The District remains on target with key milestones in the Measure H1 facilities bond program, and a progress report follows.

• Budget Development
• Increased Construction Costs
• Beyond the STEAM and Theater Projects: Witter Field & More
• Closure of Alan Harvey Theater and Relocation Planning
• Relocation of the College & Career Center
• Relocation of Shipping & Receiving
• Community Updates

Budget Development

District staff and members of the District’s Facilities Steering Committee are reviewing subcontractor bids and exploring a range of options to reduce construction costs for the STEAM and theater projects, and will continue to do so for several more weeks.  These options include

possible changes to “means and methods” and materials to reduce cost without cutting scope, and possible reductions in scope.  Ultimately, the District and its general contractor, Overaa Construction, will negotiate a Guaranteed Maximum Price (GMP) for these projects.

Staff is planning to present the project budgets and GMP to the Board on January 23. Budget development is taking longer than expected. Nonetheless, the District is still on schedule to start demolition of Alan Harvey Theater this Spring and construction of the new STEAM building this Summer.

Increased Construction Costs

The budgets for the STEAM and theater projects will be significantly higher than originally estimated by the District and its independent cost estimators.  This is due to several factors: extraordinary inflation and market conditions; changes in project scope mandated by the State; and changes in project scope elected by the District.

The primary reason for the increased cost is inflation.  The preliminary theater budget was developed in early 2016, based on “comparable” theater projects in the area that were underway or completed in 2014 and 2015.  Those “comps” do not reflect the current surge in costs of construction materials and labor. Please refer to the attached letter from the Fremont Unified School District, dated November 27, 2018, discussing this surge and its effect on the FUSD bond program.

To a lesser extent, the increased costs relate to increases in project scope.  The 2016 comps did not include some of the structural elements required by the State for school facilities in close proximity to the Hayward Fault.  Also, the District added complex systems to achieve “zero-net-energy” buildings, and a drama classroom and meeting room in the theater building. The Facilities Steering Committee discussed these scope increases and determined that they are necessary to: meet community goals concerning sustainability and conservation; support the performing arts programs; and protect the theater from the undue wear and tear of daily use as a classroom.  Specifically, the Committee concluded that failing to incorporate state-of-the-art energy efficient systems and the additional theater space would be short-sighted, because it would fail to meet current and future program needs, and because it would result in higher operating, maintenance, and replacement costs over time.

Beyond the STEAM and Theater Projects: Witter Field & More

Because construction costs have increased dramatically, it is unclear whether, after the STEAM and new theater are completed, there will be bond money remaining to complete other aspects of the District’s Facilities Master Plan (FMP).

Other projects the District hoped to advance or complete in this first $66 million phase of FMP implementation include:

• Furniture, Fixtures & Equipment (FFE) for the new STEAM and Theater buildings
• Witter Field Improvements
• Classroom Climate Control (now partially completed)
• PHS Quad Improvements
• 20s Building Modernization to Convert Labs to General Education Classrooms
• 20s and 30s Building FFE
• Campus Security Improvements (now partially completed)
• Facilities to Support Extended-Day Kindergarten

After establishing the GMP for the STEAM and theater projects, the District will decide how to use the remaining bond funds to accomplish or advance as many of these projects as possible.  The cost information for each of these projects, too, will need to be developed before the District will know what is achievable in this first phase.

The Witter Field project includes turf and track replacement, installation of a new drainage system, and pathway modification for greater accessibility.  The District has undertaken all steps necessary to prepare for the project, including:  site surveys and analysis; engineering and plan development; application for a permit; relocation planning for athletics and graduations; and development of a Request for Qualifications/Proposals for field contractors.  Nonetheless, the District is waiting to determine the cost of the STEAM and theater projects before deciding whether to proceed with the Witter project this year or defer it for at least one year. The District expects to make this decision in January or February.

Closure of Alan Harvey Theater and Relocation Planning

The District expects to begin demolition of Alan Harvey Theater this Spring, and the estimated schedule follows:

2019
March	Closure of Alan Harvey Theater (after the Spring play), Interior Salvage and Abatement Work Begins
April (Spring Break)	Demolition of Alan Harvey Theater Begins
June	Construction of STEAM Building Begins
2020
June	Demolition of the 10s Building, Construction of New Theater Begins
August	Completion and Opening of the STEAM Building
2021
Fall	Completion and Opening of the New Alan Harvey Theater

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During the time the theater is closed, from March 2019 through the Fall of 2021, the District will relocate drama classes on or near the high school campus.  Possible off-campus options include Ellen Driscoll Theater, the Piedmont Middle School Multi-Purpose Room, and the City’s Veterans Hall. The relocation plans will be finalized in February.

Also, the District will relocate rehearsals and performances in Piedmont or nearby Oakland.  The Spring plays will be performed in Ellen Driscoll Theater. The District is actively looking for additional performance venues — for concerts, musicals, dance shows, the bird calling contest, and other performances — that are welcoming to all and meet the following criteria:

• Total capacity of at least 650 and ideally 800.
• Stage capacity of at least 150, so students can sing as a group.
• Fully accessible to individuals with disabilities.
• With appropriate space for a piano, drum set, bass, and other instruments as needed.
• Risers.
• Excellent acoustics.
• Access no later than 4:00 pm and continuing until at least 9:30 pm on the day of the concert/performance.
• Access for at least one rehearsal on a day other than the day of the concert/performance.
• Reasonably close to Piedmont and served by public transportation.
• Rental fees not to exceed $1,500.00 per day.

If you have suggestions about possible venues, please contact ppalmer@piedmont.k12.ca.us or tculbert@piedmont.k12.ca.us

Relocation of the College & Career Center

As the District prepares to close Alan Harvey Theater this Spring, it is making plans for the near-term and permanent relocation of school programs.  This has opened up an opportunity for the College & Career Center to relocate into the Piedmont High School Counseling Office. This move will improve communication and coordination between C&CC Director Kristen Hansen and the PHS academic counselors and, more importantly, make it possible for PHS to better serve students.  (Ms. Hansen will continue to work with MHS counselor Stefanie Manalo-LeClair to support MHS students and families.)

The PHS Counseling Office, currently in the PHS 10s building, has a conference room that will be converted into a temporary College & Career Center.  The Center will occupy that room starting in January and continuing through the end of the 2019-20 school year. At the end of that year, when the 10s building is vacated and demolished, the combined PHS Counseling Office and College & Career Center will move to a new, permanent location.  Parent volunteers will continue to support the Center with scheduling and other work that can be done offsite.

Another significant change is that the Center’s collection of college and career materials will move into an alcove in the Library in the 30s building.  This move will make the materials more accessible for students, and students will be able to borrow these materials in the same way they borrow Library books.

The office space currently occupied by the College & Career Center in the 20s building will become the temporary home to the Piedmont Adult School’s administrative office.  The PAS office is currently housed in the basement of Alan Harvey Theater and must be relocated during construction of the new STEAM and theater buildings. Students and families may have questions about how locating the PAS office in a classroom building may affect campus life and campus security.  Please be assured that there are few visitors to the PAS office during the school day. Those who do visit the PAS office during the school day — typically to enroll in evening or weekend classes — will follow the same security protocols that are in place at all school sites.

Relocation of Shipping & Receiving

The District needs to permanently relocate its Shipping & Receiving department, which is currently housed in the basement of Alan Harvey Theater, starting in March 2019.

The City of Piedmont has agreed to allow the District to use the City’s Corporation Yard behind Coaches Field to receive “large deliveries,” at least for the next 18 months.  The District will install a storage portable and a small office portable at the Corp Yard, and rent a small pickup truck to shuttle materials from there to the Magnolia Campus.  This will reduce the large vehicle traffic on Magnolia significantly. Also, the District had identified an alternative location in nearby Oakland that would have cost $60,000 per year to lease, so the no-fee agreement with the City to use the Corp Yard is especially good news.

Community Updates

The following posters, featuring architectural renderings and timeline information about the Measure H1 Bond Program, are now on display on the Magnolia Campus (near Alan Harvey Theater marquee), at each elementary school, in the District Office, and at the PEF office:

RECOMMENDATION: REVIEW AND DISCUSSION

Review and discuss the Measure H1 program updates.

PIEDMONT UNIFIED SCHOOL DISTRICT
MEMORANDUM

TO:	Board of Education
FROM:	Randall Booker, Superintendent Pete Palmer, Measure H1 Program Manager
DATE:	September 26, 2018
RE:	 H1 FACILITIES BOND PROGRAM UPDATE

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SUPPORT INFORMATION

The District is on target with key milestones in the Measure H1 facilities bond program.  This update includes a progress report and an overview of the next steps.

• Timeline and Milestones
• Summer 2018 Projects
• Spring 2019 Closure of Alan Harvey Theater
• Spring 2019 Closure of Witter Field
• STEAM Building Update
• New Alan Harvey Theater Update
• Community Updates

Timeline and Milestones

The District has completed the designs and construction documents for the new STEAM and theater buildings and submitted these to the State for review and approval.  These designs reflect input from the District’s science, art, computer science, and performing arts teachers and students, and incorporate the District’s energy conservation goals.  Also, the District has submitted to the State plans to improve the drainage at Witter Field. Anticipating that the State will issue permits for these projects by March 2019, the preliminary schedule follows:

2019
March	Closure of Alan Harvey Theater (after the Spring play), Interior Salvage and Abatement Work Begins
March	Closure of Witter Field (after the high school soccer season), Drainage Work Begins
April (Spring Break)	Demolition of Alan Harvey Theater Begins
June	Construction of STEAM Building Begins
Fall	Completion and Re-Opening of Witter Field
2020
June	Demolition of the 10s Building, Construction of New Theater Begins
August	Completion and Opening of the STEAM Building
2021
Fall	Completion and Opening of the New Alan Harvey Theater

Please note that it is uncertain precisely when the State will complete its review and issue permits for these projects.  Given the scope of these projects and current review times, it is reasonable to estimate issuance of the Witter permit by December 2018 and issuance of the STEAM and theater permits by March 2019.  The preliminary schedule is based on this estimate. The actual schedule will depend on this and other factors such as general and subcontractor availability, lead-times for procurement of materials, and unforeseen conditions concerning weather, high water tables, and soil conditions.

Summer 2018 Projects  

This summer, the District completed a range of H1-funded projects, including:

• High School Computer Lab.  The District converted two small offices near the PHS Library into one computer classroom with 34 workstations, to help meet rising demand for computer classes without waiting until the STEAM building is completed.  This room is a prototype for the computer labs in the new STEAM building, and will help the District refine plans for furniture and finishes in the new labs.This lab includes: a new electrical subpanel that eliminate the need for individual workstation surge protectors; ground concrete flooring; acoustical wall panels and ceiling; laser projectors; white boards; new flexible furniture with built-in power and data; and high/low work stations.  The District also installed a new climate control system in this lab and infrastructure to expand the system to the remainder of the Library building in the future (ultimately replacing steam radiators and an antiquated boiler). A photo of the completed lab follows.
• Elementary School Ventilation and Climate Control.  The District installed ventilation and climate control equipment in five classrooms at each the elementary schools, to prevent classroom overheating and improve the learning environment.  These 15 classrooms were selected based on data concerning classroom temperatures over the last school year. This work included infrastructure that will make it simple, quick, and cost-efficient to install these systems in the remaining classrooms in the future.       
• Middle School Safety and Security.  The District replaced PMS’ old wood doors with new ADA-compliant doors with vision lites and electronic locks.   
• Preservation and Re-Use of Underground Utilities.  To prepare for construction of the new STEAM and theater buildings, the District surveyed underground utilities at the high school campus (including sanitary sewer, storm sewer, domestic water, fire sprinkler water, irrigation water, and natural gas lines).  This survey will enable the District to preserve and reuse these utilities and avoid spending time and money to re-install this infrastructure.
• Relocation of Trash and Recycling.  Also to prepare for construction of the new STEAM and theater buildings, the District relocated the PHS trash and recycling area from the Magnolia side of Alan Harvey Theater to the PE Hill side of PMS.   

Each of these projects advanced key objectives in the District’s Facilities Master Plan.    

Spring 2019 Closure of Alan Harvey Theater

Closing Alan Harvey Theater during the Spring of 2019, rather than waiting until the end of the school year, will help keep the STEAM project on schedule for completion before the 2020-21 school year.  Nonetheless, there may be questions about how starting work during the school year may affect students, staff, and campus flow.

Once the theater is closed, and until the new STEAM building is completed, the theater site will be cordoned off from the rest of the campus.  Initially, fixtures, lighting systems, and other features that can be reused in the new theater will be “salvaged” and removed. Next, a specialized contractor will abate any hazardous materials inside the theater (for example, removing old thermostats and light fixtures that contain mercury).  This salvage and abatement will be inside the existing theater building and will proceed largely unnoticed by students and staff.

The District plans to demolish the theater over Spring break when there are no students or staff on campus.  If demolition cannot be completed during that week, the District will develop a schedule for the remaining demolition, to minimize the campus impact to the greatest extent possible.  

During the time the theater is closed, the District will relocate drama classes on or near the high school campus.  Possible options include the Dance PE gym and Ellen Driscoll Theater. The District is also considering options to relocate performances in Piedmont or nearby Oakland, and possible venues include Ellen Driscoll Theater, Holy Names College, Mills College, and Presbyterian United Church.

Spring 2019 Closure of Witter Field

The District is preparing to make improvements to Witter Field that include turf and track replacement, installation of a new drainage system, and pathway modification for greater accessibility.  The principal concerns when scheduling these improvements are: (1) weather, as rain can add time and cost; and (2) minimizing the disruption to school and community programs. For these reasons, the work will be done to the extent possible during the late spring and summer, when the chances of rain are low and (during June and July) when there are no students on campus.  

The work is expected to start in March, as soon as possible after the end of the high school soccer season.  As school will start mid-August, every effort will be made to complete the work in early August. This closure of Witter will impact PE classes as well as lacrosse, track, and summer football.  The District has tentative agreements in place to relocate lacrosse to Laney College and track to Merritt College, and is working on relocation of summer football.

Also, the District has reserved the Paramount Theater for the 2019 PHS and PMS graduations.  After considering a range of possible venues, the Paramount was selected based on available dates, proximity to Piedmont, cost, access to public transportation, and availability of parking.

STEAM Building Update

HKIT, the District’s architects, provided the following renderings of the new STEAM building, showing the street elevation, lobby, a hallway, and a science lab:

HKIT submitted the completed plans to the State for review is July 2018, so the project remains on schedule.  The District and its contractor, Overaa Construction, will negotiate a “Guaranteed Maximum Price” (GMP) for the project by the end of 2018.  

New Alan Harvey Theater Update

HKIT provided the following renderings of the new Alan Harvey Theater, showing the street elevation, lobby, stage, seating area, drama classroom, and rear elevation:

HKIT submitted the theater plans to the State in September 2018, two months after the original target date, but the overall project remains on schedule.  The delay was due in part to supplemental site testing and analysis required by California’s State Geologist. As with the STEAM building project, the District and Overaa will negotiate a GMP for the new theater project by the end of 2018.  

Community Updates

This and other Measure H1 community updates are archived at www.measureh1.org (this website).

In addition to presenting periodic written updates to the Board and community, and posting these on the Measure H1 website, the District will provide:

• Periodic updates to school families and staff through Infinite Campus.
• Periodic presentations and updates to the Piedmont City Council.
• Periodic presentations and updates to each of the parent clubs.
• Information, images, and site tours to local news media.
• Posters featuring timeline information and architectural renderings, to be displayed at each school site.   
• A community-wide mailer in early 2019, prior to the closure of Alan Harvey Theater and Witter Field, with information about these projects.  
• A public service announcement to KCOM in early 2019, with project descriptions, images, and timeline information.

Suggestions about other means to disseminate information about the Measure H1 bond program can be addressed to me at any time at rbooker@piedmont.k12.ca.us.

RECOMMENDATION: REVIEW AND DISCUSSION

Review and discuss the Measure H1 program updates.    

Yesterday marked the beginning of demolition of Havens and Tery Susman and many of the Havens staff and Schoolmates staff watched as the roof of the South Wing was torn off the building. Included in the photograph above are:  Ken Taylor, Karen Keller, Tery Susman, Webcor President Andy Ball, Melissa Costello, Designer Mark Becker, Freddi Robertson, Val Jew, Cheryl Vaughn, Mary Ann Benson, Chris deBlieck, and Carole Lowenberg. Demolition of the wings will be completed by this Thursday, July 3.

Webcor plans to install a webcam at the Havens site so that anyone who is interested can watch the progress of construction.  Follow along on the webcam here: If you would like to view construction progress in real-time, or see archived footage, click here and login with username “havens@webcor.com” and password “hav3ns6″³.