LESSONS LEARNED THROUGH SCHOOL CONSTRUCTION PROJECTS

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1 LESSONS LEARNED THROUGH SCHOOL CONSTRUCTION PROJECTS RUSS KOCH, FREMONT PUBLIC SCHOOLS MIKE LUCAS, YORK PUBLIC SCHOOLS DAN ENDORF, NORTH BEND CENTRAL NBC AND YORK BOARD MEMBERS DESIGN BID BUILD CONSTRUCTION MANAGER AT RISK 1

PUBLIC SCHOOLS DAN ENDORF, NORTH BEND CENTRAL NBC AND

2 CONSTRUCTION PROJECTS TYPICALLY INVOLVE THREE PHASES: PLANNING, DESIGN AND CONSTRUCTION. PHASES RUN SEQUENTIALLY: 1) THE DESIGNER PREPARES A FULLY DETAILED DESIGN FOR THE PROJECT 2) CONSTRUCTION BIDS ARE SOLICITED ON 100% COMPLETE BIDDING DOCUMENTS 3) THE SELECTED CONTRACTOR THE LOWEST ELIGIBLE AND RESPONSIBLE BIDDER THEN BEGINS CONSTRUCTION. THE CONTRACTOR HAS NO INVOLVEMENT IN THE PROCESS UNTIL THE CONSTRUCTION STAGE. THE CONTRACTOR ASSISTS IN PRE CONSTRUCTION PROJECT MANAGEMENT AND THEN ACTS AS A GENERAL CONTRACTOR DURING CONSTRUCTION. THE ARCHITECT IS RETAINED UNDER A SEPARATE CONTRACT WITH THE OWNER. TWO CONTRACTS ONE BETWEEN THE OWNER AND THE CONTRACTOR AND ONE BETWEEN THE OWNER AND ARCHITECT. HIRED AN ARCHITECT FOR FACILITIES STUDY BOND ISSUE PASSES!!! MARCH 2013 HIRE DISTRICT REPRESENTATIVE (RUSS) RUSS EXPLAINS CONSTRUCTION OPTIONS TO THE BOARD BOARD SELECTS DESIGN BID BUILD (DBB) 2

ELIGIBLE AND RESPONSIBLE BIDDER THEN BEGINS CONSTRUCTION. THE CONTRACTOR HAS NO INVOLVEMENT IN THE PROCESS UNTIL THE CONSTRUCTION STAGE.

3 MEETINGS WITH ARCHITECTS TOURS OF OTHER SCHOOLS!! DESIGN DEVELOPMENT PRE BID PROCESS THE BID DAY MIDDLE SCHOOL /SCIENCE WING MUST OPEN AUGUST 2014 NO PLAN B HS/ELEM GYMS SHOULD OPEN NOV 2014 TIGHT TIMEFRAME TOUGH DECISIONS PRE BID MEETING (NO LIQUIDATED DAMAGES) HELD SCHOOL WHILE UNDER CONSTRUCTION THE DESIGN DEVELOPMENT MARATHON MEETINGS WITH STAKEHOLDERS MONTHLY CONSTRUCTION MEETINGS B/T ARCHITECT, GENERAL AND SCHOOL *THE POWER OF THE DISTRICT REP. SPECIAL BOARD MEETINGS vs. COMMITTEE WORK DESIGN DEVELOPMENT CUTS vs. CHANGE ORDERS LATER 3

NOV 2014 TIGHT TIMEFRAME TOUGH DECISIONS PRE BID MEETING (NO LIQUIDATED DAMAGES) HELD SCHOOL WHILE UNDER CONSTRUCTION THE DESIGN

4 BOARD OF ED. BUDGETING FOR THREE YEARS PRIOR TO ELECTION USE OF OTHER SCHOOL FUNDS NO SURPRISES MEETING DEVELOPMENT OF M.U.L.E. MONTHY CONSTRUCTION MEETINGS DESIGN DEVELOPMENT MISTAKES ELEMENTARY GYM FEAR OF BID DAY HECKLED THE ARCHITECT MEETING CAMPAIGN PROMISES OVERSIGHTS EXTERIOR FINISHES, LOCKER ROOM FLOOR AND THE BRICK! JAN. 2011: ARCHITECT HIRED FOR FACILITIES AUDIT FEB MAY 2011: FACILITIES COMM. MEETINGS LED BY ARCHITECT JUNE 2011: FACILITIES COMM. MAKES RECOMMENDATION TO THE BOARD JULY 2011: BOARD SETS BOND REFERRENDUM 4

5 NOV. 2011: 69% SUPPORT OF $ BOND ISSUE TO ADD 25,000 SQ. FEET AND RENOVATE 128,000 SQ. FEET (NEW FINE ARTS WING, PRACTICE GYM,RENOVATIONS) JAN. 2012: INTERVIEW FIVE FIRMS JAN MAY 2012: PRE CONSTRUCTION MEETINGS LATE MAY 2012: BROKE GROUND DEC. 2013: OPENED NEW FACILITY\ NOV. 2011: 69% SUPPORT OF $ BOND ISSUE TO ADD 25,000 SQ. FEET AND RENOVATE 128,000 SQ. FEET (NEW FINE ARTS WING, PRACTICE GYM,RENOVATIONS) COMMUNICATION WITH STAKEHOLDERS: FROM FACILITIES COMMITTEE WORK TO THE COMPLETION OF THE PROJECT ROLE OF THE CONSTRUCTION MANAGER ROLE OF THE ARCHITECT ROLE OF THE SCHOOL/SUPERINTENDENT GETTING C.M. AND ARCHITECT ON SAME PAGE WORKED WELL FOR YORK IN PRE-BOND COST ESTIMATES vs. REALITY; NON-NEGOTIABLES VS. POSSIBLE CUTS POTENTIALLY BREAKING PROMISES TO YOUR CONSTITUENTS RESOLVING PROBLEMS 5

6 VALUE ENGINEERING vs. QUALITY OF PROJECT TIME? G.M.P. CAN SLOW DOWN THE PROJECT MAKE SURE YOU HAVE A CONTRACT THAT SPELLS OUT C.M. PROFIT MARGIN NEED A DISTRICT REPRESENTATIVE PERSONAL ACCOUNTABILITY REFERENCE CHECKS CONSULT ATTORNEYS DURING CONTRACTUAL PHASE 6

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11 POSITIVES: OWNER CONTROLS PLANS DIRECTLY WITH ARCHITECT BETTER ACCESS TO INPUT FROM STAKEHOLDERS BETTER CONTROL OF COST Concerns: TOTAL RELIANCE ON ARCHITECT IN DESIGN AND COST ESTIMATES MYSTERY OF BID DAY CREATING ARTIFICIAL PARTNERSHIPS ON BID DAY C.M. ON BOARD FROM INCEPTION C.M. THEORETICALLY PART OF DESIGN SPECS AND COST ESTIMATES QUALITY, COST AND TIMEFRAME PRE- DETERMINED FEWER MISINTERPRETATIONS DURING CONSTRUCTION 11

CREATING ARTIFICIAL PARTNERSHIPS ON BID DAY C.M.

12 ANOTHER LAYER OF NECESSARY COMMUNICATION FROM BEGINNING ARCHITECT HAS LESS AUTONOMY MAY NOT GET THE BEST FINANICAL VALUE FOR THE PROJECT AND TAXPAYERS THIS IS HARD WORK!! MANY PEOPLE TO PLEASE THE THREE-LEGGED STOOL OF TIME, QUALITY AND COST BOB THE EDUCATOR, NOT BOB THE BUILDER RUMOR MILL, PERCEPTION, AND FACT LIFE/SAFETY/BUILDING CODES ARE NON-NEGOTIABLE THE SCHOOL SHOULD/MUST COMPROMISE OCCASIONALLY THERE S ALWAYS CHANGE ORDERS COMMUNICATION IS KEY 12

! MANY PEOPLE TO PLEASE THE THREE-LEGGED STOOL OF TIME, QUALITY AND COST BOB THE EDUCATOR, NOT BOB THE BUILDER

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PROJECT MANAGEMENT BASICS

PROJECT MANAGEMENT BASICS Rick Panos AIA, CCM Director of Construction Management Totum Consulting Gary Cardamone, P.E., FCMAA Principal, G J Cardamone Consulting, LLC Program Management Is.... In the