001Great. Thank you. All right. Uh, this meeting of the board of education school facilities improvement oversight committee is called to order. Uh, for today's agenda, we'll be receiving a report from the office of school modernization and also hearing from the bond audit committee and an update on the 2025 bond seismic improvement program. Um, welcome Norman Dowy. Hopefully I pronounced your last name right. Uh, the chair of the bond accountability committee. Um, if you want Yes. Thank you. actually filling in for Cara who's the head of the bond committee. So, are we ready for me to roll on this? Uh, yeah. And then after we'll Yeah. Yeah. Yes. Go ahead. Okay. Well, thanks for having me. Um, I've been on the bond accountability committee for over four years now. And my background is uh 40 years
002uh locally in general contracting. the last 36 years with RNH Construction here locally and uh I must say that I I do have quite a background with Portland public schools in that my father was a retired Portland public school teacher. Uh my wife and I both went to Portland public schools as did our two kids. So I'm heavily invested and thrilled to see that the new uh most recent bond pass. That was a great great accomplishment. So the uh the meeting was held on April 23rd at Lincoln High School and the meeting covered updates on four areas. The bond program administration, 2020 curriculum, 2020 capacity, and 2020 infrastructure projects. Uh Stormy also provided a verbal modernization cost reduction update. Um so going into the report, I'm just going to hit obviously some highlights. There's a
003lot of stuff here. Some of it was redundant from the prior report. So I'll just go through this uh fairly quickly. Stop me if you have any questions or at the end if you have any questions. So the first item is whether the school district bond revenues are expended only for the purposes for which the bonds were approved. And based on the information provided, it appears that the school district is spending revenues only for the purposes which the bonds are approved. This comes up from time to time in meetings and it's apparent that they have uh procedures and processes processes that ensure that this uh requirement is met. Number two is whether the bond budget is sufficient to complete the scope of work as outlined in the voter approved bonds. The 2020 2012 bond program
004is 99.9% complete and estimated to be 483,000 under budget. Um which is great. The goal is to have this bond close out by June 30, which is coming right up, Stormy. Um, the 2017 broad bond program is 91% spent and is approximately 67.8 million under budget, which is actually up from the 43 million in the January 25 report. So, that's all looking good and trending uh well. Um then there were some notes that specific to the 2017 health and safety projects, any funds not needed to complete certain health and safety scope get reallocated to other health and safety programs. So the full 150 million dedicated to health and safety is utilized as such. And it was noted that an additional 28.5 million of unallocated funds is available to health and safety projects and 104,000 unallocated
005for athletics. The 2020 bond program is 48% spent, so about half. Contingency and unallocated project funds for the 2020 bond program are approximately 83 million, which is 7% of the 1.2 billion total budget. So nice contingency holding at half completion. Um, we noted that and I want to emphasize market dynamics are ever changing with items like local general contractor subcontractor capacities and macro factors uh like the international tariffs that will impact pricing and schedules. So, as usual, a lot of uncertainty over the years of the program. It's gone through recessions. It's gone through pandemics and prices and supply chains uh are ever changing. And we noted uh as of the meeting, no funding is spent on the center for black student excellence as you're all aware of. Um, Stormmy gave a modernization cost reduction update
006for the three high schools and noted that Jefferson the CMGC will be reproposed with RFP issued before the bond uh issue election and selection after the election. So, I assume that that um is in process. Um total savings were expected to be in the range of 33 to 67 million across three projects. We asked and they gave us a good answer that further savings are being investigated in areas such as contracting methodology, insurance and auditing of the CMGC contracts. Uh item three is whether the projects planned in progress and completed will meet the scope of work specified in the voter approved bonds. Uh we reviewed the 2020 curriculum capacity infrastructure project updates and the work meets the intent of the scope of work specified in the voter approved bonds. Um uh please note that in
007the 2020 infrastructure area there were seismic dollars allocated and we understand that uh obviously we've heard that in the new bond uh significant additional funds are going to be uh directed towards seismic upgrades. Uh four, whether projects are being delivered on schedule relative to the voter approved bonds. Obviously, revised timelines are being prepared for the three new high school high school modernizations. And they noted that the Mary'sville school seismic project has experienced ongoing delays uh related to the city of Portland permitting which required additional design work and several recent middles. Um from my experience in construction, seismic upgrades are challenging projects and uh particularly when buildings are trying to be occupied or at least partially occupied. Uh number five, the committee will receive and review copies of annual performance audit reports and financial audit reports
008to ensure bond revenues are extended in compliance with state law and the ballot measured language. Uh we noted that all bond revenues appear to be in compliance with state law and the ballot measured language. [Music] Um in the report we talked about tracking the business equity and workforce equity and we'll note that the percentages have not changed significantly from prior reporting periods and have trended in a narrow range historically. So seem to be in good order. And going to the general comments, um, one of the back members that has, uh, experience in, uh, enterprise resource planning, uh, would like to ask to see a comparison of the ERP implementation to other similarly sized school districts to understand how and if the 62 million budget lines in terms of costs. And again, we noted on channel
009comments, we talked a little bit about the center for black student excellence, and I know that's become a real focus area going forward. Get that going. So, in conclusion, we noted that we recognize the number of projects is numerous and they are complex. Uh projects are generally coming in on time and within budget. We continue to appreciate the quality and professionalism of OSM staff, design teams, and contractors. And I will say having 40 years of experience working on many major projects around the city, a lot of them in the CMGC mode that I noticed in and want to comment on that the OSM staff uh are experienced, they're competent, and they were very forthcoming in their presentations and were happy to answer any questions we have. Um, I will note too that the OSM staff
010uh seem to take a lot of pride in their work and we're very proud of their projects as they brought them through the trials and tribulations to completion and uh I think that's that's a great thing to see and uh just glad that Balon Pass and OSM and the projects can continue. Um, and that's uh that's all I have to say. So if you have any questions, uh fire away. Great. Uh thank you. That was very informative and went through pretty quickly. Um any questions? Yeah, I think a lot of the interest is in the three modernizations. A lot of what we went through in this last program were a lot of the other ancillary programs and uh so aren't any questions? I appreciate your time. I have a couple questions and I don't um
011thanks for the report, Norm. Uh really appreciate the sort of overview of the committee's work and these may not be questions for you. Um, so I'll just throw them out there and um, whoever might be uh, the best person to answer because it may be it may be district staff. Um, so feel free to deflect um, if that's appropriate. The um, I'm curious about the 2017 um, bond. It says the current forecast is indicating approximately 67 million under budget for the 2017 bond. So having gone on the come on the board right when after the 2017 bond had been passed and been referred and passed um it was way there wasn't enough and so that's when we had to split up Benson but and pay for half of it the next bond. So is the
012statement about it being under budget that's using the sort of re the new number once um half of Benson got put in the next bond. Yeah, I think Stormy can answer this, but I think a lot of times when you're as you projects budgets and schedules progress, you're on the new budget and schedules or the reallocated budgets and schedules. And we we had extensive discussions a lot of times about how these things were handled and reallocated and uh particularly under Marina there were some comp complicated reallocations that went on and they did take the time to walk us through those and explain those both Marina and Dan. Yes. Stormy, is that is that your understanding? And so basically, um because 2017 didn't have enough to complete Benson, so part of it got taken out and
013then whatever the half that was still in the 2017 that that was the new budget. So we're and we're spending what this is saying that we're spending under that budget. It's not with the whole Benson in it. like it's not the original budget that had Benson in it. Correct. So the u the budget for Benson that we consider to be the 2017 Benson budget is what was originally allocated to Benson for 2017. So we kind of consider Benson to have two budgets, a 2017 budget and a 2020 budget. The project itself has one budget but that is split up between the two bonds. So, um, when we talk about the 2020 budget, um, or I'm sorry, when we talk about the 2017 bond program budget, um, we aren't talking about that portion of the budget
014for Benson that comes from 2020 bond, right? How much how much did did they in did you all end up putting up for Benson in the 2017 bond? for Benson there was in the 2017 bond we currently show um 16160.7 um million. Okay. Um so it's just it's a reset of the budget um with the new numbers. So that's why you get the savings because yes that's why you get the Okay. And so the original budget for Benson, you know, when the at the inception of the 2017 bond was 202 million. So there was a um you know, about 40 million less is considered Benson budget from 2017 bond funds. Um and that then the question is um on that same statement this is the current forest cast indicating approximately 67 million under budget for
015the 2017 bonds. Then what um are there already designated expenditures for that 67 million? some so um some of that 67 million is um contingency and then some of it is unallocated funding that needs to be allocated specifically to health and safety program projects so that we get to that $150 million that was um mandated for that purpose. Um and that amount of unallocated health and safety is about $28 million. So we have already identified that the projects that will be included in that 28 um $28 million and that's part of my next presentation so I can skip it and talk about it now if you'd like. Um those are roofing projects, uh fire alarm panel replacements, and some asbests abatement and flooring replacement at grant that wasn't done during the modernization project and that
016will come to the 28 million. It's approximately 28 million. And then um this this is maybe a question back to um Norm about the 2020 bond. Um I'm wondering what how much discussion there was about the Benson cost overruns and any sort of observations, recommendations from the bond accountability committee. Oh yeah. Yeah. We we Uh I know Anderson did a very very detailed uh presentation to OSM about what happened and why and what they were going to do. We weren't privy to all the details. We were there were discussions. It was explained in in kind of summary format. Uh one of the big ones I know was steel price escalation. Uh so I think that was still during a period of time uh when there was a lot of some supply trade or supply line
017disruption and cost inflation. Um and that project wasn't all new. There was a lot of renovation and so there was some discoveries I believe as happens in a lot of major renovations. So I I I think it was definitely addressed and and you know we're the the bond committee the the bond program is so vast that uh and we have meetings once a quarter so it's hard to deep dive too deeply into these and we're kind of at a higher high level of oversight and trying to get into nitty-gritty of of all the particular projects is kind of not feasible. So um just maybe speaking to that um did was the so along the way did the cost over runs at Benson were those shared or was it sort of at the very end because
018of the cadence of your meetings only being quarterly? I was just wondering like where when you all had visibility to the cost overruns. Um there again uh I was 40 years in the industry doing major projects like the DA's North America headquarters, Yeti world headquarters, all of which were CMGC and a lot of the cost overruns were identified as preliminary budgets were updated as the documents progress. Um and then there's usually a big flurry of drawing done by the architect and all the consultants. And so when it comes to the final number, there's a lot of new information that they hadn't seen before that comes up. So I'm not being apologetic for general contractors. I'm just reality of it. So um and under the CMGC program, uh way it's set up with the American Institute
019Architects and legally is um there aren't shared costs on cost escalations as they occur as a project and the plans are developing. Then after the CMGC is put in place, uh there's a guaranteed maximum. That's if it's exceeded, that's all the contractors, you know, once it gets beyond the contingencies unless they have valid change orders. Yeah, I guess I was um looking at it from like even like a much higher level like just like when um did you feel comfortable knowing what like the BAC of the flow of information? Did you find out like after the whole project was done or did you the reporting that did you have the reporting that shared that there were going to be cost overruns early on? Yeah, there was there was um along the way budgets kind of
020go up and down most mostly up and unfortunately um and then I know the Benson project particularly had a kind of unexpected significant change order towards the end which I know was being negotiated with the contractor. Um so basically the contractor gets paid for uh the work that goes in place. Um, so it's not like they can charge one thing and then um get paid something different. It's it's all aligned. And I know there's quite an elaborate process where OSM tracks the billings with the contractor. I will say also um director Brim Edwards in every BAC report even um so we report to them quarterly the focus of the quarterly meeting is alternates between um kind of modernizations and then the smaller kind of infrastructure projects. However, at every quarterly report, we give a um
021a program level update that includes um each major projects um current budget and estimate at completion. So those things uh that that budget it number is uh communicated every quarter and so it is apparent when those numbers are going up and down and we and we tend to um provide updates about why that is. Yeah. And the timing of updates from the contractor OSM vary depending upon the there's usually um milestones like schematic design development, you know, maybe 50% construction documents. So there's all those milestones that occur over a period of time and how those align with our meetings when they get their updates. But there is a process where as the architect and their consultants develop projects, they're issued to the the contractor for budget updates as they as they develop and then obviously
022the when they're close to completion of the construction documents, it goes to the final contract amount. Great. And this is more just a comment for PPS. And Eddie, I'm glad you have committed to um have like a regular board meetings because I just think it keeps um because some while we do get the BAC reports um they're quite detailed. So sometimes if you don't actually have a meeting where you need to look at them before the meeting um it just doesn't get spread into the into the board. So um having sort of that reporting into the board um also would I think will be helpful going forward. Great. Thank you. Agreed. Um I just normal we still have you here. I just have a quick hopefully a quick question just kind of um just a
023little bit clarifying. So I mean we we spend you know obviously majority of the time talking about the Can I have you speak up a little on? Yeah, sure. Um hopefully this is just a quick question or quick answer. um you know we spend the majority of time talking about the big projects of course because that that's what everyone's interested in but I'm actually kind of curious about uh you know the smaller line item things like let's say looking at curriculum um in terms of like the BAC involvement like what could you just kind of give a brief quick overview of like kind of the scope and depth that you that the BAC looks into say for example like curriculum um in terms of like you know I see there's the adoptions and the implementation
024cost but like how yeah what what's the kind of general view we actually get quite detailed presentations I think the head of the curriculum and uh that person's assistant come in I can think of at least couple meetings in the last year or so and and done very detailed uh I remember one real detailed explanation of the whole cycle it's quite a cycle that goes through curriculum uh and It's a never- ending cycle, it appears. This just goes out forever into the future and and meeting state requirements and stuff and they've talked about the process of going out to vendors and we've questioned them about, you know, doing equity requirements. In many cases, a lot of what they're doing there aren't people with equity standing that are that are available as vendors, but they're we
025encouraged them to try and they said they would. Um, and yeah, it's it's a it's a I had no idea until some of those presentations what what all developed and what an ongoing process it is. Awesome. Thank you. Hey Eddie, I I had two other questions and maybe this is for staff, but the the female workforce participation um is still significantly below the goal of 14%, it's at six. And I'm wondering whether there's some sort of action plan to get us back to goal or get us to goal. don't have an action plan for that at the moment. Um would that be something in the 2025 bond planning that that there would be a some sort of specific set of strategies to try and looks like we're doing great on the minority workforce participation. Yeah.
026Um that is um so we're working on the execution plan for the 2025 bond right now. Um and so we could look into that creating um an action plan and and we've got our um certified programs uh program manager um here Avtar who can help us develop that action plan and then uh carry that out. You know, we'll say that the industry's had a you know just the percentage of women in the industry is it hasn't really grown significantly over over time for re what reason I don't know so at some point when you have a percentage like that you know I don't know if that is what it is in the industry or if that's higher and uh there needs to be more uh you know focus on that and I think the trades
027have tried to and in particular some of the large projects the the con subcontractors tend to be large union outfits and um so that that's kind of the where the workforce flows through and I know that they they have made efforts and it's been ever since I've been in the industry it's been an aspir is you know to try to increase percentage of minorities and women in the trades and frankly it's had limited somewhat limited success over the the 40 years I was in the industry. I've been retired for five years now. Yeah, 6% seems uh pretty low. So, my other question is around Sorry, Jul. Could I just follow up really quick on that one? Oh, yeah. Go ahead. All right. Thank you. Um yeah, Norma, I think you both kind of answer. I
028was I guess my followup question was just kind of like what are some of the barriers that you've identified that prevent us from getting to that goal? And it sounds like one of them is is just the the general populace of the workforce. Um are there any others? You know it it varies from city to city and and market to market and and size and types of projects as to uh the people that have been trained up to the levels necessary and uh you know I wasn't involved in that aspect of the business. I was more in pre-construction and then uh went into marketing and business development. But I know our people that were focused on the trades were were pretty frustrated about the abilities to bring uh different you know bring people into the
029the trades that historically hadn't been and there's been it's been quite a focus for quite some time and there has been progress but not nearly as much as everyone wanted or expected there to be. One of the things I've been um aspiring to do more of is have um more interactions with my counterparts and to have Avatar have more interactions with his counterparts and other public institutions in the area. Did we lose director Brimmenors or is that just me? Um here she is back. Okay. um is to um because we are all we all have goals around this and we're all reporting those goals and so um I I think you know we need to collaborate with them more to understand if they're doing better than us what is it that they're doing um that
030we can uh implement here if we're doing better than them what can we offer to them as far as ideas go for that so I think that's another um it's right now it's an untapped uh opportunity and resource for us. Number years ago, one of the the on committee members was uh actually very involved in the Beaverton uh school district uh when they were doing lots of schools and and he commented that Portland public school percentage he's saying were very similar to what he was seeing in Beaverton just as a a reference point. Right or wrong? Okay, I hear that PCC is a real leader in this. So, um I've been meaning to, you know, kind of catch up with them and see what they're what's the secret sauce there. You could also check with
031your neighbors um on the first floor of this building. They're uh known Multma County doing a great job. So, thanks. Yeah, I was just I was just going to add the like East County Library has a very very high rate of um women and minority contractors. Maybe that's where they all are. Maybe. Yeah. So, I had I'm sorry my C had to switch um gears here, but I'm so I don't have my camera on. But a question I have is the other question I had is there was a statement about the Jefferson, Cleveland, and Wells modernizations. um they're saying that they're currently on hold of the direction of the PPS board to study costs saving strategies. Is that a trailing I'm assuming that's a trailing comment that um there's there's things are move things are
032moving ahead that that the board hasn't said to hold. I mean the my assumption is that planning is moving ahead and you've realized some cost savings on the projects and you're continuing to move ahead and looking for cost savings but the the projects are on hold. That's correct. Yes. That's more of like just an older statement. Yep. Okay. Yeah. The BAC meeting was in April so um a lot's happened since then. No, that those are all the questions I had. I had a couple other things that unrelated to the BAC about the bond. Okay, there's no other questions. I'll uh go have dinner. Thank you, Norm. Okay, thank you. Right. Um next up, we'll hear from Stormy Shanks. I'll let you take it out. take it away, senior director for the office of school modernization.
033All right, thank you. Um, I'm going to share a screen. I've got um some slides that just have bullet points that are just notes from the um from the actual uh quarterly reports that were in there. So, these are just visual aids. They don't include any information that's not already in those reports. Um, can you all you can see the screen now? Okay, great. Okay, as Norm noted, the 2012 bond is it's nearly spent. There's about $480,000 of funding remaining in that bond out of 548 million. Um we have identified a couple of follow-up things at grant on the fire um protection system that need to be um corrected there. uh that we're going to use most of that funding to um complete that project this summer. And then so we won't be closed out
034unfortunately at the end of this fiscal year, but um hopefully uh before the end of the calendar year. And then in 2017 bond, we've spent 91% of the $942 million budget. And as a reminder, budget does include bond funds, but it also includes uh funds like grants, um interest, uh bond sale premiums. So the um the budget amount is larger than the amount of uh initial bond funds. The Benson project achieved the contractual substantial completion and final completion is expected this summer. Uh the project is in the closeout phase and and we're we're managing uh claims on that project right now. Lincoln is complete and about $6.9 million is expected to return to the program to be allocated to other projects and the 2017 health and safety program. Uh the water quality projects are complete
035and the contracts are closing out that um that whole program ended up um very far under budget. Um, we have sent millions of dollars back into the health and safety program to re to be reallocated to other health and safety projects and same with the lead paint program. That program is wrapping up this summer. Uh, we completed a roofing assessment of every roof in the in the district, all of our schools, and that uh roofing assessment output was prioritized. and we've identified the four highest priority projects to um to complete and those funds have been allocated to those projects. Um then our um we're we're also going to be funding 10 uh fire alarm replacements um at 10 sites and then the asbestous disus abatement and flooring at grant that I mentioned for our 2017
036athletics program. The Roosevelt grandstands expansion uh the architecture and engineering contract is in process right now. And then for our 2020 bond, our 48 we are 48% spent the total budget there is 1.34 billion. Uh Jefferson Cleveland and IdaB Wells are in the design phase and revised comprehensive plans that resulted from the cost reduction uh phase will be presented to the board this summer. So the the um revised comprehensive plans will show the revised scope, schedule and budget that resulted from that cost reduction study phase. Our CBSSE project we are in a feasibility study phase of um fitting the program into uh different options for uh facilities. Um and then the 2020 bond curriculum program has spent 78% of its $63.3 million in bond funds. uh 2020 technology bond program has spent 60% of its
037$153 million budget. And then for our infrastructure, our ADA and sped program is will be completed this summer. So that'll be ADA and sped upgrades in all of our school buildings across the district. So the identified scope for 2020 bond will be done this summer, which is a really big accomplishment. Uh our seismic work for 2020, Mary'sville is a complete seismic retrofit that we received a uh seismic an SRGP grant from the state to help us complete that'll be done in uh summer of 2026. So that has turned into a threesome project. Um so this summer's construction will be summer number two of three. Stormmy, can I ask a couple questions about this? Sure. Um on the curriculum program it said it spent 78% of its um bond bond funds. Mhm. I thought that the
038reporting that we'd had is that they'd spent over that they'd spent over and so therefore there was some um nonbund bond uh funds that had covered some of the curriculum and think there things that were not um we couldn't use bond funds for but I thought we were had utilized all those funds. So when the 2020 what was supposed to be the 2024 bond in November of 24 was moved to May of 25 there was um a gap in time. So the um the curriculum program they had planned to spend their funding um up through November of 24. when they found out that there was going to be a gap until May of 25, they said, "We need funding to cover the curriculum spending that we had planned during those six months." So, we allocated
039contingency funds from uh 2020 bond contingency into the curriculum program and we did a similar thing with the technology bond program. So, um, their bond number, I can tell you if you're interested in what the difference was. I I think it was about 9.8 billion 9.8 million that was transferred from contingency into curriculum. Um, they do have additional funds outside of bond, but this isn't any of that. We stopped tracking that because it um those general funds go towards curriculum related um expenditures but their their curriculum expenditures are not easily separated into projects like our OSM projects are and so it it became uh difficult to report on. So we're only reporting on the bond fund expenditures at this point for curriculum. So, um, the 78% of the 63 million, is the 9 million a
040net ad or it's just a moving the money into different pots? So, uh, let me get another, um, document open here that might help. So this is it might look kind of small on your screens. This is the 2020 bond uh program budget. What happened was this um this number of bond funds has stayed the same. The total number of 1.3 billion. What we did at the end of the year last year, November of 24, is we took about $10 million out of this contingency fund, and we moved it up to this curriculum number. So, you can see that their original um their original 2020 funding was 53.4 million and now their now their bond funds are at 63.3 million. So that's where that difference in their original budget to their budget now came from.
041Okay. Um that's what was confusing because I was remembering a lower number. So they basically just added $10 million to the curriculum. They did because of the increase in time that this that the 2020 bond would have to cover for curriculum adoptions. Okay. Um then my other question I just want to make sure I understood it you um one of the things in the 2020 bond was that all PPS um schools the main floor would be ADA accessible. Did you say that would all be done at the end of the summer? Yeah. End of the summer. Yep. Oh, that's great. Yeah. Yeah. 90 schools. Very cool. Yeah. Yeah, that's a big milestone. Yeah, it's a lot of it's uh a lot of ramps, a lot of um you know, parking improvements, sidewalk improvements, um handrails
042in the insides of buildings, replacing a lot of door hardware um because doors need to be you need to be able to open them with a certain amount of force. And what we found was that the doors contained uh asbestous. So, a lot of the actual doors had to be replaced in order to replace the hardware. So, it was a it was a real uh significant project across the district. Speaking of doors, did all the interior doors, classroom doors get inside or interior locks? Did that project get completed? I don't know the details of that. Yeah, I can't say for certain that 100% of them did. Um our um mechanical projects uh Bridger and Kelly mechanical upgrades are complete and then the lint mechanical upgrade will complete this summer. Um and our um multi-sight controls
043upgrades are in progress right now. That project replaces old pneumatic controls with new um direct digital controls. And then the Harrison Park Middle School conversion has reached substantial completion and it will achieve final completion this summer. We're hoping to have our next BAC meeting at Harrison Park actually. And um our multi-sight security improvements are still in progress as well. You made director Wong very happy with the Harrison Park uh reference there. Did you? Very happy. I was going to wear my Harrison Park sweater, but forgot. Yeah, it's uh Harrison Park is it's another one that we're really proud of because Harrison Park is not a full modernization, but we refer to it as a mini mod and almost every space in that building was touched. Every every teaching space in that building received upgrades. Um
044it got new mechanical systems. Um and it's really beautiful and the uh the principal there was just dynamite through the whole project. That project was completed while school occurred. The building was occupied and used as a school during the whole upgrade process. So most of it was completed during summers, but it was also a construction site during the school years as well with um you know the contractor had to do plans to separate off the construction part of the building and there was there were noise and workers and so it was a real um accomplishment to get that building upgraded and it's beautiful now and the students love it. The community there is proud of it. So we're really excited about that project. Stormy, how much um did that did that end up uh costing?
045Because when we were putting together the 2020 bond, it was the same time we were finishing this or working on the Southeast Guiding Coalition. And yeah, I think we we put like 5 to 10 million in um which was the beginning. It's like it has to be more than a mechanical system because we can't say that's what you got for your modernization. Yeah. So here's the report on that. The current budget for that is 42.7 million and we're we think we're going to be about 700,000 under budget. That'll come back to the program. But um Harrison Park did it was more than just a mechanical system. It was you know every classroom was really upgraded. It's beautiful. It's got new it's got fire protection that it never had before. Um so the interior classrooms got
046fixed. The the gym I mean it's the entrance is great. The bike Yeah. Yep. Bathrooms. There's new bathrooms. Um, all user restrooms at the gym area. I mean, it's just it's gorgeous. You kind of feel like you like went into time warp because when you look at it from the outside, it's this old 50s building, but then you're like, whoa, modern 20th century stuff. Yep. It's getting its bike parking. Um, yeah, it's it's really fantastic. So, it's kind of a one-of-a-kind project for us here in PPS. We haven't sort of upgraded a building to that extent recently that wasn't a full modernization or full rebuild. So, it's really a model of what up, you know, a significant upgrade can look like without being a full modernization. I have a actually a kind of question about
047that, too, because I know that Harrison Park there's a few buildings in in Outer Southeast that have the kind of same layout or build I think maybe by the same construction. Um, I think I'm thinking Lent, right, in Harrison Park. They're kind of identical. I I assume this could be used as a um blueprint, right, for the other schools that have the same Well, it looks like the same build. I mean, they all look like the same building. Yeah, that um there I think there are some prototype schools. Our one of our structural engineers calls them the Jones schools because they were all designed by an architecture firm um by the name of Jones apparently. Um so it could be uh kind of a a model in that way. Um we always have to consider
048the uses. You know some of these schools are elementary schools and Harrison Park has had um since the time it was built a lot of additions. So there were you know I think four or five different years of major additions onto Harrison Park. Um and it's being used as a middle school now. So, um, we'll have to consider the use and the sort of, uh, changes that have been made to these buildings since, but yeah, we can use some of the concepts and some of the things that we learned about what the drawings looked like at the time compared to what actually got built at the time. We've learned some lessons about that um, from doing Harrison Park that we can apply to those future schools. Yeah, Eddie, you're right. It's the exact same floor
049plan as Lent. Yeah, the um I I'll give you an update on seismic next, but that was one of the things the structural engineer was saying is um there's a number of these Jones schools. So when we're looking at, you know, if we need to seismically upgrade them, they can do kind of a a cost study on one of these schools and get a little more detailed and it's going to tell us a lot about seismically upgrading the other uh Jones schools. Great. Thank you. Yeah. So the um that's so on the 2025 bond, we will begin reporting on 2025 bond progress beginning in July at our July BAC meeting. So there won't be a huge update. we won't have spent a lot of it, but um right now we're getting our sort of um
050bond execution infrastructure together here for our reporting um structures and templates and uh getting ready to manage our finances and and our projects and program for those. Um okay, the seismic upgrades. So this meeting uh the uh in May of 2025 the voters approved a geo bond to complete capital improvement projects for PPS. On May 6th the board passed two resolutions related to seismic. One is uh 7109 which prioritized 2025 bond funds for seismic upgrades and the other one was uh 7110 um affirming the board's commitment to track and report those findings and to complete public engagement and recommendation of seismic upgrades through the SFIOC. So that resolution called for six meetings per year uh with the first one being in June of 2025. So here we are. Our current phase of the seismic improvement
051programs is prioritization and planning of the projects and step one of that is complete. That's to gather a detailed seismic uh deficiency data for all schools. Our structural engineer did that uh completed that in 2024. Um that um that report is a long it's hundreds of pages and it's uh detailed and technical seismic deficiency data and cost data. It is a an accounting of the deficiencies and the costs. It did not include any kinds of prioritizations or risk assessments around those deficiencies. So that's what step two is to take that deficiency report that listing a database of all the deficiencies and the cost and to actually prioritize them um for us. And I'll go over the um kind of algorithm that we're using for that in a second. And then the third step will be
052to take that prioritization and um evaluate and create recommendations to move forward on projects using our own priority criteria. So we may get the uh prioritization from the structural engineer and one of the top 8 to 10 schools may be a school that has other facility deficiencies or low enrollment or you know there may be something um we're going to feed that information into the um school um what's it called? what are they optimization um work that's also going on to um put our PPS lens on those prioritizations. So u this is a little hard to see but this is really just trying to um illustrate the kind of prioritization algorithm that we are working with our structural engineer on. And so over on the left side is all um structural uh deficiency risk calculations.
053So the structural engineer can take a building's year of construction and type of construction and they can assign a risk score to that year and type of construction. then they will adjust it based on um actual you know um individual building factors. So they will adjust the risk score based on if we've done a partial uh upgrade of the seismic system in the building or if there are um small pieces that are uh structurally more riskier or less risky in that building part. And then we're applying an important score and that important score is um around does the structural deficiency affect um a an assembly area or does it affect a storage room or a boiler room. Um and then the title one status uh TSA CSA status of the um of the school is
054part of that importance score. And then off to the side, we're having them consider um what are lowcost and high safety return projects that we could do. Um if there is a a URM wall in an assembly area at a school, that may be correcting that single deficiency, may be a lowcost but high payoff uh item to correct. So, they're going to roll these factors up into a um a priority list of all the deficiencies in all of our school buildings. And we expect that report in July. The next phase of seismic will be our execution phase. So we'll take the prioritized seismic improvement projects that we identify and we will execute them according to our standard operating procedures for bond funded construction programs and we'll establish some uh KPIs related to the program uh
055that we can report on and accountability and transparency will be provided through these bimonthly uh updates to the SFIOC quarterly status reports to the bond accountability committee. We will have a 2025 bond seismic improvements website where we share the data, the prioritizations um and our progress. And the seismic improvement program will be included in our annual bond performance audit that um will in will also cover the whole of the 2025 bond performance. So that's what I have for you today. Thank you. That was very very helpful. Can I have a ask a follow-up question? Yes, Stormmy. I'm um now that the bond is passed. Yay. Um is there a um like an overarching plan? I know when the 2017 bond p everything was different about 2020 bond but 2017 bond passed um we developed essentially
056a sort of multi-year at a very high level like when projects were going to move because obviously everybody wants their projects to move on July one or past um so and so a lot of questions are coming in about just the the timing of things um most common obviously the big big three high school projects um but also like the athletic improvement projects. Is there a um sort of draft timeline of um when those might go or what what you you all are thinking are sort of the optimal time frames at a very high level. It's something we're working on. Um I'm we're working on drafting a bond execution plan right now that would include the um proposed schedules for um for all of the programs. So not just the modernizations but for athletics for
057um deferred maintenance and priority scope and for the seismic program. um those are the major uh construction related um programs and then we'll expect the same uh from the technology and curriculum program managers. So we'll get their input and get that into the execution plan as well. And so, um, what I would like to include in that execution plan is some, um, KPIs and maybe some kinds of reporting, uh, templates or, um, you know, general expectations for the reporting for every program that's in there that, um, you know, so that we're reporting on the scope, schedule, and budget for each of the programs. Great. Thank you. Yeah. Oh, I did want to say uh the uh Jefferson uh CMGC RFP is um out right now with the um with the contractors. So the uh proposals
058are due in early July. So that um Norm had said earlier, I assume that's in progress and it and it is. Great. Thank you. That's actually going to be my question. Okay, great. Any other questions? Maybe um sorry, just on that last note, can you like so that's out there then describe the next couple steps? We uh so for the procurement itself or for after the procurement for the procurement itself. Okay. So um what happens is they have uh a certain amount of time to develop and send their proposals back and so they will send those to us in early July and then um we score the um the written proposals uh evaluate them and score them and then there's a short list that uh that we interview. So then we go through those interviews
059uh evaluate and score the interviews and then the contract is awarded. And what they're responding to is the revised building plan. Yeah. So they what they're responding to is um the RFP itself includes you know your proposal needs to answer these questions or demonstrate these qualities that you have and they will have access to all the publicly available information about the project. Um, so what that's what they're responding to is is basically the publicly available information about Jefferson and what's in the RFP itself. And I'm assuming that includes whatever the most recent adjustments that were made. It includes um, you know, a broad description of the scope of the project and that reflects the um, the output from the cost reduction study. We we don't include um like sets of drawings or specifications or anything
060like that at this point because we don't have it um those aren't up to date with what was decided from the cost reduction study. But for example, they would know that they would be building an all electric school. Yeah. Yep. and the the proposals aren't um because this is a CMGC process, it looks different than a design bid build process. The proposals are um they are proposals, they're not bids. So they are not submitting a cost like a GMP cost at the procurement stage. What they will submit is a fee proposal. So the fee is expressed as a percentage of the future G uh guaranteed maximum price amount. So they will submit in their proposal what their fee uh for this project would be. Great. Thanks. Oh, and I just I should say also um
061any questions that you might get from prospective proposers need to be referred to our procurement and contracting department. Yeah, I haven't had any questions. It's more questions from like parents of like when's my school going to get started or is that field? So yeah, I was more just um be because this is the second time around just wanting to understand what the process is, but absolutely send things back into the district if we get questions. Awesome. Great. One last call for anything else. All right. Thank you, Director Shanks. It's very helpful to hear all these and and for purpose setting. Thank you everybody for being here. Um really appreciate all your time and hopefully like you I am hungry for dinner. So with that this meeting is adjourned. Good night everybody. Good night. Good night.
062Thank you everyone.