Minor_Capital_Works_Fund_Program_Guidelines Documents... · Web viewThe $20 million Minor Capital...
24
MINOR CAPITAL WORKS FUND 2020 PROGRAM GUIDELINES Minor Capital Works Fund – 2020 Program Guidelines – Page 1
Transcript of Minor_Capital_Works_Fund_Program_Guidelines Documents... · Web viewThe $20 million Minor Capital...
MINOR CAPITAL WORKS FUND2020 PROGRAMGUIDELINES
Minor Capital Works Fund – 2020 Program Guidelines – Page 1
Published by theVictorian School Building AuthorityDepartment of Education and TrainingMelbourneJune 2020
© June 2020 State of Victoria (Department of Education and Training)
The copyright in this document is owned by the State of Victoria (Department of Education and Training), or in the case of some materials, by third parties (third party materials). No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968, the National Education Access Licence for Early childhoods (NEALS) (see below) or with permission.
An educational institution situated in Australia which is not conducted for profit, or a body responsible for administering such an institution may copy and communicate the materials, other than third party materials, for the educational purposes of the institution.
Authorised by the Department of Education and Training2 Treasury Place, East Melbourne, Victoria, 3002.This document is also available on the internet at:https://www.schoolbuildings.vic.gov.au/Pages/Minor-Capital-Works-Fund.aspx
Minor Capital Works Fund – 2020 Program Guidelines – Page 2
CONTENTS
1. MINISTER’S FOREWORD.........................................................................................42. INTRODUCTION......................................................................................................53. FUNDING................................................................................................................64. ELIGIBILITY.............................................................................................................75. PROJECT EXAMPLES................................................................................................86. APPLICATIONS........................................................................................................97. ASSESSMENT..........................................................................................................98. REQUIRED INFORMATION.....................................................................................109. SHORTLISTED APPLICATIONS...............................................................................1110. DELIVERY..............................................................................................................1211. PRIVACY...............................................................................................................1312. EVENTS................................................................................................................1313. DECLARATION......................................................................................................1314. RESOURCES..........................................................................................................1415. CONTACTS............................................................................................................14
Minor Capital Works Fund – 2020 Program Guidelines – Page 3
1. MINISTER’S FOREWORDDear colleagues,
The Victorian Government is fixing old buildings, delivering extra classrooms and building 10 new schools in a statewide construction blitz that is creating thousands of jobs and kickstarting Victoria’s economy.
In May 2020, the Premier and I announced more than $1.18 billion in education infrastructure projects – part of the $2.7 billion Building Works package that is building the projects that matter to Victoria and creating the jobs that matter to Victorians.
This investment adds to the $515 million Maintenance Blitz to ensure all existing buildings are safe, modern and properly maintained - the single largest boost to school maintenance ever undertaken.
The school infrastructure boom is part of our commitment to making Victoria the Education State, with $7.2 billion invested so far.
Our asset management reform agenda ensures our hard-working students have the school facilities they need to grow and thrive. When schools have the best infrastructure, students have the great classrooms and world-class facilities they need to get the most out of their education.
As part of this fantastic initiative, I am delighted to launch the $20 million Minor Capital Works Fund to bring forward small priority projects identified by government schools. The Victorian economy will benefit from these small projects across regions, creating local jobs to aid our recovery from the coronavirus.
I encourage all government schools to apply and look forward to seeing details of your project proposals.
Yours Sincerely,
JAMES MERLINO MP
Minor Capital Works Fund – 2020 Program Guidelines – Page 4
Deputy PremierMinister for Education
Minor Capital Works Fund – 2020 Program Guidelines – Page 5
2. INTRODUCTIONThe $20 million Minor Capital Works Fund is part of the Victorian Government’s $2.7 billion Building Works package and is aimed at bringing forward small capital projects identified as a priority by Victorian Government Schools and the Department of Education and Training.
PROGRAM PRINCIPLESFunding is intended to:
improve the learning environment, condition or character of the school support Victorian construction jobs as well as suppliers and other industry sectors indirectly
benefitting from projects.
Funding is not intended to:
replace routine and preventative maintenance (schools are expected to undertake this with Student Resource Package (SRP) funding)
replace scheduled maintence or significant capital works projects that require funding from the state budget process.
be used for emergency maintenance or issues relating to health and safety.
PROGRAM TIMELINESThe program opens on 9 June 2020 with all funded projects to be completed by 1 October 2021.
Minor Capital Works Fund – 2020 Program Guidelines – Page 6
DELIVERY OF WORKSAll projects completed by 1 October 2021
STREAM 1 – SMALL PROJECTS APPLICATIONS CLOSEMidnight Friday 17 July 2020
APPROVAL AND ANNOUNCEMENTSSeptember/October 2020
STREAM 2 – LARGER PROJECTS APPLICATIONS CLOSEMidnight Friday 14 August 2020ASSESSMENT, COSTING AND SHORTLISTINGAugust/September 2020
APPLICATIONS OPEN9 June 2020
PROGRAM ANNOUNCED18 May 2020
3. FUNDINGFUNDING STREAMS There are two streams of funding available through this program in 2020. Schools can only apply for, and receive funding, under one stream.Only one project per school can be funded.
STREAM 1 – SMALL PROJECTS STREAM 2 – LARGER PROJECTS
A maximum funding amount of $50,000 (incl. GST)Brings forward small minor works projects, ready to start.Brings forward projects which schools could not otherwise fund in 2020.School-led delivery.A clear project description provided.Schools obtain itemised costings and one quote from a qualified building professional.Schools can co-contribute any amount up to the maximum total project value of under $50,000 (incl. GST).Example projects include flagpoles, bike sheds, football goals and fences.
A maximum funding amount of $500,000 (incl. GST)Brings forward larger minor works projects, which are not yet fully costed, which schools could not otherwise fund in 2020.School or VSBA-led delivery.A clear project description with specifications and designs/plans provided.No quotes required – the VSBA will cost shortlisted projects.Schools can co-contribute. Any co-contributions must be approved by VSBA.Example projects include upgrades to classrooms (carpets/painting), landscaping, roofing works and oval upgrades.
https://vsba.smartygrants.com.au/Closes 17 July 2020
https://vsba.smartygrants.com.au/Closes 14 August 2020
DETERMINING PROJECT COSTSIf you are not sure if your project is likely to cost below $50,000 (incl. GST) or which stream to apply for:
review the frequently asked questions, or email [email protected] for help or speak to your nearest DET Regional Office, listed under the contacts section of these guidelines, for support and assistance; and
apply for Stream 2 – Larger funding if there is any doubt about whether your project is expected to cost more than $50,000 (incl. GST).
CONFIRMING PROJECT COSTSProject costs will be considered as part of assessment process.As part of the assessment process, schools may be contacted by the Victorian School Building Authority (VSBA) to allow a registered Quantity Surveyor to enter your school site and cost your project proposal.Attendance of a quantity surveyor is not a guarantee that a project will be funded.
Minor Capital Works Fund – 2020 Program Guidelines – Page 7
4. ELIGIBILITYELIGIBLE ORGANISATIONSThe Minor Capital Works Fund is open to all Victorian Government Schools.Funding for non-government school infrastructure projects is provided through the Non-Government Schools Capital Fund.
ELIGIBLE PROJECTSProjects are eligible if:
compliant with the Building Quality Standards Handbook relating to government school and/or recreational facilities for school use (that are consistent
with the Education and Training Reform Act 2006) ready to start and able to be completed on or before 1 October 2021 for a single project as only one project per school can be funded.
It is also recommended that you discuss your application prior to submitting with your regional office.
INELIGIBLE PROJECTSProjects are ineligible if:
co-contributions haven’t been approved by the VSBA (see School Building - Minor Capital Works Policy for further information)
more than one application per school is lodged or the application bundles projects it includes significant capital works subject to the State Budget process any works on land not administered by the Minister for Education (e.g. Council/Private land). further approvals (other than a building permit) are required (e.g. Heritage Victoria permits,
Flora and Fauna Guarantee Act, Cultural Heritage) creating space in addition to School Area Facilities Schedules (see School Facilities Schedules
Policy for further information) Emergency maintenance matters posing immediate and serious health and safety risks(as
these should be addressed through the Emergency Maintenance Program) for modifications to make a facility compliant to the relevant disability legislation and
standards which can be made through the Accessible Buildings Program Funding is intended to be used for a cost overrun on an existing project.
ELIGIBILITY CRITERIAYour application must be able to demonstrate that:
the applicant organisation is a government school registered with the Victorian Registration and Qualifications Authority
proposed works are eligible and consistent with the “Project Examples” section of these Guidelines
proposed works are not ineligible and do not relate to projects or works in the “What will not be funded” header of these Guidelines.
If your application is unable to demonstrate compliance against ALL eligibility criteria it may be ruled ineligible. All applicants will be contacted on the outcome of their applications. Successful projects will be published on the Victorian School Building Authority website.Submission of an application does not necessarily mean your school will receive funding.
Minor Capital Works Fund – 2020 Program Guidelines – Page 8
5. PROJECT EXAMPLESWHAT CAN BE FUNDED?These are examples of eligible projects under the Minor Capital Works Fund.
For schools that have had a Rolling Facilities Evaluation Program, issues identified by the evaluation and found in the Priority 3 to 5 categories (could include works such as replacing fencing, asphalting, gutters and drains replacement).
Relocatable building upgrades/replacements.
classroom upgrades. Roofing leaks. Toilet upgrades. General landscaping. Playgrounds.
Football/soccer goals. Bike sheds. Flagpoles consistent with the
Departments Flags Policy . Oval upgrades – resurfacing and
drainage. Fences – new or repaired
Please read the Department’s Fences Policy before applying. For fences which borders a neighbour’s property, applicants will be expected to show that they have consulted with neighbours.
WHAT WILL NOT BE FUNDED?The Minor Capital Works Fund will NOT support the following works and projects.
Applications bundling more than one project into a single application.
More than one project per school. Space in excess of School Area
Facilities Schedules. Projects requiring further approvals
other than a building permit (e.g. Heritage Victoria permits, Flora and Fauna Guarantee Act, Cultural Heritage).
Demolitions and new buildings as considered significant capital works.
Information technology costs. Staffing costs. Loose furniture and equipment. Reimbursement for works already
started or completed. Routine maintenance for buildings,
grounds, for annual contracts and Essential Safety Measures.
Emergency works such as damage due to vandalism or a severe weather event.
Accessible Buildings Program eligible modifications including:
ramps and handrails (including temporary ramps)
toilet and shower modifications
modifications for vision or hearing impairments
change tables and hoists; and limited external works to
improve access for the applicant.
Does not duplicate other funding programs.
Minor Capital Works Fund – 2020 Program Guidelines – Page 9
6. APPLICATIONSLODGING APPLICATIONSApplications:
are made online through the SmartyGrants system at www.vsba.smartygrants.com.au can be changed any time until you submit your application must have all sections of the application form completed for applications to be considered.
To ensure that you supply all relevant information, see the Required Information section of these Guidelines before submitting your application.It is also recommended that you discuss your application prior to submitting with your regional office.Applications close at midnight on 17 July 2020 for Stream 1 - Small projects and 14 August 2020 for Stream 2 – Larger projects. Late applications will not be considered.
7. ASSESSMENTASSESSMENT CRITERIAApplications will be assessed against the following assessment criteria.ASSESSMENT CRITERIA
1. Scope of works is clearly defined 2. Project improves the learning environment, condition or character of
the school
3. Project is ready to commence
4. Project can’t be funded through existing school funds 5. School has been undertaking its regular school maintenance
ASSESSMENT PROCESSThe Victorian School Building Authority will:
assess all applications for eligibility as per the Eligibility Criteria assess all eligible applications for merit against the Assessment Criteria refer highly rated applications to other teams and business units for further review to:
assess potential risks and issues with proposed works. review the proposed works to ensure compliance with relevant legislation and
standards; and review the proposed works for alignment with the Program intent.
As part of the assessment process, other areas of the Department will be consulted to further inform the suitability of projects against the criteria.
Suitable projects that are highly ranked, may proceed to be shortlisted. This is not a guarantee that funding will be provided.
Minor Capital Works Fund – 2020 Program Guidelines – Page 10
8. REQUIRED INFORMATION You MUST supply the following to address the assessment criteria as part of the application process and to complete all sections in the application form. Schools can use this page as a checklist.
ASSESSMENT CRITERIA STREAM 1 – SMALL STREAM 2 - LARGER
CRITERIA 1:SCOPE OF WORKS IS CLEARLY DEFINED
No more than 200 words providing a description of your proposed project.
A site (SAMS) plan marked up showing where on your school site the project will take place and how the project will change the site (if applicable, e.g. an arrow pointing to where you will put the bike shed).You can find the SAMS plan for your school at: www.eduweb.vic.gov.au/SchoolFacilitiesProfile/SFPW3 plan.
Photographs or video of the proposed project location(e.g. a photograph or video of the current toilet block).
CRITERIA 2:PROJECT IMPROVES THE LEARNING ENVIRONMENT, CONDITION OR CHARACTER OF THE SCHOOL
No more than 200 words describing how this investment would improve the school for students and staff.
No more than 300 words describing how this investment would improve the school for students and staff.
CRITERIA 3: PROJECT IS READY TO COMMENCE
One quote from a qualified building professional (confirming Clear itemised costings) including Trading name, ABN and itemisation of costs to show all works are eligible.
Written confirmation of school contributions (if there are any).
Detailed project brief, including area dimensions (if not clear from SAMs plan).
Written confirmation of school contributions (if there are any).
* No quotes required – the VSBA will cost shortlisted projects.
CRITERIA 4:PROJECT CAN’T BE FUNDED THROUGH EXISTING SCHOOL FUNDS
No more than 200 words from the School Principal demonstrating that the project can’t be funded from existing school funds.
CRITERIA 5:SCHOOL HAS BEEN UNDERTAKING ITS REGULAR SCHOOL MAINTENANCE
Where schools have had a Rolling Facilities Evaluation in 2019 or earlier, an endorsed School Maintenance Plan is in place.
OR, if does not apply:
A no more than 200-word statement demonstrating how you maintain your school site.
Minor Capital Works Fund – 2020 Program Guidelines – Page 11
OPTIONALMAY BE PROVIDED TO FURTHER SUPPORT YOUR APPLICATION
Pictures/drawings of what is proposed (e.g. a sketch of where a new flagpole would be located on a SAMS plan) noting the VSBA is not grading artistic skills as this is for illustrative purposes only.
Photographs attached from the internet that help convey what you are trying to achieve (e.g. a photograph of works that have been completed at other schools). The VSBA website is a good place to start.
9. SHORTLISTED APPLICATIONSDuring the assessment process, the Victorian School Building Authority (VSBA) will create a short-list of highly ranked eligible projects. Highly ranked shortlisted applications may be contacted by the VSBA to allow a registered Quantity Surveyor to enter your school site and cost your project proposal. For some applications a hygienist will determine if whether any contaminates (such as asbestos) are present on the proposed project site. The attendance of a quantity surveyor or hygienist is not a guarantee that a project will be funded.
SCHOOL CONTRIBUTIONS FOR VSBA-LED PROJECTSWhere schools want to make a contribution to VSBA-led projects, written approval is required from the VSBA, consistent with the Department’s School Building - Minor Capital Works Policy:Schools are not to use equity funding nor retain SRP maintenance funding for the purposes of a school-funded capital project.Schools should be maintained to an appropriate condition before funding is used for new facilities.Schools must contribute 100% of its funding prior to the award of construction contract. To ensure that all project transactions are captured, the VSBA makes payments directly to consultants and contractors on a school’s behalf, subject to the school having, first, reimbursed the VSBA. For transparency, the contributions will be reported in the Victorian Government’s Budget Paper 4.
RECOMMENDED PROJECTSThe VSBA will provide a list of recommended projects to the Minister for Education for approval. The Minister makes the final determination with respect to funding.Projects will be recommended for funding primarily based on their rating against the Assessment Criteria, however, the VSBA will consider other factors including:
the distribution of approved projects across streams, local government areas and education regions
the availability of funding, noting that the number and value of eligible, highly rated projects may exceed the total available funding
whether schools have received major capital upgrades recently.The Minister reserves the right to allocate funding from this program to any government school to address the strategic priorities.All applicants will be contacted on the outcome of their applications. Successful projects are subject to a signed funding acceptance and will be published on the Victorian School Building Authority website.
Minor Capital Works Fund – 2020 Program Guidelines – Page 12
PROCUREMENT COMPLIANCEWhen conducting any construction or capital works procurement (including seeking quotes for lodgement with applications) schools must comply with Government probity and tendering policy, consistent with the Project Development and Construction Management Act 1994 (PDCMA).Project value determines the rules for a capital works project, including the number of quotes that must be obtained from the market. Schools should review the Department's Low Value Construction Policy . When providing quotes as part of the application process, schools will attest that there are no conflicts of interest held e.g. supplier is not a member of your family.
Minor Capital Works Fund – 2020 Program Guidelines – Page 13
10. DELIVERYDELIVERY OF APPROVED PROJECTSThe Victorian School Building Authority (VSBA) is committed to supporting schools in the delivery of all capital projects. Projects will be generally be delivered as follows, based on total project cost, with some exceptions.
Stream 1 – Small projects total project cost $50,000 and below: School-led. Stream 2 – Larger projects up to $200,000: School-led or VSBA-led (determined by
VSBA once funding is approved). Stream 2 – Larger projects $200,001 and above: VSBA-led.
The Department reserves the right to deliver any funded project.Where unforeseen circumstances or latent conditions arise causing the project to incur additional costs beyond the available budget, unfortunately no additional funding is available. In these circumstances, the VSBA will work with schools to ensure the best outcome is achieved from the announced funding.
VSBA-LED PROJECTSFor all VSBA-led projects, a dedicated Project Officer will be assigned as your point of contact working with your school throughout the delivery process.The announced funding covers all costs associated with the building project, including all project management and professional fees with VSBA responsible for making all required payments to consultants and builders.
SCHOOL-LED PROJECTSSchools deliver the projects independently and comply with all policies and regulations.Schools should refer to the Department’s School Building - Minor Capital Works Policy found on the School Infrastructure Policy Portal for more information. For small projects, as you have already supplied a quote as part of the application process, on approval of your application, works can then begin.For larger projects, approved at the discretion of the VSBA as a school-led, projects may also be delivered by your school independently. Where schools deliver projects, the school (and not the VSBA) bears the risk of any project cost overruns. For approved school-led projects, the funding will be transferred to your school in two milestone payments as below.
PAYMENT DOCUMENTATION REQUIRED
MILESTONE 1 80% of allocated funding upon approval of documentation
Submission of scope of works, quotations, approval of contributions and approved building/planning permits.
Signing of a funding acceptance.
MILESTONE 2 20% of allocated funding upon approval of documentation
Submission of the Project Acquittal. Photographic evidence of the
completed project/works. Confirmation the school SAMS plan
has been updated (where relevant).
Minor Capital Works Fund – 2020 Program Guidelines – Page 14
11. PRIVACYInformation you provide will be dealt with in accordance with the Public Records Act 1973 and the Privacy and Data Protection Act 2014.
12. EVENTSSuccessful schools may be contacted by the VSBA communications team to arrange an event to celebrate receiving funding, or as part of a project milestone (such as the project reaching completion).
13. DECLARATIONAt the bottom of the online application form in SmartyGrants, by submitting your application, you’ll agree to the following terms and conditions.
The school accepts the terms and conditions described in the Program Guidelines. I confirm that: I am either the Principal of the school where the proposed project would take place, or I have
received the authority of the Principal to submit this application on their behalf. the School Council (and School Council President) is aware of and supportive of this
application. that this project would be undertaken on land owned by the Department of Education
Training (DET, Victorian Government).I state: that the information in this application and attachments is to the best of my knowledge true
and correct. I will notify the VSBA of any changes to this information and any circumstances that may
affect this application, including any changes to the project name, scope of works and contact details for the project.
I warrant that: I have obtained or will obtain (where necessary) all permits (including building permits),
approvals and authorities necessary and required by law to undertake the works proposed.I consent to the VSBA: referring this application to other areas within the DET for advice on alignment with program
principles, compliance with regulatory requirements, and potential risks and issues. referring this application to external experts or other government departments for
assessment, reporting, advice, comment or for discussions regarding alternative or collaborative grant funding opportunities.
I understand: that personal information collected through this application will be managed in accordance
with DET privacy policies. the VSBA is subject to the Freedom of Information Act 1982 and that if a Freedom of
Information request is made, the VSBA will consult with the applicant before any decision is made to release the application or supporting documentation.
this is an application only and may not necessarily result in funding approval. submitting this application, I am agreeing to all terms and conditions set out in the
Guidelines and in particular:o hold milestone events on request from the Department of Education and Trainingo that no additional state funding will be allocated to the proposed project and if
additional costs rise, they must be met by the applicant.o that my school has not entered into and will not enter into a construction contract for
any works proposed in this application prior to being informed of the application outcome.
o the project will be completed by 1 October 2021.
I understand and agree with the Terms and Conditions as outlined above.
Minor Capital Works Fund – 2020 Program Guidelines – Page 15
Minor Capital Works Fund – 2020 Program Guidelines – Page 16
14. RESOURCESThe following links are provided to assist with applications Victorian School Building Authority websiteSchool Building - Minor Capital Works PolicySchool-funded capital projects policy Low-value Construction Works PolicyDelivery of Capital Projects PolicyConstruction Supplier Register Fact Sheet School financial guidelines Relocatable Building Program policy
Accessible Buildings Program GuidelinesEverything you need to know about a school building project : school leaders guide Infrastructure funding support and services information for schools Project Planning support and services information for schoolsBuilding Design support and services information for schoolsAsset drawing policy
15. CONTACTSIf you are in any doubt about the program, eligible projects or streams you should be applying for, please don’t hesitate seek support. Schools can contact the VSBA School Grants Unit for further information.Program Enquiries
Victorian School Building AuthoritySchool Grants Unit [email protected]
General EnquiriesVictorian School Building [email protected] 1800 896 950
Application Enquiries (SmartyGrants)SmartyGrants Service [email protected] 9320 6888
Provision and planning supportIn preparing your application, particularly for larger projects, Schools are encouraged to contact their nearest Regional Officer to discuss the proposal before lodging applications.
Region Provision and Planning Manager
Email Phone
North Eastern Victoria
Damien Hanwright
7022 1172
North Western Victoria
Jeanette Stubbs [email protected] 8468 9224
South Eastern Victoria
Darren Clarke [email protected] 8904 2559.
South Western Victoria
Lynne Sutton [email protected] 7005 1844
Minor Capital Works Fund – 2020 Program Guidelines – Page 17
