Capital Construction: NYS SBGA Fall Conference - Buffalo, September 30, 2003 Curt Miller Office of Facilities Planning New York State Education Department.

Capital Construction: NYS SBGA Fall Conference -

Buffalo, September 30, 2003

Curt Miller

Office of Facilities Planning

New York State Education Department

The Capital Project

Who: identification of need for a capital project may come from many people.

The Capital Project

What: Capital Projects Identified– Reconstruction: boiler and roof replacement,

walls, floors, ceilings, lighting, windows, etc.– Additions: construction of new space attached

to existing building– New Construction: construct a new building

The Capital Project

How: the person delegated to initiate the project will follow the next steps...

The Letter of Intent or “LOI”

Four flavors:– New Building,

Addition or Reconstruction

– Manufactured Building

– District-Wide– Leased Space or

Discovered Buildings

LOIs continued...• Find blank LOIs on our web page• Mail or Fax to our office (But not both!)

Choosing an Architect or Engineer

• RFP - We recommend choosing the consultant using a request for proposal

• Choose carefully - an important link in the process• Must be NYS licensed• Will draft, sign, seal and certify plans and specs

Response (package) to the LOI

Facilities Planning sends:– Response letter, includes name of project

manager and 15-digit project control number, CSI codes and name of building

– Directions for submitting all forms necessary for a complete final submission or for a preliminary submission when a project involves new space

– Sent to the person on our computer system

Eligibility for Building Aid• Must be an instructional facility• Must have general construction costs of $10,000

or more• Must be legitimate capital construction• Funding sources must be aidable (e.g. federal and

state grants are NOT aidable sources)• Must have proper authorization• Must have SED building permit BEFORE going out

to bid• Building Aid Unit calculations are used to

determine aidable new construction and additions

The Complete SubmissionRequires the following forms:

• Checklist• Application for Approval of Final Plans and Specs• Evaluation of Existing Building Form• Scope of Proposed Project (plus SHPO cover,

Board Resolution and SEQR Clarification Form)• Highway and Asbestos Letters• Floodplain Certification• NEW Code Compliance Checklist (now includes

the structural responsibility checklist)

Preliminary Submissions

• For projects involving new instructional space• Preliminary Submission must include:

– Application for Approval of Preliminary Plans (FP-P)

– Facilities Needs Assessment Summary– Enrollment projections– Instructional Space Review form (from VESID)– Scope of Proposed Project (SHPO cover)– Evaluation of Existing Building form (EEB)– Schematic Floor Plans– Site Plan

Final Submissions

• Very similar to documents needed for final submission of reconstruction projects, except...

• SEQRA documents, Scope of Proposed Project and Evaluation of Existing Building should already have been part of the preliminary submission

Reconstruction Projects

• Require only a final submission

• Package to FacPlan must include:– “Checklist”– Application form (FP-F)– Evaluation of Existing Building form (EEB)– SEQR documents as outlined above– Highway letter– Asbestos letter– Code Compliance Checklist

Reconstruction Projects, continued

– Plans and Specs, signed, sealed and certified– Must paperclip these items in spec book:

• non-collusive bidding certification• “equivalency clause” (You may check the

“Instruction Guide” on our website for a sample of an equivalency clause. They are a frequent cause of confusion!)

• wage rates• Rescue 155.5 items

SEQR (State Environmental Quality Review)

New Process implemented September 1, 2001• District takes “lead agency” status• Paperwork to complete:

– “Scope of Proposed Project” (find this on our website)

– Determination document(s) (i.e., such as a board resolution declaring a “Type II project”

– Copy of “SHPO letter” (State Historic Pres. Office) for new space or 50+ y/o building

– SEQR Clarification form, if needed

Discovered Buildings

• Includes shipping containers and tool sheds and any other lockable building, regardless of size

• Requirements for submission:

- Form FP-AU- certification by architect- architectural drawings- Fire Safety Report- AHERA management plan

Temporary Quarters (leased space)

• Requires same paperwork submission as Discovered Building with the addition of a local Certificate of Occupancy

• For lease aid, additional documentation (including the lease) will be needed

Safety During Construction, Remodeling and Maintenance

Please know these sections!

• § 155.2 Construction and remodeling of school district facilities.

• § 155.5 Uniform Safety Standards for School Construction and Maintenance Projects

Addenda and Change Orders

• Addenda alter Plans and Specs BEFORE the project is bid

• Change orders alter Plans and Specs AFTER bid process, contract signing and work begun

• A new “Change Order Certification” form is now required with all change orders (and must be submitted with the change order or the change order will be returned!)

Bits ‘n Pieces

FP-FI forms and financial revision

• Available on our website

• Total of all projects done under a referendum must never exceed authorization $

FP-FI form

• FP-FI forms and financial revision

More Bits ‘n Pieces• Emergencies are repairs

– Board declares “Ordinary Contingent Expense”

– Repairs made may become incidental to a subsequent capital project of which it becomes a part

• The capital project will require a Building Permit (which will be expedited)

What’s New at FacPlan

• International Building Code: all projects now must follow the International Building Code.

• Minor Maintenance and Repair Aid is available for 2003-04. Must claim by August 1, 2004.

• Chromated Copper Arsenate (CCA) Playgrounds Prohibition took effect on March 15, 2003

• Know the definition of “emergency project” - must be unforeseen, not due to neglect or age

• Electrically operated partitions were require to be compliant by June 1, 2003 or made inoperable

“Fill for Fields”

CHECK OUR WEBSITE for your capital construction

needs, questions and

answers! www.emsc.nysed.gov/facplan/