1. Public Schools Finance Board Andrea Lawson Manager, Major Capital Programs

2. 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

3. 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

4. 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

5. 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.

6. 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

7. PSFB Major Capital Support

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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.

14. 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

15. 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)

16. 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

17. 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.

18. 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

19. 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)

20. 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

21. 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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25. Questions