Public School & College Authority (PSCA)-Funded Project Forms

Partially or fully PSCA-funded design and construction projects are administered by DCM's Contract Administration Division, Plan Review Division and Project Inspection Division.

Fund Allocation, Project Request and PSCA Number

  • Funds from Act 2020-167 for capital improvements for the support of public education: Following the sale and close of bonds as well as a meeting of the PSCA Board of Directors in November 2020, the Alabama Department of Debt Management (334-353-3328 or 334-353-1199) sent letters of total fund allocation amounts and instructions to the State Department of Education (SDE) (334-694-4603), the Alabama Community College System (ACCS) Board (334-293-4500), non-ACCS public higher education systems and other applicable entities. The ACCS Board, from their allocation, determines the amount of PSCA funds for individual colleges. SDE sent letters of instructions to each public K-12 school system. If you have not received a communication regarding your total PSCA fund allocation amount, please contact the appropriate entity named above.
  • The local owner is the entity receiving a PSCA allocation, such as a municipal Board of Education, county Board of Education, higher education institution or education-related state agency. Alabama PSCA is a co-owner.
  • Capital Improvement as defined in Act 2020-167 "means capital outlay projects that include the planning, designing, inspection, purchasing, construction, reconstruction, enlargement, improvement, repair, or renovation of permanent buildings containing classrooms, offices, libraries, laboratories, clinical or teaching facilities, dormitories, vocational and professional and industrial training facilities, cafeterias, alternative schools, physical education facilities, research facilities, academic structures to reduce portable classrooms or substandard classroom facilities, related improvements and land as sites therefore, together with tangible personal property that becomes a permanent part of such facilities."
  • After total fund amounts have been allocated by the PSCA Board of Directors or by the Board-designated approval authority (such as ACCS or SDE), a local owner must submit a project request (for a portion or for all of the total fund allocation amount) for PSCA review of allowable costs to the PSCA Board of Directors in care of the Alabama Department of Debt Management (334-353-3328 or 334-353-1199), or to the Board-designated approval authority per the original letters of instructions. For example, public K-12 local owners must request project review for PSCA fund use from the Alabama State Department of Education (SDE)- School Architect's office (334-694-4603). Upon approval a PSCA number is assigned to that project and the entity will be notified by the Dept. of Debt Management or by the Board-designted approval authority. DCM does not issue PSCA numbers. PSCA projects may be fully PSCA-funded, or may have partial PSCA funding and partial local funding.
  • A local owner should inform a project's Lead Design Professional (Architect or Engineer) as soon as the owner intends to request PSCA fund use approval, and forward the approval letter to the Designer as soon as possible. Information in the approval letter affects the Designer's work.

PSCA Form Use

  • Projects partially or fully PSCA-funded must use PSCA forms during the project and submit such documents to DCM. "PSCA forms" include PSCA versions of standard forms, as well as the remainder of standard forms which do not have PSCA versions, and unique PSCA forms without standard versions. The PSCA versions of standard forms are to be used instead of their standard counterparts. Unique PSCA forms and PSCA versions of standard forms begin with #9 in their designation, for example DCM Form 9-A: Construction Contract is the PSCA version of the standard DCM Form C-5: Construction Contract. All PSCA forms are listed at the bottom of this page.
  • The PSCA number must be on all contract documents. PSCA contract documents for PSCA-funded projects cannot be submitted to DCM until the PSCA number is assigned.
  • If a fully locally-funded project is awarded PSCA funds after the start of the project, PSCA forms (instead of state agency, K-12 or ACCS forms) must be used for the remainder of the project, beginning with the conversion process. See the Conversion Section below concerning Forms required to convert fully locally-funded projects to PSCA. Note: Locally-funded Open-End O/A Agreements cannot be converted to PSCA.

O/A Agreement and Contract Document Administration Fee-O/A

  • Each project funded by PSCA must have its own Agreement Between Owner and Architect (O/A Agreement) with an assigned PSCA number and DCM number, and must use the same PSCA number and DCM number for the construction contract.
  • PSCA funding is not applicable to Open-End O/A Agreements. Locally-funded Open-End O/A Agreements cannot be converted to PSCA.
  • The Contract Document Administration Fee-O/A must be paid by the time an O/A Agreement is submitted to DCM for review (or when a fully locally-funded project O/A Agreement is converted to PSCA). DCM's review of an O/A Agreement or conversion document can begin once the fee has been paid. See User Fees webpage for payment information.
  • Storm damage: If the AL Division of Risk Management (DRM) is the insurer, include the DRM claim #, if any, on O/A Agreements.

Plan Review, Bidding and Conversion

  • PSCA funding affects a project manual’s construction administration (front-end) documents which Designers submit to DCM for plan review. The PSCA approval authority's letter forwarded from the local owner to the Designer will contain the PSCA number and actual PSCA fund amount approved for the project. The PSCA number must be included by the Designer on the B-1 coversheet for Final Plan Review submittals, and the Designer needs to know the exact approved PSCA fund amount of a specific project for use on various forms. Do not submit a PSCA project for Final Plan Review without a PSCA number on the B-1 coversheet.
  • Storm damage: If the AL Division of Risk Management (DRM) is the insurer, include the DRM claim #, if any, on B-1 transmittals.
  • Spec. writers: Flat non-password-protected pdfs of PSCA construction administration documents are available for use in project manuals.
  • What should Designers do for the Final Plan Review’s front-end documents in the project manual submittal when an owner indicates the project will be PSCA-funded but a PSCA number has not yet been issued? If a project has not been issued a PSCA number, it is not officially PSCA-funded and it cannot be bid as a PSCA project; the options are:
    1. Strongly recommended when possible: Once a PSCA number is issued (indicating PSCA funds up to a specific amount are lawfully available for the project), submit to DCM for plan review the Final submittal with PSCA forms in the project manual’s front-end documents, and bid the project as a PSCA project.
    2. If local funds are available for the entire project: Designers and Owners can submit to DCM for plan review the project’s Final submittal with fully locally-funded ACCS forms or fully locally-funded K-12 forms in the project manual’s front-end documents; then:
      1. If a PSCA number is issued for the project after Final Plan Review submission but before the bid, Designers must issue an addendum with PSCA forms 9-A, 9-B, 9-C and 9-J replacing their standard counterparts, plus 9-M, submit the addendum to DCM for plan review, and bid the project as a PSCA project.
      2. If a PSCA number is not issued before the bid, then the project must be bid as fully locally-funded. If/when a PSCA number is issued after the bid, Designers must issue an Architect’s Supplemental Instructions (ASI) with PSCA forms 9-A, 9-B, 9-C and 9-J replacing their standard counterparts, plus 9-M, and submit the ASI to DCM for plan review; and:
        1. First and best option: Issue the O/A Agreement and Construction Contract (including Payment & Performance Bonds) on PSCA forms.
        2. Only-if-necessary option: If an O/A Agreement and/or Construction Contract is issued on fully locally-funded standard forms before a PSCA number is assigned, then once the PSCA number is issued there are several additional steps that must be taken to officially convert fully locally-funded O/A Agreements, Construction Contracts and Payment & Performance Bonds to PSCA. O/A Agreements require an Amendment (Form 9-LA) adding PSCA as a co-owner to the O/A Agreement. It must give an account of all items to be paid to the design professional (design fees, reimbursables and special services) as well as disclose (and attach proof of) any previous payments made from local funds to the design professional. Attach a copy of the entire locally-funded O/A Agreement to each Amendment. Construction Contracts require Modifications (Forms 9-E and 9-F) to the Contract and Bonds. Attach a copy of the entire locally-funded Construction Contract (and any Change Orders and proof of any previous locally-funded payments made to the contractor) to each package. If necessary, contact DCM Contract Administration Division for assistance with completing documents required to convert a fully locally-funded project to PSCA. See the sections above and below concerning Contract Document Administration Fee-O/A and CC. Note: Reimbursements are not available from PSCA for any use of local funds, including local funds used to pay architects, engineers and contractors.

Construction Contract and Contract Document Administration Fee-CC

  • The PSCA construction contract and bonds must use the same PSCA number and DCM number of the O/A Agreement.
  • If a fully locally-funded project is awarded PSCA funds after its contruction contract was executed on fully locally-funded forms, the contract and bonds must be converted to PSCA (see the above Conversion Section concerning required conversion forms), and PSCA forms (instead of state agency, K-12 or ACCS forms) must then be used for the remainder of the project.
  • The Contract Document Administration Fee-CC and the Permit Fee must be paid by the time a construction contract is submitted to DCM for review (or when a fully locally-funded project construction contract is converted to PSCA). DCM's review of a construction contract or conversion documents can begin once the fees have been paid. See User Fees webpage for payment information.
  • Architectural/Engineering firms: 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.

Pre-Construction Conference, Inspections and Permit Fee

  • All PSCA-funded projects require a DCM Inspector-facilitated pre-construction conference, which can be scheduled after the Permit Fee is paid. The Permit Fee and CDA Fee-CC must be paid by the time a construction contract (or its conversion documents) is submitted to DCM for review. A pre-construction conference can occur once the Inspector receives a copy of the fully executed construction contract and notice to proceed from DCM's office. Benchmarks must then be met for required inspections as listed in the Pre-Construction Conference Checklist.

Payment Applications, and Material & Equipment Invoices

  • Partially PSCA-funded projects: PSCA funds must be used first and the payment applications for PSCA funds must be submitted to DCM, then local funds can be used. Once PSCA funds are expended, contract documents must continue to be submitted on PSCA forms to DCM; however, payment documents for local funds follow the local owner's procedures and are not submitted to DCM.
  • PSCA does not disburse payment to the local owner to reimburse for expenses already paid with local funds. PSCA will only pay expenses directly to the vendor.
  • The purchase of materials and equipment for construction projects with PSCA funds may be approved if the purchases comply with the Competitive Bid Law and meet the criteria established by the PSCA Acts; see DCM's Manual of Procedures Chapter 9, Section J for details.

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.
Due before O/A Agreement is reviewed by DCM.
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.
9-L: Amendment to O/A Agreement - updated Jan 2021
Submit 5 originals.
Submit 1 copy with each Amendment original.
Submit 5 originals for PSCA funds.

Construction Administration Documents


For use as needed.
C-2: Instructions to Bidders - updated Jan 2021
For reference.
Submit 6 copies.
May be used in lieu of a cashier’s check.
Submit 6 copies, notary seal must show.
For reference.
Due before Construction Contract is reviewed by DCM.
Due before Constr. Contract is reviewed by DCM, and before scheduling pre-con.
Submit 6 originals.
Submit 6 originals, each notary sealed, with original power of attorney.
Submit 6 originals, each notary sealed, with original power of attorney.
C-8: General Conditions of the Contract - last page updated Jan 2021
For reference.
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 Jan 2021
Required on all PSCA-funded projects.
9-M: Detail of PSCA Plaque - updated Jan 2021
See DCM Bulletin dated 12/14/20 for applicability.
For reference.
Submit 1 original, when required.
For use as needed.
Submit 6 originals.
Submit 6 originals.
Submit 4 originals for PSCA funds.
C-10SOV: Schedule of Values - updated Jan 2021
Submit 4 copies for PSCA funds.
Submit 4 copies for PSCA funds.
Submit 4 copies for PSCA funds, contractor may use own form.
For reference.
Submit 1 original, when required.
Submit 1 copy with each B-13 copy.
Submit 4 copies for PSCA funds; each copy with all attachments.
Submit 1 original for PSCA funds with each B-13 copy.
Submit 1 original for PSCA funds, if required by Owner, with each B-13 copy.
Submit 1 original for PSCA funds with each B-13 copy.
Submit 6 originals. Only needed when changing partial funding amounts.
Submit 6 originals. Only needed when converting existing project to PSCA.
Submit 6 originals. Only needed when converting existing project to PSCA.