Board Construction Update Measure T Bond M E E T I N G N O V E M B E R 9,

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1 Board Construction Update Measure T Bond M E E T I N G N O V E M B E R 9,

2 Introductions Agenda Goals Progress Updates Risk Management Project Sequencing Communications Plan Program Controls Update Next Steps Board Actions 2

3 Introductions M e a s u r e T B o n d T e a m John Baker Superintendent Redwood City School District Hilary Paulson Trustee Redwood City School District Wael Saleh Chief Business Officer Redwood City School District Dennis McBride Trustee Redwood City School District Don Dias Program Bond Manager Redwood City School District Naomi Hunter Director of Communications Redwood City School District 3

4 Introductions M e a s u r e T B o n d T e a m Expertise 35+ Years as Educator 35+ Years of Operational Experience w/ School Redwood City School District Legal Competency Financial Proficiency Extensive Communications & Strategic Stakeholder Engagement Capabilities Experience w/ Prior Bond Measures 4

5 Introductions B R A I L S F O R D & D U N L A V E Y B&D is a national K-12 program management leader The principals and staff assigned to our projects have consistently demonstrated a capacity to solve complex problems, meet challenging schedules, manage tight budgets and ultimately ensure quality results. -Allen Lew, Former Executive Director D.C. Office of Public Education Facilities Modernization 125 PK-12 projects across the nation $35B In community projects delivered 144 Educational projects in California 5

6 Introductions R G M & A S S O C I A T E S K-12 & K-14 Education Expertise When a District contracts with RGM, it can expect great attention to its needs and aspirations... Most importantly, it will succeed in its facility development goals regardless of the size of its projects or the scope of the work. -Kenneth J. Ranella, Retired Superintendent, Menlo Park City School District RCSD Experience Regional Northern California Focus Local Business Enterprise 6

7 Introductions P R O G A R A M M A N A G E R - M A N A G E M E N T C O M M I T T E E Chris Dunlavey, FAIA, LEED AP Management Committee Brailsford & Dunlavey Will Mangrum Management Committee Brailsford & Dunlavey Ralph Caputo Management Committee RGM & Associates 7

8 Introductions P R O G R A M M A N A G E M E N T - P R O G R A M T E A M Jon Novero Senior Program Consultant RGM & Associates Olakunle Gbadamosi, LEED AP Project Manager Brailsford & Dunlavey Greg Lykken Program Controls & Construction Coordinator RGM & Associates Will Robertson Project Manager RGM & Associates Gino Elliot Construction Manager RGM & Associates Ty Specht, ALEP Assistant Project Manager Brailsford & Dunlavey 8

9 Introductions P R O G R A M M A N A G E M E N T - P R O G R A M T E A M Alaric Robinson Project Manager Brailsford & Dunlavey Candy Burns Program Coordinator RGM & Associates 9

10 Goals T O D AY S O B J E C T I V E S 1. Bond Program Team Distinct Advantages 2. Updates on Progress Made to Date 3. Understanding of the Sequencing Drivers 4. Communications Plan & Outreach 10

11 Progress Updates D U E D I L I G E N C E Efforts to Date Reconciling Facility Master Plan ( FMP ) Phase 1 Scope Site Visits Confirming Existing Site Conditions Initiating Educational Programming Probable Cost Estimating Procurements / Solicitations 11

12 Progress Updates P R O C U R E M E N T A C T I V I T I E S Architect & Engineer ( AE ) Selection Process District Issued Request For Qualifications ( RFQ ) 18 Highly Qualified AE s Submitted Statement of Qualifications ( SOQ ) 8 Firms Short-listed for Interviews 7 Firms Selected to Participate in Pool 12

13 Progress Updates P R O C U R E M E N T A C T I V I T I E S AE Pool Recommendations Primary Projects Renovation New Construction Spatial Repurposing, etc. Technology Infrastructure Safety & Security Site Improvements 13

14 Progress Updates P R O C U R E M E N T A C T I V I T I E S Sample Primary Project 14

15 Progress Updates P R O C U R E M E N T A C T I V I T I E S Sample Primary Project 15

16 Progress Updates P R O C U R E M E N T A C T I V I T I E S Interim Housing 16

17 Progress Updates P R O C U R E M E N T A C T I V I T I E S AE Pool Recommendations Modernization Projects Spatial Repurposing Interior Improvements, etc. Technology Infrastructure Safety & Security Infrastructure - HVAC 17

18 Progress Updates P R O C U R E M E N T A C T I V I T I E S Sample Modernization Project 18

19 Progress Updates P R O C U R E M E N T A C T I V I T I E S Sample Modernization Project 19

20 Progress Updates P R O C U R E M E N T A C T I V I T I E S Sample Modernization Project 20

21 Progress Updates P R O C U R E M E N T A C T I V I T I E S Sample Modernization Project 21

22 Progress Updates P R O C U R E M E N T A C T I V I T I E S AE Pool Selection Rationale 1. Deep Pool of AE Firms Responds to Market Conditions & Competing Interests 2. Experience & Expertise Firm Team Members Location Consultants Familiarity with Project Types & Site Conditions Capacity 22

23 Progress Updates P R O C U R E M E N T A C T I V I T I E S PRIMARY & MODERNIZATION AE FIRMS MODERNIZATION ONLY AE FIRMS Cody Anderson Wasney (CAW) Artik CSDA Group Gelfand Partners Deems Lewis McKinley (DLM) Spencer & Associates LPA 23

24 Progress Updates P R O C U R E M E N T A C T I V I T I E S Project Assignments - Planning LPA 1. Continued Master Plan Support & Coordination 2. Develop Master Education Specifications 3. Develop Design Standards 24

25 Progress Updates P R O C U R E M E N T A C T I V I T I E S Project Assignments Cody Anderson Watney o John Gill (Primary), Roy Cloud (Modernization), Roosevelt (Modernization) CSDA Group o Hoover (Primary), Clifford (Modernization) DLM o Taft (Primary), Kennedy (Primary), Selby Lane (Modernization) LPA o Garfield (Primary), Fair Oaks (Modernization) 25

26 Progress Updates P R O C U R E M E N T A C T I V I T I E S Project Assignments Artik o Henry Ford (Modernization) Gelfand Partners o Orion (Modernization), Adelante (Modernization) Spencer & Associates o North Star Academy (Modernization), Hawes (Modernization), McKinley Institute of Technology (Modernization) 26

27 Risk Management Approach D U E D I L I G E N C E Facilities Master Plan - Clarifying & Refining Planned vs Proposed Scope Site Investigations Geotechnical Subsurface Conditions Hazardous Material Testing California Environmental Quality Act Site Surveys Advancing Designs Informed Pricing / Cost Estimating Scope to Budget Reconciliations 27

28 Risk Management Approach D U E D I L I G E N C E Budget Development Scope Confirmation Collaboration AE, Site Committees, & Program Team Continuous Estimate Updates Project & Program Contingencies, Escalations, and Program Reserves Budget Approval Process Program Team Develops Hard & Soft Cost Estimate w/ Contingencies & Escalation Bond Team Reviews & Approves Board Reviews & Approves All Contracts Basis for Approval of Future Contract Obligations and Updates 28

29 Project Sequencing Q U I C K S T A R T P R O J E C T S 2nd Floor Air Conditioning Roy Cloud, Clifford, and Selby Lane Lunch Shelter / Shade Structures Orion, Taft, Kennedy, Fair Oaks, Henry Ford, Northstar, Roy Cloud, Hawes, and McKinley District Offices Emergency Back-Up Generator Voice Over IP 29

30 Project Sequencing Q U I C K S T A R T P R O J E C T S Shelter - Shade Sails 30

31 Project Sequencing Q U I C K S T A R T P R O J E C T S Lunch Shelter & Shade Structures 31

32 Project Sequencing Q U I C K S T A R T P R O J E C T S Lunch Shelter & Shade Structures 32

33 Project Sequencing O T H E R S E Q U E N C I N G F A C T O R S Balanced Spending Plan Funding, Commitments, and Expenditures Aligning w/ Bond Issuances Balancing Completion of Primary and Modernization Projects Interim Housing Needs 33

34 Project Sequencing O T H E R S E Q U E N C I N G F A C T O R S Complete Designs On All Primary Project Designs Why? o DSA Approval Process 5-8 Months o Competing Interests Other School Districts Active Construction Market 34

35 Communications Plan Goals Keep all stakeholders well informed of project developments Provide neighbors of schools with construction updates and information Make information about Measure T easy to find and understand Keep students safe and parents informed by providing frequent updates on school construction 35

36 Communications Plan Outreach Measure T outreach and communications will use a wide variety of communications methods: Website Monthly newsletter (beginning January 2017) Video updates Social media (Facebook, Twitter, NextDoor, etc.) RCSD Parent communication network s, flyers, phone calls, text message, mobile app, principals newsletters Parent meetings Community meetings Neighborhood flyer/postcard updates 36

37 Citizens Oversight Committee Kick-Off Meeting November 3 rd Committee Parents, Taxpayer Association, Community Members at-large, Seniors, and Businesses Agenda Actions Next Steps 37

38 Program Controls Updates Colbi Account-Ability Supports Financial Collaboration & Reconciliation Transparency, Best Practices Reporting, Real Time Reporting Supports Audits Colbi-Doc s Document tracking & management 38

39 Next Steps 1. Consultant RFQ Short-Listing Geological Soils & Engineering 6 Submissions / Short-List 3 Firms Topography & Land Surveyors 6 Submissions / Short-List 4 Firms Hazardous Material Testing 9 Submissions / Short-List 4 Firms California Environmental Quality Act Consultants 5 Submissions / Short-List 2-3 Firms 39

40 Next Steps 1. Finalize Early Probable Costs Estimates 2. Programming & Planning Efforts via AE s 3. Development of Master Education Specifications 4. Development of Design Standards 5. Implement Communications Plan 6. Stakeholder Engagement Re-engage Site Committees 40

41 Board Actions 1. Approve AE Pools 2. Approve AE Interim Agreements Master Agreement + Supplemental Agreements 3. Board Resolution Zoning Exemptions 41

42 Q&A 42