Policy 6020 – School Planning/School Construction Programs

This policy and associated implementation procedures apply to the capital improvement projects that are listed as part of the Board’s annually approved.

The Board will annually approve a CIP. The CIP will be made up of the next fiscal year’s capital budget including estimated budget revenue sources for the requested funds and the 10-year Long-Range Plan.

The HCPSS will employ sustainable design construction that supports educational program needs and creates a safe and nurturing environment for HCPSS students and employees within allotted budgetary resources.

The school planning and school construction program will include a sequential plan of action and will be divided into the following ten (10) general categories, each requiring professionally trained and experienced employees to plan and carry out the requirements of the program consistent with industry and HCPSS Standards, practices, and procedures.

School facilities and sites should be designed to be utilized to the fullest extent possible for community purposes as encouraged by the Board and in accordance with the Annotated Code of Maryland. The possibility of joint development of school and recreational facilities, including joint construction of school and recreational space, and other local government priorities is encouraged on a case-by-case and need basis.

The Board of Education will approve the project design reports for submission to the appropriate State agencies for review and approval.

The Superintendent/designee will oversee the overall administration of the school planning and construction programs.

The school facilities offices will assist with design and construction reviews.

The Office of the Environment will review and monitor the design and construction phases related to environmental initiatives and occupational regulatory compliance.

The Office of School Planning and the Office of School Construction will collaborate with all appropriate internal and external parties in order to obtain the efficient implementation of this policy.

For capital improvement projects, the school will communicate project information to the parents and the community in a timely manner.

Architect Firm – A designation usually reserved by law for a person or organization professionally qualified and duly licensed to perform architectural services including, but not necessarily limited to, analysis of project requirements; creation and development of the project design; preparation of drawings, specifications, and bidding requirements; and general administration of the construction contract. The primary contracted design firm which manages the project required engineering disciplines.

Bid – The price a contractor commits to for constructing a project.

Bid and Award Procedures – Criteria to determine the award of a contract pursuant to Policy 4050 Procurement of Goods and/or Services.

Capital Improvement Program (CIP) – The long-term plan for all physical betterments or improvements, and includes the Board’s annual approved capital budget and 10-year Long-Range Plan.

Capital Improvement Project – Any physical betterment or improvement and any preliminary studies and surveys relative thereto, including but not limited to, any property of a permanent nature, and equipment needed in connection with such improvement when first erected or acquired. Project or studies typically included with the Board approved Capital Improvement Program and Capital Budget.

Change Order – A written document to the contractor signed by the owner and engineer or architect, issued after the execution of the contract, authorizing a change in the work or an adjustment in the contract sum.

Construction Manager (CM) – A person or organization hired to participate in the preconstruction phase of a project to provide cost estimating, project schedules, constructability reviews, and value engineering services, as well as coordinate and manage the overall project schedule and the construction phases of a project with the objective of minimizing project construction time and cost while maintaining the quality, function, and aesthetics of the building.

Design Phases – The three phases of an architect’s basic services, which include:

Educational Facilities Master Plan (EFMP) – The annual report presenting the current and projected capital needs of the school system as required annually by the State of Maryland.

Facility Design – Plans, elevations, sections, and other drawings and specifications that may be necessary for a building or other structure.

Facility Planning – Educational and architectural planning and analysis used to produce and design the concept for school projects.

Feasibility Study – Investigation and assessment of needs conducted to determine the magnitude of work that is feasible for a particular project or facility. Study complying with the IAC requirements.

HCPSS Employee – Any individual who is a permanent or temporary employee of the HCPSS whose compensation is paid in whole or part by the Board, including but not limited to, school-based administrators, teachers, substitute teachers, paraeducators, and other school-based and Central Office support staff.

Interagency Commission on School Construction (IAC) – The state agency responsible for the review/approval of construction documents and funding of schools or school construction projects.

Office of Safety and Security – The HCPSS office that is responsible for reviewing and monitoring the design and construction phases related to security initiatives and safety regulatory compliance.

Office of School Construction – The HCPSS office that is responsible for all phases of planning, design and construction of new schools as well as additions to and comprehensive modernization of existing schools, from planning through occupancy.

Office of School Planning – The HCPSS office that is responsible for projecting needs based on demographics for the purpose of assisting the Superintendent in the development of the Capital Improvement Program.

Relocatable Unit – A prefabricated, stand-alone building providing temporary capacity for a school and that are excluded from program capacity.

Sustainable Design – Design that seeks to reduce negative impacts on the environment and the health and comfort of building occupants, thereby improving building performance. The objectives of sustainability are to reduce consumption of non-renewable resources, minimize waste, and create healthy, productive environments.

Utilization – The comparison of a facility’s program capacity and its enrollment or projected future enrollment.