Facilities Planning

Welcome to the Facilities Planning website!

Forms and Checklists (New 10-22-2021)


Facilities Planning has updated the Final Submission Forms Workbook! In addition, Facilities Planning has created a new PowerPoint presentation to aid the school districts and A/Es in the completion of these forms. In order to accommodate projects currently preparing for submission, a grace period will be provided until January 1, 2022. During this grace period both versions of the forms will be accepted. Starting January 1, 2022, all project submissions must use the most updated version below.

Bonfire and Fireworks Permits (10-05-2021)

Bonfires: In compliance with the 2020 NYS Fire Code Section 307 Open Burning, the Office of Facilities Planning requires a permit application for bonfires on district owned property. For each planned bonfire event, please use the form link below to submit to FireSafety@nysed.gov . For bonfire related questions, please contact Louis Fiorese at 518-473-8992 or louis.fiorese@nysed.gov

Bonfire Permit Application PDF Image Icon

Fireworks: In compliance with 2020 NYS Fire Code Section 5608 Fireworks Display, the Office of Facilities Planning requires a permit application for fireworks on district owned property. For each planned fireworks event, please use the form link below to submit to FireSafety@nysed.gov . For firework related questions, please contact Louis Fiorese at 518-473-8992 or louis.fiorese@nysed.gov

Fireworks Permit ApplicationPDF Image Icon

It continues to be true that NYSED is only approving the bonfire or fireworks display as required by the Fire Code. It is not under NYSED’s jurisdiction to authorize the district to have a large gathering on-site. That authorization must be obtained from the appropriate governing authority during times of applicable limitations due to the COVID pandemic. Please coordinate with current requirements of State and Local Health Departments.

Project Based Information Technology Services (PBITS #21-002)  (10-04-2021)

The New York State Education Department (NYSED) is seeking proposals for providing technical assistance with the migration, cleansing and conversion of data from a legacy dBase system to a new Oracle database for the Office of Facilities Planning. All details and information regarding this request may be found at http://p1232.nysed.gov/facplan/PBITS21-002.html

Federal Stimulus Funding Supported Projects - CRRSA Funding (REVISED 10-13-2021)

The Office of Facilities Planning is now accepting CRSSA funded capital projects which do not include other Federal Stimulus funding sources and have filed FS-10s / other documents as required by the Office of ESSA-Funded Programs.

These projects will require all the submittal items of a regular project, but the process will be modified as follows:

REVISED PROCEDURE:  LOI’s will continue to be emailed to the LOI mailbox. Please type/print “Federal Stimulus Funding” on the LOI letter AND in the subject line of the email.

REVISED PROCEDURE:  Please email PDFs of SED paperwork for all final project submissions to emscfp@nysed.gov , in addition to the paper copy that must be mailed in.  Please use the subject “<District name> Federal Stimulus Paperwork”. The body of the email message should include all SED project numbers associated with the submission.  Please use the full 15-digit SED Project Number (i.e. SED Project #XX-XX-XX-XX-X-XXX-XXX). All SED project numbers are required so that we can pull the appropriate project folders.

REVISED PROCEDURE:  Electronic Reviews: Please email to emscfp@nysed.gov with the subject “<District name> Ready for Review – Federal Stimulus Funding”.  The body of the email message should include all SED project numbers associated with the submission.  Please use the full 15-digit SED Project Number (i.e. SED Project #XX-XX-XX-XX-X-XXX-XXX). All SED project numbers are required so that we can pull the appropriate project folders.

REVISED PROCEDURE:  Please mark with the transmittal (paper submission) and cover sheets of the drawings and project manual with “Federal Stimulus Funding”. These projects will receive an expedited review.

Please see the Federal Stimulus Funding Q&A document in the link below.

Link Q&A. PDF

REVISED PROCEDURE: Requesting Mailed and PDF Copies of All SED Submission Paperwork (REVISED 10-13-2021)

To help us serve you faster, the Office of Facilities Planning is requesting PDFs of SED paperwork for all final project submissions to be emailed to emscfp@nysed.gov, in addition to the paper copy that must be mailed in.  Please scan all SED paperwork as double-sided.  For a submission that includes multiple project numbers submitted as a single package, please create a separate PDF for each individual project number that contains the SED paperwork for that project.  Paperwork should be scanned and submitted in the order listed on the SED FP-CL form for each project number.

REVISED PROCEDURE:  Please use the subject “<District name> SED Paperwork”; please note the SED project number should no longer be included in the subject line.  The body of the email message should include all SED project numbers associated with the submission.  Please use the full 15-digit SED Project Number (i.e. SED Project #XX-XX-XX-XX-X-XXX-XXX). All SED project numbers are required so that we can pull the appropriate project folders.

To clarify, this request does not apply to the submission of the design drawings and specifications.  If you have any questions please contact us.

REVISED PROCEDURE: ELECTRONIC PROJECT REVIEW- New protocol (REVISED 10-13-2021)

With the suspension of prescreening and the posting above requiring mailing paper format AND emailing pdf format of SED paperwork, please do not submit SED paperwork to Laserfiche.  This will avoid duplication and which version is the correct version.  Also, please note the minor change to the subject line wording (from “Prescreening” to “Review”) below per our new protocol:

REVISED PROCEDURE:  Please send an email to emscfp@nysed.gov with the subject “<District name> Ready for Review”.  The body of the email message should include all SED project numbers associated with the submission.  Please use the full 15-digit SED Project Number (i.e. SED Project #XX-XX-XX-XX-X-XXX-XXX). All SED project numbers are required so that we can pull the appropriate project folders.

Updated COVID 19 FAQs (09-23-2021): The following Q&A are intended to provide clarifications and additional information to the NYSED Health and Safety Guide for the 2021-2022 School Year

COVID FAQs Fall 2021PDF Image Icon

Facilities Planning is seeking to hire the following:

Senior Architect, Grade 24 (two positions) - http://www.nysed.gov/hr/employment/senior-architect-1629891588 and http://www.nysed.gov/hr/employment/senior-architect-1637161025

Professional Engineer 1, Grade 24 (two positions open) - http://www.nysed.gov/hr/employment/professional-engineer-1-mechanical-1630415061

Please visit the flyer announcement at the links above.

Post Bid Addenda and Energy Performance Contract Amendments (08-05-2021)

We have written previously (Newsletter#105 – November 2010) about post-bid addenda and the difficulties they cause our office – these difficulties are magnified by our reduced staffing levels.

As a reminder, in order for a PM to allow for the submission of an addendum, it must meet the following requirements

  • The work in the addendum must be related to the original scope.
  • The addendum scope must be authorized under the project’s proposition/authorization and funding is available.
  • Confirmation will be required that the addendum scope is covered by the SEQRA Resolution, the project’s FP-OPRHP-LOR or SHPO Determination Letter, and the project’s Asbestos Letter.
  • In addition to the addendum, the following will be required to be emailed to the PM: A revised FP-F, FP-SC, SGIS and FP-AP

In an effort to clarify our procedures following project permitting, please note:

  • NYSED will no longer accept project addenda following our receipt of the Certificate of Substantial Completion (CSC) form.
  • NYSED will no longer accept contract amendments or change orders for Energy Performance Contract (EPC) projects which have been approved and received a building permit.

In these cases, a new project must be submitted for review and approval.

Federal Stimulus Fund Supported Projects (06-07-2021)

The Office of Facilities Planning, in collaboration with NYSED’s Chief Financial Officer and the Office of ESSA-Funded Programs, is developing guidance regarding capital construction projects based on the United States Department of Education (USDE) recently issued FAQs for this federal program.  The Use of Funds FAQ (released May 26, 2021) may be of particular interest, since it discusses construction and combination of funds. Links to the federal program website are below:

Districts which intend to do federally funded work using CRRSA and/or ARP-ESSER funds must first file FS-10s and other documents as required by the Office of ESSA-Funded Programs.  If a project would normally require a building permit if supported by state/local funds, it must also have a building permit if supported by federal funds (or a combination of funding streams).    Facilities Planning forms are under development at this time.

We will update the Facilities Planning home page as additional information becomes available.

SED PROJECT MANAGER LIST UPDATED (06/01/2021)

The Project Manager List has been updated and can be found here: http://www.p12.nysed.gov/facplan/documents/PMbyDistrict_001.htm

Please note that there are currently only two project managers so we appreciate your patience as it may take longer to return emails, voicemails and for project reviews.  We have requested permission to fill the vacant positions so we hope for these delays to be temporary.

Changes to Policy on Prescreening and Addressing Incomplete Design Submissions (05-27-2021)

To devote limited engineering resources to conduct more timely reviews, we are suspending prescreening, which was originally designed to prevent “placeholders” or incomplete submissions from entering our queue.  Incomplete submissions waste our reviewers time and is unfair to those who submit complete bid ready submissions. Going forward, our architects and engineers will conduct a careful review of SED paperwork and the design documents for completeness.

For the time being, we are trusting that Architects and Engineers will continue to submit 100% bid ready construction documents as required.

For your reference, projects where the design documents are grossly incomplete at time of review start, as determined by management, will be posted to our website listing the school district project and the architect/engineer as “Waiting for adequate documentation”.  

INTERIM GUIDANCE FOR IN-PERSON INSTRUCTION AT PRE-K TO GRADE 12 SCHOOLS DURING THE COVID-19 PUBLIC HEALTH EMERGENCY, PUBLISHED BY NYS DOH APRIL 9, 2021

On April 9, 2021, NYS DOH published “Interim Guidance for In-Person Instruction at Pre-K to Grade 12 School During the COVID-19 Public Health Emergency”. The full document can be accessed at the following link:

https://www.governor.ny.gov/sites/default/files/atoms/files/Pre-K_to_Grade_12_Schools_MasterGuidance.pdf

This update is intended to align with the most recent recommendations from the Centers from Disease Control and Prevention (CDC) on how to prioritize safe in-person learning in schools while adhering to layered mitigation strategies in the document.

GENDER NEUTRAL SINGLE-OCCCUPANCY BATHROOM FACILITIES (03-26-2021)

ACTION REQUIRED: Law in Effect March 23, 2021

Legislation relative to single-occupancy bathroom facilities became Law December, 2021.

The new Education Law Section 409-m, requires all schools to develop policies and procedures “requiring that all single occupancy bathroom facilities (toilet rooms) are designated as gender neutral for use by no more than one occupant at a time or for family or assisted use”. Simply stated, existing single-user toilet rooms which do not have signs which indicate gender neutral must be provided with new signs with the words “all gender” (preferred) or “gender neutral”. To comply with the new legislation and the Building Code of New York State refer to the following guidance:

Gender neutral toilet signs FAQ 3-24PDF Image Icon

 

2021 BUILDING CONDITION SURVEY AND 2022 VISUAL INSPECTION (UPDATED 10-13-2021)

The 2021 Building Condition Survey (BCS) must be completed by 12/31/21 and submitted by 03/01/22.

The 2022 Visual Inspection (VI) is due March 1, 2023.

Please reference the website, Building Condition Survey and Visual Inspection:

http://www.p12.nysed.gov/facplan/BldgCondSurv.htm

    • 2020-2024 Building Condition Survey - Assignment List PDF Image Icon (115KB) (12/10/20)
    • 2020 and 2022 Visual Inspection - Assignment List PDF Image Icon (181 KB) (11/22/19)

Submittal of 2021 Building Condition Survey

  • Each BOCES and public school district that has been assigned to complete a Building Condition Survey for all normally occupied buildings in calendar year 2021, must submit the survey data electronically in the SED Monitoring and Vendor Performance System (SED Monitoring), which may be accessed at: http://portal.nysed.gov.
  • Designated personnel should log on to the NYSED Business Portal using their existing State Education Department Delegated Administrator Account System (SEDDAS) account and password. Once logged in, click on the link to the “SED Monitoring and Vendor Performance System,” then click on “Facilities,” then click “2021 Building Condition Survey.”
  • If you have questions or problems accessing the business portal or the SED Monitoring and Vendor Performance System, contact the SEDDAS helpdesk at SEDDAS@nysed.gov 
  • Additional information regarding the 2020-2024 Building Condition Survey including BOCES/public school district assignments, instructions and answers to frequently asked questions can be found on the Office of Facilities Planning website.
  • Questions regarding the submission of the 2020-2024 Building Condition Survey can be directed to the NYSED Office of Facilities Planning at (518) 474-3906 or emscfp@nysed.gov.

 

FIRE SAFETY REPORT – CHANGES (12-04-2020)

On Tuesday, November 17th the attached memo was distributed to school leaders:   Fire Drills Clarifications Memo

On Friday, December 4, 2020, a revised PUBLIC SCHOOL FIRE-SAFETY REPORTING FORM was published.

  • The revised form eliminates reporting of the monthly evacuation fire drills as described in the NYS Fire Code.  This reflects NYSED’s clarifying conversation with the NYS Department of State, which promulgates the fire code.   As a result of this conversation, monthly fire drills are no longer required. 

If you have any questions, or encounter any difficulties, our office is available to assist you as always.  Please send an e-mail to firesafety@nysed.gov

COVID-19 PUBLIC HEALTH EMERGENCY  (09-04-2020)

  • TO OUR CUSTOMERS: This emergency will significantly impact normal business activities and services provided by the New York State Education Department. Please expect delays in services, wait times, and responses. We appreciate your patience.
  • VISITORS: We are now accepting in-person delivery of submissions at the security entrance desk at Hawk Street; please contact the main office number at 518-474-3906 ahead of time to let us know when you are coming.  When you arrive, please ask security to call our main office number and staff will come down to retrieve the documents.  Please note, access to the interior of all State Education Department buildings will be restricted to visitors until further notice.  Building access will be limited to state employees who have official duties within the buildings.
  • Please visit the NYSED dedicated COVID-19 web page for guidance and resources. We will continue to provide updates as new information becomes available.                                                            

USE OF PLASTIC SNEEZE GUARDS (07-30-2020)

Please find REVISED guidance addressing the use of plastic Sneeze Guards in schools. Please review the revised guidance and work with district consultant of record to provide written evaluation and statement of code compliance for specific proposed products. Plastic Glazing for Sneeze Guards (Revised)

 

PLEASE SEE BELOW FACILITIES PLANNING BUSINESS PROCESSES (UPDATED 10-13-2021):

  • FINAL PROJECT REVIEW SUBMISSIONS - THIRD PARTY REVIEWS (updated 06-25-2020)
    • Requests for Third-Party Review of paper and electronic (Laserfiche) project submissions continue.
    • All Third-Party Reviews will continue to be processed as expeditiously as possible.
    • If you have questions, please send an email to thirdpartyreview@nysed.gov.
  • PRELIMINARY SUBMISSIONS (06-03-20)
    • Preliminary Submissions will be accepted, hard copy only please.
  • CHANGE ORDERS (06-03-20)
    • Change Orders/Contingency Allowance Authorizations will be accepted in hard copy only please.
  • FIRE SAFETY (06-03-20)
    • The Office of Facilities Planning will allow PDFs of the Fire Safety Report (FSR) and Certificate of Substantial Completion (CSC) (maximum 8-1/2x11 size) to be submitted for occupancy of new buildings and additions to existing buildings.  Please send PDFs of both forms to firesafety@nysed.gov
  • CERTIFICATE OF SUBSTANTIAL COMPLETION (10-12-21)
    • Certificates of Substantial Completion for reconstruction projects will be accepted in hard copy or in the electronic (pdf) format.
    • Please send an email to emscfp@nysed.gov with the subject “Certificate of Substantial Completion for <District name>”. The body of the email message should include all SED project numbers associated with the submission.  Please use the full 15-digit SED Project Number (i.e. SED Project #XX-XX-XX-XX-X-XXX-XXX). All SED project numbers are required so that we can pull the appropriate project folders.
    • Attach a fully completed PDF copy of the SED Certification of Substantial Completion Form to the email.

THIRD-PARTY VENDOR REVIEW OF PROJECT SUBMISSIONS

  • The Office of Facilities Planning in conjunction with CiTi BOCES (the Center for Instruction, Technology and Innovation/Oswego BOCES) is pleased to offer the option of outsourcing of eligible capital project submissions to Third-Party Vendors.
  • Districts will continue to choose whether their projects will receive review by NYSED staff, or whether they wish to have their projects reviewed for an additional fee by Third-Party Vendors retained by CiTi BOCES.
  • Certain Energy Performance Contract (EPC) projects are now eligible for third-party review; these require a third party certification of the financial information.
  • More information about the third-party project review process and how to request a third-party review for your project submission.

Please view our news page for additional news items...

 

Our mission is to ensure safe, healthy, comfortable, and acceptable educational facilities which promote effective and efficient learning for all New York students regardless of where they live.

We will accomplish our mission by establishing clear expectations and standards for school facilities. We will work with parents, teachers, administrators, designers, facility directors, contractors and the community to set in motion mechanisms for school improvement statewide.

Last Updated: November 22, 2021