SCARSDALE PUBLIC SCHOOLS

Facilities Update

Agenda

1. 2016-17 Summer Construction Projects Plant Improvement Projects Capital Projects

2. December 2014 Bond Project Update

3. Facilities Master Plan

4. Bond Project Planning & Greenacres

Project Original Budget

Projected Budget Diff. Completion

Date

Edgewood Fire Alarm Upgrade 271,700 192,109 79,591 Completed

Fox Meadow Roof Replacement 30,000 30,000 - Summer 2017

Middle School Music Room Renovation 400,000 400,000

Awaiting results of Sept 2016 bids as part of 2014 Bond Project

High School Roof Replacement 723,540 723,540 Summer 2017

Bus Compound Site Improvements 465,000 405,770 59,230 Oct-16

TOTAL 2016-17 CAPITAL PROJECT BUDGETS $ 1,890,240 $ 1,751,419 $138,821

2016 -17 Construction ProjectsCapital Projects

Project Original Budget

Projected Budget Diff. Completion

Date

Edgewood Stair Repair at South Entrance 70,000 68,000 2,000 Summer 2016

Middle School Gym Bleachers 30,000 30,000 - Summer 2016

District-wide Roof Repairs 325,000 287,200 37,800 Summer 2016

District-wide Paving 821,931 867,742 (45,811) Summer 2016

TOTAL 2016-17 PLANT IMPROVEMENT PROJECTS $ 1,246,931 $ 1,252,942 $ (6,011)

2016-17 Construction Projects Plant Improvement Projects

Fox Meadow Elementary Paving

Edgewood Elementary Paving

Edgewood Elementary Stair Project

Quaker Ridge Elementary Paving

Bus Compound &

Heathcote Elementary Paving

SMS & SHS Paving Projects

Bond Projects Update

• Voters approved $18.120 million bond referendum in Dec. 2014

• SED approval process delayed bidding until May 2016

• Bids received exceeded bond budget limits by over 30%

• Bids rejected in June 2016 • Projects re-bid September 2016 • Bid opening scheduled for October 11th.

Bond Project Update – cont’d Strategy to Lower Bids

1. Timing of Bid Improved Contractor Participation Improved Contractor Understanding of Specifications

2. Bid Specifications Some simplifications of internal HVAC systems to reduce costs Limiting unknown variables for some specific items

3. Bid Packaging Previous projects were bid as four (4) separate projects totaling

sixteen (16) contractors (General, HVAC, Electrical & Plumbing). Current bid will package projects both as one (1) large project

with only four (4) contractors for all work and as two (2) projects (Edgewood, Heathcote and SMS) and SHS. Each project with four (4) contractors each.

Bond Project Update – cont’d Next steps if bids exceed construction budget allotted for these projects: District may award a portion of project bids District may reject all project bids

Determine best strategy to move forward with all remaining bids to assure completion.

Project Begin Construction

Substantial Completion

Edgewood Late June 2017 Mar-18Heathcote Late June 2017 Mar-18Middle School November 2016 Jun-17High School

Learning Commons November 2016 August 2017Courtyard Late June 2017 August 2017

Design Lab* Late June 2017 October 2017Fitness Center* November 2016 May 2017

* Pending funding from the Scarsdale Education Foundation

Bond Projects Timeline (Pending Successful Bids)

Facilities Master Plan Multi-year capital planning is imperative in every organization’s overall financial plan. The need for multi-year planning to maintain or to improve capital infrastructure is imperative for a governmental entity that relies primarily on tax dollars for these improvements. Due to age, weather, and use, all areas require maintenance during the course of the school year. In time, most items will need to be more fully renovated or replaced.

Facilities Overview Sq. Ft. Acres

School Buildings 9 1,000,000

Roofs 600,000

Property 118

Facilities Master Plan –cont’d Due to the magnitude of the District’s facilities and in recognition of the need to prioritize future projects,

the District’s facilities team has been working to develop a Facilities Master Plan.

• Building Condition Survey Items • Roof Master Plan • Field Master Plan • Other Plant Improvement Projects

previously identified • Educational Space & Bldg. Improvements

as identified by building committees and as recommended by administration

Components of the

Facilities Master Plan

Facilities Master Plan –cont’d

Master Plan Components # of Items

Building Condition Survey 345

Roof Master Plan 129

Field Master Plan 78

Other Plant Improvement Projects 7

Educational Space & Bldg. Improvements 45

TOTAL 604

** Estimated non-vetted rough total costs = $94 million Includes as is Greenacres building renovations

Facilities Master Plan – cont’d The Facilities Master Plan will prioritize all BCS items

based on criteria such as safety, mandates, preservation, and aesthetics, and include a targeted year for completion

and possible funding source.

The Facilities Master Plan is currently a work in progress.

It is the District administration’s recommendation that the Facilities Master Plan, when complete, be used as the

primary tool in guiding future plant improvement, capital projects, and future bond projects, as funding allows.

Bond Project Planning

& Greenacres

Plans for a possible 2017 bond resulted from the realization of retiring debt in the 2018-19 school year. A frequent strategy when debt expires is for it to be replaced with new debt to address facility needs in an effort to maintain tax neutrality. However, it is also possible to utilize expiring debt service dollars in the 2019-20 budget for items identified in the Facilities Master Plan.

Impart, Greenacres has been a focus of this bond planning. Studies have been conducted, committees convened, forums held and presentations made. Options have been discussed and revised in order to reach an optimal solution however at this juncture we do not feel that any of these options have administrative or community support.

Greenacres

Recommendation to collectively pause the Greenacres portion of the bond process to allow the District to accomplish the following:

1. Focus on the development of a final version of the

Facilities Master Plan; 2. Finalize the 2014 Bond Projects ( a prior committment

already made to the community); and 3. Determine steps needed to coalesce the community

around a shared vision/option that focuses on Greenacres students and their learning.

Discussion