Presented by: Rebecca Martinez, Capital Outlay Bureau Chief Barbara J. Romero, Capital Outlay Coordinator

The Aging and Long Term Services Department will consider only critical activities which address an urgent need or emergency situation that immediately endangers occupants of the premises or creates a serious threat to the health and / or safety of citizens Situations in which immediate action is necessary; The situation would disrupt a senior center from operating or failure is imminent if not corrected in a timely manner; The threat can be supported by a subject matter expert; The situation was not a direct cause of poor maintenance or neglect and steps were taken to prevent, alleviate and or correct the situation; and The resources required to correct the situation were unavailable.

 A tax imposed by a state on the extraction of natural resources, such as oil, coal, or gas, that will be used in other states.  Try to supplement your request with other funding sources such as;  Community Development Block Grant – Department of Finance and Administration  Tribal Infrastructure Fund  5310 Program - NM Dept. of Transportation  Planning funds – NM Finance Authority

 Application revised in line with critical need  Application available on the website  Application is fillable format  Asset management inventory listings  Project Evaluation Form  ICIP Senior Facility Database  Transparent Rating and Ranking process

 Release of Request Package1/19/2016  TRAINING & TECHNICAL ASSISTANCE SCHEDULE  Santa Fe Training (Toney Anaya BLDG)1/19/2016  Gallup Training (El Morro Event Ctr.)1/28 /2016  Roswell Training (Roswell JOY Ctr.)2/01/2016  Taos Training (Taos Comm. Chambers)2/10/2016  Las Cruces (Munson Senior Center)2/17/2016 Deadline to submit application Friday, April 8, 2016 no later than 5:00pm

Applicant Information and Certification Basic Application  A-1: Code Compliance/Other Renovation Request Form  A-2: Meals Equipment/Other Equipment Request Form  A-3: Vehicle Request Form  A-4: Plan & Design Request Form Required Capital Outlay Forms & Attachments:  Asset Management Form: Vehicle Inventory Listing  Asset Management Form: Facility – Fixture Inventory Listing  Asset Management Form: Meals / Other Equipment Inventory Listing  Project evaluation form  Capital Infrastructure Capital Improvement Plan  Quotes for the Proposed Project(s)

Proposed project addresses specific a critical health, safety, welfare, risk or hazard issues as documented by a subject expert. The project must eliminate; a risk or hazard to public health and/or address safety issue(s) that immediately endangers occupants of the premises. Corrective action must be urgent and unavoidable.

Answer all questions, no blanks, give a n/a and provide justification at a minimum Detail all pertinent information so as to the critical need, or urgency of the project Include any details to document the efforts on the applicant part made towards the project Must provide a detailed task list, milestones and anticipated commencement and end date as justification to assist us in determining the critical need of the request. Provide supporting documentation (evaluation form, quotes, bids, plans and specs, cost estimates, letters of support, ownership, match or leverage documents etc,…..

The land or property for the facility should already be acquired and owned by the local government to be eligible to proceed with application for funding Attach a copy of lease / operating agreement Asset inventory listings must be completed and submitted with application ICIP must be updated and submitted with application Evaluation Form

For use by the Department and the AAA to gather important information about each facility, including; Ownership condition of the facility operation and maintenance, staff types of services provided capital assets funding sources documented repairs uses, size and location as well as any other pertinent information that would provide insight as to the current and future capital outlay needs of the facility. ** complete 1 basic application per facility

 A-1 Form - Code Compliance / Renovation  A-2 Form - Meals Equipment / Other Equipment  A-3 Form - Vehicles  A-4 Form - Plan & Design

A-1 Code Compliance/Other Renovation Request Form: Code Compliance: includes protecting property values and the environment; complying with regulations such as land use and zoning ordinances, health and housing codes, uniform building and fire codes; and complying with the Americans with Disabilities Act. (Compliance with the Americans with Disabilities Act (ADA) in developing the request is required. All facilities must have full accessibility.) Code compliance renovation and improvements must be detailed and fully identify the specific issue(s) being addressed. Describe how the issue was identified and how the renovation will address the issue. The request must include documentation in support of the request, such as letters from State Fire Marshall’s Office, Environment Department, Department of Health, Office of Environmental Health, or other relevant oversight entities. Do not include items related to operation and maintenance of a facility, such as painting, door stops, and the like.

A-1 Code Compliance/Other Renovation Request Form: Renovation - restoring a building to an earlier condition by repairing or remodeling. Projects for enlarging a facility or completing construction of a center, estimated at less than $200,000, must be documented on the A-1 Form. Renovation of privately-owned facilities is prohibited by the New Mexico Constitution. Privately-owned is defined as facilities owned by private individuals, corporations or other organizations, including non-profit organizations and religious entities. Health, or other relevant oversight entities.

What is the need? Is it critical? Can you justify? Is the facility sufficient in size? Is the facility code compliant? Is the facility in disrepair? Is the facility not functional for the needs of the seniors? Is it an urgent issue?(risk to senior) Is there a plan for operating and maintenance? Support from the community and the governing body. Able to provide a detailed project description?

A-2 Meals Equipment/Other Equipment Request Form: machinery, apparatus, components and any other articles for use in preparing, cooking and serving food; And/or any other articles to make an action, operation, or activity easier or to serve a particular purpose. Equipment must have a useful life of at least 7-10 years and be valued at $5,000 or more. Do not include consumable supplies or other non-capital items, such as pots, pans, utensils, or trays

What is the need? Is it critical? Can you justify Have you sought other funding sources first? Can program $$ be used to purchase item? Is the equipment sufficient for facility use? Does the equipment meet safety standards? Is the equipment in disrepair? Is the facility conducting routine maintenance Is it an urgent issue?(risk to senior) Is there a plan for repair and maintenance? Will this new item enhance the services provided

A-3 Vehicle Request Form: to purchase and equip vehicle(s) for transporting people or goods (such as home- delivered meals). At least 50% of vehicles in a fleet must be accessible for persons with disabilities. (excluding meal delivery vehicles) All applications must identify any requested vehicle(s) that replace an existing vehicle(s) on the Asset Management Form for Vehicle Inventory Listing, which includes a Vehicle Condition Inspection Check List. Vehicles must have over 100,000 miles and be more than 7-10 years old or provide documented proof that the vehicle requires extensive repairs or no longer meets the needs of the center.

What is the need? Is it critical? Can you justify? Have you sought other funding sources first? Is the vehicle non-operable or require extensive repair? Is the vehicle past the useful life 7-10 years Is the vehicle maintained properly according to warranty Is it an urgent issue?(risk to senior) Are there specific handicap requirements for the vehicle? Is this a new vehicle? Justify need Will this new item enhance the services provided

A-4 Plan and Design Form – a plan, blueprint or drawing made to scale to show the look and function or workings of a building or other object before its made, and all other steps incident to creating a plan for a final product.

What is the need for the new facility? Is it critical? Can you justify? Will the plan address code compliance issues? Will the plan for the new facility be more cost effective? Is the plan for the new facility feasible and realistic? (cost benefit) Have the operation and maintenance costs for the new facility been budgeted?

 Download the application from our website Gather and complete the asset inventory listings Contact subject matter experts to evaluate project Gather quotes / cost estimates for the project Set up project team meetings – divide up tasks Meet with council or committee members to discuss needs Determine if this project is critical or if it can wait until the GO bonds in 2018

1. Criticality of Need30 points 2. Funding15 points 3. Readiness to Proceed15 points 4. Project Oversight15 points 5. Cost Benefit10 points 6. Project Management20 points Total point valuation 105 points