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 will be allocated after bonds are sold, possibly by October 1, 2020. Following the sale of bonds and a meeting of the PSCA Board of Directors, letters of fund allocation and instructions will be sent by the PSCA Board of Directors to each K-12 school system, the Alabama Community College System (ACCS) Board, non-ACCS public higher education systems and other applicable entities. The ACCS Board, from their allocation, will determine the amount of PSCA funds for individual colleges.
  • 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.
  • Once funds have been allocated by the PSCA Board of Directors, an entity must submit a project request for PSCA review to the PSCA Board of Directors or Board-designated approval authority. For example, K-12 local owners must request project approval for PSCA fund use from the Alabama State Department of Education (SDE)- School Architect's office. Upon approval the entity will be notified and given a PSCA number assigned to that project. PSCA projects may be fully PSCA-funded, or may have partial PSCA funding and partial local funding.

O/A Agreement, CDA Fee-O/A and Plan Review

  • 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. ACCS 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 can begin once the fee has been paid. See User Fees webpage for payment information.
  • PSCA funding affects project manual front-end documents which Designers submit to DCM for Plan Review. A local owner should inform a project's Lead Design Professional as soon as the owner intends to request PSCA fund use approval, and forward the approval letter to the the Designer as soon as possible; the approval letter 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.

Forms, Conversion, CDA Fee-CC and Permit Fee

  • Any project that has PSCA funds must use PSCA forms during the entire project and submit such documents to DCM. Contract documents for PSCA-funded projects cannot be submitted to DCM until the PSCA number is assigned. The PSCA number must be on all contract documents. PSCA versions of standard forms begin with #9 in their designation, for example DCM Form 9-K: Agreement Between Owner and Architect is the PSCA version of DCM Form B-2: Agreement Between Owner and Architect.
  • 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. Contact DCM Contract Administration Division for assistance with completing documents required to convert fully locally-funded projects to PSCA. Note: Locally-funded Open-End O/A Agreements cannot be converted to PSCA.
  • 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 can begin once the fees have been paid. See User Fees webpage for payment information.

Inspections and Payment Applications

  • All PSCA-funded 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 and notice to proceed from DCM's office. Benchmarks must then be met for required inspections as listed in the Pre-Construction Conference Checklist.
  • 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.

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


Forms

Brief Instructions


Owner/Architect/Engineer Documents


Include 1 copy with each plan review submittal.
For reference, does not need to be submitted.
For reference, does not need to be submitted.
Submit 5 originals, each notary sealed.
Entire E-Verify Memorandum of Understanding (MOU)
Submit 5 copies of Architect's/Engineer's MOU.
9-L: Amendment to O/A Agreement - updated August 2020
Submit 5 originals.
Submit 1 copy with each Amendment original.
Submit 5 originals for PSCA funds.
Required on projects with a $100,000 contract or more.
Required on all PSCA projects.

Construction Administration Documents


For reference, does not need to be submitted.
Submit 6 copies.
May be used in lieu of a cashier’s check.
Submit 6 copies, notary seal must show.
For reference.
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.
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.
For reference.
Entire E-Verify Memorandum of Understanding (MOU)
Submit 6 copies of contractor's MOU.
For reference, does not need to be submitted.
For use as needed.
For reference, does not need to be submitted.
9-J: Contract Change Order - updated August 2020
Submit 6 originals.
Submit 6 originals.
Submit 4 originals for PSCA funds.
Submit 4 copies for PSCA funds.
Submit 4 copies for PSCA funds.
Submit 4 copies for PSCA funds, contractor may use own form.
Submit 1 copy with each B-13 copy.
Submit 4 copies for PSCA funds; each copy with all attachments.
For reference, does not need to be submitted.
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.