Fully Locally-Funded Public K-12 School Project Forms

Fully Locally-Funded definition: A project for which the funding is totally derived from the resources of the local Awarding Authority/Owner, including but not limited to federal and local funds, grants and donations (no state funds or state bond issue funds are involved).

Fully locally-funded public K-12 (including charter) school projects are administered by DCM's Plan Review Division and Project Inspection Division, and are not administered by DCM's Contract Administration Division.

Form Use

  • When a public K-12 project is fully locally-funded, the K-12 forms listed below must be used during the entire project.
  • Fully locally-funded project contract documents are available from this DCM webpage; however, Agreements Between Owner and Architect (O/A Agreements), amendments, construction contracts and change orders of such projects are administered by the Alabama State Department of Education (SDE) School Architect's office, 334-694-4602. Designers submit fully locally-funded public K-12 contract documents to SDE for review and approval. SDE then forwards a copy of the documents to DCM. Note: DCM does not review nor process fully locally-funded K-12 project payment applications.
  • Architectural/Engineering Firms:
    • Spec. writers: Flat non-password-protected pdfs of fully locally-funded public K-12 school projects' construction administration documents are available for use in project manuals.
    • Document admin: As part of owners' payments to design professionals (DP) for Service D-Construction Contract Procurement and Service E-Construction Contract Administration, it is the responsibility of the DP to prepare the construction contract with bond forms, any change order with justification form and supporting documentation, the certificate of substantial completion with attachments, and deliver them to the contractor for execution. The DP is also responsible for preparing other documents such as the final payment checklist with attachments. It is the responsibility of the DP to ensure attachments from contractors such as executed bonds, insurance certificates, back-up for change orders, and executed roof warranties are complete and meet the requirements of the Manual of Procedures.
    • Storm damage: If the AL Division of Risk Management (DRM) is the insurer, include the DRM claim #, if any, on O/A Agreements and B-1 transmittals.

Pre-Construction Conference, Inspections and Permit Fee

  • All projects require a DCM Inspector-facilitated pre-construction conference which can be scheduled after the Permit Fee is paid. A pre-construction conference can occur once the Inspector receives a copy of the fully executed construction contract from DCM's office. Benchmarks must then be met for required inspections as listed in the Pre-Construction Conference Checklist.
  • Permit Fees for fully locally-funded public K-12 school projects must be paid by the time a copy of the fully executed construction contract is received by DCM from the SDE School Architect's office. See User Fees webpage for payment information.

Public School and College Authority (PSCA)

  • When a K-12 project is partially or fully PSCA-funded from the beginning of the project, PSCA forms must be used during the entire project (instead of K-12 forms) and submitted to DCM. DCM's Contract Administration Division administers and reviews all PSCA-funded K-12 project contract documents including payment applications.
  • If a K-12 project begins with local funds and during the project is awarded partial or full PSCA funding, PSCA forms must be used for the remainder of the project. Contract adminstration transfers from SDE to DCM's Contract Administration Division. Contact DCM Contract Administration Division for assistance with completing documents required to convert locally-funded projects to PSCA. The basic Contract Document Administration Fee must be paid when a fully locally-funded project O/A Agreement and construction contract is converted to PSCA, see User Fees webpage for payment information.

Manual of Procedures

  • For more detailed instructions than listed below, and for plan review and inspections requirements, see DCM's Manual of Procedures.

Forms

Brief Instructions for Architects/Engineers


Owner/Architect/Engineer Documents


Include 1 copy with each plan review submittal.
For reference, does not need to be submitted.
Submit 5 originals.
For reference, does not need to be submitted.
Give Article 13 to architect's ins. rep; submit 5 copies of architect's ins. certificate.
Submit 5 originals, each notary sealed.
Submit 5 copies of Architect's/Engineer's entire MOU.
Owner required to apply for a certificate on each project.
Submit 5 originals.
Submit 1 copy with each Amendment original.
Contact SDE or local BOE for instructions.

Construction Administration Documents


For use as needed.
Submit 6 copies.
May be used in lieu of a cashier’s check.
Submit 6 copies, notary seal must show.
For reference, does not need to be submitted.
Due upon DCM's receipt of Constr. Contract from SDE, and before scheduling pre-con.
Submit 6 originals.
Submit 6 originals, with original power of attorney.
Submit 6 originals, with original power of attorney.
For reference; does not need to be submitted.
Give Article 37 to contractor's ins. rep; submit 6 copies of contractor's ins. certificate.
Submit 6 originals, each notary sealed.
Submit 6 copies of contractor's entire MOU.
Contractor required to apply for a certificate on each project.
C-15: Detail of Project Sign - updated April 2021
Required on projects with a $100,000 contract or more.
Submit 1 original, when required.
For use as needed.
Submit 6 originals.
Submit 6 originals.
Contact SDE or local BOE for instructions.
Contact SDE or local BOE for instructions.
Contact SDE or local BOE for instructions.
Submit 1 original, when required.
For use as needed.