ivan g. smith elementary school project

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Ivan G. Smith Elementary School Project

SCHOOL BUILDING COMMITTEE MEETING

FRIDAY, JUNE 23, 2017 9:00 AM

INTRODUCTION TO PMA CONSULTANTS / NEXT STEPS

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PMA Discussion

• PMA / Team Introduction

• Working with the MSBA

• Next Steps- Designer RFS

• Preliminary Schedule

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THE TEAM

Chris Carroll, MCPPO, Principal in Charge

32 years’ experience with 24 years at PMA, Chris

leads the PMA school OPM team and has directed

the management of 26 K-12 school projects.

Available as needed.

Joe DeSantis, EIT, MCPPO, Assistant Project Manager

With 4 years at PMA, Joe has assisted in the management of

4 K-12 school projects. Joe will be Paul’s right hand man,

available up to full time during design & construction.

Kevin Nigro, MCPPO, Project Director

23 years’ experience with 13 years at PMA, Kevin has

provided OPM oversight to 9 K-12 school projects.

Available to provide executive oversight as needed.

Paul Queeney, PE, FMP, MCPPO, Project Manager

34 years’ experience with 24 years at PMA, Paul has led

the OPM efforts on 8 K-12 school projects and is your

day-to-day contact. Available during all project phases.

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Working with the MSBA

� MSBA Modules Overview

� MSBA approval enables project to move on to next phase.

� MSBA Board Dates determine project schedule prior to construction.

� MBSA Grant Program:

� Town Reimbursement Rate

� Cost Caps

� Ineligible Project Costs

� Certified Enrollment Agreement(s)

� Monthly MSBA Submittals (all phases)

� Progress Payment “ProPay” System Requests

� OPM Reports

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Working with the MSBA: Modules Overview

• Module 1- Eligibility Period- Complete

• Module 2- Forming the Project Team• OPM Selection – Complete

• Designer Selection – Next Step

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Working with the MSBA: Town Reimbursement Rate

The MSBA provides reimbursement on eligible project costs.

Per the MSBA: Reimbursement rates for MSBA approved, eligible school construction and renovation projects are calculated

pursuant to a formula that is established in Massachusetts General Law, Chapter 70B section 10 (M.G.L. c. 70B § 10)

Base Rate (31% for all districts)

+ Three Socioeconomic Factors

+ Incentive Points (0 % – 18%)____________________________________

= MSBA Reimbursement Rate

http://www.massschoolbuildings.org/sites/default/files/edit-contentfile/Guidelines_Forms/Guidelines_Policies/RateCalculation.pdf

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All Socioeconomic Factors are derived using information from the Department of Revenue or the Department of Education and allocated using a sliding scale based on each community’s relationship to the statewide average.

They are as follows:

• Community Income Factor (DOR Data): • The district’s per capita income as a percent of statewide average per capita income.

• Community Property Wealth Factor (DOR Data): • The district’s per capita equalized property valuations as a percent of statewide average per capita

valuations.

• Community Poverty Factor (DOE Data):• Measured by the district’s proportion of low income students, as defined by federal eligibility for

free or reduced price lunch, as a percent of the statewide average proportion of low income students.


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Current categories of MSBA Incentive Points include:

• Model School Program (up to 5 points)

• Newly Formed Regional School District (up to 6 points)

• High Efficiency Green School Program (up to 2 points)

• Best Practices for Routine and Capital Maintenance (up to 2 points)

• Overlay Zoning (MGL 40R or 40S) (up to 2 points)

• Renovation/Re-use of Existing Facilities (up to 5 points)

• Establishing a Maintenance Trust (up to 1 point with district match)


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The Town of Danvers’ current reimbursement rate is 50.58%.

Base Rate = 31%

Income Factor = 6.32%

Property Wealth Factor = 13.26%

__________= 50.58%

Note that this does not include incentive points, as these have not yet been determined.


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Working with the MSBA: Understanding Cost Caps

The MSBA funding assistance program includes various cost caps, including: • Construction costs exceeding $312 / eligible SF will not be reimbursed.

• (Eligible SF determined based off of Initial Space Summary, based off of # students)

• Note- MSBA may increase this cap to $326/sf at the 6/28/17 Board of Directors Meeting.

• FFE&T costs over $2400 / student will not be reimbursed.

• Enrollment certification is 465 students, so the cap is $1,116,000 on FFE&T.

• Soft costs may not exceed 20% of Construction Costs.

• Costs related to site work may not exceed 8% of Construction Costs.

• Costs related to OPM Basic Services may not exceed 3.5% of Construction Costs.

• Costs related to Designer Basic Services may not exceed 10% of Construction Costs.

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Working with the MSBA: Understanding Ineligible Project Costs

� (a) Any costs for an Approved Project in excess of the Total Facilities Grant.

� (b) Financing costs.

� (c) All costs associated with credit rating services, legal services related to the issuance of any

indebtedness, and financial consulting services.

� (d) The cost of legal services.

� (e) The provision of any direct or indirect municipal services.

� (f) Any funds expended by the Eligible Applicant prior to the execution of a PFA.

� (g) All costs associated with site acquisition.

� (h) Unsupported or inadequately supported project costs, as determined by the Authority.

� (i) Maintenance or service contracts and warranties.

� (j) Duplicate costs or costs unrelated to the project.

� (k) The lease, purchase or rental of storage space, storage facilities, storage trailers, or storage

containers.

� (l) Costs that are normal operating and maintenance costs of the school district

� (n) Penalties, processing fees, catalogue fees, sales tax, memberships, and subscriptions.

� (o) The costs of local building permits, inspection fees, and any other such fees.

� (p) Athletic equipment

� (q) All costs associated with the purchase, lease, improvement, or maintenance of modular units.

� (r) All costs associated with the swing spaces used for the housing of students.

� (s) All costs associated with the transportation of students.

� (t) All costs associated with the purchase, lease or use of any vehicle,

� (u) The costs of any supplies related to the Assisted Facility.

� (v) All costs associated with the demolition of buildings, unless such costs are deemed by the

Authority in writing prior to said demolition, to be the most cost effective option.

� (w) All costs associated with utilities.

� (x) All costs associated with cell phone purchase or service.

� (y) Dedication, ceremonial or celebratory costs.

� (z) The Authority reserves it right to disallow any costs associated with any change order that

deviates from the scope of the project, as determined by the Authority pursuant to the Project

Scope and Budget Agreement.

� (aa) Any costs determined by the Authority to be ineligible pursuant to M.G.L. c. 70B, St. 2004, c.

208, 963 CMR 2.00, the MSBA Audit Guidelines, or any other policy, rule, or guideline of the

Authority.

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Working with the MSBA: Understanding Ineligible Project Costs

• During the Feasibility Study (MSBA Module 3), PMA & the selected designer will consider the impact to the town-share that various applicable ineligible project costs has while deciding between different project options (new construction, add/reno, etc.).

• However, PMA & the selected designer understand that the end-goal is to determine the most feasible, cost effective option that meets Danvers’ Educational Plan for the future.

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Working with the MSBA: Understanding the MSBA Grant Program

Once cost estimates are received the MSBA’s Form 3011 is used and updated to determine the maximum total MSBA grant (considering cost caps, ineligible items, etc.).

The Maximum Total MSBA Grant is often not fully received by districts for many reasons, including:

• Unspent Funds (you don’t spend the money, you don’t get reimbursed for it)

• Change Orders / Contingency Usage (MSBA reviews each CO to determine eligibility)

PMA will forecast Danvers’ estimated town share for bonding purposes under several scenarios, as applicable.

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Working with the MSBA: Monthly Submittals to MSBA

Progress Payment “ProPay” System• MSBA’s online “pay-as-you-go” system

• Only 1 request can be submitted monthly for reimbursement on eligible project costs

• Budget Revision Requests submitted to ProPay as well.

• Invoices sometimes need to be submitted multiple times for reconsideration of eligibility.

Online OPM Reports• PMA will submit monthly Online OPM Reports to the MSBA, containing the following:

• Budget Info

• Cash Flow Data

• Schedule Updates

• OPM/Designer/CM Activities

• Access forms signed/submitted to MSBA.

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Designer Selection

• See 1-page handout summarizing Designer Selection Process

• RFS has been developed, and will serve as evaluation criteria for applicants.

• Draft RFS submitted to MSBA on 6/15/17 for review.

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Designer Selection – RFS Criteria (Slide 1 of 2)Key evaluation criteria included in the RFS includes the following:

• Due to site constraints, solutions for an addition and/or renovation, or new construction of a school building, as well as swing space for the duration of a potential project, will need to be determined.

• The District has projected enrollment growth over the next ten years. As part of the project there will be a need to discuss potential movement or programs between elementary schools and/or redistricting via flex neighborhoods.

• The Town of Danvers intends to complete a project which meets Northeast Collaborative for High Performance Schools (NE-CHPS) criteria. The District may also be considering using a LEED-S rating system for the project.

• Planning for enrollment growth of the K-5 student population.

• Identifying and addressing space required for increased demand for special education and English Language Learner {ELL} in-district programming.

• Updating the Town of Danvers’s Elementary Education Program.

• Analyzing potential optional school sites

• Understanding and incorporating the District’s educational program and goals into the Project design and construction.

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Designer Selection – RFS Criteria (Slide 2 of 2)Key evaluation criteria included in the RFS includes the following (continued):

• Establishing a design schedule that strictly adheres to the Project Schedule, including milestones and/or constraints associated with the process.

• Identifying community concerns that may impact the project / project’s study options.

• Delivering a school facility that will most cost-effectively address the needs of the school system, the students and the community at large. This process will include evaluating all feasible options for the Project.

• Ensure public participation and input in all applicable phases of the Project including early in the process during the Feasibility Phase.

• Identifying life cycle costs of operation for the School as related to future operational budgets.

• Designing to specific Danvers educational programming needs, schedule, and cost effective life cycle design analyses through comprehensive, quality, complete design documents.

• Design to the budgeted construction cost.

• Obtaining all required approvals.

• Capturing maximum access and capacity for expansion of related technology tools.

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Preliminary Schedule for Designer Selection

Design Services RFSFeasibility – Schematic

Collect, analyze, and Distribute

draft to district. What’s important

to the Town & District?

Meet to finalize draft and

inclusions - Submit to

MSBA for Review

OPM Review Panel Meeting

June 5, 2017

Upcoming MSBA Designer Selection Board meetings:

PMA finalizes draft RFS and sends to MSBA. Receive and distribute MSBA comments to District,

finalize and submit to Town Purchasing agent for advertisement.

GETTING THE RIGHT RFS

MSBA (10) day RFS review period

June 30, 2017A/E RFS is Drafted!

PMA Selected

April 20, 2017

June 16, 2017

Ad Appears July 5, 2017

RFS Responses to MSBA July 28, 2017

MSBA DSP August 22, 2017

MSBA DSP August 29, 2017

MSBA DSP September 12, 2017

ivan g. smith elementary school project

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