6 capital project prioritization - fefpa capital project prioritization.pdf · capital project...
TRANSCRIPT
![Page 1: 6 Capital Project Prioritization - FEFPA Capital Project Prioritization.pdf · Capital Project Prioritization Ken Marsh, AICP Director of Long Range Planning for Sarasota County Schools](https://reader031.vdocuments.net/reader031/viewer/2022030501/5aada7d77f8b9aa9488e967b/html5/thumbnails/1.jpg)
Capital Project Prioritization
Ken Marsh, AICP
Director of Long Range Planning for Sarasota
County Schools
David Wildes
Director of Physical Plant, Facilities Planning and
Construction, TCC
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SESSION GOALS
• For participants to
– Learn specific tools to prioritize large K-12 capital
projects
– Learn options for prioritizing college and
university small projects
– Share other best practices
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TOPICS COVERED
• Major topic = Prioritization Schemes
• Brief Mention
– Capital Revenue Streams
– Necessary Data
– Decision-Making Scenarios
– Other Influences
– Capital Budget Elements
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WHAT OTHER TOPICS SHOULD WE
COVER?
WHAT SPECIFICALLY WOULD YOU
LIKE TO LEARN FROM THIS
SESSION?
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CAPITAL REVENUE STREAMS
• K-12
– Millage
– Capital Outlay & Debt
Service
– PECO
– Sales Tax
– Impact Fees
– Concurrency Mitigation
– Borrowing
• College/University
– PECO Rem/Ren
– PECO Sum of the Digits
– PECO – New Projects
– Capital Outlay & Debt
Service
– SBOE bonds (until 2011)
– Local Capital
Improvement Fees
– Foundation
– Major Donors
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NECESSARY DATA, K-12
• Plant Survey, Five-Year Work Plan, Project
Prioritization List
• COFTE projections and Revenue Trends
• Facility Data
• Educational Initiatives
• Legislative Mandates
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NECESSARY DATA, College/University
• Educational Plant Survey
• Facility Condition Matrix
• Capital Improvement Plan
• Educational Initiatives
– Use of portal for dean & director input
• Annual SREF safety inspection
• Energy initiatives
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DECISION-MAKING SCENARIOS
• K-12
– Board-driven
– Superintendent-driven
– Staff-driven
• Florida College System
– Board of Trustees
– President and VP’s
– Deans and Executive
Directors
– College staff
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Sarasota County Schools
• Capital Projects Team
– Membership
• Instructional Executive Directors & Chief Operating
Officer
• Department Heads for Facilities, Construction,
Telecom, Instructional Technology, Safety & Security
• Chief Building Official/Staff Architect, Planning Analyst,
Archibus Facilitator
• Led by Director of Long Range Planning
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Sarasota County Schools
• Capital Projects Team
– Responsibilities
• Operations sub-group meets bi-monthly to coordinate
on-going projects to prevent “public works syndrome”
• Full CPT meets 3-4 times per year
– September to review completed and on-going projects
– January to prioritize Large Projects [new schools; classroom
wings; major infrastructure initiatives]
– February to prioritize Small Projects to be completed in the
summer
– As needed
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OTHER INFLUENCES
• Financial Advisory Committees
• Historic Preservation
• Joint-Use / Co-location opportunities
• other
•
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CAPITAL BUDGET ELEMENTS
• Sarasota
– Recurring
– Growth-related
– Competing Projects
– New Initiatives
• TCC
– College landscape is very
different:
• Uncertain funding for major
projects
• Growth at main campus has
stopped
– Focus has changed to
PECO R&R
• Safety corrections
• ADA survey by FCS
• New programs/initiatives
• Infrastructure and facilities
renewal
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PRIORITIZATION SCHEMES
• Sarasota District
– Matrix
– Building-level FCI [Facility Condition
Index]
• Palm Beach District
– Pair-wise
Comparisons
• TCC
– Major projects:
– CIP
– General Rem/Ren
– Matrix based
on project
type
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Significant Capacity Needs 1 Average Age of Relocatables 3 Cost of Maintenance Projects Pending 5 Past Five Yrs' Capital Investments 7
>50% in reloc. 5
>50% over 20
yrs 5 > $20 million 5 <$1.0 million 5
40-49 % 4 40-49 % 4 $10.00 - 19.99 million 4 $1.0 - 2.9 million 4
30-39% 3 30-39% 3 $5.00 -9.9 9million 3 $3.0 - 5.9 million 3
16-29% 2 16-29% 2 $1.00 - 4.99 million 2 $6.0 - 7.9 million 2
1-15% 1 1-15% 1 $0.50 - 0.99 million 1 $8.0 - 9.9 million 1
perm. space avail. 0
zero relocatabl
es 0 <$0.49 million 0 >10 million 0
Duration of Over-Capacity 2 Projected 5-Year Core Status 4 Utility Costs per Square Foot 6 Facility Condition Index 8
>10% in Relocatables > than 20 yrs 5 >160% 5 >$2.00 5 >30% 5
11 -19 yrs 4 140-159% 4 $1.75-1.99 4 24-29% 4
7-10 yrs 3 125-139% 3 $1.50-1.74 3 18-23% 3
3-6 yrs 2 111-124% 2 $1.25-1.49 2 12-17% 2
1-2 yrs 1 100-110% 1 $1.00-1.24 1 6-11% 1
< 10% in relocatables now 0 0 - .99 0 <$1.00 0 <6% 0
LEGEND WEIGHTING RATIONALE
#1 - computations are based on (relocatable student stations) ÷ (permanent student stations) In general, each issue is weighted according to the School Board's capital budget priorities:
#2 - the length of time the school has had greater than 10% of its student stations in relocatables
Weight of 5 = assigned to "safety and security" and to the cost of pending projects
#3 - the percentage of relocatables that are greater than 20 years oldWeight of 4 = updated Facility Index score
#4 - computed as (2017-18 projection) ÷ (permanent program capacity) Weight of 3 = future capacity-related issues
#5 - maintenance and capital improvements identified as beyond their expected useful life cycle or current deficiencies
Weight of 2 = utility costs and recent capital expenditures [an inverse relationship]
#6 - the cost of electricity for this site
Weight of 1 = three issues related to current capacity of the school or building#7 - all capital funds invested at each site during the past five years
#8 - the latest index score
#9 - based upon analysis by the Office of Safety and Security
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Duration of Over-Capacity 2Projected 5-Year Core
Status 4
>10% in Relocatables > than 20 yrs 5 >160% 5
11 -19 yrs 4 140-159% 4
7-10 yrs 3 125-139% 3
3-6 yrs 2 111-124% 2
1-2 yrs 1 100-110% 1
< 10% in relocatables now 0 0 - .99 0
#2 - the length of time the school has had greater than 10% of its student stations in
relocatables
#4 - computed as (2017-18 projection) ÷ (permanent program capacity)
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Cost of Maintenance Projects Pending 5
Past Five Yrs' Capital Investments 7
> $20 million 5 <$1.0 million 5
$10.00 - 19.99 m 4 $1.0 - 2.9 m 4
$5.00 - 9.99 m 3 $3.0 - 5.9 m 3
$1.00 - 4.99 m 2 $6.0 - 7.9 m 2
$0.50 - 0.99 m 1 $8.0 - 9.9 m 1
<$0.49 m 0 >10 million 0
#5 - maintenance and capital improvements identified as beyond their expected useful
life cycle or current deficiencies
#7 - all capital funds invested at each site during the past five years
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SchoolDuration of Over-Capacity
Projected 5-Year Core
Status
Cost of Maint.
Projects Pending
Utility Costs
Past Five Years' Capital Invest
Facility Condition
Index
Security CPTED
Analysis
2013
Total
2012 Total
2012-2013 Capital Plan, etc.
weight 1 3 5 2 2 4 5
Bay Haven 3 3 20 8 8 8 25 75 73
Sarasota HS 0 0 25 2 4 8 25 64 83 classrooms, gym, media, food service, site, etc.
Pine View 3 9 20 2 8 4 10 56 82
Gocio 5 12 0 4 8 4 20 53 66
Venice MS 0 0 20 2 8 8 15 53 36
SCTI-South 0 12 0 0 n/a 20 20 52 29
Brentwood 0 0 20 2 8 8 10 48 26
Fruitville 5 6 0 8 8 4 10 41 46 ice storage funded 2011-13
Ashton 5 9 0 6 10 0 10 40 31
Garden 5 9 0 4 8 4 10 40 47
Englewood 0 3 10 4 8 8 5 38 29
Southside 0 9 0 2 8 4 15 38 5
Alta Vista 0 0 5 4 8 12 5 34 33
Cranberry 3 6 0 4 10 0 10 33 21
SCTI-Fire Academy 3 0 0 0 10 0 20 33 33
Taylor Ranch 4 0 0 4 8 0 15 31 38
E E Booker 0 0 0 2 8 4 15 29 35
Oak Park 0 0 0 6 8 0 15 29 35
Phillippi Shores 1 3 0 2 10 0 10 26 15
Toledo Blade 0 0 0 0 4 0 20 24 23
McIntosh 0 0 0 0 8 0 15 23 26
Sarasota MS 0 0 0 4 4 0 15 23 60 HVAC 2012-14
Tatum Ridge 0 3 0 2 8 0 10 23 14
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SchoolDuration of Over-Capacity
Projected 5-Year Core
Status
Cost of Maint.
Projects Pending
Utility Costs
Past Five Years' Capital Invest
Facility Condition
Index
Security CPTED
Analysis
2013
Total
2012 Total
2012-2013 Capital Plan, etc.
Lakeview 5 6 0 4 2 0 5 22 38
Laurel Nokomis 0 0 0 2 4 0 15 21 54 HVAC renovation 2010-13
Booker MS 0 0 0 0 0 0 20 20 63 HVAC renovation 2012-2016
Brookside 0 0 0 2 8 0 10 20 22
North Port HS 0 0 0 4 6 0 10 20 22
Phoenix 0 3 0 4 10 0 0 17 14
Riverview HS 0 3 0 4 0 0 10 17 4
Tuttle 0 0 5 4 8 0 0 17 15
Gulf Gate 0 0 0 2 8 0 5 15 15
Heron Creek 0 0 0 2 8 0 5 15 19
TRIAD 0 0 0 0 10 0 5 15 21
Venice ES 0 3 0 2 10 0 0 15 18
Wilkinson 0 0 0 4 10 0 0 14 14
Lamarque 0 0 0 4 8 0 0 12 15
Suncoast Poly HS 0 0 0 10 0 0 0 10 5
Glenallen 0 0 0 2 0 0 5 7 12
Venice HS 0 3 0 4 0 0 0 7 31 rebuild 2010-15
Atwater 0 0 0 0 0 0 5 5 0
SCTI-Main 5 0 0 0 0 0 0 5 15 rebuild 2007-14
Booker HS 0 0 0 0 0 0 0 0 52 rebuild 2010-14
Woodland MS 0 0 0 0 0 0 0 0 2
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Building-Level Analyses,
Using ASTM CSI Uniformat II Coding
Row Labels
BUILDING SYSTEM ASSESSMENT
ADA & SPECIAL CONSTRUCTION
EQUIPMENT & FURNISHINGS
INTERIORS
SERVICES
SHELL
SUBSTRUCTURE
EQUIPMENT LEVEL ASSESSMENT:
EQUIPMENT & FURNISHINGS
ROOFING COVERING ASSESSMENT:
SHELL
SITE LEVEL ASSESSMENT:
SITEWORK
Grand Total
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Facility Condition Index data
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Campus Building USE Year
Gross Area
(Sq.Ft.)Deferred
Maintenance FCI CapitalDeferred + Renewal Replacement
BAY HAVEN SCHOOL OF BASIC
008-04 Art/Music 1966 1,770 $172,469 62.25% $32,835 $205,304 $277,076
ENGLEWOOD ELEMENTARY
015-04 Classrooms 1958 5,156 $435,728 56.19% $213,593 $649,321 $775,425
ALTA VISTA ELEMENTARY
001-02 Butterfly 1957 19,196 $1,429,560 49.90% $322,128 $1,751,688 $2,864,738
Sarasota HS - West Campus
007-42 Classrooms 1958 18,799 $1,188,968 44.94% $619,672 $1,808,640 $2,645,867
Sarasota HS - West Campus
007-04 Vacant Classrooms
1958 46,824 $2,965,395 43.23% $2,691,345 $5,656,740 $6,859,416
Sarasota County Public Schools
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Palm Beach Scheme
• Pair-wise comparisons by 25 staff and 6 Board
Members for 40 projects
– Additions and expansions
– Modernizations
– Rebuilds
– Athletic fields, pools
– Maintenance compounds
• Comparisons are of issues, not projects
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Palm Beach Scheme Results
• Funding Integrity @ 48%
– Construction investment
– On Referendum list (highest weighting @ 17.65%)
– Socioeconomic status (up to 10.55%)
– COPs (11.2%)
• Educational Environment @ 38%
– Needed for CSR (2nd highest @ 16.35%)
– Reduce overcrowding (11.8%)
– New programs (9.6%)
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Palm Beach Scheme [cont.]
• Operational Efficiency @ 14%
– Outdated instructional buildings
– Reduction of operating expenses
– Removal of >20-year old relocatables (<6%)
– Required by other projects
– Ancillary facilities service delivery
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Combined
FY2009
Ranking
Order
Project Description
Original
Funding
Year
(per
Referendum)
Constructio
n
Investment
*On
Referendu
m List
SES
Tier 1
(50-
59.49%)
SES
Tier 2
(59.5-
74.49)
SES
Tier 3
(74.5-
89.49)
SES
Tier 4
(89.5-100)
COPs
Promise
d
If CSR
is Recv'd
Needed
for CSR
Reduce
Overcrowdin
g
New
Programs
Replace
or
Renovat
e
Old/Poor
Academi
c
Buildings
Reduces
Operating
Expenses
Removal
+20 Yr Old
Portable
Classrooms
Required
Due to
Impact
of Other
Projects
Ancillary
Facilities-
Service
Efficienc
y
Total
Percentag
e
Score
Combine
d
FY2009
Ranking
Order
FY2008
Previous
Rank
FY2008
Previous
Rank
Adjusted
4.90% 17.65% 2.64% 5.28% 7.91% 10.55% 11.20% 3.75% 16.35% 11.80% 9.60% 4.70% 2.90%
**
(see legend
below) 1.60% 1.10%
1 West Central Elem 03-W FY07 4.90% 20.65% 0.00% 5.28% 0.00% 0.00% 0.00% 0.00% 16.35% 11.80% 9.60% 0.00% 0.00% 0.00% 0.00% 0.00% 68.58% 1 43 14
2 Seminole Trails Elem Addition FY08 4.90% 19.65% 0.00% 5.28% 0.00% 0.00% 0.00% 0.00% 16.35% 11.80% 0.00% 0.00% 2.90% 5.95% 0.00% 0.00% 66.83% 2 26 6
3 Pahokee Elem Addition ( part of 03-MM) FY05 4.90% 22.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 9.60% 0.00% 2.90% 2.95% 1.60% 0.00% 55.15% 3 none 16
4 Plumosa K-5 Modernization FY08 4.90% 19.65% 0.00% 0.00% 7.91% 0.00% 0.00% 0.00% 0.00% 0.00% 9.60% 4.70% 2.90% 1.95% 0.00% 0.00% 51.61% 4 32 8
5 Relocatables and Modulars Purchase Varies 0.00% 22.65% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 16.35% 11.80% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 50.80% 5 8 1
6 Belle Glade Elem Addition Pre-K FY08 4.90% 19.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 9.60% 0.00% 0.00% 3.95% 0.00% 0.00% 48.65% 6 39 12
7 Pahokee High Remodeling (part of 03-MM) FY05 4.90% 22.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 9.60% 0.00% 0.00% 0.00% 0.00% 0.00% 47.70% 7 none 16
7 Pahokee Middle (03-MM) FY05 4.90% 22.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 9.60% 0.00% 0.00% 0.00% 0.00% 0.00% 47.70% 7 47 16
9
West Area Educational Complex (West Tech)
Modern. FY05 4.90% 22.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 0.00% 4.70% 2.90% 0.00% 0.00% 0.00% 45.70% 9 20 4
10 Riviera Beach High 02-MMM FY05 0.00% 22.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 9.60% 0.00% 0.00% 0.00% 0.00% 0.00% 42.80% 10 52 22
11 Manatee Elem Addition FY08 4.90% 19.65% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 11.80% 0.00% 0.00% 2.90% 2.95% 0.00% 0.00% 42.20% 11 23 5
12 Galaxy Elem Modernization FY10 0.00% 17.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 0.00% 4.70% 2.90% 1.95% 0.00% 0.00% 37.75% 12 32 8
13 Village Academy Buildout FY06 4.90% 21.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 37.10% 13 51 21
14 Lake Worth Middle Core Addition FY07 0.00% 20.65% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 0.00% 0.00% 4.70% 0.00% 0.00% 0.00% 0.00% 35.90% 14 10 2
14 Gove Elem Modernization 0.00% 0.00% 0.00% 0.00% 0.00% 10.55% 0.00% 0.00% 0.00% 11.80% 0.00% 4.70% 2.90% 5.95% 0.00% 0.00% 35.90% 14 32 8
16 JF Kennedy Middle Athletic Fields FY05 4.90% 22.65% 0.00% 0.00% 7.91% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 35.46% 16 none none
17 North Palm Beach Elem Modernization FY09 0.00% 18.65% 0.00% 5.28% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 4.70% 2.90% 1.95% 0.00% 0.00% 33.48% 17 36 11
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Prioritization Schemes
• TCC
– Major projects:
• Projects listed in Capital Improvement Plan
• Priorities selected by President and Executive Team
based on staff input and College Strategic Plan
– Renovation/remodeling projects
• Matrix based on project type and funding source
• Matrix developed by Facilities Department and
approved by President and Executive Team
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Tallahassee Community College
Building No.Landscap
e Roof WindowsExt.
PaintExt.
BrickEave
sExt.
DoorsHVA
CLightin
gElecSys Flooring EMS
Int. Paint
Restrooms
Fire Sys Remarks
MAIN CAMPUS
English 1 G G F G G F G * G G1st-p 2nd-g G
1st-p 2nd-g G G
HVAC, 1ST FL. FAIR, 2ND FL. GOOD, ALL BLDGS.
NEED WASHED
Science Math Annex 2 G G F G F F F G G P G F G
Academic Support 3 G G F G F G G * G G G G G G G HVAC, 1ST FL. FAIR, 2ND FL. GOOD
Moore Lecture Hall 4 G G F G F F F G G P G n/a G
Communications and Humanities 5 G G F G F F F G G F G F G G
Dental Hygiene 6 G G F G F G G * G1st-p 2nd-g G
1st-p 2nd-g G G HVAC, 1ST FL. FAIR, 2ND FL. GOOD
Arcade (CoveredWalkway) 7
Academic Computing Center 8 G G F G G G G G G F G F G G
Centre 9 G G n/a G G G G G G G G G G G
Bridge (CoveredWalkway) 10
Tech. & Prof. Prog. 11 G G F G G G G G G F G G G G
Fine and PerformingArts Center 12 G G F G G G G * G G G G G G G HVAC, SOME GOOD, SOME FAIR
Ancillary (Deleted) 13
Ancillary (Deleted) 14
Lifetime Sports Ctr. 15 G G F G G G F G G G G G G G
Electrical 16 N n/a P G F F n/a G G n/a G n/a n/a F
Support ServicesBuilding 17 F G F G G G G G G G G G G G
Science and MathBuilding 18 G G F G G F F G G F G F G G
University Center 19 F G n/a G G G F G G G G G G G
Baseball Field House 20 P F n/a n/a G G G G G n/a G F G G
Richardson 21 F F n/a G G G R F G n/a G F G F
Andrews 22 F F F G G G G G G n/a G F G G
Baseball Concessions 23 G n/a n/a n/a G G G G G n/a G G G G
Vehicle Extrication(Covered Walkway) 24
Covered Area (Covered Walkway) 25
Not Assigned 26
Hinson Administration 27 G G F G G G F G G F G F G G
Central Energy Plant 28 G G n/a n/a n/a G N G G n/a G n/a G G
Bruce (Deleted) 29
Library 30 G G n/a G G G G G G F G F G G
Eagle's Nest/RyderBuilding 31 F G n/a G G G G G G G G F G G
Building Conditions Matrix
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Tallahassee Community CollegeProjects Summary Report
FUNDING SOURCE
10/11, 11/12 PECO R/R 10/11 CO/DS
TCC Foundation
SBOE Bond Fund LCIF
11/12 PECO Maint.
12/13 PECO Maint.(Tent.)
$98,410.66 $268,609.50 Carry over from prior year.
PROJECT DESCRIPTION $1,094,214.00 $252,305.00 1,000,000.00 $1,383,485.00 $1,500,000.00 $235,836.00 $156,801.00Fund Balance 07/01/2011
Projects committed and completed to date $807,982.66 $31,289.50 0.00 $1,560,222.50 $270,269.65 $189,761.00 $0.00
Allowance for ERP $400,000.00
Projects committed per ET 3/28/12
- FPSI Range Testing and Remediation $90,000.00
- Centennial Interior Remodel $200,000.00
- Gadsden Center New Project Allowance $200,000.00
- Renovate Finishes & Plumbing Dental Hygiene $170,000.00
- Furniture Replacement Allowance $75,000.00
- Science Lab Expansion and Remodel 900,000.00
Proposed "Mandatory" Projects
- ADA Revisions to Complete First Tranche $20,000.00
- EN Structure Remediation $20,000.00
- HSS, CT, WD, AD Floor Revision (Slip Issues) $32,000.00
- Lighting Enhancement, West Parking Lot $15,000.00
- Carpet/Flooring Replacement Allowance $50,000.00
GRAND TOTALS $944,982.66 $31,289.50 900,000.00 $1,650,222.50 $1,315,269.65 $189,761.00 $0.00
BALANCE AVAILABLE $247,642.00 $221,015.50 100,000.00 $1,872.00 $184,730.35 $46,075.00 $156,801.00
(Committed to (Committed to (Committed to
Infrastructure) Maintenance) Maintenance)
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[other schemes from audience]