Transcript New Construction Eligibility & Funding Overview How to Apply for School Facilities Funding

How to Apply for School Facilities Funding
New Construction
Eligibility & Funding
Overview
Topics
New Construction Program

Overview
Funding Process
Establishing New Construction Eligibility
Submitting a New Construction Funding Application
Time Sensitive Steps
SFP Tips
Supplemental Grants
Resources
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SFP Acronyms & Abbreviations
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Overview
What Does the Program Fund?
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Costs Associated With Housing New Pupils [EC Section
17072.35] includes the following, but not limited to:
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Classrooms
Subsidiary Facilities
Outdoor Facilities
Design
Engineering
Testing
Inspection
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Plan Checking
Construction Management
Site Acquisition & Development
Hazardous Waste Costs
Demolition, Landscaping
Utility Costs
Furniture & Equipment
Overview
Can I Look Up My District’s Eligibility and Past
New Construction Funding Received?
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Demonstration of OPSC Project Tracker
http://www.applications.opsc.dgs.ca.gov/PT/PT_Main.asp
Funding Process
Funding Process
OPSC New Construction Eligibility & Funding Process
District submits application for
eligibility determination to the
OPSC.
OPSC determines eligible pupil grants
and makes recommendation to the
SAB for approval
SAB Approval
District submits funding
application including CDE and
DSA approved plans to the OPSC.*
OPSC determines eligible grants
and makes recommendations to
SAB for approval
SAB Unfunded Approval
As cash becomes available, Unfunded Approval
is converted to Apportionment.
Traditionally the District had 18 months from
apportionment to request a fund release. In
recent priority funding rounds, districts have
had 90 days to submit a fund release.
New cash management systems are being
discussed.
OPSC releases grant amount pending district
match and construction contracts signed.
Project Construction
District submits substantial
progress/expenditure reports.
*Financial hardship districts can request advanced site and/or design funding.
Funding Process
PRESENT
BEFORE FISCAL
CRISIS (DEC 2008)
Cash Availability
Apportionment
Fund Release
Pooled Money
Investment
Board (PMIB)
Loan
Unfunded
Approval
Bond Sale
Priorities In
Funding (PIF)
Apportionment/
Fund Release
Eligibility Determination
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Establishing eligibility is done once
“If you’re not sure, check the OPSC Tracker”
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What is New Construction Eligibility?
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Measures (in “pupil grants”) districts’ ability to access
funding to house new pupils
Determined by projected number of unhoused pupils
= projected enrollment minus classroom capacity
Established on either a district-wide basis or
separately for high school attendance areas
SFP Regulation Sections 1859.30 to 1859.51.1
Loading Standards
K-6 Pupils
7-8 Pupils
9-12 Pupils
NonSevere
Pupils
Severe
Pupils
25
27
27
13
9
Un-housed Pupil Need
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District has 300 (K-6) students, would like to build 10 classrooms
Based on the K-6 loading standard;
10 classrooms x 25 pupils = 250 pupils.
300 pupils minus 250 pupils = 50 pupils
Therefore, the District would have an un-housed pupil need
for 50 students
Education Code 17071.25(a)(2)(1)
How Eligibility Translates into $$$
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New Construction Funding equals
Pupil Grants Requested* (AKA “Base Grant”)
plus Eligible Supplemental Grants
plus Eligible Site Acquisition
plus Eligible Site Development
*Pupil grants requested are capped by the pupils housed within
the project. Base Grant = Pupil Grants x Per Pupil Amount
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Pupil Grant Values may be adjusted annually by the
SAB.
SFP Regulation Sections 1859.70 to 1859.77.3
Annual Adjustment to SFP Grants
State Allocation Board Meeting, January 26, 2011
Education Code
17072.10, 17072.11 &
17074.10
Regulation
Section
Current Grant Per Pupil
Effective 1-1-11
Elementary
(K-6)
1859.71
$9,112
Middle
(7-8)
1859.71
$9,637
High
(9-12)
1859.71
$12,260
Non-Severe
1859.71.1
$17,121
Severe
1859.71.1
$25,601
Establishing New Construction
Eligibility
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To Establish New Construction Eligibility the
Following Forms are Required:
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Form SAB 50-01
Form SAB 50-02
Form SAB 50-03
Establishing or updating new construction
eligibility must be done prior to or concurrently
with the funding application
SFP Regulation Sections 1859.50. to 1859.51.1
Education Code 17071.10, 17071.25, 17071.30, 17071.33, 17071.40,
17071.75, 17071.76, 17052, 17070.551, 17072.20, 17077.40,
17078.72, 17079.20, 42268, 42270
Establishing New Construction
Eligibility
District-Wide vs. High School Attendance Area
• District-Wide eligibility is when the entire District is
looked at as a whole to determine eligibility
• HSAA eligibility is when a District is divided into regions
and then each region establishes new construction
eligibility
• Switching Between District-Wide & HSAA is only allowed
when five years under the prior option has passed since
the last SAB apportionment
SFP Regulation Sections 1859.40 to 1859.41.1
Education Code 17071.75, 17071.76, 17070.35
Establishing New Construction
Eligibility
Completing the Enrollment Certification/Projection
(Form SAB 50-01)
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Demonstration: How to Complete the Form SAB 50-01 using
the Enrollment Certification/Projection Calculator
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Enrollment Data:
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http://www.dgs.ca.gov/opsc/Forms/newconstructionprogramforms.aspx
http://dq.cde.ca.gov/dataquest/
Birth Data
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For County Data:
http://www.cdph.ca.gov/data/statistics/pages/statewidebirthstatisticaldata
tables.aspx
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For Zip Code Data:
http://www.cdph.ca.gov/data/statistics/pages/birthprofilesbyZIPCode.aspx
SFP Regulation Sections 1859.50 to 1859.51
Education Code 17071.10, 17071.25, 17071.30, 17071.33, 17071.40,
17071.75, 17071.76 & 17070.51
Establishing New Construction
Eligibility
Completing the Existing School Building Capacity
(Form SAB 50-02)
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Demonstration: How to Complete the Form SAB 50-02 using
the Existing School Building Capacity Form
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http://www.dgs.ca.gov/opsc/Forms/newconstructionprogramforms.aspx
SFP Regulation Sections 1859.30 to 1859.35
Education Code 17071.10, 17071.25, 17071.30, 17052,
17077.40, 17071.33, 17071.35, 17071.40 & 42270
Establishing New Construction
Eligibility
Completing the Eligibility Determination
(Form SAB 50-03)
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Demonstration: How to Complete the Form SAB 50-03 using
the Eligibility Determination Form
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http://www.dgs.ca.gov/opsc/Forms/newconstructionprogramforms.aspx
SFP Regulation Section 1859.50
Education Code 17071.10, 17071.25, 17071.30, 17071.33,
17071.40, 17071.75 &17071.76
Submitting a New Construction
Funding Application
Completing the Application for Funding
(Form SAB 50-04)
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Demonstration: How to Complete the Form SAB 50-04 using
the Application for Funding Form.
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http://www.documents.dgs.ca.gov/opsc/Forms/SAB_50-04_.pdf
SFP Regulation Sections 1859.70 to 1859.77.3
Education Code 17071.10, 17071.75, 17072.10,17072.11, 17072.15, 17072.25,
56026, 17074.10, 17077.35, 100620, 100820, 17072.20, 101012(a)(8),
17074.50, 17074.52, 17074.54, 17074.56, 17071.46,
17074.56, 17072.12, 17251, 17070.71,
17072.18, 17072.13, 17076.10, 17079.20,
17072.35 &17072.20(b)
Submitting a New Construction
Funding Application
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DSA Approval:
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CDE Approval:
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Architect Certification that the estimated/actual construction
costs are greater than 60% of the State grant plus the District’s
match (less site acquisition, planning, tests, inspection, furniture
and equipment, and LCP costs)
Occupancy:
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Obtain CDE site/plan approval before submitting a funding
application. CDE Approval expires after 2 years.
60 Percent Commensurate:
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Obtain DSA approval before letting construction contracts.
DSA approval expires after 1 year - a renewed approval is
required if approval has expired.
The application for funding must be submitted prior to the Date
of Occupancy. Otherwise, the application is ineligible for funding.
Labor Compliance Program
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A Labor Compliance Program (see LC 1770 through 1781) must
be in place if project is funded with Prop 47 or Prop 55 funds.
Submitting a New Construction
Funding Application
Multiple Funding Sources:
Projects with 2 or more project scopes that are
funded with separate sources:
(example, contains ineligible expenditures, or funded through more than one SFP program):
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Identify in writing both scopes of work
Identify the source of funding for both, and
• Indicate that the District will establish a separate
expenditure record system to provide a clear project
audit trail
Submit either separate or prorated cost estimates for
verification of 60% commensurate
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Submitting a New Construction
Funding Application
Multiple Funding Sources:
• Create separate sub-funds to track both scopes of
work, to ensure:
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State’s funds and district’s matching funds are
attributed to correct portion of project;
interest accrued from these sub-funds is accounted for;
warrants are issued and expended from the correct
project fund;
savings is attributed towards the correct project
Contracts, change orders, and payment
applications should be pro-rated so the
expenditures can be reconciled to each
portion of the project
Time Sensitive Steps
Step
Timing
Establish or update Eligibility for
Enrollment
Same Enrollment Year As Submittal of
Application for Funding* (Nov. 1
through Oct. 31)
CDE Plan & Site Approval
DSA Approval
Prior to Submitting Funding
Application
OPSC Financial Hardship Approval
Funding Application must be
Submitted Within 6 Months of FH
Approval
Written Confirmation from District’s
Career Tech Advisory Committee
Prior to Submittal of Funding
Application
Cost Estimate Prepared by Architect of
Record
Prior to Submitting Funding
Application
Submittal of Funding Application
Submit Prior to Classroom Occupancy
Date
*Exception: Districts < 2,501 enrollment
New Construction
Supplemental Grants
Labor Compliance Program
 Purpose:
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How to Qualify:
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Aid districts that have applications that are funded from
Proposition 47 and 55 and are required to initiate a LCP
Districts must be receiving apportionments from Propositions
47 and 55 and must have approval from the Department of
Industrial Relations (DIR) before submitting the Fund Release
Authorization (Form SAB 50-05)
How its Calculated:
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Formula set in Regulation that is based on the total project
costs
SFP Regulation Section 1859.78.1 & 1859.78.6. to 1859.78.7.
ED Code Sections 17074.10, 17074.26, & 17074.26
New Construction
Supplemental Grants
SDC Therapy Area Grant
 Purpose:
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How to Qualify:
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To construct therapy space for severely disabled individuals with
exceptional needs
Plans must clearly include severe SDC classrooms and therapy
space
How its calculated:
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(Current Replacement Cost) x (Sq. Ft. of Therapy Space)
SFP Regulation Section 1859.72
Education Code 17072.10, 17072.15, 17072.25,
17074.56 & 56026
New Construction
Supplemental Grants
Multilevel Construction Grant
 Purpose:
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How to Qualify:
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To pay for additional costs to construct multilevel construction
on sites
Site is less than 75% of site size recommended by CDE for
the master planned project capacity
How its calculated:
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(12%) (Base grant for multilevel classrooms in plans)
SFP Regulation Section 1859.73
Education Code 17072.10
New Construction
Supplemental Grants
Project Assistance
 Purpose:
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How to Qualify:
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To assist with the costs associated with the preparation and
submission of SFP eligibility and funding documentation
District-wide enrollment is less than 2,501 pupils
How its calculated:
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A flat amount that is adjusted annually by the SAB
SFP Regulation Section 1859.73.1
Education Code 17072.10
New Construction
Supplemental Grants
Site Acquisition Grants – Covered in a Separate Webinar
 Purpose:
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How to Qualify:
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To acquire new school sites or additional acreage at existing
sites
Must have a new school site or new additional acreage
approved by the California Department of Education to qualify
for site acquisition. May also receive funding for Department
of Toxic Substances Control clean up existing sites that are
acquiring no additional acreage
How its calculated:
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Covered in a separate webinar
SFP Regulation Sections 1859.74 to 1859.75.1
Education Code 17072.10, 17072.12, 17251,
17070.71, 17072.18, 17072.13
New Construction
Supplemental Grants
Site Development Grants
 Purpose:
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How to Qualify:
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Funds the estimated cost associated with developing the site.
Includes service site, off-site work, and utility costs
See Section 1859.76 for eligible site development costs and
complete the OPSC worksheet
Details are covered in a separate webinar
How its calculated:
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OPSC Plan Verification Team verifies the costs submitted
using Saylor Publication Guide
SFP Regulation Section 1859.76
Education Code 17072.12 & 17072.35
New Construction
Supplemental Grants
General Site Development Grant
 Purpose:
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How to Qualify:
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Includes onsite driveways, walks, parking, curbs and gutters,
tennis/handball courts, athletic fields, etc
Project is a new school or an existing project with additional
acreage is acquired
How its calculated:
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If elementary or middle school:
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[(6%)(pupil grants + fire alarm + fire sprinklers + geographic + new
school allowance + small size + SDC therapy + multilevel grant) +
(construction cost index general site amt.)(# usable acres)]
SFP Regulation Section 1859.71.2
Education Code 17074.50, 17074.52,
17074.54 & 17074.56
New Construction
Supplemental Grants
General Site Development Grant
 Purpose:
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How to Qualify:
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Includes onsite driveways, walks, parking, curbs and gutters,
tennis/handball courts, athletic fields, etc
Project is a new school or an existing project with additional
acreage is acquired
How its calculated:
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If high school:
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[(3.75%)(pupil grants + fire alarm + fire sprinklers + geographic + new
school allowance + small size + SDC therapy + multilevel grant) +
(construction cost index general site amt.)(# usable acres)]
SFP Regulation Section 1859.71.2
Education Code 17074.50, 17074.52,
17074.54 & 17074.56
New Construction
Supplemental Grants
Automatic Fire Alarm/Detection
 Purpose:
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How to Qualify:
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To include a fire detection and alarm system
Must include a fire detection and alarm system
How its calculated:
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(Fire alarm amount in CCI chart) (# pupil grants)
SFP Regulation Section 1859.71.2
Education Code 17074.50, 17074.52, 17074.54
& 17074.56
New Construction
Supplemental Grants
Automatic Fire Sprinkler
 Purpose:
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How to Qualify:
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To include a fire sprinkler
Project must include a fire sprinkler system, and must either
be a new school site, or an addition to a new school built on or
after July 1, 2002
How its calculated:
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(Fire sprinkler amount in CCI chart) (# pupil grants)
SFP Regulation Section 1859.71.2
Education Code 17074.50, 17074.52, 17074.54
& 17074.56
New Construction
Supplemental Grants
High Performance Incentive Grant
 Purpose:
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Increased costs associated with high performance attributes
in schools, includes designs and materials that
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Promote water efficiency,
Maximize the use of natural lighting,
Improve indoor air quality,
Utilize recycled materials and materials that emit a minimum of
toxic substances, and
Employ acoustics that are conducive to teaching and learning.
SFP Regulation Sections 1859.71.3 & 1859.71.6
Education Code 101012(a)(8)
New Construction
Supplemental Grants
High Performance Incentive Grant
 How to Qualify:
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Project must include all the prerequisites in each of the five
HPRC to include Sustainable Sites, Water, Energy, Materials
and indoor Environmental Quality and related subcategory
credits. Verified by DSA.
How its calculated:
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(Percentage multiplier based on HPI points) (base grant) +
Starter Grant
SFP Regulation Sections 1859.71.3 & 1859.71.6
Education Code 101012(a)(8)
New Construction
Supplemental Grants
Energy Efficiency Grant
 Purpose:
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How to Qualify:
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To provide funds to Districts that have increased costs
associated with energy efficiency. This includes designs and
materials that promote conservation, energy efficiency, load
reduction, peak-load shifting, and solar power.
Project must include energy efficiency components that confirm
to Subdivision (b) of Ed. Code Section 17077.35. Verified by
DSA.
How its calculated:
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(Percentage multiplier based on Regulation) (base grant)
multiplier varies depending on the energy efficiency points
SFP Regulation Sections 1859.71.3. & 1859.71.6
Education Code 101012(a)(8)
New Construction
Supplemental Grants
Geographic Percentage Factor Grant
 Purpose:
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How to Qualify:
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To assist districts with projects located in areas of California that
are remote, difficult to access, or a lack of a pool of contractors
Must be within an area defined in Section 1859.83(c)(1)
How its calculated:
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(Percentage multiplier based on Regulation) (base grant)
SFP Regulation Section 1859.83
Education Code 17072.32, 17074.15, 17074.16, 17075.10,
17075.15, 17077.40, 17077.42 & 17077.45
New Construction
Supplemental Grants
New School Allowance Grant
 Purpose:
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How to Qualify:
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To provide funds to construct core facilities for projects that have a
minimal amount of classrooms, but not enough to generate a
sufficient new construction grant to build these essential facilities.
Note that future SFP projects for the site will be offset.
Project must be on a new site with no existing facilities and has no
more classrooms than shown on the chart in Section 1859.83(c) for
the type of project constructed.
How its calculated:
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Amount is based on chart in Section 1859.83(c).
SFP Regulation Section 1859.83
Education Code 17072.32, 17074.15, 17074.16, 17075.10,
17075.15, 17077.40, 17077.42 & 17077.45
New Construction
Supplemental Grants
Small Size Project Grant
 Purpose:
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How to Qualify:
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To provide additional funds for core facilities and to make up for
the lack of economies of scale when districts build small projects
Project must house no more than 200 pupils
How its calculated:
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Projects that house no more than 100 pupils: (12%)(Base Grant)
Projects that house more than 100 pupils but no more than 200
pupils:(4%)(Base Grant)
SFP Regulation Section 1859.83
Education Code 17072.32, 17074.15, 17074.16, 17075.10,
17075.15, 17077.40, 17077.42 & 17077.45
New Construction
Supplemental Grants
Urban/Security/Impacted Site Grant
 Purpose:
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To provide additional funds for uniquely associated with urban
construction
How to Qualify:
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Usable acreage is less than 60% of the CDE rec site size
60% of classrooms are multilevel
The value of the site being acquired is at least $750,000 per
usable acre (not applicable to projects where no land is acquired)
SFP Regulation Section 1859.83
Education Code 17072.32, 17074.15, 17074.16, 17075.10,
17075.15, 17077.40, 17077.42 & 17077.45
New Construction
Supplemental Grants
Urban/Security/Impacted Site Grant
 How its calculated:

(15% + (additional 1.166% for each percentage decrease in the
CDE recommended site size below 60%))(base grant + small
size + new school allowance)
SFP Regulation Section 1859.83
Education Code 17072.32, 17074.15, 17074.16, 17075.10,
17075.15, 17077.40, 17077.42 & 17077.45
SFP Tips
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Eligibility must be updated for enrollment changes for the same
enrollment year the district requests funding
 Exception- Districts < 2,501 pupils can lock their eligibility for
up to 3 years
Locally Funded Classrooms
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Report any classrooms that have been constructed and funded
entirely with local funding on the next funding application
submitted.
Report interim portables where the lease has extended beyond five
years
New Construction Grants for Replaced Facilities:

Section 1859.73.2 allows for replacing facilities when it is more cost
effective to demolish & build multilevel than to purchase a new site
SFP Tips
Retain in your District file:
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Detailed cost estimate with
itemization and quantities that can
be verified in the plans
Construction contracts & supporting
docs
Construction contracts final billing
All contracts pertaining to project
Architect agreements & schedule of
fees
Change orders
Warrants & invoices
Payment voucher(s)
Schedule of values
Purchase orders and/or agreements
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Qualification appraisal docs (Gov
Code 4526)
For Force Account Labor projects,
documentation showing hours
worked & wages
Closing escrow settlement
Supporting documentation for
relocation expenditures
Bid announcement that
substantiates DVBE goal was met
Bid summary
Notice to proceed and notice of
completion for all contracts
Documents tracking project
savings
All DIR approval letters for
district’s LCP
How to Apply for
School Facilities Funding
Webinar Archives Available:
 Part I: Elements of a Complete Application – April 11, 2011
 Part II: Site Development Funding – April 18, 2011
Upcoming Webinars:
 Part IV: Modernization Eligibility and Funding
May 2, 2011 - 9:00 a.m.-11:00 a.m.

Part V: Site Acquisition Funding
May 9, 2011 - 9:00 a.m.-11:00 a.m.

Part VI: Financial Hardship
May 16, 2011 - 9:00 a.m.-11:00 a.m.
Feedback
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Questions
Comments
Suggestions for Improving the Process
Submit Instant Message Now - or Email [email protected] anytime
Resources
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OPSC Project Manager:
 http://www.applications.opsc.dgs.ca.gov/employee/pmassign.as
p
Estimate the State Grants for My New Construction Project:
 http://www.applications.opsc.dgs.ca.gov/GrantCalc/GrantCalc_H
ome.asp
Financial Hardship:
 http://www.applications.opsc.dgs.ca.gov/GrantCalc/GrantCalc_H
ome.asp
SFP Handbook:
 http://www.documents.dgs.ca.gov/opsc/Publications/Handbooks
/SFP_Hdbk.pdf
Commonly Used Acronyms and Abbreviations:
 http://www.documents.dgs.ca.gov/opsc/Resources/OPSC_Acrony
ms.pdf
Resources
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Architect Submittal Guidelines:
 http://www.documents.dgs.ca.gov/opsc/Publications/Handbooks
/Arch_Sub.pdf
PVT Presentation on Site Development:
 http://www.documents.dgs.ca.gov/opsc/Resources/PowerPoint/O
PSC-PVT.ppt
Substantial Progress & Expenditure Audit Guide:
 http://www.documents.dgs.ca.gov/opsc/Publications/Handbooks
/SFP_Audt.pdf
Public School Construction Cost Reduction Guidelines:
 http://www.documents.dgs.ca.gov/opsc/Publications/Other/Cost
_Rdt.pdf
Annual Adjustment to School Facility Program Grants:
 http://www.documents.dgs.ca.gov/OPSC/Resources/SFP_Grant_A
dj.pdf