DATE IS ACTUALLY FRIDAY - MARCH 2); contact information included in RFP

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1 Attendees: reference sign-in sheet. Tom Brown, Coordinator Design & Construction, opened meeting at 9:30 AM. Welcomed attendees Meeting recorded; mandatory meeting, sign-in required; leave business cards end of meeting VCS staff introductions Tom Brown: Coordinator, my team take the lead at construction Saralee Morrissey: Planning Director, lead for Master Plan, will work up to CDs Attendees introductions Key dates: (IMPORTANT: reference the RFP for dates associated with this project submittal) Submittal Questions to my attention, my information is in the RFP, Deadline: 3:00 PM, Feb. 22 Submittals to the attention of Janice Lucas, Due: 3:00 PM, March 22 (IMPORTANT NOTE: THIS DATE IS ACTUALLY FRIDAY - MARCH 2); contact information included in RFP Firm Shortlisting: anticipating March 22 Interviews: tentatively set for April 2 (IMPORTANT NOTE: THIS DATE IS ACTUALLY APRIL 4) Recommendation to the Board at the April 24 th Board Meeting Have not set a date to negotiate the contract with the CM Firm, anticipate sometime in the fall Are there any questions? Q: Tom you said the submittals are due when? A: March 2 by 3:00 PM Saralee Morrissey, Planning Director Appreciate your interest; the architect for the project is CT Hsu; CT will participate in the interviews as a non-voting member Just started working on the project in January; we aren t even at schematics yet; currently working with Dr. Inge, his faculty and community involvement; identifying priorities Started advertising process early; want CM on board to help work on the documents by this fall Budget associated with the project is $50 million, that is not construction, it includes construction; if you thought there s $50 million for construction want to let you know that is not the case First middle school in quite some time; devoting substantial time to programming; concern for construction cost per student station, narrowest interpretation tells us we must meet it Have not determined if there s any remodeling to be done on this campus; deliberately called this project master plan as a mechanism to legislation; evaluating pros and cons as to appropriate space for remodeling that fits in with the plan for this school Page 1 of 6

2 Questions as I will not be joining the tour as I have a planning meeting with faculty and staff: (No questions at this time.) Dr. Rick Inge, Principal, Deltona Middle (Background of school programming and demographics) 85% live in poverty; 65% minority; 45% Hispanic; 48 homeless; 1 of 3 have disabilities; housed in a 50-year old building; 6 academies first middle school in area with academies This school to be an example to other (middle) schools Saralee Morrissey, Planning Director Any questions? Q: How many students do you have? A: About 1100; influx of students from Puerto Rico; we re not planning to add capacity, student stations, perhaps a few additional during programming. Q: Do you have an anticipated notice to proceed date? A: No; may get started around August 2019, which is optimistic; we re anticipating phased construction Q: Is there any swing space available here now? A: You will decide that as you walk around; Rob: student seating capacity, no, there may be a couple of portables (Deltona Water, across the street) city now owns the utility system; parking can be explored across the street To Rob: anything you d like to add: Rob Brinson, Planning Specialist Anyone who wants to, we ll start the tour at cafeteria then work our way around the campus Meeting closed Begin Tour / Q & A Answers and comments by Rob Brinson unless otherwise indicated. Cafeteria: outdoor covered area; some students eat in classrooms; Q: Is this the whole cafeteria for 1100 students? A: Yes, we do some outdoor dining and have 3-4 lunches; ESE students pickup lunch then eat in the classroom Continue to hallway Page 2 of 6

3 Q: Will restroom be converted to ESE while we re in construction? A: Those are recent restroom that were added to take care of added attendance This wing is just additional classrooms; were science which has been turned to FFE/Ag Q: Once they renovated the cafeteria (rest of question not discernable from background noise)? A: There were a couple of renovations to the dining room / cafeteria; kitchen in 2000; ceiling and lighting in 2002; walk-in freezer cooler in 2004; most work is years old We run a double loop for buses; hopefully new design will condense into one usable loop Notice on your map there s a layout for the portables; portables on this side a being refurbed now, other portables are on the other side of the gym Q: How many students can be housed in portables? A: Between 2 and 25 depending on the program Q: Do you own these portables? A: Yes, these are school district owned Q: Will you use Mobile Modular stackable? A: Yes, that s who we re using now One of the chiller plants had some renovations done recently, think it was 2000 and 2014 Q: Full replacement? A: Just those units Q: So, the tower replacement, not the chillers? A: The chillers themselves I think were 2014; we have some others in 2016 The parking is in 6 different locations; that will be some difficulty in how we do our construction phasing; we don t have any swing space for parking; we may be able to utilize grass area as some options to look at We have a wet pond on this side; ag building out in far corner; there s some wetlands along this side which will be in the survey; the architect has part of the survey and condition assessment done We re not looking at remodeling as a complete package; there are some buildings to be reviewed under Castaldi; buildings 9, 10 and 11 don t meet the age criteria, we re also looking at condition assessments, may do renovation if we re not in concurrence with removal; building 11 is ESE wing Q: Do you know the age? A: I think it s 82 or 88 on these and a 91; we can walk down the center hall, they connect through this way We can capture these covered walks, there were elevation changes when they were put in; the little building is being used as a kiln room Q: You said 9, 10 and 11 are too new to Castaldi? Page 3 of 6

4 A: We re not sure yet, depending on DOE; we ll be looking at age and condition This building has science classrooms, English lit and math This section was remodeled for offices; renovated in early 90s We have some field space back here; typically we use for roofing or other projects for staging, it s accessible past the track and coming down the ridge Note: bell, student class change Q: No roadway access back here? A: No, there s not; we have about yards of space behind the wooded area Q:.. something about wetland A: No, we haven t noted wetland here Basically, most of our trucks use this ridge then take it down past the other side of the portables and ball courts Q: Is it stabilized? A: No, just compacted down from trucks using it Cooing towers for these buildings were 2014 renovations; some parts are fairly new, controls, those type issues Q: Is this a continuation of the wetlands through here? A: Basically it goes around back; we ve done our survey but are waiting for some issues with the property on the side; we ll do an EPA assessment for the wetland boundary line; want to maintain a buffer with other properties Q: What about irrigation? A: Well over here, gas lines for classroom wings, chilled water lines running down here and through the courtyards also; we have access to as builts to help define lines as we get into project Note: class change ends Everyone we ll continue down the halls Some of our main connections are down Enterprise Road; storm water runs to the pond; sanitary going to the gym from that side; some is outdated, some not, not sure By date, building 8, for Castaldi, building 8 is fused with building 1 hallway, the forth wall of building 8 is actually the hallway of building 1; building 8 doesn t meet the age criteria for Castaldi; we re doing condition assessment to evaluate this building Band room and chorus room are here; rooms are crowded, you can look in if you like (walked through classroom spaces) This way, we ll walk between the gym and the ball courts Q: Is there an underground sanitary system? Page 4 of 6

5 A: I think we re on the treatment plant Tennis courts, ball courts were redesigned in 2011; basketball courts in 2001 Opened up parking lot which is now the parent loop Original gym added mechanical storage, old ventilation fans and louvers were capped off, air conditioned; rubber floor replaced with hardwood; locker rooms not used to small size; (walked through gym); mechanical loft on left side; thought to possible repurposing to some other use, maybe preforming arts; only gym and building 1 have sprinkler system done in 2006; group restrooms on end (Walked outside) this is the addition here, done in 2004 Q: Not really defined when you guys are going to start? A: We re still looking at topo and defining student seating area; we don t have intention of putting further portables out here; discussion with school to give up using the track area in construction; depending on what we re going to do with 9, 10 and 11 they block access to this part of the property Let s head out the front and walk through the center of the campus, that will be it Q: Where s the main transformer? A: It s over by the cafeteria, that s where the main MDP comes in; also service that comes in by the gym; backflows come in from that side; front fire and water, gas that comes in the front and the back Q: (voice undiscernible) A: We do all of it quarterly with Simplex; before we do anything, will do a fire flow test also for impact at peak time This is the other chiller that does the gym, building 2 which is the music/chorus area, and part of building 1; part of building 8 connect may come off this one, not 100% sure; we will determine that as we go through the plans to determine cutoff lines Basically these are 3 copycat wings; classrooms are about the same size; next wing over is food/culinary; just outside the media are typical buildings; all block construction inside / outside walls; couple of the offices have drywall, rest are typical block; door swings to hallway; mostly group restrooms; individual restrooms are mostly in the ESE wing Shop lab is now auto tech lab; ag building is in question; surveyed possible areas for construction entrances; students have animals they need to bring in and out Enterprise Road traffic to the elementary comes by here; traffic on Rhode Island also; need to look at the logistics with CM Q:. Technology.? A: Technology is not the greatest, has been retrofitted; wireless is getting better; as far as how we re wiring it in, most if fiber overhead; challenge keeping all that technology working while we re renovating school Don t know total load coming in, waiting to hear back from Duke Page 5 of 6

6 Have some standing water issues at the courtyard area; usually gone within a couple days Any more questions? Be sure to make the deadline; send your questions directly to Tom Brown Q: When did you say the new floor was put in gym? A: Did that in 2001 Q: You mentioned the survey a couple times, will that be issued with the proposal documents? A: Still waiting for title search for the survey to be complete; did complete a condition assessment by building, whoever is awarded will get that; we will have a full survey available; contacted Duke to find out main service feeds; contacted Deltona Water, we redid the piping here, not sure about the right-of-way; may be additional civil work No further question. Page 6 of 6