Q & A – proposed capital improvement project
This page will be updated on an ongoing basis as questions are received from members of the Monroe-Woodbury community. Please take time to view the Crusader Chat video from December 1, 2022 for more complete answers to these questions.
Q: Will electric or new diesel school buses be included in this project (other transportation department needs) or will that be additional funding down the road?
A: No school buses or vehicles are included in a capital project of this nature. These capital projects generally involve construction and improvements to district facilities and/or immovable real property.
There are some improvements slated for the bus garage which include: removal of an underground fuel storage tank and replacement with a comparable above ground tank, parking lot repaving and the replacement of the fire alarm system in the bus garage offices.
It’s difficult to predict how the changeover to an all-electric fleet of buses will unfold. As it stands now, improvements associated with the changeover would be eligible for both building aid and transportation aid. I suspect there may be additional sources of funding to carry out this electric bus mandate, which will be applicable to all school districts in NYS beginning in 2027 with a full phase in by 2035.
Q: Wasn't the CARES Act supposed to cover the cost of security vestibules?
A: Ultimately, we did not use the CARES Act funds for security vestibules, we used general fund money to construct the existing vestibules. We did use CARES act funding for security related projects that include: classroom door lock replacement to a safer deadbolt type locking system, new door access control for exterior doors at every school and new digital radios for school safety.
Q: How many years are these projects projected to be extended through? If enough escalation was not built into the budget to match true escalation in the future, how will the district prioritize the projects (i.e., what will be cut)?
A: The Project plans to run through the calendar years of 2023-2027. Currently all scopes of work include escalation and as such, earlier scope will not need as much escalation contingency as later scope. Carrying 7% percent escalation on all scope, we feel there is enough to complete the project but phase planning will be the most important tool on where the scope falls in the years ahead.
Q: What is the breakdown of the soft costs (Architectural/Engineering/Construction Administration fees) compared to the overall budget?
A: Overall project budget includes at this stage a:
5% Design Contingency
10% Construction Contingency
7% Escalation Contingency
20% Incidental “Soft cost” which includes (major groupings)
Architectural/Engineering
Construction Administration
Bond Financing
Insurance and Builders Risk
Third Party services
Site investigative services
Site testing services
Hazmat monitoring
FF&E (Furnishing Finishes and Equipment)
Q: What about adding light to the back of Sapphire Elementary? Sports teams use the fields and there is no lighting.
A: Lights for the rear field of Sapphire Elementary are not part of this project. As we mentioned previously the full list of capital improvements was over $168 million, difficult decisions were made using our guiding principles to prioritize the work. Lighted athletic fields for an elementary school did not meet the criteria for inclusion in the $115 million project.
Q: What disruption will there be to students, staff, and transportation at construction sites during school times?
A: The work will be scheduled to impact the staff and students as little as possible. Most of the work will be done during vacations and summer breaks. Noisy and dusty work will be limited to times when class is not in session. Any work that is adjacent to occupied spaces will be separated by temporary walls as per SED guidelines.
Work will be coordinated with Administrators to be performed with the least impact possible. A bulk of the work will be performed over the summer and vacation breaks. In addition to this, nights, weekends and holidays will be utilized to work in areas as necessary to progress the schedule and meet deadlines, as not all the work can be completed in the 2 month summer season.
Q: What will be the priority order of the projects? As there aren't enough large mechanical contractors in the Hudson Valley to accommodate all of the boiler replacements in a single year, which schools will be first? If money starts to run short in the later years of the referendum, how will this be addressed?
A: This is an excellent question. It applies not only to mechanical work, but also roof replacement work. The work will be phased over several years to ensure that the best contractors are able to bid on our projects. The work will be prioritized based on need, complexity and contractor availability.
Q: Why aren’t doors being added to the classrooms at North Main? It’s too open.
A: This referendum is focused on critical infrastructure needs. Program improvements may be addressed in future projects. (see Crusader Chat video for additional comments on this question)
Q: What is the combined budgetary increase including the BOCES project?
A: 0.54% BOCES + 0.33% MW = 0.87%, just under 1% of the budget However, our estimate is it will be phased in over time so in year one it won’t be that high.
Q: Will the auditorium work at CV include updated lighting?
A: The project only includes reconstruction of the walls in the CV Auditorium.
Q: Does the heating upgrade require them to remove and replace the existing radiators? If so, how will they be disposed of?
A: The heating upgrades vary by location. Where the systems are converted from steam to water, the unit ventilators will be replaced. Any equipment or material removed from the sites will become the property of the contractor and will be disposed of in a safe, legal manner.
Q: Would this project include adding air conditioning to the middle school and elementary schools? Hopefully it will.
A: Providing air conditioning in these schools is not a part of this project. As we said previously, difficult decisions had to be made to keep the project within the budget. Air conditioning in congregate areas such as the auditorium or cafeterias may be addressed in future projects.
Q: What in the project directly addresses air quality? What filtration system is being implemented? This is a major thing that can be done to positively impact the health of our community.
A: Over the past few years MW has been vigilant about regular filter replacements for air handling systems and unit ventilators. We have increased the filtration level where possible and increased the fresh air intake to draw in more fresh air to our schools. Heating system replacements that include new unit ventilators will also provide fresh air levels that meet the most current codes.
Q: Is there a field house included and if so how much does it cost?
A: The proposed program includes a building adjacent to the competition field and tennis courts that includes accessible bathrooms, concession, and storage for outdoor athletic equipment. This building is not a traditional field house like you might find on a college campus with an enclosed track or turf field. It’s much smaller and simpler building. The cost estimate for this building is approximately $1.25 Million. (see Crusader Chat video for additional comments on this question)
Q: There must be grants out there for schools that upgrade to solar energy. Will you consider adding solar panels to the roof of each school?
A: Historically grants and other programs have been available to school districts for the installation of solar panels. Panels would only be installed on roofs with warrantees of 20 years or greater. The roof replacement work included in this proposed program will allow the district to begin to pursue solar energy programs.
Q: Please explain why the completion of our track and field is not included in this capital request. We have an elite track and field program that is open to all students and the upgrade to our facilities has never been completed. Why were our jumping pits not upgraded several years ago when the track was completed? Why are our jumping pits not included in this request for $115M? The cost of upgrading these pits would be minimal in comparison to the overall request. And if it is not feasible to complete this now, when do we plan on completing it?
A: Upgrades to the jump areas of the track, while not explicitly part of this project, are part of an add alternate list associated with this project. So, in the event that one or more projects are under budget, these additional projects will be considered. Additionally, the upgrades to the jump area could be completed as a separate project funded through the general fund.
Q: Can you please show me the math on cost and payment?
A: Please view the Crusader Chat video for information on this question.
Q: Is there is a "project labor agreement" in place for this work?
A: Project labor agreements are put in place when there would be a benefit for both parties. Essentially, the unions guarantee enough trained workers to do the work and the district agrees to require union contractors.
We have not been approached by any trade unions and therefore have not discussed it. If we are asked, and it makes sense for the taxpayers, we will consider it.