A “How To” On State Capital Outlay1 A “How To” On State Capital Outlay Eric Mittlestead...

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A “How To” On State Capital Outlay

Eric MittlesteadHarold Flood

Lan YuanEric Thorson

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2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar)J F MA MJ J A S O N D J F MA MJ J A S O ND J F MA MJ J A S ON D J F MA MJ J A S O N D J F MA MJ J A S O ND J F MA MJ J A S P N D J F MA MJ

2017/18 (budget) 2018/19 (budget) 2019/20 (budget) 2020/21 (budget) 2021/22 (budget) 2022/23 (budget)PW funded CE funded

CallLetter

Proposedbudget

PWB/Approve PreleaseW

ReleaseP

Five-YearPlan/FPP Budget Bid

Award

Approve WRelease C

CloseoutRelease E

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Capital Outlay Funds Release ProcessQuarterly ReportsProject Closeout

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2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar)J F MA MJ J A S O ND J F MA MJ J A S O N D J F MA MJ J A S O ND J F MA MJ J A S ON D J F MA MJ J A S O N D J F MA MJ J A S P N D J F MA MJ

2017/18 (budget) 2018/19 (budget) 2019/20 (budget) 2012021 (budget) 2021/22 (budget) 2022/23 (budget)PW funded CE funded

CallLetter

Proposedbudget


ReleaseP


Award

Approve WRelease C

CloseoutRelease E

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Chancellor’s Office submits DF14D to Department of Finance requesting encumbrance/release of preliminary plan fundsDepartment of Finance reviews request for consistency with project budget and appropriation availabilityOnce approved the preliminary plans may be started

http://extranet.cccco.edu/Divisions/FinanceFacilities/FacilitiesPlanning/ReferenceMaterials/FacilitiesPlanningManual.aspx

Schematic designs:Site planFloor plansBuilding elevationsBuilding sectionsAny perspectives, models, or other presentation materials necessary to describe the design

Support data:Area calculations - summaries of GSF and ASF by floor as they relate to the scope of the projectConstruction cost estimate - a systems level estimate as it relates to the budget for the projectCode analysis - a brief description of the major code elementsOutline specification - a brief description of the major systems the architect had in mind

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When Preliminary Plans (PP) are complete, CEQA documents are filed and CEQA waiting period has expired (waiting period

must have expired by PWB screening meeting), the

district requests approval of PP and release of W.

PP must be approved and W encumbered before the

end of the fiscal year or project PW funds will

revert.

Project scope is defined at PP approval. Minor

adjustments may refine the project scope in the W

phase.

However, significant project design changes may constitute a SCOPE CHANGE – this is bad.

District Request LetterName of District and CollegeProject TitleRequest for Preliminary Plan ApprovalRequest to release Working Drawing fundsCertification that project is within scope and budget

Preliminary Plans and Specifications plus 2 sets of 11”x17” site plans, floor plans and elevations for FinanceDetailed Cost Estimate – JCAF 31 and 32, Cost Estimate Summary and anticipated project timelineCEQA document and IOU checklist letter

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2017 (calendar) 2018 (calendar) 2018 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar)J F MA MJ J A S ON D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S P N D J F MA MJ


CallLetter

Proposedbudget


ReleaseP


Award

Approve WRelease C

CloseoutRelease E

Item* Submit to Chancellor’s Office

Submit to Pubic Works Board

Public Works Board Meeting**

P Package 7 weeks prior to PWB meeting

May 4June 1July 6Aug 3

Sep 7Oct 8Nov 2

June 9July 14Aug 11Sept 8Oct 13Nov 13Dec 8

Example October 18 November 2 December 8

* Dates do not apply to 20-Day Letters** Second half of 2017 PWB calendar

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DOF/PWB reviews preliminary plans for scope and costDOF signs DF14D approving preliminary plans and release of working drawing funds.

DO NOT begin working drawing before Department of Finance approval

Design Development:Review and revision of schematic documents Addition and coordination of all the design systems; e.g., structural, electrical, mechanicalDesign of all significant details or elementsValue engineering with life-cycle costingUpdated scope, cost estimate, code analysis

Plans and Specifications:Site plan/landscape plan/floors plans/elevations/sectionsInterior detailsDetails/structural/mechanical/electrical drawingsSpecifications


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A district is “Out of Process” when:It violates one or more reporting requirementsIt changes project scope

When the Department of Finance (DOF) determines that a district has proceeded “Out of Process” DOF may cancel a project and require repayment of funds previously dispersed

FPP/COBCPBecomes part of a binding agreement between the State and the district to proceed with a project per the agreed upon scope

Scope changesReconfiguration of room spacesReassignment of room functions between space typesChanges in program purposesChanges in building design or location

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Scope changes require the following approvals:Chancellor’s OfficeDepartment of FinanceLegislaturePublic Works Board

Collaborative ProcessWork with DSA through design processUse the DSA CloudDSA Inspection Card is used at all project milestones

Select design teams with DSA experienceSeismic retrofits/complicated projects – contact DSA earlyProblems or delays – call your Specialist

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District Request LetterName of District and CollegeProject TitleRequest for Working Drawing ApprovalRequest Approval to Proceed to BidCertification that project is within scope and budget

DSA stamped plans and specifications plus 2 sets of 11”x17” site plans, floor plans and elevations for FinanceDetailed Cost Estimate – JCAF 31 and 32, Cost Estimate Summary and anticipated project timelineBid format information with any add/deduct alternativesBoard Energy Policy letter

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2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar)J F MA MJ J A S O N D J F MA MJ J A S O ND J F MA MJ J A S ON D J F MA MJ J A S O N D J F MA MJ J A S O ND J F MA MJ J A S P N D J F MA MJ


CallLetter

Proposedbudget


ReleaseP


Award

Approve WRelease C

CloseoutRelease E

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Department of Finance reviews to ensure conformity with project budget and scope (set at P phase)If approved, DOF signs the DF14D authorizing approval of working drawings, releasing C funds and authorization to proceed to bidDO NOT begin bid process prior to DOF approval.

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2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar)J F MA MJ J A S ON D J F MA MJ J A S O N D J F MA MJ J A S ON D J F MA MJ J A S O N D J F MA MJ J A S O ND J F MA MJ J A S P N D J F MA MJ


CallLetter

Proposedbudget


ReleaseP


Award

Approve WRelease C

CloseoutRelease E

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District Request LetterName of District and CollegeProject TitleRequest Approve Bid AwardCertification that project is within scope and budget

List of biddersLow bid with subcontractor listUpdated JCAF 32 (if necessary)District Board Item stipulating that award is “subject to State approval”


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2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar)J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S ON D J F MA MJ J A S ON D J F MA MJ J A S O N D J F MA MJ J A S P N D J F MA MJ


CallLetter

Proposedbudget


ReleaseP


Award

Approve WRelease C

CloseoutRelease E

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District Request LetterName of District and CollegeProject TitleRequest Release of E fundsCertification that project is within scope and budget

Copy of Inspector of Record report stating construction is at least 50% completeRevised equipment list


Chancellor’s Office reviews request to determine that requested equipment is eligible for fundingDOF must approve release of E funds before the end of the 3rd

budget year after E is budgeted – for a 2018/19 project, E would be budgeted in 2019/20 and need to be released before 6/30/22 (2019/20, 2020/21, 2021/22)DO NOT proceed with purchasing equipment prior to DOF approval

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http://extranet.cccco.edu/Divisions/FinanceFacilities/FacilitiesPlanning/ReferenceMaterials.aspx


Quarterly ReportState Administrative Manual (SAM) Section 6864Proposition 1D (2006) increased project transparency

Governor’s Bond Accountability Website FUSION Project ModuleDue the 15th of each month following the close of a quarterDelayed reporting could affect reimbursement of claims

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Local data neededExpenditures (Locally Funded)# of Change RequestsChange Order TotalBeneficial Occupancy DateClose Fiscal Accounts Date*Comments—delays, change orders, pending issues, etc.

NEED construction status and % complete.

*Continue with reporting UNTIL completion of Close Fiscal Accounts Date.

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Contact: Sandy Melching 916-322-8515mailto:[email protected]





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2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar)J F MA MJ J A S ON D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S O N D J F MA MJ J A S P N D J F MA MJ


CallLetter

Proposedbudget


ReleaseP


Award

Approve WRelease C

CloseoutRelease E

Update Space Inventory (S.I.)Create a Change Request for “Online”

Update the JCAF 31 for final spaceSide-by-Side space comparison Notice of Completion (NOC)

If multi-prime, attach NOC for each contractorFPU approval of this Change Request

Removes project space from the 5-Year Plan Prevents double counting of space

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Change Request

to FPU

Side-by-SideSpace Comparisons

CFIS: 40.xx.xxx Date: 3/8/18

Room Type/TOP

Working Drawings

SpaceInventory

Difference % Change

100-0099210-1230210-4930680-0099

Total

4,8104,1641,819

97611,769

4,7274,0671,7691,001

11,564

-83-97-5025

-205

-1.73%-2.33%-2.75%2.56%

-1.74%

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Create a Change Request for “Completed”Update JCAF 32District LetterFinal Quarterly ReportSpace Inventory Report #17Final Equipment ListDSA Certification/Close of File Letter & DSA 6 Forms

FPU approval of this Change RequestRemoves project from both Planning and Project AFTER plan year rolls

District certifies the following:• The project is complete• All state reimbursement claims are settled• The space was constructed as approved by the Department of

Finance and the Legislature and as depicted in the district’s certified Space Inventory Report

• The district followed Public Contract law in the construction of the project

• Per the State Treasurer’s Office, the district will retain all project financial records for a period of no less than 35 years, including DF14D forms, expenditure records, and claims information

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Project “Completed” Change Request to FPU

Space Inventory Report 17 page(s) for the project building(s) from the district’s latest certified Space InventoryRevised JCAF 32 showing final project costs Final Quarterly Report Final list of equipment purchased

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DSA Certification and Close of File Letter DSA6 Forms - DSA6; DSA6 A/E; and DSA-168 JCAF 31 – Revised showing final project space Side by side comparison comparing JCAF 31 at approval of working drawings and project as shown in district’s space inventory (if not already supplied)

For IRS audit purposes, the State Treasurer’s Office requires records to be retained for 35 years after project closeoutElectronic storage option is available

Follow IRS requirements

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A “How To” On State Capital Outlay1 A “How To” On State Capital Outlay Eric Mittlestead...

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