Register for State of the Town Meeting sessions at https://www.lincolntown.org/1299/2021-State-of-The-Town
Thank you to Mathias, Nina, Camille, Lucy, Eliana, Cadence, Montana, and Samantha for sharing their observations about the renovated Middle School!
The School Building Committee met last Wednesday. Click here to see the slides from the meeting.
Join us at the State of the Town Meeting on Monday, November 1st to get an update on the project!
Register at www.lincolntown.org.
SAVE THE DATES: STATE OF THE TOWN (VIRTUAL) MEETINGS
MONDAY, NOVEMBER 1st, 7:00pm – 9:00pm
- Public health update
- School building project update!
- Finance Committee update
- Community Center discussion
- Open Forum
TUESDAY, NOVEMBER 2nd, 7:00pm – 9:00pm
- Inclusion, Diversity, Equity, & Anti-Racism (IDEA) Initiative update
- South Lincoln Planning update
- Climate Action Planning update
- Open Forum
Learn more and register for the meetings on the Town website!
It is with great sadness that we mourn the loss of Steven Perlmutter, and with immense gratitude that we remember the many contributions, both silly and serious, that he made to the School Building Project.
Steven became involved in the Lincoln School building project in 2013 when he volunteered to serve on the School Building Advisory Committee. What started as a 1-year commitment became an 8-year journey as he helped multiple committees to pull the community together and get us where we are today. In addition to his willingness to wear a giant “Count” costume during the 2017 4th of July parade, there were numerous ways we could “count” on Steven:
- We could count on him to ask really probing questions.
- We could count on him to emphasize the beauty of the school campus and the grandeur of its trees.
- We could count on him to reach out to people in the community to understand their points of view about the project.
- We could count on him to press hard for clarity of message and simplicity of presentation.
- We could count on him to read the minutes very, very carefully.
- And as we neared the December 2018 vote, we could count on him to be the project’s biggest cheerleader – “Time to put the pedal through the metal, everyone!”
For our part, Steven’s family and friends can count on the fact that Steven will always be part of our heart. We miss you, Steven.
Our thanks to everyone who came to Town Meeting! Residents overwhelmingly approved funds for new furniture and technology (FF&E) and the use of Community Preservation Act funds to build the new preK and Lincoln School Commons playgrounds as originally designed. These investments will have a very positive impact on our students and the wider community.
Next SBC meeting is on Wednesday, June 16th.
Some Key Dates This Week:
- Tuesday, May 11th @ 7:30pm: Finance Committee FY22 Budget Q&A
- Wednesday, May 12th @ 6:30pm: SBC Public Forum re: Project Update, register here.
- Wednesday, May 12th @ 7:00pm: SBC Monthly Meeting
- SATURDAY, MAY 15TH @ 9:30AM: TOWN MEETING! (In person, in the Hartwell Parking Lot)
The meetings on Tuesday and Wednesday are virtual. To get links and LOTS of information about Town Meeting, visit https://www.lincolntown.org/1241/2021-Annual-Town-Meeting
Just for Fun! Click the image below to see what the project looked like about a year ago in June 2020!
This week, the SBC was very pleased to receive news of a substantial, anonymous donation to the Class of 2020 Tree Fund! The SBC voted unanimously to ask the School Committee to accept this very generous gift!
Another piece of good news is that there have been minimal COVID costs added to the project thus far. The full report from our construction team can be seen here.
New and improved (temporary) kitchen: A temporary kitchen that will serve all grades was installed in the Smith Gym. Here are photos of the old kitchen…
And here’s a photo of new…
Now we learn our ABCs: Finally, if you check out the slide decks from our meetings, you’ll see that Consigli, our construction manager, has divided the building into sections labeled with letters. Here’s a reminder of what the letters mean…
In the wake of the February 12 meeting when the SBC had to cut $3.5M of scope out of the project to keep it on time and on budget, the SBC met this past Monday morning to discuss options. At that meeting, the SBC voted to pursue funding for the restoration of key project elements.
This vote launched a round of communication with the School Committee, Board of Selectmen and the Finance Committee to request, and plan, for a Special Town Meeting to be held on the same day as the Annual Town Meeting (March 28). Following is a set of FAQs that provide an overview of where we are and how we got here. In addition, please mark your calendars for a Community Forum on Wednesday, March 18, 7:30pm, Hartwell Multipurpose Room.
Lincoln School Project — Special Town Meeting, March 28, 2020 — FAQs
The Lincoln School project will transform our educational and community spaces. The project is the first net zero school renovation of its kind in the state. And the recent need to remove $3.5M from the scope of the project does not change what it will achieve. Throughout the design process, the School Building Committee (SBC) has used the community’s five core project goals to stay focused on what is important and to guide us through difficult decisions. Those goals are:
- support innovative education
- prioritize the environment and sustainability
- enhance the use of the school as a community resource
- respect the feel and history of the campus
- make decisions that have long-term value
All along, as we went through the value engineering (VE) process, the SBC achieved necessary reductions in the project without impinging on those core values. But the need to reduce the construction budget by $3.5M as a result of the construction bid process has impacted aspects of the project that the SBC has worked hard to protect.
We did not believe that we would ever be in a position to have to compromise core values to keep the project within budget. The SBC promised a fully renovated, educationally transformative net zero school for $93.9M, which we have achieved. In this last round of value engineering, the SBC had to reduce or eliminate some items that we know are important to many members of the community, such as: Bike paths/walkways; playground equipment; outdoor learning and community spaces; optimization of natural daylight (reduced interior glass and the exterior sun controls for classrooms); tree replacement; new furniture and technology infrastructure that supports our building’s innovative learning environment.
The timing of the bid process did not afford sufficient time to fully consider the implications on the project within our annual budget and planning cycle leading up to Town Meeting. The Special Town Meeting is the community’s opportunity to decide whether some or all elements will be restored.
When is the Special Town Meeting?
The same day as the Annual Town Meeting: Saturday, March 28, 2020 at 9:30am.
Why is the Special Town Meeting on the same day as the Annual Town Meeting?
The warrant closed on January 26, and the only way to consider a new item is to call a Special Town Meeting. On February 24, at the request of the School Committee, the Board of Selectmen voted to call a Special Town Meeting for the purpose of considering additional capital requests for the Lincoln School building project.
What is being decided at the Special Town Meeting?
Residents will consider approving items that the SBC has prioritized. About $2M in additional funds is required to reinstate key features of the school project that had to be eliminated to close the gap between the final estimates and the actual construction bids. The SBC is exploring options that use existing Free Cash and/or Stabilization funds.
Why did the bids come in over budget?
- Escalation: re-bid cost estimates included an “escalation contingency” of about 6%. According to our project team, the annualized industry escalation rate in January and February has been closer to 8%. Complexity: Our project is a complex renovation that will create cohesion in a building complex that was built in 11 phases over almost 50 years. When we set the budget in June 2018, the design and drawings were 20% complete. As we progressed through Schematic Design, Design Development, and Construction Documents stages, we learned more about existing conditions and about the work needed to achieve our community’s goals. We received three independent cost estimates at the end of each phase:
- Before the bond vote in December 2018, the SBC reduced the scope of the project by about $10M. As the project went on, we had three more rounds of cost estimates and two more rounds of value engineering, which further reduced the scope of the project by about $4M. The last VE exercise before the project went out to bid in December cut $1.5M to keep the project on budget. As we went through those exercises, the SBC felt confident about how the building would look and perform for the next 30-plus years. Unlike the VE reductions in other phases, the size of this most recent estimate and budget gap left the SBC with little discretion about what to remove. We were forced to make cuts that impact our project values.
- There are many new construction projects out there (schools, commercial buildings, and housing) which are more predictable and straightforward. Contractors have their choice of work, and new construction is more attractive.
- Lower Bid Response: This renovation complexity contributed to a lower-than-hoped-for bid response. While the SBC pre-approved 109 sub-trade contractors, just over half chose to submit bids.
- Didn’t we know all of that before we went out to bid? We built in contingency and escalation factors that were slightly higher than industry norms, but as our construction manager Consigli noted, you don’t really know what the cost will be until “the market speaks to you.” The cost and complexity of renovating an existing building to meet our education and net zero goals, while competing with new construction projects in nearby towns, has proven to be more expensive than expected.
What about going forward? What are the cost controls?
- Guaranteed Maximum Price: After March 28, when we have the final word from the community about what will be included in the project, the guaranteed maximum price (GMP) will be set. This price covers all the work that is in the bid documents and there is shared responsibility between the contractor (Consigli) and the owner (Town of Lincoln) to meet that price.
- Contingencies: A construction contingency of 2.5% is carried by Consigli and 5% is carried by the Town. These contingencies are meant to conservatively account for the kinds of routine events that can occur in a project (for example, if drawings need slight modification to respond to an existing condition, or if additional work is needed to implement the modification).
- What is or is not covered, and who is responsible? (some examples)
- If a subcontractor makes a mistake, the cost of fixing the mistake is borne by Consigli (for example, the workmanship is not of the quality specified, or if materials are damaged).
- If the Town wants changes to the project after the GMP is set, it comes out of our contingency (for example, if we choose a different material for the floors, or if we require additional outlets in a classroom).
- If there is a high-impact unforeseen situation that is outside the realm of the contingency (for example, if as we excavate, we discover dinosaur bones, uranium, or oil), then we either need to value engineer more items out of the project to stay on budget or explore our options with the Town.
- Are we confident that there is enough contingency built into the project? Yes. The SBC has asked this question many times and in as many ways it can think of, and the project team says that we have built in enough contingency.
What is on the warrant?
- About $2M of priority items related to the educational program, quality of the interior and exterior environment, community use of the building and the campus, and the long-term value of our investment. The SBC and the Finance Committee are discussing whether this request will come forward as one or more motions. The SBC will update the community as soon as that information is finalized.
- Funds from the Cable Revolving Fund to be used for technology upgrades in the Auditorium (note: This is not a new request. Originally this was on the Annual Town Meeting warrant. It has been moved to the STM to keep all project-related items together.)
From Superintendent McFall: What to expect September 19 – October 10:
Modular Trailer/Temporary School Update
- The modular classrooms (trailers) that are currently located on the Lincoln campus will begin to be set into place this week to form the temporary school in the configuration that will be used to operate the K-4 school for the 2020 – 2022 school years.
- There will be 3 additional overnight moves to transport the remaining trailers from Hanscom Air Force Base to the Lincoln campus. These overnight moves will take place on September 24, 25, and 26.
- As the trailers arrive on site, they will be set in place and anchored to their foundation. Additional work will be carried out to connect utilities and create a temporary parking lot. This initial phase of setting the trailers is expected to be completed by October 10. Additional work on the site and interior of the temporary building will continue through December.
A Brief History of the Project...
From time to time, questions come up about where we are in the process, how much has been decided, or what the decision process has been. The links below follow the journey of the Lincoln School project:
- 1994 – 2017: Studies that led to the project.
- March 2017: Town votes to authorize the School Committee to use $750K for the first phase of the current project and to appoint a School Building Committee. Start of Concept Phase.
- Summer 2017 – June 2018: Concept Phase. The design team & SBC develop a range of project choices that achieve different levels of renovation at a range of costs.
- June 9, 2018: Special Town Meeting. Residents are given the opportunity to choose between 5 project concepts. After 2 rounds of voting, concept “L3” (a $93.9M major renovation) gets 73% of the vote. L3 is a 75% renovation/25% new construction concept that retains the “L-shape” of the current school, reconfigures/provides new spaces to support the educational program, and determines that the school will be net zero.
- June 2018 – December 2018: Schematic Design Phase. The L3 concept is developed further in preparation for a December Special Town Meeting to bond the project. The phase ends with cost estimates before the bond vote; SBC goes through a value engineering process to make decisions that keep the project on budget.
- December 2018: December 1st Special Town Meeting and December 3rd Special Election to bond the project.
- December 2018 – April 2019: Design Development Phase. Continued work on interior and exterior design and materials, major systems, etc. The phase ends with cost estimates; no value engineering needed.
- April 2019 – September 2019: 60% Construction Documents Phase. Materials, plumbing and electrical plans, mechanical systems, site work, and phasing plans are refined; design/construction team works with Lincoln Planning Board, Conservation Commission, Historical Commission, and Building Department on required permits. Phase ends with cost estimates; SBC goes through a value engineering process to make decision that keep the project on budget.
- NOW: September 2019 – December 2019: 90% Construction Documents Phase. Continued refinement of plans and drawings in preparation for sending the project out to bid. Final round of cost estimates will be performed before the bid documents are finalized.
- SUMMER 2020: Phase 1 begins – renovation of the Middle School (Brooks). Grades K-4 move into the temporary school; grades 5-8 move into the elementary end of the school (Smith)
Next SBC Meeting: Wednesday, September 25th, 7pm, Hartwell multipurpose room.
- Review refinements of interior design
- Review exteriors of Brooks & Reed Gym
- Review plan for salvaged items
- Monthly budget update
- Construction update
The Design Development phase is defined by a continuous series of design refinements, feedback, and decisions. At Wednesday’s SBC meeting, the committee reviewed a couple of different roofline options for the Learning Commons, and considered several possible design directions for the pathways and courtyards on both the east and west sides of the new main entrance.
Learning Commons: After reviewing both “gable” roof and “hipped” roof schemes, the SBC voted to direct the design team to continue to develop the gable roof option. The image above shows the latest iteration of the Learning Commons and main entrance – the design will continue to evolve.
Site Plan: SMMA presented three variations of the pathways and courtyards adjacent to the main entrance/Learning Commons. The image above shows the general design direction chosen by the SBC. It features courtyards that flank the Learning Commons both to the east (front) and west (back) of the building. The courtyard in front is envisioned as a more public community space, while the courtyard in the back is seen as being more student-centered (or “business in the front, party in the back” as someone vividly described it!) This design, too, will continue to be developed and refined over time.
NOTE: The SBC learned that this was the last time we would be joined by Samantha Farrell, Landscape Designer, SMMA, who will be moving out of Massachusetts. We want to express our gratitude to Ms. Farrell for her work on the project, and extend our best wishes to her as she embarks on her next adventure!
Exterior Building Materials: SMMA and EwingCole presented a number of images and ideas for the exterior finishes of the building. It is proposed that the school remain a primarily brick building with accent materials in selected areas of the building. Click here to see the complete slide deck from the meeting.
Working Group Updates: There are several working groups that are addressing specific aspects of the project. This work will then be reviewed and approved by the full SBC.
- Education Working Group: This is comprised of members of the school’s administrative team and the design team. In December, SMMA met with teams of teachers to discuss specific and detailed needs. This information informs the development of the school’s interior spaces.
- Power Purchase Agreement (PPA) Working Group: This group includes committee and community members who have an interest and/or experience in solar energy contracts. The group is working with a solar energy consultant to understand how best to structure an a PPA that meets our energy generation needs and is economically advantageous. The PPA Group is meeting weekly on Wednesday mornings at 8am in the Hartwell multipurpose room.
- Sustainability Working Group: This group has multiple tasks: 1) Finalize the draft of the “Owners Project Requirements” (OPR) document that outlines the Town’s goals for the project – energy performance, indoor environment quality, water use and stormwater treatment, etc.; 2) Review and recommend to the SBC specific mechanical, electrical, and plumbing systems; 3) Interview and recommend to the SBC a “Commissioning Agent” who will be responsible for ensuring that the design and construction are meeting the goals of the OPR.
- PPA Meeting – Wednesday, January 16th, 8:00am, Hartwell multipurpose room.
- SBC Meeting – Wednesday, January 23rd, 7:00pm, Hartwell multipurpose room.
- Sustainability Meeting – Friday, February 1st, 8:00am, Hartwell multipurpose room. This meeting will bring together the design team, relevant town boards, and representatives from Eversource. The goal is to provide an overview of all the components that come under the “sustainability” umbrella, review who is responsible for each piece of the puzzle, and to identify any additional questions or tasks that may need to be addressed.