March 21, 2008Westin Horton Plaza, San Diego1 ASSOCIATION OF CALIFORNIA CONSTRUCTION MANAGERS A County Office Perspective Thomas Silva: Facilities Planning Coordinator – San Diego County Office of Education

March 21, 2008Westin Horton Plaza, San Diego2 Topics What County Offices Do How Districts Get Construction Dollars How Districts Get Operational Dollars Why Districts Rely on Professional Consultants

March 21, 2008Westin Horton Plaza, San Diego3 What County Offices Do County Offices of Education are required by Education Code –Provide education to Wards of the Court and assist in providing special education – Maintain responsibility for the fiscal oversight of each school district in his or her county – Visit and examine each school in his or her county at reasonable intervals to observe its operation and to learn of its problems.

March 21, 2008Westin Horton Plaza, San Diego4 What County Offices Do Education for Wards of the Court are provided through –Court Schools: for example Juvenile Hall; Campo Special Education assistance is provided through the SELPA Special Education Local Planning Area Fiscal Oversight is provided through the Business Services Division

March 21, 2008Westin Horton Plaza, San Diego5 SDCOE Business Services The Business Services Division works with each individual school district to assist them in complying with legal mandates and to provide quality services and support in all areas of school business administration and finance. Goal is to help local school districts improve the quality, efficiency, and cost effectiveness of their business operations.

March 21, 2008Westin Horton Plaza, San Diego6 SDCOE Business Services district financial services –budget development and monitoring –accounting services –auditing legal advisory services facility planning services

March 21, 2008Westin Horton Plaza, San Diego7 SDCOE Business Services information management services – payroll, finance, budget development and student information risk management services –Joint Powers Authority to assist in areas of workers' compensation, property, liability and employee benefits.

March 21, 2008Westin Horton Plaza, San Diego8 Districts in San Diego Region There are 42 school districts in the county The County Office of Education is also a Local Education Agency Over 14 school districts are considered Small School Districts – Less than 2,500 Most Districts range in size from 3,000 to 15,000 students

March 21, 2008Westin Horton Plaza, San Diego9

March 21, 2008Westin Horton Plaza, San Diego10 How Districts Get Construction Dollars Districts Fund Projects from a variety of funding –Developer Fees or Mitigation Agreements –General Obligation Bonds 2/3’s Vote & 55% Vote –State School Construction Funds –Redevelopment Agreements

March 21, 2008Westin Horton Plaza, San Diego11 How Districts Get Funds to Operate All districts receive money from Average Daily Attendance (ADA) There is a Revenue Limit per student –Elementary School Students –High School Students 85% of General Fund typically funds employee salaries and benefits

March 21, 2008Westin Horton Plaza, San Diego12 Use of General Fund Dollars General fund can not pay for construction or reconstruction, or modernization –But it can pay for the employee costs Employee Salaries and Benefits = 85% Teacher supplies and books = 10% Operations (Maintenance & Custodians) = 5%

March 21, 2008Westin Horton Plaza, San Diego13 Why Districts Rely on Professional Services General Fund dollars are directed towards the education process Districts will use as much capital improvement funds to pay for professional services –G.O. Bond dollars; Developer Fees, Etc.

March 21, 2008Westin Horton Plaza, San Diego14 Public Contract Code Labor and Materials Projects –Public Bid if over $15,000 Maintenance Projects: $25,000 limit Professional Services: no bid limit –If state construction funds are involved then must use a competitive selection process Price need not be a determining factor

March 21, 2008Westin Horton Plaza, San Diego15 Construction Management Construction Management is a professional service –No Bid Limit required to select a CM firm SDCOE Facilities Planning helps districts –Development of RFP’s or RFQ’s –Review and screening of RFP’s / RFQ’s –Interview process

March 21, 2008Westin Horton Plaza, San Diego16 Helpful Hints Respond to the RFP / RFQ in the same format that it is presented –Usually six sections: Company overview Experience CM Team (that will actually work on the project) Sample Projects References Fee Schedule

March 21, 2008Westin Horton Plaza, San Diego17 Helpful Hints Do not assume that the district has already made a decision on a company Do your homework before turning in proposal –Talk to district staff –Visit a board meeting or two –Review the local news to see what is “hot”

March 21, 2008Westin Horton Plaza, San Diego18 Helpful Hints Do not contact board members before the interview –Nobody likes to be blind sided Districts rely on long term relationships –Contact with board members or key staff is appropriate if there is a long term relationship between the CM firm and the District

March 21, 2008Westin Horton Plaza, San Diego19 Helpful Hints Tailor your presentation to the District –See if any of your staff has a history of work in the District and use that to your advantage –Use pictures or slides of District facilities when you show how you will respond to the district’s needs

March 21, 2008Westin Horton Plaza, San Diego20 What Districts Need in a CM Districts need a CM that has general contractor experience –Experience in sequencing projects –Experience in processing documents –Experience with prevailing wage requirements and change orders Districts need a CM that is an advocate rather than a referee

March 21, 2008Westin Horton Plaza, San Diego21 What Districts Need in a CM Districts need a partner –Keep district in the loop when changes in the CM team need to be made –Go to bat for the District in the project close out Development and completion of Punch lists Procurement of warrantees and project manuals Securing the required DSA close out paperwork Assisting with warrantee issues (1 year out)

March 21, 2008Westin Horton Plaza, San Diego22 QUESTIONS?