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

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Presentation on theme: "Barbara J. Romero, Capital Outlay Coordinator Dolores Gonzales, Non-Metro AAA Special Projects Manager."— Presentation transcript:

1 Barbara J. Romero, Capital Outlay Coordinator Dolores Gonzales, Non-Metro AAA Special Projects Manager

2  2015 Proposed Capital Outlay Requests Project AmountPriority RankTypeRequested 1Code Compliance-Renovation $ 1,151,007 Critical & High 2Vehicles $ 1,227,941 Critical & High 3Meals Equipment $ 311,164 Critical & High 4Other Renovation $ 1,059,979 Critical & High 5Other Equipment $ 279,465 Critical & High 6 New Construction / Major Addition $ 7,040,380 Critical & High TOTALS $ 11,070,380

3  SESSION DATES  December 15, 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

4   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 Bonds Severance Tax Bonds

5   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  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

6   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

7   Release of Request Package12/1/2014  TRAINING & TECHNICAL ASSISTANCE SCHEDULE  ABQ / ANTS Training12/3 – 12/4/2014  Las VegasSenior Center1/13 /2015  Twin Lakes Senior Center1/15/2015  Grant County Conference Ctr.1/22/2015  DFA Red Room2 nd floor1/26/2015  Artesia Senior center1/29/2015 Training dates for 2016 Capital Outlay Application

8   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

9   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  A-3: Vehicle Request Form  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

10   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

11   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

12   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

13   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?

14   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 Categories A-1 New Construction/Major Renovation/Code Compliance/Other Renovation Request Form (application pages 8-10)

15   Facility Data  Uses  Operation & Maintenance The 3 most important things you must know!

16   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

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18   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)

19   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

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21   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)

22   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

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24  Project Prioritization System (possible 100 points)  1Certification (5 points)  2Compliance with Executive Order (10 or 0 points)  3Description and Need-extent to which the project is needed. (up to 25 points)  4Planning 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)  5Feasibility, Readiness to Proceed (up to 20 points)  6Cost Benefit-number of direct beneficiaries (5 points)  7applicant has adopted a local ICIP (published) prior to the application (10 or 1points)  8 Asset Management List (up to 15 points) Project Prioritization System

25 Capital Outlay Application Rating and Ranking Process April Deadline Applications rec’d AAA’s & ALTSD review simultane ously 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 Recommendations ALTSD submits final request to DFA for inclusion in the State Agency ICIP


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