Capital Facilities Program Update San Rafael City Schools 10 May 2016

PROGRAM UPDATE 2 San Rafael City Schools 5/10/16

Moving Our Facility Work Forward Facility Needs: Master Facilities Plan 18 month development of Master Facilities Plan Long-term, 10-year plan for improving facilities MFP identified needs with budgets of: ESD = $273 million HSD = $181 million Measures A & B Successful Nov. 2015: San Rafael community passed Measures A & B, which will fund a portion of the master plan.  ESD = $108 million  HSD = $161 million Program Maps Series of community workshops Program priorities: input to inform program scenarios Proposed program map scenarios: review and modify based on input Board Approval Board discussion Board reviews and takes action on program maps for ESD and HSD Site Project Work Project manager and team identified; collaborate with schools on designs and details Construction begins! Community Input Master Facilities Plan: Over 400 individuals involved in the master plan process through site needs assessment meetings, executive committee, visioning meetings Program Maps: Community workshops to build program maps for ESD and HSD by identifying priorities and recommending scenarios, given constraints Site Project Work: Students, teachers, staff, parents and community members work with project teams on project designs and details, primarily though site facilities committees 3 San Rafael City Schools 5/10/16

Program Steps and Components ✔ Educational strategic plan ✔ Identify, quantify facilities conditions and needs ✔ Community input on site and school needs and visions ✔ Develop and review Master Facilities Plan ✔ Board adopt Master Facilities Plan ✔ Test revenue capacity, debt structures, cash flow ✔ Voters authorize Measures A and B funding ✔ Plan and build program team, internal and external, pending hiring ✔ Empanel Citizens Oversight Committee ✔ Refine Program Maps based on Facilities Master Plan and community input ✔ Adopt Program Maps as foundations for implementation Underway Project list, descriptions, budgets, schedules, design team assigned Underway Establish management and accounting systems, protocols Underway Establish communications and decision-making engines School communities work with project teams on designs and details Approve and begin projects 4 San Rafael City Schools 5/10/16

PROGRAM TEAM 5 San Rafael City Schools 5/10/16

BOARD SUPERINTENDENT SENIOR DIRECTOR, CAPITAL FACILITIES PROGRAM BOND COUNSEL BOND FINANCE TEAM AUDITORS UNDERWRITER PROGRAM MANAGER COUNSEL FUNDING CONSULTANT PROJECT MANAGER ARCHITECT / ENGINEERS CONSTRUCTION MANAGER SPECIALTY EXPERTS INSPECTOR OF RECORD CEQA CONSULTANT TESTING LAB ARCHITECT / ENGINEERS CONSTRUCTION MANAGER SPECIALTY EXPERTS INSPECTOR OF RECORD CEQA CONSULTANT TESTING LAB SCHOOL ASCHOOL B CABINET Program Management 6 San Rafael City Schools 5/10/16

Program Team Schedule Senior Director, Capital Facilities Program Screening applicants now Program Management Services Received Statements of Qualifications (SOQs) Screening those now Architects Statements of Qualifications due May 11 Screening next week Interviews follow Selection and assignment to projects Negotiations and contracts Upcoming positions Project Inspectors Testing Auditors Other upcoming support Bond accounting and tracking system 7 San Rafael City Schools 5/10/16

Board adopts program maps Program team on board Senior Director and staff Program Manager and construction managers Architects Other consultants: CEQA, Project Inspectors, Develop program and projects detail Costs, sequencing, budgets and schedule Present projects to Board Project description Scope to budget adjustments Master Facilities Plan context Design checkpoints: Design Development, 50% Contract Documents Board actions: Consultants’ contracts Contractor Prequalification CEQA findings Contract for construction, consultants’ contracts Next Steps Begin Site Project Work Project manager and team identified; collaborate with schools on designs and details Construction begins! 8

PROJECTS UPDATE 9 San Rafael City Schools 5/10/16

Phases of Design Services* *Delivery method = ‘Traditional’ or ‘Design Bid Build’ (DBB) Design Services: Phase Abrev. Schematic DesignSD General design ideas an *Delivery method = ‘Traditional’ or ‘Design Bid Build’ (DBB) d cost estimates Design DevelopmentDD All components in place, adjust for cost Contract DocumentsCD Plans, specifications, contracts, cost estimates, constructability BidBid General Contractors (GC) give prices to construct Contract AdministrationCA Build what is included in the CDs Change Orders (COs) to build what was not included in the CDs 10 San Rafael City Schools 5/10/16

Ratios of Design Phases Design Services: Phase Abrev.% of AE fee Schematic DesignSD10% to 15% Design DevelopmentDD15% to 20% Contract DocumentsCD40% to 50% BidBid3% to 5% Contract AdministrationCA15% to 25% 11 San Rafael City Schools 5/10/16

Ratios of Design Phases Design Services: Phase Abrev.% of AE fee Schematic DesignSD10% to 15% Design DevelopmentDD15% to 20% Contract DocumentsCD40% to 50% BidBid3% to 5% Contract AdministrationCA15% to 25% “The first four phases of design services take 80% of the fees. If you don’t the first four well, the last phase takes the other 80%.“ Sarah Schoening 12 San Rafael City Schools 5/10/16

Typical Project Phases 13 San Rafael City Schools 5/10/16

SRHS Stadium Project 14 San Rafael City Schools 5/10/16 ✔ Schematic Design ✔ Design Development ✔ Contract Documents ✔ Cost estimate updates ✔ Constructability review Underway Prequalification (of GCs) preparations Underway Contract forms Underway DSA CEQA Bid Contract Administration

CEQA compliance results in one of the following: Categorical Exemption 2 to 4 months Negative Declaration 5 to 7 months Mitigated Negative Declaration 5 to 7 months Environmental Impact Report 7 to 10 months

SRHS Stadium Project 16 San Rafael City Schools 5/10/16 Pursue Focused Project EIR and Master Program EIR Begin as soon as practicable Use prequalified CEQA consultant based on availability, traffic subconsultant, and capacity Begin traffic consultant counts of existing conditions Target spring 2017 construction start Combine construction into one increment Prequalify general contractors late fall 2016

END 17 San Rafael City Schools 4/18/16