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.
  • Flat non-password-protected pdfs (link temporarily down) 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, regrdless 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 and the Plan Review Fee payment (see Manual of Procedures - Chapter 3: Submittal Requirements & Procedures for Plan Review, plan review submittal highlights, and User Fees webpage). 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, alterations, additions, repair, or maintenance of heating, ventilation, and air conditioning systems or any alterations, additions, repair, or maintenance of a roof, estimated at $750,000.00 or Less:
    • 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, and plan review submittal highlights). $750K or Less projects are exempt from Plan Review Fees. DCM's Project Comment Letter for the Final submittal must be obtained, prior to receipt of bids.
    • 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. $750K or Less projects are exempt from Permit Fees.

Special Circumstances

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. Exception: any forms submitted on paper prior to 10/01/22 will be processed to completion on paper. The links 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 $50,000.00 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 $50,000.00 (DCM Forms C-5, C-8, B-1B, B-7A; without Payment & Performance Bonds)
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)


Forms: Paper Process & Paperless Attachments

Brief Instructions for Lead Design Professional Firms

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

Owner/Architect/Engineer Documents


Include 1 copy with each plan review submittal.
For reference, does not need to be submitted.
Owner required to apply for a certificate on each project.
Attach a completed copy to each Amendment in DocuSign.
Contact SDE or local BOE for instructions.

Construction Administration Documents


For use as needed.
Submit 1 copy with each Contract in DocuSign.
Submit 1 copy with each Contract in DocuSign.
May be used in lieu of a cashier’s check.
Submit 1 copy (notary seal must show) with each Contract in DocuSign.
Fee due if applicable prior to initiation of Contract in DocuSign.
For reference; does not need to be submitted.
Give Article 37 to contractor's ins. rep; attach 1 copy to each 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.
For use as needed.
Contact SDE or local BOE for instructions.
Contact SDE or local BOE for instructions.
Contact SDE or local BOE for instructions.
Submit 1 original.
Submit 1 original.
Submit 1 original, when required.
For use as needed.