02-28-2017 School Board Meeting
Agenda Item #23


Title
Apollo Elementary School - Design/Build Services Guaranteed Maximum Price Amendment - SALES SURTAX

Discussion
Apollo Elementary School is one of the several sales surtax projects that are being done through the design build contract methodology.  The process starts with the development of the Design Criteria Package (DCP) which is then used as the basis for the request for proposals from design build contractors.  RFP #16-P-046-DR was issued for the Apollo and Pinewood Elementary Schools/Jackson Middle School project last year.  Seven proposals were received and Gilbane Building Company was awarded the contract and pre-construction services at the  February 9, 2016 Board meeting.

The scope of work for this project includes most of the facility renewal items and the district school security items on the Sales Surtax Funded Detail Report (Attachment F) .  This includes chiller and pumps, HVAC controls, classroom air conditioning units, surge suppression for panelboards, building security fencing and creating a single point of access. The classroom technology infrastructure work has been designed, but will be implemented at a later date by Educational Technology.

The design is complete and Gilbane has submitted a Guaranteed Maximum Price (GMP) amendment in an amount not to exceed $1,716,791.00.  The work is planned for summer 2017.  Long lead time items will be ordered following the approval of the GMP.

As the project moves forward, actual costs will be allocated to the sales surtax group and category as appropriate based on the attached worksheet.  The costs for the Design Criteria Package, design and pre-construction services and administrative costs to date total $229,009.47 and are indicated in the spent and encumbered column of the attached worksheet.  Administration, permitting and inspection costs are estimated at $55,000. Project costs are within the Attachment F funding allocation.
 
The scope of work was reduced from the scope recommended in the Design Criteria Package in order to meet the sales surtax budget allocation. The north and west perimeter fencing (approximately 1,600 feet - $30,000) is not included at this time due to insufficient budget but will be added through a change order following consultation with District Security and advisement of the Independent Citizens Oversight Committee (ICOC) at their February 15, 2017 meeting. The funding for the fence will be a combination of the balance of the security sales surtax (approximately $17,000) and the security sales surtax contingency (approximately $13,000). Other scope reductions include ten (10) fan coil units, five (5) air handling units and electrical panel reductions. No plumbing or roof drain modifications are included in the scope. Scope reductions were coordinated with the Plant Operations & Maintenance team. All of these items are designed and can be implemented if funding becomes available. 
 
Board approval is required for purchase orders over $50,000. Approval is requested without prior information in order to expedite the work.


Recommendation
Approve the total project construction and administration budget in the amount of $1,771,791 for the Apollo Elementary School renewal project.

Approve the Guaranteed Maximum Price Amendment to the design build services contract with Gilbane Building Company, in the amount not to exceed $1,716,791 .


Meeting Date(s)
Consent w/o Information - 2/28/2017

Authority for Action
F.S. 1001.42

Involves Expenditure of Funds Directly in the Classroom
No

Source of Funding
Capital Projects

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
16/17$1,621,750.00yes39800615000007400681000
16/17$51,837.31yes39800615000007400686000
16/17$95,041.00yes39800616000007400681000
16/17$3,162.68yes39800616000007400686000

Contact
Susan Hann, P.E., Director of Planning and Project Management 321-633-1000 Ext. 446


Attachment:  Apollo GMP attachments.pdf