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Capital Improvement Program

Capital improvement defined:

Any change, alteration, rearrangement or addition to existing facilities. It is also new construction, acquisition or improvements to sites, buildings, or service systems.

Time lines:

Because of scheduling and resource constraints, all authorized Capital Outlay Work Request forms must be received by the director of Maintenance & Operations no later than January 15 of each year. Work requests received after this date will not be estimated and will be returned to the originator. The only exception to this cutoff date will be those capital requests involving code/compliance or blatant safety issues.

Procedure for Initiating a Capital Outlay Work Request:

1. Complete a Capital Outlay Work Request form. In requesting a capital improvement, please complete the work request to include all appropriate information:
• Details regarding what you desire to have done (description of work requested).
• Be specific as to the materials/equipment wanted and who will provide them.

Example:
(1) Install playground structure.
(2) Install cabinets purchased by the Parents' Club.
(3) Provide and install six-seat swing set.

• Locations and buildings; please be specific. Provide dimensional location sketches whenever possible.
• Funding source.


2. Send the completed Capital Outlay Work Request form to the director of Maintenance & Operations. Upon receipt of the completed request, a project estimate will be developed for attachment to the request. This estimate will be based on either (1) a cost valuation using existing Maintenance staff or (2) quotations solicited from outside contractors. The director of Maintenance & Operations will be solely responsible for determining the feasibility of, and method of, implementing any given capital improvement.
3. Once feasibility has been determined and has been developed, the director of Maintenance & Operations will forward the original Capital Outlay Work Request form and the estimate to the appropriate assistant or associate superintendent for review and authorization. Authorized capital requests will then be returned to the director of Maintenance & Operations for scheduling. All unauthorized requests will be returned to the originator.

NOTE: All maintenance/corrective work detailed in fire marshal reports will be addressed under standard work request generated by the Maintenance department. There is no need for site to complete work requests for such activities; however, any mandated compliance change, alteration or improvement which is prompted by a change in classroom/facility use (e.g., new circuitry required by fire marshal due to the addition or introduction of micro computers) is deemed a capital improvement, as such work is completely outside the scope of maintenance as defined in the California Education Code.

• If capital outlay work is given to an outside contractor or funded by an outside group; e.g., parents' club, etc., the site requesting the work will be charged the total contracted costs.
• If a district- or site-funded capital outlay request is performed by our Maintenance department during the course of a normal workday, the site will be charged for the cost of material only.
• If overtime for labor, inspection, or supervision is required, these costs will also be charged to the site.
• When submitting a request, a budget code must be included. If the capital outlay request cannot be completed by Maintenance due to time constraints and it does not qualify to be contracted out, Maintenance will so indicate when the request is returned.