Quick Start Business Planning

					DRAFT REV. 12               FINAL FOR APPROVAL                                                 8/16/04



Chabot – Las Positas Community College District
Measure “B” Bond Program
Procedure for Proposal, Review and Approval of Quick-Start Projects

Introduction
Quick-Start projects are defined as those projects that are advanced ahead of the completion of the
District’s final Program Management Plan for the Measure “B” Program and the master planning
process at the Colleges. Only those projects meeting the criteria outlined below will be approved.
This document provides for procedures for their proposal, review, approval and execution. Since
these projects are initiated before the completion of the deliberate planning process that will refine
and more fully define those projects approved by the voters in Measure “B”, there is some risk that
Quick-Start projects may preclude, duplicate, or conflict with final results of the master planning
process. To minimize this risk, the process for their nomination, review and approval must be tightly
controlled.

All Quick-Start projects proposed for funding under the Measure “B” Bond Program for the Chabot
– Las Positas Community College District must be reviewed and approved in writing by the Vice
Chancellor for Business Services. Approvals must be obtained prior to any solicitation for services
of any kind. This review ensures that all projects are properly coordinated and comply with the
requirements of the District, Measure “B”, and Proposition 39 (California Constitution – Article
XIIIA), under which Measure “B” was approved. All projects must also be reviewed for adequacy,
compatibility, building code compliance and budget compliance by the District’s program
management consultants, DMJM.

The District’s Board of Trustees has final approval for all aspects of the program, including project
approvals as detailed below. No purchase orders, professional services agreements or
construction contracts will be executed without proper authority.


Review Process
All projects will be reviewed in accordance with the attached flow diagram (Figure 1). The purpose
of this review is to ensure a consistent and efficient approval process that provides control for the
District, and gives clear guidance to the Project Sponsor at each phase of project development.
The Project Sponsor may be a dean or department head from the Colleges or the District. A
Program Manager from the DMJM staff will be assigned to work with the Project Sponsor to
coordinate proposal preparation and initial approval of each Quick-Start project.

In order to be considered for Quick Start, a project must meet certain criteria. The review process
outlined below has been streamlined to expedite approvals of Quick Start projects. It consists of
several stages of review, with an approval required at the end of each stage.




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DMJM
                                                Chabot-Las Positas Community College District
                                                   Quick-Start Review & Approval Process
                                                                                                                                                                                                                      DRAFT REV. 12




                                                                                                      DRAFT



              PROPOSAL                                                             PRELIMINARY               PROJECT                 SOLICITATION                                              CONTRACT
                                      REVIEWS                   EVALUATION                                                                                      SOLICITATION
             PREPARATION                                                            APPROVALS              DEVELOPMENT                APPROVAL                                                 APPROVAL




                                                                                                                                                    BOT
                                                                                                                                                  Facilities     Solicit Bids /   BOT Facilities      Board of
                                                                                                                                                    Sub-          Proposals       Subcommittee        Trustees




Page 2
                                                                                                                                                 committee
                                                                                                                                                                    DMJM            Contract         Ratification
                                                                                                                                 > $15,000 for
                                                                                                                                                 Solicitation      *District        Approval
                                                                                                                                 Construction
                                                                                                                                                  Approval       Procurement
                                                                                                                                 or > $60,900
                                                                                                                                      for
                                                                                                            Prepare Project       Equipment
                                College          College          Evaluation of
             Equipment                                                                Bond Steering                               or Services
                                Budget            Vice             Eligibility &                            Specifications &
              Request                           President              Risk
                               Committee                                           Committee Approval       Bid Documents

            Initial Project                         Or               DMJM              Chancellor            Proj. Sponsor       < $15,000 for
              Proposal                          Director of                                                                      Construction
                                                                     Dir. Of       2 Vice Chancellors            DMJM
                                                                                                                                                                                                                    FINAL FOR APPROVAL




                                                Facilities          Facilities                                                   < $60,900 for
                                                                                      2 Presidents            Consultant         Equipment or
                                                                                                                                   Services                       Informal Bid
                                                                                     Dir. Of Facilities     Dir. Of Facilities
                                                                                   DMJM Prog. Director                            < $20k at                         DMJM
                                                                                                                                 Discretion of
                                                                                                                                     Vice
                                                                                                                                  Chancellor
                                                                                                                                   Business                                       V.C. Business
                                                              DISAPPROVED
                                                                                                                                   Services                        Obtain           Services
                                                                                                                                                                  Quotation         Contract
                                                                                                                                                                                    Approval




7/28/2011
                                                                                                                                                                                                                      8/16/04




                 *At Chabot College, initial project                                                      Figure 1                                                                *Involvement of
                 proposals go directly to VP and not                                                                                                                              District Procurement
                 through budget committee.                                                                                                                                        T. B. D.
DRAFT REV. 12                 FINAL FOR APPROVAL                                                     8/16/04




1. Proposal Preparation
An Initial Project Proposal (IPP) or Instructional Equipment Request will be prepared by the Project
Sponsor, working with the DMJM Program Manager and the District Director of Facilities, and
submitted using the appropriate form attached in Appendix 1.


2. Review
The Initial Project Proposal or Instructional Equipment Request will be reviewed by the College’s
Budget Committee and approved by the College Vice President, Business Services for College-
specific projects, or by the District Director of Facilities for other projects, and submitted to the
District Director of Facilities for evaluation.


3. Evaluation
The initial project review will evaluate the appropriateness of the project for Quick-Start funding
according to consistent criteria. The Project Sponsor should work with the Program Manager and
the District Director of Facilities to determine the eligibility of a project before submittal of an Initial
Project Proposal or Instructional Equipment Request. The project description on these forms will
include reference to the criteria by which Quick-Start eligibility has been evaluated.

Eligibility

The first test of a Quick-Start project is whether it is eligible for funding under the Measure “B” Bond
and Proposition 39. The Proposition sets limits on the types of projects that can be funded. The
Bond Measure includes a list of specific projects to be funded. The full text of the Measure “B”
ballot language and a summary of Proposition 39 are included as Appendix 1 and Appendix 2,
respectively.

It is also the policy of the District that all buildings located on the college sites and funded by
Measure “B” proceeds shall meet the requirements of Education Code Section 81130-81149.
These articles are referred to as the “Field Act” and prescribe requirements and standards for
purposes of assuring fire and life safety of students, instructors and the public.

All Bond projects must qualify as Capital Outlay expenditures. Capital Outlay expenditures are
those that result in the acquisition of capital assets or additions to capital assets. They are
expenditures for sites, improvement of sites, buildings, improvement of buildings (including
professional fees), building fixtures, service systems, and purchase of initial, additional or
replacement equipment, including library books and computer software.

See Appendix 3 for guidelines regarding equipment, books and computer software.


A specific project in the Bond Measure must be identified as the source of funds for each Quick-
Start project. A cost code will be applied to each proposal, so that costs can be tracked against
budgets for Measure “B” line items.


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An additional consideration is whether the project qualifies for State matching funds. Measure “B”
funds may be used in conjunction with State funds for Major Maintenance and Hazardous
Substance projects. If a project may be eligible for State funds, its scope and timing should
optimize use of both State and Bond funds. Proposal forms for Major Maintenance and Hazardous
Substance Projects are included in Appendix 4.

Urgency

The District will determine the priority of Quick-Start projects. In general, projects must meet one
or more of the following criteria in order to be considered for Measure “B” Quick-Start funding:

       Addresses immediate health, safety or security issues
       Increases enrollment
       Prevents further deterioration of facilities
       Shows a significant cost advantage due to rising prices
       Provides visibility for the Bond program
       Is easily executed, in terms of time and/or money.
       Replaces or repairs severely deteriorated equipment or facilities necessary to educational
        programs
       Meets immediate need for additional space.

Risk

The Program Manager will assist the Project Sponsor in evaluating the risk of a project based on
professional judgment and knowledge of master planning concepts. The intent is to limit funding to
Quick-Start projects that support master plan strategies, but can be implemented out of sequence
with a low risk of duplication or conflict with final plans.

Evaluation of risk will take into consideration such factors as: whether proposed building locations
interfere with future development plans, whether fixtures and equipment can be relocated during
later building renovations, or whether a project may be made irrelevant or redundant based of
projected curriculum changes.



4. Preliminary Approvals
Once projects have been confirmed to be eligible for Quick-Start funding, proposals will be
submitted to the District Bond Steering Committee (consisting of the Chancellor, both Vice-
Chancellors, both College Presidents, the District Director of Facilities and the DMJM Program
Director) for preliminary approval.


5. Project Development
After a project has been approved by the Bond Steering Committee, the Program Manager will
assist the District in consultant or vendor selection, preparation of design and/or specification,
budget and schedule development, technical peer reviews, reviews by the Director of Facilities and
other District departments, reviews by DSA and other agencies (as required), preparation of


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bidding documents (if required) in accordance with the California Contracts Code, and any
additional documentation required for approval by the District.



6. Solicitation Approval
Pursuant to the Education Code and the Public Contract Code, purchasing for a single expenditure
over $60,900 for services or equipment or more than $15,000 for construction services shall be by
advertised bid and award. Solicitations may include Requests for Proposals (RFP), Requests for
Quotations (RFQ) or Requests for Bids (RFB). All formal solicitations must be approved in
advance by the Board of Trustees.


By District Policy, purchases for single expenditures exceeding $60,900 for services or equipment
or more than $15,000 for construction services shall be by written quotation. A minimum of three
written quotations shall be obtained except in those instances where sources are limited to fewer
than three, or where time considerations make it to the advantage of the District to obtain fewer
than three written quotations. In such instances, the Vice Chancellor will review and certify the
circumstances requiring exceptions.


Nonetheless, purchases for a single expenditure of under $20,000 may be undertaken by obtaining
a written quotation or phone quotation only, at the discretion of the Vice Chancellor for Business
Services.


In order to expedite the approval process, the Board of Trustees has established a Facilities
Subcommittee, to which it has delegated authority to approve solicitations for Quick-Start projects.


7. Solicitation
After approval by the Facilities Subcommittee, if required, the Program Manager will assist the
District in securing necessary bids in accordance with the California Contracts Code, evaluation of
bids, award of contract, issue of purchase orders and compliance with contract requirements.




8. Contract Approval
All Measure “B” capital expenditure projects will require approval by the District’s Board of
Trustees.


After successful bidding, the Program Manager will prepare an Agenda Item for approval of the
contract award by the Board of Trustees. It is anticipated that the Board will delegate its authority to
approve contracts within certain cost limits to the Facilities Subcommittee, with subsequent
ratification by the full Board.




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Appendix 1
Full Text of Measure “B”

Community College Job Training, Repair/Safety Measure: "To prepare students for jobs/four-
year colleges, improve safety, accommodate increasing enrollment at Chabot and Las Positas
Colleges by:
•   Repairing leaky roofs;
•   Upgrading fire safety, campus security, plumbing/ventilation systems and electrical wiring for
    computer technology;
•   Removing asbestos;
•   Upgrading nursing/paramedics/job training classrooms;
•   Repairing, constructing, acquiring, equipping classrooms, labs, sites and facilities; shall Chabot-
    Las Positas Community College District issue $498,000,000 in bonds, at legal rates, with
    guaranteed annual audits, citizen oversight, and no money for administrators' salaries?"



PROJECTS

The Board of Trustees of the Chabot-Las Positas Community College District, to be responsive to
the needs of students and the community, evaluated the District's urgent and critical facility needs,
including safety issues, enrollment growth, energy cost reduction and information and computer
technology, in developing the scope of projects to be funded, as outlined in both the Las Positas
College Facilities Plan of September 2003, and the Chabot College Facilities Planning &
Management Report (together the "Facilities Master Plan"), accepted by the Board of Trustees,
incorporated herein, and as shall be further amended from time to time. In developing the scope of
projects the faculty, staff and students have prioritized the key health and safety needs so the most
critical needs and the most urgent and basic repairs that will make the colleges clean and safe for
learning are addressed. The Board conducted independent facilities evaluations and received
public input and review in developing the scope of college facility projects to be funded, as listed in
the Facilities Master Plan. This input of faculty, community and business leaders concluded that if
these needs were not addressed now, the problems would only get worse. In preparing the
Facilities Master Plan the Board of Trustees made eight important determinations:

(i) In tough economic times community colleges, including Chabot and Las Positas
Colleges, are critically important to re-train people who want to expand their job skills,
particularly paramedics, nurses and police who play a critical role in responding to
emergencies;

(ii) Statewide budget cuts are damaging Chabot and Las Positas Colleges' ability to provide
a high-quality education for local students;

(iii) Chabot College and Las Positas College must provide facilities and classes for
academic programs for students who want to transfer to four-year colleges;

(iv) Chabot College and Las Positas College must provide valuable programs such as
Senior Citizen courses and lifelong learning;

(v) Chabot College and Las Positas College must upgrade and expand job training
classrooms to meet the demands of a changing workforce;




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(vi) Chabot College and Las Positas College must help provide a better-educated workforce
which will benefit local businesses and stimulate our economy through new classrooms,
computer labs and expand job training programs; (vii) It would be less expensive to
upgrade and repair aging community college buildings and classrooms now, than in the
future; and


(viii) Completing Las Positas College is needed due to the rapid growth of the Tri-Valley
Area which has resulted in thousands of new students entering college each year.

The Facilities Master Plan is on file at the District's Office of the Chancellor, and includes the
following projects:

CHABOT COLLEGE
•   Repair, Acquire, Upgrade, Equip, and/or Replace Obsolete Classrooms, Science and
    Computer Labs, Instructional Facilities, Sites and Utilities; Meet Demands of Changing
    Workforce:
    Repair, upgrade and/or replace leaky roofs, decaying walls, old ceiling tiles and flooring,
    plumbing, sewer, drainage, electrical systems, wiring, unsanitary and run down bathrooms,
    heating, ventilation and cooling systems, telecommunication systems, bleachers, classrooms,
    fields and grounds, science laboratories, lecture halls, other instructional facilities and campus
    expansion including property; wire classrooms for computers and technology, increase safety,
    increase energy efficiency, acquire equipment, reduce fire hazards, reduce operating costs so
    more classes and job training can be offered, improve academic instruction, and meet legal
    requirements for disabled access.

•   Improve Emergency Access and Evacuation Routes: To improve student safety, redesign
    campus road network to eliminate unsafe conditions, reduce gridlock, improve pedestrian safety
    and increase access for emergency vehicles; add parking to accommodate increasing student
    population.

•   Expand Classroom and Facility Capacity, Upgrade Classrooms/Labs For Nursing and
    Emergency Medical Services: Increase classroom and facility capacity for academic and job
    training classes, including math, nursing and medical training, science labs, child Development,
    dental health, physical and health education facilities, graphic, fine and performing arts;
    consolidate the library, research rooms, computer labs, distance learning into one resource
    center; central services; construct "smart classrooms" for enhanced distance learning.

•   Upgrade, Repair, Equip, Construct and/or Expand Student Services and
    Technology/Vocational Buildings: Renovate, repair, equip, and construct and/or expand
    student services buildings to include academic advisement centers, job and college-transfer
    counseling areas, lecture/meeting/seminar rooms, computer hookup and study areas, and other
    student support; classrooms and space dedicated to technology and engineering vocational
    training.

•   Refinance Existing Lease Obligations related to Classrooms and Facilities: This
    refinancing will lower interest rates will save district expenses and increase funds available for
    instruction.




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•   Repair, Replace and Upgrade Electrical and Mechanical Systems to Reduce Energy
    Consumption and Utility Bills and Accommodate Computer Technology, Internet Access
    and Communications Systems.

•   Expand a Campus Police and Security Building.


•   Safety Improvements; Asbestos Removal; Earthquake Safety Repair: Remove all harmful
    asbestos; upgrade existing fire alarms, sprinklers, smoke detectors, intercoms and fire doors;
    install security systems, exterior lighting, emergency lighting, door locks and fences, repair
    uneven sidewalk and walkways. Establish areas that can serve as community emergency relief
    sites in time of disaster.

•   Technology Upgrades: Upgrade Internet access and cable technology; create "smart
    classrooms" to improve distance learning; upgrade telecommunication systems; campus-wide
    technology upgrades, computers; replace outdated equipment.


LAS POSITAS COLLEGE + SERVING THE TRI-VALLEY AREA
•   Repair, Upgrade, Equip, and/or Replace Obsolete Classrooms, Science and Computer
    Labs, Instructional Facilities, Sites and Utilities; Meet Demands of Changing Workforce:
    Repair, upgrade and/or replace leaky roofs, decaying walls, old ceiling tiles and flooring,
    plumbing, sewer, drainage, electrical systems, wiring, unsanitary and run down bathrooms,
    heating, ventilation and cooling systems, telecommunication systems, bleachers, classrooms,
    fields and grounds, science laboratories, lecture halls, and other instructional facilities; wire
    classrooms for computers and technology, increase safety, increase energy efficiency, acquire
    equipment, reduce fire hazards, reduce operating costs so more classes and job training can
    be offered, improve academic instruction, and meet legal requirements for disabled access.

•   Improve Emergency Access and Evacuation Routes: To improve student safety, redesign
    campus road network to eliminate unsafe conditions, reduce gridlock, improve pedestrian
    safety and increase access for emergency vehicles; add parking to accommodate increasing
    student population.

•   Safety Improvements; Asbestos Removal; Earthquake Safety Repair: Remove all harmful
    asbestos; upgrade existing fire alarms, sprinklers, smoke detectors, intercoms and fire doors;
    install security systems, exterior lighting, emergency lighting, door locks and fences, repair
    uneven sidewalk and walkways. Establish areas that can serve as community emergency relief
    sites in time of disaster.

•   Technology Upgrades: Upgrade Internet access and cable technology; create "smart
    classrooms" to improve distance learning; upgrade telecommunication systems; campus-wide
    technology upgrades, computers; replace outdated equipment.

•   Expand Classroom and Facility Capacity, Upgrade Classrooms/Labs For Science and
    Emergency Medical Services: To accommodate growing enrollment, increase classroom
    capacity for academic and job training classes, including math, pre-nursing and medical
    training, science labs, child development, fire service technology, physical and health
    education facilities, fine and performing arts, pool, classrooms and labs; consolidate the library,
    research rooms, computer labs, distance learning into one resource center; central services;
    library/learning resource center; relocate maintenance buildings to free up needed classroom
    space.


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   Complete Construction of the Science and Technology Building To Include More
    Classrooms and Labs.


   Upgrade, Repair, Equip, Construct and/or Expand Student Services: Renovate, repair,
    equip, and construct and/or expand student services buildings to include academic advisement
    centers, job and college-transfer counseling areas, lecture/meeting/seminar rooms, computer
    hook-up and study areas, and other student support.

•   Repair, Replace and Upgrade Electrical and Mechanical Systems to Reduce Energy
    Consumption and Utility Bills and Accommodate Computer Technology, Internet Access
    and Communications Systems.

•   Construct Information Technology Building.

•   Site, Accessibility: Upgrade physical plant and maintenance yard to support growing campus;
    improve pedestrian access routes.
    Listed building, repair, and rehabilitation projects and upgrades will be completed as needed.
    Each project is assumed to include its share of furniture, equipment, architectural, engineering,
    and similar planning costs, construction management, and a customary contingency for
    unforeseen design and construction costs. The allocation of bond proceeds will be affected by
    the District's receipt of State bond funds and the final costs of each project. The budget for
    each project is an estimate and may be affected by factors beyond the District's control. The
    final cost of each project will be determined as plans are finalized, construction bids are
    awarded, and projects are completed.

    The bond program is designed to provide facilities which will serve current and expected
    enrollment. In the event of an unexpected slowdown in development or enrollment of students
    at Chabot College and Las Positas College, certain of the projects described above will be
    delayed or may not be completed. In such case, bond money will be spent on only the most
    essential of the projects listed above. The District will work with the Citizens' Oversight
    Committee on prioritizing those projects in the event factors beyond the District's control
    require that projects be reconsidered.




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Appendix 2
Summary of Proposition 39

                              Requirements Imposed by Proposition 39
                                 (CA Constitution XlllA Sect 1 (b)(3))

Measure approved by 55 percent of the voters of the district or county, as appropriate.

Who may use?


       School district,
       Community College district, or
       County office of education


For what purposes?


       Construction,
       Reconstruction,
       Rehabilitation, or
       Replacement of school facilities,
       Furnishing and equipping of school facilities, or the
       Acquisition or lease of real property for school facilities


Accountability requirements


       Only for these and not for any other purpose
       Not for teacher and admin salaries and other school operating expenses
       A list of the specific school facilities projects to be funded
       Needs evaluated in developing that list
           o Safety,
            o   Class size reduction, and
            o   Information technology
       Annual independent performance audit
       Annual independent financial audit
       Citizens Oversight Committee




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Appendix 3

Eligibility


Expenditures for the purchase of books, magazines, periodicals and non-print media for the college
library are considered capital outlay, therefore eligible for Measure B funding under the guidelines
provided in the Budget and Accounting Manual.

Proposition 39 regulations prohibit funding lease or lease/purchase costs since these are
considered on-going commitments to be funded from operational resources of the district.

Computer software can fall into either category of supplies or equipment depending upon the cost
and useful life. The questions that differentiate supplies and equipment can generally be applied to
computer software.

As a general rule, expenditures for software purchases with a useful life of more than one year or a
purchase price of $1,000 or more would be considered capital outlay and would be eligible for
Measure B funding. Expenditures for payments to firms providing internet access, on-line services,
and software licensing are classified as services and not equipment, therefore would not be eligible
for Measure B funding.

Supplies (and other expendable items) do not qualify for Bond funding, except for use in the direct
administration of the Bond Program by the Program Management Team. Guidelines for
distinguishing between equipment and supplies follow.



Equipment Definitions and Guidelines
(Excerpt from Budget and Accounting Manual)

Equipment can be classified in one of two ways, Group I – Fixed equipment or Group 2 – movable
equipment.

Group 1 – Fixed Equipment is defined as building fixtures and support systems that become an
integral part of the facility during construction. Group 1 – Fixed Equipment needs are described in
the working drawings and specifications for the project and has the following characteristics:

    1. It is securely attached to the facility
    2. It functions as part of the building
    3. Removal of the equipment results in visible damage to the building or impairs the designed
       use of the facility
    4. The equipment is generally interpreted to be real property rather than personal property
    5. Once installed, the piece of equipment loses its identify as a separate unit

Group 2 – Movable Equipment is the designation given to equipment not identified as Group 1-
Fixed Equipment. Such equipment usually can be moved from one location to another without
significantly changing the effective functioning of facilities at either location. Group 2 equipment
also includes library books under the State Community College Chancellor’s Office definition in the
Facilities Planning Manual and in the Budget and Accounting Manual. When developing Group 2
needs for new or expanded programs the District will design the telecommunications and
information systems so as to avoid purchases of equipment that will become rapidly outdated.
Telecommunication equipment requests should include software, supporting peripherals, file
sorters, front-end processors, and any other elements required to make a complete system.
Consideration will be given to tying in with a larger campus and district infrastructure.

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Guidelines for Distinguishing Between Supplies and Equipment

(Excerpt from Budget and Accounting Manual)

One common accounting challenge districts face is that of distinguishing between supplies and
equipment, between equipment and improvement of grounds, and between equipment/building
fixtures and service systems. Nevertheless, districts must correctly identify each expenditure if
they are to achieve the necessary uniformity of accounting.

Whether an item should be classified as equipment or as supplies is determined on the basis of the
length of time the item is serviceable and on its contribution to the value of the district. For
example, supplies are constantly being consumed and replaced without increasing the value of the
physical properties of the district. Equipment has relatively permanent value, and its purchase
increases the value of the physical assets of the district.

Supplies are items of expendable nature that are consumed or worn out, deteriorate in use, or are
easily broken, damaged or lost. Examples include paper, pencils, cleaning materials, nails,
scissors, test tubes and keys.

Items that have a relatively short service life (less than one years) and that, therefore, must be
replaced frequently are also charged as supplies. Examples include brooms, tools and rubber
stamps.

Computer software and hardware could fall into either category, supplies or equipment,
depending on the cost and useful life. To determine which category of expenditure an item
belongs to, follow the questions and/or guidelines listed below.

1.   Does the item lose its original shape and appearance with use?

2.   Is it consumable, with a normal service life of less than one year?

3.   Is it easily broken, damaged or lost in normal use?

4. Is it usually more feasible to replace it with an entirely new unit than to repair it? (Not
applicable to software.)

5.   Is it an inexpensive item? Does the small unit cost make it inadvisable to inventory the
     item? See Education Code Section 81600.

If the answer to one of the above five questions is yes, the item should be classified as a supply
item and the expenditure should be recorded within object classification 4000. If all answers are
no, the item should be classified under object classification 6400, Equipment.

Another method of distinguishing equipment from supplies is to follow the useful flowchart
below.




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Guidelines for Distinguishing Equipment from Supply Items
(Listed in Priority Order)


Lasts more than two years                NO
 YES

Repair rather than replace             NO

 YES
Independent unit rather than being                          Note: At first NO item is
incorporated into another unit item           NO           declared to be SUPPLY


 YES
Cost of tagging and inventory
small percent of item cost               NO


 YES

Exceeds minimum dollar value established           NO
($1000)


 YES




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Appendix 4
Proposal Forms

The attached forms have been approved by the Vice Chancellor Business Services for submission
of Quick-Start proposals to the Bond Steering Committee:


       CLPCCD Measure “B” Program Initial Project Proposal
       CLPCCD Quick-Start Instructional Equipment Request
       Supplement to Quick-Start Instructional Equipment Request (to be attached to requests
        already completed by both campuses)


Also attached are application forms for:


       CLPCCD Measure “B” Major Maintenance Project Funding Proposal
       CLPCCD Measure “B” Hazardous Substance Project Funding Proposal




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                        Chabot – Las Positas Community College District
                              Quick-Start Initial Project Proposal

Chabot College           Las Positas College         District       Account Code:
Division/Unit:                                                                        (District Staff to provide)

Brief Title of Request (Project Name):
(Building Location):                                                    Check all that apply:
Consultant Fees (Arch, engr, etc.): $                                   New Construction
Equipment:                         $                                    Reconstruction
Other Costs:                       $                                    Replacement
Construction:                      $                                    Infrastructure

Total Cost:                        $                                    Equipment Only
                                                                        Study
Project Description:
         (Please use separate page.)
Describe how this project supports the provisions of the Measure “B” program and is
consistent with the College’s Educational and Facilities Master Plan?


Why is this project necessary as a Quick-Start?
       Immediate health, safety or security issues              Shows cost advantage due to rising prices
       Increases enrollment                                     Provides visibility for the Bond Program
       Prevents further deterioration of facilities             Is easily executed, in terms of time and money
       Replaces deteriorated facilities or equipment
Describe how these criteria are satisfied:


What is the consequence of not funding the project as a Quick-Start?


What alternative approaches were considered to meet programmatic need?


    District Staff to provide the CEQA status of the project.              Check all that apply:
                                        Project Under        Hearings       Approved District       Not Required
                                           Review            Underway      Filed Clearinghouse

     Notice of Exemption
     Initial Study
     Negative Declaration
     Draft EIR
     Final EIR

     District Contact                                   Extension                     Date




DMJM                                            Page 15                                               7/28/2011
DRAFT REV. 12           FINAL FOR APPROVAL                                                8/16/04




Signatures (required)
                          Dean/                      College Vice President
Requested by              Unit Head                  or Director of Facilities

Title

Extension                  Vice Chancellor                                       Date


                          Endorsed by Board of Trustees                          Date
                                                             Agenda Item




DMJM                                   Page 16                                          7/28/2011
DRAFT REV. 12                 FINAL FOR APPROVAL                                                             8/16/04



                       Chabot – Las Positas Community College District
                       Quick-Start Instructional Equipment Request

Chabot College          Las Positas College             District      Account Code:
Division/Unit:                                                                            (District Staff to provide)

Brief Title of Request: (Project Name)
(Building Location):
Request Amount (unit cost and total cost, including tax and shipping):

Description of the specific equipment or materials requested:


What educational programs or institutional purposes does this equipment support? How
does the request relate specifically to the Educational Master Plan?


Why is this equipment necessary as a Quick-Start?
        Immediate health, safety or security issues                Shows cost advantage due to rising prices
        Increases enrollment                                       Provides visibility for the Bond Program

        Prevents further deterioration of facilities               Is easily executed, in terms of time and money
        Replaces deteriorated equipment or facilities
Describe how these criteria are satisfied:


What is the consequence of not funding the equipment as a Quick-Start?


What alternative approaches have been considered to meet programmatic demands of this
task?
How many students will be impacted by the purchase of this equipment?
Do students use this equipment? yes              no       Is it a replacement? yes             Upgrade? yes
Staffing requirements for new equipment (number of staff, are they available, training, etc.):


Will training be required? yes        no         At whose cost?
What are the estimated ongoing costs? (for maintenance, etc.):
Are there potential utility costs/savings?

Signatures (required)
                                     Dean/                         College Vice President
Requested by                         Unit Head                     or Director of Facilities

Title

Extension                             Vice Chancellor                                          Date

                                     Endorsed by Board of Trustees                             Date
                                                                           Agenda Item


DMJM                                               Page 17                                                7/28/2011
DRAFT REV. 12                  FINAL FOR APPROVAL                                                             8/16/04



                                           SUPPLEMENT TO
                       Chabot – Las Positas Community College District
                       Quick-Start Instructional Equipment Request
                               (Attach to completed equipment requests)


Chabot College          Las Positas College            District       Account Code:
Division/Unit:                                                                           (District Staff to provide)

Brief Title of Request:

Request Amount (unit cost and total cost, including tax and shipping):

Description of the specific equipment or materials requested:


Why is this equipment necessary as a Quick-Start?
        Immediate health, safety or security issues               Shows cost advantage due to rising prices
        Increases enrollment                                      Provides visibility for the Bond Program

        Prevents further deterioration of facilities              Is easily executed, in terms of time and money
        Replaces deteriorated facilities or equipment
Describe how these criteria are satisfied:


What is the consequence of not funding the equipment as a Quick-Start?


What alternative approaches have been considered to meet programmatic demands of this
task?



Signatures (required)
                                    Dean/                          College Vice President
Requested by                        Unit Head                      or Director of Facilities

Title

Extension                            Vice Chancellor                                             Date


                                    Endorsed by Board of Trustees                               Date
                                                                           Agenda Item




DMJM                                             Page 18                                                    7/28/2011
DRAFT REV. 12   FINAL FOR APPROVAL     8/16/04




DMJM                   Page 19       7/28/2011
DRAFT REV. 12   FINAL FOR APPROVAL     8/16/04




DMJM                   Page 20       7/28/2011

				
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Description: Quick Start Business Planning document sample