Section I

DESIGN DOCUMENTS/INSTRUMENTS OF SERVICE

PROGRAM AND BUILDING SQUARE FOOTAGE
Design professionals shall comply with SBA Policy and Procedures Handbook for space requirements and curricular programs. The latest version of the Quality and Performance document shall be followed with regard to minimum building material quality. Variation from this document shall have SBA approval before incorporating changes into the design documents. Current and projected enrollments shall be utilized to develop the building gross square footage. The approved building program and gross square footage shall not exceed the SBA allowable square footage as defined in SBA Form 166 of the SBA Handbook.

PLANNING AND DESIGN SCHEDULE
The preparation of design documents/instruments of service shall be completed by the design professionals in accordance with the following “Project Development Schedule.” Submit the required submission documentation in accordance with the SBA Project Submission checklist, Form 176.

PROJECT DEVELOPMENT SCHEDULE

High School Schedule

Milestone	Timeframe (Months)
1. Planning (1)	3
2. Schematic Design	2.5
3. Design Development & Technology Plan	5
4. Bidding Documents	3.5
5. Bidding and Contract Award	1
6. Construction (2)	21
Total Time	36

Middle School Schedule

Milestone	Timeframe (Months)
1. Planning (1)	3
2. Schematic Design	2.5
3. Design Development & Technology Plan	5
4. Bidding Documents	3.5
5. Bidding and Contract Award	1
6. Construction (2)	18
Total Time	33

Elementary School Schedule

Milestone	Timeframe (Months)
1. Planning (1)	3
2. Schematic Design	2
3. Design Development & Technology Plan	4
4. Bidding Documents	3
5. Bidding and Contract Award	1
6. Construction (2)	14
Total Time	27

Note (1) The project development schedule begins with the SBA notice of grant award. It is imperative that the project move forward based on the schedule provided. To meet the critical timelines, you will be required to have all planning, design, and when applicable, construction management professionals under contract and the educational program of space completed within 90 days of the grant award notice. The scope and complexity of each project will be considered and the development schedule will be adjusted to reflect greater or less planning and design time as determined by the SBA. Submission requirements for items 1-4 are provided on SBA Form 176 A-E in the SBA Policy and Procedure Manual. If the project is delayed at any phase at the county level as a result of timelines not being met, the SBA will require the grant recipients to pay the delay costs based on the current annual construction inflation rate, prorated over the number of months the project is delayed. Design Build project schedules will be adjusted to comply with the requirements of code and SBA Design/Build Policy. Major addition and renovation project schedules will be established jointly with the grant recipient, project architect or design builder and the SBA based on the size and complexity of the project.

Note (2) Unless approved by the SBA, the construction timeline for a lump sum contract will be dictated by the completion days provided by the contractors within the bid. The construction timeframes indicated above are approximate.

Note (3) The construction timeline substantial completion days for multi-prime contract construction method will be established jointly with the cost analyst, project architect and the SBA for the general trades, plumbing, HVAC, electrical and sprinkler contracts. The construction timeframes indicated above are approximate.

REVIEW AND APPROVALS
In accordance with the “Project Development Schedule,” the grant recipient, via their design professional, shall submit to the SBA for review comments and approval, educational specifications with concept drawings, submissions phases including planning phase, schematic phase, design development phase and construction document phase. Approvals and comments will be completed within 14 days of submittal for educational specifications/concept drawings and a maximum of 30 days for the other phases.

The design professional is required to submit, for review, design documents and contract documents to the owner, SBA, Construction Manager (CM) and Construction Analyst (CA), when CM and CA services are assigned, and all approving state agencies. Upon request, the State Office of Homeland Security may review the building design. Provide SBA design review documents in accordance with the SBA Project Submission form, SBA Form 176A-E.

School construction projects that exceed $50,000 and do not involve SBA funding must be submitted to the SBA for review and approval in accordance with SBA project review procedures.

The SBA feels that clear and concise design document information is paramount to receiving comprehensive bids from contractors desiring to work on SBA projects. This same desire is echoed in the design community. Estimates of probable cost are also critical to the development of well-planned schools that meet curricular needs within the funding available for the project. The SBA may assign a Construction Manager (CM) or a Construction Analyst (CA) to projects to assist with cost control or construct administration. The CM or CA assigned to the project will act as agents representing the owner and SBA. Their task during the design process is to provide constructability and document coordination reviews, estimates of probable cost and upon request provide alternative design suggestions if the scope of the project exceeds the funding available during the design stages of the project. The CA services will terminate once the contract for construction is executed. However, CM services will continue during the construction phase of the project. As per the CM service agreement, the CM will assist the owner, architect and the SBA by providing service construction administrative services.

The architect/engineer (A/E) shall submit the design documents to the CM and CA, the owner and the SBA for review comments as required in SBA policy and the design contract. All CM, CA and owner/SBA comments must be satisfactorily addressed by the A/E to assure the project is moving forward with all parties clearly understanding the project scope and cost. All parties will work cooperatively to reconcile the estimate of probable cost. Reconciliation is achieved when all parties agree that the estimate is within 2% of each parties estimate or agreement is reached that no further scope of work can be reasonably accomplished and additional funding will be committed to the project if the deficit becomes a reality after bids are received. Projects with budget differences greater than 2% may only move forward with owner and SBA approval. CM and CA review comments relative to the clarity of the design intent shall be incorporated into the documents by the A/E, unless the A/E determines the clarifications will change the design intent of the project or conflict with applicable codes or standards. The A/E will notify the owner and SBA of comments not being incorporated into the documents. However, should clarification comments not incorporated into the documents result in construction change orders, the SBA will not provide funding for the change order.

BIDDING PHASE SCHEDULES
The design professionals, in conjunction with the SBA, shall establish the project bidding schedule.

SUBMISSION DRAWING STANDARDS
Provide the SBA for review, documents no greater than 24” x 36” in size. If the architect is designing the project in a size greater than 24” x 36”, provide ½ size drawings to the SBA for review. Upon request, provide full size drawing to construction analyst and construction manager.

When the SBA assigns a construction analyst or a construction manager to a project, the design professional shall submit project information to the construction analyst, the construction manager and the SBA in accordance with the SBA project submission checklist and the task order agreement between the SBA and the construction analyst for the project.