Fully Locally-Funded Public K-12 School Projects

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 such as PSCA 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.
• 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 Architect's Office, 334-694-4602. Designers submit such fully locally-funded public K-12 contract documents to the School Architect's Office (via the DocuSign links provided below) for review and approval, and DCM automatically receives a fully-executed copy.
• Spec. writers: Flat non-password-protected pdfs of construction admin. documents are available for use in project manuals.
• 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 fully locally-funded projects to PSCA.

Plan Review Submittals, Pre-Construction Conferences, Inspections, and Fees

Plans and specifications of all K-12 projects must be submitted to DCM for review, regardless of estimated construction cost.
All public K-12 projects require a DCM pre-construction conference and DCM inspections, regardless of estimated construction cost.

• K-12 projects estimated over $750,000.00:
  • A plan review can commence upon DCM's receipt of all required items including a completed B-1: Transmittal form (see Manual of Procedures - Chapter 3: Submittal Requirements & Procedures for Plan Review, plan review submittal highlights, and User Fees webpage). DCM cannot issue a Project Comment Letter unless any required Plan Review Fee has been paid. 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 receipt of bids.
  • The pre-construction conference can be scheduled after the Permit Fee payment is received. The pre-construction conference can occur once the construction contract is fully-executed. Benchmarks must then be met for required inspections listed in the Pre-Construction Conference Checklist including periodic and special inspections when applicable, final inspections, and year-end inspections.
• Fully locally-funded K-12 projects for capital improvement, or alterations, additions, repair, or maintenance of heating, ventilation, and air conditioning systems or any alterations, additions, repair, or maintenance of a roof, with both an estimated cost of $750,000.00 or Less and a contract awarded on or after 10/01/22:
  • Determination of whether or not a project is in the $750,000.00 or Less classification for Plan Review Fees is based on the total estimated cost of the entire project including all phases and bid packages. $750K or Less projects with a contract awarded on or after 10/01/22 do not owe Plan Review Fees; such projects are still subject to DCM plan reviews which can commence upon DCM's receipt of all required items including a completed B-1: Transmittal form (see Manual of Procedures - Chapter 3: Submittal Requirements & Procedures for Plan Review, and plan review submittal highlights). DCM's Project Comment Letter for the Final submittal must be obtained, prior to receipt of bids.
  • If total of bids received for all phases and bid packages does not exceed $750,000.00, then a Permit Fee is not owed; such projects are still subject to DCM pre-construction conferences and inspections. The pre-construction conference can be scheduled once the construction contract is fully-executed. Benchmarks must then be met for required inspections listed in the Pre-Construction Conference Checklist including periodic and special inspections when applicable, final inspections, and year-end inspections.

Special Circumstances

• Emergency Projects
• Public Works Projects Costing $100,000.00 or Less
• Construction Self-Performance Projects
• Manufactured Buildings Projects

Forms: Paperless Process with Electronic Signatures

As of 10/01/22, all fully locally-funded K-12 projects' O/A Agreements, Amendments, Construction Contracts and Changes Orders must be submitted electronically through the following links.

Links which are only for the use of the Lead Design Professional Firm to initiate the paperless process:

Agreement Between Owner and Architect (DCM Forms B-2, B-2A, B-1B, B-3A)

Amendment (DCM Form B-4)

Construction Contract for projects with a contract sum of $100,000.00 or more (DCM Forms C-5, C-6, C-7, C-8, B-1B, B-7A; includes required Payment & Performance Bonds)

Construction Contract for projects with a contract sum of less than $100,000.00 (DCM Forms C-5, C-8, B-1B, B-7A; without Payment & Performance Bonds)

Change Order for any of the following: an increase less than 10% cumulative of the current contract sum, or a deductive change, and/or days change (DCM Forms C-12, B-11)

Change Order for an increase greater than 10% cumulative of the current contract sum (DCM Forms C-12, B-11; this selection requires Owner's Legal Counsel's signature)

Link which may be initiated by the Lead Design Professional Firm or the Construction Contractor Company:

Certificate of Substantial Completion (DCM Form C-13; Initiate the Certificate PowerForm after Substantial Completion is declared Accepted at a Final Inspection meeting and you have received the DCM Inspector's Final Inspection report. Do not initiate the Certificate PowerForm prior to those two events.)

• For DocuSign questions of fully locally-funded K-12 projects, contact Jessica Ragan in the SDE LEA Office at 334-694-4604 or jragan@alsde.edu.
• SDE guidance to LEA Owners on DocuSign use: Powerpoint Slides and Instructional Video.
• SDE guidance to Lead Design Professional Firms on DocuSign use: Powerpoint Slides and Instructional Video.