A How To On State Capital Outlay. Eric Mittlestead Harold Flood Lan Yuan Eric Thorson

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1 A How To On State Capital Outlay Eric Mittlestead Harold Flood Lan Yuan Eric Thorson 2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar) J F MAMJ J AS ONDJ F MA MJ J AS ONDJ F MAMJ J AS ONDJ F MA MJ J A S ONDJ F MA MJ J AS ONDJ F MAMJ J A S PNDJ F MAMJ 2017/18 (budget) 2018/19 (budget) 2019/20 (budget) 2020/21 (budget) 2021/22 (budget) 2022/23 (budget) PW funded CE funded Call Letter Proposed budget P Approve W C E Closeout Five-Year Plan/FPP Budget PWB/Approve P releasew Bid Award You are here 1

2 Capital Outlay Funds Process Quarterly Reports Project Closeout 2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar) J F MA MJ J A S ONDJ F MA MJ J A S ONDJ F MA MJ J A S ONDJ F MAMJ J AS ONDJ F MA MJ J AS ONDJ F MAMJ J AS PNDJ F MAMJ 2017/18 (budget) 2018/19 (budget) 2019/20 (budget) (budget) 2021/22 (budget) 2022/23 (budget) PW funded CE funded Call Letter Proposed budget P Approve W C E Closeout Five-Year Plan/FPP Budget PWB/Approve P releasew Bid Award You are here 2

3 Chancellor s Office submits DF14D to Department of Finance requesting encumbrance/release of preliminary plan funds Department of Finance reviews request for consistency with project budget and appropriation availability Once approved the preliminary plans may be started Schematic designs: Site plan Floor plans Building elevations Building sections Any 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 project Construction cost estimate - a systems level estimate as it relates to the budget for the project Code analysis - a brief description of the major code elements Outline specification - a brief description of the major systems the architect had in mind 3

4 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 Letter Name of District and College Project Title Request for Preliminary Plan Approval Request to release Working Drawing funds Certification that project is within scope and budget Preliminary Plans and Specifications plus 2 sets of 11 x17 site plans, floor plans and elevations for Finance Detailed Cost Estimate JCAF 31 and 32, Cost Estimate Summary and anticipated project timeline CEQA document and IOU checklist letter 4

5 2017 (calendar) 2018 (calendar) 2018 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar) J F MAMJ J AS ONDJ F MAMJ J A S ONDJ F MAMJ J AS ONDJ F MA MJ J A S ONDJ F MA MJ J AS ONDJ F MA MJ J AS P NDJ F MAMJ 2017/18 (budget) 2018/19 (budget) 2019/20 (budget) 2020/21 (budget) 2021/22 (budget) 2022/23 (budget) PW funded CE funded Call Letter Proposed budget P Approve W C E Closeout Five-Year Plan/FPP Budget PWB/Approve P releasew Bid Award You are here Item* P Package Submit to Chancellor s Office 7 weeks prior to PWB meeting Submit to Pubic Works Board May 4 June 1 July 6 Aug 3 Sep 7 Oct 8 Nov 2 Public Works Board Meeting** June 9 July 14 Aug 11 Sept 8 Oct 13 Nov 13 Dec 8 Example October 18 November 2 December 8 * Dates do not apply to 20-Day Letters ** Second half of 2017 PWB calendar 5

6 DOF/PWB reviews preliminary plans for scope and cost DOF 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, mechanical Design of all significant details or elements Value engineering with life-cycle costing Updated scope, cost estimate, code analysis Plans and Specifications: Site plan/landscape plan/floors plans/elevations/sections Interior details Details/structural/mechanical/electrical drawings Specifications tiesplanningmanual.aspx 6

7 A district is Out of Process when: It violates one or more reporting requirements It 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/COBCP Becomes part of a binding agreement between the State and the district to proceed with a project per the agreed upon scope Scope changes Reconfiguration of room spaces Reassignment of room functions between space types Changes in program purposes Changes in building design or location 7

8 Scope changes require the following approvals: Chancellor s Office Department of Finance Legislature Public Works Board Collaborative Process Work with DSA through design process Use the DSA Cloud DSA Inspection Card is used at all project milestones Select design teams with DSA experience Seismic retrofits/complicated projects contact DSA early Problems or delays call your Specialist 8

9 District Request Letter Name of District and College Project Title Request for Working Drawing Approval Request Approval to Proceed to Bid Certification 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 Finance Detailed Cost Estimate JCAF 31 and 32, Cost Estimate Summary and anticipated project timeline Bid format information with any add/deduct alternatives Board Energy Policy letter 2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar) J F MAMJ J AS ONDJ F MA MJ J AS ONDJ F MAMJ J AS ONDJ F MA MJ J A S ONDJ F MA MJ J AS ONDJ F MAMJ J A S PNDJ F MAMJ 2017/18 (budget) 2018/19 (budget) 2019/20 (budget) 2020/21 (budget) 2021/22 (budget) 2022/23 (budget) PW funded CE funded Call Letter Proposed budget P Approve W C E Closeout Five-Year Plan/FPP Budget PWB/Approve P releasew Bid Award You are here 9

10 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 bid DO NOT begin bid process prior to DOF approval (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar) J F MAMJ J AS ONDJ F MA MJ J A S ONDJ F MAMJ J AS ONDJ F MA MJ J A S ONDJ F MA MJ J AS ONDJ F MA MJ J A S P NDJ F MAMJ 2017/18 (budget) 2018/19 (budget) 2019/20 (budget) 2020/21 (budget) 2021/22 (budget) 2022/23 (budget) PW funded CE funded Call Letter Proposed budget P Approve W C E Closeout Five-Year Plan/FPP Budget PWB/Approve P releasew Bid Award You are here 10

11 District Request Letter Name of District and College Project Title Request Approve Bid Award Certification that project is within scope and budget List of bidders Low bid with subcontractor list Updated JCAF 32 (if necessary) District Board Item stipulating that award is subject to State approval tiesplanningmanual.aspx 2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar) JFMAMJJ ASONDJFMAMJJ ASONDJFMAMJJASONDJFMAMJJ ASONDJFMA MJJ ASONDJFMAMJ JASPNDJFMAMJ 2017/18 (budget) 2018/19 (budget) 2019/20 (budget) 2020/21 (budget) 2021/22 (budget) 2022/23 (budget) PW funded CE funded Call Letter Proposed budget P Approve W C E Closeout Five-Year Plan/FPP Budget PWB/Approve P releasew Bid Award You are here 11

12 District Request Letter Name of District and College Project Title Request of E funds Certification that project is within scope and budget Copy of Inspector of Record report stating construction is at least 50% complete Revised equipment list tiesplanningmanual.aspx Chancellor s Office reviews request to determine that requested equipment is eligible for funding DOF must approve release of E funds before the end of the 3 rd 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 12

13 itiesplanningmanual.aspx Quarterly Report State Administrative Manual (SAM) Section 6864 Proposition 1D (2006) increased project transparency Governor s Bond Accountability Website FUSION Project Module Due the 15 th of each month following the close of a quarter Delayed reporting could affect reimbursement of claims 13

14 Local data needed Expenditures (Locally Funded) # of Change Requests Change Order Total Beneficial Occupancy Date Close 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. 14

15 Contact: Sandy Melching erencematerials.aspx erencematerials/facilitiesplanningmanual.aspx esplanningmanual.aspx 15

16 2017 (calendar) 2018 (calendar) 2019 (calendar) 2020 (calendar) 2021 (calendar) 2022 (calendar) J F MAMJ J AS ONDJ F MAMJ J A S ONDJ F MAMJ J AS ONDJ F MA MJ J A S ONDJ F MA MJ J AS ONDJ F MA MJ J AS P NDJ F MAMJ 2017/18 (budget) 2018/19 (budget) 2019/20 (budget) 2020/21 (budget) 2021/22 (budget) 2022/23 (budget) PW funded CE funded Call Letter Proposed budget P Approve W C E Closeout Five-Year Plan/FPP Budget PWB/Approve P releasew Bid Award You are here Update Space Inventory (S.I.) Create a Change Request for Online Update the JCAF 31 for final space Side-by-Side space comparison Notice of Completion (NOC) If multi-prime, attach NOC for each contractor FPU approval of this Change Request Removes project space from the 5-Year Plan Prevents double counting of space 16

17 Change Request to FPU Side-by-Side Space Comparisons Room Type/TOP Total Working Drawings 4,810 4,164 1, ,769 CFIS: 40.xx.xxx Date: 3/8/18 Space Inventory 4,727 4,067 1,769 1,001 11,564 Difference % Change -1.73% -2.33% -2.75% 2.56% -1.74% 17

18 Create a Change Request for Completed Update JCAF 32 District Letter Final Quarterly Report Space Inventory Report #17 Final Equipment List DSA Certification/Close of File Letter & DSA 6 Forms FPU approval of this Change Request Removes 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 18

19 Project Completed Change Request to FPU Space Inventory Report 17 page(s) for the project building(s) from the district s latest certified Space Inventory Revised JCAF 32 showing final project costs Final Quarterly Report Final list of equipment purchased 19

20 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 closeout Electronic storage option is available Follow IRS requirements 20

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