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High School Renovation Process

The process for the renovation of Mt. Lebanon High School formally began in the summer of 2006.  At that time, it was decided that an education specification team would be assembled for the purpose of identifying key needs related to the future use of a high school building.  The team consisted of a variety of stakeholders who met for several work sessions during the fall and early winter.  The team was led by William DeJong & Associates.  The results of their work, including both general and specific suggestions, were presented to the Board of School Directors in January of 2007. 

Since then, the essential milestones with associated activities related to updating a high school building have been identified.  Necessary outcomes from each phase (milestone) have been identified to monitor the progress of the project.  Due to the complexity of a building project, it is acknowledged that only major milestones, activities, and outcomes have been listed. The shaded areas indicate completed activities related to the project.

	Phase #1: Need Study & Project Conception	Status
Activity	Outcome
1. Feasibility    Studies	Educational Studies & Reports	Completed
2. Site Analysis	Recommendations	Completed
3. Programming	Budget, schedules & community involvement	Completed
	Phase # 2: Design
Activity	Outcome
1. Architect solicited and selected -PDE Requirements -Concepts Prepared -Site survey	Proposals, presentations & site visits  Architects: Celli-Flynn Brennan (Pittsburgh); OWP/P (Chicago) -Plan Con "A" initiated -Topographic and property survey -Concepts prepared and presented to School Board	Completed  Completed  Completed  Completed
2. Community Engagement	Community and stakeholder involvement: Community forums and neighborhood meetings were held from 2006 through the 2009 school years. Monthly Architect Updates were held at 7 pm in the High School Library prior to the monthly School Board Discussion Meeting. Regular updates on the progress of the project are included in Board or Superintendent reports during the Regular Board meeting on the third Monday of each month. Resident comments are welcome at School Board meetings.	Completed
3. Construction Manager Selected	P. J. Dick Incorporated was selected as Construction Manager to oversee design and develop cost estimates, project schedule, prepare constructability review and value engineering.	Completed
4. Schematic Design	Community and stakeholder involvement, renderings, schematic drawings, preliminary project descriptions,site selections, modifications, geotechnical data, project phasing, preliminary cost projections.At the School Board Discussion meeting on June 8, 2009, the School Board voted 7-2 to approve the schematic design of the High School.	Completed
5. Financing	The $69 million bonds for the high school were sold on Thursday, October 1, 2009 at interest rates of 3.5974%. The District will receive just over $75 million due to the fact that these were premium bonds and sold higher than their face value.	Completed
6. Design Development	Select construction option, LEED certification consideration, financing options, drawings, plans, elevations, sections, typical details, outline specifications, engineering criteria, storm water management, develop phasing schedule, select construction management option, revised cost projections, permitting and zoning, environmental health & furniture and salvage. On December 21, 2009, in a vote of 8-1, the  School Board Approved the High School Design Development Plans and authorized the Construction Drawings for the High School at the Regular Board meeting.	Completed
7. PlanCon A	Plan Con A was approved by the Pennsylvania Department of Education on January 8, 2010.	Completed
8. PlanCon B	Plan Con B was approved by the Pennsylvania Department of Education on January 11, 2010.	Completed
9. Act 34 Hearing	The Mt. Lebanon School District held an Act 34 public hearing regarding the High School renovation project on February 22, 2010 at 7:00 p.m. in the Mt. Lebanon High School Auditorium located at 155 Cochran Road. The purpose of the hearing was to review the proposed renovation and addition to the High School and to receive public comments that were sent to the Pennsylvania Department of Education as part of the PlanCon process for school construction. The District administration, architect, and financial advisor  presented an overview of the construction and financing of the project to the public. The Board approved and adopted a maximum building construction cost of $44,977,920 and a maximum project cost of $113,274,765 for the renovation and addition to the High School building.	Completed
10. PlanCon D	PlanCon D was approved by the Pennsylvania Department of Education on August 17, 2010.	Completed
	Phase #3: Construction Documentation
Activity	Outcome
1. Permits	Plans submitted to Mt. Lebanon Zoning Hearing Board and Mt. Lebanon Planning Board	Completed
2. Planning Board	At the December 14, 2010 Municipal Planning Board meeting, the board unanimously approved recommendation for (1) Final approval of the land development application for the renovation of the High School, (2) Recommendation for conditional use in a R-1 Single-family Residential district, and (3) Conditional Use approval for an Alternate Parking Plan which was accomplished by a Shared Parking Agreement approved by both the School Board and Municipal Commission. The plans will now be submitted to the Mt. Lebanon Board of Commissioners for final approval of Land Development and Conditional Uses.	Completed
3. Mt. Lebanon Commission	On January 24, 2011, a public hearing was held at 8:00 p.m. in Room A in the Municipal Building by the Mt. Lebanon Commission on two conditional use requests  by the Mt. Lebanon School District for the construction and renovation of the High School and the Shared Parking Agreement.  February 8, 2011, Mt. Lebanon Commission approves High School Project.	Completed
2. Construction Documents	Detailed drawings, final elevations, sections and details, revised schedule, instructions to bidders, bid forms and requirements, general and supplementary conditions, revised cost projections.	Completed
	Phase # 4: Bidding/Negotiations
Activity	Outcome
1. Competitive Bidding	Request for bids, addenda, bids, bid security & non collusion affidavit	Completed
2. Review and Award (All bids rejected)	On April 19, 2011, the bids for the Mt. Lebanon High School project were opened. The lowest bids came in significantly higher than the cost estimates provided to the District by the construction managers. At the reconvened School Board meeting on April 25th, the School Board voted unanimously (8-0, Sue Rose was absent) to reject all bids received in connection with the High School Renovation Project on April 19, 2011, including construction bids and asbestos abatement bids. At the June 20th meeting,the School Board directed the architects to begin drawing plans based on the list of accepted items for the redesign. CFB will begin the work once Dr. Davis and Dr. Steinhauer approve the floor plans. The architects anticipate this work will be completed by September 2, 2011, at which time PJ Dick will have the necessary information to develop more detailed cost estimates. The administration will continue to refine the list of potential savings while still exploring additional savings. District staff will review the potential changes with the municipality and other authorities having jurisdiction.	Completed
3. Competitive Re-Bid	Bids were recieved for re-bid of the High School project on December 14, 2011.	Completed
4. Bids Awarded	The School Board awarded construction bids at the December 19, 2011 Regular School Board meeting pending approval of PlanCon Part F. The Board accepted the approval of PlanCon Part F by the PDE at the January 9, 2012, School Board Discussion meeting and authorized execution of the construction contracts.	Completed
	Phase # 5: Construction
Activity	Outcome
1. Mobilization	Bonds, insurance, permits, schedules, traffic control plan & lay down areas	Completed
2. Construction & Construction Management	Shop drawings, construction management documents, inspections, progress reports, change orders, field orders, payroll certifications & Plan Con Documents	Ongoing
3. Community Updates	The construction manager provides monthly updates before the School Board Discussion Meetings to inform the Board and community of the progress of the project.	Ongoing
4. Project close out	Substantial completion, punch lists, record documents, warranties, operation and maintenance data, final inspection & commissioning
5. Financing	Payment process developed and implemented
	Phase#6: Facility Management
Activity	Outcome
1. Occupancy	Moving
2. Operation and Maintenance	Maintenance schedules and records, repairs & staffing
3. Post Occupancy Analysis	Evaluation reports & warranty service reports
	Phase #7: Total Project Completion
Activity	Outcome
1. Building Dedication	Occupancy Certificates & building dedication
2. Facility Use	Wear out/attrition of materials and equipment & building retirement
3. Financing	Reconciliation of bond funds to total project cost