03-14-2017 School Board Meeting
Agenda Item #27


Title
Southwest Middle School - Design Build Services Guaranteed Maximum Price Amendment - SALES SURTAX

Discussion

Southwest Middle School is one of 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 for design build contractors. RFP #17-P-025-DR was issued for the Turner Elementary School/Southwest Middle School project earlier this year. Five proposals were received and Heard Construction, Inc. was awarded the contract and preconstruction services at the December 13, 2016 School Board meeting.

The facility renewal projects at Turner Elementary and Southwest Middle Schools are funded in years 2 and 3, respectively, of the sales surtax program. The school are on adjacent campuses, which will allow for concurrent construction and cost savings through shared general conditions expenses.

In addition, the DCP, prepared by Graef under their continuing services contract, recommends a shared central energy plant to reduce long term energy use. The DCP is based on the Sales Surtax Funded Detail Report (Attachment F) and also addresses any issues noted by the Building Official and Plant Operations and Maintenance.

One significant issue identified is the need to replace the chilled water piping system at Southwest Middle School because of the frequent leaks that can be disruptive to the learning environment and costly to repair. This was not included in the Attachment F scope of work, but it is an eligible sales surtax expenditure. The controls system was also not included in Attachment F but parts are rated condition code 1 and need to be replaced.

Although it was previously anticipated the budget could accommodate all of the additional work, the construction pricing requires an investment of $300,000 facility renewal sales surtax contingency. This was presented to the Independent Citizens Oversight Committee at their February 15, 2017 meeting. The investment of up to $300,000 is covering approximately $900,000 in unfunded critical project needs (chilled water piping and controls).

The project also includes the classroom technology infrastructure educational technology scope.  This includes HVAC and electrical improvements to support technology. The HVAC scope has expanded to include an air handling unit for computer labs in Building 1 that is not properly sized for the load. This requires an investment of $30,000 in educational technology sales surtax contingency. This was not known at the time of the ICOC meeting, so it will be reported to them via email prior to the School Board meeting.

Board approval of the preconstruction services contract with Heard Construction, Inc. in December 2016 included all of the design services as well as an allowance of $750,000 for early procurement of equipment through owner direct purchase. The Guaranteed Maximum Price Amendment in the amount of $2,760,173.60 does not include previously approved preconstruction services and the allowance.

Funding for the project is through allocated facility renewal and educational technology sales surtax as well as through $30,000 educational technology sales surtax contingency and $300,000 facility renewal sales surtax contingency.

Project administration was previously budgeted with the preconstruction services contract and is being reduced by $20,000 to allow reallocation to the project construction budget. The ODP allowance was previously budgeted at $750,000 and is being reduced to $707,216.98 so that the difference ($42,783.02) can be reallocated to the project construction budget.

The project budget will be established by category based on the attached worksheet.

Board approval is required for purchase orders over $50,000.



Recommendation

Approve the additional project construction budget in the amount of $2,760,173.60 for the Southwest Middle School facility renewal project. The budget includes $30,000 educational technology sales surtax contingency and $300,000 facility renewal sales surtax contingency.

Approve the Guaranteed Maximum Price amendment to the design build services contract with Heard Construction, Inc. in the amount not to exceed $2,760,173.60 for the Southwest Middle School facility renewal project.



Meeting Date(s)
Consent w/o Information - 2/14/2017

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$172,215.20Yes39821226503007400681000
16/17$30,000.00No39821226503007400681000
16/17$2,257,958.40Yes39821225000007400681000
16/17$300,000.00No39821225000007400681000
16/17($20,000.00)Yes39821225000007400686000
16/17($42,783,02)Yes39821225206007400687000

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


Attachment:  Southwest GMP attachments.pdf