In this Issue:

Piedmont Unified School District continues to pursue a multi-pronged strategy in developing a plan to address the seismic strengthening needs of its facilities.This newsletter outlines the most up to date information available on the district’s progress.

 

Master Planning Overview
The Program Management Team is responsible for developing a Master Plan to address the seismic safety and related accessibility and fire & life safety deficiencies of the district’s facilities.The plan will include the priorities, scope and budget for the overall program and for each school site as well as an estimated timeline for the completion of each project.Although the process is not entirely sequential, it can be thought of as happening in four major stages.

1.Evaluation & Analysis: Architects murakami/Nelson, working with Structural Engineer Ron Gallagher, are performing a detailed assessment of each school site to identify seismic deficiencies and related accessibility and fire & life safety issues.This evaluation includes the Tier 2 quantitative engineering analysis of the structural issues at each site.In some instances, when significant structural risks have been identified, near-term mitigation steps may be recommended to reduce the life safety risk until a permanent solution is completed.Evaluation & Analysis has been completed for the Havens, PHS, and Beach sites and the remaining sites are expected to be completed by this Fall.

2.Concept Design & Cost Estimation: murakami/Nelson are developing one or more design concepts to address the seismic, accessibility and fire & life safety issues at each site, as well as rough cost estimates for each design option.This stage of the planning process has been completed for Havens.Design concepts and cost estimates for the remaining sites are expected to be completed by this Fall.

3.Cost/Benefit Analysis: The program management team, led by Capital Program Management, will develop a cost benefit analysis for each project, which includes an assessment of whether the potential scope of work, when considered in the aggregate (all projects together), can be accomplished within the total $56 million bond program authorization.Although this process is ongoing, an analysis of the overall program cost and priorities will not be completed until after concept design options and cost estimates have been reviewed for all of the sites.

4.Project & Program Implementation: Once the Master Plan and project plans are finalized and approved by the Board of Education, the Program Management Team, working with the Division of the State Architect, will manage the implementation of each project and the overall program plan through detailed Design / Construction Documents / Construction.

Public input will continue to take place at major milestones throughout the planning process – at scheduled public engagement and regular board meetings, in meetings of the Steering Committee and Technical Advisory Committee, and via e-mail to the PUSD Bond Program website.

 

Havens Update
The architects and engineers have completed the Evaluation, Design Concepts and Cost Estimates.According to structural engineer, Ron Gallagher, “All three buildings do not meet the agreed upon ASCE 31 performance standards for life safety.The already vacated classroom wings of the main building have the most serious deficiencies.” According to architect John Nelson, “Given the topographic constraints of the site, what has evolved over time is a maze of accessibility with significant barriers along most routes.”Three retrofit options have been developed with preliminary cost estimates ranging from $9.5 to $23.2 million.In addition, a very rough estimate for a fourth option to rebuild the school has been developed with a range of $35 to $41.8 million.The options and cost estimates are currently being reviewed and vetted by working committees of the bond program and will continue to be refined in the future.A Havens Community Meeting was held on May 30 to solicit additional public input on each of these options.A recap of the meeting will be available on the website soon. 

Click here to see the Havens Evaluation & Analysis

 

PHS Update
The Evaluation & Analysis of the high school campus is complete.The structural analysis identified that the most serious deficiencies exist in the Quad Building, comprised of five different structures built between the 1930’s and late 1990’s.The clay tile roof on the oldest part of this building poses the greatest life safety risk.The Tier 2 analysis substantiated the preliminary analysis on the Student Center building.In the event of a major earthquake the building would likely suffer significant damage, however not be a collapse hazard.Different from the preliminary analysis, the Tier 2 findings on the Alan Harvey Theatre indicate that, “The theatre generally meets ASCE 31 life safety criteria, except that some of the connections of the roof framing to the large concrete columns are overstressed.”Near-term Mitigation: murakami/Nelson, Inc.recommended that, “If the two older wings of the Quad building continue to be used before being strengthened, then the heavy roof tile should be removed and replaced with a light-weight temporary roof as an interim safety measure.” The Board authorized for this work to be completed this summer.The scope of the project involves removing tile from a portion of the quad (30’s) building and installing a temporary roof using a standard composition roof shingle.The color of the temporary roof will approximate a match to the existing roof tiles, and the ORIGINAL clay tiles will be retained and stored.The projected cost of the temporary roof installation is less than $100,000. 

The Board has authorized murakami/Nelson to continue working on the campus this summer, and targeted October 2007 for the Concept Design and Cost Estimation work to be complete.

Click here to see the PHS Evaluation & Analysis

 

Beach Update
The Evaluation & Analysis phase at the school is complete.The structural deficiencies identified at the elementary school facility are similar to the deficiencies of the 1930’s construction at Havens, with one exception.According to structural engineer, Ron Gallagher, “Many of the shear walls in the building are significantly overstressed.While we do not believe the building is a collapse hazard, it appears it would suffer significant damage” due in large part to the heavy tile roof and many window and door openings in the exterior walls.Addressing the structural deficiencies is likely to trigger some level of accessibility and life- safety upgrades.No Near-term Mitigation measures were recommended.Click here to see the Beach Evaluation & Analysis

 

State Matching Funds
The District has applied to the Office of Public School Construction for State matching funds.With the passage of Proposition 1D in November 2007, $7.35 billion more in State funds will be available for K-12 public school construction modernization projects.Eligibility is based on the age of buildings, student population, and past receipt of state modernization funds.Based on these criteria, the District is eligible for over $11.7 million in state modernization funds.Access to the funds is on a first come first serve basis.Application for State funds can be made only after project plans have been approved by the Division of the State Architect.Estimates of State Modernization Funding by Site

 

Civic Center Master Planning Meetings
A special joint session of the City Council and Board of Education was held on April 30, to receive an update from Fisher Friedman Associates regarding the City’s Civic Center Master Plan Project and murakami/Nelson architects regarding the School District’s Bond Program.Because school facilities are located within our town center, proposed modifications to these facilities may impact the Civic Center Master Plan development proposals.After hearing the presentations, the Council and School Board heard from the public and considered how best to maximize the efficient use of community resources in addressing the two renovation efforts.The Board asked for public feedback as to: 1) repair or rebuild preferences regarding Havens School; 2) whether Ellen Driscoll Auditorium should be preserved given its architectural heritage; 3) entrance to Havens School and location of drop-off zones; and 4) building accessibility.A second joint session is scheduled for June 11 when the City Council and School Board will continue their discussion of opportunities for joint action in the Civic Center.The meeting will take place at 7:30 pm in City Hall Council Chambers.

 

Next School Board Meeting
The next regular meeting of the School Board will take place on June 13 at 7:00 pm in City Hall Council Chambers.The public is invited and encouraged to attend this meeting and provide input.

In this Issue:

The Program Management Team continues to pursue a multi-pronged strategy in developing a plan to address the seismic strengthening needs of PUSD facilities.murakami/Nelson is conducting the quantitative and cost analysis for Havens and PHS.Findings and recommendations for Havens will be presented in April.Public input and discussion of the recommendations will take place in early May.On May 23rd, the Board plans to provide direction to staff and consultants on which facility option to pursue at Havens Elementary School: 1) retrofit, 2) rebuild in- kind, or 3) redesign.In preparation for this decision, a revised near-term schedule with key milestones and dates has been released.

 

Revised Near-term Schedule Released – Havens
Program Manager, David Burke, released a near-term schedule that identifies the key milestones and proposed timeline that will be followed in order for the Board to be able to provide direction to staff and consultants at its May 23rd meeting. 

• (2/14/07) Presentation of Tier II, Accessibility & Fire/Life Safety Reports
• (4/25/07) Presentation of Facility Options & Costs
• (5/7/07) Discussion of Facility Options (If Needed)
• (5/9/07) Discussion of Facility Options
• (5/23/07) Board Decision on Havens Facility Options

Mr.Burke explained that the soonest major construction might begin at Havens would be in June 2008, and clarified that this assumes the Board decided to pursue a “retrofit only” option on May 23rd.Should the Board decide on a rebuild option, the design time for the new buildings would result in construction starting sometime after the summer of 2008.

Click Here to Review Revised Near-term Schedule

 

Revised Near-term Schedule Released – PHS
Included in the schedule are milestones for the PHS project, which is next in line to be reviewed.Based on the findings presented, the Board will revisit potential short/long-term mitigation plans at the school site. 

• (3/28/07) Presentation of Tier II, Accessibility & Fire/Life Safety Reports
• (5/9/07) Revisit Short/Long-term Mitigation Options
• (5/23/07) Presentation of Facility Options & Costs

Click Here to Review Revised Near-term Schedule

 

Findings from Engineering Analysis of Havens Presented
murakami/Nelson has completed a structural engineering evaluation and analysis of how targeted Havens buildings would perform in the event of a major earthquake on the North Hayward Fault.The Tier II analysis substantiates the preliminary findings.According to structural engineer, Ron Gallagher, “All three buildings do not meet the agreed upon ASCE 31 performance standards for life safety.The already vacated classroom wings of the main building have the most serious deficiencies.” A comprehensive report that incorporates seismic, accessibility and fire/life safety issues will be presented to the Board on February 14.A nonstructural hazard survey also was conducted.District officials and maintenance staff already are developing plans to address some of the high vulnerability items such as overhead glass and an emergency gas shut-off in the school.

 

Consulting Contracts
District staff and CPM continue to work closely with the Steering and Technical Advisory Committees in establishing contracts for scope and design, hazardous materials services, and peer review work.The contract negotiation process will be initiated on the following dates for the contracts noted:February 14

• murakami/Nelson scope and fee for Beach and Wildwood Tier 2 report
• murakami/Nelson scope and fee for design concepts for Havens
• Peer review scopes and contracts (One for Havens, and one for PHS)
• Hazmat services scope and contract

March 28

• murakami/Nelson scope and fee for design concepts for PHS

 

Principals Speak to School Needs
Principals Tery Susman (elementary level) and Randall Booker (high school), presented consolidated findings from their school community discussions on the educational program needs of schools today.Common needs were identified in the following areas: 1) Curriculum Enhancements; 2) Improve Instructional Strategies; 3) Foster Greater Collaboration and Community; 4) Improve Student Services.Citizens offered thoughtful feedback to the presentation.

KCOM Schedule: 1/27-2/2 at noon and 6 pm

Click Here to View Meeting Notes

 

Televised Workshop on State Funding Scheduled March 12
Citizens are invited to attend a Board Workshop on March 12, from 8 – 10 am, in the City Hall Council Chambers.Learn from Program Manager David Burke how state funds will come into play in addressing the seismic strengthening and modernization needs at each school site.The workshop will be televised live and re-broadcast on KCOM. 

 

Future Public Engagement Meetings
In conjunction with key decisions to be made by the Board in May, the Public Engagement Subcommittee is planning a number of school community meetings to solicit input, in addition to the time allotted for discussion at regular board meetings and board workshops.Actual meetings dates and times will be announced once available.

Welcome to the first issue of the PUSD Bond Program E-Newsletter.Thanks to voter approval of Measure E on March 7, 2006, the District has embarked on a $56 million multi-year program design and construction effort that will strengthen and improve aging school facilities in the Piedmont community. 

Website Launched November 1
Thanks to web design consultant, Cyndy Johnsen of Pixelesque Designs, the Public Engagement Committee and Program Manager, David Burke, the PUSD Bond Program¹s website has been launched.For questions, comments, and feedback, simply e-mail us from the website.To visit the website, just click PUSDBOND .

Proposition 1D Passes
With the passage of Proposition 1D on November 7, $7.3 billion will become available for K-12 school construction throughout the state.Prop 1D¹s passage improves Piedmont¹s chances for receiving state matching funds.Based on state eligibility requirements, it is estimated that PUSD may be eligible for approximately $12 – $14 million in state matching funds.Access to these funds is on a first come, first served basis.To learn more, go to EDSOURCE ; respond to a quick question; enter Prop 1D in the search box, and click on the EdSource article. 

Program Management Firm Hits the Ground Running
At 8 AM the morning after the Board of Education approved a contract for program management services with CAPITAL PROGRAM MANAGEMENT (CPM) , Program Manager, David Burke, and Principal Michael Wasserman, attended a Citizens¹ Oversight Committee, presented an overview of their plans to develop a Draft Master Implementation Plan, and responded to questions from the 12 member committee.Since then they have been meeting with the Technical Advisory, Public Engagement, and Steering Committees, and managing the process for identifying a pool of qualified architectural/engineering service firms.They are currently assisting the district in finalizing a contract for structural engineering and cost estimation work at PHS and Havens. 

Murakami/Nelson Selected to Conduct Engineering Work at Priority Sites
The Board has given Superintendent Hubbard the go ahead to enter into negotiations withMURAKAMI/NELSON for structural engineering and cost estimation work at the highest priority schools, Piedmont High School and Havens Elementary School.The Board approved a purchase order not to exceed $100,000 to begin engineering investigations.The firm will take advantage of the Winter Break in order to do work that would otherwise disrupt the school day.

District Welcomes Public Input
On October 12, Board VP June Monach, welcomed twenty-five citizens to the first in a series of public engagement meetings on the Bond Program.Piedmont citizens heard from Superintendent Constance Hubbard on the school district¹s progress on the bond program; Program Manager Dave Burke on the framework for developing the Master Implementation Plan; and Board Member Ray Gadbois on ways citizens can obtain information and stay involved during the planning process.Thanks to those who participated in the first meeting.Spread the word that there will be more chances to meet the people who are making this community endeavor a reality.To view a slide presentation from the meeting, just clickPOWERPOINT and choose the PowerPoint Presentation at the top.

Up Next: Priority Setting Discussions on Educational Needs
The next major bond program milestone will be Winter of 2007 when the Board will solicit input from the community on recommended construction options for school buildings on the PHS and Havens campuses.In preparation for this milestone, the next round of public engagement meetings will focus on the prioritization of educational program needs identified by school staff.These discussions together with the next level of structural engineering and cost estimation work to be conducted by Murakami/Nelson will inform the District and CPM in making recommendations to the Board and community on which construction options make the most sense. Save the dates: 

November 28, PHS Library, 7-9 pm: Discuss needs identified by PHS staff 

November 30* Ellen Driscoll Aud, 7-9 pm: Discuss needs identified by Havens staff 

Although these will be site specific discussions, anyone interested in learning more and asking questions is welcome to attend.A community-wide meeting will be scheduled in early January to discuss both high school and elementary level needs. 

* Changed from November 29 due to conflict with Tree Lighting Ceremony.

Dear Piedmont Community:

Since the passage of Measure E, a $56 million general obligation bond to address seismic safety in the Piedmont Unified School District, the Board of Education and Superintendent have been hard at work developing a game plan that we envision will improve the safety of our aging school facilities and enhance their value as a community asset.  We are writing to provide you with a progress report on what we have accomplished to-date, and invite you to learn more at an information meeting on October 12, 2006.

Project Financing:  We are pleased to report that the first issuance of the general obligation bond has been made.A competitive sale of $15 million in zero coupon and current interest bonds occurred on July 27, 2006.The bonds received a high Aa3 rating from Moody’s Rating Service.

Building the Team:  The Board has been working with Superintendent Constance Hubbard and Assistant Superintendent Michael Brady to define the staffing needs for the PUSD Bond Project.The organizational chart is attached.Key milestones achieved include:

• Hiring of a Program Management Firm to oversee program planning and implementation.Representatives from the school district, Board, and community (with requisite technical experience) participated in the screening and interview process.The Board recently approved a contract with Capital Program Management, Inc.(CPM), a firm specializing in program management services for smaller school districts.
• Formation of a Steering Committee to oversee efficient management of all projects and serve as a communications hub.The Program Manager will serve as Chair.
• Reconstituting a Technical Advisory Committee (previously the SRRP Advisory Committee) to support the Board and administration.Their support has been beneficial in the time period prior to the hiring of the program management firm.
• Formation of the Citizens Oversight Committee to ensure that funds are appropriately and prudently spent.Committee meetings are already underway.The Committee already has met with CPM, Inc.

School Updates:  The first order of business this spring was to determine how to mitigate risk in the most vulnerable buildings as we developed long-term plans at each school site.

1. At Havens, we accomplished the following on-time and on-budget:

§  In time for the start of the 2006/07 school year, relocated vulnerable classrooms in the main part of the school into portables located on the school’s playground.

§  With reduced space on the playground, the District asked the City to use nearby tennis and basketball courts for recess and some P.E.classes during certain times of the school day.The Recreation Commission recommended that the request be granted.The City Council approved the request at its meeting on September 5, 2006.

§  Installed and furnished 16 portables, with the requisite power and water supplies, and fire and alarm systems, working closely with the City, PG & E, the Division of the State Architect, and with the cooperation of local neighbors.

1. At Piedmont High School, we decided to:

§  Continue to limit use of the Student Center for food service operations;

§  Continue to use the Alan Harvey Theatre, #30’s Classrooms and Library building, and develop an appropriate interim use plan for each space after the next level of quantitative and retrofit design work is completed for each building.

Engineering, Retrofit Design, & Peer Review: We are in the process of identifying a pool of engineering and design candidates who will be invited to submit proposals for the next phase of program planning – including quantitative engineering work, and design schematics and cost estimates for the retrofit work for targeted school buildings.The Board has delegated the responsibility of managing this process to the Steering Committee.In addition, we will identify professionals who will conduct peer reviews of the project design work.

Public Engagement:  Citizens, parents, and staff will have opportunities to provide input and insights at key stages during the planning process.We invite you to attend the first information meeting on:

Thursday, October 12, 2006, from 7-9:00 p.m., Piedmont Community Hall

Meet the newly hired Program Manager; hear what has been accomplished to date; learn about the next phase of program planning; and have an opportunity to ask questions of school officials.

 

Website and E-News Sign-up:  For those interested in receiving news and updates via e-mail, you can sign-up now by going to:  http://www.piedmont.k12.ca.us  We are in the process of developing a website, where visitors will be able to obtain current information on the planning and implementation process, organizational structure, and public engagement opportunities.  Stay tuned for an announcement of when the website “goes live.”

Last spring we released a high level roadmap of the planning and construction work that we envisioned for the successful implementation of the bond project (Attachment I).We have accomplished program phases A and B, and are pleased to report that as we enter phase C, we will have a strong pool of candidates from which to select to do the design and engineering work at each school site.Fourteen (14) firms have submitted applications to the District and want to participate in this next program phase.

As Piedmont prepares to celebrate its centennial birthday, we are excited to embark upon a Piedmont school facilities project that will extend and revitalize the life and strength of our school campuses for many years to come.Thank you for taking an active part in this major community project.We appreciate your patience as we take the time necessary to do the job right.

Sincerely,

Constance Hubbard, Superintendent
Ward Lindenmayer, President
June Monach, Vice President
Cathie Geddeis, Member
Ray Gadbois, Member
Roy Tolles, Member

 

 

Attachment I.

Piedmont Unified School District

Bond Project Roadmap

 

– TENTATIVE PLAN –

 

This year we plan to accomplish the majority of A through D below by March 2007.  Phases E through G will be contingent on the first elements of our plan.

A.RISK ASSESSMENT & MITIGATION        

• Spring – Winter
• Complete qualitative engineering study
• Evaluate and prioritize risks
• Consider options to mitigate risk in short-term
• Engage with parents, staff and community
• Implement short-term mitigation plans and projects

 

B.PROGRAM PLANNING & ORGANIZATION

• Summer – Fall
• Determine program management structure
• Develop high level implementation plan
• Determine public engagement process
• Establish and organize committees
• Recruit and hire program manager
• Engage with parents, staff and community
• Update program plans and process

 

C.RETROFIT VS.REBUILD ANALYSIS                 

• Fall – Early Spring
• Obtain cost estimates for retrofit projects
• Estimate cost to rebuild, where appropriate
• Evaluate impact of state funding
• Perform cost/benefit analysis
• Engage parents, staff and community
• Determine scope of retrofit/rebuild projects

 

D.EDUCATIONAL NEEDS ANALYSIS

• Fall – Early Spring
• Engage with parents, staff and community
• Discuss long term vision for Piedmont schools
• Develop strategic plan and direction
• Determine potential impact on facility needs
• Coordinate closely with City planning process

 

E.ENGINEERING & RETROFIT DESIGN

• Hire engineering & architectural firms
• Complete quantitative engineering studies
• Develop preliminary design documents
• Conduct peer review of design documents
• Engage parents, staff and community

 

F.DESIGN OF REBUILD PROJECTS                      

• Hire engineering and architectural firms
• Develop preliminary design documents
• Conduct peer review of design documents
• Engage parents, staff and community
• Determine final scope and design direction

 

G.CONSTRUCTION MANAGEMENT                   

• Complete final design documents
• Conduct peer review of final design documents
• Obtain DSA approval of final design documents
• Hire construction manager
• Develop timeline and plans for construction
• Engage parents, staff and community
• Conduct bid process for construction projects
• Hire construction firms and begin projects
• Monitor construction costs and timeline