Facilities UpdateAugust 16, 2010

Board of Education Workshop

Presentation Summary

Mid-Year Update

December 2009 – July 2010

I. Implementation Update

II. Current Projects Update

III. Project Development Update

IV. Master Program Schedule Update

V. Master Program Budget Update

VI. Facility Master Plan Review

VII. Facilities Statistics, Lessons Learned, Program

Successes

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I. Implementation Update

Program Management

Citizens’ Oversight Committee (COC) Coordination

3

• COC Meetings

• December 17, 2009 (Quarterly Financial Update, 2008/2009 Annual Financial and Performance Audit, COC

Annual Report Format and Schedule, Measure K Bond Program Update, 2009/2010 Annual Financial and Performance Audit, Additional Meetings)

• April 1, 2010(COC Bylaws Review and Revisions, Brown Act Review, Measure K Bond Program Update, Quarterly Financial Update, 2009/2010 Annual Financial and Performance Audit,

COC Annual Report, COC One-Year Term Member Renewal, Tentative 2010/2011 COC Meeting Schedule)

• June 24, 2010(Introduction of 2010/2011 COC Members, Measure K Bond Program Update, Quarterly Financial Update, Tentative 2010/2011 COC Meeting Schedule, Selection and

Confirmation of 2010/2011 Chair and Vice-Chair, Tour of New 6-8 Middle School #1 –GTE Site)

I. Implementation Update

Program ManagementCitizens’ Oversight Committee (COC) Coordination

(continued)

4

)

• 2008/2009 Annual Financial and Performance Audit to

Board (December 15, 2009)

• COC Bylaws Revised by Board Action (January 19, 2010)

• COC Annual Report to Board (May 11, 2010)

• Reappointment of One-Year Term Members – Julie

Jackson and Byron Bolton (May 11, 2010)

• New Member – Anna Ulaszewski (Appointed June 8, 2010)

• New Chair Selected – Karen Hilburn

• New Vice Chair Selected – Julie Jackson

I. Implementation Update

Program ManagementCitizens’ Oversight Committee (COC) Coordination

(continued)

5

)

• New Member Training (June 2010)

• 2009/2010 Annual Financial and Performance Audit

Underway

• Upcoming Meetings (through December 2010)

• Construction Site Tour - New 6-8 Middle School

#1 at former GTE site (August 19, 2010)

• September 23, 2010

• December 16, 2010

I. Implementation Update

• Program Management

• Planning

• Program Accounting and Financials

• Project Support

• Project Execution

For additional information on progress and work effort across all areas of Program

Implementation, please refer to Board Workbook.

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II. Current Projects Update

New 6-8 Middle School #1

• 6-8 Middle School in the

Poly Planning Area

• Site Located at E. 20th

Street/Cherry Avenue (8+

acres) – Former GTE Site

• 800 Students (840 capacity)

• 31 Classrooms (89,288

square feet)

• Library/Media Center,

Gymnasium, Multipurpose Room, Other Support

Facilities including a Soccer

Field and Hard Court Areas

• Total Project Cost - $ 54.4M

• Expended to Date - $ 18.9M

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• Construction Budget: GMP - $38.3 M

• State Funding of $12.9 M Under Critically

Overcrowded Schools (COS) Program

• Construction Contract Awarded July 7, 2009

• Notice to Proceed Issued on July 30, 2009

• Anticipated Construction Duration – 22

months

• Anticipated School Opening – September 6,

2011

II. Current Projects Update

New 6-8 Middle School #1

Construction Progress Photos

8

E

D

CB

ASite Overview

II. Current Projects Update

New 6-8 Middle School #1

Construction Progress Photos

9

Building C Slab on Grade

Building A Metal Deck

II. Current Projects Update

New 6-8 Middle School #1

Construction Progress Photos

10

Building A Entrance Canopy Steel

Buildings B and C Steel

Building D CMU

II. Current Projects UpdateNew High School #1 – ECATS – Site Conversion

DeMille Middle School

(Current Site Lay-Out)

New High School #1 – ECATS

(Site Lay-Out)

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II. Current Projects Update

New High School #1 – Early College and

Academic Technical School (ECATS)

12

• 1,080 Students in Grades 9th – 12th

• 7 New Buildings (Administration,

North Academy, Science, Food Service, Gym, South Academy,

Lecture Hall)

• 43 Total Classrooms

• Self-Contained Athletics/Extra-

Curricular Programs

II. Current Projects Update

New High School #1 (ECATS)

• Approval of Drawings and Specifications from

DSA Received

• No Further Action Letter Received from DTSC

• CDE Final Plan Approval Submittal Pending

• OPSC Submittal Pending

• Constructability Reviews by Third Party

Complete

• Bidding in Progress

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II. Current Projects Update

New High School #1 – ECATS

Budget

• Facility Master Plan Estimated Cost:

$72.8 M - $103.3 M

• Current Estimated Construction Cost:

$75.5 M

• Current Estimated Total Project Budget:

$100.5 M

• Expended to Date:

$4.8 M

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II. Current Projects Update

New High School #1 – ECATS

Grant Applications

• Submitted on September 18, 2009 to California

Department of Education (CDE) for Career

Technical Education (CTE) Facilities Program

• March 8, 2010 SAB 50-10/Reservation of Funds

• 171 Applications – 22 Health/Medical, 13 Engineering Design, 4

Public Services

• Available CTE Funds - $93.6 M

• Three Separate Grant Applications Requesting State Matching

Funds

• $1.5 M for Health/Medical (ranked 37th)

• $1.5 M for Engineering Design (ranked 44th)

• $3.0 M for Public Services - Legal/Law

Enforcement/Forensics (ranked 122nd)

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II. Current Projects Update

New High School #1 – ECATS

Anticipated Schedule

• Architectural Design Submitted to DSA 8/24/09

• CEQA Comment Period Closed 11/23/09

• Board Consideration of Project 12/15/09

• DSA Approval 8/24/09 – 4/24/10

• Demo & Abatement Construction 10/19/10 – 2/21/11

• Building Construction

Construction Contract Approval 4/19/11

Construction (24 months) 5/11/11 – 5/1/13

• Target School Opening Date 9/3/13

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II. Current Projects Update

District-Wide Projects – Technology Upgrades

Core Switch and Uninterrupted Power Supply (UPS)

Replacement Project 2010

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Project Sites (52 campuses)

Addams E.S. Alvarado E.S. Avalon Bancroft M.S. Barton E.S.

Birney E.S. Bixby E.S. Bryant E.S. Buffum E.S. Burbank E.S.Burcham K-8 Burnett E.S. Burroughs E.S. Butler M.S. Cabrillo H.S.

Edison E.S. Franklin M.S. Garfield E.S. Grant E.S. Hamilton M.S.Harte E.S. Hill M.S. Holmes E.S. Hoover E.S. Hudson K-8Hughes M.S. International E.S. Jefferson M.S. Jordan H.S. Keller E.S.

King E.S. Lafayette E.S. Lee E.S. Lincoln E.S. Lindberg M.S.Lindsey M.S. MacArthur E.S. Mann E.S. Marshall M.S. McKinley E.S.

Monroe K-8 Muir E.S. Riley E.S. Robinson K-8 Roosevelt E.S.Signal Hill E.S. Stephens M.S. Stevenson E.S. Washington M.S. Webster E.S.Whittier E.S. Willard E.S.

Measure K and E-Rate Funding Total Project Cost = $1,152,612E-Rate = $413,024

Measure K = $739,588

II. Current Projects Update

District-Wide Projects – Deportablization

Phase I DOH Removal Project

• Remove DOH (Department of Housing) Buildings at 14 SitesAddams E.S.

Grant E.S.

Hamilton M.S.

Harte E.S.

Keller E.S.

Kettering E.S.

Long Beach School for Adults

McKinley E.S.

Robinson E.S.

Signal Hill E.S.

Stephens M.S.

Webster E.S.

Willard E.S.

Wilson H.S.

• Lionakis Completing Scope of Work Assessment

• Anticipated Bidding – January 2011

• Anticipated Removal – March through July 2011

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II. Current Projects Update

District-Wide Projects - Facility Component Improvements

Boiler Replacement Project

19

• 24 Boilers at 10 SitesBancroft M.S.

Gant E.S.

Kettering E.S.

Lakewood H.S.

Long Beach School for Adults

Lowell E.S.

McKinley E.S.

Millikan H.S.

Tincher Preparatory School

Wilson H.S.

• Ruhnau Ruhnau Clarke Completing Scope of Work Assessment

• Anticipated Bidding – December 2011

• Anticipated Replacement – May through September 2013

III. Project Development Update

Project Prioritization

20

III. Project Development Update

Primary and Influencing Criteria

Impacts and Changes

• Major Projects

• Roosevelt Elementary School (Area E)

Facility Master Plan Group 1

• Jordan High School (Area A)

Facility Master Plan Group 1

• Cabrillo High School – Pool (Area D)

Facility Master Plan Group 1

• New High School #2 at Browning Site (Area E)Facility Master Plan Group 1

• District-Wide Projects

• AB 300: Newcomb K-8 Academy (Area C)

Facility Master Plan Group 2

21

III. Project Development Update

Project Steps and Work Effort

Overall Project Summary

• Durations subject to change based upon type of project

(major, small, pilot)• Many phases and work efforts overlap

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III. Project Development Update

Project Steps and Work Effort

Exponential Growth

Roosevelt Elementary School - rebuild

Jordan High School – major modernization

Cabrillo High School – Pool Addition

New High School #2 (Browning Site)

Newcomb K-8 Academy – major modernization

Core Switch and UPS Replacement Project 2010

Access Compliance Projects (multiple)

Boiler Replacement Project

Lighting and Ceiling Replacement Project

Window Replacement Project

Door and Door Hardware Replacement Project

Phase I DOH Removal Project

DSA Certification and Close-Out Projects (multiple)

23

III. Project Development Update

Project Steps and Work Effort

Delays and Course Changes

24

Originally Planned

Destination

Let’s go on a

safari

instead!

IV. Master Program Schedule

25

Schedule Adjustments

• Refinement of Major and District-Wide Project Planning Cost

Estimates Noted

• Changes in Completion and Occupancy Dates• New High School #1 (ECATS) – moved to a later occupancy

• Jordan High School – moved to a later occupancy

• New High Scholl #2 (Browning Site) - moved to an earlier

occupancy

• Cabrillo High School – Pool Addition – moved to an earlier occupancy

• AB 300 Buildings Phase 1 Project – Newcomb K-8 Academy• Project Identified and Schedule Adjusted Accordingly

• Deportablization• Phase 1 Project – DOH Removal – moved to a later completion

date

• Facility Component Improvements – Projects Identified

IV. Master Program ScheduleMajor Projects – Five-Year Look Ahead Schedule

26

IV. Master Program ScheduleDistrict-Wide Projects – Five-Year Look Ahead Schedule

27

V. Master Program Budget Update

Budget Adjustments and

Expenditure Summary

• Addition of New Major Project and District-Wide Project

Budgets

• Refinements in Major Project and District-Wide Project

Budgets

Quarter by Quarter Expenditure Summary

28

V. Master Program Budget Update

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VI. Facility Master Plan Review

Changes in Facility Master Plan

Community Advisory Committee

Recommendations Review

• Projects and Priorities List from

Executive Committee (Newcomb

moved up from Group 2 Projects)

• Facilities Branch Develop Internal

Capacity and Authorize

Professional Services to

Implement Facility Master Plan

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VII. Facilities Statistics

Year In Review (July 2009 – June 2010)

RFQs and SOQs

31

Annual Totals

Number of RFQs/SOQs Issued 7

Number of Responses 210Received and Reviewed

Number of Interviews Conducted 42

Month-to-Month Comparison

Issued Received Interviewed

June 2009 1 12 0

2010 3 59 11

July 2009 0 0 0

2010 1 15 0

VII. Facilities Statistics

Year In Review (July 2009 – June 2010)

RFPs

32

Annual Totals

Number of RFPs Issued 9

Number of Responses 51Received and Reviewed

Number of Interviews Conducted 6

Month-to-Month Comparison

Issued Received Interviewed

June 2009 0 0 0

2010 0 0 0

July 2009 4 42 5

2010 10 22 0

VII. Facilities Statistics

Year In Review (July 2009 – June 2010)

Contracts and Buy-Outs

33

Annual Totals

Number of Contracts/Buy-Outs 193

Contracts 98

Buy-Outs 95

Dollar Value of Contracts/ $24.27M

Buy-Outs

Contracts $23.70M

Buy-Outs $ 0.57M

VII. Facilities Statistics

Year In Review (July 2009 – June 2010)

Invoices and Payments

34

Annual Totals

Number of Invoices 654

Dollar Value of $23.2M

Invoices Paid

VII. Facilities Statistics

Year In Review (July 2009 – June 2010)

Developer Fees

35

Annual Totals

Number Fees Processed 144

Dollar Value of Fees $570.6K

Month-to-Month Comparison

Fees Value ofProcessed Fees

June 2009 0 $0K2010 16 $93.7K

July 2009 3 $3.7KJuly 2010 14 $109.1K

VII. Facilities Statistics

Year In Review (July 2009 – June 2010)

Facilities Information Requests

36

Annual Totals

Number Open Requests Prior to 7/1/09 7

Number of New Requests Received 71/09 – 6/30/10 144

151

Number Requests Closed 7/1/09 – 6/30/10 108

Number Requests Still Open 43

VII. Program Successes

Efficiencies and Best Practices

37

• Program and Project Accounting Protocols and

Procedures

• Routine and Regular Staff Training (continued)

• Insurance and Risk Management Review and Analysis

• Development and Implementation of Boilerplate Contracts

• Development and Implementation of Program

Management Tools (such as standardized RFP, RFQ and

SOQ documents; school site records “binder” format)

• Design Standards Review on New High School #1 –

ECATS Project

38

Next 12 Months

• Numerous Stakeholder

Meetings

• Major Project Planning

Activities

• Enrollment Capacity and Use

Studies

• Opening of New 6-8 Middle

School #1 at GTE Site

• Roosevelt Elementary School

Interim Housing

Phase I DOH Removal Project

Pilot Projects

Technology Upgrade Projects

For More Information

This Presentation

(along with Board Workbook Materials)

is available at:

www.lbschools.net

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