2016 Capital OutlayRequest Application &

Guidance

Barbara J. Romero, Capital Outlay CoordinatorDolores Gonzales, Non-Metro AAA Special Projects Manager

2015 ProposedCapital Outlay Requests

Project Project Amount PriorityRank Type Requested  

1 Code Compliance-Renovation $ 1,151,007 Critical & High

2 Vehicles $ 1,227,941 Critical & High

3 Meals Equipment $ 311,164 Critical & High

4 Other Renovation $ 1,059,979 Critical & High

5 Other Equipment $ 279,465 Critical & High

6New Construction /Major Addition $ 7,040,380 Critical & High

  TOTALS $ 11,070,380

SESSION DATES

December 15, 2014 - January 16 Legislation may be pre-filed January 20 Opening day (noon) February 19 Deadline for introduction March 21 Session ends (noon) April 10 Legislation not acted upon by governor is pocket vetoed June 19 Effective date of legislation not a general appropriation bill or

a bill carrying an emergency clause or other specified date

2015 Requests for new construction/major renovation must be supported by your local legislator and the request submitted by 2/19/2015.

Upcoming 2015 Legislative Session

Severance Tax Bond - A tax imposed by a state on the

extraction of natural resources, such as oil, coal, or gas, that will be used in other states. (2015 request will be available 7/1/2015)

Obligation bond – General obligation bonds are used by states and local governments to raise money for community projects, such as schools, roads and parks. Investors pay money to the government issuing the bonds, who in turn agree to make interest payments and repay the principal amount. Governments that issue general obligation bonds pledge to use all their resources, including their taxing power to pay principal and interest on the bonds. Investors who receive interest payments from general obligation bonds and other municipals bonds aren't required to pay federal income tax on that interest

(2016 request will be available after Spring 2017 Sale and pending EO compliance)

General Obligation BondsSeverance Tax Bonds

The revised application has been developed. New changes were incorporated after review of

the 2015 applications which identified some weaknesses in the forms

Forms will be released 12/1/2014 available at www.nmaging.state.nm.us/capital-outlay

The process requires the involvement of the local government, as fiscal agent, and the provider.

Inclusion of an asset management tool for vehicles, equipment and facility

Revised Forms

A transparent rating and ranking process Greater scrutiny by DFA and LFC Provide for better communication between

provider and local governments Fillable form User friendly Availability of the forms online

Forms continued

Release of Request Package 12/1/2014

TRAINING & TECHNICAL ASSISTANCE SCHEDULE ABQ / ANTS Training 12/3 – 12/4/2014 Las Vegas Senior Center 1/13 /2015 Twin Lakes Senior Center 1/15/2015 Grant County Conference Ctr. 1/22/2015 DFA Red Room 2nd floor 1/26/2015 Artesia Senior center 1/29/2015

Training dates for 2016 Capital Outlay Application

2016 is an General Obligation Bond year Capital Outlay Request Package (new application) Note deadlines for submission of Capital Outlay

Request Packages

Tools: Asset Management Planning Infrastructure Capital Improvement Plan On-going Facility, Equipment & Vehicle Assessments Training/Technical Assistance (regional) AAA’s &

ALTSD Application review team

Preparation for Application

Basic Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . … . 4-7 A-1: New Construction/Major Renovation/Code Compliance/Other

Renovation Request Form . . .>>…………………………………… 8-10 A-2: Meals Equipment/Other Equipment Request Form . . . . . . 11-

12 A-3: Vehicle Request Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . 13-

15

Required Capital Outlay Forms & Attachments: CO Form 1: Equipment Inventory Inspection Checklist CO Form 2: Vehicle Inventory Inspection Checklist CO Form 3: Facility & Equipment Inspection Checklist Asset Management Training Documents

2016 Capital Outlay Request Package

Developed for the Department and the AAA to

gather important information about each facility, including;

ownership, condition of the facility, operation and maintenance, types of services provided, capital assets, funding sources, staff, documented repairs, uses, size and location as well as any other impertinent information that would provide insight as to the future capital outlay needs of the facility.

** complete 1 basic application per facility

Basic Application Purpose

The land or property for the facility should

already be acquired and owned by the local government to be eligible to proceed with application for funding

Copy of lease / operating agreement Plan and design ( although it is an eligible

funding category, it is recommended that the plan and design be completed with other funds prior to submission of application for new construction through Aging and Long Term Services).

Application conditions

Answer all questions no blanks give a n/a and provide

justification at a minimum Include any additional details if you feel that the yes or

no would not capture the need, or urgency of the project Include any details to document the efforts on the

applicant part towards the project If you cannot provide a detailed scope of work and the

justification then we cannot determine the need of the request

Can you provide supporting documentation (quotes, bids, plans and specs, cost estimates, letters of support, ownership, match or leverage documents etc,…..

Application requirements

Have you received public input? Do you have local support? Have you or another source conducted an assessment? Has this project been considered for inclusion on ICIP? Do you have additional funding available? Have you exhausted all other sources? (NMDOT 5310

program, CDBG, NMFA planning) Have you completed the CO Forms? Do you have budget to support the project? (ie, utilities,

staffing, transition costs) Who should be involved in the preparation of the

application? At what phase am I in the project?

Where do I start?

New Construction – includes constructing a new facility, increasing the

size of a facility by more than 35% of its footprint, and demolishing or reconstructing more than 35% of the exterior walls or structural membrane of a facility; construction costs $200,000 or more.

Code Compliance – complying with regulations regarding land use, zoning ordinances, health and housing codes, uniform building and fire codes, and the Americans with Disabilities Act (ADA).

Renovation Other – restoring a current facility to an earlier condition by repairing or remodeling; renovation costs less than $200,000.

Plan and Design – to prepare the preliminary sketch or the plans for (a work to be executed), especially to plan the form and structure of a new facility or major renovation

Application CategoriesA-1 New Construction/Major Renovation/Code Compliance/Other Renovation

Request Form (application pages 8-10)

Facility Data Uses Operation & Maintenance

The 3 most important things you must know!

What is the need? Justify Is the facility sufficient in size? Is the facility code compliant? Is the facility in disrepair? Is the facility not functional for the needs of the

seniors? Is it an urgent issue?(risk to senior) Is there a plan for operating and maintenance? Support from the community and the governing body. Able to provide a scope of work?

Things to consider

Purchasing Meals Equipment: machinery,

apparatus, components and any other articles for use in preparing, cooking and serving food

Purchasing Other Equipment: machinery, apparatus, components and any other articles to make an action, operation, or activity easier or to serve a particular purpose

Application Categories A-2 Meals Equipment/Other Equipment

Request Form (application pages 11-12)

What is the need? Justify Have you sought other funding sources first? Can program $$ be used to purchase item? Is the equipment sufficient for facility use? Does the equipment meet safety standards? Is the equipment in disrepair? Is the facility conducting routine maintenance Is it an urgent issue?(risk to senior) Is there a plan for repair and maintenance? Will this new item enhance the services provided Able to provide a scope of work?

** $5K threshold**

Things to consider

Purchasing Vehicles: for transporting

people or goods (such as home-delivered meals).

At least 50% of vehicles in a fleet must be accessible for persons with disabilities.

All applications must identify any requested vehicle(s) that replace an existing vehicle(s) on the inventory list

Application Categories A-3 Vehicle Request Form

(application pages 13-15)

What is the need? Justify Have you sought other funding sources first? Is the vehicle non-operable or require extensive repair? Is the vehicle past the useful life Is the vehicle maintained properly according to warranty Is it an urgent issue?(risk to senior) Are there specific handicap requirements for the vehicle? Is this a new vehicle? Justify need Will this new item enhance the services provided Able to provide a scope of work?

Things to consider

Project Prioritization System (possible 100 points)

1 Certification (5 points) 2 Compliance with Executive Order 2013-006 (10 or 0 points) 3 Description and Need-extent to which the project is needed. (up to

25 points) 4 Planning applicant must provide schematic designs or plans for

proposed construction, renovation or improvement projects; applicant must document quotes for equipment requests. (10 or 0 points)

5 Feasibility, Readiness to Proceed (up to 20 points) 6 Cost Benefit-number of direct beneficiaries (5 points) 7 applicant has adopted a local ICIP (published) prior to the application

(10 or 1points) 8 Asset Management List (up to 15 points)

Project Prioritization System

Capital Outlay Application Rating and Ranking Process

April DeadlineApplications

rec’d AAA’s & ALTSD

review simultaneously

ALTSD & AAA Project Review, Rate and Rank

Proposed projects

AAA’s Project Review Team

submit recommendations

to ALTSD

ALTSD presents Funding Documents to Program Advisory

Council

ALTSD prepares Capital Projects

Recommendations for Cabinet Secretary

ALTSD finalizes Recommendation

s

ALTSD submits final request to DFA for

inclusion in the State

Agency ICIP