Capital construction nys sbga fall conference buffalo september 30 2003
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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.

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Capital Construction: NYS SBGA Fall Conference - Buffalo, September 30, 2003

Curt Miller

Office of Facilities Planning

New York State Education Department


The capital project l.jpg
The Capital Project September 30, 2003

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


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The Capital Project September 30, 2003

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


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The Capital Project September 30, 2003

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


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The Letter of Intent or “LOI” September 30, 2003

Four flavors:

  • New Building, Addition or Reconstruction

  • Manufactured Building

  • District-Wide

  • Leased Space or Discovered Buildings


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LOIs continued... September 30, 2003

  • Find blank LOIs on our web page

  • Mail or Fax to our office (But not both!)


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Choosing an Architect or Engineer September 30, 2003

  • 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


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Response (package) to the LOI September 30, 2003

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


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Eligibility for Building Aid September 30, 2003

  • 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


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The Complete Submission September 30, 2003Requires 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)


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Preliminary Submissions September 30, 2003

  • 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


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Final Submissions September 30, 2003

  • 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


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Reconstruction Projects September 30, 2003

  • 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


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Reconstruction Projects, continued September 30, 2003

  • 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


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SEQR (State Environmental Quality Review) September 30, 2003

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


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Discovered Buildings September 30, 2003

  • 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


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Temporary Quarters (leased space) September 30, 2003

  • 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



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Please know these sections! September 30, 2003

  • § 155.2 Construction and remodeling of school district facilities.

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


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Addenda and Change Orders September 30, 2003

  • 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!)


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Bits ‘n Pieces September 30, 2003

FP-FI forms and financial revision

  • Available on our website

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


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FP-FI form September 30, 2003

  • FP-FI forms and financial revision


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More Bits ‘n Pieces September 30, 2003

  • 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)


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What’s New at FacPlan September 30, 2003

  • 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


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“Fill for Fields” September 30, 2003


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CHECK OUR WEBSITE for your capital construction needs, questions and answers!www.emsc.nysed.gov/facplan/


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