Concord Middle School Project Project Manager Report February 2021 CONCORD MIDDLE SCHOOL PROJECT PROJECT MANAGER’S REPORT FEBRUARY 2021 TABLE OF CONTENTS 1. Executive Summary 2. Project Dashboard 3. Project Cash Flow a. Draft Cash Flow Summary, dated February 28, 2021 b. Draft Cash Flow Graph, dated February 28, 2021 4. Schedule Update a. Draft Project Schedule, dated February 5, 2021 b. Recap of Project Schedule 5. Cost Analysis 6. Meeting Minutes a. Design Subcommittee Meeting Minutes – Janaury 15, 2021 b. Design Subcommittee Meeting Minutes – January 22, 2021 c. Design Subcommittee Meeting Minutes – Feburary 4, 2021 – to be approved at next meeting d. Design Subcommittee Meeting Minutes – February 18, 2021 e. Design Subcommittee Meeting Minutes – February 25, 2021 – to be approved at next meeting f. Concord School Building Committee Meeting Minutes – February 11, 2021 g. Sustainability Subcommittee Meeting Minutes – January 13, 2021 h. Sustainability Subcommittee Meeting Minutes – January 28, 2021 Executive Summary Town of Concord Concord Middle School Project Executive Summary This Project Manager’s Report for the Concord Middle School Project is submitted by Hill International (Hill), and covers activities through the month of February 2021. Project Progress The COVID-19 pandemic is ongoing. All project related meetings are continuing to be held via Zoom Video Conferencing. Over the month of February, the Design Team continued working on the Feasibly Phase of the project. Hill and SMMA attended different subcommittee meetings, meetings with different constituencies (students, League of Women Voters, Select Board, School Committee, Public Safety and Finance) and a Community Forum on February 24. On February 4, the Design Team presented on the Educational Programming and provided recommendations for the Space Summary to the Design Subcommittee. On February 18, DSC met to review SMMA’s Space Summary on the Educational Plan previously presented. On February 25, the subcommittee voted on recommendations for the gym sizing, auditorium sizing, alternate PE, team commons, World Language, Media Center, Maker Space and Teacher Planning to present to the School Building Committee. The Sustainability Subcommittee met on February 26 to review the project goal of Net Zero Ready which included discussing proposed feasibility recommendations to the School Building Committee and review of the Energy Zero Code (E-Z Code). The Sustainability Subcommittee reviewed the sustainability framework, metrics for success, and next steps. The Concord Middle School Building Committee met on February 11, 2021 to discuss the Educational Plan that was approved by the School Committee on January 26, 2021. Hill International discussed the Construction Delivery Method describing Massachusetts General Law Chapter 149 (design-bid-build) and Chapter 149A (Construction Manager at-Risk). The advantages of Chapter 149 is the documents are complete and the bid process is traditional system where lowest price on bid day gets the job. Advantages for Chapter 149A allows you to interview the construction management team early in the design process and the Construction Manager can provide design assist, site logistics and scheduling. SMMA presented updates to the Building Committee on the progress of the Design Subcommittee noting the space summary was based on the approved Educational Plan. SMMA recommended a space summary of 95,330 nsf and 142,995 gsf which accommodated a 7,000 nsf gym and an auditorium. SMMA also noted the updated construction cost is around $555/sf which would bring the construction cost to around $80M. Milestones The following milestones were achieved over the month of February 2021: . Completed initial Space Summary and presented to Design Subcommittee on February 4, 2021 . Discussed Project Delivery Method at February 11, 2021 School Building Committee Meeting . Design Subcommittee Proposed Space Summary Recommendations on February 25, 2021 . Sustainability Subcommittee Proposed Sustainability Recommendations on February 26, 2021 Milestones projected for the coming months are: . Finalize Project Delivery Method . Complete Project Budget . Complete Preliminary Feasibility Study Report Project Manager’s Report February 2021 Page 1 Town of Concord Concord Middle School Project . Start Schematic Design Phase . Agree on dates to authorize Schematic Design and Design Development Phases Issues . Ongoing COVID-19 pandemic can affect CMSBC’s capacity to gather community input. Hill presented a request for an amendment to their contract for the extension of the feasibility and schematic phases. Schedule Major milestones are as follows: . OPM Selection Completed Aug. 28, 2019 . Designer Selection Completed Nov. 18, 2019 . Feasibility Study Tentative Completion date of May 24, 2021 . Schematic Design Tentative Completion date of Dec. 6, 2021 . Special Town Meeting Tentative date of Dec. 10, 2021 . Town Vote To Be Determined . Design Development . 60% Contract Documents . 90% Contract Documents . 100% Contract Documents . Bidding . Construction . Substantial Completion (New Building) . Demolition of Existing Building and Add New Fields . Closeout NOTE: Project Team is still waiting on confirmation from the Town of Concord for next town meeting date. Budget On April 8, 2019 Concord Town Meeting passed, by overwhelming majority, an appropriation not to exceed $1,500,000 to study the feasibility of constructing a new Middle School, which may be located on the Sanborn School Site. Based on the Feasibility Study completed by Finegold Alexander, the estimated Total Project Cost may range from $80M to $100M depending upon the solution that is agreed upon by the Owner. This Total Project Cost translates to a potential Total Construction Cost of $60M to $80M. On December 5, 2019 Hill met with the Finance Subcommittee and presented the cost analysis for the Concord Middle School using the similar Middle School Project costs from the MSBA. The projected total project cost for the new Concord Middle School with 5% escalation is between $80M - $109M and the projected cost with 7% Project Manager’s Report February 2021 Page 2 Town of Concord Concord Middle School Project escalation is between $83M - $122M. The project budget is not yet finalized until the Design Team meets with the users and community to determine the programming, building size and enrollments. Hill International contract for Feasibility/Schematic Design is $299,800 and SMMA contract for Feasibility/Schematic Design is $889,400. Hill requested an additional $5,500 to contract the cost estimator, PM&C, to provide cost estimate for Feasibility Study to compare and reconcile with SMMA’s cost estimate. Hill got approval from the Leadership Team at the end of March 2020 and has completed the work. Amendment #1 was approved on September 1, 2020 for adding Feasibility cost estimate by PM&C for comparison and reconciliation with SMMA’s cost estimate. Cash Flow Total project budget is $100,000,000. Total encumbered to date is $1,194,700. Total spent on construction to date is $0.00. Total spent to date is $761,332. 64% of total encumbered. Project Team Summary Awarding Authority Town of Concord (ToC) Client Town of Concord / Concord Public Schools Owner’s Project Manager Hill International, Inc. (Hill) Commissioning Agent TBD Designer SMMA CM / GC TBD Project Manager’s Report February 2021 Page 3 Project Dashboard Town of Concord Concord Middle School Project Dashboard February 28, 2021 EXECUTIVE SUMMARY Project Accomplishments this Month Current Issues & Areas of Focus Current Progress Photos Completed initial Space Summary and present to Design Subcommittee on February 4, 2021 COVID-19 Pandemic Discussed Project Delivery Method at February 11, 2021 School Building Committee Meeting Final Feasibility Report Design Subcommittee Proposed Space Summary Recommendations on February 25, 2021 Sustainability Subcommittee Proposed Sustainability Recommendations on February 26, 2021 Projected Major Tasks next Month Finalize Project Delivery Method Complete Project Budget Complete Preliminary Feasibility Study Report Start Schematic Design Phase Agree on dates to authorize Schematic Design and Design Development Phases Schedule Summary - Upcoming Milestones Diversity Compliance Project Cash Flow - Plan vs Actual Scheduled Start Scheduled Finish Acutal Start Actual Finish Metric Target Actual $1.4 Designer Procurement 9/25/2019 11/18/2019 9/25/2019 12/9/2019 Feasibility/Schematic Design 11/19/19 7/1/2020 11/19/19 Designer's WBE/MBE 17.9% TBD $1.2 Town Meeting (Proposed) 10/10/21 Millions $1.0 Town Vote (Proposed) 3/10/22 Contractor's WBE/MBE 10.4% TBD $0.8 Secure Finance and Execute Contracts TBD Design Development TBD $0.6 Contract Documents TBD $0.4 Estimated Expenditure Bidding TBD Construction TBD $0.2 Actual Expenditure Move-in TBD $0.0 Demolition Existing Building TBD Closeout TBD PROJECT FINANCIAL OVERVIEW Scope changes from the Original Scope BUDGET COST CASH FLOW N/A Baseline Budget Authorized Changes Approved Budget Committed Costs Uncommitted Forecast Costs Total Project Costs Expenditures to Balance To Spend Description Costs Date Site Acquisistion$ - $ - $ - $ - $ - $ - $ - $ - $ - Construction$ 80,000,000 $ - $ 80,000,000 $ - $ 80,000,000 $ - $ 80,000,000 $ - $ 80,000,000 Design Services$ 8,281,000 $ - $ 8,281,000 $ 889,400 $ 7,391,600 $ - $ 8,281,000 $ 474,042 $ 7,806,958 Administrative$ 4,279,595 $ 5,500 $ 4,285,095 $ 305,300 $ 3,979,795 $ - $ 4,285,095 $ 287,280 $ 3,997,815 Project Budget Transfers