4.30.1 - individual construction/renewal project

8/9/2019 4.30.1 - Individual Construction/Renewal Project

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BUSINESS SECTIONPolicy: 4.30.1

INDIVIDUAL CONSTRUCTION/RENEWAL PROJECT

Project planning will involve and inform various constituent and interestgroups including parents, school administrative staff, teachers, central

office staff, neighbors, and the Falls Church community at large.

For each major capital construction/renewal project an ArchitectSelection and Advisory Committee (also called the ASAC) shall beappointed by the School Board to assist central office staff and advisethe School Board.

Major Construction/Renewal Projects

Architect Selection and Advisory Committee Formation andGeneral Charge

Architect Selection and Advisory Committees work on capitalprojects where the impact of educational program issues is centralto the design of the project. Internal space reorganizations, orlarge projects, such as roof replacement, or installation of

sprinkler systems, where the specifics of the educational programdo not impact on the design of the project, Architect Selection andAdvisory Committees would not be appointed.


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community use and impact, safety and accessibility provisions,and project implementation schedules. The committee will helpdevelop educational facilities specifications, under Policy 4.30.

The committee advises the School Board on these same issuesand meet with the School Board prior to approval of the schematicdesign.

During construction, the committee meets periodically to reviewthe progress on the project. Finally, the committee participates inpost-construction evaluation of the project.

Membership

1. The ASAC will be appointed by the School Board based onrecommendations from the Superintendent and PTA/PTSA. TheASAC shall generally be comprised of:

a. Five staff members to include a principal, classroom andspecial subject teachers, and a member of the maintenance

staff to be recommended by the superintendent

b. Four citizens who are parents to include at least oneofficer/designee of the PTA/PTSA These representatives will


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e. The School Board may also appoint other persons, includingmembers of Falls Church City Government Organizations orCommissions to the committee.

2. When the planned project is a new school, the same selectionprocess shall be followed with the exception that the ASAC willgenerally consist of the following:

a. A school principal or assistant principal from the same level(i.e., elementary, middle, or high school).

b. Two classroom teachers and one special subject teacherfrom the grade levels proposed to be included in the newschool.

c. A member of the maintenance staff recommended by theSuperintendent.

d. Four citizens, to include at least one officer/designee of the

PTA/PTSA, who are parents of children who would likelyattend the new school or who have had children recentlyattend the grades which would be served by the school.These representatives will be appointed by the School


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Another member from the neighborhood adjacent to thesite will be appointed once the site is approved.

f. The Superintendent or designee who will serve as chair.

g. The School Board may also appoint other persons, includingmembers of Falls Church City Government Organizations orCommissions to the committee.

Information

At the first meeting the staff will provide necessary information

to the ASAC to facilitate and direct its work. Such informationmay include but not be limited to the following:

A roster of the Architect Selection and AdvisoryCommittee Educational specifications The schools capacity information The current five year student projections and other

enrollment projections A copy of the request for proposal for architecturaland engineering design work School program summary of existing spaces


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A. Communication

1. The school principal and other school staff members of the

ASAC shall keep the school staff informed of the design andprogress of the planning of the project. This should be donethrough staff meetings and other regular communicationsand by posting drawings and other informative material.Comments should be solicited and once received, sharedwith the ASAC for consideration.

2. The parent/PTA/PTSA members of the ASAC, in cooperation

with the school principal, shall keep the parents informed ofthe design and progress of the planning of the project. TheASAC should schedule design presentations to theschool/parent community and consider comments received.

3. The Chair of the ASAC shall assure notification andcoordination of the design and progress of planning throughoutreach to near neighbors of the school. Comments

should be solicited and once received, shared with theASAC for consideration.

4 The ASAC in conjunction with the neighborhood members


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Board or comments received directly from communitymembers will be considered by the ASAC.

Planning Sequence

The general sequence and responsibilities for activitiesassociated with the design and construction of a schoolconstruction or renewal project are presented on theattached chart. The sequence and activities shall begenerally followed but may vary depending on the specificproject requirements.

I. Maintenance Projects

Ad hoc school facility committees may be formed from time totime for coordination of specific projects of a defined scope and/orshort duration (e.g. technology cabling, playgrounds,landscaping). Such committees will be formed by the schoolprincipal at the request of the school administration. Membership

of the committees should include the school principal or designee,school staff, parents and PTA/PTSA representatives as appropriatefor the project, supported by central office staff as needed.


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BUSINESS SECTION Policy: 4.30.1

Falls Church City Public Schools Facilities Planning Sequence

School Board Administration Staff Architect/Engineer Architect Selection andAdvisory Committee

School Board approves scopeof work as defined inFCCPS/CIP

Staff recommends ASAC

Appoints ASAC RecommendsArchitect/Engineer resultingfrom selection process

Approves contract forappointment of architect

Assists in the development ofschools program, givesdesign guidance

Reviews and approvesprogram requirements

Develops schematic designand any City requiredassessments

Reviews & makesrecommendations onschematic design plans & cityrequired assessmentsHolds briefing on schematicdesign w/PTA/PTSA, neighborsand community

Reviews schematic designand assessments

Presents schematic design toSB

Reviews schematic designplans and assessments

Holds worksession/briefing toreview design

Participates inworksession/briefing with SB

Adopted: 6/12/02 Revised: 2/25/03

Falls Church City Public Schools


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BUSINESS SECTION Policy: 4.30.1

to review designApproves schematic design Prepares site waiver (if

required)Approves request for sitewaiver if required

Authorizes architect todevelop final drawings andspecifications

Develops detailed drawingsand specifications

Reviews 65% completedrawings

School Board Administration Staff Architect/Engineer Architect Selection andAdvisory Committee

Reviews 95% drawings andspecifications

Reviews final drawings &specifications

Approves final drawings,specifications and projectbudget

Submits final drawings forpermit

Develops bid package

Approves contractspecifications and awardscontracts

Provides or procures projectmanagement services

Provides on-site technicaldirection for the constructionproject

Receives periodic updatesduring construction

Receives periodic status andfinancial reports on project

Provides input to projectdebriefing reportapproximately 90 days afteroccupancy

Performs post-occupancyevaluation after 1 year

Receives close out report

Adopted: 6/12/02 Revised: 2/25/03

Falls Church City Public Schools

4.30.1 - individual construction/renewal project

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