Construction Process Description
Below is a summary of the flow for Ascension Parish School Board Construction Projects.
NON-FLOOD PROJECTS - CONSTRUCTION OF A NEW FACILITY OR RENOVATION OF AN EXISTING FACILITY
- Secure Funding - Funding for Capital Improvement Projects has typically been made available through the sale of Bonds that are first authorized by taxpayers in a Bond Election. The Ascension Parish School Board is grateful to our taxpayers for the recent renewal of a 15.08 construction millage, which enables us to keep up with growth and improvements at our existing facilities.
- Pre-Design - Prior to hiring an Architect to design a New School or renovation, in-house staff secures many documents/studies that are needed for the Architect to perform their services. Examples are surveys, drainage studies, traffic studies, environmental studies, geotechnical reports, as-built drawings, wetlands mitigation etc. This work can take 4 to 6 months.
- Design - Architectural Design can begin once items 1 and 2 above are available. The size of the project affects the total time necessary for this work. Design can range from 3 months (for a small job) to approx. 10-12 months for a new school or complex renovation job. Our prototypical K-5 school has been drawn in approx. 6 months due to the efficiencies of already having the building designed.
- Permitting/Bidding - La Public bid law requires us to advertise for a minimum of 25 days and then accept bids from contractors. We award our projects to the lowest responsive bidder. This is done at a Board meeting. This phase is 30-45 days. Permitting can be done concurrently with the bidding period. Examples of typical permit agencies who review and permit our plans are the State Fire Marshal, Parish Building Department, DHH, DEQ, USDA, and DOTD.
- Construction - The size of the project affects the timeline for the work. The shortest construction timeline on a small APSB Capital Improvements project is 4 months. It has been our experience that larger projects such as a New School or complex renovation can take 18-22 months.
- Warranty Phase - All new work is under warranty for one year after the end of the construction phase.
FLOOD PROJECTS - FLOOD PROJECTS INVOLVE MANY ADDITIONAL STEPS
REMEDIATION - CLEANUP AND REMOVAL OF WET MATERIALS - COMPLETE
TEMPORARY CAMPUS LEASE AND SETUP - COMPLETE
RESTORATION OF THE FLOODED PERMANENT FACILITY -
- Funding -
- The funding for flood work is significantly different than our typical funding process because normal budgeting procedures do not include costs for the unforeseen expenses related to a disaster
- APSB Reserve Funds may or may not be available
- Bond funds may or may not be available.
- Donations - Donations can be accepted provided that all aspects of the donation are legal.
- Flood Insurance - For buildings that had flood coverage, this funding works like a residence. The Insurance Company surveys the damage to flooded facilities and pays an amount that is within the policy. If the actual cost to repair damages is higher than the initial insurance payment, the District may ask the insurance company for a supplemental payment up to the coverage amount.
- FEMA - If the scope of work is carefully detailed around the flood damage and FEMA regulations, then the work may be eligible for re-reimbursement by FEMA. The % of the FEMA share may be up to 90% for damages caused by the August 2016 flood, however, this is not always the percentage. FEMA's reimbursement may be applied for on FEMA Obligated Projects after the work is complete and after the District has paid the bills with their own funds. The applicant must submit detailed Project Worksheets(PW) to FEMA to determine the work that is eligible for reimbursement.
- Other Sources - For the August 2016 Flood, there is the potential for an award of a Community Development Block Grant. This funding is being worked from the Federal government to the state and down to applicants. It is possible that the APSB may receive some of this funding.
- Pre-Design - In addition to all of the items listed in the normal timeline above, the District may have to conduct an EHP Review as a step towards FEMA eligibility. This includes a review by FEMA of Environmental and Historic Preservation circumstances that may or may not exist on the site. If any exist, there are additional rules and procedures. If pursuing FEMA funding, the district is also encouraged to consider mitigation concepts which could make the facility more resistant to future flood damage. An example of a mitigation concept is raising an air conditioning unit.
- Design - The District must add many Federal guidelines to the Specifications so that the work meets all eligibility requirements. Two examples of items that may need to be added are Davis-Bacon Act Prevailing wage clauses and HUD clauses. The Scope of work for a flood project involves additional considerations such as flood mitigation. The District is expected to consider repair materials and concepts that improve future flood resistance. This process adds time to the design work. The Designer must carefully adapt the scope of work to eligibility guidelines so that the majority of the repair is reimbursable.
- Verification of Funding Sources - In this step, we seek to ensure that there are adequate funds available or concepts for reimbursement before we proceed with Construction. This step includes confirmation if the project has been obligated by FEMA. FEMA does not require us to wait for the obligation to proceed with construction, however, we prefer to have it.
- Permitting/Bidding - This timeline is identical to the bidding phase in our normal non-flood projects. During bidding of a FEMA eligible project, the district must ensure widespread distribution of the advertisement for bids. Efforts are made to ensure that minority-owned businesses, DBE, and women-owned businesses are notified about the bid. As with non-flood projects, the bid is awarded to the lowest responsive bidder.
- Construction - Construction timelines are based on the extent of damages. The construction timeline was recommended by the Architect prior to bidding the job. At this point in the life of the project, there is an actual number of days set in the contract as the contractual duration of the job. The deadline may be adjusted for unexpected owner delays or inclement weather delays.
- Warranty - Same as non-flood.
IV -DEMOBILIZATION OF THE TEMPORARY CAMPUS - LEASED FACILITIES WILL BE REMOVED AND LEASE PAYMENTS WILL END ONCE WE ARE ABLE TO MOVE BACK INTO THE RENOVATED HARD BUILDINGS.
Last updated - July 7, 2017