Facilities Subcommittee Meeting

FACILITIES SUBCOMMITTEE MEETING

Emergency Repair ProgramJune 12, 2012

Presented by: Jamie Iseman, Senior Associate Jack Schreder & Associates

Emergency Repair Program: Summary

June 12, 2012Presented by: Jack Schreder & Associates

Provided 100% funding to repair or replace systems or structures in a condition that posed a threat to the health and safety of students and staff while at school.

Available to schools identified by the CDE as ranked in declines one, two, or three based on the 2006 API and that were newly constructed prior to January 1, 2000.

Eligible projects costs were limited to the minimum work required to mitigate the health and safety hazard, plus application documentation preparation and submittal costs.

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Funding


Funds were made available annually, and the program operated until $800 million was allocated.

Districts provided project lists with detailed cost estimates and backup documentation to obtain funding upfront.

Once approved, Districts had 12-18 months to complete all projects.

Per ERP regulations, all project savings, as well as interest, are to be: Applied to eligible costs for the project, as approved by

the SAB; or Returned to the State at the same time the LEA submitted

the expenditure report to the OPSC.

WCCUSD ERP Projects


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Schreder & Associates worked with SGI to identify eligible projects at 19 District sites. The District received $11,699,520 in ERP funding at

12 sites. The District has ERP applications at 2 sites that are

approved but on the unfunded list ($2,081,692). The District has 5 ERP applications, submitted in

October 2008, that are pending processing ($5,357,108).

For all applications that received funding, expenditure reports have been submitted and all project savings (with interest) have been returned to the State.

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WCCUSD ERP Projects


Status Site Application NumberFunding

Type

OPSC Received

DateSAB Date State Grant

Funded De Anza Senior High 61/61796-00-0111 Grant 09/12/2007 01/30/2008 $132,987

Funded Transition Learning Center 61/61796-00-0113 Grant 09/27/2007 05/28/2008 $835,105

Funded Fairmont Elementary 61/61796-00-0114 Grant 09/27/2007 05/28/2008 $68,756

Funded Coronado Elementary 61/61796-00-0115 Grant 09/27/2007 05/28/2008 $1,168,485

Funded Castro Elementary 61/61796-00-0116 Grant 09/27/2007 05/28/2008 $62,202

Funded Coronado Elementary 61/61796-00-0155 Grant 09/27/2007 05/28/2008 $424,719

Funded Pinole Valley High 61/61796-00-0112 Grant 09/27/2007 06/25/2008 $1,020,128

Funded Crespi Junior High 61/61796-00-0150 Grant 01/29/2008 04/22/2009 $2,405,897

Funded Adams Middle 61/61796-00-0151 Grant 01/29/2008 05/27/2009 $1,232,212

Funded Stege Elementary 61/61796-00-0152 Grant 02/15/2008 08/26/2009 $114,886

Funded Grant Elementary 61/61796-00-0153 Grant 02/15/2008 08/26/2009 $424,972

Funded Richmond High 61/61796-00-0154 Grant 02/15/2008 08/26/2009 $3,809,171

Unfunded List Lake Elementary 61/61796-00-0157 Grant 6/12/2008 2/23/2011 $364,133

Unfunded List Kennedy High 61/61796-00-0158 Grant 6/12/2008 4/27/2011 $1,717,559

Pending - On Workload Nystrom Elementary 61/61796-00-0159 Grant 10/15/2008 Pending $1,407,875

Pending - On Workload Chavez (Cesar E.) Elementary 61/61796-00-0160 Grant 10/15/2008 Pending $62,735

Pending - On Workload Portola Junior High 61/61796-00-0161 Grant 10/15/2008 Pending $858,514

Pending - On Workload Lovonya DeJean Middle 61/61796-00-0162 Grant 10/15/2008 Pending $49,969

Pending - On Workload El Sobrante Elementary 61/61796-00-0163 Grant 10/15/2008 Pending $2,978,015

Total $19,138,320

ERP Audit Process: Required Documentation

June 12, 2012

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Division of the State Architect (DSA) Approved Plans and Specifications, if required, and any change orders.

For Replacement Projects (pursuant to Regulation Section 1859.323.1), LEAs must retain a cost comparison on file which must include all of the following: Estimate to Repair the system/component . Estimate to Replace the system/component with a Like Kind Material/System. For alternative building material/system replacement projects, the LEA must additionally retain

an Estimate to Replace the system/component with an alternative building material/system. All estimates must be as detailed as possible and no lump sum estimates will be accepted.

Furthermore, the estimates must have been prepared by qualified individuals or firms but are not required to be prepared by the same person(s).

Construction Contract(s) and supporting documentation [pursuant to Public Contract Code (PCC) Section 20111(b)] (if applicable).

Schedule of Values (if applicable). Cost comparison pursuant to Regulations Section 1859.323.1 (if applicable). Purchase Order(s) and/or Purchase Agreement(s) (if applicable). Architect Agreement(s) and Schedule of Fees (if applicable). Qualification Appraisal documents (pursuant to Government Code 4526). Copy of Vendor Invoices (if applicable). Copy of Warrant(s) or Payment Voucher(s) (if applicable). For Force Account Labor Projects [pursuant to PCC Section 20114(a)], the OPSC Force

Account Labor Worksheet or other documentation that contains the following information: Employee name(s). Number of hours each.

ERP Audit Process


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District staff, SGI, and Schreder met in 2011 to develop a system for responding to ERP audits.

Schreder is currently in the process of collecting all required audit documentation from various sources (District, SGI, architects).

Schreder is preparing a digital and hard copy inventory of all ERP audit documentation for all ERP projects, by site.

Once completed, Schreder will provide both digital and hard copies to the District.

Questions?

Thank You.


Facilities Subcommittee Meeting

Documents

Transcript of Facilities Subcommittee Meeting