boc agenda 6.19.19 - gresham-barlow bondagenda bond oversight committee district facilities office...

AGENDA

Bond Oversight Committee District Facilities Office

2020 SE Fleming Avenue Gresham, 97080

June 19, 2019 6:00 pm

COMMITTEE MEMBERS:

George Seaman, Chair

Jason Dugan, Vice-Chair

Brianna Bigham

Sharon Estes

Michael Harris

Karen Johnston

Norm Hancock

Rick Searls

John Vandermosten

Bess Wills

MEETING DATES:

September 18, 2019

December 18, 2019

March 18, 2020

June 10, 2020

1. Welcome and Introductions

2. Proposed Meeting Dates

3. Project Updates

4. Budget Update

5. Review Draft Annual Report

6. Questions and Comments

______________________________________________________

Gresham-BarlowSchoolDistrictBondProjectStatusReport

NORTHGRESHAMELEMENTARYSCHOOL

ProjectTitle:NorthGreshamElementarySchoolReplacement ProjectManager:EmilHameedReportingStatusDate:June2019 ProjectManagerPhone:503-539-2245ProjectDescription:NewElementarySchoolandsiteworkPackagetoreplacetheexistingNorthGreshamElementarySchoolonthesamesite.

StatusataGlanceStatusItem As

Planned Caution RequiresResolution

LEGEND:

Budget X Movingalongwell,nosignificantconcernsatthistime.

Schedule X Resolutionmayimpactcostorschedule.

Construction X Requiresattentionandresolution.

DesignandConstructionSchedule

DesignPhase ConstructionPhase ORIGINALESTIMATE

CURRENTBUDGET

COMMITTEDTODATE

CURRENTBUDGETVARIANCESTART FINISH START FINISH

12/2016 1/2018 5/2018 8/2019 $30,369,354 $28,869,354 $28,616,169 $253,185CriticalIssues

1. Demolitionofcurrentbuildingandassociatedsitework.Somelandscape/fieldworktooccurintheFall.

ScheduleUpdates1. Constructionbegan5/21/182. BuildingConstructionstartedon6/18/183. Interiorfinishesnearlycomplete4. Classroomfinishesnearlycomplete5. Teachercontentmovedintonewbuilding6. Classroomcleaninghasbegun7. Abatementanddemolitionofoldbuildinghasbegun8. Siteimprovementscontinue9. Buildingconstructionaheadofschedule,siteworkonschedule

BudgetUpdates

1. Trackingconstructionandprojectcostsclosely2. Nomajorunforeseenissuesatthistime

GeneralProjectUpdates

1. LivewebcamvideoaccessibleonBondwebsite


EASTGRESHAMELEMENTARYSCHOOL

ProjectTitle:EastGreshamElementarySchoolReplacement ProjectManager:EmilHameedReportingStatusDate:June2019 ProjectManagerPhone:503-539-2245ProjectDescription:NewElementarySchoolandSiteworkPackagetoreplacetheexistingEastGreshamElementarySchoolonthesamesite.



LEGEND:






CURRENTBUDGET

COMMITTEDTODATE


12/2016 1/2018 5/2018 8/2019 $30,441,915 $32,141,915 $31,883,222 $258,692CriticalIssues

1. Costbenefitanalysisperformedtocompareprojectdelayvs.scheduleacceleration.-Toocostlytoallowfordelay

2. Scheduleaccelerationcostestimateincludedincommittedtodate3. Exteriorchangeremovingconcreteveneerpanelsandaddingsteelframedwalls.Positiveimpacton

schedule4. Demolitionofcurrentbuildingandassociatedsitework.Somelandscape/field/playareaworktooccurin

theFall.

ScheduleUpdates1. Constructionbegan6/4/182. BuildingConstructionstartedon7/9/183. Interiorsheetrockandpaintingnearlycomplete4. Classroomcaseworkinstallationcontinues5. Ceilingandlightinstallationcontinues6. Abatementanddemolitionofoldbuildinghasbegun7. Buildingconstructiontobecompleteby8/21/19foradministrationand8/27/19forstaff8. SiteworkforbusandparentdropoffwillbereadyforschoolintheFall.Remainderofsiteworkwill

continueintotheFall.

BudgetUpdates1. Siteconstraints

a. Limitedspacebetweenexistingbuildingscreatedchallengesforconcretetiltpanels2. Plancheckprocessimpactedprojectschedule3. Schedule

a. Projectaccelerationtocompletebuildingandsiteforstaff,studentsandcommunitywillhavecostimplications

4.Continuetomonitorbudgetanduseofovertimecarefully

GeneralProjectUpdates1. LivewebcamvideoaccessibleonBondwebsite


SAMBARLOWHIGHSCHOOL

ProjectTitle:SamBarlowHighSchoolReconstruction/Modernization ProjectManager:JohnAbelReportingStatusDate:June2019 ProjectManagerPhone:503-705-4640ProjectDescription:SelectiveDemolition,NewStandardClassrooms,ScienceClassroomsandCTEClassrooms,RenovationstoExistingClassrooms,MediaCenter,Auditorium,BandandChoirClassrooms,NewBleachersandFieldsandRequiredSiteImprovements.StatusataGlanceStatusItem As


LEGEND:





DesignPhase ConstructionPhase ORIGINAL*ESTIMATE

CURRENT*BUDGET

COMMITTED*TODATE


12/2016 4/2018 4/2018 7/2020 $70,100,000 $76,505,069 72,987,114 $3,517,955 *IncludesDeferredMaintenanceCriticalIssues

1. Budgetrequiresresolution.$4,700,000tobeaddedfromprogramcontingencytocovercompleteclassroomrenovations,exteriorsoffitreplacementandexteriorpainting,HVACreplacementinauditorium,additionalasbestosremoval,track&fieldimprovements

2. SummerconstructionpushforAugustcompletionofthefollowing:a. NewAddition–20classrooms,newadministration,newbusloopandnewcommonsb. RemodelWork–21existingclassroomscompleterenovation,oldadministrationtospecial

educationandartroomsc. Auditorium–completefullremodelofauditoriumd. PerformingArts–beginabatement,demolitionandrenovationofband,choirandblackbox

ScheduleUpdates

1. NewAddition:a. Buildingexteriornearlycompleteb. Buildinginterior2ndfloorclassroomsfinishinstallation,1stfloorpaintandfinishesinstallationc. Buildingpowerfullyoperational,elevatorcompleteawaitingfinalinspection

2. ExistingBuilding:a. Replacementdomesticwaterlineinstallation,classroomconversionsandrenovations

3. StadiumArea:a. StadiumStructure,trackandfieldimprovements,newturffield,lights,goalpostsandvisitor

bleachercompleteb. Newrestrooms,concessionstandandscoreboardinstallationunderway

BudgetUpdates

1. SomeUnforeseenConditionsencountered–(thinkhomeremodel)asreferencedaboveundercriticalissues.$4,700,000programcontingency

GeneralProjectUpdates-LivewebcamvideoaccessibleonBondWebsite


GRESHAMHIGHSCHOOL

ProjectTitle:GreshamHighSchoolReconstruction/Modernization ProjectManager:JohnAbelReportingStatusDate:June2019 ProjectManagerPhone:503-705-4640ProjectDescription:SelectiveDemolition,NewStandardClassrooms,ScienceClassroomsandCTEClassrooms,NewAuditorium,NewBusDropOff,NewParkingandRequiredSiteImprovements.



LEGEND:






CURRENTBUDGET

COMMITTEDTODATE


12/2016 4/2018 4/2018 12/2020 $85,968,545 $98,168,545 $97,491,309 $677,236CriticalIssues

1. Budgetandscheduleprogressingasplanned2. Beginningphase2requiringnewsitesafety&logisticsplan

ScheduleUpdates

1. 3rdfloorclassroomcasework,ceiling,lights,finishes&triminstalled2. 2ndfloorclassroompainting,ceiling,lightsandfloorbaseinstallationcontinues3. 1stfloorclassroomceilinggridandwallfinishinstallation4. Auditoriumpainting,HVACroughin,catwalkinstallationandexteriorwaterproofing5. Autoshop,SceneShopandotherPerformingArtsareasHVACinstalled,wallframingandpaintcontinues6. KitchensupportareaMEProughin,ceilinggridinstallationandrestroomfloorinstallation7. Newpoolentryunderconstruction8. Phase2moveout,abatementanddemolitionbeginningsoon

BudgetUpdates1. PoolandMen’sLockerRoomSeismicupgradecostestimatesunderreview2. Concessionsbuildingdesignbeingfinalizedandpricingtofollow3. Nomajorunforeseenissuesatthistime.

GeneralProjectUpdates-LivewebcamvideoaccessibleonBondWebsite


DEEPCREEK/DAMASCUSK-8SCHOOL

ProjectTitle:DeepCreekMiddleSchoolAdditionandRenovation ProjectManager:MathieuJacobsReportingStatusDate:June2019 ProjectManagerPhone:503-575-5141ProjectDescription:AdditiontoexistingDeepCreekSchoolandRenovationstosystemsandfinishes.



LEGEND:






CURRENTBUDGET

COMMITTEDTODATE

ESTIMATEDBUDGETVARIANCESTART FINISH START FINISH

7/2017 3/2018 1/2019 8/2019 $4,045,923 $5,305,559 $3,714,436 $1,591,123CriticalIssues

1. MaintenanceprojectfundsaddedtocurrentbudgetScheduleUpdates

1. Phase1,newclassroomadditiondriedinand90%drywallcomplete2. Asbestosabatementandinteriorremodelunderway3. Overallprojectaheadofscheduleatthistime

BudgetUpdates1. Nomajorunforeseenbudgetissuesatthistime

GeneralUpdates

1. Noneatthistime


HALLELEMENTARYSCHOOL

ProjectTitle:HallElementarySchoolAdditionandRenovation ProjectManager:MathieuJacobsReportingStatusDate:June2019 ProjectManagerPhone:503-575-5141ProjectDescription:AdditiontoexistingHallElementarySchoolandRenovationstosystemsandfinishes.Newbuslooptoseparateparentandbustrafficatpickup/dropofftimes.



LEGEND:






CURRENTBUDGET

COMMITTEDTODATE


7/2017 12/2018 3/2019 12/2019 $6,592,543 $9,186,983 $1,180,828 8,006,155CriticalIssues

1. Buildingpermithasnotbeenissued2. Firewallattieintoexistingbuildingdoesnotmeetcode.Solutionhasbeenidentifiedandwilladdcost.

Noadditionalfundsfortheprojectproposedatthistime3. Maintenanceprojectfundsaddedtocurrentbudget

ScheduleUpdates

1. Finalpermitresolutionmeeting6/18/20192. Newbusloopunderway3. Existingportablesdemolished4. Roofingunderway5. Asbestosabatementandinteriorremodelunderway6. Potentialaddedtimeduetopermitdelay

BudgetUpdate

1. Pricingexteriorfirewall–noadditionalfundsrequestedatthistime2. Nomajorunforeseenbudgetissuesatthistime

GeneralProjectUpdates

1. Noneatthistime


HOLLYDALEELEMENTARYSCHOOL

ProjectTitle:HollydaleElementarySchoolAdditionandRenovation ProjectManager:MathieuJacobsReportingStatusDate:June2019 ProjectManagerPhone:503-575-5141ProjectDescription:AdditiontoexistingHollydaleElementarySchoolandRenovationstosystemsandfinishes.



LEGEND:






CURRENTBUDGET

COMMITTEDTODATE


7/2017 12/2018 3/2019 12/2019 $4,530,967 $7,451,296 $1,073,841 $6,377,455CriticalIssues

1. Firewallattieintoexistingbuildingdoesnotmeetcode.Solutionhasbeenidentifiedandwilladdcost.Noadditionalfundsfortheprojectproposedatthistime

2. Maintenanceprojectfundsaddedtocurrentbudget

ScheduleUpdates1. Permitissued2. Abatementbeginsinexistingbuildingthismonth3. Interiorremodelandrenovationunderway4. Roofingunderway5. Buildingadditionunderway

BudgetUpdates

1. Pricingexteriorfirewall–noadditionalfundsrequestedatthistime2. Nomajorunforeseenbudgetissuesatthistime

GeneralProjectUpdates1. Noneatthistime


PLAYGROUNDS/TRACKS/FIELDS/ASPHALTPROJECT

ProjectTitle:Playgrounds/Tracks/Fields/AsphaltProject ProjectManager:ToddJohnsonReportingStatusDate:June2019 ProjectManagerPhone:503-880-1616ProjectDescription:Renovationstoexistingplaygrounds,tracksandasphaltsurfacesinthedistricttoimproveequipmentandsurfaces.



LEGEND:






CURRENTBUDGET

COMMITTEDTODATE


10/2017 4/2018 5/2018 8/2019 $3,957,791 $4,457,791 $4,052,099 $405,692CriticalIssues

1. Noneatthistime.SummaryStatusMilestones/deliverables/informationitemsforthisreportingperiod:

1. TracksatDexterMcCartyMiddleSchoolandGordonRussellMiddleSchoolwerecompleteduringSummer2017.However,duetodefects,bothtrackswillberesurfacedinSummer2019andreadyforstudentsinSeptemberatnocosttothedistrict.

2. FielddrainageimprovementsatClearCreekMiddleSchoolarecomplete3. PlaygroundinstallationatNorthGresham,EastGresham,HallandDeepCreekscheduledforSummer

20194. ParkinglotpavingatGordonRussellandDexterMcCartyscheduledforSummer2020.


DOORLOCKS/HARDWARE/SECURITYPROJECT

ProjectTitle:DoorLocks/Hardware/SecurityProject ProjectManager:MathieuJacobsReportingStatusDate:June2019 ProjectManagerPhone:503-575-5141ProjectDescription:Replaceinteriordoorhardwarewithhardwarethatallowsstafftolocktheirdoorsfrominsidetheirclassroomorofficespace.



LEGEND:






CURRENTBUDGET

COMMITTEDTODATE


7/2017 3/2019 1/2018 12/2019 $1,273,620 $1,273,620 $1,065,413 $208,207CriticalIssues

1. Noneatthistime SummaryStatusMilestones/deliverables/informationitemsforthisreportingperiod:

1. InstallationcompleteatallschoolsexceptremainingclassroomsatGreshamHighSchoolandSamBarlowHighSchool.


DISTRICTWIDEFURNITUREPROJECT

ProjectTitle:DistrictwideFurnitureProject ProjectManager:CornerstoneReportingStatusDate:June2019 ProjectManagerPhone:ProjectDescription:Replacementofclassroomstaffandstudentfurniturethroughoutthedistrict.



LEGEND:






CURRENTBUDGET

COMMITTEDTODATE


10/2017 3/2019 5/2018 8/2020 $5,569,000 $5,569,000 $5,569,000 CriticalIssues

1. Remainingclassroomfurnitureordercompleteanddelivered2. “Other”spacesneedsandcostcurrentlyidentifiedfor“big4”projects3. Additional$400,000allocatedfromprogramcontingency

SummaryStatusMilestones/deliverables/informationitemsforthisreportingperiod:

1. Allclassroomfurnituredelivered2. Additionalareasforfurnitureidentifiedandordered


WestOrientMiddleSchool–HVACProject

ProjectTitle:WestOrientMiddleSchoolHVACProject ProjectManager:DistrictDirectReportingStatusDate:June2019 ProjectManagerPhone:503-261-4567ProjectDescription:Improveindoorairqualityin10classroomsatWestOrientMiddleSchool.

StatusataGlanceStatusItem OnTrack Caution OffTrack LEGEND:

Budget X Movingalongwell,nosignificantconcernsatthistime..

Schedule X Withoutresolution,mayimpactcostorschedule.




APPROVEDBUDGET COSTTODATE

ESTIMATEDBUDGETVARIANCE

START FINISH START FINISH

02/2017 05/2017 06/2017 10/2017 $294,500 $294,500 $242,690 CriticalIssuesNone.Workinsidetheclassroomsiscomplete.Someelectrical/controlswork(outsidetheclassroom)isnecessaryforfinalcompletion.SummaryStatusProjectworkinsidetheclassroomswascompletepriortostaffreturningtowork.Closeoutwilloccuroncecontrolsworkiscomplete.

Gresham Barlow School District 6/19/19 2016 Capital Improvements Projects Program Contingency Summary 1.1 Program Contingency $ 6,381,992 Additional bond premium 3,865,130

Interest earned 3/1/19 - 5/31/19 (contingency add) 1,159,139 1.2 Amounts Distributed from Program Contingency: 1.2a District Costs $ 500,000 (bond issuance, management)

1.2b Districtwide Furniture $ 400,000 (added cost due to standards) 1.2c Kelly Creek Elementary ($ 275,000) (project closeout)

1.2d Sam Barlow High School Project $ 4,700,000 (complete classroom renovations, paint entire

building exterior, replace exterior soffits, HVAC duct replacement-auditorium, track & field improvements, restroom renovations)

1.3 Current Program Contingency $ 6,081,261

Gresham Barlow School District2016 Capital Improvement ProjectsBond Budget Summary6/13/19

SCHOOL ORIGINAL ESTIMATE

PROGRAM CONTINGENCY/MISC

TRANSFERS UPDATED ESTIMATE

1.1 District Wide Costs -$ 5,000,000$ 5,000,000$ 1.2 District Wide FFE -$ 400,000$ 5,969,000$ 1.3 District Wide Radios 300,000$ -$ 300,000$ 1.4 District Wide Technology -$ -$ 5,610,292$ 1.5 Door Locks/Security -$ -$ 1,273,620$ 1.6 Tracks/Fields/Playgrounds/Asphalt -$ 500,000$ 4,457,791$ 1.7 East Gresham ES 28,970,000$ 3,300,000$ 32,141,915$ 1.8 East Orient ES 3,147,000$ -$ 1,197,036$ 1.9 East Orient ES Maintenance Projects -$ -$ 1,083,032$ 1.10 Hall ES 8,014,000$ 2,100,000$ 8,692,543$ 1.11 Hall ES Maintenance Projects -$ -$ 494,440$ 1.12 Highland ES 3,432,000$ -$ 1,645,401$ 1.13 Highland ES Roofing Project -$ -$ -$ 1.14 Highland ES Maintenance Projects -$ -$ 838,274$ 1.15 Hogan Cedars ES 1,672,000$ -$ 803,471$ 1.16 Hogan Cedars ES Maintenance Projects -$ -$ 128,558$ 1.17 Hollydale ES 6,514,000$ 2,000,000$ 6,530,967$ 1.18 Hollydale ES Maintenance Projects -$ -$ 920,329$ 1.19 Kelly Creek ES 4,334,000$ 113,152$ 3,322,643$ 1.20 Kelly Creek ES Maintenance Projects -$ (388,152)$ -$ 1.21 North Gresham ES 28,970,000$ 100,000$ 28,869,354$ 1.22 Powell Valley ES 3,747,000$ 944,414$ 3,556,657$ 1.23 Powell Valley ES Maintenance Projects -$ (419,414)$ 100,000$ 1.24 West Gresham ES 562,000$ -$ 137,108$ 1.25 Deep Creek K-8 6,340,199$ 115,000$ 4,160,923$ 1.26 Deep Creek K-8 2017 Roofing Project -$ -$ 123,500$ 1.27 Deep Creek K-8 2017 Maintenance Projects -$ -$ 1,021,136$ 1.28 Clear Creek MS 11,464,000$ -$ 8,177,154$ 1.29 Clear Creek Middle School Maint. Projects -$ -$ 1,592,500$ 1.30 Dexter McCarty MS 10,676,000$ -$ 9,354,466$ 1.31 Gordon Russell MS 13,334,000$ -$ 11,841,670$ 1.32 West Orient MS 3,232,000$ -$ 1,526,646$ 1.33 West Orient MS - 2017 HVAC Project -$ -$ 294,500$ 1.34 West Orient Middle School Maintenance -$ -$ 903,005$ 1.35 Gresham HS 93,244,000$ 7,500,000$ 98,168,545$ 1.36 Gresham HS Def. Maint. -$ -$ 1,461,000$ 1.37 Sam Barlow HS 70,100,000$ 12,600,000$ 75,793,875$ 1.38 Sam Barlow HS Def. Maint. -$ -$ 5,411,194$ 1.39 Springwater Trail HS 1,099,000$ -$ 913,655$

1.40 BOND SUBTOTAL * 299,151,199$ 33,865,000$ 333,816,199$

1.41 GRANTS & REIMBURSABLES 800,000$ -$ Included aboveINTEREST EARNINGS 6,270,777$ (6,270,777)$

1.42 PROGRAM CONTINGENCY 33,675,484$ (27,594,223)$ 6,081,261$

1.43 BOND TOTALS 339,897,460$ -$ 339,897,460$

NOTES:1.44 FFE costs have been removed from all project budgets to create stand alone budget1.45 Technology Costs of $5.569M have been deducted from all projects except GHS and SBHS Deferred Maintenance1.46 Original Program Contingency Amount is $29,810,3541.47 * Bond Subtotal includes Oregon School Capital Improvement Matching Grant of $8,000,000

Gresham-Barlow School District - 2016 Capital Improvement Project Bond Budget/Committed Summary

4/30/2019

Total BalanceToDate Encumbrance Remainig

2016BondDistrictWideCosts 4,500,000$ 4,202,707 604,638 -307,345DistrictWideFurniture/Fixtures/Equip 5,569,000$ 4,682,259 900,742 -14,001DistrictWideRadios 300,000$ 300,519 0 -519DistrictWideTechnology 5,610,292$ 2,444,351 1,168,034 1,997,907Security 1,273,620$ 857,127 208,286 208,207Playground/Track/Field 4,457,791$ 2,780,965 1,271,134 405,691EastGreshamE.S. 32,141,915$ 17,460,465 14,422,757 258,692EastOrientE.S. 1,197,036$ 3,585 140,882 1,052,569EastOrientE.S.-MaintenanceProjects 1,083,032$ 1,760 0 1,081,272HallE.S. 3,692,543$ 603,552 500,707 2,588,284HallE.S.-MaintenanceProjects 494,440$ 0 76,569 417,871HallE.S.-OSCIM 5,000,000$ 0 0 5,000,000HighlandE.S. 1,645,401$ 311,886 170,735 1,162,780HighlandE.S.-RoofingProject -$ 0 0 0HighlandE.S.-MaintenanceProjects 838,274$ 0 25,489 812,785HogansCedarsE.S. 803,471$ 3,450 91,859 708,162HogansCedarsE.S.-MaintenanceProjects 128,558$ 0 0 128,558HollydaleE.S. 3,530,967$ 487,035 504,222 2,539,710HollydaleE.S.-MaintenanceProjects 920,329$ 2,885 79,699 837,745HollydaleE.S.-OSCIM 3,000,000$ 0 0 3,000,000KellyCreekE.S. 3,597,643$ 3,122,477 4,257 470,909KellyCreekE.S.-MaintenanceProjects -$ 102,380 0 -102,380NorthGreshamE.S. 28,869,354$ 18,225,409 10,390,760 253,185PowellValleyE.S. 3,556,657$ 3,427,399 129,029 229PowellValleyE.S.-MaintenanceProjects 100,000$ 130,906 21,338 -52,245WestGreshamE.S. 137,108$ 21,727 10,655 104,726DeepCreekElementary 4,160,923$ 1,088,180 2,618,707 454,036DeepCreekElementary-RoofingProject 123,500$ 7,549 0 115,951DeepCreekElementary-MaintenanceProjects 1,021,136$ 0 0 1,021,136DeepCreekK-8 -$ 3,097 0 -3,097ClearCreekM.S. 8,177,154$ 16,458 40,390 8,120,306ClearCreekM.S.-MaintenanceProjects 1,592,500$ 293,790 0 1,298,710DexterMcCartyM.S. 9,354,466$ 98,965 36,920 9,218,581GordonRussellM.S. 11,841,670$ 12,443 472,891 11,356,337WestOrientM.S. 1,526,646$ 176,869 165,889 1,183,888WestOrientM.S.-HVACProject 294,500$ 227,367 0 67,133WestOrientM.S.-MaintenanceProjects 903,005$ 129,301 16,892 756,812GreshamH.S 98,168,545$ 41,302,590 56,188,719 677,236GreshamH.S-MaintenanceProjects 1,461,000$ 419,714 621,974 419,312SamBarlowH.S. 71,093,875$ 35,466,176 34,121,058 1,506,641SamBarlowH.S.-MaintenanceProjects 5,411,194$ 1,547,582 1,852,298 2,011,314SpringwaterTrailH.S. 913,654$ 3,752 26,347 883,555BondPremium 6,381,992$ 0 0 6,381,992

TOTAL 334,873,191$ 139,966,680 126,883,876 68,022,636

PROJECT Estimate

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