LAC 34:III.201. Instructions for Preparation of Capital Outlay Budget Request Forms

A. When preparing a five-year capital outlay plan, a first year request should reflect only those projects which must be funded next year. If a project can wait, it should be shown in years 2-5 of the request. B. For projects other than those funded from self-generated cash, federal funds or dedicated revenues, the only anticipated source of funding available is the sale of general obligation bonds. It is, therefore, necessary to limit capital outlay projects which do not have a cash source of funding to those which have an anticipated useful life of 20 years or more and a value or cost of at least $50,000. Examples of projects that qualify for inclusion in the capital outlay bill are: 1. land acquisition; 2. site development and improvement; 3. acquisition or construction of buildings or other structures; 4. additions of expansions to existing facilities; 5. major repair or renovation of existing facilities; 6. installation, extension or replacement of utility systems or major building system components; 7. roof replacement; 8. asbestos abatement; 9. fixed equipment which is connected to building utility systems; 10. initial equipment and furnishings for new buildings. However, depending on the useful life of equipment and furnishings, a decision may be made to fund these items through alternate sources. C. Capital outlay requests should not include any of the following: 1. minor repair or renovation projects, such as painting, flooring, etc.; 2. minor roof repairs which do not extend the useful life of the roof; 3. movable equipment and furnishings, except that associated with new buildings; 4. vehicles of any type; 5. materials and supplies; 6. repair or renovation of minor building components, such as plumbing fixtures, locks, etc.; 7. routine maintenance of existing equipment. D. All requests are due to Facility Planning and Control by November 1, and must be submitted through and prioritized by the appropriate governing authority. Each department should attach a summary sheet listing all requested projects in priority order by department. Project funding previously requested and appropriated in a prior year capital outlay act, but for which bonds were not sold in that prior year, must be requested again if the project funding is not reauthorized in the current outlay act. E. Submit six hard copies of the budget request document and the completed diskette(s) (soft copy) along with a transmittal to: Division of Administration, Facility Planning and Control, State Capitol Annex, Room B-31, Post Office Box 94095, Baton Rouge, Louisiana 70804-9095. In addition, one duplicate hard copy set must be submitted at the same time to both the: Joint Legislative Capital Outlay Committee, 21st Floor, State Capitol, Post Office Box 94062, Baton Rouge, Louisiana 70804-9062; and Legislative Fiscal Office, 18th Floor, State Capitol, Post Office Box 94097, Baton Rouge, Louisiana 70804-9097. 1. For years 2-5 requests, the agency will need to complete only the "Recap Sheet" and the section entitled "Demonstration of Need" (Screens 1-8 in the CORTS program). 2. If assistance is needed in completing the forms or using the CORTS software, contact Facility Planning and Control at (225) 342-0820 or LINC 421-0820. F. Terms Used in Capital Outlay Requests 1. Schedule Number Department plus FACS agency number. For nonstate entities, search for a schedule number that applies. If one cannot be found, use schedule number 00-0000. 2. Class A Project Emergency. A capitol project can be classified as emergency if it is essential to alleviate conditions hazardous to life or property. Examples include extensive roof leaks, structural defects, accreditation or code violations, asbestos/hazardous material abatement, and extensive breakdown of HVAC systems. 3. Class B Project. Current Program Requirements―needs that would allow an agency to bring its facilities up to program standards set by national or regional accrediting associations. Also, changes necessary to improve the functioning of a program belong in this classification. This would include measures to rectify inadequacies or the non-existence of facilities stipulated by accrediting associations required for program achievement. It would also include provisions for major alterations to meet or maintain current program requirements. Examples include addition of a new program, changes or relocation of an existing program. 4. Class C Project. Anticipated Program Needs―projects anticipated on the basis of increased enrollments, additional service, obsolescence of existing facilities, and changing an agency's role, scope or mission. Examples include addition of a new program, changes or relocation of an existing program. 5. Project Title. Give the project a concise, descriptive title. This title should be used on all correspondence, etc. 6. Project Priority Number. Assign a priority number to each new project request in keeping with the relative importance to the achievement of overall department goals. The priority number given a project must reflect the overall department priorities, not the priorities of a single institution. 7. State Funds. Include cash from the State General Fund. 8. General Obligation Bonds. Bonds or other evidences of indebtedness whose debt service is payable from the Bond Security and Redemption Fund. 9. Reimbursement Bonds. Special bonds whose debt service is payable by revenues derived from operation of the bond funded facility, e.g., a parking facility, toll bridge, laundry, etc. 10. Self-Generated Funds. Represents self-generated revenue from agency operations, e.g., license fees, admission fees, etc., or from statutory dedications. 11. Federal Funds. Any federal grant, loan, etc., that has been applied for, awarded, or received for the project. 12. Local and Other Funds. Any other type of financing not covered above, including interagency transfers, donations, etc. For nonstate entities, indicate any local matching of funds here; this should include any local bond issue proceeds, millages, or other forms of local participation. 13. Land Acquisition. Cost of purchasing real property, including closing costs. 14. Planning Cost. Fee for professional services for planning. This figure should be 10 percent of construction cost. 15. Construction Cost. Cost of construction, renovation, repair, demolition or other work, excluding land acquisition, professional fees, and other costs. This should include the cost of all fixed equipment, such as bathroom fixtures, laboratory and kitchen equipment, etc. 16. Miscellaneous. Incidental expenses not listed above, including insurance, legal and testing. This figure should be 10 percent of the construction cost. 17. Movable Equipment. Furnishings and equipment which are not fixed to the building or facility. If funds for movable equipment are being requested for the current year, a detailed, itemized listing must be provided. It should include a brief description of the equipment, the quantity of identical pieces, the estimated unit cost of each item, the estimated cost (sum of quantity times estimated unit cost), and the source from which the estimate was obtained. 18. Net Area/Person. Net area per person required to satisfy the function of the space type. 19. Net Area Required. Net area required for each functional space type (number of people times the net area per person required). 20. Burden Factor. Apply a percentage to the net area which reflects architectural burden for the facility; namely, circulation areas (corridors, elevators, stairs), janitorial and equipment rooms, public restrooms, interior and exterior walls and partitions, etc. 21. Total Gross Area. This is the product of the total net area times the burden factor percentage. NEW PROJECT REQUEST CAPITAL OUTLAY REQUEST FOR FY 1996-97 PAGE – 1 PROJECT DEMONSTRATION OF NEED PROJECT RECAP SHEET CAPITAL OUTLAY REQUEST FOR FY 1996-97 PAGE - R-1 PROJECT REQUEST NUMBER Title Department Priority Number ___ of ___ Location A. Emergency Project { } Parish B. Current Project Requirements { } Senate District C. Anticipated Program Needs { } House District APPLICANT Schedule No. Site Code Department / Umbrella User State ID Agency / Management Board Dept. Contact Phone Local User Facility Local Contact Phone FINANCIAL Local User Agency Department F. P. & C Total Project Cost Estimate Estimate: Estimate Estimate Estimate Land / Building Acquisition Planning Costs (10%) Construction Costs Hazardous Materials Abatement | ________________________________________________________ | ____________________________________________________________________________________ Subtotal Misc./Contingency Costs (10%) Equipment Costs | __________________________________________ | _______________________________________________________________ Total | 0 Time Needed: Planning Construction If planning has begun, when will it be complete? PRIOR FUNDING: Authorized Source | Amount | Year | Act Number | Priority Level | Were Bonds Sold or Lines of Credit Granted? _______ | ___________ | Bonds ( ) Credit ( ) Total (A) | 0 Proposed New Funding: First Year Years 2-5 Source of Funding State Funds Gen.Obl. Bonds Reimb. Bonds Self-Gen. Funds Federal Funds Other | ____________________________________________________________________________________________________________ ______________________________________________________ | Cash ( ) Rev.Bonds ( ) Total | (B) 0 | (C) 0 Total Project Funding (A=B=C) ___________________________ (Should Equal Total Project Cost Estimate) Annual Operation & Maintenance Cost Increase (Decrease) _________________________0 AGENCY IMPACT STATEMENT I hereby certify that this project/program has been reviewed, approved and integrated into our department's long range strategic plan and five year budget. The impact of this project/program's operating budget on our budget has been approved by Name: __________________________________________________________ Title: _______________________________ Date: _____/_____/_____ DOA REVIEW Review Architect/Engineer : Review Date: _____/_____/_____ FPC Director : Review Date: _____/_____/_____ Review Budget Analyst : Review Date: _____/_____/_____ OPB Director : Review Date: _____/_____/_____ DOA COMMENTS NEW PROJECT REQUEST CAPITAL OUTLAY REQUEST FOR FY 1996-97 PAGE - 2 ARCHITECTURAL PROGRAM Preparer Date Prepared ____/____/____ Type of Space # Occupants Net Area / Person Net Area Required Net Area Required | 0 Net Area _________________ X Burden Factor _________ = Total Gross Area Required ________________________________________ Totals ____________Employees _______________ Temporary Employees ____________ Visitors / Clients _______________ Student / Assistant ____________ Contract Employees _______________ Other Additional program requirements (Parking, Utilities Tie-In, Location, Shipping & Receiving, Public Access, Site Amenities, etc.) Describe below. What is the length of time needed for planning ? Construction ? NEW CONSTRUCTION What will happen to existing facility? (Demolition, Renovation, Expansion of other programs) How funded? Has site been surveyed for underground storage tanks? ( ) When ? RENOVATION /ADDITION Describe history and condition of building, extent and date of previous major renovations. Describe the extent of the proposed renovation /addition. Where will the occupants be housed during construction ? How funded ? What portion of the const. Budget addresses modifications required to meet The Americans with Disabilities Act Guidelines (ADAG) ? What hazardous materials are addressed in the construction budget? ( ) Underground Storage Tanks ( ) PCB's ( ) Asbestos ( ) Lead Paint ( ) Other Has the facility's asbestos management plan been consulted for abatement requirements? ( ) Contact person What is the current age, condition and type of the existing roof and estimated date of replacement? Describe roof penetrations, equipment, etc. For roofing projects, what is current condition of rooftop equipment & estimated date of replacement? NEW PROJECT REQUEST CAPITAL OUTLAY REQUEST FOR FY 1996-97 PAGE - 3 CONSTRUCTION COSTS Source of Data Date Prepared _____/_____/_____ List special cost affecting factors considered (Unfinished Warehouse Space, Extraordinary HVAC, etc.) COST OF CONSTRUCTION CALCULATION; (Provided Roof S.F. if Roofing Project) Type of Space Total Gross Area Cost /S.F. Total Cost Subtotal/Average | 0 | 0.00 | 0 ADDITIONAL LINE ITEM EXPENSES (Parking, Utility Tie-In, Security System, etc.) Item Unit Cost Total Cost Subtotal | 0 Total Construction Cost | 0 EQUIPMENT COSTS PROPOSED PROJECT FUNDING 96-97 97-98 98-99 99-00 00-01 Total G. O. Bonds State Funds Reimb. Bonds Self-Gen Revenue Federal Funds Local & Other Funds | ______________________________________________________ | ____________________________________________________________ | __________________________________________________________________________________________ | ______________________________________________________________________________ Total | 0 NEW PROJECT REQUEST CAPITAL OUTLAY REQUEST FOR FY 1996-97 Page - 4 PROGRAM OPERATING 7 MAINTENANCE COSTS BUDGET REQUEST SUMMARY (Should match submittals BR-1 and BR-2 to Annual Projected Office of Planning & Budget) Current Year Increase (Decrease) Budgeted After Project Completion Expenditures: Salaries Other Compensation Related Benefits Travel Operating Services Supplies Professional Services Other Charges Debt Services Interagency Funds Acquisitions Major Repairs Unallotted | ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ | __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Total Expenditures | 0 Means of Financing: State General Fund (Direct) State Gen. Fund By:: Interagency Transfers Fees & Self-Gen. Revenues Statutory Dedications Interim Emergency Board Federal Funds | _______________________________ ___________________________________________________________________________________________________________________________________________________________ | __________________________________________ __________________________________________________________________________________________________________________________________________________________________________________________________________________ Total Means of Financing | 0 Excess or (Deficiency) of Expenditures over Financing | ______________________________0 (Should Equal 0) | _________________________________________0 (Should Equal 0) 96-97 97-98 98-99 99-00 00-01 Total Expenditures | 0 Means of Financing: State Gen. Fund (Direct) State Gen. Fund By: Interagency Transfers Fees & Self-Gen. Revenues Statutory Dedications Interim Emergency Board Federal Funds | _________ _____________________________________________ | __________ __________________________________________________ | _______________ ___________________________________________________________________________ | ________________ ________________________________________________________________________________ | ______________ ______________________________________________________________________ Total Means of Financing | 0 MAILING ADDRESSES Applicant (Local User) Mailing Address Facility Physical Address