NEW MEXICO AGING & LONG-TERM SERVICES DEPARTMENT
Capital Projects Bureau
The Aging and Long-Term Services Department is New Mexico’s single state agency for the administration of programs
and services designed to meet the needs of older adults and adults living with disabilities. The Department has developed
a coordinated system of services for older adults and adults with disabilities, including training & education, legal services,
long-term care ombudsmen, an aging & disability resource center, health insurance & benefits counseling, prescription
drug assistance, HIV advocacy, senior employment, volunteer programs, health promotion, nutrition, caregiver support,
statewide capital projects, and adult abuse prevention, education & protection, and capital outlay. The Department is
authorized, by the Older Americans Act and the Governor of the State of New Mexico, to implement a state plan for
delivering services to New Mexico's older adults and adults with disabilities. New Mexico is divided into six planning and
service areas administered by four area agencies on aging. Designated area agencies enter into contracts with private
and public entities for the provision of a variety of senior services.
GUIDANCE FOR 2015 CAPITAL OUTLAY REQUEST APPLICATION
The Aging & Long Term Services Department Capital Projects Bureau (CPB) is responsible for contract funding allocation
and administration of capital outlay projects under the statutory authority of the Aging & Long-Term Services Department
(ALTSD). Capital outlay appropriations are made to ALTSD to fund aging network capital projects statewide. Such
projects include those awarded to both local government and tribal government providers for construction and renovation
projects, as well as for the purchase of vehicles and large equipment, such as commercial kitchen equipment. CPB staff
work closely with area agencies, aging network providers and local and tribal governments throughout the state to prepare
an annual capital outlay legislative request for aging network projects. The CPB is responsible for contracting with the
funded entities, monitoring and reporting the status of each project, including the budget, and processing requests for
reimbursement of expenditures. The CPB also tracks all capital appropriations and fiscal information, monitors the
expiration dates of capital appropriations and ensures timely reversions of expired appropriation balances. Bureau staff
provides training and technical assistance to funded entities with regard to planning, project management and
administration of capital project appropriations.
FY 2015 Capital Outlay Request Application:
In order to have a Capital Outlay Request package undergo a full review for inclusion in the 2015 Aging Network Capital
Outlay Legislative Request, all specifications and required application forms must be completed. The original hard-copy
Capital Outlay Request Application must be received by the ALTSD no later than 5:00 pm on April 11, 2014.
Send the original, signed, application to:
New Mexico Aging & Long-Term Services Department
Capital Projects Bureau
P.O. Box 27118
Santa Fe, NM 87501-7118
In addition, a copy of the application must be submitted to the Area Agency on Aging that administers the Planning and
Service Area (PSA) in which the project is located no later than 5:00 pm on April 11, 2014. Only projects submitted
through this process will be given a priority rating by ALTSD. The priority rating determines those requests that will be
included in the ALTSD Executive Capital Outlay Request presented to NM legislators and other governmental appropriate
agencies.
PSA 1:
ABQ/BernCo Area Agency on Aging
Danny Placencio, Manager
Dept. of Family and Community Services
P.O. Box 1293
Albuquerque, NM 87103
505-768-2076
dplacencio@cabq.gov
PSA 2,3,4:
Non-Metro Area Agency on Aging
Dolores Gonzales, Capital Outlay Projects Coordinator
P.O. Box 5115
Santa Fe, NM 87502
505-827-7309
doloresg@ncnmedd.com
PSA 5:
Navajo Area Agency on Aging
Rosalyn Curtis, Director
P.O. Box 1390
Window Rock, AZ 86515
928-729-4525
bernita.wheeler@nndoh.org
PSA 6:
Indian Area Agency on Aging
Lora Church, Director
NM Aging & Long-Term Services Department
1015 Tijeras NW, Ste. 200
Albuquerque, NM 87102
505-222-4504
lora.church@state.nm.us
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NEW MEXICO AGING & LONG-TERM SERVICES DEPARTMENT
Capital Projects Bureau
General Instructions
Read the instructions carefully before completing an application. The application must be for funding to address code
compliance or renovation, or to purchase meals equipment, other equipment or vehicles, or some combination thereof. A
complete list of allowable items can be found at the NM ALTSD website: www.nmaging.state.nm.us.
 Applications must be submitted to the ALTSD, and to the Area Agency on Aging that administers the Planning &
Service Area in which the project is located, no later than April 11, 2014 at 5:00 pm.
 Applications must be word processed or typed.
 Application narratives must be clear and concise.
 All questions must be answered in detail.
 All relevant sections of the application must be completed. All attachments and required information must be included.
If the application is not completed in its entirety, it will be deemed ineligible, be returned to the applicant, and not
considered for funding.
 Attach only those items requested, in the order listed.
 Fillable application forms are available electronically on the ALTSD website at www.nmaging.state.nm.us
 Review your request from last year and do not duplicate the same request unless there is justification for requesting
funding for the same project (i.e. the requested project from the previous year was not funded).
 Only one application per organization/facility is to be submitted - do not combine projects.
 ALTSD can only contract with local governments, tribes, nations and pueblos. Non-profit organizations must make
arrangements with a local or tribal government to serve as fiscal agent to address capital project needs. Such
requests must identify the governmental fiscal agent and be signed by the chief official of the fiscal agent to certify
authorization to request capital outlay funding.
 All applications must include a completed CO Form 2-Vehicle Inventory Inspection Checklist, CO Form 3-Facility &
Equipment Inspection Checklist, CO Form 4-Asset Management Plan, even if funding is not requested in one or more
of these categories. The Department is frequently asked to provide this information to the Executive, Legislators and
other state and federal agencies.
 If the program does not intend to submit a 2015 Capital Outlay Request Application for their facility, please submit
page 2 of the application, check the box in the space provided, and obtain the appropriate signature in the
Certification section.
Eligible Activities/Categories
New Construction/Major Addition: building a new structure, increasing the size of a structure by more than 35 percent
of its footprint, demolishing or reconstructing more than 35 percent of the exterior walls or structural members of a
building.
 New construction or major addition requests must include estimated costs for equipment and furnishings. Equipment
and furnishings cannot be separated and requested on other forms.
 Projects for enlarging a facility or completing construction of a center, estimated at $200,000 or more, must be
documented as “new construction/major addition”.
 Parking lots and landscaping must be included in the plans for new construction/major addition.
 Planning and design for new construction/major addition.
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 as “renovation-other”.
 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.
 Do not include items related to operation and maintenance of a facility, such as painting, door stops, and the like.
Addressing 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.
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NEW MEXICO AGING & LONG-TERM SERVICES DEPARTMENT
Capital Projects Bureau
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 entities.
Purchasing Meals Equipment: machinery, apparatus, components and any other articles for use in preparing, cooking
and serving food. See CO Form 1: Allowable Equipment Specifications and Pricing Guidelines.
 Do not include consumable supplies or other non-capital items, such as pots, pans, utensils, or trays.
Purchasing Other Equipment: machinery, apparatus, components and any other articles to make an action, operation,
or activity easier or to serve a particular purpose.
Purchasing Vehicles: 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.
 All applications must identify any requested vehicle(s) that replace an existing vehicle(s) on CO Form 4, and include a
Vehicle Condition Inspection Check List with the application.
Date
2/3/2014
2/5-27/2014
4/11/2014
5/16/2014
6/16/2014
6/20/2014
6/30/2014
2015 Capital Outlay Request Application – Timeline
Application available on-line at http://www.nmaging.state.nm.us/capital-outlay.aspx
State-wide Capital Outlay Application Process and Asset Management Training
Deadline to submit 2015 Capital Outlay Application to ALTSD and AAA.
Project Review Team conducts initial capital request reviews, rates and ranks proposed projects, and
submits recommendations to ALTSD.
ALTSD finalizes recommendations and prepares the request to be submitted to DFA.
ALTSD presents request to the Policy Advisory Committee
ALTSD submits final request to NM Department of Finance & Administration for inclusion in State
Agency Infrastructure Capital Improvement Plan
Definitions
Appropriation—a statutory authorization enacted by the legislature to make expenditures and incur obligations for specific
purposes.
Asset Management Plan—a systematic process of maintaining, upgrading and operating physical assets cost effectively.
Combining engineering principles with sound business practices and economic theory, it provides tools to facilitate an
organized, logical approach to decision making. It ensures the most value from each asset with a plan to rehabilitate and/or
replace each when necessary. An accurate and up-to-date asset management plan helps communities comply with
Government Accounting Standards Board Statement #34 (GASB 34) - an accounting standard for publicly owned assets.
Audit—a planned and documented activity performed by qualified accounting personnel to determine adequacy and
compliance with established fiscal procedures and accounting principles; includes a systematic and independent examination
of data, statements, records, operations and financial performance.
Capital Expenditure – is defined in NM Treasury Regulation 1.150-1(b) and identified by the New Mexico Board of Finance
as “cost incurred to acquire, construct, or improve land, buildings, and equipment”.
Capital Outlay—financing for the purchase of capital assets, such as equipment, vehicles, and other large tangible goods,
and for construction, renovation and improvement of facilities.
Certification of Application—states that the governing body of an applicant has authorized the submittal of an ALTSD
capital outlay application for assistance from the State of New Mexico, and states that a governmental entity will serve as
fiscal agent for the project.
Construct – used interchangeably with “build”; to build a structure or space, including fixtures and other built-ins, but not
including furnishings or moveable equipment; may include demolition, design and planning , but does not include acquisition
of underlying land.
Equipment - items that become a permanent or non-depletable part of a project being paid for with Severance Tax Bond or
General Obligation Bond proceeds. Items of a depletable nature, or those that can be used for another project, are defined
as “assets”, and are not an allowable expense.
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NEW MEXICO AGING & LONG-TERM SERVICES DEPARTMENT
Capital Projects Bureau
Executive Order 2013-006—requires state agencies to determine whether a grantee has adequate accounting methods and
procedures to expend and account for state grant funds in accordance with applicable law and to safeguard assets acquired
by grant funds.
Expenditures—spending or disbursement of funds allotted for a specific purpose(s).
Fiscal Agent—an entity that is responsible for administration of the grant, including compliance with procurement,
monitoring the project progress, reporting expenditures and repayment of the funds, if spent incorrectly.
Infrastructure Capital Improvement Plan (ICIP)—establishes priorities for anticipated capital projects. The statecoordinated ICIP process encourages entities to plan for the development of capital improvements so that they do not find
themselves in emergency situations, but plan for, fund, and develop infrastructure at a pace that sustains their activities.
Renovations—used interchangeably with “improvements”; includes repair or replacement of windows, doors, roofs, walls,
flooring, parking lots, electrical, plumbing, gutters, and HVAC systems; renovation to comply with ADA; installation of security
fencing/lighting; and landscaping.
Urgent Need—community development needs that have a particular urgency. Written documentation from the relevant tribal
or local government verifying the need must be provided.
Urgent needs will be considered only if an applicant certifies:
 that the funding will alleviate an existing condition(s) which poses a serious and immediate threat to the health and
welfare of the community served;
 that the condition(s) to be alleviated developed or became critical within 18 months or less preceding the request;
 that it is unable to finance the activity on its own and other sources of funding are unavailable.
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NEW MEXICO AGING & LONG-TERM SERVICES DEPARTMENT
Capital Projects Bureau
2015 Capital Outlay Project Prioritization Process
The Project Review Team (PRT) will be comprised of staff from the ALTSD Capital Projects Bureau (CPB) and the area
agencies on aging. The PRT will utilize an established Project Prioritization System to rank and score each project. The
PRT will review applications for eligibility, completeness, feasibility and compliance. Applications found to be incomplete,
ineligible, or not feasible, will be returned to the applicant and will not be considered for funding.
The project prioritization system will utilize project specific criteria and there is a possible 100 points that are available for
each proposed project. If an application is not certified by the chief official of the governmental entity serving as the fiscal
agent, the application will be disqualified. Elements of the applications that will receive points are indicated below.
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Project Prioritization System
Contact Information (If the preparer of the application and the fiscal agent attend ALTSD Capital Projects
Training, the application will be given an additional 5 points.)
Compliance with Executive Order 2013-06 (fiscal agent must have a current published audit, most recent
budget and quarterly reports submitted and approved by DFA/Local Government Division)
Description and Need-extent to which the project is needed. The more critical the need as documented in
the application, the higher the score.
 Do the requested funds complete a fully functional phase of the project or complete a project previously
funded by a legislative appropriation?
 Does the project eliminate a risk or hazard to public health and/or safety issue that immediately
endangers occupants of the premises? Corrective action is urgent and unavoidable.
 Does the project produce operating savings or operating efficiencies resulting in a reduction in net
operating costs?
 Has a needs assessment been conducted? If yes, provide more information?
 Has the applicant collaborated with an Area Agency on Aging to justify the need?
 How will the operations and maintenance of the facility be provided for?
Planning applicant must provide schematic designs or plans for proposed construction, renovation or
improvement projects; applicant must document quotes for equipment requests.
Feasibility, Readiness to Proceed and Timeline-extent to which the project is technically and
economically feasible and ready to be implemented; Must indicate the anticipated proposed project
commencement, performance and completion dates; identify executable tasks to be completed within given
periods of the project.
 State grant funding should only be requested when all other funding sources have been exhausted.
Have you applied for and/or received other funding for the proposed project?
 Does the project leverage other available funds, resources, or partnering?
 Are there oversight mechanisms built in that would ensure timely construction and completion of the
project on budget?
Cost Benefit-number of direct beneficiaries of the project compared to the amount of funds requested. The
higher the number of beneficiaries compared to the amount of funds requested, the higher the score. Note:
Applicants may use SAMS data as reported to ALTSD.
ICIP-applicant has adopted a local ICIP which has qualified for publication in the most recent ICIP published
prior to the ALTSD application deadline. Evidence of the adopted ICIP for the current year must be provided
as part of the application.
Asset Management Plan-applicant has completed an asset management plan for its facility and project.
The Project Review Team will analyze and evaluate proposed projects according to the project prioritization system and
document its decisions on the rating form according to the criteria and points assigned. CPB staff will average, rank, and
summarize the project decisions. The recommendations of the Project Review Team will be presented to the Policy
Advisory Committee (PAC). In considering the Project Review Team’s recommendations for funding, the PAC will
determine:
1. Whether or not the qualifying project is important to the overall needs of the entity submitting the application, and to
the consumers it serves;
2. Whether or not the proposed project fits within the statutory authority of the Aging and Long-Term Services
Department;
3. Whether or not the proposed project is ready for immediate commencement.
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