Skill Center Manual Final 10-14-19

Skill Centers Capital Manual Guidelines for School Districts Planning for the 2021-23 State Capital Budget ` Office of Superintendent of Public Instruction School Facilities and Organization - Revised October 2019 Chris Reykdal Superintendent of Public Instruction T.J Kelly Chief Financial Officer, Financial Resources Randy Newman Director, School Facilites and Organization Scott Black Program Development Manager, School Facilities and Organization Tyler Muench Policy & Outreach Coordinator, School Facilities and Organization Skill Centers Capital Manual Guidelines for School Districts Planning for the 2021–23 State Budget Originally prepared September 2013 by Robert Dengel, Program Development Manager Revised October 2019 by Tyler Muench, Policy & Outreach Coordinator Office of Superintendent of Public Instruction School Facilities and Organization OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation including gender expression or identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability The following employee has been designated to handle questions and complaints of alleged discrimination: (360) 725-6162 Title IX/Section 504 Coordinator: Equity and Civil Rights Director P.O Box 47200 Olympia, WA 98504-7200 Table of Contents Introduction Chapter 1: New Core, Branch, or Satellite Campuses 12 Chapter 2: Ten-Year Capital Plan and Long Range Plan 13 Chapter 3: Minor Works 17 Chapter 4: Major Works Phases and Deliverables 21 Chapter 5: Major Works Various Project Requirements 26 Chapter 6: Major Works: Preservation Projects 31 Chapter 7: Major Works and New Satellites Prioritization 32 Chapter 8: Major Works Final Budget Project Submittal 48 Chapter 9: Major Works Modified D-Form Process 52 Chapter 10: Major Works Allotment and Reimbursement Documents 54 OSPI School Facilities & Organization Contact Information 56 Appendices Appendix A: New Skill Center Campus Form 57 Appendix B: Ten-Year Capital Plan Example 63 Appendix C: Long Range Plan Example 65 Appendix D: Final Minor Works Rank Summary Form Example 74 Appendix E: Minor Works Reimbursement Request Schedule 76 Appendix F: Major Works Reimbursement Request Schedule 79 Appendix G: Modified D-Form Process 81 Appendix H: Major Project Status Report 85 Appendix I: Special Capital Grant Claim Form 1288SK 88 Appendix J: Expected Use of Bond/COP Proceeds Form 90 Appendix K: Rubric for Priority Criteria 4: Significant Health, Safety, and Energy Issues 93 Appendix L: Rubric for Priority Criteria 10: Flexible Space 94 Appendix M: Capital Budget Request Form Example 96 Appendix N: Administrative Council Resolution 102 Appendix O: C-100 Budget Form 104 Appendix P: DAHP Letter Example 107 Appendix Q: 2017-27 OFM Capital Plan Instructions: Financing Guidelines 109 Introduction Overview This document was developed by the Office of Superintendent of Public Instruction (OSPI), School Facilities and Organization (SF&O) section It is intended to provide guidance for planning, designing, and constructing skill center capital projects Undertaking capital projects is a joint exercise between skill center directors (who understand program needs) and host school district facilities, business, and/or operations staff (who have capital project experience) that will be managing the projects A substantial portion of this guidance document addresses capital budget requests and reimbursements OSPI prepares a budget package for skill center capital projects and submits the information to the Governor’s Office of Financial Management (OFM) Authority is provided by WAC 392.600.040 This manual follows a coordinated approach between the skill center directors, host districts, SF&O, and the state’s biennial capital budget Grant funding appropriated by the Legislature to skill center projects is administered by SF&O via reimbursements of host district claims Alongside the Washington State budget process, OFM provides specific instructions to OSPI for submitting budget and allotment approval requests Policies and procedures explaining OFM’s processes can be found within Capital Budget Instructions and Allotment Instructions, both of which are updated every years This manual is subsequently updated every years as necessary Grants may also be provided from other existing funding programs, in which case, the rules of the program will help direct procedures Since OSPI’s capital budget process for skill centers continues to evolve, and OFM’s instructions are updated biennially, this manual will be revised as needed to conform to any new requirements The information will assist skill centers in developing long-range plans that serve as a foundation for capital budget requests Depending on the type of request, there will be different requirements that need to be met For instance, there is a prioritization process for minor works repair projects performed by a consultant who is hired by the skill center directors By contrast, there is different prioritization process for major works, which is completed by SF&O Satellite facility projects are handled as minor works, however the prioritization process is the same as major works For this reason, it is important to understand the different categorizations of skill centers contained at the end of this chapter in the Glossary of Skill Center Capital Terms on page This manual is organized into four parts: 1) planning, 2) minor works projects, 3) major works, and 4) major works preservation projects See Figure 0.1 • Introduction Figure 1.0 • Introduction Minor Works Submittal Timeline December 15, 2019 Skill center and its host district retain architect and/or project manager to develop potential project ideas and cost estimates February 15, 2020 Proposed projects are due to a consultant for evaluation and prioritization February 2020 Skill center directors identify primary schedule milestones, with assistance from a consultant May 31, 2020 Consultant’s prioritized list is due to directors and SF&O June 2020 OSPI/Skill Center Directors Project Prioritization August 2020 SF&O submits capital budget request to Superintendent September 2020 Superintendent submits capital budget proposal to OFM, who works with the Governor to produce a state capital budget proposal for the Legislature’s consideration January 2021 Legislature convenes Spring 2021 Legislature passes a capital budget, and the Governor signs it into law Following enactment of capital budget Any projects appropriated funds shall provide SF&O documentation necessary for allotment request approvals by OFM OFM approves allotment requests and SF&O will send out a grant letter with the approved fund amount OSPI encumbers this amount, ready for reimbursement claims • Introduction Major Works Submittal Timeline Present – December 2019 Skill center and its host district retain architect and/or project manager to develop potential project ideas and cost estimates December 15, 2019 Ten-Year Capital Plan and Long Range Plan outlining potential projects are due to SF&O May 1, 2020 Final budgeting documents are due to SF&O June 2020 OSPI/Skill Center Directors Project Prioritization August 2020 SF&O submits capital budget request to Superintendent September 2020 Superintendent submits capital budget proposal to OFM, who works with the Governor to produce a state capital budget proposal for the Legislature’s consideration January 2021 Legislature convenes Spring 2021 Legislature passes a capital budget, and the Governor signs it into law Following enactment of capital budget Any projects appropriated funds shall provide SF&O documentation necessary for allotment request approvals by OFM PRE-CONSTRUCTION PROJECTS: OFM approves allotment requests and SF&O issues a grant letter with the approved amount OSPI encumbers this amount, ready for reimbursement claims for predesign and/or schematic design Develop project scope for square footage, needed equipment, resources, and budget Begin preparing for Construction Stage request, which will be due next budget submittal cycle MAJOR CONSTRUCTION PROJECTS: OFM approves allotment requests and SF&O issues a grant letter with the approved amount OSPI encumbers this amount, ready for reimbursement claims for final design phases and bid phase Project starts modified D-form process beginning with D-5 and D-7 submittals • Introduction PRE-CONSTRUCTION AND MAJOR CONSTRUCTION STAGES: OFM approves allotment requests and SF&O issues a grant letter with the approved amount OSPI encumbers this amount, ready for reimbursement claims for all design, bid, and construction phases Project starts modified D-form process beginning with D-5 and D-7 submittals PRESERVATION PROJECTS: OFM approves allotment requests and SF&O issues a grant letter with the approved amount OSPI encumbers this amount and host districts can submit reimbursement claims Following bid opening Submit modified D-9 to SF&O Appropriate documents are submitted to OFM for allotment approval SF&O issues a grant letter to allow signing of construction contract with the approved amount for construction and related art allocation, if applicable Throughout construction phase For projects $5 million or more, submit project status reports every months until project closeout is complete Prior to FF&E purchasing Submit documents to SF&O for FF&E allotment approval OFM approves allotment requests and SF&O issues a grant letter with the approved amount OSPI encumbers this amount, ready for reimbursement claims for FF&E items At project closeout Submit modified D-11 to SF&O for authority to release retainage payment to contractor Following final reimbursement claim, submit final project status report • Introduction Glossary of Skill Center Capital Terms Types of Campuses: Core, Branch and Satellites There are three types of skill center campuses defined in WAC 392.600.010:  Core Campus “The facility housing a majority of the skill center students enrolled It is operated by the skill center The cooperative shall manage and maintain the core campus.” The school district that hosts the operations (the host district) also receives appropriated capital funding and is responsible for administering the project  Branch Campus “A common school or higher education facility which provides three or more programs at a location other than the skill center core campus.” In most cases, the core campus host district administers the project, but an inter-district cooperative agreement can allow the district in which the branch campus resides to administer the project  Satellite Program “A facility or site which provides less than three programs at a location other than the skill center core campus.” A satellite program may also be approved as a rural satellite; additional information can be found in RCW 28A.245.020 Major vs Minor Capital Projects, including Satellites OFM defines two primary types of capital projects: Major Projects have one or more of the following features:  Costs more than $5 million (regardless of fund sources)  Takes or biennia to design, construct, and occupy  Are privately owned buildings under development Minor Projects  One or more projects valued between $25,000 to one $1.0 million (Total cost cannot exceed $1.0 million.)  Projects that will be completed within the biennium  DOES NOT INCLUDE: • Introduction a Work on a phase of a larger project b Work that, if combined over a continuous period of time, will exceed $1 million c Studies (except for technical engineering reviews or designs that lead directly to and support a project on the same minor works list) d Supplement funding for projects with funding shortfalls e Planning activities f Moving expenses g Land or facility acquisition h Design outside the scope of work on a minor works list  i Moveable, temporary, and traditionally funded operating equipment that is not in compliance with the criteria listed in the Financing Guidelines Allowable and Non-Allowable uses of Long-Term Financing j Software not dedicated to control of a specialized system Satellite Projects Capital requests for new satellite campuses will only be requested through the minor works process consistent with WAC 392.600.040 However, they will be prioritized in the same manner as major projects OSPI will work with skill center staff to make the appropriate identification, for preservation projects between $1 million and $5 million Types of Major Works Projects  New A new project is the development of a new skill center core or branch campus  Modernization A modernization project includes the “making of major structural changes in such facilities and may include as incidental thereto the replacement of fixtures, fittings, furnishings, and service systems of a school facility in order to bring it up to a contemporary state consistent with the needs of changing educational programs and applicable codes.” See WAC 392.347.010 Generally, modernization of any individual building should have the estimated cost of major structural change not less than 40% of the estimate cost of replacement 10 • Introduction Based upon the long-range capital plan expectations, the current phase will be completed during the 20172019 biennium, preparing the scope and details to move into the construction phase WSTSC is ready to complete the entire project with adequate funding and with matching funds and are prepared to complete the entire project in the 2017-2019 biennium if available Once the 2017-2019 biennium is complete, the next phase is construction during the 2019-2021 biennium Current expectations of phase completion is: Project Timeline Start Completion Pre-Design July 2016 November 2016 Schematic Design November 2016 September 2017 Design Development July 2018 November 2018 Bidding Phase November 2018 February 2019 Construction February 2019 September 2019 Close Out September 2019 January 2020 WSTSC is not apply for alternate sources of state funding for this project Does the project include leveraging of local or other funds? The project’s local contribution includes salary percentages of the building administrator, district facilities director, and other district personnel We are working to add additional in-kind from local partners in preparation during the pre-construction phase 100 • Appendix M Appendix N Administrative Council Resolution 101 • Appendix N RESOLUTION FOR SKILL CENTER MAJORS APPLE VALLEY SCHOOL DISTRICT NO RESOLUTION A Resolution of the Board of Directors certifying those who may sign documents on the Board’s behalf for the Apple Valley Skill Center project WHEREAS, it is required that the host school district, Apple Valley School District No 1, provide the Superintendent of Public Instruction (OSPI) with certified signatures of personnel authorized by Board resolution for the 20xx-20xx Capital Grant for the construction of the Apple Valley Skill Center; and WHEREAS, OSPI requires the Board to certify that all funds will be utilized by Apple Valley School District for the purposes specified in the grant and in accordance with public works requirements; and WHEREAS, the Apple Valley Skill Center construction grant will be funded with bond proceeds, it is required that all expected and/or actual uses of proceeds for nongovernmental purposes will be identified in advance and/or reported with claim(s) for reimbursement to OSPI; THEREFORE, BE IT RESOLVED that the Apple Valley School District Board of Directors certify that any expected and/or actual uses of proceeds for nongovernmental purposes will be identified in advance and/or reported with claim(s) for reimbursement to OSPI Gran E Smith, Superintendent _ P.I Crust, Director Capital Projects and Planning _ Dated this 1st day of April, 20xx, at a regular meeting of the Board of Directors, Apple Valley School District No APPLE VALLEY SCHOOL DISTRICT NO Board of Directors _ _ _ _ _ Attest: _ Secretary to the Board 102 • Appendix N Appendix O C-100 Budget Form 103 • Appendix O 104 • Appendix O 105 • Appendix O Appendix P DAHP Letter Example 106 • Appendix P 107 • Appendix P Appendix Q 2017-27 OFM Capital Plan Instructions: Financing Guidelines What appropriated funds can be used for, and what is not allowed 108 • Appendix Q 109 • Appendix Q 110 • Appendix Q 111 • Appendix Q 112 • Appendix Q 113 • Appendix Q 114 • Appendix Q ... projects for their own individual skill center in odd-numbered years to be considered for funding A consultant hired by the skill center directors group tours each skill center campus making a request,... in the skill center cooperative Using a 3-year average of skill center enrollment information (October headcounts), OSPI will determine the percentage of students attending the skill center from... the skills center? ??s advisory council or the Washington State Employment Security Department as those providing for local area demand occupations in a skill center service area or the skill center