SomerStatCapital Projects

Director of Capital Projects Management, Gerald Boyle

November 5th, 2008

Capital Projects SomerStat – 30th Meeting

1. Trum Field House: Schedule

ProjectedExtendedDelayedCompleted

LegendRemaining Steps:• Review & finalize letter to JBM• Turf Restoration• Final Completion

Trum Field House Construction11/4/2008 2007 2008

May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep Oct Nov DecMobilization Projected

ActualDemolition and Abatement Projected

ActualReplace Retaining Wall Projected

ActualInstall Wheelchair Ramp & Stairs Projected

ActualConstruct Field House Projected

ActualSidew alks & Grading Projected

ActualSet & Tie-in New Transformer Projected

ActualSidew alk / Street Area Projected

ActualTurf Restoration Projected

ActualSubstantial Completion Projected

ActualPunch List Projected

ActualFinal Completion Projected

Actual

2. Trum Field House: Budget

Trum Field Project Budget vs. Actual as of 9/30/2008

ORG 3997-BOND Budget

YTD total Expenses and

Encumbrances

Funds Available to

CommitTotal 2,775,000.00$ 2,745,861.00$ 29,139.00$

ORG 3882-BONDTotal 103,894.00$ 83,461.19$ 20,432.81$

STATE GRANTTotal 250,000.00$ 250,000.00$ (0.00)$

CDBG04 and CDBG08Total 142,412.00$ 132,412$ 10,000.00$

ORG 1505-DONATIONSTotal 125,000$ 125,000.00$ -$

Grand Total 3,396,306.00 3,336,734.19$ 59,571.81$

3. Trum Field House: Budget

Completed Since Last SomerStat???Outstanding Issues• Change order #7 ($25,558) for irrigation and sod repairs, railing

testing, other repairs – still pending• PT Kelly back charge – CPMD to meet w/ Law and DPW• NSTAR back charge (re: delay in moving transformer) ~$9,000

Next Steps

1) Sod restoration (areas around 3rd base and center field) – underway now

2) Start legal process – expert’s contract in place, report expected by early Dec.

1. Total Budget = $3,396,306

2. Total Expenditures to Date = $3,262,785

3. Total Encumbrances Still Open = $73,949

4. Amount Available to Encumber = $59,572

4. Dr. Argenziano School at Lincoln Park: Budget

2% Loan• All immediately

required documentation has been submitted.

• A number of housekeeping items must still be submitted from our office (not delaying the loan.)

Balance remaining as of 11/03/08 = $1,235,273

Org/Account Account Name Argenziano School

OrgNumber 1194

Date Prepared November 4, 2008

Account Acct. Amended Budget #3 Encumbered Balance

Revenue

Other Finan. Sources - Bond 49995 35,728,596.00 34,493,323.25 1,235,272.75

ExpenseSalaries 51110 450,000.00 327,213.00 122,787.00

Advertising 53060 5,000.00 1,299.18 3,700.82

Engineering/Architectural Serv. 53100 Basic Design Services 3,308,107.00 3,308,107.00 0.00 Contingency - Arch./Eng. Services 441,893.00 432,853.17 9,039.83 Independent Testing Services 120,000.00 105,000.00 15,000.00 Commissioning 100,000.00 54,570.00 45,430.00

Administrative Costs - Ceremonial 53115 1,050.00 1,050.00 0.00Details - Police 53140 3,500.00 2,812.00 688.00Details - Fire 53142 16,500.00 13,862.50 2,637.50Postage 53420 3,000.00 804.44 2,195.56

Demolition 53850 1,470,975.00 1,470,975.00 0.00Contingency - Demolition 500,000.00 48,476.52 451,523.48

Printing & Stationary 54210 37,000.00 1,103.49 35,896.51Library Books 54240 100,000.00 99,999.62 0.38Insurance 57400 40,000.00 27,045.00 12,955.00Legal Recording Fees 57810 150.00 0.00 150.00

Furnishings 58073 840,000.00 672,971.06 167,028.94Moving Expenses 58351 100,000.00 66,657.00 33,343.00Office Equipment 58510 320,000.00 275,561.80 44,438.20Telecommunications Equipment 58515 60,000.00 55,775.55 4,224.45Computer Equipment 58560 580,000.00 519,224.49 60,775.51

Building Reconstruction 58745 26,247,000.00 26,247,000.00 0.00Contingency - Building Reconstruction 834,421.00 745,155.37 89,265.63Construction - Utilities 58746 150,000.00 15,807.06 134,192.94

Expense Total 35,728,596.00 34,493,323.25 1,235,272.75

Contingency line items• ~$549,830 of budgeted contingencies remaining• New balance reflects change order #10

5. Dr. Argenziano School at Lincoln Park: Budget (2)

Org/Account Account Name Argenziano School

OrgNumber 1194

Date Prepared November 4, 2008

Account Acct. Amended Budget #3 Encumbered Balance

Revenue

Other Finan. Sources - Bond 49995 35,728,596.00 34,493,323.25 1,235,272.75

CONTINGENCIESContingency - Building Reconstruction 834,421.00 745,155.37 89,265.63Contingency - Arch./Eng. Services 441,893.00 432,853.17 9,039.83Contingency - Demolition 500,000.00 48,476.52 451,523.48

1,776,314.00 1,226,485.06 549,828.94

Change Order #10 – J&J – approved pending additional info on few items

6. Dr. Argenziano School at Lincoln Park: Budget (3)

PCO Date Description Date Submitted Approved Status

5/7/2008 Pow er and data changes 12/15/06 $9,197.87 $9,197.87 Price acceptable3/11/2008 Water heater vent revision 5/10/07 $2,432.48 $2,432.48 Price acceptable6/12/2008 Card access changes at

entry door10/11/07 $1,440.36 $1,440.36 Price acceptable

8/28/2008 Move sprinkler heads for smart boards

$588.94 $588.94 Price acceptable

8/14/2008 Bollards at turnaround $57,842.71 $57,842.71 Price acceptable4/26/2008 Revise AHU sequence of

operation4/04/08 $25,209.86 $25,209.86 Approved

9/22/2008 Elevator Maintenance Credit (168.43*8)

($1,347.44) ($1,347.44) Approved

5/14/2008 Gas pipe shroud $1,368.38 $1,368.38 Pricing acceptedTotal for CO #10 $96,733.16

Other Proposed Change Orders – awaiting pricing or approvals7. Dr. Argenziano School at Lincoln Park: Budget (4)

PCO Date Description Date Submitted Outstanding Approved Status4/26/2008 Duct smoke detectors - HVAC $4,665.81 $4,665.81 Returned for revisions - expected

Tuesday 9/9; not received yet2/1/2008 Changes at bike rack $2,366.01 $2,366.01 J&J to justify

8/13/2007 Tectum Panels $16,195.01 $0.00 Rejected9/26/2008 Credit for casework veneer ($15,000.00) ($15,000.00) City to Approve

10/5/2007 Fire alarm pull stations $2,728.41 $2,728.41 SMMA to propose costs

10/5/2007 Transoms $30,099.03 $0.00 Rejected2/11/2008 Electrical changes from SKE - 5 $8,240.60 $0.00 void3/11/2008 Credit for deleted exterior door hardware ($1,403.00) ($1,403.00) Returned for revisions - SMMA to

determine costs9/19/2008 Smoke dampers $16,762.21 $16,762.21 Rejected2/18/2008 Mag holder for door A125 $4,177.41 $4,177.41 Returned for revisions - J&J to

updateStainless steel column covers Waiting on pricing - work not

complete9/25/2008 Additional area drains at playing fields 4/07/08 $25,235.41 $25,235.41 SMMA to review with City

6/12/2008 Replace missing irrigation controller $2,310.98 $2,310.98 Never Submitted - will reject7/1/2008 Irrigation repairs $7,266.58 $7,266.58 SMMA to review

9/22/2008 Punchlist credits 6/12/08 ($714.15) ($714.15) SMMA to reviewShotclock and scoreboard switch J&J to provide pricing

9/25/2008 Locate, repipe and install drain in field (original missing)

$7,136.30 $7,136.30 SMMA to review with City

TOTALS $1,232,747.94 $55,531.97 $723,938.71

Proposed Change Order Log

8. Dr. Argenziano School at Lincoln Park: Schedule

ProjectedExtendedDelayedCompleted

Legend

Argenziano School ConstructionAug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Sitew ork, including ballf ield ProjectedActual

Furnishings & Equipment Delivery & Install ProjectedActual

Substantial Completion ProjectedActual

Punch list ProjectedActual

Final Completion ProjectedActual

20082007

on hold

9. Dr. Argenziano School at Lincoln Park: Still To Do

OUTSTANDING ISSUES

• Playground signage – GB drafted and submitted language to principal for review• Granite anti-skateboard protection – CPMD soliciting three quotes for additional measures –

low quote to Santini for $5,700• Fence behind school – Law is working to get a permanent easement (AT negotiat’g w/ MBTA)• Graffiti – see three options on separate slide• Bollards at entrance – decorative sleeves due end of November• Casework credit – J&J proposes $12K worth of work and $15K credit• HVAC comprehensive plan and warranty extension for systems – ongoing• HVAC – Trane, Honeywell, Snowden – ongoing punch list work • Ornamental fence at Washington Street - CPMD reviewing low quote by Santini of $6,300• Elevator – City has taken over maintenance• J&J back charge spreadsheet - $50K ongoing with SMMA• Final Completion of J&J contract by December 31• Final MSBA reimbursement request of $1,021,427 can be made after Final Completion

10. Dr. Argenziano School at Lincoln Park: Graffiti Removal (1)

• Least expensive option: chain link fence w/ ivy.• Pros and cons of each option?

Option Description Linear feet Item Quantity Unit price Total

Arborvitae

Plants 3' on center 2701 arborvitae planted every 3' 90 $250.00 $22,500.00

Trellis w/ivy 270 8' x 8' trellis installed 40 $1,500.00 $60,000.00270 Boston ivy 270 $20.00 $5,400.00

$65,400.00

Chain link fence w/ivy 2708' chain link with Type A fabric 270 $28.00 $7,560.00

270 Boston ivy 270 $20.00 $5,400.00$12,960.00

Argenziano School Rear Wall Options for Graffiti

11. Dr. Argenziano School at Lincoln Park: Graffiti Removal (2)

Arborvitae Option:would be planted against building wall and grow upward

12. Dr. Argenziano School at Lincoln Park: Graffiti Removal (3)

Trellis with Ivy Option

13. Dr. Argenziano School at Lincoln Park: Graffiti Removal (4)

Trellis with Ivy Option

14. Dr. Argenziano School at Lincoln Park: Grant Project

Massachusetts Technology Collaborative (MTC) Grants• for PV array to be mounted on roof of school• $200K total for design and installation

Status• Draft MA-CHPS scorecard under review • Have started initial design phase (see schedule next slide)

Cost• Design = $85K ($50 from grant, $35 from City)• Installation = $150K (from grant)• Process for receiving grant funds:

• MTC shall reimburse City in same FY as work performed• CPMD to set up grant account

• MTC requires grant funds be expended by end of FY09• Future savings = $2,000/year

15. Dr. Argenziano School at Lincoln Park: Grant Project (2)Design Phase Schedule

Dr. Albert Argenziano School

Task/Milestone Due Date Responsible Party Deliverables to MTC

Project Kick Off Meeting (Supply date) City of Somerville and SMMA

None

MA-CHPS Materials Submission to MTC

11/21/08 SMMA and City of Somerville

All supporting documentation for MA-CHPS certification – goes to MTC.

If the MTC reviewers report back on the MA-CHPS submission with a score of 30 points or greater, then the project moves on to renewable energy system design. If the score is less than 30, then the project stops here.

MTC review may take 4-6 weeks.

None

PV System Design (Initial) 2/1/09 SMMA and PV Design Consultant

Schematic drawings of the proposed system

PV System Design (Complete) 3/1/09 SMMA and PV Design Consultant

Bid documents of System including specifications and drawings

Bids due 4/1/09

PV System Commissioning (Final)

6/30/09 SMMA and PV Design Consultant

A complete Cx report on the PV system.

16. Capital Needs Assessments

UPCOMING MILESTONE TO BE MET

Contractor to submit revised assessments for Main Library and West Branch Library

BUILDINGS

City Hall, Engine 7, Main Library, West Branch Library

CONTRACT

Contractor: HMFH

Budget: $16,250

MAJOR MILESTONES MET

1) Updated drafts received for City Hall & Engine 7

2) Engine 7 identifies $221K , exclusive of back wall and full ADA study

3) City Hall identifies $875K for repairs

17. Capuano Soccer Field: Budget and Next Steps

BUDGETCapuano Bond……...$689,711City Capital Plan….…$159,134 TOTAL……………….$848,845

Proposed Change Orders• Amount of $32,490

Status• Substantial completion reached• Ribbon cutting was September 24th

• Punch list and final completion delayed – expecting update from general contractor

Next Steps• Contractor to continue work on punch list• Change order to be processed

18. Capuano Soccer Field: Proposed Change Order

RFP # RFP Date Description Submitted/EstimateOutstanding Approved Add'l Time Status

01 Temp irrigation service to Community Gardens Pending02 Irrigation design changes to address unforeseen

conditions$8,500.00 Price Acceptable

03 Provide poles and netting for Franklin St. abutter $3,990.00 Price Acceptable04 Additional curbing and wider ramps at SW corner Pending05 Added curbing for ramp code compliance Pending06 Offsite disposal of additional excess fill $16,700.00 Price Acceptable07 Replace two treees at N walkway Pending08 Additional chain link sections per SW curb

changesPending

09 Replace two trees at SW corner $3,300.00

TOTALS $32,490.00 $0.00 $0.00

Capuano Field Change Order Proposal Log

19. Capuano Soccer Field: Schedule

Final Completion and Punch List work will continue through November 2008

Capuano Field Turf Schedule March April May June July August September October November10 17 24 31 7 14 21 28 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 1 8 15 22 29 6 13 20 27 3 10 17 24

Item

HMFH contract approvedKick off meetingDesign developmentDesign review90% contract documentsCommunity meetingBid Advertised (2 weeks)Pre-Bid meeting (5/13)Bids due - 2 weeks (5/22)Bid review and recommendationContracts executedPre-Construction Meeting (June 5)Mobilization and submittalsSite work (commence June 16)Masonry/Paving/FencingIrrigation/LandscapingSynthetic Turf InstallationSubstantial completionFinal completion (incl. punch list)Ribbon cutting

20. Buena Vista Garage: Budget and Status

$ BUDGET $City Budget $150,000Supplemental $ 30,000

TOTAL: $180,000

STATUS

1) Initial contract complete pending submission of warranty documentation.

2) Additional leaking from sidewalk area.

3) Engineer investigated leaking area. $50,000 to address additional leaking.

21. Additional ProjectsCity Sign Work Group

Participate in planning to install unifrom signage across the City. Work with vendor on signs for CPMD projects.

Eric Friedman Jerry Boyle Debbie Mitrano

Participate in ESCS Task Force Manage Maguire Group contractManage process of cleaning/removing items from buildingManage selective demolition process and contractorAssist in putting together costs to do code upgrades

Central Hill Park (ON HOLD)

Debbie responsible for communication and coordination among all city departments. CPMD assisted w/ phasing review.

Debbie Mitrano

Review existing documentsAwaiting appropriation of $150K budget.

Conway Park Retaining Wall

Jerry Boyle

ESCS Jerry Boyle

22. Contracts Due to Expire

COMMODITY VENDOR NAMECONTRACT # BID NO START DATE END DATE DEPARTMENT

VENDOR # MAX VALUE NOTES

DESIGN SERVICES SYMMES MAINI & MC03-025 DPW 3/18/2002 12/31/2008 DPW COMMISS 28956 $3,824,350 AS OF 7/6/06 AMEND

TRUMFIELD RENOVATIONS J.B.M. GENERAL CO 07-117 07-47CD 4/23/2007 9/25/2008 SPCD 10/9/08-2 18386 $2,898,492 TRUM; C.O.#1-$375,

SOLID YARD WASTE & RECYCL LANGTON & DOUGLA05-010R1 EXEMPT 1/1/2008 12/31/2008 DPW 19921 $2,000,000 bid released 10/15

STREET RECONSTRUCTION PRO D & R GENERAL CON08-025 08-15 10/01/2007 9/30/2008 DPW 12435 $911,816 renewed until 10/31/09

DELTA DENTAL PLAN SERVICE DELTA DENTAL PLAN08-071 CITY/EXEM0/01/2007 9/30/2008 TREASURY/PER 12912 $820,000 no new contract in system, waiting for proposal

DEV.OF A MUN.COMPREHENSIV HMFH ARCHITECTS, 07-066R2 RENEWAL 1/1/2008 12/31/2008 DPW 17730 $750,250

Contracts ending 9/08 thru 12/08

• Contracts highlighted involve CPMD

• Extend J.B.M. contract through 12/31/08 or later?

23. BOA Issues

Future Issues

1) Conway Park Retaining Wall?

Current issues

1) Any items currently submitted to the BOA?