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HomeMy WebLinkAbout07-22-2015 Minutes Work Sessiont Y J 1, L E "Learning Together - Achieving Excellence" 3497 North Ammon Road, Idaho Falls, Idaho, 83401 (208) 525-4400 ` Fax (208) 529-0104 www.d93schools.org Dr. Qharles J. Shackett, Superintendent Marjean McConnell, Deputy Superintendent Scott Woolstenhulme, Assistant Superintendent Work Session of the Board of Trustees Minutes July 22, 2015 7:00 PM I. Call to Order Chairman McBride called the meeting to order at 6:59 p.m. He welcomed all the visitors and reminded them that there would be no public input segment to tonight's meeting. II. Roll Call Trustee Jeff Bird yes Trustee Greg Calder yes Treasurer Amy Landers yes Vice Chairman Paul Jenkins yes Chairman Brian McBride yes Others in attendance were Superintendent Charles Shackett, Deputy Superintendent Marjean McConnell, Assistant Superintendent Scott Woolstenhulme, Chief Financial/Operations Officer April Burton, Director of Safe Schools, Operations & Maintenance John Pymm, Energy Education Specialist Don Trauntvein, Rocky Mountain Middle School Vice Principal Thomas Kennedy, Public Relations and Communication Phil Campbell, Board Clerk Mary Mortenson, Attorney Doug Nelson and Owner Representative Brad McKensey. III. Welcome Visitors and Delegations Chairman McBride welcomed the following to the meeting: Renee Cook, Katie Kress, Aaron Johnson, Cindy Ozaki, Ben Moon, Boyd Southwick, Heidi Southwick, Tammie McCammon, Holly Giglio, Karla Harris, Mark Pettet, Sarah Barbato, Erica Deschamps, Loa Jenkins, Stephanie Gifford, Jen Mackintosh, Dennis McArthur, Lesa Murdock, Mattie Weatherly, and Brad Archibald. IV. Items for Discussion A. Chairman McBride welcomed Attorney Doug Nelson and Owner Representative Brad McKensey to discuss the construction options under consideration for the building of a new facility. 1. Design Bid Build Select building design team, negotiate fee/cost, choose an architect, formulate a design process which includes a selection team of what you want in the building, i.e., surveyors, civil engineers, site designers, electricians, structural design, plumbing, programming, etc.; bidding process, construction of facility and time frame for completion. 2. Design Build Construct a building according to a budget; the budget controls project and its design. It was suggested to meet with current team and have them design what they can do within the proposed bond and/or budgeted funds. Any specifications and contingency funds would be included in this budget. Construction would include a building designed with future room to expand. 3. CMGC — Construction Management/General Contractor — I.C. 54-4511, 4512 (attached) An architect is selected, a fee is negotiated and the design process completed before competitive bids are opened. (Architect services attached.) The only companies that can bid a CMGC project are Idaho Public Works Licensed Construction Managers, I.C. 67-2805 The purchase of construction services shall be made pursuant to a competitive sealed bid process with the purchase to be made Hoard of Trustees Brian McBride Paul Jenkins Amy Landers Jeff Bird Gref; Calder from the qualified public works contractor submitting the lowest bid price complying with bidding procedures and meeting the pre -qualifications, if any are provided, established by the bid documents. Competency, qualifications, history of past designs, and references are key in selection of Construction Manager/General Contractor. I.C. 67-2320 On the basis of qualifications and demonstrated competence and shall negotiate contracts or agreements for such services on the basis of demonstrated competence and qualifications for the type of services required at fair and reasonable prices. 4. Pros and Cons • Strategies of how the project is bid; a good market increases bidding. • Design process can take up to 12 months; building in the winter will be more costly. • Pricing is set after the first of the year; therefore it is best to bid at the first of the year. • Design, functional vs. unrealistic, will determine cost and construction time. • Consider the cost of square footage per 1,500 student facility: Middle School vs. High School • CMGC is a more expensive route; sub -contractors are hired for all projects. • Owner has control over who the General contractor will be. • All sub -contractors are chosen by CMGC and are bonded as required by statute. • Change orders are profitable for CMGC projects; original cost is increased overall. • Pending rise in interest rates will increase cost and lower the budget. B. Public Survev - Ken DeSieghardt via video conference Chairman McBride turned the time over to Scott Woolstenhulme. Scott welcomed Ken SeSieghardt, from Patron Insight, Inc. to discuss a survey design and timing for next bond proposal. For the last bond proposal's survey contacted 400 residents and an online involuntary survey reaching 1,000. Ken's recommendations for this new survey are: • There is the need to visit with community again, and discuss the views of any alternative options and Bonneville Joint School District 93. • Each group needs to describe their plans, including an estimate cost figure and ask the community which plan and/or high, mid or low cost estimate they prefer. ® It is important to understand voters at various levels, who really is on board and what we can gain from using a survey as a planning tool and an election prediction tool. • This new survey should be a 360 degree view - 5-7 minutes long, 400 sample group in different geographical and demographical groups: male/female; age; school-age children in home now, then, or never; District staff. • All surveys should be the same format and very descriptive for both sides: phone, online, written. • A planning meeting, where both sides of the issue are presented, should be scheduled as soon as possible and a final draft written. Questions on the survey need to be balanced and fair to both sides. • Timeframe: design phase one week to formulate a final draft; call out 2 weeks; analysis of data 10 days. • There is a risk of presenting both sides to the community; however it will help determine what they really like or not like about each plan. • Possible survey question to poll if they voted, but not how they voted. • Online surveys only allow one submission per computer address. If more than one family member wishes to take the survey, written copies should be available to the public. • Important to include any red flags into the discussion. Chairman McBride proposed another work session meeting be scheduled within the next ten (10) days to discuss and design this new survey. He asked Mark Pettet to contact the Board Clerk to coordinate this meeting in which he could present any alternative options. . C. Board Goals - Chairman Brian McBride Board goals for 2015-2016 were finalized as follows: Student Performance 1- Achieving potential 2- Using technology to facilitate learning Environment 1- Long-term growth 2- Centered on learning 3- Ensuring safety and welfare of all staff and students Patron Eneaaement 1- Mutual respect and trust 2- Strengthening unity V. Call for Agenda Items for UDcomimz Meetines A. Regular Meeting District Board Room- Wednesday, August 12, 2015 - 7:00 p.m. B. Opening Administration Meeting TCHS Conference Room - Friday, August 14, 2015 - 12:00 noon C. Opening Meeting HHS Performing Arts Center -Tuesday, August 25, 2015 - 9:30 a.m. D. Work Session District Office - Wednesday, August 26, 2015 - 11:30 a.m. VI. Adiournment Chairman McBride adjourned the meeting at 9:30 p.m. APPROVED,'Chair man ATTESTED:C�`G�i' Clerk Date:. `qu Proposal to Provide Architectural Design Services Architectural Services Quality Control & Services NBW Architects, P.A. General Qualifications ® EDUCATIONAL ® EXPERIENCE The following is a list of typical architectural services normally provided by NBW Architects, P.A. for new building projects. For addition and remodel projects, it may be desirable to add some services or to delete others as required by the scope of the project or wishes of the Owner. Quality control is closely monitored through these particular processes. Kevin Bodily, the Principal -in -Charge, is in close contact with not only the District, but also will listen and implement the ideas of key representatives, faculty, staff and local authorities. With much experience, it has been vital to remain in contact with not only the Project Manager, but also with each drafter to ensure consistency in the drawing set, along with consultants and other team members. The documents will be checked and re -checked for accuracy and consistency to minimize changes to the contract, but still allowing flexibility for the Owner to make improvements. Programming Phase I . Meet and work with administration, staff and maintenance personnel to receive and document input, 2. Work with Owner's representatives to evaluate input and prioritize needs. 3. Develop a written program based on input and prioritization. 4. Further refine cost estimates based on programming input 5. Form a design team for the project that may include: a. Civil Engineer (site and grading design) b. Landscape Architect (as required by the project) C. Structural Engineer (structural systems) d. Mechanical Engineer (heating, ventilating, air conditioning & plumbing) e. Electrical Engineer (power distribution and lighting) f. Acoustical Engineer (sound systems and acoustics, as required) g. Technology Consultant (data, networking, communications, etc.) h. Specialty Consultants (as required by scope of project) Schematic Design I. Begin to translate written program into graphic solutions, i.e., conceptual floor plans. 2. Further develop the exterior building elevations and begin the identification of exterior materials and building treatments. 3. Provide conceptual site plans including traffic flow studies for vehicular and pedestrian traffic. 4. Update cost estimates. 5. Coordinate schematic designs with the engineers and consultants of the design. 6. Conduct the necessary review meeting with the Owners representatives to receive additional input. 7. Begin working with Authorities having jurisdiction. (building officials, code officials governing agencies, etc.) 8, Tours of other facilities with Owner's representatives. 9. Arrange for soils testing, boundary and topographical surveys as required. Design Development I. Further develop the floor plans, elevations and site plans to identify design problems and develop solutions. 2. Development of building sections and analysis of structural, mechanical and other building systems. 3. Coordinate the efforts of the design team in the development of their portions of the work. 4. Conduct review meetings with Owner's representatives. 5. Update cost estimates and monitor their compatibility with the proposed designs. Construction Documents I . Work with design team to prepare complete working drawings, specifications and bidding documents to include the following: Civil, Landscape, Structural, Mechanical and Electrical Sound &Acoustic and Technology documents. 2. Work with the following entities to obtain requirements and approval: a. State Division of Building Safety (if required) b. Local City Building Departments including Planning and Zoning C. County Building Departments d. Fire Department e. Local canal companies and irrigation districts (if required) f. Idaho Department of Transportation (if required) g. Others as required 3. Assist the Owner in obtaining zoning changes, conditional use permits, variances etc. from local jurisdictions. Proposal to Provide Architectural Design Services f NBW Architects, P.A. General Qualifications o EDUCATIONAL o EXPERIENCE hchilectufal Services Continued Bidding I . . Print and distribute bidding documents to interested contractors. 2. Assist the Owner with legal advertisements as necessary. 3. Answer contractors questions during bidding. 4. Issue written addenda as required. S. Conduct the Bid Opening. 6. Assist the District in evaluating bids. 7. Prepare the necessary contract forms for the Agreement between the Owner and the Contractor. Construction Administration I. Meetings and Inspections: a.' . Conduct a pre-bid conference with the contractor and sub -contractors b. Minimum weekly job -site observations to verify quality of work and materials. C. Conduct monthly progress review meetings with the contractor and the Owners Representative. d. Pre -substantial completion inspections of the work e. Substantial completion inspections of the work f. Final inspections g. Coordinate with the other members of the design team for their job -site visits and reports. h. Review and certify Contractor payment requests. 2. Other Administrative Duties: a. Review shop drawings vendor data, materials samples and approve them for use in the project. b. Coordinate with the other members of the design team in the review of their respective vendor data etc. C. Prepare color boards for the presentation of interior and exterior materials selections and their colors, d. Process daily correspondence to and from the contractor engineers, Owner, governing agencies, the school district, etc. e. Review and certify the contractors periodic requests for payment (typically monthly) f. Process requests for information, field orders, approvals; etc. g. Regularly review the contractor CPM schedule and verify the timeliness of the project. h. File weekly job -site observation reports with the contractor and the Owner. i. Coordinate materials testing activities on site as required by the project i.e, concrete, masonry, asphalt, compaction testing, etc. j. Coordinate with the Authorities having jurisdiction and their field inspectors to insure that the project complies with applicable codes, ordinances, etc. Project Closeout I. Conduct Pre -substantial, Substantial and Final Completion inspections and generate "punch -lists" for each and verify the completion of each individual item thereon. 2, Provide Record Drawings to the Owner based on markings made on the as -built drawing set kept by the contractor during the process of construction. 3. Review Operations and Maintenance Manuals provided by the contractor for applicable product data,warranties, etc. 4. Work with local Authorities having jurisdiction and the contractor to obtain final project approvals, Occupancy Permits, etc. Warranty I . Coordinate actions of the contractor and subcontractors during one year warranty period following project closeout to resolve all warranty issues. J1, In 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 LEGISLATURE OF THE STATE OF IDAHO Sixty-second Legislature Second Regular Session - 2014 IN THE SENATE SENATE BILL NO. 1311, As Amended BY COMMERCE AND HUMAN RESOURCES COMMITTEE AN ACT RELATING TO THE PUBLIC WORKS CONSTRUCTION MANAGEMENT LICENSING ACT; AMEND- ING SECTION 54-4503, IDAHO CODE, TO REVISE A DEFINITION AND TO MAKE A TECHNICAL CORRECTION; AMENDING SECTION 54-4511, IDAHO CODE, TO ESTAB- LISH PROVISIONS RELATING TO A CONSTRUCTION MANAGER REPRESENTATIVE, TO ESTABLISH PROVISIONS RELATING TO CONSTRUCTION MANAGER/ GENERAL CON- TRACTOR, TO REVISE PROVISIONS RELATING TO A PUBLIC ENTITY ENTERING INTO A CERTAIN CONTRACT FOR CERTAIN SERVICES AS A CONSTRUCTION MAN- AGER REPRESENTATIVE OR AS A CONSTRUCTION MANAGER/GENERAL CONTRACTOR AND TO ESTABLISH PROVISIONS RELATING TO COMPENSATION OF A CONSTRUCTION MANAGER; AND AMENDING SECTION 54-4512, IDAHO CODE, TO PROVIDE THAT A CONSTRUCTION MANAGER/GENERAL CONTRACTOR SHALL PROVIDE PAYMENT AND PER- FORMANCE BONDS. Be It Enacted by the Legislature of the State of Idaho: SECTION 1. That Section 54-4503, Idaho Code, be, and the same is hereby amended to read as follows: 54-4503. DEFINITIONS. As used in this chapter: (1) "Applicant" means an individual who applies for a license or in- terim license pursuant to the provisions of this chapter. (2) "Board" means the public works contractors sate license board es- tablished in section 54-1905, Idaho Code. (3) "Construction manager" means an individual who performs construc- tion management services. (4) "Construction management services" means representation of an owner in public works construction, as defined in seetie5 4-190-1 (2) (e) Tdahe Gede, by a person with substantial discretion and authority to plan including scheduling, estimating and approval, coordinate, manage or di- rect phases of a project for the construction, demolition, alteration, repair or reconstruction of any public work. hisdefiniti-en -Nall net inelude general eentraetingsery ee pr ; E4e ti y Fubli=works contractors i:.c a_34-, - i -1 - i e f r ,aally�Eferxe str,,et e . This definition shall not include services for which the laws of this state require a person to be licensed as an architect or registered as a professional engineer, nor shall it include services traditionally and customarily provided by licensed architects or registered professional engineers. This definition shall not apply to highwav, road or other trans- portation projects. (5) "Firm" means any business organization, including individuals, partnerships, corporations, associations or any combination thereof acting as a unit. 2 1 (6) "Licensure" means the issuance of a license to an applicant under 2 the provisions of this chapter authorizing such individual to offer and per - 3 form construction management services. 4 (7) "Person" includes an individual, partnership, corporation, asso- 5 ciation or other organization. 6 SECTION 2. That Section 54-4511, Idaho Code, be, and the same is hereby 7 amended to read as follows: 8 54-4511. EIDDINTC AWARD OF CONTRACTS -- DUAL CAPACITY. (1) Construc- tion manager representative (CMR). A licensed construction manager and the 10 firm of which he is a principal or full-time employee may be awarded a contr- 11 act to act only as representative for an owner. In soliciting bids or award - 12 i ng contracts for public works construction to be entered into by the owner, 13 a licensed construction manager representative shall comply with all notice 14 and bidding laws with which an owner would be required to comply if it were to 15 do the same activities without the assistance of a construction manager. 16 -(2- A licensed construction manager representative and the firm of 17 which he is a principal or employee shall not provide construction manage - 18 ment services for a construction project on which the licensed construction 19 manager or his firm also provides design services or other construction re - 20 lated services, whether as a contractor or subcontractor. Provided however, 21 that this section shall not preclude a licensed architect or registered 22 professional engineer from providing public works construction management 23 services which are normally provided by licensed architects or registered 24 professional engineers for a project on which the person or firm has provFided 25 design services. Such public works construction management servicesPro- 26 vided by a licensed architect or registered professional engineer steal not 27 include the procurement of equipment or construction work required by 1 w to 28 be competitively bid for public works construction. 29 (2) Construction manager/general contractor (CM/GC). A licensed con - 30 struction manager and the firm of which he is a principal or full-time em - 31 ployee may be awarded a contract to act as both construction manager and gen- 32 eral contractor provided the construction manager/general contractor has a 33 valid public works contractor license as a general contractor pursuant to 34 section 54-1902, Idaho Code. 35 (3) No public entity shall enter into a contract with any person or firm 36 for uunstLucLiun ivanayement services as construction manager representa- 37 tive or as construction manager/general contractor if such person or firm is 38 required to be licensed under this chapter unless: 39 (a) Such person holds a valid license or such firm holds a valid cer- 40 tificate issued pursuant to this chapter; and 41 (b) The selection of such construction manager representative or 42 construction manager/general contractor is made pursuant to section 43 67-2320, Idaho Code. 44 (4) Compensation of a construction manager shall be determined pur- 45 suant to section 67-2320, Idaho Code. At such time as the design of a project 46 is available, the construction work, materials and equipment for construc- 47 tion of a project may be incorporated into the construction manager/general 48 contractor contract based upon bids solicited from licensed public works 49 contractors and from suppliers. All construction work, materials and equip- 3 I ment shall be competitively bid to be opened publicly in the presence of a 2 representative of the public body for whom the project is undertaken and 3 shall be awarded to the lowest responsible bidders. The construction man - 4 ager/general contractor, or its subsidiaries and affiliated companies, may 5 bid to perform construction work or supply materials or equipment for which 6 it holds a valid license pursuant to section 54-1902, Idaho Code, and which 7 it customarily self -performs or supplies. s SECTION 3. That Section 54-4512, Idaho Code, be, and the same is hereby s amended to read as follows 10 54-4512. REQUIREMENT OF BOND. A licensed construction manager 11 representative or firm providing public works construction management ser - 12 vices shall be required to post a payment and performance bond or bonds in the 13 amount of the total construction management contract to secure the construc- 14 tion manager's obligations thereunder. A construction manager/general 15 contractor shall provide payment and performance bonds to secure construc- 16 tion of the project in the amounts required in section 54-1926, Idaho Code.