School Board Briefing/Proposed Action Report

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Leonard Flynn
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School Board Briefing/Proposed Action Report Informational (no action required by Board) Action Report (Board will be required to take action) DATE: February 25, 2016 FROM: Dr.

1 School Board Briefing/Proposed Action Report Informational (no action required by Board) Action Report (Board will be required to take action) DATE: February 25, 2016 FROM: Dr. Larry Nyland, Superintendent LEAD STAFF: Dr. Lester Herndon, Associate Superintendent, Facilities and Operations, (206) , I. TITLE BTA IV: Award Architectural and Engineering Services Contract P1426 with DLR Group, for E.C. Hughes Elementary School Modernization. For Introduction: March 2, 2016 For Action: March 16, 2016 II. WHY BOARD ACTION IS NECESSARY Per Board Policy No. 6220, Procurement, all contracts exceeding $250,000 must be approved by the Board. The contract for the full scope of Architectural and Engineering Services for E.C. Hughes Elementary School will exceed $250,000. III. FISCAL IMPACT/REVENUE SOURCE Fiscal impact to this action will be the Architect/Engineer (A/E) consultant s fee in the amount of One Million Five Hundred Fifty Seven Thousand and Fifty One Dollars ($1,557,051), plus Reimbursable Expenses not to exceed Twenty Thousand Dollars ($20,000). The budget for this project is Fourteen Million Three Hundred and Fifty Eight Thousand and One Hundred and Sixty Eight Dollars ($14,358,168) with funding coming from the following resources: Funding Source Amount BTA IV $7,057,500 Distressed Schools Grant $4,952,000 OSPI School Construction Assistance Program $2,348,845 Total $14,358,168 Expenditure: One-time Annual Other Source IV. POLICY IMPLICATION Per Board Policy No. 6220, Procurement, all contracts over $250,000 must be brought before the Board for approval. The work to be performed under this contract would be in compliance with H25.00, Natural Resources Conservation Policy, and H25.01, Natural Resources Conservation Procedure, as well as Resolution 2012/13-12, Resolution on Sustainability and the Design and Construction of High Performance Schools. 1

2 V. RECOMMENDED MOTION I move that the School Board authorize the Superintendent to execute Contract P1426, with DLR Group, in the amount of One Million Five Hundred Fifty Seven Thousand and Fifty One Dollars ($1,557,051), plus Reimbursable Expenses not to exceed Twenty Thousand Dollars ($20,000), for Architectural and Engineering Services for E.C. Hughes Elementary School, in the form of the contract attached to the Board Action Report, with any minor additions, deletions, and modifications deemed necessary by the Superintendent, and to take any necessary actions to implement the agreement. VI. BOARD COMMITTEE RECOMMENDATION This motion was discussed at the Operations Committee on February 25, The Committee moved this item forward to the full Board with a recommendation for approval. VII. BACKGROUND INFORMATION The Enrollment Planning section of the Capital Projects and Planning department has identified a need for additional capacity in the West Seattle community. They have recommended that E.C. Hughes Elementary School be renovated and re-opened to meet projected capacity needs. It is necessary to begin project specific planning and design work immediately to allow bidding and construction to be completed for re-opening the school in the fall of Scope of work will include but is not limited to: Complete renovation and modernization Upgrades to mechanical and electrical systems Seismic improvements Site improvements The firm of DLR Group, Inc. was selected through the A/E selection procedures established in Superintendent Procedure 6220SP.C. Sixteen (16) firms submitted their qualifications. Three (3) firms were shortlisted and interviewed. Of the three (3) firms interviewed, DLR Group, Inc. was judged to be the most qualified to provide design services. VIII. STATEMENT OF ISSUE Whether to execute the architectural and engineering contract with DLR Group for E.C. Hughes Elementary. IX. ALTERNATIVES Do not execute the contract. This is not recommended. If the contract is not executed, the planned schedule for this capital construction project in the BEX IV Capital Levy will not be maintained. 2

3 X. RESEARCH AND DATA SOURCES / BENCHMARKS The architect will employ the following resources when planning and beginning design of this project: Meng Facilities Condition Assessment Report, 2014 Technical Building Standards Elementary School Generic Educational Specifications H25.00, Natural Resources Conservation Policy, and H25.01, Natural Resources Conservation Procedure Resolution 2012/13-12, Resolution on Sustainability and the Design Construction of High Performance Schools. BTA IV Robinson Cost Estimate Office of Financial Management Architect/Engineer fee guidelines XI. TIMELINE FOR IMPLEMENTATION / COMMUNITY ENGAGEMENT Upon Board approval, the Superintendent will execute an agreement and planning and design will begin. XII. ATTACHMENTS Contract P1426 3

School Board Briefing/Proposed Action Report

School Board Briefing/Proposed Action Report Informational (no action required by Board) Action Report (Board will be required to take action) DATE: September 1, 2015 FROM: Dr. Larry Nyland, Superintendent