Public Schools Improvement Projects (Market Maker)
Improvement projects are initiatives not necessary for the general maintenance of the building but rather involve optional work which enhances or improves the facility. These projects are determined by the principal and funded from the school's allocation, and the Division of School Facilities will help schools initiate and manage these construction projects, including developing a scope of work and cost estimate, and the meeting of all health, safety, labor law and building code regulations.
Initiating a Request
Schools interested in exploring optional school improvement projects should contact their Custodian Engineer, Building Manager and/or school’s Deputy Director of Facilities (DDF). The Custodian Engineer, Building Manager, or DDF will enter the work request into the Division of School Facilities’ Maintenance Management System to initiate the request.
As many of these improvement projects include increasing the use of energy through the installation of air conditioning, smartboards or other technology it is important to remember that before any of these projects are performed DSF’s Office of Sustainability must first approve the project. The school’s DDF will assist in making this request to this Office.
Work with a DSF Contract Manager
A DSF Contract Manager will visit the school to develop a scope of work, cost estimate and timeline for the project based on the school’s initial request and budget. After an initial consultation, they will:
- secure a contracted vendor
- prepare a scope of work, including project cost
- issue a proceed notice to the contractor, upon agreement of scope and price
- inspect the work
- ensure the contractor conforms to standard maintenance and repair requirements (labor law, insurance, dust protocol, building code, etc.)
- approve the contractor's application for payment
Review, Approve Project and Issue Purchase Order
Once the DSF Contract Manager provides a scope of work and cost estimate, the principal reviews it for final approval. The quote will be honored by DSF until the purchase order request date.
Use FAMIS to issue a purchase order to the Division of School Facilities (DSF) to pay for the project:
- Contact your Division of School Leadership Team Budget Director to Schedule tax levy funds in Galaxy, under Facilities Work Set Aside object code 0676; schools may not use grant or reimbursable allocations for these projects
- Once approved, log into FAMIS
- Go to Purchasing
- Go to Contracted
- Click on the NON-LIST-LINK and generate a PO to DSF using Vendor Code FAC000001 (Vendor Name: “Facilities Enhancements” ). Schools will go thru the same process to generate a PO to DSF as they would go through to generate a PO to any other contracted external professional services vendor except schools do not need to obtain competitive bids in order to generate a PO to DSF. THE PO MUST BE SUBMITTED ELECTRONICALLY; DSF CANNOT RECEIVE PAPER PURCHASE ORDERS.
Work begins
Once the PO is fully approved, DSF is electronically notified it has been given a PO and the Division’s Maintenance team can begin work.
Approve the finished work and Certification of Delivery
More information coming soon.
Charter Schools Improvement Projects
Charter schools interested in exploring optional school improvement projects should contact their Custodian Engineer, Building Manager and/or school’s Deputy Director of Facilities (DDF). The Custodian Engineer, Building Manager, or DDF will enter the work request into the Division of School Facilities’ Maintenance Management System to initiate the request.
A DSF Contract Manager will visit the school to develop, a scope of work, cost estimate and timeline for the project based on the school’s initial request and budget.
Once the DSF Contract Manager provides a scope of work and cost estimate, if you want the work to be done, you will need to enter a request for approval for the work into the Charter Work Request Application. Your request must be approved by the Office of Space Planning, the Director of Facilities, and the Chancellor before work can begin.
Payment
The quote will be honored by DSF through the end of the fiscal year, which should be more than sufficient time for the approval process.
Once DSF receives payment, it authorizes DSF’s contractor to begin the project.
Approve the finished work
After the work has been completed, and the contract manager approves the vendor’s application for payment, you will be billed for the outstanding balance of any project costs.
Third-Party Improvement Projects
Third Party Agreements are for work which will be performed under the supervision of an individual selected by the responsible school or organization, and where the work will be done by a contractor selected by the school/organization and where the contractor does not have a direct contract for the work issued by the Department. The School or Organization (or others such as the school's Parents Association or a non-profit organization) will fund the project and is solely responsible for paying the contractor(s) for the work.
Where required by code the contractor performing the work must have a license for the work and be designated in the submittal. When the work requires filing with the Department of Buildings or other City agency, the school is responsible for engaging and paying for the services of the registered professional to design and file the work.
Initiating a Request
The process begins when the school or organization initiates a third-party request in the application:
DOE and Charter Schools on the DOE Network can submit an Initial Request on the DOE Network.
Charter Schools not on the DOE Network submit an Initial Request not on the DOE Network.
RESO A Capital Eligible Projects
Certain large projects may be eligible for capital funding. These projects include large auditorium renovations, library renovations, laboratory upgrades, and playground improvements among others. These projects are selected by your local City Council representative or your Borough President and funded through the capital program of the NYC School Construction Authority. Since the capital program for schools is a five-year program, projects of this type, which enhance the learning experience, and improve the esthetics of your school are a good fit for RESO A projects as the capital program is driven by capacity needs, infrastructure needs, and specific programs.
Schools can apply for discretionary (Reso) funding at the New York City Council’s Discretionary Funding Expense Application page. The School Construction Authority provides an overview of RESO A projects.