SBCTC 2015-17 Minor Project Allocation Notes
General
Minor projects are funded through several appropriations in the capital budget bill. Each appropriation is tied
to a list of projects that are similar in nature, such as program improvements, roof repair, site repair, etc. The
scope of work in multiple projects can be combined into a single construction contract to obtain efficiencies of
scale or better coordination.
Add scope of move funds using the Minor Works List Change Tool
Since priorities change over time, the capital budget bill allows the project lists to be modified. The State Board
is required to notify OFM and the legislative fiscal committees when we change the scope of work on a list.
College should submit desired scope changes or redistributions of funding between existing projects using our
Minor Works List Change Tool. The tool is found here: http://sbctc.edu/college/_f-allocation.aspx . These
types of changes are only possible to the extent they maintain the integrity of the underlying list (for example:
roof repair to another roof repair). Funds cannot be moved between the lists (for example: roof repair to site
repair).
Spend funds in one biennium
The Legislature does not intend to reappropriate minor works project funding. Therefore, colleges need to
complete minor works projects within the current biennium. One key to success is ensuring that the projects
are started early in the biennium and emphasizing to consultants and contractors that the funds have a short
life. It is also critical to engage DES early and make sure the process continues as planned.
Supplemental funding to enhance energy efficiency
The State’s Department of Commerce has $3,000,000 this biennium to improve energy efficiency in minor
work projects that repair or replace existing building systems including but not limited to HVAC, lighting,
insulation, windows, and other mechanical systems. Contact Bill Cole, Managing Director of Commerce’s
Energy Efficiency & Solar Grant Program at (360) 725-3005 or bill.cole@commerce.wa.gov if you have a project
that might benefit from this funding.
Identify the timeline for each subproject
If minor works projects are started early in a biennium, they can be completed on time. Here are some typical
tasks and durations to assist in planning:
Activity
Select consultant
Design – Roof Repair
Design – Site Repair
Design – Facility Repair or Program Improvement
Stakeholder Input – Program Improvement
Obtain permits
Material acquisition, if self-performing
Bid *
Award Contract *
Construction – Roof Repair
Construction – Site Repair
Duration
60 days
30 days
60 days
60 days
30 to 90 days
30 to 180 days
30 days
90 days
Milestone
30 days **
60 days **
Predecessor Activity
Receive allocation
Consultant selection
Consultant selection
Consultant selection
Consultant selection
Design
Permits
Permits
Bid
Award
Award
Construction – Facility Repair
Construction – Program Improvement
Substantial Completion
Punch list
Final invoice *
Adjust budget to actuals
Obtain L&I and DOR releases *
Release retainage *
Request new minor subproject to be added to the list,
if there are any savings. We try to do these quarterly.
Warranty period *
Warranty walkthrough *
* For work that is not self-performed.
** Adjust duration for weather dependent activities.
180 days
270 days
Milestone
30 days
30 days
Milestone
30 days
Milestone
90 days
Award
Award
Construction
Construction
Construction
Final invoice
Final invoice
Releases
Final invoice
365 days
300 – 340 days
Substantial Completion
Substantial Completion
Based on average durations, a bid minor improvement project schedule might look like this:
Activites
15
Select consultant
14
Design
13
Stakeholder Input
12
Obtain permits
11
Bid
10
Award Contract9
Construction8
Substantial Completion7
Punch list6
Final invoice5
Adjust budget to actuals4
Obtain L&I and DOR releases3
Release retainage2
1
Jul-13
Jul-14
Jul-15
Coordinate with your DES Project Manager
DES E&AS Project Managers have multiple clients. They need to know your expectations well in advance of
when you need their services in order to meet everyone’s needs. They can help you combine multiple projects
into one contract. They can also help you evaluate the benefits of using one public work procurement method
versus another.
Communicate with State Board capital staff
The State Board’s capital staff is available to assist you with general questions or specific challenges
encountered during a project. We can help with minor work list changes and will notify OFM and the legislative
fiscal committees of any scope that need to be added to a list.
Wayne Doty, PE
Capital Budget Director
wdoty@sbctc.edu
Office: 360-704-4382
Mobile: 360-827-1389
Steve Lewandowski, AIA
Chief Architect
slewandowski@sbctc.edu
Office: 360-704-4395
Mobile: 360-701-8934
Gary Montgomery
Capital Budget Analyst
gmontgomery@sbctc.edu
Office: 360-704-4386