La. Admin. Code tit. 34 § III-201

Current through Register Vol. 50, No. 9, September 20, 2024

Section III-201 - Instructions for Preparation of Capital Outlay Budget Request Forms

A. When preparing a five-year capital outlay plan, a first year request should reflect only those projects which must be funded next year. If a project can wait, it should be shown in years 2-5 of the request.

B. For projects other than those funded from self-generated cash, federal funds or dedicated revenues, the only anticipated source of funding available is the sale of general obligation bonds. It is, therefore, necessary to limit capital outlay projects which do not have a cash source of funding to those which have an anticipated useful life of 20 years or more and a value or cost of at least $50,000. Examples of projects that qualify for inclusion in the capital outlay bill are:

1. land acquisition;

2. site development and improvement;

3. acquisition or construction of buildings or other structures;

4. additions of expansions to existing facilities;

5. major repair or renovation of existing facilities;

6. installation, extension or replacement of utility systems or major building system components;

7. roof replacement;

8. asbestos abatement;

9. fixed equipment which is connected to building utility systems;

10. initial equipment and furnishings for new buildings. However, depending on the useful life of equipment and furnishings, a decision may be made to fund these items through alternate sources.

C. Capital outlay requests should not include any of the following:

1. minor repair or renovation projects, such as painting, flooring, etc.;

2. minor roof repairs which do not extend the useful life of the roof;

3. movable equipment and furnishings, except that associated with new buildings;

4. vehicles of any type;

5. materials and supplies;

6. repair or renovation of minor building components, such as plumbing fixtures, locks, etc.;

7. routine maintenance of existing equipment.

D. All requests are due to Facility Planning and Control by November 1, and must be submitted through and prioritized by the appropriate governing authority. Each department should attach a summary sheet listing all requested projects in priority order by department. Project funding previously requested and appropriated in a prior year capital outlay act, but for which bonds were not sold in that prior year, must be requested again if the project funding is not reauthorized in the current outlay act.

E. Submit six hard copies of the budget request document and the completed diskette(s) (soft copy) along with a transmittal to: Division of Administration, Facility Planning and Control, State Capitol Annex, Room B-31, Post Office Box 94095, Baton Rouge, Louisiana 70804-9095. In addition, one duplicate hard copy set must be submitted at the same time to both the: Joint Legislative Capital Outlay Committee, 21st Floor, State Capitol, Post Office Box 94062, Baton Rouge, Louisiana 70804-9062; and Legislative Fiscal Office, 18th Floor, State Capitol, Post Office Box 94097, Baton Rouge, Louisiana 70804-9097.

1. For years 2-5 requests, the agency will need to complete only the "Recap Sheet" and the section entitled "Demonstration of Need" (Screens 1-8 in the CORTS program).

2. If assistance is needed in completing the forms or using the CORTS software, contact Facility Planning and Control at (225) 342-0820 or LINC 421-0820.

F. Terms Used in Capital Outlay Requests

1. Schedule Number Department plus FACS agency number. For nonstate entities, search for a schedule number that applies. If one cannot be found, use schedule number 00-0000.

2. Class A Project Emergency. A capitol project can be classified as emergency if it is essential to alleviate conditions hazardous to life or property. Examples include extensive roof leaks, structural defects, accreditation or code violations, asbestos/hazardous material abatement, and extensive breakdown of HVAC systems.

3. Class B Project. Current Program Requirements-needs that would allow an agency to bring its facilities up to program standards set by national or regional accrediting associations. Also, changes necessary to improve the functioning of a program belong in this classification. This would include measures to rectify inadequacies or the non-existence of facilities stipulated by accrediting associations required for program achievement. It would also include provisions for major alterations to meet or maintain current program requirements. Examples include addition of a new program, changes or relocation of an existing program.

4. Class C Project. Anticipated Program Needs-projects anticipated on the basis of increased enrollments, additional service, obsolescence of existing facilities, and changing an agency's role, scope or mission. Examples include addition of a new program, changes or relocation of an existing program.

5. Project Title. Give the project a concise, descriptive title. This title should be used on all correspondence, etc.

6. Project Priority Number. Assign a priority number to each new project request in keeping with the relative importance to the achievement of overall department goals. The priority number given a project must reflect the overall department priorities, not the priorities of a single institution.

7. State Funds. Include cash from the State General Fund.

8. General Obligation Bonds. Bonds or other evidences of indebtedness whose debt service is payable from the Bond Security and Redemption Fund.

9. Reimbursement Bonds. Special bonds whose debt service is payable by revenues derived from operation of the bond funded facility, e.g., a parking facility, toll bridge, laundry, etc.

10. Self-Generated Funds. Represents self-generated revenue from agency operations, e.g., license fees, admission fees, etc., or from statutory dedications.

11. Federal Funds. Any federal grant, loan, etc., that has been applied for, awarded, or received for the project.

12. Local and Other Funds. Any other type of financing not covered above, including interagency transfers, donations, etc. For nonstate entities, indicate any local matching of funds here; this should include any local bond issue proceeds, millages, or other forms of local participation.

13. Land Acquisition. Cost of purchasing real property, including closing costs.

14. Planning Cost. Fee for professional services for planning. This figure should be 10 percent of construction cost.

15. Construction Cost. Cost of construction, renovation, repair, demolition or other work, excluding land acquisition, professional fees, and other costs. This should include the cost of all fixed equipment, such as bathroom fixtures, laboratory and kitchen equipment, etc.

16. Miscellaneous. Incidental expenses not listed above, including insurance, legal and testing. This figure should be 10 percent of the construction cost.

17. Movable Equipment. Furnishings and equipment which are not fixed to the building or facility. If funds for movable equipment are being requested for the current year, a detailed, itemized listing must be provided. It should include a brief description of the equipment, the quantity of identical pieces, the estimated unit cost of each item, the estimated cost (sum of quantity times estimated unit cost), and the source from which the estimate was obtained.

18. Net Area/Person. Net area per person required to satisfy the function of the space type.

19. Net Area Required. Net area required for each functional space type (number of people times the net area per person required).

20. Burden Factor. Apply a percentage to the net area which reflects architectural burden for the facility; namely, circulation areas (corridors, elevators, stairs), janitorial and equipment rooms, public restrooms, interior and exterior walls and partitions, etc.

21. Total Gross Area. This is the product of the total net area times the burden factor percentage.

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La. Admin. Code tit. 34, § III-201

Promulgated by the Office of the Governor, Division of Administration, Facility Planning and Control Section, LR 7:6 (January 1981), amended LR 20:185 (February 1994).

AUTHORITY NOTE: Promulgated in accordance with R.S. 39:102.C.