CAPITAL OUTLAY PROJECT REQUESTS FY 2018 - 2019 M ID F EBRUARY 2018: - - PowerPoint PPT Presentation

CAPITAL OUTLAY PROJECT REQUESTS

FY 2018 - 2019

CAPITAL OUTLAY PROJECT REQUESTS

• MID FEBRUARY 2018: CAPITAL OUTLAY REQUESTS ARE

MADE BY EMAIL TO ALL PRINCIPALS, TRANSPORTATION,

MAINTENANCE, AND WAREHOUSE DEPARTMENT HEADS.

• MID MARCH 2018: PROJECT REQUESTS ARE DUE TO

FACILITIES PLANNING.

• MID MAY 2018: REQUEST DUE DATE EXTENDED.
• MID JULY 2018: REQUESTED PROJECTS ARE CLARIFIED

RELATIVE TO SCOPE OF WORK AND COMPILED INTO A MASTER LIST.

• MID SEPTEMBER 2018: MASTER LIST IS REVIEWED FOR

PRESENTATION TO EXECUTIVE STAFF.

• MID OCTOBER 2018: MASTER LIST PRESENTATION TO

EXECUTIVE STAFF.

• EARLY NOVEMBER 2018: MASTER LIST IS PRIORITIZED

WITH FILTERS TO PRODUCE RANKINGS AND PRESENTED TO

LEADERSHIP WITH ESTIMATED COSTS.

• MID NOVEMBER 2018: FINAL PROJECT LIST RANKINGS

AND ESTIMATED COSTS PRESENTED TO BOARD

MASTER PROJECT LIST DEVELOPMENT

CAPITAL OUTLAY PROJECT REQUESTS

• MID DECEMBER 2018: GROUP PROJECTS OF SIMILAR

SCOPE INTO PACKAGES OF 5 TO 7 SCHOOL SITES.

• MID JANUARY 2019: ASSIGN GROUP PACKAGES TO

PROJECT MANAGERS. ASSIGN MINOR PROJECTS TO CAPITAL

IMPROVEMENT CREW.

• MID FEBRUARY 2019: COMMISSION ARCHITECT/ENGINEER

FOR EACH GROUP PACKAGE AND BEGIN DESIGN PROCESS.

• MID JUNE 2019: COMPLETE DESIGN PROCESS WITH

FACILITIES PLANNING & USER REVIEW INPUT.

• MID JULY 2019: ADVERTISE EACH GROUP PACKAGE FOR

BID.

• MID AUGUST: AWARD LOW BID FOR EACH GROUP

PACKAGE.

• MID SEPTEMBER 2019: PRESENT LOW BIDS TO BOARD FOR

APPROVAL.

• MID OCTOBER 2019: EXECUTE CONSTRUCTION

CONTRACTS.

• MID NOVEMBER 2019: ISSUE NOTICE-TO-PROCEED TO

CONTRACTORS AND BEGIN CONSTRUCTION.

• MID JUNE 2020 (ESTIMATED): COMPLETE CONSTRUCTION

OF ALL GROUP PACKAGES.

PROJECT DESIGN/CONSTRUCTION

CAPITAL OUTLAY PROJECT REQUESTS

• ANNUALLY, IN ACCORDANCE WITH OUR STANDARD OPERATING

PROCEDURES, FACILITIES PLANNING BEGINS THE DEVELOPMENT OF THE

PROPOSED CAPITAL OUTLAY BUDGET IN MID-FEBRUARY.

• WE ARE REQUESTING FROM PRINCIPALS AND DEPARTMENT HEADS WITH

CAPITAL NEEDS TO PROVIDE PROJECT REQUESTS THAT ARE A PRIORITY FOR YOUR FACILITY FOR CONSIDERATION IN THE 2018-2019 FISCAL YEAR BUDGET.

• PLEASE PROVIDE TWO (2) PROJECT REQUESTS USING THE ATTACHED FORMS.

PROVIDE ONE PROJECT ESTIMATED AT UNDER $100,000 AND ONE PROJECT

ESTIMATED OVER $100,000. PROVIDE AS MUCH DETAIL AS POSSIBLE ON THE SCOPE OF WORK AS INDICATED ON THE ATTACHED PROJECT REQUEST FORMS.

• WE UNDERSTAND YOU ARE NOT CONSTRUCTION ESTIMATORS AND OUR STAFF

WILL VERIFY AND PREPARE ESTIMATES OF THE COST AS WELL.

• IF YOU NEED ASSISTANCE PREPARING YOUR PROJECT REQUESTS, OUR OFFICE

STAFF STANDS READY TO ASSIST DURING THIS PROCESS. PLEASE CONTACT MYSELF OR ONE OF THE FACILITIES PROJECT MANAGERS COPIED WITH THIS EMAIL.

• PLEASE FORWARD ALL PROJECT REQUESTS TO MY ADMINISTRATIVE SECRETARY,

MICHELLE MCKEE, (MMCKEE4@ESCAMBIA.K12.FL.US) NO LATER THAN MARCH 15, 2018. THE SCHOOL DISTRICT OF ESCAMBIA COUNTY, FLORIDA, ANTHONY B. NOLES, DIRECTOR, FACILITIES PLANNING.

STANDARD EMAIL REQUEST TO PRINCIPALS

CAPITAL OUTLAY PROJECT REQUESTS

PROJECT REQUEST FORMS LESS THAN $100,000 GREATER THAN $100,000

CAPITAL OUTLAY PROJECT REQUESTS

ELEMENTARY LESS THAN $100,000

CAPITAL OUTLAY PROJECT REQUESTS

MIDDLE, HIGH, & ALTERNATIVE LESS THAN $100,000

CAPITAL OUTLAY PROJECT REQUESTS

ELEMENTARY GREATER THAN $100,000

CAPITAL OUTLAY PROJECT REQUESTS

MIDDLE, HIGH, & ALTERNATIVE GREATER THAN $100,000

CAPITAL OUTLAY PROJECT RANKING

• SAFETY - PROJECTS IDENTIFIED BY ANNUAL SAFETY INSPECTIONS,

CODE REQUIREMENTS, AND OTHER REQUESTS WHICH IMPROVE STUDENT OR EMPLOYEE HEALTH, SAFETY, AND WELFARE; WEIGHT

= 5

• PROTECTION OF DISTRICT ASSETS – PROJECTS THAT ADDRESS

KNOWN HAZARDS TO OCCUPANTS INCLUDING INDOOR AIR QUALITY, CONTAMINANTS, SHARP OBJECTS, SLIPPERY FLOORING, BROKEN EQUIPMENT, INADEQUATE LIGHTING, ETC; WEIGHT = 4

• MINIMUM STANDARDS - PROJECTS THAT BRING LEARNING,

WORK SPACES OR RELATED SPACES TO MINIMUM STANDARDS;

WEIGHT = 3

• EFFICIENCY - PROJECTS WITH SOUND ECONOMIC PAYBACK,

THAT ADDRESS DEFERRED MAINTENANCE ISSUES, EQUIPMENT STANDARDIZATION, REDUCED OPERATING COSTS, BETTER USE OF SPACE, OR MINIMIZING SCHOOL DISRUPTION; WEIGHT = 3

• MAJOR GOALS - PROJECTS THAT ACCOMPLISH MAJOR GOALS

OF THE INTENDED CONSTRUCTION PROGRAM, INCLUDING EQUITY BETWEEN FACILITIES, SECURITY SYSTEMS

(VIDEO SURVEILLANCE,

FENCING, DOORS/LOCKS), ACCESS TO FACILITIES, SITE WORK/DRAINAGE CORRECTIONS, AND COVERED WALKS TO BUILDINGS; WEIGHT = 2

• GENERAL ENHANCEMENT - PROJECTS THAT INCLUDE AESTHETIC

IMPROVEMENTS INCLUDING FAÇADE TREATMENT, LED SIGNAGE, COUNTERTOPS/CABINETS, CEILING TILE, FLOORING, SCREEN WALLS, ETC; WEIGHT = 1

PROJECTS ARE PRIORITIZED BASED ON

WEIGHTED FILTER FACTORS

CAPITAL OUTLAY PROJECT RANKING

• NOT APPLICABLE; GRADE = 0
• SOMEWHAT APPLICABLE; GRADE = 1
• APPLICABLE; GRADE = 2
• VERY APPLICABLE; GRADE = 3

FILTER FACTORS ARE GRADED BASED ON

APPLICABILITY CRITERIA

CAPITAL OUTLAY PROJECT RANKING

ALL SCHOOLS LESS THAN $100,000

CAPITAL OUTLAY PROJECT RANKING

ALL SCHOOLS GREATER THAN $100,000

CAPITAL OUTLAY BUDGET SUMMARY

• CURRENT FUNDING: $4,403,849
• TOTAL REQUESTED PROJECTS LESS THAN $100,000 ESTIMATE:

$3,120,000

• REMAINING FUNDING AFTER COMPLETION OF LESS THAN

$100,000 PROJECTS: $1,283,849

• ALL LESS THAN $100,000 PROJECTS WILL BE FUNDED
• SET ASIDE REMAINING FUNDING TO ACCELERATE PRIORITY

ROOF REPLACEMENT AT C.A. WEIS ELEMENTARY

• TOTAL REQUESTED PROJECTS GREATER THAN $100,000:

$44,995,000

• POSTPONE ALL GREATER THAN $100,000 PROJECTS FOR

ONE YEAR.

• TOTAL ALLOCATED FUNDING FOR CAPITAL OUTLAY PROJECT

REQUESTS FROM 2018 SALES TAX 10-YEAR REFERENDUM: $14,000,000

FUNDING VS ESTIMATED COSTS

HALF-CENT SALES TAX ALLOCATIONS

2018 REFERENDUM 2018 - 2027