Policy and Procedures Handbook

​​​
 Policy Cover.jpg

Seventh Edition - September 27, 2021​​

Preface


CHAPTERS


1. COMPREHENSIVE EDUCATIONAL FACILITIES PLANNING (CEFP) PROCEDURES

100.  Comprehensive Educational Facilities Planning (CEFP) Development

101.  Comprehensive Educational Facilities Planning (CEFP) Management

110.  Annual Energy Usage Reporting Requirements

2. GRANTS, APPLICATIONS, AND FINANCE PROCEDURES

200.  Grants Overview

201.  School Construction Needs Grant Funds

202.  Major Improvement Project (MIP) Grant Funds

203.  Multi-County / Statewide Grant​ Funds

204.  Emergency Funds

205.  Distressed County Emergency Funds

206.  School Access Safety Plan Funds

207.  Economies of Scale Requirements and Waiver Guidelines

208.  SBA Funding Formula Procedures

209.  SBA Grant Contract Procedures

210.  Requirements for Grants to Supplement Energy Performance Savings Contracts

3. EDUCATIONAL PLANNING AND ARCHITECTURAL CONSIDERATIONS

300.  Project Development Requirements

301.  SBA Educational Specifications Requirements

302.  Architectural, Engineering, and Design Requirements

303.  Duties and Responsibilities of the Clerk-of-the-Works

304.  Professional Services of the Construction Analyst

305.  Professional Services of the Construction Manager   

4. BIDDING AND CONSTRUCTION PROCEDURES

400.  Bidding Requirements and Procedures

401.  Construction Requirements and Procedures

410.  SBA Construction Schedule Requirements SBA Section 410.pdf


5. PROJECT CLOSEOUT AND COMPLETION PROCEDURES

500.  Project Closeout Procedures

501.  Evaluation Criteria for Architects / Engineers, Contractors, and Construction Managers

502.  SBA Grant Closeout Procedures



APPENDIX OF FORMS


1. FORMS TO SUPPLEMENT COMPREHENSIVE EDUCATIONAL FACILITIES PLANNING (CEFP) PROCEDURES

Form 100-A – Evaluation Instrument – Previous Ten-Year CEFP SBA 100-A.docxSBA 100-A.docx

Form 100-B – Facility Evaluation Worksheets SBA 100-B.docxSBA 100-B.docx

Spaces Evaluation & School Improvement Cost Summary           

      Early & Elementary School Education (PreK-5)

      Middle School Education (6-8)

      High School Education (9-12)

Form 100-C – CEFP Progress Report SBA 100-C.docxSBA 100-C.docx

Form 100-D – Translating Educational Needs Into Facility Needs: County Review SBA 100-D.docxSBA 100-D.docx

Form 100-E – Translating Educational Needs Into Facility Needs: Building Review SBA 100-E.docxSBA 100-E.docx

Form 100-F – Translating Educational Needs into Facility Needs: Plan Overview SBA 100-F.docxSBA 100-F.docx

Form 100-G – Major Improvement Plan SBA 100-G.docxSBA 100-G.docx

Form 100-H – Abandoned Schools Report SBA 100-H.docxSBA 100-H.docx

Form 100-I – CEFP Executive Summary SBA 100-I.docxSBA 100-I.docx

Form 101 – CEFP Application for Amendment SBA 101.docxSBA 101.docx

Form 110 – Annual Energy Use SBA 110.docxSBA 110.docx

NOTE: For the 2020 CEFP Project, please refer to the forms available in the WVDE-SBA Dude Solutions Database.  More information on the 2020 CEFP project is available here.


2. FORMS TO SUPPLEMENT GRANTS, APPLICATIONS, AND FINANCE PROCEDURES

Form 201 – Needs Grant Application SBA 201.docx

Form 202 – Major Improvement Project (MIP) Grant Application SBA 202.docx

Form 203 – Multi-County / Statewide Grant Application SBA 203.docx

Form 206 – School Access Safety Audit SBA 206.docxSBA 206.docx

Form 207 – Economies of Scale Waiver Request SBA 207.docxSBA 207.docx

Form 208 – SBA Maximum Gross Building Square Footage Allowance SBA ​208.pdf

Form 210 – SBA Request for Proposals (RFP) Template for ESCO Projects SBA 210.docxSBA 210.docx

 

3. FORMS TO SUPPLEMENT EDUCATIONAL PLANNING AND ARCHITECTURAL CONSIDERATIONS

Form 300 - SBA Architectural / Engineering Supplemental Requirements to AIA B101 (2017) SBA 300.pdf

Form 301-A – Summary of Spaces (Worksheet #1) SBA 301-A.docxSBA 301-A.docx

Form 301-B – Area Space Allocation (Worksheet #2)  SBA 301-B.docxSBA 301-B.docx

Form 301-C – Building Program Utilization (Worksheet #3)  SBA 301-C.docxSBA 301-C.docx

Form 302 – Architectural / Engineering Fee Schedule SBA 302.pdf

Form 302-A – SBA Project Submission Form: Planning Phase SBA 302-A.pdf

Form 302-B – SBA Project Submission Form: Schematic Design Phase SBA 302-B.pdf

Form 302-C – SBA Project Submission Form: Design Development Phase SBA 302-C.pdf

Form 302-D – SBA Project Submission Form: Bidding Document Phase SBA 302-D.pdf

Form 303 – Daily Construction Observation Report SBA 303.docxSBA 303.docx

 

4. FORMS TO SUPPLEMENT BIDDING AND CONSTRUCTION PROCEDURES

Form 400 SBA Supplemental Instructions to Bidders to AIA A701 (2017) SBA 400.pdf

Form 401 – SBA Supplemental General Conditions to AIA A201 (2017) SBA 401.pdf

Form 402 – Addenda Acknowledgement & Bid Certification SBA 402.pdf

Form 403-A – List of Proposed Major Subcontractors SBA 403-A.docx

Form 403-B – Complete List of Subcontractors and Equipment / Materials Suppliers SBA 403-B.docx

Form 404-A – Certification of Receipt of Worker Compliance SBA 404-A.pdf

Form 404-B – Prime Contractor’s Certification of Worker Compliance SBA 404-B.pdf

Form 404-C – Subcontractor’s Certification of Worker Compliance SBA 404-C.pdf

Form 405 – Contractor Qualification Statement SBA 405.docxSBA 405.docx

Form 406-A – Notice of Defective or Non-Conforming Work SBA 406-A.docxSBA 406-A.docx

Form 406-B – Resolution of Defective or Non-Conforming Work SBA 406-B.docxSBA 406-B.docx

Form 407-A – Notice of Non-Compliance with Project Requirements SBA 407-A.docxSBA 407-A.docx

Form 407-B – Resolution of Non-Compliance with Project Requirements SBA 407-B.docxSBA 407-B.docx

Form 408 – Notice of Breach of Contract SBA 408.docxSBA 408.docx

Form 409 – SBA Job Signs & Building Plaque

     Job Sign - Needs SBA 409 Needs.jpgSBA 409 Needs.jpg

     Job Sign - MIP SBA 409 MIP.jpgSBA 409 MIP.jpg

     Building Plaque SBA 409 Plaque.jpg


5. FORMS TO SUPPLEMENT PROJECT CLOSEOUT AND COMPLETION PROCEDURES

Form 500 – Construction Closeout Procedures Checklist SBA 500.pdf

Form 500-A –Verification of HVAC Training SBA 500-A.pdf

Form 500-B – Square Foot Cost Analysis Report SBA 500-B.pdf

Form 502 – Grant Closeout Certification Form SBA 502.pdf