GALT JOINT UNION HIGH SCHOOL DISTRICT August 16, 2017 MEASURE E BOND UPDATE BIWEEKLY REPORT Report No: 007 SUMMARY Program refinement of the Master Plan is nearing completion. LHRS stadium is out to bid and Galt HS Phase 1 modernization plans are being developed. Prop 39 Energy projects are underway. The team continues progress in setting up program controls, project planning, bid preparation, coordination and setting up general procedures. 1. Initial Project Sequencing A. Preliminary Projects 1. Temporary Bleachers GHS - The bleacher vendor installed a 12 Wide x 24 Long platform on the upper section of seating to serve as a press box. This platform will be in place until the bleachers are shipped back in November. Maintenance and Operations has restored power to the platform and has activated the scoreboard and clock. A temporary sound system will be in place prior to the first game. 2. Uninhabited Portables @ GHS a. Abatement: Synergy Environmental completed abatement. b. Hazmat Consultant: Terracon/RGA Environmental was responsible for inspection and monitoring. The consultant has monitored the abatement scope and is completing closeout documentation. Abatement is complete. c. Demolition: An informal bid package was released for demolition under the Uniform Public Construction Cost Accounting Act (UPCCAA) procedures. Three Bids were received on July 12 th ($72,000, $81,770 and $149,800). The second bidder protested the low bidder who failed to submit a couple of affidavit forms with their bid (Non Collusion Declaration, Prevailing Wage Certification and Workman Compensation Certification). District counsel reviewed the matter and assisted in issuing a letter to the second bidder indicating that their complaint is without merit and that the district intended to award. The contractor issued a second letter indicating their objection and wanted to defer the matter to their attorney. District council issued a second letter elaborating on the District s determination and cited applicable case law. As of Wednesday morning (8/2) no further objection was received and counsel advised the District to proceed with award. The contractor was mobilized and completed the demolition prior to start of school on August 15 th. Final cleanup and site restoration is yet to be completed. d. Site Restoration: Rainforth Grau provided a basic concept plan for site restoration for the area currently occupied by portables based on input provided by the GHS Principal and Plant Manager during a site walk. The current Scope includes irrigation, grass and some fencing across the
back. GHS Agriculture department has voiced interest in using the site. Final decision regarding restoration will be coordinated with Kelly Beck. Fencing bids have been received. A fencing contractor is set up and scheduled to install fencing in mid-september. A temporary safety fence has been installed. Site restoration/landscape and permanent fencing to begin in September. B. Prop 39 Energy Projects 1. Three separate bid packages were issued for Galt HS: a. Lighting Retrofit Project was rebid. Bids were due on July 13 th. Three bids were received from bidders who responded to the prior bid and withdrew for errors. Bids were: $153,403, $167,682.40 and $185,000. Award went to Green Energy @ $153,403 and contractor has begun work. The energy expenditure plan covered 20% of the ballast replacement to encumber the balance of the grant. Additional ballast will be purchased under the grant as replacement stock. b. HVAC Replacements The Project has been tentatively awarded. Contracts and Bonds are in process. Equipment Submittals for the new equipment and pre construction procurement activities are also in process. The Prop 39 Energy consultant and contractor are evaluating equipment options. After looking at various equipment, all new equipment options appear to exceed the weight of the current equipment, so structural analysis and approval by DSA will become necessary. Contractor, Cooper Oates, has provided a price proposal for their structural engineer to review and provide calculations for $1,500. The structural engineer has completed calculations necessary to substantiate that there are no structural impacts to the buildings. Contracts, bond forms and insurance requirements have been issued to the contractor. Once executed, a Notice to Proceed will be issued and work can commence. c. Energy Management Control (EMS) Upgrades - The Project has been awarded. Contractor has been on site setting up and evaluating existing conduit runs, adding new raceways and pulling wires. The energy expenditure plan only covered certain equipment to encumber the balance of the grant. To connect the entire campus, additional zones can be added to the contract or deferred to modernization phases. We are currently reviewing options. C. New Grandstands 1. Bids were received for both Galt HS and Liberty Ranch HS (LRHS) and were awarded at the June 20 th Board meeting. 2. The Architect has contacted Southern Bleacher Company to discuss some Value Engineering options to try to reduce costs. VE options have been reviewed and discussed at the past Board meeting and are being implemented. 3. Southern Bleachers is completing their engineered drawings and specifications for DSA submittal. D. Field Improvements 1. Design documents are being completed by Rainforth Grau and Lloyd Civil and Sports Engineering for LRHS athletic field.
2. DSA approval of the Increment 1 site package (including grading, field, track and paving) has been obtained. Increment 2 grandstands and lights are tentatively scheduled to be submitted to DSA for normal review process in late August. 3. The increment 1 Bid has been issued. Bids are due August 29 th. However it is likely the bid date will be delayed in order to accommodate any questions from bidders through issuance of addenda as needed. 4. Construction tentatively scheduled to begin in October 2017. E. Galt High School Core Building Modernization Phase 1 1. Development of detailed scope is ongoing. Phase 1 work focuses on roofing and HVAC of shops / historic buildings as well as replacement of northern windows. Additionally, work as required for ADA improvements in admin parking lot, path of travel and around buildings is part of this scope. Scope to be finalized by funding availability. Hazmat testing of the subject buildings is currently being coordinated. 2. Construction documents are ongoing. 3. DSA submittal is currently scheduled for September 2017. F. Galt High School - Science Technology Engineering Building 1. Floor plans have been developed with Site Planning Group and building development is ongoing. 2. Site Planning Group has provided direction on preferred building configuration based on need for best line of sight and visual control. 3. RGA, Facilities and RGM to meet with Meehleis Modular Buildings Incorporated (MMBI). 4. RGA has met with MMBI and provided schematic design documents for pricing. MMBI will provide budget costs as well as engineering costs in August. 2. Program Development A. Planning 1. Continue Master Plan refinement and coordination. 2. Develop Master Education Specifications. 3. Develop Design Standards (Board resolution is required for any identified proprietary products or vendors). 4. Refine master program schedule as stakeholder engagement and design evolves. B. Cash Flow Analysis / State Funding Opportunities School Facility Consultants attended the July 7 team planning meeting and provided an update to the State funding program, process and the District s eligibility. 1. Team continues to review bond sale options and cash flow analysis as the master plan and schedules are being refined. 2. School Facility Consultants will continue to update the District on State funding prospects for Growth and Modernization. a. Explore grant augmentation options (for GHS infrastructure support). 3. Team will explore additional funding opportunities for Career Technology Education (CTE) Program Grants. 4. Team will review Facility Hardship Program funding options.
5. Team will develop Cash Flow Analysis to align projects and projected expenditures with bond issuances and potential state funding. 6. Team also exploring the opportunity for obtaining QZAB funding opportunities that may help bridge the gap waiting for State Prop 51 funds. C. Project Designs 1. Upon final Master Plan refinement, Architects will advance all project designs through the Division of State Architect (DSA) regulatory and CDE review, necessary to apply for state funding with OPSC. 2. Rainforth Grau will provide updated schedule upon completion of the MP refinement as they get their consultants engaged in developing the project plans. 3. Bid and Contract Documents - Procurement Procedures A. Documents from Counsel 1. Bid and Contract Documents have been received from Legal counsel. a. Baseline templates for all projects and various delivery methods including Lease Leaseback (LLB), traditional formal and informal bidding, General and Special Conditions, and project procedures and coordination requirements (Division 1) are being prepped. 2. Lease Leaseback a. Currently developing LLB process and schedule for issuing Request for Proposal(s) (RFPs). This will be done in conjunction with the District s prequalification process. 3. Liberty Ranch Field a. LRHS field project will be a formal competitive public bid process. 4. Galt High School Core Building Modernization Phase 1 a. At this time, project will be a formal competitive public bid process. 5. Prequalification Criteria Counsel will amend the Board resolution to include traditional and informal bidding since it is currently limited to just Lease Leaseback (LLB). Team anticipates bringing a resolution to the board to amend the current process to include informal and formal bidding. A Prequalification process will be initiated in September to identify a pool of qualified prime and Mechanical, Plumbing and Electrical trade contractors pursuant to newly adopted regulations. 6. CEQA Environmental Processing On June 20 th, the Board approved engaging an environmental specialist, Planning Dynamics Group (PDG), to review the previous EIR for the LRHS stadium lighting and other improvements, and guide the District through an environmental review process to renew implementation of scope approved in the previous EIR. Contracts and initial engagement are in place. Other bond projects appear to qualify for an exemption. The initial study report draft was circulated on August 4 th for District, RGA and RGM input. It has been updated, printed and is being submitted to the State Clearinghouse for publication and agency review. The document continues to be in public review period.
It is anticipated that Board action on the environmental documents will occur at the September 12 th, 2017 meeting and will coincide with awarding of the LRHS field construction contract. 7. Communications and Coordination 8. Scheduling A. Responsibility Matrix 1. Team is currently developing a matrix to better define roles and responsibilities between District, Architect, PM and other key participants and stakeholders. B. Communications 1. Team has initiated discussions for communications including website updates, posting bid and RFQ opportunities, project design updates, and to promote community and stakeholder meetings. Development of the Master Program Schedule will be initiated shortly and will outline planning, procurement, design, and construction activities in accordance with the proposed Implementation Plan. As programing is being completed and project packaging and phases are being determined and developed, more detailed schedules will be provided. 9. Budgets and Estimating A. After completion of the master plan refinement, a preliminary probable cost estimate will be updated for each project and reconciled with the facilities master plan estimates, as well as other program-related costs. B. To check scope and cost trends, detailed estimating will be conducted as each design progresses. C. Master and individual project budgets will be developed to include construction, soft costs, IT, furniture and equipment, and contingencies. 10. Expenditure Tracking Financial Reporting The District is reviewing software options for developing expenditures, formats, account codes and reporting summaries for internal, Board and CBOC. 11. California Uniform Public Construction Cost Accounting Act (CUPCCAA) Informal Bid Procedures The District adopted the CUPCCAA procedures for informal bidding by Board resolution in March. Under the adopted procedures, the District will develop a list of vendors to contact with each informal bid opportunity. As the list is being developed, the District will post to designated plan rooms and trade journals in lieu of newspaper advertising. END OF REPORT