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Tag: Construction Documents Phase

Happy Holidays from the SBC!

Project Updates — from last week’s SBC meeting:

The piles of sub-trade submissions
  • The project has nearly completed the permitting process with both the Conservation Commission and the Planning Board.
  • The SBC voted to approve a list of over 100 companies to be in the pool of pre-qualified sub-trades. The construction bid documents will be released on December 18th and bids are due on January 29th.
  • Contract negotiations with SunPower for a Power Purchase Agreement (PPA) continue — many thanks to the PPA sub group that has been working hard on the details!
  • Due to the snow, the paving of the temporary parking lot is being postponed until the spring.
  • The link to Daedalus’ project update is here.

2020 SBC Meeting Dates: All meetings will be held in the Hartwell multipurpose room.

  • Wednesday, January 8th, 7:00pm
  • Wednesday, February 5th, 7:00pm
  • Wednesday, February 26th, 7:00pm

Until the New Year! The Outreach team is taking a break for the rest of the year and will start up again with a post on Sunday, January 5, 2020. We wish everyone a safe, healthy, relaxing, joyous holiday season and all the best in the New Year!

A year ago today…

…we gathered for the Special Town Meeting to approve the funding for the school project! A year later, the final bid documents are almost ready and the temporary home of our K-4 students is being completed. Our faculty is already preparing for the move which will take place when the school year is over in June. Here’s a glimpse inside the temporary school (photos courtesy of Principal Sarah Collmer):

The photos show a typical classroom, a connecting hallway, the view from what will become Principal Collmer’s office, and a view into her office.


Next SBC Meeting:

Wednesday, December 4th, 7:00pm, Hartwell multipurpose room. Click here for the agenda.

Budget Update

We are pleased to report that we’ve completed value engineering (VE) for the “90% Construction Document” phase. Our school building project remains on time and within budget. The next steps (proceeding through December) include finalizing plans and the 100% Construction Document drawings (Bid Documents) in preparation for soliciting sub-trade bids.  

Just as we did at the end of the “60% Construction Document” phase in September, the SBC made a number of difficult but necessary tradeoffs to keep the project on budget and to ensure we are getting the best value for our money. As they have been at each phase, decisions were guided by our project values: transform the educational environment, make the building net zero, recognize the school as a community asset, ensure that decisions are based on long-term value.

Our project is very complex and these cost deliberations are not always easy or straightforward.  For example, originally the project specified permeable pavement for the access road behind the school because the access road is in the wetland buffer zone and permeable pavement would allow water to percolate back into the soil.  However, after discussions with our Conservation Commission and the City of Cambridge (we are in the watershed for Cambridge’s supply, so it is within their purview to review site plans that impact the watershed), it was agreed that more conventional pavement is preferable in case of a spilled contaminant. Not only was this change better for protecting the wetlands and watershed, it, along with some other site work refinements, saved $167K in the construction budget.

Other VE decisions included:

  • Changing the size of ceiling panels in the Dining Commons from 2’ x 8’ to 2’ x 2’ ($41K)
  • Simplifying the roof blocking plan for all sloped roof eaves ($69K)
  • Changing the type of coat cubby that will be installed for grades K-2 (out of a total of $141K, took an $81K reduction from construction budget, kept $30K for installation, and put $30K into the furniture/fixtures budget)
  • Reducing the scope of kitchen equipment that needs to have an exhaust system ($8.5K)

In addition, several items were put on an “add-alternate” list. These are items that will be added back into the project if bids are favorable and/or there are contingency dollars left at the end of the project:

  • New divider for the Auditorium (separates the Lecture Hall from the rest of the Auditorium)
  • Roof screens to hide HVAC mechanical equipment.
  • 1/2 basketball court outside Reed Gym

From Superintendent Becky McFall

PROJECT UPDATE: Temporary Parking Lot Paving

Aggregate Industries was recently on site to review the porous paving operation for the temporary parking lot and sidewalks around the modular building. What to expect during the paving:

  • 2-3 trucks/per hour with an expected total of 15-20 trucks a day
    • Delivery of asphalt during the hours of school drop off and pick up is prohibited
    • Trucks will be timed so they are not staged on Ballfield Road.
  • Consigli Construction will be utilizing 4 parking spots in front of the Smith entrance alongside the field for the asphalt truck while they are paving the sidewalk along the West portion of the site. Barrels and signage will be installed for clear notification of which spots will be utilized. 
  • If you are travelling to or from the Ballfield Road campus while school is in session, you should expect the possibility of delays due to increased truck traffic.

Preschool Students At Work! (reprinted with permission from the October 23rd Superintendent’s Bulletin)

Project Update

From the Superintendent — Construction activities on the Ballfield Road campus October 30 through November 15:

NEW – A Temporary Parking Lot is being developed

All of the modular trailers are now set in place and seaming the classrooms together is being completed.  A corridor connecting two sections of the building is being constructed and the roofs are being refurbished.  Each of the trailers will be anchored to the foundation.

Work has begun to create a temporary parking lot that will serve the temporary K-4 school for the 2021 and 2022 school years.  Once the project is complete and the modular trailers have been removed, the parking lot will also be removed and the center field will be restored.  Paving of the parking lot is scheduled to take place on November 12th.

Please be aware that there may be increases in truck traffic as construction debris related to the setting of the trailers is removed from the site along with actions being taken associated with creating the parking lot.

What you won’t see is all of the work that is taking place to prepare the interior of the modular classrooms for use.  Over the next couple of months, the interior of the temporary building will be renovated and refurbished creating a “new school” for our use in August 2020.

Next SBC Meeting: THURSDAY, November 14th, 7:00pm, Hartwell multipurpose room.

Nearing the end of the 90% Construction Documents Phase

The 90% Construction Documents (90%CDs) were submitted for a final round of cost estimates on October 15th, and the estimates will be presented to the SBC at its November 14th meeting. This is the last round of estimates before the bid documents are finalized in December.

Below is an outline of the project schedule and milestones. The entire Daedalus presentation can be found here.

Saturday, November 2nd, 9:00am: Special Town Meeting & State of the Town Meeting, Lincoln School Auditorium. The SBC will present a project update.

Settling into place…

All the modular units are in place, and work in underway to connect them. Each unit contains the halves of two classrooms and half a hallway, so when two get attached, they create two classrooms and a part of a hallway. All the units will be connected so that it is a self-contained K-4 building.

Dates to Note…

Inside & Out

At last week’s meeting, the SBC got a look at the latest refinements to the interior design of the school. The design and color palette will knit together the renovated and new portions of the building. The image above shows the new entry lobby of the school. See how this kind of ceiling looks in real life here, and see other interior images here.


As reported in earlier posts, the SBC went through a Value Engineering (VE) exercise at the end of the 60% Construction Documents Phase to keep the project on budget. The single biggest savings ($500K+) was achieved by replacing the proposed concrete panel system on the upper levels of the Auditorium and Reed with brick. On Wednesday, the SBC reviewed several brick options, and chose a contrasting brick that will complement the accent brick being used on other parts of the building. The 3 photos below show: 1) the current building; 2) the previous concrete panel design; and 3) the new proposal. Click here for the entire slide deck, and here for the monthly project budget report.

Current Auditorium & Reed Gym
Concrete panel system
Current design proposal

The SBC will now meet once per month. The next meeting is on Wednesday, October 16th, 7pm, Hartwell multipurpose room.

A look forward…and a look back…

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

On Budget…

After a 3-meeting, 7.5-hour Value Engineering (VE) process, the project remains on budget!

As anyone who’s done a major renovation knows, a construction project is a nearly continuous stream of choices and decisions. Things begin with big decisions like size, scope, and scale, and end with small ones like: Which knobs to put on the cabinets? Each choice has a range of options & tradeoffs, almost always at different budget points (some of us may remember “Good,” “Better” and “Best” rankings in the Sears catalog).

To keep the school on budget, the SBC considered well over 100 items spanning every aspect of the project. For example: Should we have phenolic (composite resin) lockers, as was proposed in the design, or choose metal lockers, which are very durable and less expensive? The SBC made the choice to go with metal hallway lockers, which is a good alternative and saved $134,550. Making these kinds of choices allowed the committee to ensure that the project is entirely within budget. To see the slides that accompanied the discussion, click here.


The Modulars are Arriving!

Late-night arrival of the first modular units!
9/13/19

How is the project a learning opportunity? Check out this drawing by a Lincoln School 1st grade student who was very proud of his drawing because he “used real shapes.”

First-Hand Scientific Observation + Geometry + Drawing + Writing + Feeling Connected to Your Work = Authentic Learning! Thanks for sharing your drawing, Graeme!

Next SBC Meeting: Wednesday, September 25th, 7:00pm, Hartwell multipurpose room.

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