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 from the Engage Portal) 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 an estimated cost of $750,000.00 or Less:
- 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 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
Forms: Pdfs and Excel Documents, for Reference and for use as Attachments transmitted via DocuSign links from the Engage Portal
Forms
Brief Instructions for Lead Design Professional Firms
Owner/Architect/Engineer Documents
Include 1 copy with each plan review submittal.
Give Article 13 to architect's insurance rep.
Include 1 completed hardcopy with the AL Vendor Disclosure Statement.
Deliver 1 original notary sealed hardcopy with Form B-1B to SDE office.
Attach 1 copy of Designer's entire MOU to Agreement in DocuSign.
Owner required to apply for a certificate on each project.
Keep signed original w/ Owner's storm shelter records, as applicable.
Attach a completed copy to each Amendment in DocuSign.
Contact SDE or local BOE for instructions.
Construction Administration Documents
Attach 1 copy to Contract in DocuSign.
Attach 1 copy to Contract in DocuSign.
May be used in lieu of a cashier’s check.
Attach one copy to Contract in DocuSign, notary seal must show.
Fee due if applicable prior to initiation of Contract in DocuSign.
Give Article 37 to contractor's insurance rep.
Include 1 completed hardcopy with the AL Vendor Disclosure Statement.
Deliver 1 original notary sealed hardcopy with Form B-1B to SDE office.
Attach 1 copy of contractor's entire MOU to Contract in DocuSign.
Contractor required to apply for a certificate on each project.
Required on projects with a $100,000 contract or more.
Submit 1 original, when required.
Contact SDE or local BOE for instructions.
Contact SDE or local BOE for instructions.
Contact SDE or local BOE for instructions.
Transmit via DocuSign with Substantial Completion Cert.
Completed form: provide at Final Inspection, and attach to Substantial Completion Cert. in DocuSign.