Joint Assembly/JSD Facilities Committee

Page 1 of 10 JOINT ASSEMBLY SCHOOL BOARD FACILITY PLANNING COMMITTEE THE CITY AND BOROUGH OF JUNEAU, ALASKA JULY 22, 2020 2:30 PM ZOOM WEBINAR PLEASE COPY AND PAST THE LINK IN YOUR BROWSER TO JOIN THE WEBINAR: HTTPS://JUNEAU.ZOOM.US/J/92746708479 OR TELEPHONE: DIAL(FOR HIGHER QUALITY, DIAL A NUMBER BASED ON YOUR CURRENT LOCATION): US: +1 253 215 8782 OR +1 346 248 7799 OR +1 669 900 6833 OR +1 301 715 8592 OR +1 312 626 6799 OR +1 929 436 2866 WEBINAR ID: 927 4670 8479 I. ROLL CALL II. APPROVAL OF AGENDA III. APPROVAL OF MINUTES IV. STAFF REPORTS V. AGENDA TOPICS A. Capital Priorities for Schools in Proposed Bond Package VI. PUBLIC PARTICIPATION (Not to exceed a total of 10 minutes nor more than 2 minutes for any individual). VII. ADJOURNMENT ADA accommodations available upon request: Please contact the Clerk's office 72 hours prior to any meeting so arrangements can be made to have a sign language interpreter present or an audiotape containing the Assembly's agenda made available. The Clerk's office telephone number is 586-5278, TDD 586-5351, e-mail: city.clerk@juneau.org  Page 2 of 10 Engineering & Public Works Department 155 South Seward Street Juneau, Alaska 99801 Phone: 907-586-0800 | Fax: 907-463-2606 DATE: July 20, 2020 TO: Loren Jones, Chair Joint Assembly School Board Facility Planning Committee FROM: Katie Koester, Director Engineering & Public Works SUBJECT: Capital Priorities for Schools in Proposed Bond Package The purpose of this memo is to facilitate conversation of the Planning Committee for City and Borough School District in a bond package being discussed by the CBJ Assembly. Background The combination of the economic hardship brought on by the Coronavirus pandemic, the low cost of borrowing, and the current debt capacity of the CBJ has prompted conversation surrounding a General Obligation bond package to go before the Juneau voters in October with the purpose of stimulating the local economy through needed construction and deferred maintenance projects. On Monday, July 20, the Assembly will be introducing an ordinance to bond for up to 15 million dollars for a combination of school, road and park improvements. Of that $15 million, it is envisioned that $5 million would be for school facilities, which is the topic of this meeting. School Roofs The school district submits a 6-year Capital Improvement Plan to the State Department of Education and Early Development (DEED) Annually. The current application, in draft form, is attached.i The top three priorities on that list are roof replacements, totaling $5.25m. This list is also reflected in the CBJ 6-year CIP.ii These cost estimates were produced by the CBJ Engineering Department last year. However, as is indicated on the draft DEED application, the cost estimate could increase; DEED has a cost estimating tool that takes into account a variety of mark-ups, including a COVID-19 mark-up. In addition, it is unknown if the roof at Riverbend Elementary would need new insulation or not. As insulation could be a major cost driver, it will be included on the application to DEED as there is no reason not to be as inclusive as possible on the DEED application. The bottom line is the estimates are just that; estimates. With design, we will be able to hone down on more precise cost estimates. In the end, we will do the most improvements possible for the lowest possible cost. The CBJ Assembly appropriated $1.5m to replace the Gastineau Roof in the FY2021 CIP. Other Deferred Maintenance Projects The FY2021 CBJ Capital Improvement Plan has appropriated $1 million for Juneau School District Major Maintenance. A wide variety of projects will be accomplished with this  Page 3 of 10 funding source, and the School District Facilities Committee helps prioritize that list with the input of CBJ engineering and school district staff. A copy of JSD Capital Improvement Projects is included in your packet.iii Recommendation Discuss upcoming bond package proposal as it relates to Juneau School District facility projects. i Draft JSD FY 2022-2027 Six-year Capital Improvement Plan ii CBJ Capital Improvement Plan – Division - Schools iii JSD Capital Improvement Projects  Page 4 of 10 INSTRUCTIONS TO COMPLETE FORM 05-19-051 Six-Year Capital Improvement Plan OVERVIEW A six-year plan is a vital document for districts in planning and anticipating necessary capital improvement projects. A capital improvement project is a substantial, non-recurring expenditure for a physical improvement with a long useful life. Capital projects are not part of the district's preventive (including routine) maintenance or custodial care programs. Projects may be derived from reviewing renewal and replacement schedules or population projections, needs identified by school personnel or professional architect or engineer through a condition survey, or recommendations from an energy audit, etc. The district is encouraged to use and submit this form, required under AS 14.11.011 for grant or debt reimbursement applications, as a planning and presentation tool for all capital projects, regardless of whether the project will be submitted for AS 14.11 state aid funding consideration. It can be a valuable aid to a school board in fulfilling its duty under AS 14.08.101 to approve the district’s six-year capital plan. For questions on completing this form, contact DEED Facilities section staff. https://education.alaska.gov/Facilities/ SET UP 1. Header Open up the existing document header to add the school district name and update the fiscal year (FY) span. Note: the first fiscal year of a six-year capital plan is typically two years after the current calendar year (e.g. a capital plan reviewed in March of 2019 will address FY 2021 - FY 2026). 2. Tables Adjust the “FY 20YY TOTAL” in each table to reflect the six years of the plan. 3. Certification Edit the text at the end of the document to fill in the name of the school district board and the date of the meeting when the six-year capital plan is approved and adopted. PROJECT TABLE 1. District Priority Projects should be listed in district priority order. Priority is continuous through all fiscal years (e.g. the first fiscal year lists 6 projects, the second fiscal year list will begin with district priority #7, and so on). Inclusion of non-AS .14.11 projects do not adversely affect CIP application scoring. 2. Primary Purpose A project must meet one of the project definitions outlined in AS 14.11.014 to qualify for AS 14.11 state aid. Reference also Appendix A, “Instructions to completing the Application for Funding for a Capital Improvement Project”. 3. Project Title & Description Provide a short, descriptive project title that includes the facility name, major project scope, and town/ village (if in a borough or REAA serving multiple communities). The project title should match any Form # 05-19-051 Six-Year Plan Instructions Alaska Department of Education & Early Development Page 1 of 2  Page 5 of 10 CIP application submitted to the department for AS 14.11 funding. Include a detailed scope of work that includes impacted facilities, systems, or components, and necessitating conditions. Note: including the estimated funding from non-district sources can be helpful for internal district fiscal planning. 4. SOA Aid If a district is anticipating AS 14.11 state aid, grant or debt reimbursement, check the box or provide another notation. 5. Estimated Project Cost Enter the estimated or actual amount of total projects costs, which include design, construction, equipment, administrative costs, etc. This includes all funding sources: district, local, state, or federal. 6. Adding or Deleting Each fiscal year should include as many rows as needed to encompass anticipated district projects. To preserve formatting, insert a new row(s) by selecting a middle row then inserting by right-clicking or through the table layout tab. Delete any unnecessary rows. 7. FY Total Project Costs Enter the sum of the above column of estimated project costs for each fiscal year. EXAMPLE TABLE District Primary SOA Estimated Priority Purpose Project Title & Description Aid Project Cost 1 D Very Wet Elementary School Roof Replacement X 6,000,000 Very Wet Elementary is a 50,120 sqft single-story school built in 1980. The roof is original to the school. It is an IRMA roof and has had numerous leaks in the last 10 year. This project will remove the old roof system, including abatement, and inspect the substrate. The new roof will be an EPDM 30 year roof with R80 insulation. Includes new rain drains, new mechanical curbs and pre- painted metal flashing. 2 E Damp Middle School Lighting Upgrades 882,900 Damp MS is a 38,009 sqft school built in 1987. The majority of the original lighting fixtures were replaced in 2001 with T-8 fluorescents. Modern LED technology will provide an energy savings, with a payback of four years. This project will upgrade all interior and exterior lighting fixtures with energy-efficient LEDs and replace all original wiring and switches. n/a n/a FY 2021 TOTAL: $6,882,900.00 CIP SUBMITTAL Minimum project cost for consideration in the DEED CIP grant process is $50,000. If submitting for AS 14.11 funding, mail completed and signed form by September 1; submit two (2) copies with the application packet, regardless of the number of applications submitted. Form # 05-19-051 Six-Year Plan Instructions Alaska Department of Education & Early Development Page 2 of 2  Page 6 of 10 Juneau School District FY 2022 – 2027 Six-Year Capital Improvement Plan District Primary SOA Estimated Priority Purpose Project Title & Description Aid Project Cost 1 C Sayéik: Gastineau Community School Partial Roof 1,550,000 Replacement Replace roof at ~39,000 SF of original school built in 1956 and 1965 classroom addition. Roof is at the end of its useful life and work required to protect structure and finishes within the building envelope. Work will also improve building energy efficiency by adding insulation to the roof and bring roof structure up to current seismic and wind code. 2 C Dzantiki Heeni Middle School Roof Replacement 1,750,000 Amount to be Replace 71,200 SF asphalt shingle and membrane roof systems updated after at entire facility built in 1993. Roof is at the end of its useful Grant life and work required to protect structure and finishes within Application is the building envelope. finalized. 3 C Riverbend Elementary School Roof Replacement 2,000,000 Amount to be Replace entire roof system at the 57,493 GSF Riverbend updated after Elementary School built in 1997. Roof is at the end of its Grant useful life and work required to protect structure and finishes Application is within the building envelope. finalized. FY 2022 TOTAL $5,250,000 - DRAFT District Primary SOA Estimated Priority Purpose Project Title & Description Aid Project Cost 4 C Juneau-Douglas High School Roof Repair 500,000 Replace a portion of the roof system at the 190,738 GSF Juneau-Douglas High School built in 1960. Roof is at the end of its useful life and work required to protect structure and finishes within the building envelope. FY 2023 TOTAL $500,000 District Primary SOA Estimated Priority Purpose Project Title & Description Aid Project Cost 5 C Marie Drake Renovation 31,000,000 Marie Drake houses Yaakoosge Daakahidi High School and Montessori Alternative School. It is a 72,135 sqft two story structure built in 1965. Educational specifications were prepared and approved by the Board of Education. Many of its major systems need replacing because they have reached the end of their life cycle. The building needs remodeling and renovating to the schools’ curriculum needs and teaching styles. 6 C Mendenhall River Community School Renovation 20,000,000 Mendenhall River Community School is a 58,000 sqft structure built in 1983. A facility survey needs study noted the need to address many of its end of life cycle issues, including Form # 05-19-051 Alaska Department of Education & Early Development Page 1 of 2  Page 7 of 10 Juneau School District FY 2022 – 2027 Six-Year Capital Improvement Plan District Primary SOA Estimated Priority Purpose Project Title & Description Aid Project Cost electrical, plumbing, exterior envelop and sidewalks. One critical issue is the school does not have a dining space; instead it uses the gym which limits physical activity classes causing difficulty in complying with the recent physical activity legislation. Board approved elementary school education specifications call for a separate dining space. FY 2024 TOTAL $51,000,000 District Primary SOA Estimated Priority Purpose Project Title & Description Aid Project Cost 7 C Floyd Dryden Roof Repair 500,000 Replace a portion of the roof system at the 75,486 GSF Floyd Dryden Middle School built in 1972. Roof is at the end of its useful life and work required to protect structure and finishes within the building envelope. FY 2025 TOTAL $500,000 District Primary SOA Estimated Priority Purpose Project Title & Description Aid Project Cost FY 2026 TOTAL $0 District Primary SOA Estimated Priority Purpose Project Title & Description Aid Project Cost FY 2027 TOTAL $0 Adopted August 11, 2020 at a duly convened meeting of the Juneau School District Board of Education at which a quorum was present and voting. I hereby certify that the information presented is true and correct to the best of my knowledge. ___________________________________________ __________________ Superintendent Date ___________________________________________ __________________ School Board President Date Submit to the Department of Education & Early Development by September 17 Form #05-19-051 Form # 05-19-051 Alaska Department of Education & Early Development Page 2 of 2 CBJ Capital Improvement Program Fiscal Years 2021-2026 SIX-YEAR DEPARTMENT IMPROVEMENT PLANS Division Project Description Division Priority FY21 FY22 FY23 FY24 FY25 Future Schools JSD Buildings Major Maintenance/ Match 1 $ 1,000,000 Sayeik: Gastineau Community School Partial Roof Replacement 2 $ 1,500,000 Dzantik'I Heeni Middle School Roof Replacement 3 $ 1,750,000 Riverbend Elementary School Roof Replacement 4 $ 2,000,000 Juneau-Douglas High School Roof Repair 5 $ 500,000 Marie Drake Renovation 6 $ 31,000,000 Mendenhall River Community School Renovation 7 $ 20,000,000 Floyd Dryden Roof Repair 8 $ 500,000 Schools Total: $ 4,250,000 $ 2,000,000 $ 500,000 $ 51,000,000 $ 500,000 $ - 34  JSD Capital Improvement Projects S102-02 REMAINING FUND BALANCE $ 71,884 Current Cost Estimated Total Cumalative Est. FY School Project Lead Cost to Estimated Additional Priority Description Status/Notes to Date Complete Complete Project Cost Project Cost 2nd pump replaced via ins funds. Flood damage. MD Sump Pump JSD $ 24,886 $ - $ 24,886 $ - 20 - Replace inoperable pump Completed 06/2020 DH Warehouse doors - shipped MULTI Lock Upgrades JSD $ 73,550 $ 7,000 $ 80,550 $ 7,000 21 1 Modernize locks and doors at multiple facilities. Stage Set Door End of useful life. Replace stage set door due to Collecting quotes. JDHS JSD $ 20,000 $ 20,000 $ 20,000 21 2 Replacement operator failure. DHMS work is complete. MDAS Season 2 work HVAC Controls & Replace heating controls and associated valves at begins May 2020. Begins with abatement. 1. DHMS & Mechanical CBJ $ 1,838,952 $ 176,458 $ 2,015,410 $ 196,458 21 3 DHMS. Replace heating controls, associated HVAC 2. Kitchen. Kitchen not likely to be MDAS Upgrades valves and replace AHUs in gym wing. complete before school begins. Remodel kitchen in conjunction with MDAS MD Kitchen Upgrades CBJ $ 373,810 $ 141,673 $ 515,483 $ 338,132 21 4 Advertised for bids. Bid opening 5/22 Phase II HVAC upgrades Preliminary design. Assess boiler room Assessment completed 03/31/20. Move to complete Boiler Room JDHS CBJ $ 12,882 $ 750 $ 13,632 $ 338,882 21 5 equipment and provide a cost estimate for after June meeting. Assessment renovation. Draft proposal by contractor. HVAC monitoring Consolidation of several different monitoring DW JSD $ 50,000 $ 50,000 $ 388,882 21 6 system programs MD Water Heater JSD $ 30,000 $ - $ 30,000 $ 338,132 21 7 Replace failed equipment. Cause of 04/19 flood. Two pumps JDHS Sump Pumps JSD $ 50,000 $ - $ 50,000 $ 338,132 21 8 Replace as noted in 03/2020 Condition Survey $4000 per pair, plus estimated installation; likely would need traffic study to evaluate risk to AB Traffic safety JSD $ 10,000 $ 10,000 $ 398,882 21 9 Install additional crosswalk safety equipment strengthen argument for enhancements. DOT did not receive favorably. $4000 per pair, plus estimated installation; likely would need traffic study to evaluate risk to Install pedestrian safety equipment, explore MRCS Traffic safety JSD $ 15,000 $ 15,000 $ 413,882 21 10 strengthen argument for enhancements. DOT did crosswalk options not receive favorably. Site Drainage Culverts are failing. The "pond" near the MRCS CBJ $ 250,000 $ 250,000 $ 663,882 22 11 Improve existing culverts, various grading issues Upgrades playground is a safety concern. Boiler Room Fall: planning and design. MRCS CBJ $ 800,000 $ 800,000 $ 1,463,882 22 12 Renovation Following summer: construction Metal Cladding at Cost comparison: painting vs. metal siding FDMS CBJ $ 125,000 $ 125,000 $ 1,588,882 22 13 North wall, initial planning and assessment Fascia Boiler Room Fall: planning and design. Per Assessment report, construction only. JDHS CBJ $ 1,471,250 $ 1,471,250 $ 3,060,132 23 14 Renovation Following summer: construction Evaluating option for District Heat Gym floor MRCS CBJ $ 200,000 $ 200,000 $ 3,260,132 23 15 Initial planning and assessment. replacement Rental situation stable and adequate. Recommend TMHS/ Consolidate food Add freezer unit for long term food storage to JSD $ 50,000 $ 50,000 $ 3,310,132 24 16 move to Unprioritized. JDHS storage eliminate rental food storage. Initial planning. Exterior Entry Initial planning and assessment. Concrete work, MDAS CBJ $ 800,000 $ 800,000 $ 4,110,132 24 17 Improvements drainage improvements 7/20/2020 Page 1  JSD Capital Improvement Projects Current Cost Estimated Total Cumalative Est. FY School Project Lead Cost to Estimated Additional Priority Description Status/Notes to Date Complete Complete Project Cost Project Cost Commons Window DHMS CBJ $ 115,000 $ 115,000 $ 4,225,132 24 18 Replace Commons windows. Replacement Restroom Total 1212 sq ft. Cost approx. $450 sq ft. MRCS JSD $ 600,000 $ 600,000 $ 4,825,132 25 19 Upgrade MRCS restrooms Renovation Toilet Partition DHMS JSD $ 15,000 $ 15,000 $ 4,840,132 25 20 Replace toilet partitions. Replacement Carpet MRCS CBJ $ 475,000 $ 475,000 $ 5,315,132 25 21 Initial planning and assessment. Replacement Adair Kennedy FDMS CBJ $ 600,000 $ 600,000 $ 5,915,132 25 22 Parks & Rec is not interested, min $600K Track Surfacing TOTAL $ 2,404,080 $ 5,922,132 $ 8,326,212 7/20/2020 Page 2