05-071-61 Me. Code R. § 10

Current through 2024-25, June 19, 2024

Section 071-61-10 - FINAL FUNDING APPROVAL

1.Final Funding Approval

Final Funding Approval by the Commissioner establishes the Project Budget and takes place after construction bids have been received. At that time the Commissioner may reduce the budget to finance the project, thus providing additional funds for other projects. Expenditures from each line item shall not exceed the amount of that line item except as approved by the Facilities Team and the Bureau of General Services. The Commissioner's Certificate of Final Funding Approval will also specify the date of the bond sale for the project and the length of the bonding period.

2.Approval of Contingency Usage

The bid and project contingency funds of each project budget will only be expended with the approval of the Facilities Team following a recommendation from the Bureau of General Services.

3.Line Item Surplus

When a line item of the Project Budget has surplus funds after all obligations have been met, the SAU shall not expend the surplus without the approval of the Facilities Team.

4.Moveable Equipment

A. Budget Requirements: Moveable equipment costs will generally constitute 9% of the building construction costs in a project budget. This percentage may be modified by the State Board upon recommendation of the Facilities Team. This budget may be adjusted by the Commissioner at the time of Final Funding Approval.

B. Submission of Moveable Equipment List: A Moveable Equipment List for the project shall be developed by the SAU and submitted to the Facilities Team within twelve (12) months of the signing of the construction contract. Items on the SAU's Moveable Equipment List must be approved by the Facilities Team and a copy of the approved list must be maintained by the Department.

C. Should the SAU wish to purchase an item or items not on its approved Moveable Equipment List maintained by the Facilities Team, the SAU shall submit a written request for permission to purchase the item or items. The Facilities Team shall approve or deny the request in a timely manner and notify the SAU of its decision.

D. Moveable equipment will be purchased with state/local funds when it has received prior approval by the Facilities Team.

5.Monthly Budget Tracking

The SAU shall track the monthly expenditures and revenues of the project using the format provided by the Facilities Team. This information shall be submitted to the Facilities Team and compliance review staff for periodic review.

6.Project Management

The Department shall have a representative for each project whose responsibility will include but not be limited to the following: attending monthly requisition meetings, monitoring construction progress, reviewing proposed change orders, conducting monthly reviews of financial statements and acting as a conduit to the Department's Director of School Facilities and the SAU. The Commissioner may expand the authority of the representative to protect the interests of the State and the SAU. The representative may be funded by the project budget.

05-071 C.M.R. ch. 61, § 10