/10554HOME SIDE BLEACHER IMPROVEMENTS363 days11/3/083/24/10555DESIGN101 days11/3/083/23/09556Preliminary Plans Phase27 days11/3/0812/9/08563Working Drawing Phase74 days12/10/083/23/09573DSA59 days3/24/096/12/09574DSA Review & Approval59 days3/24/096/12/09578CONSTRUCTION222 days5/19/093/24/10579Bid & Award Phase88 days5/19/099/17/09594Construction Phase121 days9/17/093/4/10599Post Construction Phase14 days3/5/103/24/10606SERIES B PROJECTS2 days?10/1/0810/2/082338SERIES C PROJECTS2 days?10/1/0810/2/08Q1 '08Q2 '08Q3 '08Q4 '08Q1 '09Q2 '09Q3 '09Q4 '09Q1 '10Q2 '10Q3 '10Q4 '10Q1 '11Q2 '11Q3 '11Q4 '11Q1 '12Q2 '12Q3 '12Q4 '1220082009201020112012Page 2