Msba Process Review Jan 2009


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Msba Process Review Jan 2009

  1. 1. Steps and Flow August 9, 2006 JH MSBA Procedures Massachusetts School Building Authority
  2. 2. Contents & Notes <ul><li>Diagram 1: Statement of Interest…………………………………………………………………… 3 </li></ul><ul><li>Steps: Submitting An Approved Statement of Interest (SOI) </li></ul><ul><li>Diagram 2: Pre-Study Phase………………………………………………………………………… 5 </li></ul><ul><li>Steps: Concept Phase </li></ul><ul><li>Diagram 3: Selecting a Study Architect………………………………..…………………………. 7 </li></ul><ul><li>Steps: Selecting a Study Architect </li></ul><ul><li>Diagram 4: Study Phase I…………………………………………………………………………… 9 </li></ul><ul><li>Steps: Study Phase Part II </li></ul><ul><li>Diagram 5: Study Phase II…………………………………………………………………………. 11 </li></ul><ul><li>Steps: Study Phase Part II </li></ul><ul><li>Diagram 6: Funding Appropriation & Local Authorization (FALA) & Project Appointments………………………………………………………….…. 13 </li></ul><ul><li>Steps: Funding Appropriation & Local Authorization (FALA) & Project Appointments </li></ul><ul><li>Diagram 7: Design Development through Bidding…………………………………………… 15 </li></ul><ul><li>Steps: Design Development Through Bidding </li></ul>DRAFT
  3. 3. Diagram 1: Statement of Interest (SOI) E. A. E. A. Creates Superintendent MSBA Eligible Applicant Provides Provides Endorses School Committee MSBA Board Certifies Identify Problem (< $250K): Pre-Process + + = Approved SOI: Concept Begins Acknowledgement of SOI-- Formal Letter Creates & Sends Enrollment Projections Preliminary Assessment Needs Survey Initial Compliance Certification Statement of Interest Approval Statement of Interest (SOI) Formal Approval Letter w/ Date Approves Formation of SBC
  4. 4. Steps: Submitting A Statement of Interest (SOI) <ul><li>Before a project begins, a “problem” is identified by recognized local authorities. The solution to this problem will be a project greater than $250,000. </li></ul><ul><li>By regulation, the local community will designate an agent of the Eligible Applicant (EA) to act as its designee throughout the entire project cycle. </li></ul><ul><li>The School Superintendent and the EA create a draft SOI. MSBA provides the following information related to the project: </li></ul><ul><ul><li>Preliminary Needs Assessment Survey </li></ul></ul><ul><ul><li>Enrollment Projections </li></ul></ul><ul><li>The completed draft must be submitted to the School Committee for endorsement. (See SOI 2 and 12 for members.) </li></ul><ul><li>The EA provides the Initial Compliance Certification (ICC) and proposes the make up of the School Building Committee (SBC). </li></ul><ul><li>The EA submits the ICC and the draft SOI. </li></ul><ul><li>If MSBA Board approves of all the documents submitted to date, the Concept Phase begins. </li></ul><ul><li>If any documentation is incomplete, a participant within MSBA works with the EA until the final SOI is approved. </li></ul>Chelsea High School
  5. 5. Diagram 2: Pre-Study Phase SBC Creates & Submits Organizes & Attends Gathers & Submits All 5 Documents MSBA Approves Completes & Submits Design & Educational Program & Budget Statement Provide Input Study Approved Approved SOI Eligible Applicant Eligible Applicant Provides Incorporates Feedback & Completes School Committee Votes, Approves & Submits MSBA Attends Organizes & Submits MSBA MSBA D&EP&B Statement Template MSBA Assigns Facilities Assessor Performs & Submits MSBA Eligible Applicant Provides MSBA EF Master Plan Template Pre-Study Review Meeting Approval for Study Pre-Study Review Report Educational Facilities Master Plan Potential Alternatives List “ Formal Open Meeting” Notification Superintendent School Committee Comprehensive Facilities Assessment
  6. 6. Steps: Pre-Study Phase <ul><li>Having approved the SBC and the SOI, MSBA provides the templates for the Design & Educational Program & Budget Statement (D&EP&BS) and the Educational Facilities Master Plan (EFMP). </li></ul><ul><li>The EA completes the D&EP&BS with input from both the Superintendent and the School Committee and submits it to MSBA. </li></ul><ul><li>MSBA assigns a Facilities Assessor who performs the Comprehensive Facilities Assessment, then submits it back to MSBA for review. </li></ul><ul><li>MSBA provides a template for the Educational Facilities Master Plan (EFMP). The SBC completes the EFMP and submits it to the School Committee for a vote. The School Committee then submits it for approval to MSBA. </li></ul><ul><li>The EA organizes the Formal Open Meeting Notification and submits formal documentation of the notification to MSBA. </li></ul><ul><li>MSBA organizes the Pre-Study Review Meeting, invites participants, documents feedback, and uses it to complete the Pre-Study Review Report (PRR) and the Potential Alternatives List (PAL). </li></ul><ul><li>MSBA submits the PRR and the PAL for the EA’s review. </li></ul><ul><li>The EA submits all the documentation from the Pre-Study Phase to MSBA for approval to move on to the Study Phase. </li></ul><ul><li>(There is a recognition and detailed discussion of the problem; with MSBA directing what is to happen--fast track, slow track--and how it is budgeted.) </li></ul>Chelsea High School
  7. 7. Diagram 3: Study Architect Selection Approves E. A. Designer Selection Panel Prepares & Supplies Prepares & Submits MSBA E. A. Study Architect Contract Template MSBA Supplies MSBA Supplies Organizes Creates E. A. Prepares & Submits Study Architect Approved MSBA Pre-Study Review Report Request for Study Services Contains: CFA & PRR Advertising, Application, Response Templates Study Architect Contract Study Architect Approved List of RFS Responses Architects Ranked List
  8. 8. Steps: Study Architect Selection <ul><li>Study Architect is selected by the Designer Selection Panel (DSP) </li></ul><ul><li>Using the CFA and the PRR, MSBA prepares the Request for Study Services and gives it to the EA along with these in-house documents: </li></ul><ul><ul><ul><li>Study Architect Advertising Guidelines and Format </li></ul></ul></ul><ul><ul><ul><li>Study Architect Application </li></ul></ul></ul><ul><ul><ul><li>Master File Brochure </li></ul></ul></ul><ul><li>The EA organizes the Local Architect Solicitation Process which elicits RFS Responses from potential Study Architects. </li></ul><ul><li>Once all the Applications are in, the EA creates the Response to RFS List. </li></ul><ul><li>EA submits RFP responses to the DSP </li></ul><ul><li>The DSP ranks a list of 3 Study Architects and presents to the EA. </li></ul><ul><li>Using the Study Architect Contract Template provided by MSBA, the EA prepares and submits the Study Architect contract to MSBA for approval. </li></ul>Chelsea High School
  9. 9. Procedures Diagram 4: Study Phase Part I E.A. E.A. E.A. Study Architect MSBA Provides MSBA Cost Consultant Enrollment Projections MSBA Prepares & Organizes Creates & Submits MSBA Final Alternative Solutions Study Architect Study Architect Alternative Solution Cost & Program Templates Creates & Submits Approves E.A. Study Phase I Approved Study Architect Collects Participates, Reviews & Approves School Building Committee Assigns Costs, Shortlists & Submits Creates & Provides Existing Conditions Analysis Checklist MSBA Attends School Building Committee Provides Consensus Solution Process Elements: Task List Critical Path Participants Milestones Work Plan Template Work Plan Consensus Solution Design & Educational Program & Budget Statement Consensus Solution Approved Preliminary Alternative Solutions Existing Conditions Analysis Educational Facilities Master Plan Comprehensive Facilities Assessment
  10. 10. <ul><li>To prepare the Work Plan, the Study Architect uses the following templates provided by MSBA: </li></ul><ul><ul><li>Task List </li></ul></ul><ul><ul><li>Critical Path </li></ul></ul><ul><ul><li>Participants </li></ul></ul><ul><li>With the EA, the Study Architect finalizes the Work Plan and submits it to MSBA. </li></ul><ul><li>The Study Architect collects the following documents and provides them to the School Building Committee (SBC) along with the Work Plan: </li></ul><ul><ul><li>Comprehensive Facilities Assessment </li></ul></ul><ul><ul><li>Design and Educational Program & Budget Statement </li></ul></ul><ul><ul><li>Enrollment Projections </li></ul></ul><ul><li>The Study Architect performs the Existing Conditions Analysis. </li></ul><ul><li>With these documents and the Alternative Solutions template and forms, the Study Architect drafts the Primary Alternative Solutions and provides them to MSBA. </li></ul><ul><li>MSBA assigns a Cost Consultant who is given the Primary Alternative Solutions and any other relevant documents to date and evaluates, costs, shortlists and submits a final iteration of alternatives to MSBA and the EA/Study Architect in preparation of the Final Alternative Solutions. </li></ul><ul><li>The Study Architect prepares the final Alternative Solutions and delivers it to the SBC. </li></ul><ul><li>The SBC organizes a global workshop to discuss the finalized Alternative Solutions document and come to a Consensus Solution. The following attend: </li></ul><ul><ul><li>EA </li></ul></ul><ul><ul><li>Study Architect </li></ul></ul><ul><ul><li>MSBA </li></ul></ul><ul><li>Once a consensus has been reached, the Study Architect uses the Consensus Solution template to create the Consensus Solution and submits the finalized version to MSBA. Once this is approved, the Study Architect moves on to Part III of the Study Phase. </li></ul>Steps: Study Phase Part I <ul><ul><li>Milestones </li></ul></ul><ul><ul><li>Work Plan </li></ul></ul><ul><ul><li>Existing Conditions Analysis </li></ul></ul>Chelsea High School
  11. 11. Diagram 5: Study Phase Part II Study Architect Organizes Study Architect MSBA MSBA Board Completes 2 & Submits 3 Creates 2 & Submits All 6 Approves & Creates Study Architect Entire Study Phase Approved School Committee Refines Feasibility Study MSBA Concept Design & Specs Feasibility Study Template Provides MSBA Cost & Program Template Provides MSBA Final Scope & Budget Report Template Gathers Submits EA Submits Participate SBC EA Provides MSBA Completes 2 & Submits 2 MSBA Project Study Report MSBA Funding Formula Education Program Design Program Concept Design & Cost Document Approving The Study Final Scope & Budget Conference Final Scope & Budget Report
  12. 12. Steps: Study Phase Part II <ul><li>The Study Architect completes the Concept Design and Specifications (CD&S). </li></ul><ul><li>Using the Feasibility Study Template, the Study Architect completes the Feasibility Study. </li></ul><ul><li>The Study Architect completes the Design Program, the Concept Design & Cost, and submits it to MSBA along with the Education Program. </li></ul><ul><li>The School Committee refines the Education Program. </li></ul><ul><li>The Study Architect submits the 3 reports to MSBA. </li></ul><ul><li>After MSBA approves of all the steps in Part One of the Study Phase, the Study Architect organizes the Final Scope & Budget Conference and participates in the Conference with the following: </li></ul><ul><ul><li>SBC </li></ul></ul><ul><ul><li>MSBA </li></ul></ul><ul><ul><li>EA </li></ul></ul><ul><li>Using information from the Conference, the Study Architect creates the Final Scope & Budget Report and the Concept Design and Cost. </li></ul><ul><li>The Study Architects then completes the drafts of the Design Program and the Education Program and submits all four documents to MSBA. </li></ul><ul><li>MSBA establishes proposed Total Facilities Grant as it relates to the proposed project. </li></ul><ul><li>Gathering all the documents pertaining to the proposed project, from the SOI to proposed Total Facilities Grant, the Study Architect compiles and completes MSBA Study Report and submits it to MSBA Board for approval. </li></ul><ul><li>MSBA Board creates and distributes a document approving the Project Study. </li></ul>Chelsea High School
  13. 13. Diagram 6: Funding Appropriation & Local Authorization (FALA) & Project Appointments E. A. Local Vote Funding Commitment Approves & Executes Drafts Votes Community Relayed Selects Applies IGO Construction Mgr MSBA MSBA Qualified to Perform CM “ @ Risk” Contracts Funding Agreement Proposal MSBA Approves Approves CM procurement Design Architect Owner’s Project Manager Design Phases Commence Approved Study E. A. Selects Appoints E. A. Appointment Contracts Certified Copy of the Vote Project Funding Agreement
  14. 14. Steps: Funding Appropriation & Local Authorization (FALA) & Project Appointments <ul><li>On approving a Study, MSBA drafts a Funding Agreement Proposal. </li></ul><ul><li>The EA organizes a local vote for Funding Commitment. </li></ul><ul><li>Once the Community has voted its approval, the EA relays a Certified Copy of the Vote to MSBA. </li></ul><ul><li>MSBA approves and executes the final Funding Agreement. </li></ul><ul><li>The EA makes the following selections/appointments: </li></ul><ul><ul><li>OPM </li></ul></ul><ul><ul><li>DA </li></ul></ul><ul><ul><li>CM </li></ul></ul><ul><li>IF CM at Risk procurement is proposed, the EA applies to the IGO for approval. </li></ul><ul><li>MSBA approves the selections/appointments made by the EA. </li></ul><ul><li>The EA executes Contracts with the OPM, DA and CM (if applicable) to commence the Design Phase. </li></ul>Chelsea High School
  15. 15. Diagram 7: Design Development through Bidding Contract Let Design Phases Commence TCP/ECC Cash Flow Overall Schedule TCP/ECC Cash Flow Overall Schedule TCP/ECC Cash Flow Overall Schedule TCP/ECC Cash Flow Overall Schedule CM OPM MSBA Design Architect SBC Forwards Directs CM OPM MSBA Design Architect SBC Forwards Directs CM OPM MSBA Design Architect SBC Forwards Directs CM OPM MSBA Design Architect SBC Forwards Directs Reports To Reports To Reports To Reports To Approval Approval Approval Approval Schematic Design Design Development Construction Contract Documents Bidding Financial Statement Project Schedule Design Document Financial Statement Project Schedule Design Document Financial Statement Project Schedule Design Document Financial Statement Project Schedule Design Document
  16. 16. Steps: Schematic Design Through Bidding <ul><li>The OPM, DA and CM (if applicable) commence a Phase, as directed by the SBC. </li></ul><ul><li>On completion of the Deliverables, the OPM forwards the Deliverables to MSBA for approval. </li></ul><ul><li>Upon approval, MSBA authorizes the Next Phase. </li></ul>After the appointments have been made in the Funding Phase, the Entities follow a similar pattern for each step, from Schematic Design through Bidding. Chelsea High School