Designer Procedures Manual

Purpose

1. The Procedures Manual is provided for those who work with the Department of Administration to advise, study, lead or observe the planning, design and construction of projects for which the Department of Administration is responsible.
2. Public works administration, including the limitations of competitive bidding and other statutory restrictions, imposes considerations and procedures wholly unlike those of private owners. In order that project team members may avoid some of the problems these procedures may cause, they are directed to acquaint themselves thoroughly with this publication and are responsible for providing their services in accordance with the provisions herein. As a guide, this manual serves as the foundation for quality assurance.
3. Consultant designers are responsible for the information contained in this Manual per their contract with the State; others, including state agencies and facilities, contractors, and potential consultants are encouraged to familiarize themselves with the practices outlined here.
   
   

Responsibility for State Buildings

Pursuant to Minnesota Statutes, Chapter 16B, the Commissioner of Administration has certain powers and duties with respect to State Buildings that include the following:

1. To maintain and operate all state buildings.
2. To supervise and control the making of necessary repairs to all state building and structures except structures, other than buildings, under control of the state transportation department, and buildings and structures under the control of the board of trustees of the Minnesota state colleges and universities.
3. To supervise and control the making of all contracts for the construction of buildings and for other capital improvements to state building and structures, other than buildings and structures under the control of the board of trustees of the Minnesota state colleges and universities.
4. To supervise, control, review, and approve all state contracts and purchasing.
5. To have plans and specifications prepared for the construction, alteration, or enlargement of all state buildings, structures, and other improvements except highways and bridges, and except for buildings and structures under the control of the board of trustees of the Minnesota state colleges and universities; to approve those plans and specifications; to advertise for bids and award all contracts in connection with the improvements; to supervise and inspect all work relating to the improvements; approve all lawful changes in plans and specifications after the contract for an improvement is let; to approve estimates for payment.
6. To provide agencies with supplies and equipment.
7. To manage and control state property, real and personal.
8. To supervise, control, review and approve all capital improvements to state buildings and the capitol building and grounds.

Consultant Contracts

Consultant Master Roster and Contracts

Authority of the Consultant Designer

1. The consultant designer selected by the State of Minnesota shall represent the Department of Administration, which is the Owner, and will be held responsible for all decisions (except policy) relating to programming, planning and design of the project. Design consultant shall inform Real Estate and Construction Services (RECS) project manager if any items are proprietary. The consultant designer shall assist the state, as directed by RECS, in taking bids and awarding contracts, and shall be responsible for interpretation of the plans and specifications as to acceptability of materials furnished and work performed, observation of construction progress, and for reviewing and approving amount to be paid to contractors.
2. Specific responsibilities of the consultant designer are contained in their legal contract with the state.
   
   

Basic Services Agreement

• Exhibit A - Scope of Services
• Exhibit B - Fee Schedule
• Exhibit C - Qualifications Proposal
• Exhibit D1 - Insurance Requirements
• Exhibit E - Affirmative Action Certification
• Exhibit F - Location of Services Disclosure and Certification
• Exhibit I - Affidavit of Noncollusion

Short Form BSA
Consultant Pay Requests
Professional Services Contract (PTC Contract)

Reimbursable Expenses

As of September 12, 2000

CONSULTANT shall be reimbursed for the following expenses incurred by CONSULTANT in connection with the services provided under this Agreement. The reimbursement amount will be a negotiated amount agreed upon by the CONSULTANT and STATE.

CONSULTANT shall provide complete documentation, including copies of all invoices paid by CONSULTANT, for those expenses which are to be reimbursed.

CONSULTANT shall be reimbursed at cost for printing of Schematic Design Documents, Design Development Documents, Construction Documents, and Bidding Documents. STATE shall determine quantities to be printed. If CONSULTANT does its own printing, reimbursement shall be at the following rates:

Plans

Blue Line Prints at $.10 per square foot

30 x 42 sheet = $0.88

24 x 36 sheet = $0.60

Specifications

Multilith or Instant Print $0.05 per sheet (each face). Specifications shall be duplicated utilizing both sides of each sheet.

CONSULTANT shall be reimbursed at cost for U.S. Mail or Express postage fees to convey Predesign, Schematic Design, Design Development, Construction, and Bidding Documents to the STATE, to the STATE review consultants, to State and local officials and to contractors.

CONSULTANT shall be reimbursed at cost for long-distance telephone calls and for long-distance fax transmissions pertaining to the Project.

CONSULTANT shall be reimbursed at cost for one advertisement for bid. This reimbursement shall be requested on the same document as reimbursement for the printing of Bidding Documents when requested by the STATE.

CONSULTANT shall be reimbursed printing cost for plans on one mylar set provided to document as-built conditions.

CONSULTANT shall be reimbursed at cost for the plan review fee.

Consultant responsibilities are noted in six areas below: Schematic Design, Design Development, Construction Documents, Bidding, Construction Administration, and Post Construction. For information outside of these areas, reference our Guidelines page for more details.

Schematic Design

Schematic Design (SD) is the phase where the scale and relationships of all project components are defined.

During SD, final space requirements are determined, several schemes are reviewed, and one scheme is selected. Mechanical, electrical, and special system requirements of individual spaces, including air changes, light levels, design temperatures, and data requirements are determined, and structural needs assessed. The code plan is started, with rated walls, smoke partitions, areas of refuge and basic code information noted.

Project delivery method should also be decided during SD, and quantifiable initial documentation established for items to be commissioned. Sustainable design factors, both in the demolition and construction of the project, must start to be considered and material selection begins.

The project scope, cost and schedule are evaluated during SD, and must be in balance before the next phase, Design Development (DD), is started.

Specific Consultant Responsibilities:

The consultant shall work with the agency, facility and Real Estate and Construction Services (RECS) to review, analyze and evaluate the project scope, cost and schedule, and, for new construction, the project site. Included in the scope of work is the following:

1. Attend and document meetings with the facility and agency user groups, and distribute minutes.
2. Review site selection criteria as established by the program, and assist agency or facility in selection of final site.
3. Coordinate sub-consultants work and information.
4. Research all applicable codes, regulations, and ordinances. State building projects shall conform to the Minnesota State Building Code that is the Uniform Building Code and its amendments, The Uniform Mechanical Code, the Uniform Fire Code, and the Minnesota Energy Code.
5. Submit Initial Application for Plan Review form to Building Codes and Standards
   1. Coordinate, attend and document meeting with the code officials (State and local Building Code officials, Fire Marshal, Accessibility Council, and Health Dept. etc as required) for a preliminary review.
6. Prepare several design concepts, and recommend preferred plan
7. Review the manual Building Air Quality - A Guide for Building Owners, Facility Managers and Agency Contacts, and follow Item 5, Mechanical Design Requirements, and Item 6, Schematic Design.
8. Research materials for project; include review of materials with a recyclable content.
   1. Note materials that can be obtained through a State contract
   2. Note products that can be made by MINNCOR
9. Administer the project, document progress, and keep RECS project manager informed
10. Submit Schematic Design Documents to RECS for approval, including:
    1. Statement of key project issues as they relate to project scope, cost and schedule, including identification of risk factors, quality control, and salient project features
    2. Drawings as follows:
       • Site plan, with all utilities shown
       • Code Plan
       • All floor plans
       • Mechanical, electrical and equipment room plans noting size and headroom requirements for all major mechanical equipment, electrical equipment, communication and data equipment, loading docks, intake air vents, chimneys, and other equipment
       • Principal building elevations
       • Major building sections
    3. Statement of Value Engineering
    4. Building Code analysis and notes from meeting with Code Officials
    5. Building area tabulation compared to original building program
    6. Preliminary energy analysis
    7. Outline specifications
    8. Preliminary building systems statement for:
       • Building envelope
       • Structural
       • Mechanical (Information shall be as required by Item 6, Schematic Design, of the Building Air Quality Manual)
       • Electrical (Information shall be as required by the Design Guidelines)
       • Special project systems
    9. Preliminary Cost Plan
       • Inflation to the midpoint of construction shall be included in the estimate
    10. Preliminary project schedule, in graphic form, with critical path noted
        • Include all RECS, legislative, and Quality Analysis review periods.
        • On an ongoing basis, monitor the project schedule and report on weekly.
          
          

Design Development

Design Development (DD) is the phase where the scheme selected at the end of Schematic Design (SD) is developed and refined, materials selected, mechanical, electrical, structural, etc. systems are defined, and the size and character of the entire project established.

During DD, the plans, sections and elevations are drawn to scale, principle dimensions are noted, the structural system is laid out, and major mechanical and electrical components and distribution routes are located. Critical interior spaces are drawn and elevated for review, and preliminary specifications assembled. Materials selection is finalized, and the Room Finish Schedule developed.

It is important that when DD is finished, the user understands and approves of all aspects of the design.

As in SD, the project scope, cost and schedule are evaluated during DD, and must be in balance before the Construction Documents (CD) are started. Written approval to proceed into CD must be received by the consultant before that phase is started.

Specific Consultant Responsibilities:

The consultant shall review the State's response to the SD submittal, and start DD by making any changes required. The consultant will continue to work with the agency, facility and Real Estate and Construction Services (RECS) to finalize the design. Included in the scope of work is the following:

1. Review the State's response to the SD submittal, and adjust the project scope as required
2. Attend and document meetings with the facility and agency user groups, and distribute minutes
3. Administer the project, document progress, and keep RECS project manager informed
4. Coordinate sub-consultants work
5. Refine the Code Analysis
6. Finalize the design
7. Finalize materials selection
8. Submit Design Development Documents to RECS for approval.
   1. Drawings as follows:
      • Site Plan
      • Code plan
      • All floor plans
      • Principal building exterior elevations
      • Major building sections
      • Typical wall sections and details
      • 1/4" plans and elevations of typical, critical, and special interior spaces
      • Structural drawings
      • Mechanical drawings
      • Electrical drawings
   2. Statement of Value Engineering
      • Mechanical information statement that responds to all of the requirements in Item #7, Design Development, of the Building Air Quality Manual
   3. Room finish schedule
   4. Preliminary list of alternates
   5. Building area tabulation compared to SD
   6. Preliminary specifications
   7. Updated construction estimate
      • Include inflation factor to midpoint of construction
      • On an ongoing basis, monitor project budget and report weekly.
   8. Updated project schedule, in graphic form, with critical path noted
      • Include all RECS, legislative and Quality Analysis review periods
      • On an ongoing basis, monitor the project schedule and report weekly.
        
        

Construction Documents

Specific Consultant Responsibilities

1. Continue to administer the project work and coordinate with agency, facility, State Project Manager and design team to finalize the design.
2. Update and confirm space program, scope, cost and schedule with State Project Manager & user agency.
3. Obtain & review State's DD review comments on submittal documents and incorporate comments into CDs.
4. Review progress of documents in meeting with State Project Manager and user agency at 50% and 90% stage of completion.
5. Prepare final drawings, specifications, conditions of the contract and bidding requirements based on approved DD documents and in sufficient detail for bidding and construction of the project.
6. Review specifications to avoid sole source manufacturers and provide designs to obtain more competitive bidding while remaining compatible with existing installations.
7. Prepare final building code analysis and update the Code Record and Code Plan(s).
8. Finalize the Estimated Cost of Construction; value engineer as required to maintain allocated and approved budget.
9. Identify construction testing needs and communicate to the State's Project Manager. Quality assurance testing shall be indicated in each specification division; defining the type of test and method; test frequency; test pass/fail tolerance; and action required for failed tests.
10. Conduct final review of the State's Design Guidelines for inclusion into documents.
11. Review HARDWARE /keying with the Facility prior to publishing for bids.
12. Obtain from the State Project Manager and edit the Division 00 Sections and related Construction Contract forms to be included in the Project Manual. Assign a Section number and list the documents in the Table of Contents.
13. Coordinate with facility to schedule a Pre-bid conference. Attend and document the conference.
14. Certify Drawings for bidding and construction.
15. Meeting minutes.
16. Letter response that all SD & DD review comments have been incorporated into the documents. Provide written explanation for any review comments not incorporated into the documents. Confirm elements, scope, cost and and schedule.
17. Updated Schematic Design and Design Development Instruments of Service/Deliverables. Updates to program areas, scope, cost and schedule are to be a tabulated comparison. Submit 50% and 90% complete documents.
18. Written responses to regulatory/legal reviews or inquiries (i.e. code officials, CAAP Board, Health Department, Pollution Control Agency, Municipality, Federal agency, etc).
19. Include Sustainable design elements/products incorporated into the project.
20. Assist in the solicitation and review of proposals from three independent testing companies. Make recommendation for selection to the State.
21. Edit the State's Division 00 front end documents (Advertisement for Bids, Bid Proposal Forms, etc.)
    • Bid Date, Time, Place
    • Substantial & Completion date/liquidated or actual damages
    • Alternates and Unit Prices
    • % of Targeted Group Goal requirement
    • Security requirements for contractors working at detention facilities.
    • Builders Risk Insurance requirement
    • Advertisement for Bids: (Consultant shall edit in coordination with MN Dept. of Administration's Office of State Procurement (OSP) and State Project Manager). Include Pre-bid conference date/time/location.
22. Submit 100% complete set of documents (plans & specs) to state's independent quality control consultant. Incorporate review comments into documents. Submit documentation of review and comments.
23. Submit a 100% completed set of documents to the Minnesota State Historical Society. Provide written documentation of the review and comments to State.
24. Include all design professionals' CERTIFICATION SIGNATURES on drawings and on a signature sheet in the Project Manual. Obtain State APPROVAL SIGNATUREs for the cover sheet of the Drawings.
25. Request for Payment, Consultant Agreement
    
    

Bidding Phase

In the Bidding phase, construction documents are available for review by those wishing to bid on the project.

Contractors are encouraged to ask questions during this period; answers and clarifications are made by Addendum. A Pre-bid meeting is held for most of the projects, and all those wishing to bid on the project are expected to attend. Bidders will be responsible for all of the information given at the meeting.

Specific Consultant Responsibilities:

The consultant shall print the plans and specifications, distribute the bid documents, and put out all required addendums. Included in the scope of work is the following: 

1. Submit a copy of the bid documents and the Application for Plan Review to Building Codes and Standards
   • Note that the review fee will be paid through RECS using project funds
   • Respond to all review comments, taking corrective action as required
2. Submit bid documents to all appropriate review authorities, such as the Department of Health and Accessibility Council.
3. Submit a set of bid documents to both RECS and MMD
4. Send copies of bid sets to Builder's Exchanges
5. Issue bid sets to requesting contractors
6. Take contractor questions, review substitution requests with RECS PM, and issue addenda
7. Administer the Pre-bid walk-through
8. Make Award recommendation
   
   

Construction Administration

In the Construction Observation phase, the project is constructed, and the consultant observes the construction, and issues instructions to the contractor.

The construction period begins with the Notice to Proceed. This sets the start date, with the end date as noted on the Bid Form. A Preconstruction Conference will be held before construction is started, and shall include the Real Estate and Construction Services (RECS) Project Manager (PM) and representatives from all prime contractors, subcontractors, facility, and agency. Regular meetings are held throughout the course of construction, and testing shall occur per the specifications. Changes in the project scope and schedule must be approved by the RECS PM, and a Supplemental Agreement processed prior to the work being done. The consultant shall provide the contractor with a punch list near the end of the project, and Substantial Completion shall be reached on or prior to the specified date of completion.

The consultant shall conduct a pre-warranty inspection 10 months after the Date of Substantial Completion.

Specific Consultant Responsibilities:

The consultant shall observe the construction per conditions of the contract, interpret the requirements of the contract documents, and advise the State concerning performance of the contractor. Included in the scope of work is the following:

1. Represent, advise, and consult with the State
2. Together with the RECS PM, conduct the Preconstruction meeting
   1. Use the Preconstruction Meeting Form
3. Observe construction to keep State informed of progress
   1. Conduct regularly scheduled construction meetings
      • Take meeting notes in a format that follows the RECS Meeting Note Guidelines
      • Distribute notes to attendees and all other appropriate people
   2. Observe construction as appropriate for the stage of work
   3. Record and evaluate work progress, and submit a field report to RECS PM
   4. Review, sign, and submit contractor Pay Request to RECS PM in a timely manner.
   5. On an ongoing basis, monitor the project budget and report weekly.
   6. On an ongoing basis, monitor the project schedule and report weekly.
4. Review and take appropriate action on submittals required by the contract documents
   1. Two sets of approved shop drawings shall be kept so that consultant can give one set to facility at end of project.
5. Review contractor's requests for information, and issue clarifications as required
6. Issue instructions to the contractor
   1. The agency and facility do not have the authority to direct changes in the work
7. Review change requests with RECS PM
   1. Submit a detailed Request for Proposal to the contractor
      • Note that all drawings shall be certified by the design professional
   2. Review extension of time required by change
   3. Obtain a detailed cost breakdown
      • Material total shall be broken down into rate x quantity
      • Labor total shall be broken down into rate x hours
   4. Upon written approval of RECS PM, fill out a Supplemental Agreement Construction Contracts form (S.A.), and attach cost breakdown
      • Consultant shall sign back of form, and send to contractor for signature
      • An Officer of the construction company must sign the S.A. and return to the consultant
      • Consultant shall forward to RECS PM for processing
      • When the consultant has been notified by the RECS PM that the S.A. has been executed, they shall inform the contractor to proceed with the work
8. Make a prompt written notice to the RECS PM of all items that do not conform to the Contract Documents
9. Conduct two inspections to determine dates of substantial and final completion of the construction
   1. Provide contractor with a punch list of items left to complete
   2. • Include sign-off line for each item
10. Establish date of Substantial Completion, and process form
11. Obtain field as-built drawings and specifications from contractor
    1. Incorporate all changes into the contract documents, including all addenda items, and submit to RECS in the following form:
       • 1 blue-line set of drawings
       • 1 annotated specification that notes all changes and identifies products selected
       • 1 reproducible set of drawings 1 electronic set of drawings, which may be on disk or CD
12. Obtain complete O & M Manuals from the contractor as specified
    1. Review and verify they are complete, send to facility and copy transmittal to RECS PM
13. Verify facility has received all specified training
14. Verify contractor has supplied material stock to facility as specified
15. Conduct ten month pre-warranty inspection
    
    

Post Construction

Specific Consultant Responsibilities

1. Coordinate and collect information for warranty and operational manuals. Review Operations and Maintenance Manuals for completeness.
2. Coordinate systems training sessions with the user agency/facility staff.
3. Receive and review as-built drawings and specifications from the contractor. Verify that all addenda and supplemental agreement (change order) work are included.
4. Incorporate all as-built changes onto electronic drawings and specifications.
5. The AutoCAD drawing format shall meet State's Computer Aided Drafting (CAD) Guidelines.
6. Schedule and conduct a ten month pre-expiration warranty inspection.
7. The one year warranty period begins on the date of Substantial Completion
8. Sustainability / High Performance / Commissioning
9. Review Commissioning requirements with the State's Project Manager. Complete the commissioning process as required for new buildings funded after January 1, 2004, per "The State of Minnesota Sustainable Building Guidelines". The commissioning is to occur after the 10 month warranty period or after completion of a full year of operation, whichever is last.
10. Submit O & M Manuals to user facility/agency.
11. Verify that facility has received material stock, as specified, from the contractor.
12. Submit training videos for future staff training needs.
13. Submit Electronic and hardcopy as built drawings and specifications as follows
    • 2 copies to State's Project Manager (one for internal file; one for archiving).
    • 1 copy to user facility/agency
14. Submit final project information on via an updated Monthly Project Report (contained in the Design Guidelines ): final construction cost and cost per sq ft and final square footage.
15. Written report from architects and engineers of record and consultants on the walkthrough inspection. Include summary of corrections to be made. Forward copies to the State's Project Manager, the user agency and the prime contractor.
16. In accordance with "The State of Minnesota Sustainable Building Guidelines". Submit the "Final Compliance Summary Form" for the project.
17. FINAL Request for Payment, Consultant Agreement

Reference our Forms page for more information. 

16B.30 General Authority

1. Subject to other provisions in this chapter, the commissioner shall supervise and control the making of all contracts for the construction of buildings and for other capital improvements to state buildings and structures, other than buildings and structures under the control of the board of trustees of the Minnesota state colleges and universities. Except as provided in paragraph (b), a state agency may not undertake improvements of a capital nature without specific legislative authority.
2. Specific legislative authority is not required for repairs or minor capital projects financed with operating appropriations or agency receipts that:
   
   • are undertaken for asset preservation or code compliance purposes or
   • do not materially increase the net square footage of a facility; and in either case,
   • do not materially increase the cost of agency programs.
     
     

Unless the commissioner determines that an urgency exists, the commissioner of an agency undertaking a project with a cost in excess of $50,000 pursuant to this paragraph shall notify the chairs of the senate finance committee, the house capital investment committee, the house ways and means committee, the appropriate house and senate finance divisions, and the director of the legislative coordinating commission prior to incurring any contractual obligation with regard to the project. Any agency undertaking any project pursuant to this paragraph during fiscal year 1999 must report all such projects to the legislature by January 1, 2000.

Internet Addresses for Committee Information

• House Committees
• Senate Committees

Agency Capital Budget Requests (Bonding Bill)

The legislative session, in the even-numbered years, passes a bonding bill that provides funds to state agencies for some of the projects they have requested through the capital budget process. Minnesota statute 16A.10 directs the Commissioner of Finance to prepare the Agency Capital Budget Request forms and instructions for all agencies, and outlines the submittal schedule.

Per the department of finance, the strategic capital budget planning has two basic objectives:

1. to enable informed capital investment decisions according to a fair, open and objective process, and
2. to effectively manage resulting assets.
   
   

To achieve these goals, capital budget planning is built on a series of guiding principles:

• Creation of a state six-year strategic capital budget with six-year financing capacities
• Development of agency long-term strategic plans and agency requests over a six year horizon
• Preparation of uniform and adequate information for capital requests to further a meaningful consideration of the project by the Governor and Legislature.
• Balancing the need to maintain and re-use existing assets with request for new facilities.
• Sequencing appropriations for predesign, design and construction stages.
• A two-part request review process: qualifications and scoring
• Integration of capital and operating budgets.
• Reduction of the state's deferred maintenance backlog.
• Compliance with all applicable requirements of the Minnesota Constitution and state statutes.
  
  

Unless noted otherwise, these funds are appropriated to the Commissioner of Administration who, per Minnesota statute 16.B.30, shall supervise and control the making of all contracts for the construction of buildings and for other capital improvements to state buildings and structures.

It should be noted that in the odd-numbered years, the legislature may choose to pass an emergency bonding bill.

Capital Asset Preservation and Replacement Account (CAPRA)

The CAPRA account is established by Minnesota Statute 16A.632, and the money is appropriated to the commissioner of administration. Real Estate and Construction Services (RECS), acting for the commissioner, furnishes agencies with application instructions for the account, reviews the applications, makes initial allocations among types of eligible projects, determines priorities, and allocates money in priority order. A portion of each CAPRA appropriation will be held in reserve for unanticipated emergencies.

Categories of projects considered likely to be most needed and appropriate for financing are as follows:

• Unanticipated emergencies
• Projects to remove life safety hazards, such as replacement of mechanical systems, building code violations, or structural defects, at costs not large enough to require major capital requests to the legislature
• Elimination or containment of hazardous substances like asbestos or PCBs
• Moderate cost replacement and repair of roofs, windows, tuckpointing, and structural members necessary to preserve the exterior and interior of existing buildings
  
  

Criteria for priority considers the following:

• Urgency in ensuring the safety of use of existing buildings
• Economy
• Absolute cost
• Based on the above, the Department of Administration has established the following Operational Guidelines for CAPRA projects:
  
  

Qualification Criteria

A CAPRA project must meet all three of the following criteria:

1. Sense of urgency or benefit of economy,
2. non-recurring repair or replacement, and
3. support the existing program.
   
   

Project Categories 

CAPRA projects must fall into one of the following categories:

1. Unanticipated emergencies of all kinds.
2. Removal of life safety hazards, such as replacement of mechanical systems, building code violations, or structural defects.
3. Elimination or containment of hazardous substances such as asbestos or PCBs.
4. Repair and replacement of roofs, window replacement, tuckpointing, and structural members necessary to preserve the exterior and interior of existing buildings.
   
   

Project Minimum/Maximum 

$25,000 is the minimum amount typically funded. Projects less than this should be funded by the agency's operating budget.

A typical CAPRA project should not exceed $500,000. A project beyond this limit should be submitted as a Capital Budget request.

Application Process:

1. Fill out the CAPRA Application Form and a Project Initiation Form for new projects.
   1. Attach documentation such as letters, reports, and cost estimates that will support your request.
   2. For projects with an economy priority, be sure to include the impact on operating expenses and any anticipated cost avoidance.
2. Send application to Agency for review
3. Agency to review and approve.
4. Agency shall E-mail the application and all supporting and required documents to Agency Team Executives at RECS.
5. RECS will review the applications with each agency, and determine initial status and project priority.
6. RECS will provide the agency central offices with a quarterly CAPRA status report.
   
   

Asset Preservation (AP)

Asset Preservation funding is requested by agencies through the Agency Capital Budget Request process, and the money is appropriated to the Commissioner of Administration. RECS, acting for the commissioner, furnishes agencies with application instructions for the account, reviews the applications, determines priorities, and allocates money in priority order.

Categories of projects considered likely to be most needed and appropriate for financing are as follows:

• Unanticipated emergencies of all kinds
• Projects to remove life safety hazards, such as replacement of mechanical systems, building code violations, or structural defects
• Elimination or containment of hazardous substances like asbestos or lead paint
• Repair and replacement of roofs, windows, tuckpointing, and structural members necessary to preserve the exterior and interior of existing buildings 
  
  

Application Process:

1. Fill out Project Initiation Form
   1. Attach documentation such as letters, reports, and cost estimates that will support your request.
2. Send application to Agency for review
3. Agency to review and approve.
4. Agency shall E-mail the application and all supporting and required documents to Agency Team Executives
5. RECS will review the applications with each agency, and determine initial status and project priority.
6. RECS will provide the agency with a quarterly Asset Preservation status report.
   
   

Examples