Public Schools Finance Board Andrea Lawson Manager, Major Capital Programs

The Public Schools Finance Board The Public Schools Finance Board (PSFB) was created in 1967 Agency responsible for the management of the annual ‘Public Schools Capital Support Program’ for financing of major public schools capital projects in Manitoba PSFB is guided by legislative authority contained in: The Public Schools Finance Board Act Public Schools Act The Education Administrative Act

PSFB Mandate To administering the capital support program and provide for the effective and equitable allocation of resources to meet the needs of students and school divisions, within limited resources. The board works to ensure school buildings are designed and built to: Support teaching and learning Are healthy and safe Are multi-use schools to support communities Are environmentally sustainable Are cost effective throughout their life cycle (smart, clean and green) Reflect the needs and values of students, teachers, parents and the public

PSFB Duties and Powers Receives all moneys paid to the fund Administers the capital support program - make payments to school divisions Makes payments to school divisions under the operational support program Consults with school divisions on a regular basis regarding their capital requirements and priorities Develops and maintains a multi-year operating and capital plan Evaluates board policies and procedures on a regular basis Develops and adopts conflict of interest guidelines Performs any other duties and exercises other powers imposed or conferred on the board under The Public Schools Finance Board Act or any other Act

PSFB Board’s Funding Plan Inquire into the capital requirements of school divisions Prepare an annual funding plan and budget for ensuing fiscal year for both capital and operational support.

Organization Overview The Public Schools Finance Board Deputy Minister of Education The board is made up of the Deputy Minister of Education and two other deputy ministers of the government appointed by the Lieutenant Governor in Council Organizational Support Executive Director Programs Major Capital, Mechanical, Roofing, Structural and Access Department of Education’s Schools Finance Branch

PSFB Major Capital Support

School Division Requirements School divisions must annually prepare and submit a prioritized Five-Year Capital Plan for capital program needs. Every school division must keep an up-to-date inventory of its land and building for the purpose of capital planning Every school division must submit an up-to-date property inventory

Critical Path – Timeline Dates Critical Path – Timeline January 31 Deadline for school divisions to submit their requests for modular classroom units to PSFB March Five-Year Capital Plan Request packages sent to school divisions/districts April 15 Deadline for school divisions to submit Five Year Capital Plan requests to PSFB May – October PSFB reviews the submissions and assesses the projects October – November PSFB prioritization of projects Preparation and submission of Capital Support Program budget document to Government February Provincial announcement of Capital Support Program budget Five Year Capital Plan status letters sent to school divisions Detailed assessment of approved projects and ministerial awards for new space

School Divisions- 5 Year Capital Plan School divisions are required to identify and prioritize school capital projects anticipated in the next five years: Section A Construction of New Schools Section B Renovations to Existing Schools Capital Request Summary with priorities and Years Access Needs-Access needs survey (needs updating) System Replacement Summary c/w new requests and priorities System justification sheet Boiler data sheets Structural Requests Vacant Land Holdings Early Learning Child Cares Division funded capital projects Age and Area Report Roof Needs With the exception of emergency situations, requests not identified in the Five Year Capital Plan submissions will not receive consideration for that year or in the multi-year capital plan

PSFB Assessment Criteria Review Five Year Capital Plans assess and prioritize projects Emergencies-Health and Safety Provincial Authorities identify project as a hazard to health and safety of occupants. Structural deterioration of primary load carrying elements System boiler failure Fire tornado, flood Roofing due to environmental or mechanical forces not anticipated during a regular maintenance program resulting in a safety issue Note that school divisions should always look at insurance claims prior to requesting funding from PSFB Enrolment Needs Curriculum Support

Project Approval Process Major capital projects i.e. new schools, major additions and renovations, child cares are announced by the provincial government Major capital projects such as modular classrooms, roofing, structural, mechanical and access are approved by PSFB management within program budget allocation

Trade Agreement and Procurement Provincial Goods Services Construction Canadian Free Trade Agreement (CFTA) $25,000 $100,000 $100,000 New West Partnership Trade Agreement (NWPTA) $10,000 $75,000 $100,000 New West Partnership (WTO GPA) $604,700 $604,700 $8.5M Canada-European Union (CETA) $340,600 $340,600 $8.5M MASH Municipalities, School Boards, Publicly-Funded Academic, Health and Social Services Goods Services Construction Canadian Free Trade Agreement (CFTA) $10,000 $10,000 $250,000 New West Partnership Trade Agreement (NWPTA) $75,000 $75,000 $200,000 New West Partnership (WTO GPA) not covered. Canada-European Union (CETA) $340,600 $340,600 $8.5M Agreements will impact procurement of services and length of tender times, at a minimum. Tender documents should be reviewed for compliance to the agreements.

Infrastructure Renewal Programs Access Program Provides facilities to enable students with disabilities to access all areas in a school building the same as their peers. Roofing Program Provides funds for replacement of school building roofs that are failing or have failed Structural Program Undertakes major rehabilitation work to structural members and elements vital to the safety of the occupants and the long-term continued use of the facility System Replacement Program Replaces heating, ventilation, air conditioning and mechanical equipment that have failed or reached physical obsolescence Modular Classrooms are approved to meet urgent school space needs: When justified to meet increasing enrolments When warranted because of lack of existing instructional space in order to offer certain programs

PROGRAMS PROCESS Roofing, Access, Mechanical and Structural Programs Programs are run by the Program Managers prioritize and manage their programs within the specific approved annual budget Projects are prioritize by formula. There is always a larger need than funds available Prioritized project are authorized to proceed through management committee : Hire a consultant in consultation with PSFB***and proceed with design When Design Authority is given only -project must get approval to proceed to tender Elevator project typically must get approval to tender Project Support Additional Support ** important that all invoices are submitted on a timely bases. Late requests for funding will be denied. (24month)

PRGRAMS PROCESS SD-Typical Role for All Projects SD works with PSFB to identify Scope of Project Coordinate the mandatory site meeting between the SD, PSFB and the consultant and/or contractor Monitor and manages the project progress throughout-out construction Contact the PSFB when changes occur to the scope that impacts project budget to determine how changes will be funded. When contingency is exceeded contact PSFB Prepare a lessons learned summary at end of project (PSFB is working on a format) Any dispute resolution shall follow the steps and process set out in the CCDC documents. In the event of a single bid contact PSFB prior to opening

Major Capital Process Modular Classrooms SDs are required to submit requests for modular classrooms by January 31 of every year: Project Leaders assess requests and either approve or decline PSFB Modular Program Manager reviews the existing modular inventory. On an annual bases the PSFB prepares an RFP for the design, tender and construction SDs will be authorized to proceed to a prime consultant for the siting of the approved modular classroom. Modular classrooms are not linked. Modular classroom siting package is tendered be consultant SDs shall forward tenders to PSFB prior to approving for authorization and project support prior to proceeding with the siting of the modular Modular Classroom are getting more difficult to locate as requirements by Authorities Having Jurisdiction are getting more restrictive.

Design Process Major Capital Project Approval Minister announces major capital projects Pre-Design PSFB prepares Request for Proposal in consultation and on behalf of SD. The RFP includes: Invitation to Bidders PSFB Design Guidelines - includes requirement to meet Manitoba’s Green Building Policy (LEED), and Manitoba Power Smart Incentives PSFB Process and Procedures Project Functional Space Program (PSFB Space Guidelines) Rating and Selection Matrix Consultant Selection Consultant is interviewed by SD and PSFB. A consultant is selected using the rating and selection matrix. SD request authorization from PSFB to proceed

Design Process Major Capital Schematic Design Prime consultant works with the PSFB and SD in an Integrated Design Process to develop Schematic Design Schematic Design documents are submitted with a Class ‘C’ cost estimate to the SD and PSFB for approval - Drawings are reviewed by SD and PSFB SD requests authorization to proceed to design development documents PSFB management committee approves the project to proceed Design Development Prime consultant submits design development documents with Class ‘B’ cost estimate to the SD and PSFB for approval Drawings are reviewed by SD and PSFB - SD requests authorization to proceed to construction documents PSFB prepares Ministerial Award for Ministerial Approval PSFB on behalf of SD proceeds with the procurement of Building Envelope and Mechanical Commissioning Agents. (Typically not needed for renovation projects)

Design Process Major Capital Construction Documents ** larger projects may require review at 66% Consultant submits construction documents with Class ‘A’ cost estimate to the SD and PSFB for approval. Drawings are reviewed by SD and PSFB - SD provides PSFB request to proceed to Tender PSFB through management committee authorizes the project to proceed to tender A school board must not call for tenders for the purchase of materials for, or construction of, a proposed project until PSFB approves final plans and specifications respecting the school site and the school building, and related financial arrangements. Tender Consultant submits tenders and recommendation to SD and PSFB SD requests authorization to proceed to award contract

Design Process Major Capital Construction Consultant submits construction documents with Class ‘A’ cost estimate to the SD and PSFB for approval. Drawings are reviewed by SD and PSFB SD provides PSFB request to proceed to Tender PSFB through management committee authorizes the project to proceed to tender Project Close out with PSFB PSFB and SD to review all Change Orders and changes in contract for additional project support, taking into considerations cash allowances, change orders, and Hydro Power Smart grants SD provides summary of final project costs and request for Additional Project Support PSFB finalizes project close out

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