march 21, 2008westin horton plaza, san diego1 association of california construction managers a...

March 21, 2008 Westin Horton Plaza, San Diego 1

ASSOCIATION OF CALIFORNIA CONSTRUCTION MANAGERS

A County Office Perspective

Thomas Silva: Facilities Planning Coordinator – San Diego County Office of

Education


Topics

• What County Offices Do

• How Districts Get Construction Dollars

• How Districts Get Operational Dollars

• Why Districts Rely on Professional Consultants


What County Offices Do

• County Offices of Education are required by Education Code– Provide education to Wards of the Court and

assist in providing special education– Maintain responsibility for the fiscal oversight

of each school district in his or her county – Visit and examine each school in his or her

county at reasonable intervals to observe its operation and to learn of its problems.


What County Offices Do

• Education for Wards of the Court are provided through– Court Schools: for example

• Juvenile Hall; Campo

• Special Education assistance is provided through the SELPA

• Special Education Local Planning Area

• Fiscal Oversight is provided through the Business Services Division


SDCOE Business Services

• The Business Services Division works with each individual school district to assist them in complying with legal mandates and to provide quality services and support in all areas of school business administration and finance.

• Goal is to help local school districts improve the quality, efficiency, and cost effectiveness of their business operations.


SDCOE Business Services• district financial services

– budget development and monitoring – accounting services – auditing

• legal advisory services

• facility planning services


SDCOE Business Services• information management services

– payroll, finance, budget development and student information

• risk management services – Joint Powers Authority to assist in areas of

workers' compensation, property, liability and employee benefits.


Districts in San Diego Region

• There are 42 school districts in the county

• The County Office of Education is also a Local Education Agency

• Over 14 school districts are considered Small School Districts – Less than 2,500

• Most Districts range in size from 3,000 to 15,000 students


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How Districts Get Construction Dollars

• Districts Fund Projects from a variety of funding– Developer Fees or Mitigation Agreements– General Obligation Bonds

• 2/3’s Vote & 55% Vote

– State School Construction Funds– Redevelopment Agreements


How Districts Get Funds to Operate

• All districts receive money from Average Daily Attendance (ADA)

• There is a Revenue Limit per student– Elementary School Students– High School Students

• 85% of General Fund typically funds employee salaries and benefits


Use of General Fund Dollars

• General fund can not pay for construction or reconstruction, or modernization– But it can pay for the employee costs

• Employee Salaries and Benefits = 85%

• Teacher supplies and books = 10%

• Operations (Maintenance & Custodians) = 5%


Why Districts Rely on Professional Services

• General Fund dollars are directed towards the education process

• Districts will use as much capital improvement funds to pay for professional services– G.O. Bond dollars; Developer Fees, Etc.


Public Contract Code

• Labor and Materials Projects– Public Bid if over $15,000

• Maintenance Projects: $25,000 limit

• Professional Services: no bid limit– If state construction funds are involved then

must use a competitive selection process• Price need not be a determining factor


Construction Management

• Construction Management is a professional service– No Bid Limit required to select a CM firm

• SDCOE Facilities Planning helps districts– Development of RFP’s or RFQ’s– Review and screening of RFP’s / RFQ’s– Interview process


Helpful Hints

• Respond to the RFP / RFQ in the same format that it is presented– Usually six sections:

• Company overview• Experience• CM Team (that will actually work on the project)• Sample Projects• References• Fee Schedule


Helpful Hints

• Do not assume that the district has already made a decision on a company

• Do your homework before turning in proposal– Talk to district staff– Visit a board meeting or two– Review the local news to see what is “hot”


Helpful Hints

• Do not contact board members before the interview– Nobody likes to be blind sided

• Districts rely on long term relationships– Contact with board members or key staff is

appropriate if there is a long term relationship between the CM firm and the District


Helpful Hints

• Tailor your presentation to the District– See if any of your staff has a history of work in

the District and use that to your advantage– Use pictures or slides of District facilities when

you show how you will respond to the district’s needs


What Districts Need in a CM

• Districts need a CM that has general contractor experience– Experience in sequencing projects– Experience in processing documents– Experience with prevailing wage requirements

and change orders

• Districts need a CM that is an advocate rather than a referee


What Districts Need in a CM

• Districts need a partner– Keep district in the loop when changes in the

CM team need to be made– Go to bat for the District in the project close out

• Development and completion of Punch lists

• Procurement of warrantees and project manuals

• Securing the required DSA close out paperwork

• Assisting with warrantee issues (1 year out)


QUESTIONS?

march 21, 2008westin horton plaza, san diego1 association of california construction managers a...

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