001All right, Madame President, the YouTube live is stream. Our webinar is live. The meeting is yours. >> Hey, wonderful. Thank you and welcome everyone to the January 27th facilities and operation committee. Um, let's start with the pledge of allegiance. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Okay, thank you everyone. Um we'll start off with the um approval of the minutes from our November 24th facilities and operations committee meeting. Do I have a motion and a second? >> So moved. >> Second. >> Okay. Motion by Mr. Kaiser, seconded by Mr. Bell. All those in favor say I. >> I. Motion carries. Okay. I think we'll now move on to the items recommended
002for work session or action meeting. All right. Thank you, Director Ramage. And uh I just wanted to welcome uh Director Kaiser and Director Bill to Bell to facilities and operations committee and welcome to everyone out here out there who's attending. Uh we have two items recommended for work session uh and action meeting. The first item uh is recommendation to seek board approval for bid pack one pen builders for multiple change orders totaling the amount of $9,32.15. This will be applied to the allowances for the contract leaving a remaining balance of $358,83860. This change order does not inre increase the contract amount to the vendor nor does it increase the overall construction budget. This will result in a $0 change order to the contract. Uh we have five items that are make up this change order.
003The first item is overtime for labor to complete tile work due to the change order. So we had an owner change order to increase the band of tile at the top of the natiatorum. Uh this was increased work uh to the scope of work for the contractor. As a result, they had to work some overtime to get their contract work completed on time. So PCO26 reflects $3,460 for that work. The second item is PCO29. It is a sanit sanitary napkin disposal unit credit. So originally the GC was supposed to provide those. Uh we had a supply of those from a grant that we received uh that were here in the warehouse. So we supplied those in lie of them. So that results in a credit of $1,669.50. Item number three is PCO30 for signage revisions
004at the natiatorum. The original contract documents did not include signage for some of the office spaces and closets in the natiatorum. Uh that was a document error on the drawings. So those uh required signage uh due to ADA uh results in $1,221 for additional signage. Uh PCO31 is for sophet panel enclosures above the fume hoods in K pod third floor as well as the emergency showers. Uh this is an owner requested change to uh close off the top uh area to the acoustical ceiling. Uh we negotiated on this and this change order represents material only. The GC was able to provide the labor uh at their cost. So that is $1,68.17. The last item is additional tile backer board in uh these are faculty bathrooms KT218 and KT114. On the original documents and the asbuilt
005drawings that we provided originally, it showed these uh two bathrooms being ADA compliant. When we field measured uh these areas, the toilet was off by about an inch and a half. Uh so we had to have the contractor remove the tile, add additional layers of drywall, and add additional tile backer board before they put the drywall on these walls. That is $3,665.89. So again, the total for all these change orders is $9,32.15. Are there any questions associated with this change order request? >> Before we get into the specific questions that um the committee might have, Mr. Slaughter, will you give an overview just because Mr. Kaiser and Mr. Abel are new to the committee of kind of how we have proposed and how we're financing and um supporting change orders and how we're managing. you
006have a great system and a great process in place and I think it's helpful just to review that. >> Sure. Certainly. So when we receive bids for uh bid pack one and bid pack two, we have the contractors provide not not only allowances but unit costs. So the unit costs are individual line items for specific items. For instance, it may be uh 6 in pipe at 10 ft deep. Uh what is your cost per foot? And then in the bid, they're supposed to provide as part of their contract, let's say, a th00and feet of pipe. So, if we use that specifically for what it's called out for, uh, then we would take that allowance away, but we're also allowed to use other change orders to offset the allowances. So, in bid package one, the GC's
007total allowance amount was 652,350. So, we have posted change orders against that and we now have a balance of 358,838 left. Whatever we don't use becomes a deduct change order to the contractor and goes back to the owner and goes back into the budget for future uh bid packages. >> Thank you. Um we'll start with a motion and a second and then we'll open it up for um specific questions. Motion >> second. >> Motion by Mr. Bell, seconded by Mr. Kaiser. Any comments or questions for Mr. Slaughter? Mr. Bell, >> just a super quick question. Sort of thinking about it and coming in a little bit later to the uh construction process here. Um all these changes make perfect sense to me. I think they're very thoughtful. Uh and appreciate the attention to detail even
008down to the inch. Um I my curiosity is just as a uh professional in the space, how do you feel about the rate with which the allowances are being utilized for this specific bid package in your level of comfort using about 300k of the 650 or are we ahead or behind schedule in your mind? >> So I think we're we're ahead of schedule. So uh the the third floor was really the meat and potatoes of of the project in Cape Pod as well as the pool. We've now finished the pool. We've now finished the third floor. Uh second floor and first floor are pretty repetitive. So being at 50% I feel pretty confident in uh in where we're at right now. >> Outstanding. Thank you. >> I think one additional item to note is we
009still have a contingency. So all phases of this project also have a financial contingency for change orders. So the allowances are not part of that conting contingency. So we kind of have a double a double area there for uh paying for change orders as they arrive. And of course we review them and we negotiate with the contractors as well as our construction manager CHA helps in those negotiations as well. >> Is that an owner's contingency or a GC contingency? >> It's an owner's contingency. >> Outstanding. Um sorry Ken, I apologize. Uh what uh what percentage do we traditionally keep uh for contingency funds as an owner? >> Typically four to 5%. >> Thank you. >> Great questions, Mr. Kaiser. >> Yeah, I I just had a question about the order of change orders. So, does
010it the order start with the allowance first and then the contingency second or is there some other system? >> That's up to us how we how we utilize that. Um, >> typically we uh since the allowances are part of the contract, we typically use them first to see where we're at, where we are at. If we exceed that amount, then we would start to pull in the contingency. The contingency is very easy to move and doesn't take backup documentation where the allowance requires us to do a deduct change order, move the money from that from one uh section of the project to the other. >> Okay. Thanks. >> Hey, thank you for that. We have a motion and a second in the on the floor. All in favor say I. >> I. >> Hey, motion
011carries forward to the board, the full board. Um, the next item, Mr. Slaughter. >> Certainly. Item 3B, the recommended for work session action meeting is another change order for bid package two to the general contractor. uh recommend to seek board approval for bid pack 2 general contract pen builders who also happens to be the same contractor totaling the amount of $49,840.73 again this will be applied to the allowances this leaves a remaining balance of $1,957,54424. This change does not increase the contract amount, nor does it increase the construction budget, and we will issue a Z change order to the GC contract for this amount. The following items were uh posted to come up with this total amount. The first item was additional silt sock requested by TNM Associates who is our civil engineer. uh because
012the project permits were approximately 2 months late, we have revised our uh stabilization process to expedite some of the site work and in order to do that the civil engineer recommended we add some additional silt sock stabilization. So this amount of money would this was something that we took a unit cost on and we have an allowance for. So uh we are utilizing this to stabilize an area just above the new transportation building uh based on these revisions that we had uh for site work. The second item is PCO3 to replace existing transite sanitary pipe replacement. Uh during bid pack one we discovered that the sewer lines were transite. Unfortunately, this was after the award of bid pack 2, so we couldn't include this as part of bid package two. We did, however, have unit
013cost for pipe uh that equal to the size of this translite pipe. So, we're requesting that any area that's below the new addition uh and into the courtyard be replaced. We took it to the nearest manhole. Uh, so this unit cost was applied and the amount is $20,516.85. The next item is some additional tree clearing that was not shown on the drawings at the existing substation. Uh we realigned the new substation layout to move it from the sunny town side of the existing substation to the back side of the existing substation in order to uh have it a more uh access to uh running things to the building and the interconnection between the two. So there were trees that were shown around that area. They were shown to remain uh in order to merge these
014two together. We had them removed along with some fence. Uh the amount of that change order was time and material and that resulted in $2,200. The last item is PCO5. This was additional excavation required at the staging area. We found excess top soil on the radio station site. And in order to uh stabilize the layown area, which is the area where we're going to park all the office trailers, all the CC can storage containers, all the contractor parking and a lot of material. We remove the additional top soil uh in order to get the stone material and to stabilize it. So there's additional removal of top soil and along with additional stone that had to be used. We felt this was a benefit uh for deterioration over four years of the staging area which the
015owner would have to replenish. It also benefits us by gaining additional top soil for the two fields that go there eventually. Those will be natural grass uh athletic fields. So uh you know the minimum typically is 4 in of top soil. This will allow will allow us to go to 6 to 8 in which benefits natural grass root growth. Uh we also used unit cost to apply this in the amount of $24,123.88. So we uh had this is the first uh use of the allowances against this. So 2,7,385 with the $49,840.73 cents. That leaves us a bal balance of 1,957,54427. >> Thank you, Mr. Slaughter. Um, do I have a motion and a second for this item? >> So moved. Second >> motion by Mr. Kaiser, seconded by Mr. Bell. Any any comments or questions,
016Mr. Bell? >> Uh, you make this very easy to follow, Mr. Slaughter. So, thank you. Uh, very very clear uh and precise uh walk through. The only question that I had was for PCO for the tree clearing that's at TNM right now. My only curiosity is will that result in a future change order to replace additional trees that we had to take down and we'll likely have to replace by ordinance or is that going to be part of a future bid package to come? >> So most of those items were uh scrub trees that had grown up. Um if we will have to replace those trees that would be part of bid pack three or bid pack four which are not out to bid yet. super helpful. Thank you so much. >> Certainly. >> Hey,
017any other comments or questions? Okay, Mr. Slaughter, you did reference a little bit about the permitting process. Can you just give us a quick overview of where that stands right now? I think that it's all been wrapped up, but um just I think for the sake of the community just to make sure that we're we're keeping everyone up to date. >> Certainly. So, we have received all the required permits in order to do the building work. Uh we do have a couple items that are uh still outstanding and the we had meetings early on with the township to uh request that this happened because some of the HOP permits and the road work permits typically extend beyond when building permits uh could be issued. Um, so rather than hold up the project, we asked if
018they would be handled separately and the township agreed to that. So we still have uh HOP permits for Snider Road to extend the flashing signals there. We have an HOP permit for working in the right ofway at the main entrance along Valley Forge Road. Uh that's to install new sidewalks. Uh we don't need to do any traffic signal work up there, but there's some landscaping and sidewalk sidewalk work that occurs in the ultimate right of way. The last thing we have is Montgomery County roads and bridges. We have a pedestrian crossing that the township requested between um the Sumntown walking path that we're putting in to the Bridal Path community. uh that'll probably include some flashing pedestrian uh crossing flashers and a uh outlined uh crosswalk there. So, we're still working on those items. That
019per that permit has to come from Montgomery County Roads and Bridges. And there's one other item with them and that is for the existing pipe that goes underneath the roadway. Uh they still need to sign off on that that it's existing to remain. Perfect. Thank you for that. Okay, Mr. Kaiser. >> Yeah, thanks um Mr. Slaughter. That was excellent. I I agree with Mr. Bell that it's very clear. Um the outstanding permits I know that the one permit required us to do the I mean the one permit delay required us to do the silt stock sock. Is that right? >> That was the building permit. Yeah, we had anticipating receiving uh land development in October. Uh that was slightly delayed due to some back and forth with the township about uh you know signatory parties
020and getting that all done. So instead of getting it late October, we ended up getting it right before Christmas. >> So then the my followup question would then be are do you anticipate any other permit delays that could delay the project or cause a change order? Now, since they since they opted to allow us to do the HOP permit separately, uh that work couldn't commence until that permit's approved, but we've already had two review and returns to PennDOT. So, we feel there may be one or two more items that we would have to correct on the drawing. So, we feel pretty good about the PENDOT HOP permits. And this being either the last round or the next to last round, we're not as far with Montgomery County Roads and Bridges. We have had a couple
021meetings with them about that. Um, but we still need to submit the final drawings to them which is being developed by the township's uh, traffic engineer. >> Okay, thanks. >> Okay, great. We have a motion and a second on the floor. All those in favor say I. >> I. >> Okay. I >> motion passes. Okay, I think we're on toformational items now. Mr. Slaughter. >> Certainly. Uh, our first item up is Mr. Gilmer. If you wouldn't mind showing the construction video update. >> January has been a month [music] of momentum across campus with progress happening both inside our buildings and out on site. This is your January construction update for North Penn High [music] School. With township approval secured, bid phase 2 officially moved forward. Crews mobilized quickly, completing tree removal, erosion control, and ground
022stabilization next to the bus garage and radio tower sites. New construction [music] entrances were added. Sediment basin evacuation began along Sumntown Pike, and courtyard work continued with safe, clearly marked walkways for students. Underground fiber work also started setting the stage for future technology upgrades. Inside the natiatorum January focused on finishing punch list items. Outstanding locker room finishes were completed. Rooftop HVAC units have been fully energized and water flow issues [music] in the pool systems were resolved. Crews completed epoxy coatings, paint touch-ups, and detailed cleaning. In Cape Cod, progress [music] was visible across all floors. Classes have been in session and punch list items for third floor continue. On the second floor, [music] painting, wall prep, window replacements, lighting, plumbing, and sprinkler work moved the project firmly into being ready for the finishing phase. Mechanical, electrical
023teams continue preparing systems for final connections and emergency power integration. January brought steady, meaningful progress [music] campuswide from site preparation to interior finishes. Each milestone moves us closer to delivering safe, modern, and fully functional spaces for students and staff. >> Gilmer, great great video as always. Greatly appreciate all your your help with that. Uh the next item we have >> Can I just pause really quickly, Mr. Mr. Slaughter? I need to react to the video because I think all of us remember all of the work that went into giving behind the scenes tours. And so to have those behi those experiences with the behind-the-scenes tours and the behind the scenes of this effort, the difference and the change is absolutely remarkable. So, we all remember what the systems look like, um the connections, the piping,
024and then to see brand new facilities going in, it just I just I have to say that um thank you, Mr. Gilmer. The video just gave me goosebumps. So, I know that we are very much in the beginning of this, but to see the progress already um and to be able to celebrate each milestone is um is is really it means a lot. So, thank you. Excellent. Any other questions on the video and the update? If not, we'll move on to item 4B, which is the high school project update from CHA. We have Mr. Jamie Lynch and Mr. Bill Hamley with us tonight, and they will give the update. Mr. Linsky, if you don't mind driving the PowerPoint. Thank you. >> Good evening, everybody. Thanks for uh having me. Mr. Bell, Mr. Kaiser, welcome to
025the uh uh facilities committee and uh to the updates. As usual, Mr. Slaughter has knocked it out of the park and Mr. Gilmer did. And here I just uh kind of repeat a couple of things that you've heard already this evening, but I'm always uh anxious to answer any questions for you. Mr. Hamley is on site with Mr. Naru Mudenuri. So, we have two guys on site who've been watching all of this work through phase one and bid package two and the work that's that's upcoming. And so, um, I'll just provide an update here, uh, tonight for the committee. Um, [clears throat] as you heard, the NPDS permit was, uh, received for the project finally in October and ultimately recorded at the end of the month. Um, uh, interesting note is that bid package one
026was able to proceed without an NPDS permit and only a soil erosion and control permit. And so that was strategic because the board and the district wanted to get moving with the project. And so we created bid package one as a result. One other point to add to Mr. Slaughters, he was spot on with respect to changes. Um a good deal of the changes that were made in bid package one were related to site work. And it's nice to say that all of the site work for bid package one is now complete. And so that's another risk factor that gets reduced for the district. Um site work was uh cleared to commence ultimately by the conservation district on November 13th and then we worked through the final approval process with the board of supervisors of
027the township. They granted their final approval on September 25th. But in assembling the development agreements and posting security and finishing the crossing of tees and dotting of eyes, it was not until the 17th of December that the township issued their final uh grading permit and a building permit uh very shortly thereafter that allowed work uh to commence. And as Mr. Slaughter identified, the highway occupancy permits for Snyder Road and Sunny Town are still being worked on. And fortunately, we've worked with our contracting team to work around those issues so that work was able to start right after the holiday. In [clears throat] the midst of all of this work, there are some other projects that we're working on. Uh we've already demoed towers on the radio site that made the way for the staging area,
028and we have one new tower to construct uh on the site for the AM radio station. So, we've got a tower designer uh that has helped us. We're putting a bid package together for a separate bid uh this spring. It'll be a public bid for the installation of that tower. It's coming together here in March so we can get it out on the street. The other bit of work is the new transportation uh building. In the video, you saw how the site was cleared for that building. That work commences probably in late March, if not early April, after the bid package 2 contractor constructs that building pad. So things are going to get busy awfully quick. As far as bid package one goes, work completed includes the December 1 milestone uh for Kod 3rd floor
029and the natiatorum. Uh it was a great effort in order to finish um and there was a lot of lastm minutee work in order to get everything occupied, but it was overall a successful effort and now we're working on the second floor demolition. and each floor will go a little bit faster because you, as you can imagine, the contractor learning curve goes up and they know how to put it together. Uh, bid package one, second floor, the turnover date is scheduled for the last week of March. We have a spring break at that time and so everything seems to be coming together that we'd be finished in advance and our goal as a project team is to make sure there are fewer punch list items that would carry on by uh beyond that date so
030that we can truly be finished and move on to the next floor. Just for your information, we move to the first floor and do everything but the office in the rest of what remains of the school year. And then once summer comes, we renovate the small office space and also the nurses suite and we'd be scheduled to be done with bid package one before the summer ends. So, it's hard to imagine with all of the work that's gone on that we're in that uh kind of schedule phase. Bid package two, well, that one will be with us for a few years. Uh we've completed initial shop drawings uh completed our pre-construction conference not only with the conservation district with but also with the township and the contractors really did a nice job in mobilizing right
031after the holiday despite the weather and did the clearing the erosion controls set up the staging area. They've started on one of the basins uh at the Sumntown end of the site um and they're working also in the courtyard as you saw from the video. But we've already got an electrical duck bank placed in that courtyard and we're moving ahead to get that building pad uh in place. So, uh things are moving at uh an incredible pace despite the weather. Little hang up with about a foot of snow, but I know that they're out there continuing to move. Bid package three is still in design and so that is for essentially the auditorium, the music suite, uh the H pod that has both teched and gymnasium space in it and the reconstruction of Jpod. So
032we have 90% design documents in our hands. We're working on constructibility review and cost information for that which which would come out in February. Um the last bits of enduser meetings have been completed with uh the building leadership. Um and then there are systems that we're working on making sure that we coordinate between what was in bid package 2 and bid package three for the building. So we'll be doing our estimate and review um bidding really out there in early 2027. Hard to imagine uh for work that starts in 2028 and that also has an abatement prime. of four prime contractors plus abatement work. We also track safety on the project as reported by the contractors. Uh certainly we've now engaged in winter weather. So there's a whole different group of hazards that are on
033the site. Winter work precautions for them are uh high on the list for the contractor safety officers. Um, we're doing site work once again and so that means uh proper PPE including high viz for people who are out on the site is necessary. There's always a warning and a and a reminder that contractors and their new subs need to have clearances and then get badged to be on a site full of students. There were no incidents reported, but unfortunately there was an injury reported. There was one slip and fall issue on the roof. As you can imagine, in winter weather, it tends to be slippery, and so we had a broken ankle uh with one of the employees of the roofing contractors. Uh our tailgate meetings continue with all of the contractors. So, we'll continue
034to monitor this from month to month. Hard to read uh unless you uh blow it up. There's Dan. He's right on it. But we have two dashboards for you to take a look at that really provides an overview of each uh bid package. So bid package one is here and you can see you know nearly 100% on the natiatorum and third floor and we're about halfway through on the second floor with a March 30th uh turnover and the site work as I mentioned is complete which was the relocation of the propane station. We had some utility lines namely water to be done um and we removed old fuel tanks from the site. So seems to be going well and at the bottom you'll understand uh from the numbers there what's been paid to date uh
035there is retainage on the project where we are with any executed change orders. We might note that there actually have been uh change orders with cost. Fortunately both of them were credits as you can see there. One was for the plumbing contractor, one was for the abatement contractor, and it gives you an idea of where we are on total soft costs. The remainder of the allowances and these numbers when you see the dashboard do not include the items that are on the agenda for tonight, just so you know, because you'll see that those numbers are different. So, I wait for board action to update this. And then you'll ident you'll see where soft costs on the projects are. So, that's listed at 3.9 million. Soft costs include designer fees, construction manager fees, building permit fees,
036and the like. On the very bottom, there's a couple of pie charts that identify documents that are exchanged in construction requests for information and submitts. Nice to see that the lion share are approved here. That should be an indication of the work that's being done by the contractor, the design team in order to exchange shop drawings and requests for information, get them answered, and get them back into the hands of the contractor. The next slide has bid package two now which I've added to the update and identified the same type of thing. The schedule here um you know bid package 2 is quite a lengthy contract. What I've included here is just this snapshot of the addition to APOD which runs through 2027. And I've also included the timeline for the transportation building so you
037can see how they work. And then uh below and maybe Dan you can stay here for a minute. I just have one point on the schedule. Below would be the same cost information for your information. And I would imagine that the burning question is um you know Jamie we got delayed because of permits. What does that do to the overall schedule? And what I'm showing here in the APOT edition is that we originally planned to start back in October. And we always planned on finishing in February or March of 2027 with the APOD edition. However, we built in a little bit of contingency here because we don't start the demo in APOD until June until the summer of 2027. So I hope you can see that while we lost 2 3 months in the beginning,
038there was 2 3 months of contingency at the end. Now this is no guarantee of success, but this is how we built the phasing from the beginning. And our contractors for bid package 2 based on the delay and now a little bit of snow are putting together their schedule for the entire phase. And I'll report to you as this moves ahead, but certainly that date out in June of 2027 after the kids go home for the summer is when we want to start to tear into Apod for its renovation. I think that's it, Dan, for this. I won't run through all the numbers, but if there are questions that come from the committee members, certainly funnel them uh through Mr. Slaughter and uh we'll get you all the answers that you desire. Uh the last
039slide here runs through the total project budget of $259 million in change. Gives you an idea of the magnitude of each phase of work. And as um Mr. Slaughter identified perfectly. Um you can see here the construction contingency. You can also see from the dashboards where we had allowances and when allowances are not used, which is of course what we all like, they get returned to the district in the form of a credit change order at the end and yes, rolled over into the subsequent phases. So, we're looking, you know, good so far in what we've done in in bid package one so that we can do just that and and uh hopefully push money, but more importantly save money so that we can do things in these subsequent phases. With that, I know it's
040a lot of information. Oh, I got a couple more here. Just a reminder on sustainable items in the design. We've included this slide at the request of the board just as a reminder to uh the community of the sustainable aspects of the design that's been put together by uh Shrader Group. It's really been very thoughtful throughout the entire process and the general idea is that we're trying to provide more than a 50% reduction in total energy use for each classroom with the design. And that includes a number of features that are listed here. The windows are obviously new windows that are have a much better thermal transmittance uh than the original windows. Added wall insulation, more uh insulation on the roof, LED lighting fixtures over the old existing fixtures and a new HVAC system uh
041that will reduce natural gas consumption in the building. Um, you're familiar with the building, I'm sure, and each of the pods have their own little central plant. So, that's what makes renovation just a little bit easier because we replace a central plant when we go from pod to pod. And by using high efficiency equipment, we're hoping to save energy costs overall. There, then I get to the thank you slide. So, I'm happy to entertain any questions you might have. Any questions for Mr. Lynch? Uh, Mr. Kaiser, go ahead. >> Yeah. Hi, thank you very much for that overview. I wanted to know about the details about the delay, not delay, but the time frame I should say from for uh for the bid package three is not until the end of 20 28 to start.
042So, I want to know why there was so much time. So maybe um if you like when we do um the next FNO meeting, I could provide the entire overview of the plan. >> And the bid package two that we're in now >> takes uh into account the work in Apod, BP pod, CP pod, and D and E pod. We're not done until 2028 with that renovation. >> [clears throat] >> and we we can't take any more classroom spaces from the school until we return classroom spaces. So, I have a very elaborate spreadsheet that identifies how many classrooms are out at any one time during the renovation and that's essentially what drives the phasing. And just another fun fact, um the team worked very hard and you may have walked through the building and seen
043that we have temporary classrooms in places like the library and sep the audon and and hidden away in all kinds of places. Not the least of which is the lower level of the auditorium. You know, quite a quite a creative way to do it and it's working very well. But that all factors into this crazy count of mine of how many classrooms we need to make sure that the school still has to operate and it really drives the phasing. So I hope that answers your question, Mr. Kaiser. >> Yeah, I think so. I I just noticed that the bidding was so far away from the start and I didn't know if there was advantages to that. I don't know if we lock in cost that way or I'm not sure. But >> yeah, Mr. Kaiser,
044if I could jump if I could jump in. Yeah, it's kind of twofold. So, one was to uh you know limit the amount of classrooms that we took away from the building to make sure that we didn't have to add modular classrooms uh in order to house the students. And the second is to uh kind of get pricing locked in but not go out too far. Uh we've also been uh up front with the contractors about getting materials on site, getting materials ordered. So we we're trying to find a happy medium as to where we can still get materials that we've used in the previous two phases and get them locked in for bid package three along with locking in pricing before inflation escalations uh in as well as that. So a little bit of
045a strategy there and hopefully u you know we're successful in our plans. >> Okay, great. I appreciate it. Thank you. Great question. Uh, Mr. Bell, >> super thorough presentation. Uh, Mr. Lynch, really appreciate the clarity here. I also really appreciate the clarity of the GAN charts that you're providing here. I think it really helps provide visibility for our community as to what's the sequencing here. Um, where are we? It's really great to know that we're on track even with a couple of delays in bid 2. Uh so I this clarity I find incredibly helpful. It would be interesting again new to this committee to learn a little bit more maybe not at this granular level at the wonderful Gant charts you showed for uh BP1 and BP2 but just sort of the overarching sequencing of
046all four phases of this project. Seeing a highle Gant chart similarly might be helpful. So uh again I think your precision has been uh excellent and I'd love to even see further as we're understanding some of the sequencing and strategy uh Mr. Slaughter that you were sharing. >> Thank you sir. We can do that and it warms my heart to hear a board member say Gant chart. [laughter] >> Okay. >> Any other any other questions? >> I think that's it. Mr. Slaughter turning it back over to you. >> Okay. Great. Uh so two apologies. Uh one, I dropped a slide in for the uh sustainability on on Mr. Lynch without telling him. So it was nice to see him recover and quickly go through that. And second of all, I just received a text that
047says that Mr. Linsky is not driving. Mr. Ryan is. So my apologies and uh thank you to Mr. Ryan for uh driving the presentation. Uh so the next item we have is the 10-year capital needs plan. Uh so there are we haven't updated the capital needs plan since the October meeting. So uh for this meeting we have added uh three different scenarios. Uh items highlighted in blue are ongoing construction. Items highlighted in green are ongoing in design or awaiting materials work to be done in the immediate future. And then the items highlighted in purple are items that are recently completed. We've updated the cost estimates with real costs uh for the project to completion and the scoring has been re-evaluated. So next month when we come to you again uh all the uh re-evaluated rescored
048items are going to drop to the bottom of the list. We felt it was good to leave them up front here for now, but uh next time we look at this, this will be uh redone and everything will fall down to the bottom of the list. Obviously, this is several pages long, but the most active pages are pages one and two. So, we've gone through and updated all that for your review. Are there any questions on what we've presented for the capital plan? Any questions from Mr. Bell or Mr. Kaiser? Okay, I don't think so. We can move on to the next item. >> Item 4 D is a facilities operational update. Uh obviously, uh our team has been consumed by snow. Uh Mr. Linsky and Mr. Ryan are the ones that orchestrated this weekend.
049I was actually out of town, so thank you to them for taking care of all that while I was away. Okay. So, Mr. Ryan, would you please provide your update? >> Thank you, Mr. Slaughter. Uh, yes, that today's update is primarily regarding around the snow as well as some of the HVAC. As as you might be aware, the temperatures have been extremely low. So, the HVAC team uh has been working very diligently to make sure our schools stay warm, uh, safe and dry for the students and staff. uh regarding the snow to give you guys a little bit of an idea. So our team members were in Saturday night at some locations prepping for the snow removal staying overnight in some instances just so they could beat the you know inclement weather. We we the
050main goal is that not only are the schools ready for students but that our team members stay safe as well and that could you know can be a challenge at times with distances and such. So team members were up at, you know, 3:00 4:00 a.m. They were at their schools. They were itching to go. Uh we started removing snow around 5:30, 6:00 a.m. and didn't stop until about 4 or 5:00 p.m. when the sleet hit. Uh because, you know, we had a game plan in in place that we wanted to let the sleet accumulate as much as possible before doing our final clear. Team members then went back out at either 900 p. p.m. 1000 p.m. to do the final clear. and in some instances uh 3 4 5 a.m. again on Monday. So it
051was a multi-phase clear. Uh what was the most impressive part and this is where I'm very proud of the team. We have a team of roughly 125 people and we had uh over 110 people that were here on site either Sunday or Monday early clearing snow. So it really shows the the dedication, the commitment, the passion for the district uh to making sure the schools are ready to go for tomorrow. Uh I I today would have been a challenge, but uh I think we could have made it happen, but the traveling around the district, the the roads around the district were really tough. Um and kudos to everybody involved. I can't speak any more highly of my my crew for what they did. Uh just that dedication and passion. So now that the snow has
052stopped, we're shifting into that repair piece. So we have a lot of work uh ahead of us over the course of this week to make sure our equipment is still in good condition. uh making sure you know moving snow piles from one location to another which we were doing today. So uh and we'd like to spend out shoot out a thank you to the food s food service team. They provided some some food and snacks at the schools. Uh the admin team supporting us. So just a big thank you all the way around. So u u Mrs. Hower, >> thanks. I just want to also just mention um transportation as well. Um they they were in on Sunday um later Sunday afternoon once uh to move their buses around. They cleared a little over 100
053buses in 24 36 hours and plowed all of those lots as well. So along with um Sean and Bill and Dan's teams um we had just about everybody that wasn't teaching a kid was in working over the last 3 days um and uh really taking care of our buildings and our equipment to get everybody ready for school tomorrow. I just want to extend my um gratitude for you all as well. I don't think that there's a single member of our community that doesn't isn't recognizing the effort that went into this. Um, and we're I think you all through your communications have also provided opportunities for our students to learn what it takes to keep our buildings going and to keep to do this. Really, this is a a community effort. I love the connections between
054transportation, facilities, and operations and SNS and how you all came together to coordinate all of this. Um, it's just such an incredible um shining example of of quality teamwork. So, we're really appreciative. And I also haven't heard a single complaint about the second day, right? The second asynchronous day. Um, and I usually when we do have those snowstorms, we'll have a little bit of a bump in temperature that will help to melt some of that away. We haven't had that. It's made it more difficult. Um, so I think giving the time and space to give a second day today to be able to clean. I also recognize though that it still is not, you know, there might be icy spots. There might be sidewalks that aren't perfectly cleared. So, we also still want to be
055careful and supportive of each other as well as we as we do return back to school. So, so thank you all so much um for the work that you did, the planning, the coordination, the thought that went into it. Um it was really truly quite impressive. >> Thank you very much, Mrs. Ramage. Uh, one thing I do want to I could give a shout out to 110 different people, but I do want to give a special shout out to our head custodian at Gwenor, uh, Mr. Ron Flozac. Uh, we had some equipment issues at Penddale and called him at 5:00 p.m. on Sunday after he had cleared his property and asked him, he actually drove his tractor, don't tell anybody, to Pendale and helped uh, helped the team there get the sidewalks cleared. So, not
056only did he help do his property, but he helped do another the middle school as well. So just a testament to Mr. Flozac, his dedication to the district. So again, I could I could give a speech for every single person, but that really stood out during the the heart of the storm. So >> I think it's a perfect example of how the entire team went above and beyond. So thank you. >> One additional uh note I'd like to bring up about uh some of the challenges we're facing is right now there is a salt shortage. Uh so not only ourselves who have ordered salt earlier in the month, we're still waiting on, but there are 27 municipalities that are part of the Montgomery County bid. Uh we're waiting on a combined total of 11,520 tons
057of salt. So we still have a little bit of salt left. We're trying to ration it as best we can. Um but we're all kind of in the same boat together. So, uh, uh, we're expecting the boat was supposed to land in Baltimore today and we're supposed to get deliveries by the end of the week. So, we're we're hoping that's what we do. >> Mr. Bell, I see you have your hand raised. Just to echo uh, Mr. Ramitch's uh commendations and celebrations. I also want to just say thank you not just for the dedicated hard work but also the clarity of communication out around this work understanding uh from a family perspective understanding as a community member what's being done the dedicated work the celebrations of the team members who are doing such a fabulous
058job and really just understanding the strategy behind it from Friday all the way through today uh has just been incredibly intentional incredibly thoughtful uh grateful as a community member and as a family member for that clarity. >> Good point. >> We actually started talking about the storm over last weekend, the weekend prior. >> So, yeah, we we were looking at it, had it on our radar, and we're trying to the schema plan to uh make sure we addressed it. >> We're not going to talk about this weekend snow though because it's not going to happen. >> I'm seeing an inch. So, yes, don't talk about it. It won't come. I'm sorry, Mrs. Ramage. >> Um, I'm in full support of us like moving into spring. That's okay. If that's part of our agenda, we could
059talk about that, too. So, I'm in full support. Um, I'm done with winter. Okay, Mr. Slaughter, is that all we have for informationational items? >> No, I have a couple more items. One is a quick update on the high school natiatorum scoreboard. We did finally get all the costs in. Uh what the administrative team is doing now is we're working on uh shared costs possibilities. Uh so there is uh some of the project potentially paying for this. Uh the um Christine Liberos and her team possibly sharing in some of this and I know probably some of NPAC and possibly one other entity getting together. So we will present once we figure out how that share is going to go. We will present you with the exact numbers, but the new scoreboard's running somewhere [snorts] between
060105 and $106,000 just because it's not only the scoreboard. Uh there's some additional tile work, there's some painting work, there's patching work, and there's multiple new conduits that have to be run uh because it requires additional power and additional communication uh wiring. So, uh, it's just not take one scoreboard down, put the other one up. It's a lot more than that. So, we'll give you an update on that, uh, next month on where we're at with that. Uh, okay. >> Exactly. >> I think the fourth group, Mr. Slaughter, was the high school swim and water polo booster club. So, the community aquatic program, the high school. Um, and then as the board's rep to the ED Foundation, it has been discussed um, as a possibility with the Ed Foundation. So um really do appreciate district
061community um partnership um for this proposed idea. So okay, thank you. >> Certainly. The uh next item we have is a submission for facilities improvement grant. So I just want to share with everyone that we are going to seek a grant with the department of economic development, community economic development in partnership with TMCO roofing. So, we'll be applying for a grant for four five schools, I'm sorry, North Wales, uh, Penfield, Penbrook, Oak Park, and for bid package three of the high school. Um, the upfront cost to the district would be $35,200 to have a roof scans done to prove the worthiness of the roof replacement. Uh, we would have to do this work anyway if we were going out to public bid. And all the roof items that are on this list are on the
062capital list as an elevated uh not the highest level of uh scoring for replacement, but uh very near that. And all these are either out of warranty or nearing the end of life of warranty. So uh this is a 75% grant. We need to match the remaining 25%. We'll get three to four quotes from multiple roofing contractors. So, three to four contractors will bid this work prior to us submitting the grant. So, all these wheels are already in process and uh there's a maximum amount of $5 million. So, once we see what we get, we will have to pair the projects down to keep it under the$5 million to maximize our money. And uh TMCO is not charging the district any fees other than the roof scans. And uh they will be uh submitting for
063us and managing the project. They've done 48 of grants submissions in the past and last year they were able to get 8.6 million for five districts and our deadline is March 13th. So more to come on this. I just wanted to share this update and let everybody know what process we were uh working towards with the grants that are available. Any questions on our grant submission? >> Mr. Bell, >> just one quick one. uh love going after these types of resources, especially when it's something that we're going to have to do anyway. So, it makes perfect sense. Uh what do we have a sense of how competitive this grant process is? >> Uh this is fairly competitive. Uh we're trying to get ours in early. My understanding is that they're reviewing as things come in.
064So, we actually don't want to wait to the deadline uh in hopes that we can get a better award. Uh so that is our thought process right now. So uh they've already evaluated all the schools. We've already put budgets together that we've shared in the attached uh document. Uh we've already reached out to uh four roofing contractors. So hopefully they're all participate. So our goal would be uh to uh get this in some point in February. >> Outstanding. Thank you. Thank you, Mr. Slaughter. >> Certainly. So, that's all theformational items. We can move to the student representative. >> Okay. Audrey and Cassandra, thank you so much for being here for this meeting. Any updates or anything that you all would like to add? >> Hi. So, first of all, uh on behalf of, you know,
065Audrey and me and everyone at North Penn, I want to say that the um renovations have been going great. Um, I've gone up to third floor K pod and I've seen like the new rooms and everything and as far as I know a lot of other students really enjoy it. They love the new spaces. So, um, it's just really great. Um, over the past couple of uh, weeks slash months, uh, me and Audrey have been working with Mr. Slaughter to create a student questionnaire. We just wanted to gauge student interest about um, renovations, about how informed they are about renovations, and about where this information is coming from. So, we've just made like a short um kind of survey about like which area of North Penn do you feel is most need of renovations? Um
066what areas of renovation you was concerned about? Um and just kind of things like that. Uh we could definitely share with the board if you'd like to kind of see it or critique or give any uh feedback on it, but we would like to send it out maybe in the next couple of weeks just to see. >> I would we would love to see it. Maybe if we could share it with this committee. Um we'd love to see what you all have done and thank you so much for your willingness to do that. And then Mr. Slaughter and Cassandra is the plan then once you all get the information back would you be able to share that at the committee with or with the committee here? >> Yes, absolutely. We would be able to share
067with the committee. Yeah. >> Okay, great. Um no, thank you for doing that. Um appreciate it. >> And then Just to add, I apologize. Um, piggying off of what Casey said, I have two classes in third floor K-pod and everybody loves the chairs. The chairs are very fun with the wheels on the bottom. And then I do have one random question out of curiosity. Do you know what is happening to the chairs that are in the courtyard between F and K pod? So yes, Audrey, uh, >> they are being F and K pod. So is that C E F courtyard? >> No, I think she's talking about the one along the concourse. Is that what you're talking about, Audrey? >> AEF or the one that's in front of C. I'm sorry. >> No. Yeah, the
068one where it has the bridge. I'm sorry. It's um outside the lobby. >> Oh, okay. In between. Yeah, >> the auditorium and Capeod that. Yeah, >> there is some work still scheduled to be take place in there. We're trying to leave the existing patio there and take the retaining walls down and kind of blend the landscaping in there so it's just lawn. So, it's pretty much going to stay the way it is. Uh, it will just be uh less retaining walls, less shrubbery, and a little more lawn. >> She was ask Dr. B. Yeah, the the chairs there. So, we're, you know, communicating with all of the the the other schools in the district to see if any of those chairs are able to be utilized elsewhere. If not, they're going to be shipped back
069to the uh the SSC to the facility building. >> Okay. Thank you. >> I'm sorry. I totally missed your question. >> No, you're good. >> Great updates from both of you and a great question, Audrey. So, thank you. Okay. So, we have two items that we will be moving forward to our our next meeting to um the action meeting and that is the recommendation to seek board approval for the change orders um in bid package one and then also then in bid package um two. So, without um I think now what we'll do is we'll move into oh before we do that we'll move into um the audience of citizens. Mr. Dr. Gilmer, do we have anyone who would like to make public comment? >> Yes, we have one hand raised. >> Okay. Um, individuals
070attending the meeting virtually and intending to speak to the committee should be aware that they are being recorded. In order to meet the requirements of Pennsylvania Sunshine Law, it is necessary to record the names of all citizens who speak to the committee during the meeting. To asssure compliance with this requirement, it is essential that those planning to address the committee raise their hand electronically and state their name and municipality. Members of the audience are asked to limit their questions to and comments to matters being discussed at tonight's meeting or matters that may come before the facilities and operations committee. Members of the audience are asked to limit their questions and comments to three minutes. All >> righty. Up first is Jason Laneir. Jason, I've enabled your microphone. So, when you're ready to begin, please unmute
071your microphone, state your name, and municipality for the record, and begin your comments, please. >> Uh, Jason Laneir Lansdale. Um, a lot of great information. I I love the the FNO meetings in terms of the granularity and and seeing how the costs are developed and the sort of the reconciliation between uh renovations or I should say alterations, which are going to happen. You can't help that and and how the cost structure. So, it's a lot of good information. Um, I thought I followed most of it. I got a little bit confused regarding this roof scan discussion at the very end. Meaning, it seems like there's there's [clears throat] one company providing a roof scan that the district will pay for in hopes of getting a um a grant to replace the roofs. So it's I
072guess there's no guarantee you get the grant and the cost is it going to then be more than I I guess what percentage of the cost will we be saving should we get this roof scan pay for the roof scan and we get grant money versus just having the all the roofing done by a contractor less the roof scan and not doing the bid package. Is it a substantial savings or is it a minor or it wasn't clear to me. I was a little bit confused also because I wasn't didn't realize there was the roof scan company was separate from the actual roof replacement uh organization. So anyhow if [laughter] you could clarify that I'd appreciate it. Uh if I mispoke on some of that um please correct it. Thank you. >> Okay. And that
073will conclude public comment. >> Great. Thank you. Would anyone like to provide clarification um around Mr. Gilmer? I'm sorry, Mr. Lenir's question. >> Yes, I can provide that. Um so there is the roofing manufacturer who is doing the scans for us. The scans would be needed in order to uh prove that a restoration is viable. So the uh a lot of those roofs are seeking restoration, not full replacement. Very similar warranty to the replacement, a little bit less uh but the costs are much less. So for the replacement, we would be receiving uh 75% of the cost of the roof replacement. We would have to pay 25%. So, we have to put the scan money up front in order to benefit receiving the grant. These roofs are coming out of warranty anyway, so they're on
074the capital needs list. So, they're going to have to be done eventually as well. So, hopefully that answers your questions. If not, Mr. Laneir, please feel free to reach out to me and uh I can follow up on that. And just to be clear, Bill, like we would have to do this roof scan, even if the grant wasn't in play and we were just going to go out to bid for these roof projects, we would have to do the roof scans anyway in order to put the criteria into the bid. >> That's correct. Because the roof scan is is basically looking to see that there's any moisture below the roof in the insulation. If this was a replacement, we wouldn't need to do the roof scans, but because we're doing a restoration, we need to
075prove that there's no moisture underneath the roof. for it to be compatible with the restoration. >> Okay, great. Thank you for the clarification. Um, we've already done the summary of items that will be moving to our action meeting. Um, the next facilities and operation committee will be held on Tuesday, February 24th, immediately following safe schools, um, which starts at 5:45. Do I have a motion um, to adjurnn the meeting? So moved. Perfect. Meeting adjourned. Thank you all. >> Thank you. Have a good night. >> Thank you >> everyone.