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TOWN HALL

TOWN HALL. Presented By The Office Of Public School Construction & The Division of the State Architect. Building Schools. Putting Californians to Work. SAB Programs. School Facility Program New Construction Modernization Critically Overcrowded Schools Joint-Use

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TOWN HALL

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  1. TOWN HALL Presented By The Office Of Public School Construction & The Division of the State Architect

  2. Building Schools Putting Californians to Work

  3. SAB Programs • School Facility Program • New Construction • Modernization • Critically Overcrowded Schools • Joint-Use • Charter School Facilities • High Performance Incentive • Career Technical Education Facilities • Overcrowding Relief Grants • Seismic Mitigation • Facility Hardship • Emergency Repair Program • State Relocatable Classroom Program • Deferred Maintenance • Unused Sites

  4. Application and Funding Process

  5. OPSC Application Processing • Preliminary review of complete application package • Verification of enrollment information and dwelling units, site visits to verify classroom inventory • 15-day and 4-day letters, if necessary, for additional information • Recommendations to district to maximize funding • Processing to SAB for approval

  6. OPSC Efforts to Expedite Processing • Continuous identification of efficiencies • Continuous implementation of streamlined process improvements • Cross-training of OPSC Project Management teams to accommodate workload fluctuations • Improved customer service and outreach to keep districts informed and provide application submittal tips that expedite processing

  7. Tips for Expediting Review • Submit complete applications • Talk to your OPSC Project Manager • Take advantage of OPSC Outreaches, Workshops, Publications • Keep District Representative information current • Keep eligibility information up-to-date

  8. Tips for Expediting Review • Ensure construction work in plans is 60 percent commensurate • Ensure application is signed by District and Architect • Review all certifications on forms • Break down cost estimates for combination projects including multiple facility programs

  9. Career Technical Education Facilities Program(CTEFP) • New facilities ($3 million maximum grant) or reconfiguration of existing ($1.5 million maximum) • Funding for facilities and/or equipment • May be combined with a New Construction or Modernization application • Matching share requirement (loans available) • CDE approves program of study & scores application • Reservation of funds option • Future funding cycle/s

  10. CTEFP Reservation of Funds • CTEFP projects with an existing reservation of funds have potential for immediate impact on the economy • To complete the project submittal, submit the following documents by the deadline (as required depending on the project scope): • CDE Plan Approval letter • DSA-approved Plans and Specifications and DSA Plan Approval Letter • Detailed construction cost estimate (updated based on approved plans) • Detailed cost estimate for site development (updated based on approved plans) • Itemized list of equipment including cost

  11. CTEFP Economic Impact First Cycle Apportionment Distribution Statewide Totals by Industry Sector Agriculture & Natural Resources: $28.6 M Arts, Media & Entertainment: $28.5 M Building Trades & Construction: $23.1 M Education, Child Develop. & Family Services: $ 0.6 M Energy & Utilities: $ 2.6 M Engineering & Design: $ 23 M Fashion & Interior Design: $ 0.7 M Finance & Business: $ 0.1 M Health Science & Medical Technology:$15.3 M Hospitality, Tourism & Recreation: $22.4 M Information Technology: $ 2.0 M Manufacturing & Product Development: $ 7.8 M Marketing, Sales & Services: $ 0.7 M Public Services: $ 3.9 M TOTALS $189 M $2.3 M $21 M $2.4 M $9.3 M $12.7 M $24.2 M $10 M $27.5 M $23.7 M $40.1 M $15.5 M

  12. Expediting Review of CTEFP Submittals • Equipment useful life > 10 years • Combined projects—clearly indicate which classrooms correspond to each application • Indicate associated New Construction or Modernization application number and project tracking number on Form SAB 50-10, if applicable • Full funding applications—indicate quantities and unit costs for all expenditures on cost estimates

  13. Expediting Review of Combined Projects • The review process for hybrid projects is more complex. • When submitting multiple applications under separate programs for a hybrid project: • Provide detailed cost estimates for each application and a combined cost estimate for the total project • Indicate which classrooms correspond to each application • Provide all supporting documentation

  14. Thank You! We value your input Please send comments and suggestions to: opscnews@dgs.ca.gov

  15. What to Expect in a School Facility Program Audit

  16. School Facilities ProgramAudit Timeline & Objectives Objectives • Verify self-certifications • Verify compliance with statutes and regulations • Review expenditures for compliance Timelines • Two years to commence audit • Six months to complete audit, unless…

  17. School Facilities ProgramAudit Process • OPSC pre-planning • Audit Engagement Letter • Field work • OPSC In-house review • Draft Report • Final Report

  18. OPSC Pre-Planning • Identify and review key regulations and statutes as applicable to project • Review prior OPSC desk reviews • Review prior financial and Proposition 39 Audits • Contact auditee to arrange entrance conference

  19. Audit Engagement Letter • Fieldwork start date • Entrance Conference date/time • Audit manager/supervisor contact information • A list of documents required documents for the audit (general ledgers, construction contracts, architect contracts, notices to proceed, notices of completion, warrants, invoices, etc…)

  20. Field Work • Entrance Conference • Audit objectives • Timeframes • Internal Control review • Accounting system • SFP Project tracking

  21. Field Work • Site Visits • Exit Conference • Preliminary audit findings • Next steps

  22. Reporting • Draft Report • Supervisory review • District has 30 days to respond to draft • Final Report • Include district’s response • Final report issued

  23. Questions? Steve Inman, Fiscal Audit Supervisor (916) 445-3269 steve.inman@dgs.ca.gov Michael Watanabe, Fiscal Audit Supervisor (916) 324-2557 michael.watanabe@dgs.ca.gov Suzanne Reese, Fiscal Operations Manager (916) 323-4461 suzanne.reese@dgs.ca.gov Rick Asbell, Fiscal Operations Manager (916) 322-0317 rick.asbell@dgs.ca.gov Additional Contact Information: http://www.documents.dgs.ca.gov/opsc/Resources/OPSC_Dir_Servs.pdf

  24. Project Closeout And Project Certification

  25. Policy 09-04:90 Day Letters & Reopening Files for Certification

  26. Purpose & Application Purpose • To streamline the process for issuing 90-Day Letters, and to improve the re-opening of files when a project is closed without certification Application • Applies to ALL projects • As of January 1, 2010, the re-opening fee for all projects will be based on a project’s construction cost regardless of closing date

  27. Project Closeout: Background • Project certification is the process DSA uses to determine that a project has been constructed compliant with the codes governing school construction • A project may be closed with our without certification

  28. Project Closeout: Background • The 90-Day Letter initiates the closing & certification process. The letter is issued when: • The DSE determines the project is essentially complete • The project becomes occupied • Construction stops for one year or more • DSA received a final verified report from the project inspector and/or the design professional in responsible charge of the project.

  29. Project Closeout: Background • The 90-Day Letter requests that all outstanding requirements and documents be submitted to DSA within 90 days (and lists the missing documents)

  30. Close of File & Certification • After 90 days, DSA will close the file with or without certification • A letter of certification will only be issued if all missing documents have been submitted and all outstanding issues have been resolved • DSA will take no further action on a closed file until DSA receives a request from the Architect or school/college district to re-open and re-examine the file in order to certify the project

  31. Re-Opening & Re-Examining • A request from the Architect or school/college district to re-open and re-examine a closed, uncertified project must include: • A letter with the project name & DSA Application number requesting that the file be re-examined for certification • A copy of the DSA “Closed Without Certification” Letter • A single COMPLETE comprehensive package that includes all items, documents and issues listed on the DSA “Closed Without Certification” Letter • All outstanding Change Orders, Addendums and Revisions or alternate documents, must be approved prior to submitting the re-opening package. • The re-opening fee (if applicable)

  32. Fees After January 1, 2010 • No fee is required for a one-time project re-opening request received within 9 months from the date the DSA 90-Day Letter expires • After 9 months (or for any 2nd or subsequent re-opening request), the fee is based on the project construction cost • $500 for projects less than $5 million • $750 for projects between $5 million and $50 million • $1000 for projects greater than $50 million

  33. Responsibility of Requester • Partial or otherwise incomplete submittals will be accepted • DSA will issue an updated “Closed Without Certification” Letter to show remaining deficiencies • Submitting parties have 90 days to resolve deficiencies to obtain certification • If more than 90 days pass without resolution/DSA approval, the project will again be closed WITHOUT certification • Another re-opening fee is required to be paid each time it is necessary to re-open the file

  34. At the Discretion of DSA • 90 Day Letters will NOT be extended, except at the discretion of DSA under the following circumstances: • Construction is not complete & the contractor is still mobilized at the site • No portions of the project are occupied by staff and/or students • IR A-20 discusses new projects associated with uncertified projects

  35. IR A-20:New Projects Associated with Existing Uncertified Projects

  36. Policy New work involving uncertified projects cannot be approved by DSA until the issue of the underlying certification is resolved DSA will NOT approve (stamp out) plans and specifications for alteration and/or addition projects or utilizing portions of, uncertified projects except when the new project is solely for the purpose of upgrading fire-life safety (FLS) aspects of the building/campus

  37. Exceptions to Policy • The scope of projects accepted for DSA approval under this policy shall be limited to FLS alterations of the following types: • Campus or system-wide fire alarm upgrade • Upgrade/replacement of the uncertified building’s fire alarm system • Written approval of the alteration plans & specifications will state: • The approval is only for the FLS alteration • The building itself remains uncertified

  38. Disclosure • The scopes of the projects and the uncertified buildings on the alteration project must be clearly identified in the following manner: • The scope of the alteration project shall be clearly shown on the cover sheet or index sheet of the plans • Must include this statement: “DSA approval of these plans shall not be construed as the Certification of Compliance for the following buildings as required by the Field Act, Education Code Section 17280-17316 and Sections 81130-81147” • Immediately after the above statement, list all the uncertified buildings on alteration project

  39. Other Projects • DSA may begin review of new projects associated with uncertified projects but DSA approval of the plans and specifications will be withheld until the underlying certification issue is resolved

  40. Clarifying Situations • Many situations occur that may or may not involve uncertified buildings/projects to the extent that a proposed new project may be affected. This appendix lists some of those situations in an attempt to provide clarity, uniformity and consistency in the application of this IR

  41. Clarifying Situation Q. The district submits a project for a fire alarm upgrade and/or fire alarm addition. The project requires connecting the new fire alarm system/components into a fire alarm panel that resides in an uncertified building. • The new project submittal must include the following two documents from NFPA 72 to be completed and submitted with the project. • Fire alarm system record of completion. • Fire alarm inspection and testing form. • DSA may begin review of new projects associated with uncertified projects but DSA approval of the plans and specifications will be withheld until the underlying certification issue is resolved

  42. Clarifying Situation Q. A school building is not certified and the district submits an application to DSA for an alteration or addition to that building. • DSA will accept the new application and provide plan review but will not issue project approval (stampout) until and unless the issue of certification is resolved.

  43. Clarifying Situations Q. The district submits an application to DSA for a new building but the new building depends on portions of an uncertified project to be minimum code compliant (e.g. accessible restrooms located in uncertified buildings, path-of-travel part of an uncertified project, parking part of an uncertified project, etc.). • DSA will accept the new application and provide plan review but will not issue final approval (stamp out) until and unless the associated project certification is resolved. (See also Project Certification Guide on DSA website for potential alternatives).

  44. Clarifying Situation Q. The district submits an application to DSA for a new project on a campus but the entire campus (or portions of the campus) is not certified. • As long as the new project does not depend on uncertified construction to satisfy minimum code requirement (accessible restrooms, path-of-travel, parking, etc.) DSA will accept the new project as a viable, approvable project.

  45. Clarifying Situation Q. The district submits an application to DSA for a new classroom building but another ancillary building (gymnasium, administration building, shade structure, library etc.) is not certified. • As long as the new project does not depend on uncertified construction to satisfy minimum code requirement (accessible restrooms, path-of-travel, parking, etc.) DSA will accept the new project as a viable, approvable project.

  46. Project Certification Guide:Intent and Recent Updates

  47. Guideline Goal & Intent • Provide information, procedures and concepts that lead to: • Project certification • Consistency between DSA Regional Offices • Projects have been closed by DSA without certification • The guide cannot possibly address all scenarios or specific situations encountered during the closeout process • Experience and analytical skills are essential when determining appropriate actions necessary to obtain project certification

  48. Organization of Guideline SECTION 1 Introduction SECTION 2 Re-Examination of Closed Files SECTION 3 Contacting DSA SECTION 4 Documents Required For Project Certification SECTION 5 Resolutions & Strategies For Project Certification SECTION 6 Unique Structures Appendix

  49. Recent Changes to the Guideline • The guideline has been updated for the following purposes: • Editorial changes • Clarifications • Updated with new policies and procedures • New alternates • Change intent from use of guide for pre-2007 projects to ALL projects

  50. Section 1: Introduction Added to Section 1.5: • If necessary, how can project certification be proved to DSA? • Copy of DSA certification letter • Copy of DSA history card showing certification • DSA Tracker shows project is certified Added to Section 1.5.1 (causes for closing inititiation): • DSA received a final verified report from the project inspector and/or the design professional in responsible charge of the project

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