[PPT] - Capital Improvement Plan FY2021-2025 Schools that are the Pride PowerPoint Presentation

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Schools that are the Pride of the Community

Capital Improvement Plan

FY2021-2025

Schools that are the Pride of the Community

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Schools that are the Pride of the Community

VISION

To create high quality and inspirational educational environments for our community

MISSION

To continually improve the facilities we manage by deploying resources in a well-planned and efficient manner to maximize value to those we serve

CORE BELIEFS

Expectations Matter Effort Matters Competence Matters Solutions Matter Relationships Matter Results Matter

Schools that are the Pride of the Community

Capital Improvement Plan FY2021-2025

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Portfolio Stats

Variety of sizes: – Largest= EHHS 394,000 sf – Smallest= Admin 22,558 sf OLD (but proud!)– Needs arise simultaneously – Pre-1950 = 4 – 1950s-1960s = 10 – Post-1970 = 4 (Only 2 are schools)

Schools that are the Pride of the Community

18 buildings = 1,335,108 square feet

Capital Improvement Plan FY2021-2025

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What is a CIP?

Capital Improvement PLAN – not a funded budget
Prioritizes 5 years of projects, SHOULD funding

become available

Funded through/by: Program 80 (~$500k), Capital

Reserve (now potentially 2%), or grants.

Historically has not been adequately funded (not unique to EH), creating backlog

Schools that are the Pride of the Community

Capital Improvement Plan FY2021-2025

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FY 2020 Completed / In-Process Projects

Schools that are the Pride of the Community

Included in CIP for FY2020 - $1,180,409 – Local Share $882,419

EHHS Automatrix Front End Upgrade $42,660 EHHS 1C Modernization $138,941 Mayberry Hallway Ceiling Grid and Lighting $68,000 HVAC Unitary Replacements $100,000 Silver Lane Roof Replacement – Main Building $166,934 (LS $47k) Fleet Vehicle Replacement $52,818 Silver Lane Roof Replacement- Shingle Roofs $238,056 (LS $60k) Flooring Replacements $50,000 EHHS Cooling Tower Replacement $105,000 Classroom Refreshers, Misc Interiors $100,000 Sunset Ridge Domestic Water Modifications $35,000 Crack Sealing $25,000 Norris Security Improvements $43,000 Maintenance Equipment $15,000

Unplanned or Moved into FY2020 - $1,642,549- Local Share $76,000

EHMS Pool Filter (Moved from 2024) $73,034- Funded by Town Contribution EHMS Track/Field Renovation (Moved from FY2021) $463,600- expanded from $35k, Fully Grant Funded CIBA Boiler $76,000 Pitkin Playground (Moved from FY2024) –Expanded from $150k $458,685- 100% donation funded EHHS / EHMS Gym Bleachers (Moved from FY2021) $500,000 - Fully Grant Funded Mayberry East Addition Roof Replacement $71,230- Fully funded by aggregated BP settlement

Total $2,822,958 - Only $958,419 or 34% BOE Funded Capital Improvement Plan FY2021-2025

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FY 2020 CIP Analysis

Estimating Accuracy

Projects included in FY2020 Plan and Executed Original Budget $ 1,201,997 Current Cost $ 1,180,409 Over (Under) $ (21,588)

Plan vs. Actual Execution

FY 2020 Approved Capital Plan FY2020 CIP YTD (incl estimates) Variance Total $ 2,723,007 $ 2,822,958 $ 99,951 Local Share $ 1,619,783 $ 958,419 $ (661,364)

Adherence to Plan Total YTD FY 2020 CIP $2,822,958

Volume as planned, but projects not always as prioritized

Schools that are the Pride of the Community

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Changes from FY2020-2024 Plan

Deleted 13 projects (complete / funded) Pushed Forward FY2020 UNFUNDED Projects Added 3 new projects Reprioritized b ased on ch anging conditions Updated E stimates (EHMS / EHHS Roofs, various window projects)

Capital Improvement Plan FY2021-2025

Schools that are the Pride of the Community

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Emerging Priorities and Challenges

Roofs

Premature roof system failures – 3

locations remaining SR, HK, NR (Partial)

EHHS

+ EHMS= ~$11.7M /$4M LS- 2022/2023 (2020 Referendum)

Gym Floors

Refinishing

required due to age (Many 50+ years

ld)

and adherence issues

9 Refinishes + 2 restoration/modifications = 11 total

Windows

Elementary

School Window Wall Systems- medium size projects are challenging to fund

State Process

Long cycle process, even for short-cycle projects

– 1 year minimum

Adds cost

(mostly to design phase) and administrative time

Funding

Grants often very

specific, upsets priorities

High dependency
n Capital

Reserve- timing not ideal

Schools that are the Pride of the Community

Capital Improvement Plan FY2021-2025

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Schools that are the Pride of the Community

Capital Improvement Plan FY2021-2025

FY2021-2025 CIP Goals

Tangible

Scoped

and packaged projects, not just concepts

Defined start and end points
Incorporate stakeholder needs

Realistic

Optimistic but reasonable
Plan for what we

can feasibly accomplish

Refine project scope/budget over

time, track progress

“Chip away”

at infrastructure needs

Flexible

Funding availability/sources

can impact priorities

Programmatic needs arise

unexpectedly

Emergencies create re-organization

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East Hartford Public Schools- Department of Facilities

5 Year Capital Improvement Plan FY2021-2025

Project Description / Submittal Sheet

Last Update 9/26/2018-BW

Location: O'Connell West Project Name:

Boiler Replacement

Requested By: Facilities Project Category: MEP Background/Rationale: One 2.2MBTU 440 Mills Hydronic boiler was replaced (with an Aerco Benchmark condesing boiler) in 2018 due to total faiure while design for total boiler plant replacement was underway. The other identical boiler, original to the building (1959) must be replaced, as well as the pumps, boiler room piping, combustion/breaching systems and controls to complete the plant upgrade. Design completed in 2018 by Bemis engineering. Moving to modern, high-efficiency condensing boilers will save energy and increase occupant comfort. Project Scope: Replace the remaining orignal boiler with an Aerco Benchmark condensing boiler. Replace all piping and pumps in boiler room, moving to a centralized pumping system with zone controls and VFDs. Replace all pneumatics in building with DDC. Replace gas DHW unit with an indirect unit fed from the boiler plant. Design has been completed, so construction cost only have been carried, except a nominal about for inspections.

Financial Summary

FY 2021 FY 2022 FY2023 FY2024 FY2025 Total Design $ 1,000 $ 1,000 Construction $ 249,000 $ 249,000 Furniture $

Other 1

$

Other 2

$

Other 3

$

Total

$ 250,000 $

$
$
$
$

250,000 Procurement Method: Public Bid FY Added to Plan: 2019 Estimate Basis: Bemis Engineering 2018 Funding Source: Capital Reserve

Schools that are the Pride of the Community

Capital Improvement Plan FY2021-2025

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Schools that are the Pride of the Community

Projects by Building

Projects By Building FY2021 FY2022 FY2023 FY2024 FY2025 5 Year Total

District Wide (Impacts Multiple Buildings) $ 517,000 $ 340,000 $ 330,000 $ 350,000 $ 350,000 $ 1,887,000 Administration $ 38,000 $

$
$
$
$

38,000 CIBA $

$
$
$
$
$
EHHS

$ 397,172 $ 7,467,337 $ 115,000 $ 305,000 $ 5,596,232 $ 13,880,741 EHMS $ 224,010 $ 30,000 $ 4,934,740 $ 25,000 $

$

5,213,750 Facilities $ 45,000 $

$
$
$
$

45,000 Goodwin $

$

515,800 $

$

623,618 $

$

1,139,418 Hockanum $ 70,000 $ 679,224 $ 170,000 $

$
$

919,224 Langford $

$

223,545 $

$
$
$

223,545 Mayberry $ 802,429 $

$
$

165,256 $

$

967,685 Norris $ 110,000 $ 640,285 $

$

482,819 $

$

1,233,104 O'Brien $

$
$

1,793,912 $

$
$

1,793,912 O'Connell East $ 110,000 $

$

412,336 $

$
$

522,336 O'Connell West $ 864,279 $

$

310,000 $

$
$

1,174,279 Pitkin $

$
$
$

557,878 $

$

557,878 Silver Lane $

$
$

25,887 $

$
$

25,887 Stevens (Synergy) $

$

110,000 $

$
$
$

110,000 Sunset Ridge $ 941,906 $

$
$
$
$

941,906 Woodland $ 50,000 $ 79,991 $

$

329,224 $

$

459,215

Total $ 4,169,795 $ 10,086,182 $ 8,091,874 $ 2,838,794 $ 5,946,232 $ 31,132,878

Capital Improvement Plan FY2021-2025

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Schools that are the Pride of the Community

Projects by Category / Bldg Type

Projects By Category FY2021 FY2022 FY2023 FY2024 FY2025 5 Year Total

Building Envelope $ 2,307,731 $ 8,375,508 $ 6,639,200 $ 1,479,248 $

$ 18,801,688

Interiors $ 821,000 $ 1,100,800 $ 370,000 $ 819,546 $ 4,819,493 $ 7,930,839 Mechanical, Electrical, Plumbing, Fire Protection $ 496,150 $ 433,545 $ 790,000 $ 125,000 $ 1,006,739 $ 2,851,435 Security $ 210,741 $

$

90,000 $

$
$

300,741 Site Work $ 25,000 $ 25,000 $ 25,000 $ 305,000 $ 25,000 $ 405,000 Other $ 309,172 $ 151,329 $ 177,674 $ 110,000 $ 95,000 $ 843,175

Total $ 4,169,795 $ 10,086,182 $ 8,091,874 $ 2,838,794 $ 5,946,232 $ 31,132,878

Projects by Building Type FY2021 FY2022 FY2023 FY2024 FY2025 5 Year Total

Early Childhood $ 70,000 $ 679,224 $ 170,000 $

$
$

919,224 Elementary $ 1,886,707 $ 1,379,630 $ 2,542,135 $ 1,829,571 $

$

7,638,043 Middle Schools $ 1,165,916 $ 30,000 $ 4,934,740 $ 25,000 $

$

6,155,655 High Schools $ 397,172 $ 7,467,337 $ 115,000 $ 305,000 $ 5,596,232 $ 13,880,741 Alternative Schools $ 50,000 $ 189,991 $

$

329,224 $

$

569,215 Support Services (Non-School) $ 83,000 $

$
$
$
$

83,000 District-Wide $ 517,000 $ 340,000 $ 330,000 $ 350,000 $ 350,000 $ 1,887,000

Total $ 4,169,795 $ 10,086,182 $ 8,091,874 $ 2,838,794 $ 5,946,232 $ 31,132,878

Capital Improvement Plan FY2021-2025

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Continuously Funded Projects

HVAC Unitary Replacements- $100k/yr
Fleet Vehicle Replacements- $60-75k/yr
Flooring Replacements- $50k/yr
Classroom “Refreshers”- $30k/yr

– FY2021 Target $100k/yr

Crack Sealing- Lots and Driveways- $25k/yr
Maintenance (Heavy) Equipment- $15-20k/yr
Gym Floor Restorations- $50-60k/yr

Schools that are the Pride of the Community

Capital Improvement Plan FY2021-2025

These projects exhaust much

f the

Program 80 Funds each year Almost always partially diverted to fund emergencies

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Focus: FY 2021

Funded*

HVAC Unitary Replacements $100,000

* Assumes FY2021 Proposed BOE Budget is Adopted by Town

Fleet Vehicle Replacement $75,000 Flooring Replacements $50,000 Classroom Refreshers $100,000 Crack Sealing $25,000 Maintenance Equipment $20,000 O’Connell West Hallway Ceiling and Lighting $70,000 EHHS Weight Room Improvements $35,000 Gym Floor Refinishing (Pitkin and O’Connell West) $50,000 Total $525,000

Est Local Share $525,000

Unfunded (As of 1/2020)

Sunset Ridge Roof Replacement $752,024 Hockanum- Gym Floor Overlay $70,000 EHHS- CTE Area Ceiling Grid $26,000 O’Connell West- Window Replacement $794,279 Langford / OB

Room Dividers

$55,000 EHMS- Sec Cam Upgrades $69,010 EHHS Pool Locker Room Renovation $160,000 Norris Boiler Replacement $110,000 Mayberry Security Improvements $41,000 Facilities HQ- Fire Alarm System $45,000 EHHS- Elevator 2D Modification $143,284 Sunset Ridge – Security Improvements $58,731 Mayberry- Window Replacement $761,429 EHMS- Pool Locker Room Renovation $155,000 Sunset- Ductless Split Replacements $131,150 Admin- Rooftop Deck $38,000 EHHS Elevator 3A Upgrades $32,888 Security Film $42,000 Woodland- Time Out Room Renovation $50,000 O’Connell East- Boiler Replacement $110,000 Schools that are the Pride of the Community Total $3,644,795 Est Local Share $1,880,996

Capital Improvement Plan FY2021-2025

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Schools that are the Pride of the Community

Funding Sources

Funding Sources FY2021 FY2022 FY2023 FY2024 FY2025 5 Year Total Estimated Local Share $ 2,405,996 $ 4,025,708 $ 3,400,415 $ 1,230,454 $ 3,946,232 $ 15,008,804

Potential State OSCG Reimbursement $ 1,763,799 $ 6,060,474 $ 4,661,460 $ 1,398,341 $ 2,000,000 $ 15,884,074 Committed Grants $

High Potential Grant or Grant Contingent Projects

Total $ 4,169,795 $ 10,086,182

$

30,000

8,091,874

$

210,000

2,838,794 $ 5,946,232

$

240,000

31,132,878

Grants or other external funding sources sometimes appear

unexpectedly – projects will jump priority

Scope expansions / contractions to meet funding availability
Sometimes “right money in wrong places” is unavoidable

Capital Improvement Plan FY2021-2025

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Recap

FY2020 very productive, but funding opportunities not in line

with priorities

Like many districts, EH has massive infrastructure renewal

needs

FY2021-2025 plan developed with attainability in mind –

Tangible, Realistic, Flexible!

Predictability of funding remains a challenge

Schools that are the Pride of the Community

We strive for continual improvement and appreciate your support!

Capital Improvement Plan FY2021-2025

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EHBOE Facilities Committee

Schools that are the Pride of the Community

Capital Improvement Plan FY2021-2025

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Schools that are the Pride of the Community Schools that are the Pride of the Community

Thank You for your time!