Fully Locally-Funded Public K-12 School Project Forms

Fully locally-funded definition: A project for which the funding is derived from the resources of the local Awarding Authority/Owner, including but not limited to federal and local funds, grants and donations (no 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 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 State Department of Education (SDE), LEA Auxiliary Services, School Facilities, 334-694-4602. Designers submit such fully locally-funded public K-12 contract documents to SDE School Facilities for review and approval. SDE School Facilities 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 lead design professionals (LDP) for Service D-Construction Contract Procurement and Service E-Construction Contract Administration, it is the responsibility of the LDP 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 LDP is also responsible for preparing other documents such as the final payment checklist with attachments. It is the responsibility of the LDP 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.

Plan Review Submittals and Plan Review Fee

  • The plans and specifications for K-12 projects must be submitted to the DCM Technical Staff for review. DCM's approval of the final submittal must be obtained, as well as DCM's approval of submittals of any Required Actions noted on the Project Comment Letter issued by DCM for the final submittal review must be obtained, prior to the receipt of bids. A plan review can commence upon DCM's receipt of all required items including a completed B-1: Transmittal form, and the Plan Review Fee payment; see Manual of Procedures - Chapter 3: Submittal Requirements & Procedures for Plan Review webpage, helpful plan review submittal highlights, and the User Fees webpage. Storm damage: If the AL Division of Risk Management (DRM) is the insurer, include the DRM claim #, if any, on 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.

Special Circumstances

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 standard 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.

Forms

Brief Instructions for Architects/Engineers


Owner/Architect/Engineer Documents

(For more detailed instructions, see DCM's Manual of Procedures)

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.
Required on projects with a $100,000 contract or more.
For reference.
Submit 1 original, when required.
For use as needed.
Submit 6 originals.
Submit 6 originals.
Contact SDE or local BOE for instructions.
C-10SOV: Schedule of Values - updated October 2021
Contact SDE or local BOE for instructions.
C-10SM: Inventory of Stored Materials - updated October 2021
Contact SDE or local BOE for instructions.
Submit 1 original, when required.
For use as needed.