Policy and Procedures Handbook

Seventh Edition - September 27, 2021

Policy Procedures Handbook-04-2024.pdf

Preface

CHAPTERS

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.docx

Form 100-B – Facility Evaluation Worksheets SBA 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.docx

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

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

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

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

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

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

Form 101 – CEFP Application for Amendment SBA 101.docx

Form 110 – Annual Energy Use SBA 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.docx

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

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

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

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

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

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

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

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

Form 409 – SBA Job Signs & Building Plaque

Job Sign - Needs SBA 409 Needs.jpg

Job Sign - MIP SBA 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

Policy and Procedures Handbook

Preface​

1. COMPREHENSIVE EDUCATIONAL FACILITIES PLANNING (CEFP) PROCEDURES

2. GRANTS, APPLICATIONS, AND FINANCE PROCEDURES

3. EDUCATIONAL PLANNING AND ARCHITECTURAL CONSIDERATIONS

4. BIDDING AND CONSTRUCTION PROCEDURES

5. PROJECT CLOSEOUT AND COMPLETION PROCEDURES