Process

The Six Major Steps of the Project Identification, Funding, and Deployment Process

Assessments

Condition of Facility—This score is a reflection of a school building’s Backlog of Maintenance And Repair (BMAR), using an assessment tool developed in collaboration with Facility Engineering Associates (FEA) of Virginia.
Capacity Score of a Facility—This score reflects a school building’s comparative student capacity based on classroom count and load factor of students per room among all schools at all K-12 levels in the State of Wyoming. Schools built with funding by SFC, however, receive a score based on their design capacity using SFC design guidelines.
Education Functionality of Facility—This score reflects the complexity and extent of remediation to mitigate deficiencies, as measured against a set of characteristics, in a facility for support and delivery of the educational programs. The characteristics, process, and tool for Functionality assessment were developed in-house in collaboration with Wyoming’s school districts and include: site, technology and communications, administrative and student support spaces, dining and food service, studentspaces, exterior learning spaces, custodial maintenance spaces, and safety.

Needs Index Process—see Chapter 8 of the Commission Rules--Needs Index (NI) provides a weighting to and combines an educational building’s scores of Condition (50%), Capacity (35%), and Functionality (15%).The purpose of the NI list is to prioritize school buildings across the State for further analysis and funding.
Facility Plan Process—see Chapters 3 and 4 of the Commission Rules
Prioritized Project List with Identified Remedies—see Chapters 4 and 8 of the Commission Rules
Budget Estimate Preparation & Submittal—is completed as directed by statute and the Governor’s Office
Deployment of Funds in the Adopted Budget—as identified in the adopted budget, footnotes, statutes and rules of the Commission

Additional Information Related to Project Funding

Major Maintenance is a resource provided by the State of Wyoming to local school districts as a means to “… repair or replacement of complete or major portions of school building and facility systems at irregular intervals which is required to continue the use of the building or facility at its original capacity for its original intended use and is typically accomplished by contractors due to the personnel demand to accomplish the work in a timely manner, the level of sophistication of the work or the need for warranted work;”(W.S. 21-15-109(a)(iii)).
Component level projects, previously referred to as minor capital construction projects, are those projects that are necessary for maintenance and functionality of school buildings that cannot be funded solely with a school district’s major maintenance funds and may pertain to a building that otherwise may be lower on the Needs Index than other buildings receiving capital construction funds.
Capital construction projects, also referred to as CapCon, are any renovation, construction, replacement, repair or other improvement of or to any school building or facility which is designed to bring the building or facility to the statewide building adequacy standards [or guidelines]. These projects are identified in Agency’s Budget Request, have associated budget estimates and are ultimately approved by the legislature.
MOU's, DAL's and CAL's

MOU refers to a “Memorandum of Understanding” executed between SFC and the districts to govern the terms and conditions of State funding of K-12 construction projects. It is under the terms of this MOU that a district will receive an Authorization Letter to sign a contract for services, goods, or property.
Funds are transferred from the SFC to districts when the SFC has a copy of a bid, an unexecuted contract, or other document that shows the actual cost of the project, or phase. The transfer instrument is in the form of a Director Authorization Letter (DAL) or a Commission Authorization Letter (CAL).

The Administration and Finance Group

This group is responsible for human resources, including payroll and benefits; budget preparation; annual and special audits; deployment of Major Maintenance funds; payment process of component level and capital construction funds; payment process of other vendors; reconciliation of State WOLFS system with SFC Facilities Management Software; and monthly and annual reports.

Human Resources
- The administration group sends out timesheets and enters payroll
- The administration group maintains employee files
- The administration group initiates performance appraisals
- The administration group reports Worker’s Comp.
- The administration group drafts consulting contracts
- The administration group provides staff Development
Budget Preparation
- The biennial budget process begins during the summer months prior to a budget session of the Legislature and the finance group participates in that process.
  - The finance group participates in the development of district facility plans and the associated remedies to projects.
  - The cost data and pertinent info is collected and compiled into the budget by the finance group.
Annual and Special Audits
- Per W.S. 9-1-507 (a) (i)
  - The finance group provides information as requested by the Department of Audit for each annual audit conducted.
Deployment ofMajor Maintenance Funds
- Per W.S. 21-15-109 the finance group calculates the formula for funding and distribute to each district annually in July.
- Districts submit expenditures report to the finance group for annual Audits.
Payment Process of component level and capital construction funds
- Payment requests are submitted to the School District by their General Contractor
- School District verifies information and prepares SFC Form 602
- SFC Construction Manager verifies and approves Form 602
- Director or designee approves
- Payment is processed by the finance group
Payment process of other vendors
- The finance group will receive an invoice from the vendor
- SFC verifies receipt of services or goods
- Payment is processed by our office
Reconciliation of State WOLFS system with SFC Facilities Management Software
- This process occurs following the end of each month by the finance group
Monthly and Annual Reports
- Enrolled Act No. 46, Sect. 333, (h)
  - The finance group reports monthly to the Select School Facilities Committee in a matrix format depicting all capital construction projects and component level projects.
- Enrolled Act No. 46, Sect. 338
  - The finance group submitted a report to the department of administration and information to fulfill the responsibilities of this bill.
- Enrolled Act No. 46, Sect. 339
  - The finance group submitted a report to the department of administration and information to fulfill the responsibilities of this bill.

The Planning Group

This group is responsible for the initial phases of facility planning and liaison with districts. Major functions include the following:

Determine Need, and if needed the Appropriate Solution and Scope of Project
- Process Overview
  - Three Phases
    - Current status, conditions, and related data
    - Identification of potential options
    - Remedy
  - This work will support a “do nothing now” vs. renovation vs. replacement vs. new additional facility decision and will utilize all available facility information including the SFC FCA, Functionality, and Capacity Assessments and knowledge of the facility available from SFC and district resources.
  - Will also include any special studies or data as needed
    - Comprehensive capacity analysis
    - Structural evaluations
    - Land acquisition assessments, etc.
- Evaluate Guidelines, Existing Footprint & Enrollment Data
  - Update Cohort Projection for enrollments based on October enrollment data from WDE
  - Review other data pertaining to enrollment projections
  - Assess district-wide footprint versus allocation
- Determine Remedy
  - Provide justification that the selected remedy complies with Section 6(c)(ii), Choice of Remedy: "In choosing the appropriate remedy, the Commission shall consider renovation, replacement or discontinuation of facilities in a manner which ensures adequate, efficient, and cost-effective school buildings and facilities in accordance with W.S. §21-15-114(a)(vii)," and Section 6(c)(iii) "Care should be exercised to determine on a case-by-case basis that every remedy funded by the Commission is providing appropriate space for the applicable educational program."
  - Details should include
    - Footprint recommendation
    - Number of students served
    - Grade configuration
    - Enhancements
    - Requirement for land acquisition
    - Projected Budget (Consultation with Design and Construction Group)
- Review information with SFC Senior Management to decide recommended remedy
Determine Construction Delivery Method. Complete Method Matrix and Worksheet with members of SFC Design and Construction Group and District
Determine Need for Charrette or Visioning Workshop with the objective of matching the scope of the project with the needs of the District

Smaller scope projects, such as renovations and small additions, may be addressed by team consisting of members of the SFC and District
For larger scope projects, such as major renovations and new facilities, the team may consist of SFC, District, other identified stakeholders, and be facilitated by an Educational Consultant with appropriate experience
Project scope and vision may require the support of Architects or Consultants experienced in conducting Charrette activities

Select Necessary Professionals for Vision, Charrette, A/E, & Construction Delivery. The selection and execution of professionals to support the charrette process, A/E selection, and construction contractor selection (consistent with the Delivery Method) will be performed in consultation with the SFC Contract Manager, and Planning and Design Groups. There are specified processes for each selection and specific executable documents
Conduct Workshop

This is frequently referred to as the “charrette.”
The purpose of this process is to engage stakeholders in evolving concepts of current and expectations of educational delivery in the future into functional relationships within the anticipated facility
Depending on the expertise and experience within this group, the SFC will support contracting with expertise as necessary (Ed Consultants, AE) for success
The deliverable from this process and Statement of Work/Remedy will be used by the District to prepare the Educational Specification

Prepare Educational Specification

This document, which is the responsibility of the district to prepare with the assistance of the Planning Group, is used by the architect/design team to design the facility.
It is developed using the Guidelines as adopted by the Commission.
Contains descriptions of educational and support spaces with their specific characteristics.
- Sizing
- Floor coverings
- Wall coverings
- Lighting/power requirements
- Windows
- HVAC requirements
- Millwork
- Communications/Security
- Technology
- Relationships to other spaces in the facility
- Site requirements
  - Orientation
  - Parking
  - Lighting
  - Green space
  - Playfields/Playgrounds
  - Bus/Parent Drop off
  - Security
  - Drainage

The Design and Construction Groups

This unit becomes responsible for projects from the 10% review of design through the closeout of the project. This unit is also responsible for Major Maintenance approval of requests in accordance with the Facility Plan. However, the Administration and Finance Group are responsible for the reporting and funding functions of Major Maintenance.

Design Group

Review Results of Charette & Visioning Workshop
- Review with all stakeholders, the work of the Planning Group
- Develop outline and time parameters for project
- Measure concept against Ed Spec and suitability for delivery of education
Review Project Parameters: Size, Schedule, Design Guidelines, Budget
- Review project parameters:
  - Area in square feet per Planning Group & SFC guidelines
  - Architect & Engineer professional pursuant to Planning Group
  - Design Guidelines from Planning Group
  - Budget from Administration, need or necessity
- Review property acquisition:
  - Zoning
  - Utilities
  - Surface transportation access
  - Schedule with A & E preliminary schematic review for compliance with above elements
  - Upon satisfactory completion, direct A & E to proceed to 10 % design documents
Facilitate 10% VE Review for Schematic Design
- Facilitate & participate in 10% V. E. for Schematic design review for:
  - Building
  - Site
- Check for compliance with all Commission requirements for 10% V.E. level including selection of the HVAC system
- Review the 10% V. E. remarks from the V.E. team, forward to Owner & Arch. for comment
- Review w/ V.E team, response from the Owner & Arch.
- Submit corrected 10% documents to V.E.
- Authorize Arch design team to proceed to 35% documents, including interim reviews
Facilitate 35% VE Review for Design Development
- Facilitate & attend 35% V.E. session, review all previous:
  - Correspondence
  - V. E. requirements
- Submit V. E. comments to Owner & Arch. Design team
- Submit revised 35% documents to V.E. team
- Upon approval, authorize Design team to proceed to 95% w/ interim review
Facilitate 95% VE Review on Construction Documents
- Facilitate 95% V.E. review on Construction documents
- Review V.E. comments & distribute to Owner & Architect team
- Receive corrected 95% documents
- Review submittals to Authority having Jurisdiction
- Review Planning Group Documents and Construction documents for compliance & authenticity
GMP/Final Budget Review
- With V.E. permission, Review 100% construction documents
- Obtain final cost via GMP bid/Contract
- Revise (if necessary) Construction documents to meet & adhere to cost parameters
- Obtain & review all physical documents for General Contractor & sub-contractors:
  - Performance Bonds
  - Insurance Certificates
Revision of Contracts and Funding Documents
- Submit complete final documents for necessary:
  - Contract modifications
- Funding modifications
Review and put-in-place all necessary legal documents for construction
Conduct Planning session with Construction Group for formal hand-off

Construction Group

Review Construction Documents & Funding
- Participate in selection of design team as well as procurement process
- Identify key programming requirements
  - Align with agency and owner programming while maintaining budget and schedule
  - Division Funding breakouts as to allowances as well as contingencies
- Review and comment on design from 35% through completion of construction drawings
- Final construction documents to be released by notice to proceed
- Identify School district enhancements to be included into design and construction
School district representation and interest is key in collaboration as construction evolves
Pre-Construction Meeting/Kick Off
- Coordinate with General Contractor, SFC and District designee concerning bonds and insurance responsibilities
- Organize and schedule construction progress meetings with the District, SFC, Contractor and Architect
  - Identify key requirements including:
    - pay application schedule
    - work hours
    - budget
    - quality requirements
    - submittal and transmittal process
    - coordination of occupancies in facility
    - hot works policies
    - safety, etc
- Coordinate designated SFC forms to be used in pay applications
- Site specific District concerns to be reviewed and scheduled with GC.These items range from student schedule, programming, roads and staging of materials on site
- Clarification of Statutory requirements in procurement practices.Example; requirements should be reviewed with District and Contractor prior to bidding to assure and competitive practices
- Review bid packages to evaluate contiguous work schedule
- Review Division Funding breakouts for allowances as well as contingencies
Review Critical Project Parameters
- Through the design process identified criteria is established that if conditions change the design may need to be changed. An example; the local having jurisdiction may change during construction which may incur change in construction
- Impact on access roads per occupancy number in building
- Enrollment programming requirements may vary enough to add rooms while in construction
- Non-performing contractor reviews and discussions may incur changes
Monthly Pay Applications & OAC Meetings
- The district shall submit pay applications with the SFC 602 cover sheet.
- Included with the pay application, AIA G702 shall include project invoices, all back up documents with Architect of record signature for approval.
- Each pay application must contain a schedule of values, copy of subcontractors application of payment, release of lien if applicable, copy of invoices for materials received on site.
- Percent completed report vs. payout percent.
- Validate invoice claims, verify with architect that the correct materials are on hand and being installed per standards and specifications.
- Authorize or reject Change Orders based on detailed analysis of need and cost responsibility.
- Review and resolve any contractual issues that may arise with the Architect/General Contractor and Sub-contractors.
- Review overall Schedule of work.
- OAC (Owner, Architect Coordination) meeting.
  - Typical OAC meeting will cover safety issues, Old business, New Business, Agenda of urgent topics to be resolved, RFI (Request For Information) list review pertaining to critical path times.
  - PR´s (Proposal Request) from the contractor as to cost to perform a change in the construction documents.
  - Review submittal log, discuss items as to Districts usability and expectations of the engineer architect for that particular item.
  - Review budgetary changes incurred, typically listed as a Contingency log.
  - Schedule review with District pending project coordination if building is occupied.
  - Review daily logs and progress reports.
Review of CO´s & RFI´s, ASI´s, RFP´s, CCD´s, Paperwork
- CO´s (Change Order) issued by AIA document identified as a value added, owner option or simply missed in design and bidding. Changes in the contract will be submitted as addendum or in the case of change in construction this would be reflected in the red line set of (As built) documents.
- RFI´s (Request For Information) typically issued by the Contractor to clarify constructability vs. specification. Reply can be time sensitive for field applications.
- ASI´s (Architectural Supplemental Instruction) Architects are occasionally asked to produce and release additional drawings to be used in construction. Also include as an addendum
- RFP´s (Request For Proposal) typically the architect or engineer will draw a solution and get a price from the general or sub-contractor and compare pricing to engineers estimate, these are then promoted to a Change Order
- CCD´s (Construction Change Directive) Typically used in the CMAR application. A CCD is listed as a “no cost adjustment” to the GMP but does pull from the allocated contingency.
Substantial Completion, Punch List, Occupancy
- SFC 604 form. This collection of records check list helps assure quality as well and compliance to local Authority Having Jurisdiction requirements.
- Punch list of items at the time of final inspection have been resolved and re-inspected by the Architect of record or local AHJ.
- Ensures when the building is brought on line that the finished product meet all contractual documents, ie; mechanical, electrical plumbing, and/or commissioning report.
- Transfer of insurance can take place from Contractor to Owner.
- Record as-built drawings are submitted to the Owner.
- Training of applicable staff on all systems for operations and maintenance shall be provided. Training should include preventative maintenance schedules and product warranty information provided by vendors and installers.
- Certificate of Occupancy is issued to District.
- Architect of record advises District to start 41 day advertising release of lien period.
- Architect of record to authorize final payment.
Warranty Issues
- Contractors and Architect are required to make an 11-month walkthrough with District. Typically the owner will generate a list of questions and concerns relative to any new building issues.
- District´s preventative maintenance program is partly determined through product warranties supplied by vendors and installers.
- Copies of warranties to be kept on-site in an accessible area.
After Action Review
- After Action Review (AAR) is a structured process whereby the participants of an event, incident or operation, examine in a non-incriminating manner, and with the objective of a organizational learning, how the event or operation was managed, extract learning points and propose improvements through a constructive and participative group dialogue.
- CMAR and A/E Evaluations for the record.