Facilities Planning

NYSED / P-12 / SOMS / Facilities Planning / Forms and Manuals / Forms and Checklists

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Forms and Checklists

STATE SMART GROWTH PUBLIC INFRASTRUCTURE IMPACT STATEMENT - New requirement for ALL capital construction projects.  Find the form in our final submission forms workbook or here.  (05/3/11)

New SHPO rules for reconstruction projects, see section on final plans submissons, below. (11/4/10)

Special note for ARRA-funded projects: There is an audit finding relative to the buy american clause when dealing with ARRA funding.  We must ensure that if a district capital project is being partially or totally funded with ARRA funds, that the buy american provisions are included in the specifications prior to approval. (10/29/10)

A couple of notes on paperwork for project submissions: when submitting a project for submission, please take special care to make sure that all forms are properly collated and that multi-page forms are stapled together.  We've noticed a large number of submissions with a stack of loose papers clipped together.  Staff here must then collate and staple the forms, a daunting task with large submissions.  And, PLEASE:

FAX OR MAIL - NOT Both - can result in multiple entries!

ONE COPY PER SUBMISSION: we need only one copy of the plans, specs and forms with Final Submissions!

PROJECT START-UP AND PRELIMINARY PLANNING

• FP-AU (Request for Approval of Use of a Facility) (33KB) 8/26/08
• Instructional Technology Planning Guidelines
• International Building Code 
• Letter of Intent for Capital Construction Projects (Article)
• Letter of Intent Forms Workbook (159KB) revised 09/18/12
• SED Numbers and what they mean 10/27/00
• NYS Dept. of Parks, Recreation and Historic Preservation Project Review Form   06/29/10
• State Building Aid Guidelines (87KB) 07/28/04

APPROVAL OF PRELIMINARY PLANS

• Building Aid Unit Calculator 12/15/00 Revised format of New Program Spaces worksheet.
• Form A for BOCES projects - Excel   (73KB) 7/15/03
  Form A for BOCES projects - PDF  (5KB) 7/15/03
• Preliminary Submission Forms Workbook (2,033KB) 03/27/13
• Facilities Needs Assessment Summary Simplifies Long-Range Plan Requirement  (5KB)
• School Sites Reference Guide, School Site Variance (document) and Application for Examination and Approval of a School Site (EFP-S)  (249KB) 9/21/01

APPROVAL OF FINAL PLANS AND SPECIFICATIONS

• Final Submission Forms Workbook (1,032KB) 03/27/13
• New SHPO rules for reconstruction projects:
  • Letter of Resolution (5.57MB) - new rules for reconstruction process on eligible buildings (11/4/10)
  • Project Review Exemption Checklist (57KB) (02/11/11)
  • Please also refer to the following links to the US Secretary of the Interior Standards for Rehabilitation, and Preservation Briefs:
    • Secretary of the Interior Standards for Rehabilitation (11/5/10)
  • Preservation Brief 1 - Assessing Cleaning and Water-Repellant Treatments for Historic Masonry Buildings (11/05/10)
  • Preservation Brief 2 - Repointing Mortar Joints in Historic Masonry Buildings (01/18/11)
• Face to Face Review Requests: See updated requirements 05/06/10
• Approval of Final Plans and Specifications, Submission Documents & Funding
• Certification of Final Buidling Plans (19KB) 01/29/13
• 155.5 Checklist of items to appear in contract documents
• Electronic review cover sheet 7/31/09
• Third Party Certification for Energy Performance Contract (EPC) Projects (01/09/13)
  • Energy Performance Contracts: Third Party Certification Form FP-EPC-IC 3/4/10

• Required in new projects: Floodplain Info

• Requirements for the installation or relocation of Manufactured Buildings 6/20/00

• Instructional Space Review Form (21KB) 4/19/09

BIDDING / BUILDING PERMITS / CONSTRUCTION PHASE

• Partial Certification of Substantial Completion - Excel  (68KB) 03/28/12
• Final Certification of Substantial Completion - Excel  (67KB) 03/28/12
• Change Order Status Now Online

• Change Orders: Note that if certification is not stapled to the BACK of the change order, it (they) will be returned to your office!
  • SED Change Order Certification:  All parts of this certification must be filled out without exception.  Do NOT send Change Orders and Certifications separately.  They MUST be sent together.  Certification MUST be attached to the back of change order or will be subject to return!  Starting September 1, 2002, all change orders received at SED without this form, or without it filled out entirely or not attached to the back of the change order, will be returned to the sender. 8/23/06
  • SED Change Order Certification in Excel Format (137KB) 03/28/13
  • SED Change Order Certification in PDF format (24KB) 03/28/13
• Guidelines for Successful Supervision of School District Capital Construction Projects (31KB)
• School Responsibilities (Under 155.5) Added sample construction announcement 4/26/00.   Includes link to lead clarification.

FUNDING / AID

• Application for Apportionment
  • FP-AP (20KB) 03/27/13
  • FP-AP  (62KB) 03/27/13
• Final Building Project Report  (926KB) 10/25/12
• FP-FI (2012 version)  (72KB) 01/31/12
• Extraordinary School Capital Needs Program Aid - NOTE: MMRA has been rolled into Flex Aid for '05-'06, hence no form available this year.  2/8/06
• Security Camera Aid Claim Form - PLEASE USE SAMS SYSTEM FOR CLAIMS - 9/22/09
• New State Aid Form for Metal Detectors
• Reorganization list by district 9/23/09

OPERATIONS AND MAINTENANCE

• Comprehensive Maintenance Plan Template   (744KB)  5/20/05

INSPECTIONS / SURVEYS

• 2010 Building Condition Survey  04/16/10
• School Facility Report Card  4/22/04

FIRE SAFETY, ANNUAL FIRE INSPECTIONS AND CERTIFICATES OF OCCUPANCY

• Fire Safety Page

 

Return to Facilities Planning Home Page

• Manual of Planning Standards

  (585KB) 03/01/98

  New York CHPS Guidelines

  (1.94MB) 09/26/07

  Instruction Guide for Public School Districts and BOCES Obtaining Building Permits for Capital Construction Project

  (87KB) 06/25/02

• State Building Aid for Public School Districts and BOCES

    (101KB) 07/28/04

• Lease Guide for Facilities Outside of New York City

  (432KB)

Last Updated: March 29, 2013