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New Construction Eligibility & Funding Overview

New Construction Eligibility & Funding Overview. How to Apply for School Facilities Funding. Topics. New Construction Program Overview Funding Process Establishing New Construction Eligibility Submitting a New Construction Funding Application Time Sensitive Steps SFP Tips

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New Construction Eligibility & Funding Overview

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  1. New Construction Eligibility & Funding Overview How to Apply for School Facilities Funding

  2. Topics New Construction Program • Overview • Funding Process • Establishing New Construction Eligibility • Submitting a New Construction Funding Application • Time Sensitive Steps • SFP Tips • Supplemental Grants • Resources • SFP Acronyms & Abbreviations

  3. Overview What Does the Program Fund? • Costs Associated With Housing New Pupils [EC Section 17072.35]includes the following, but not limited to: • Classrooms • Subsidiary Facilities • Outdoor Facilities • Design • Engineering • Testing • Inspection • Plan Checking • Construction Management • Site Acquisition & Development • Hazardous Waste Costs • Demolition, Landscaping • Utility Costs • Furniture & Equipment

  4. Overview Can I Look Up My District’s Eligibility and Past New Construction Funding Received? • Demonstration of OPSC Project Tracker http://www.applications.opsc.dgs.ca.gov/PT/PT_Main.asp

  5. Funding Process

  6. Funding Process District submits application for eligibility determination to the OPSC. SAB Unfunded Approval OPSC New Construction Eligibility & Funding Process As cash becomes available, Unfunded Approval is converted to Apportionment. Traditionally the District had 18 months from apportionment to request a fund release. In recent priority funding rounds, districts have had 90 days to submit a fund release. New cash management systems are being discussed. OPSC determines eligible pupil grants and makes recommendation to the SAB for approval SAB Approval District submits funding application including CDE and DSA approved plans to the OPSC.* OPSC releases grant amount pending district match and construction contracts signed. Project Construction OPSC determines eligible grants and makes recommendations to SAB for approval District submits substantial progress/expenditure reports. *Financial hardship districts can request advanced site and/or design funding.

  7. Funding Process Cash Availability Apportionment BEFORE FISCAL CRISIS (DEC 2008) Fund Release Pooled Money Investment Board (PMIB) Loan Priorities In Funding (PIF) Apportionment/ Fund Release Unfunded Approval PRESENT Bond Sale

  8. Eligibility Determination • Establishing eligibility is done once “If you’re not sure, check the OPSC Tracker” • What is New Construction Eligibility? • Measures (in “pupil grants”) districts’ ability to access funding to house new pupils • Determined by projected number of unhoused pupils = projected enrollment minus classroom capacity • Established on either a district-wide basis or separately for high school attendance areas SFP Regulation Sections 1859.30 to 1859.51.1

  9. Loading Standards Un-housed Pupil Need • District has 300 (K-6) students, would like to build 10 classrooms • Based on the K-6 loading standard;10 classrooms x 25 pupils = 250 pupils. • 300 pupils minus 250 pupils = 50 pupils • Therefore, the District would have an un-housed pupil need for 50 students Education Code 17071.25(a)(2)(1)

  10. How Eligibility Translates into $$$ • New Construction Funding equals Pupil Grants Requested* (AKA “Base Grant”) plus Eligible Supplemental Grants plus Eligible Site Acquisition plus Eligible Site Development *Pupil grants requested are capped by the pupils housed within the project. Base Grant = Pupil Grants x Per Pupil Amount • Pupil Grant Values may be adjusted annually by the SAB. SFP Regulation Sections 1859.70 to 1859.77.3

  11. Annual Adjustment to SFP GrantsState Allocation Board Meeting, January 26, 2011

  12. Establishing New Construction Eligibility • To Establish New Construction Eligibility the Following Forms are Required: • Form SAB 50-01 • Form SAB 50-02 • Form SAB 50-03 • Establishing or updating new construction eligibility must be done prior to or concurrently with the funding application SFP Regulation Sections 1859.50. to 1859.51.1 Education Code 17071.10, 17071.25, 17071.30, 17071.33, 17071.40, 17071.75, 17071.76, 17052, 17070.551, 17072.20, 17077.40, 17078.72, 17079.20, 42268, 42270

  13. Establishing New Construction Eligibility District-Wide vs. High School Attendance Area • District-Wide eligibility is when the entire District is looked at as a whole to determine eligibility • HSAA eligibility is when a District is divided into regions and then each region establishes new construction eligibility • Switching Between District-Wide & HSAA is only allowed when five years under the prior option has passed since the last SAB apportionment SFP Regulation Sections 1859.40 to 1859.41.1 Education Code 17071.75, 17071.76, 17070.35

  14. Establishing New Construction Eligibility Completing the Enrollment Certification/Projection (Form SAB 50-01) • Demonstration: How to Complete the Form SAB 50-01 using theEnrollment Certification/Projection Calculator • http://www.dgs.ca.gov/opsc/Forms/newconstructionprogramforms.aspx • Enrollment Data: • http://dq.cde.ca.gov/dataquest/ • Birth Data • For County Data: http://www.cdph.ca.gov/data/statistics/pages/statewidebirthstatisticaldatatables.aspx • For Zip Code Data: http://www.cdph.ca.gov/data/statistics/pages/birthprofilesbyZIPCode.aspx SFP Regulation Sections 1859.50 to 1859.51 Education Code 17071.10, 17071.25, 17071.30, 17071.33, 17071.40, 17071.75, 17071.76 & 17070.51

  15. Establishing New Construction Eligibility Completing the Existing School Building Capacity (Form SAB 50-02) • Demonstration: How to Complete the Form SAB 50-02 using the Existing School Building Capacity Form • http://www.dgs.ca.gov/opsc/Forms/newconstructionprogramforms.aspx SFP Regulation Sections 1859.30 to 1859.35 Education Code 17071.10, 17071.25, 17071.30, 17052, 17077.40, 17071.33, 17071.35, 17071.40 & 42270

  16. Establishing New Construction Eligibility Completing the Eligibility Determination (Form SAB 50-03) • Demonstration: How to Complete the Form SAB 50-03 using the Eligibility Determination Form • http://www.dgs.ca.gov/opsc/Forms/newconstructionprogramforms.aspx SFP Regulation Section 1859.50 Education Code 17071.10, 17071.25, 17071.30, 17071.33, 17071.40, 17071.75 &17071.76

  17. Submitting a New ConstructionFunding Application Completing the Application for Funding (Form SAB 50-04) • Demonstration: How to Complete the Form SAB 50-04 using the Application for Funding Form. • http://www.documents.dgs.ca.gov/opsc/Forms/SAB_50-04_.pdf SFP Regulation Sections 1859.70 to 1859.77.3 Education Code 17071.10, 17071.75, 17072.10,17072.11, 17072.15, 17072.25, 56026, 17074.10, 17077.35, 100620, 100820, 17072.20, 101012(a)(8), 17074.50, 17074.52, 17074.54, 17074.56, 17071.46, 17074.56, 17072.12, 17251, 17070.71, 17072.18, 17072.13, 17076.10, 17079.20, 17072.35 &17072.20(b)

  18. Submitting a New ConstructionFunding Application • DSA Approval: • Obtain DSA approval before letting construction contracts. • DSA approval expires after 1 year - a renewed approval is required if approval has expired. • CDE Approval: • Obtain CDE site/plan approval before submitting a funding application. CDE Approval expires after 2 years. • 60 Percent Commensurate: • Architect Certification that the estimated/actual construction costs are greater than 60% of the State grant plus the District’s match (less site acquisition, planning, tests, inspection, furniture and equipment, and LCP costs) • Occupancy: • The application for funding must be submitted prior to the Date of Occupancy. Otherwise, the application is ineligible for funding. • Labor Compliance Program • A Labor Compliance Program (see LC 1770 through 1781) must be in place if project is funded with Prop 47 or Prop 55 funds.

  19. Submitting a New ConstructionFunding Application Multiple Funding Sources: Projects with 2 or more project scopes that are funded with separate sources: (example, contains ineligible expenditures, or funded through more than one SFP program): • Identify in writing both scopes of work • Identify the source of funding for both, and • Indicate that the District will establish a separate expenditure record system to provide a clear project audit trail • Submit either separate or prorated cost estimates for verification of 60% commensurate

  20. Submitting a New ConstructionFunding Application Multiple Funding Sources: • Create separate sub-funds to track both scopes of work, to ensure: • State’s funds and district’s matching funds are attributed to correct portion of project; • interest accrued from these sub-funds is accounted for; • warrants are issued and expended from the correct project fund; • savings is attributed towards the correct project • Contracts, change orders, and payment applications should be pro-rated so the expenditures can be reconciled to each portion of the project

  21. Time Sensitive Steps *Exception: Districts < 2,501 enrollment

  22. New Construction Supplemental Grants Labor Compliance Program • Purpose: • Aid districts that have applications that are funded from Proposition 47 and 55 and are required to initiate a LCP • How to Qualify: • Districts must be receiving apportionments from Propositions 47 and 55 and must have approval from the Department of Industrial Relations (DIR) before submitting the Fund Release Authorization (Form SAB 50-05) • How its Calculated: • Formula set in Regulation that is based on the total project costs SFP Regulation Section 1859.78.1 & 1859.78.6. to 1859.78.7. ED Code Sections 17074.10, 17074.26, & 17074.26

  23. New Construction Supplemental Grants SDC Therapy Area Grant • Purpose: • To construct therapy space for severely disabled individuals with exceptional needs • How to Qualify: • Plans must clearly include severe SDC classrooms and therapy space • How its calculated: • (Current Replacement Cost) x (Sq. Ft. of Therapy Space) • SFP Regulation Section 1859.72 • Education Code 17072.10, 17072.15, 17072.25, • 17074.56 & 56026

  24. New Construction Supplemental Grants Multilevel Construction Grant • Purpose: • To pay for additional costs to construct multilevel construction on sites • How to Qualify: • Site is less than 75% of site size recommended by CDE for the master planned project capacity • How its calculated: • (12%) (Base grant for multilevel classrooms in plans) • SFP Regulation Section 1859.73 • Education Code 17072.10

  25. New Construction Supplemental Grants Project Assistance • Purpose: • To assist with the costs associated with the preparation and submission of SFP eligibility and funding documentation • How to Qualify: • District-wide enrollment is less than 2,501 pupils • How its calculated: • A flat amount that is adjusted annually by the SAB • SFP Regulation Section 1859.73.1 • Education Code 17072.10

  26. New Construction Supplemental Grants Site Acquisition Grants – Covered in a Separate Webinar • Purpose: • To acquire new school sites or additional acreage at existing sites • How to Qualify: • Must have a new school site or new additional acreage approved by the California Department of Education to qualify for site acquisition. May also receive funding for Department of Toxic Substances Control clean up existing sites that are acquiring no additional acreage • How its calculated: • Covered in a separate webinar • SFP Regulation Sections 1859.74 to 1859.75.1 • Education Code 17072.10, 17072.12, 17251, • 17070.71, 17072.18, 17072.13

  27. New Construction Supplemental Grants Site Development Grants • Purpose: • Funds the estimated cost associated with developing the site. Includes service site, off-site work, and utility costs • How to Qualify: • See Section 1859.76 for eligible site development costs and complete the OPSC worksheet • Details are covered in a separate webinar • How its calculated: • OPSC Plan Verification Team verifies the costs submitted using Saylor Publication Guide SFP Regulation Section 1859.76 Education Code 17072.12 & 17072.35

  28. New Construction Supplemental Grants General Site Development Grant • Purpose: • Includes onsite driveways, walks, parking, curbs and gutters, tennis/handball courts, athletic fields, etc • How to Qualify: • Project is a new school or an existing project with additional acreage is acquired • How its calculated: • If elementary or middle school: • [(6%)(pupil grants + fire alarm + fire sprinklers + geographic + new school allowance + small size + SDC therapy + multilevel grant) + (construction cost index general site amt.)(# usable acres)] SFP Regulation Section 1859.71.2 Education Code 17074.50, 17074.52, 17074.54 & 17074.56

  29. New Construction Supplemental Grants General Site Development Grant • Purpose: • Includes onsite driveways, walks, parking, curbs and gutters, tennis/handball courts, athletic fields, etc • How to Qualify: • Project is a new school or an existing project with additional acreage is acquired • How its calculated: • If high school: • [(3.75%)(pupil grants + fire alarm + fire sprinklers + geographic + new school allowance + small size + SDC therapy + multilevel grant) + (construction cost index general site amt.)(# usable acres)] SFP Regulation Section 1859.71.2 Education Code 17074.50, 17074.52, 17074.54 & 17074.56

  30. New Construction Supplemental Grants Automatic Fire Alarm/Detection • Purpose: • To include a fire detection and alarm system • How to Qualify: • Must include a fire detection and alarm system • How its calculated: • (Fire alarm amount in CCI chart) (# pupil grants) SFP Regulation Section 1859.71.2 Education Code 17074.50, 17074.52, 17074.54 & 17074.56

  31. New Construction Supplemental Grants Automatic Fire Sprinkler • Purpose: • To include a fire sprinkler • How to Qualify: • Project must include a fire sprinkler system, and must either be a new school site, or an addition to a new school built on or after July 1, 2002 • How its calculated: • (Fire sprinkler amount in CCI chart) (# pupil grants) SFP Regulation Section 1859.71.2 Education Code 17074.50, 17074.52, 17074.54 & 17074.56

  32. New Construction Supplemental Grants High Performance Incentive Grant • Purpose: • Increased costs associated with high performance attributes in schools, includes designs and materials that • Promote water efficiency, • Maximize the use of natural lighting, • Improve indoor air quality, • Utilize recycled materials and materials that emit a minimum of toxic substances, and • Employ acoustics that are conducive to teaching and learning. SFP Regulation Sections 1859.71.3 & 1859.71.6 Education Code 101012(a)(8)

  33. New Construction Supplemental Grants High Performance Incentive Grant • How to Qualify: • Project must include all the prerequisites in each of the five HPRC to include Sustainable Sites, Water, Energy, Materials and indoor Environmental Quality and related subcategory credits. Verified by DSA. • How its calculated: • (Percentage multiplier based on HPI points) (base grant) + Starter Grant SFP Regulation Sections 1859.71.3 & 1859.71.6 Education Code 101012(a)(8)

  34. New Construction Supplemental Grants Energy Efficiency Grant • Purpose: • To provide funds to Districts that have increased costs associated with energy efficiency. This includes designs and materials that promote conservation, energy efficiency, load reduction, peak-load shifting, and solar power. • How to Qualify: • Project must include energy efficiency components that confirm to Subdivision (b) of Ed. Code Section 17077.35. Verified by DSA. • How its calculated: • (Percentage multiplier based on Regulation) (base grant) multiplier varies depending on the energy efficiency points SFP Regulation Sections 1859.71.3. & 1859.71.6 Education Code 101012(a)(8)

  35. New Construction Supplemental Grants Geographic Percentage Factor Grant • Purpose: • To assist districts with projects located in areas of California that are remote, difficult to access, or a lack of a pool of contractors • How to Qualify: • Must be within an area defined in Section 1859.83(c)(1) • How its calculated: • (Percentage multiplier based on Regulation) (base grant) SFP Regulation Section 1859.83 Education Code 17072.32, 17074.15, 17074.16, 17075.10, 17075.15, 17077.40, 17077.42 & 17077.45

  36. New Construction Supplemental Grants New School Allowance Grant • Purpose: • To provide funds to construct core facilities for projects that have a minimal amount of classrooms, but not enough to generate a sufficient new construction grant to build these essential facilities. • Note that future SFP projects for the site will be offset. • How to Qualify: • Project must be on a new site with no existing facilities and has no more classrooms than shown on the chart in Section 1859.83(c) for the type of project constructed. • How its calculated: • Amount is based on chart in Section 1859.83(c). SFP Regulation Section 1859.83 Education Code 17072.32, 17074.15, 17074.16, 17075.10, 17075.15, 17077.40, 17077.42 & 17077.45

  37. New Construction Supplemental Grants Small Size Project Grant • Purpose: • To provide additional funds for core facilities and to make up for the lack of economies of scale when districts build small projects • How to Qualify: • Project must house no more than 200 pupils • How its calculated: • Projects that house no more than 100 pupils: (12%)(Base Grant) • Projects that house more than 100 pupils but no more than 200 pupils:(4%)(Base Grant) SFP Regulation Section 1859.83 Education Code 17072.32, 17074.15, 17074.16, 17075.10, 17075.15, 17077.40, 17077.42 & 17077.45

  38. New Construction Supplemental Grants Urban/Security/Impacted Site Grant • Purpose: • To provide additional funds for uniquely associated with urban construction • How to Qualify: • Usable acreage is less than 60% of the CDE rec site size • 60% of classrooms are multilevel • The value of the site being acquired is at least $750,000 per usable acre (not applicable to projects where no land is acquired) SFP Regulation Section 1859.83 Education Code 17072.32, 17074.15, 17074.16, 17075.10, 17075.15, 17077.40, 17077.42 & 17077.45

  39. New Construction Supplemental Grants Urban/Security/Impacted Site Grant • How its calculated: • (15% + (additional 1.166% for each percentage decrease in the CDE recommended site size below 60%))(base grant + small size + new school allowance) SFP Regulation Section 1859.83 Education Code 17072.32, 17074.15, 17074.16, 17075.10, 17075.15, 17077.40, 17077.42 & 17077.45

  40. SFP Tips • Eligibility must be updated for enrollment changes for the same enrollment year the district requests funding • Exception- Districts < 2,501 pupils can lock their eligibility for up to 3 years • Locally Funded Classrooms • Report any classrooms that have been constructed and funded entirely with local funding on the next funding application submitted. • Report interim portables where the lease has extended beyond five years • New Construction Grants for Replaced Facilities: • Section 1859.73.2 allows for replacing facilities when it is more cost effective to demolish & build multilevel than to purchase a new site

  41. Detailed cost estimate with itemization and quantities that can be verified in the plans Construction contracts & supporting docs Construction contracts final billing All contracts pertaining to project Architect agreements & schedule of fees Change orders Warrants & invoices Payment voucher(s) Schedule of values Purchase orders and/or agreements Qualification appraisal docs (Gov Code 4526) For Force Account Labor projects, documentation showing hours worked & wages Closing escrow settlement Supporting documentation for relocation expenditures Bid announcement that substantiates DVBE goal was met Bid summary Notice to proceed and notice of completion for all contracts Documents tracking project savings All DIR approval letters for district’s LCP Retain in your District file: SFP Tips

  42. How to Apply for School Facilities Funding Webinar Archives Available: • Part I: Elements of a Complete Application– April 11, 2011 • Part II: Site Development Funding – April 18, 2011 Upcoming Webinars: • Part IV: Modernization Eligibility and Funding May 2, 2011 - 9:00 a.m.-11:00 a.m. • Part V: Site Acquisition Funding May 9, 2011 - 9:00 a.m.-11:00 a.m. • Part VI: Financial Hardship May 16, 2011 - 9:00 a.m.-11:00 a.m.

  43. Feedback • Questions • Comments • Suggestions for Improving the Process • Submit Instant Message Now - or - • Email OPSCNews@dgs.ca.gov anytime

  44. Resources • OPSC Project Manager: • http://www.applications.opsc.dgs.ca.gov/employee/pmassign.asp • Estimate the State Grants for My New Construction Project: • http://www.applications.opsc.dgs.ca.gov/GrantCalc/GrantCalc_Home.asp • Financial Hardship: • http://www.applications.opsc.dgs.ca.gov/GrantCalc/GrantCalc_Home.asp • SFP Handbook: • http://www.documents.dgs.ca.gov/opsc/Publications/Handbooks/SFP_Hdbk.pdf • Commonly Used Acronyms and Abbreviations: • http://www.documents.dgs.ca.gov/opsc/Resources/OPSC_Acronyms.pdf

  45. Resources • Architect Submittal Guidelines: • http://www.documents.dgs.ca.gov/opsc/Publications/Handbooks/Arch_Sub.pdf • PVT Presentation on Site Development: • http://www.documents.dgs.ca.gov/opsc/Resources/PowerPoint/OPSC-PVT.ppt • Substantial Progress & Expenditure Audit Guide: • http://www.documents.dgs.ca.gov/opsc/Publications/Handbooks/SFP_Audt.pdf • Public School Construction Cost Reduction Guidelines: • http://www.documents.dgs.ca.gov/opsc/Publications/Other/Cost_Rdt.pdf • Annual Adjustment to School Facility Program Grants: • http://www.documents.dgs.ca.gov/OPSC/Resources/SFP_Grant_Adj.pdf

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