12-08-2015 Regular School Board Meeting
Agenda Item #33

Roy Allen Elementary School - HVAC Engineering Services and Pre-Construction Services


Plant Operations and Maintenance staff has identified the chiller and central mechanical plant components at Roy Allen Elementary School as failing. The system is 19 years of age and is  badly deteriorating.

The project is funded in the Sales Surtax Detailed Report (Attachment F) for Roy Allen Elementary. However, the school is not scheduled until year 4 of the sales surtax program. Due to the failing system, Project Management staff reported the urgency of replacing the chiller and related components to the Independent Citizens Oversight Committee (ICOC) at their August and October 2015 meetings and advised moving forward as an out-of-sequence project. This is one of several failing chillers/mechanical systems that will be addressed out of sequence.

DDC Engineering, Inc. has submitted a design proposal under their continuing contract for mechanical, electrical, plumbing and fire protection (MEP) services in an amount not to exceed $47,490.

Since staff will be executing this project through one of the District's construction management continuing services contract, Gilbane Building Company is being engaged now for preconstruction services including estimating, subcontractor bidding, developing the Guaranteed Maximum Price (GMP), determining owner direct purchases, scheduling and coordination with District staff at Roy Allen Elementary. This will allow the designer and construction manager to work together to ensure the project remains within budgetary parameters. The GMP price amendment is expected by March 2016. The preconstruction services proposal is an amount not to exceed $3,210.

Staff administrative support budget in the amount of $5,000 is also requested.

Board approval is required for purchase orders over $50,000. The combination of these contracts exceeds the threshold. In order to expedite the work, approval is requested as consent item without prior information.


Approve the design and preconstruction services budget for Roy Allen Elementary School chiller and mechanical system renewal in an amount not to exceed $55,700.

Approve the engineering services proposal submitted by DDC Engineering, Inc. under their continuing contract for mechanical, electrical, plumbing and fire protection (MEP) services in the amount not to exceed $47,490.

Approve the preconstruction services proposal submitted by Gilbane Building Company under their continuing contract for construction management services in the amount not to exceed $3,210. for Roy Allen Elementary School.

Meeting Date(s)
Consent w/o Information - 12/8/2015

Authority for Action
F.S. 1001.42

Involves Expenditure of Funds Directly in the Classroom

Source of Funding
Capital Projects

Cost Center

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

Attachment:  Roy Allen Attachments for Design and Precon Agenda Item.pdf