Hall School Building Committee — Portland, ME
Date: 2015-10-21

HALL SCHOOL BUILDING COMMITTEE



Date: Wednesday, October 21, 2015

Time: 6:00 p.m.

Location: Hall Elementary School Library



 AGENDA


 1. Review current project timeline
 2. Review potential changes to the site plan and access roads
 3. Prioritize potential locally funded options
 4. Review concept floor plan progress
MEMORANDUM

To: Hall School Building Committee

Subject: Meeting Packet- 10/21/15

Project Name: Hall Elementary School

Date: October 16, 2015


The meeting packet for October 21, 2015 contains the following items:

 • Meeting Agenda
 • An updated timeline for Site Approval, Concept Approval and local referendum process
 • List of potential local options and costs

Schematic Site Plan
We have been asked to look at an alternative access point to the site. A site plan is currently being
developed to show how a potential access road could be brought directly from Warwick through
acquisition of an undeveloped lot in an effort to minimize the construction costs of the access road. An
option for this access road will be presented at the building committee meeting.

Locally Funded Options
The list of locally funded options developed at the last building committee meeting has been
developed. Using this list, estimates of probable cost are being developed and further discussions with
the State on items that could be included in the project are ongoing. The attached list provides
preliminary estimates for review of the committee. These will be refined as the concept budget
progresses with DOE.

Schematic Floor Plans
A significant change to the concept floor plans is currently in development. A number of concerns that
have been brought up at meetings with Hall Elementary Staff, Building Committee and the Department
of Education warranted this modification. Updated floor plans will be presented at the building
committee meeting.




_________________________________________________________________________________________________________
 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
 PROJECT TIMELINE: SITE AND CONCEPT APPROVAL
 FRED P. HALL ELEMENTARY SCHOOL
 OCTOBER NOVEMBER December January
WEEK OF 28-Sep-15 5-Oct-15 12-Oct-15 19-Oct-15 26-Oct-15 2-Nov-15 9-Nov-15 16-Nov-15 23-Nov-15 30-Nov-15 7-Dec-15 14-Dec-15 21-Dec-15 28-Dec-15 4-Jan-16 11-Jan-16 18-Jan-16


 SITE APPROVAL
APPROVAL PHASE
 CONCEPT APPROVAL

 Major Major Major Major
 Milestone Milestone Milestone Milestone

 State Board State Board
 State Board State Board
STATE DEPT. OF EDUCATION Draft Concept Meeting (CC) Meeting (SB)
 Meeting (CC) Meeting (SB)
Facilities Staff (DOE) Construction App to DOE Concept Concept
 Site Approval Site Approval
Committee (CC) State Board (SB) 12/14/15 Approval Date: Approval Date:
 11/30/15 12/10/15
 TBD TBD


 Major
 Milestone


 Council Approve April 2016
 Public Hearing
CITY OF PORTLAND referendum Referendum
 March 2016
 Date: TBD TBD



 Major Major
 Milestone Milestone

 Special Mtg:
 Meeting request Council
PORTLAND BOARD OF PUBLIC
 (update) to approve
EDUCATION 12/8/15 referendum
 Date: TBD


 Major Major Major Major
 Milestone Milestone Milestone Milestone

 Building Building
 Building Building
 Committee Committee Site Approval Concept Building
HALL SCHOOL BUILDING Committee Committee Straw Poll Date:
 Meeting Meeting Straw Poll Date: Approval Straw Committee
COMMITTEE/OPA/PPS Meeting Meeting TBD
 10/21/15 (If 11/18/15 (If TBD Poll Date: TBD Meeting 1/6/16
 11/4/15 12/2/15
 Needed) needed)




PPS STAFF
Potentially Local Funded Options

Additional Program Space and Features
 • Potential Upgrade: Middle School Sized Gymnasium

 Reason: Review of available athletic facilities by Parks and Recreation noted a deficiency in this
 neighborhood of gymnasium space for community uses. It would not be possible to enlarge the
 gymnasium after the completion of construction. A middle school sized gymnasium is 2,275
 square feet larger than the DOE funded elementary school gymnasium.

 Additional Local Expense: $532,000
 LEED: No
 Payback: N/A

 • Potential Upgrade: Cafeteria sized for two lunch periods, 1/2 of the student body (DOE will
 fund 3 seatings (1/3 of student body)

 Reason: Hall Elementary staff has requested that the cafeteria be sized to accommodate two
 lunch seatings. It would be expensive to enlarge the cafeteria after the completion of
 construction. The cafeteria would increase in size by 1,395 square feet.

 Additional Local Expense: $343,000
 LEED: No
 Payback: N/A

 • Potential Upgrade: Operable partitions for general classrooms

 Reason: Staff has requested the ability to have two rooms per grade serve as team teaching
 spaces. The current school has two team teaching rooms. Operable partitions would be used
 to allow the two spaces to be combined. DOE has listed these partitions as premium in their
 guidelines but have agreed to provide two as replacements for existing spaces. These partitions
 are in addition to those supported by DOE.

 Additional Local Expense: $12,500 for each partition, $50,000 to provide 1 per grade (in
 addition to DOE funded partitions)
 LEED: No
 Payback: N/A

 • Potential Upgrade: Additional Security upgrades to classroom doors and entry

 Reason: Providing a safe and secure learning and work environment for all students and staff is
 a critical component of modern school design. Additional discussions on potential
 improvements is ongoing.

 Additional Local Expense: Cost analysis is under development
 LEED: No
 Payback: N/A




_________________________________________________________________________________________________________
 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com
 • Potential Upgrade: Sinks in each classroom

 Reason: Hall Elementary Staff has requested sinks be provided in each of the general classroom
 spaces. This is a critical component of the function of these spaces for both cleanliness and
 program needs. It is unclear what the State will fund at this point but discussions are ongoing.

 Additional Local Expense: Cost analysis is under development
 LEED: No
 Payback: N/A

Exterior Improvements
 • Potential Upgrade: Additional Play Equipment and construction of Outdoor Learning Spaces

 Reason: The DOE provides $160 per student for play equipment and very limited landscaping
 for the total project which typically will not be sufficient to construct Outdoor Learning Spaces.
 Purchase of additional equipment through the contract would provide cost savings and align
 equipment warranties. The playground subcommittee is reviewing desired site elements.

 Additional Local Expense: Cost analysis is under development
 LEED: No
 Payback: N/A

 • Potential Upgrade: Additional Stormwater treatment areas

 Reason: The DOE will fund stormwater treatment necessary to obtain DEP permitting. With
 impending City of Portland stormwater impact fees, options to reduce the fee should be
 evaluated to determine long term cost benefits.

 Additional Local Expense: To reduce the city stormwater impact fee by 85% an additional
 $175,000 would be needed. To eliminate the fee an additional $190,000 would be needed.
 LEED: Yes
 Payback: 85%=54 years, 100%=36 years


 • Potential Upgrade: Repaving and rehabilitation of Orono Road

 Reason: Installation of the new water main on Orono Road will require excavation and
 trenching of the street. The trench is estimated to be 8’ wide and the road is 24’ wide in total.
 The State will cover the cost of the trench patch but not resurfacing of the entire street. The
 addition of a bike lane may also be investigated. There would be savings to the city to perform
 this work as part of the project as the contractor will be mobilized for this work.

 Additional Local Expense: $32,000
 LEED: No
 Payback: N/A

 • Potential Upgrade: SOD on Athletic Fields

 Reason: The construction of the athletic field will occur after the demolition of the existing
 school. With the late construction, seeding will likely occur in the fall, making the field unusable
 for a year. SOD would allow the field to be used the following spring.
 Additional Local Expense: $41,000
 LEED: No
 Payback: N/A

Energy Efficiency and Sustainable Design Enhancements
 • Potential Upgrade: Solar Thermal Hot Water

 Reason: Solar Thermal Hot Water would reduce the overall energy usage for the building. This
 option should be evaluated to determine the long term cost benefits.

 Additional Local Expense: Cost analysis is under development
 LEED: Yes
 Payback: TBD

 • Potential Upgrade: Photovoltaic Panels-On Site Renewable Energy

 Reason: Photovoltaic panels would reduce the overall electrical usage for the building. Under
 the LEED Rating system, EAc2 On-site renewable energy utilizes this production in its
 calculations. Up to 7 points are available through the installation of these systems. Points are
 awarded by percentage of offset building energy costs (total building energy).

 Additional Local Expense: 1%=$35,000, 3%=$87,000, 5%=143,000, 7%=$201,000,
 9%=$258,000, 11%=315,000, 13%=$375,000.
 LEED: Yes
 Payback: TBD

 • Potential Upgrade: Additional insulation for exterior walls and roof.

 Reason: Additional insulation would reduce the overall energy usage for the building. This
 option chould be evaluated to determine the long term cost benefits.

 Additional Local Expense: Cost analysis is under development
 LEED: Yes
 Payback: TBD

 • Potential Upgrade: Geothermal Heating.

 Reason: In some applications, Geothermal systems can be used to reduce the energy usage of
 the building. The heating/cooling system options are currently being evaluated.

 Additional Local Expense: Cost analysis is under development
 LEED: Yes
 Payback: TBD
• Potential Upgrade: LEED Certification

 Reason: The City of Portland’s Code of Ordinances, Section 6-165-Green Building code
 establishes the energy performance requirements for construction and renovation projects in
 the city and aims to minimize the impact of projects on the environment, promotes healthy
 workplaces and conserving natural resources. Section 6-167 requires that all new construction
 and renovation projects to be owned or occupied by the city of Portland over 2,000 sf be
 certified to the LEED Silver level. DOE will not support the additional application fees and
 expenses relating to LEED Certification

 Additional Local Expense: Cost analysis is under development
 LEED: Yes
 Payback: N/A