Contact Information
School Facilities & Organization Regional Coordinators
Veronica Perez
Eastern Regional Coordinator360-725-6111
Heidi Burkart
Northwest Regional Coordinator360-725-4965
Phil Partington
Southwest Regional Coordinator360-725-4971
Early in the planning stage, a school district should work with its OSPI Regional Coordinator (See "003: Regional Coordinators and District Assignments" in the Introduction section of this manual) to determine if it has School Construction Assistance Program (SCAP) eligibility that can be used toward one or multiple projects (See Chapter 3: School Construction Assistance Program Eligibility).
The application process of requesting SCAP funding assistance for a project begins with the submission of form D-3, OSPI approval of that form and then the issuance of form D-4. However, before a district can submit form D-3, it must have a completed and approved Study and Survey report, which verifies square footages of district facilities, updates the district long-term capital plan, looks at its bond-to-debt capacity, among other things. (See Chapter 11: Advanced Planning—The Study and Survey).
Once a project has begun the application process by being issued a D-4, there are several steps the district must reach during the design phase before it will be allowed to sign construction contracts (or, in the case of GC/CM and PDB projects, execute the final GMP). This chapter details each step of the D-Form, how those steps can vary depending on the project delivery method, key deadlines for districts to pay attention to, lessons learned and more.
SCAP is a unique grant program in that the funds are not yet available to be issued to the district at the point when it begins this application process. The purpose of the D-form process is to help OSPI track a project's status, and viability as it moved toward eligibility for state funding assistance.
In its current form, SCAP is mainly designed for a Design-Bid-Build (DBB) project delivery method but can also accommodate General Contractor/Construction Manager (GC/CM) and Design-Build (DB) methods. See Chapter 4: Project Procurement Methods Supported by SCAP. This chapter will outline the process of the D-Forms by the three procurement types it can accommodate (DBB, GC/CM and DB).
D-Forms Summary Chart for Design-Bid-Build (DBB) Projects
| D-Form Application | Highlights |
Approval (Issued by OSPI) |
Deadline for Next D-Form Application |
|---|---|---|---|
|
D-1: Study and Survey Grant Application Occurs in Planning Stage |
|
D-2 | The district must have an updated and approved Study & Survey within six years of submitting a D-3. OSPI reserves the right to request an update to that Study & Survey within that six-year period. |
|
Occurs when submitting a project for SCAP funding |
D-4 | A D-5 is due one year (or sooner) after the issuance of a D-4 | |
| D-5: Application for Preliminary Funding Status |
|
D-6 | A D-7 is due one year (or sooner) after the issuance of a D-6 or D-6(1) |
|
D-7: Application to Proceed with Bid Opening For DBB, a D-8 or D-8(1) must be received before projects can open bids |
|
D-8 | A D-9 is due 90 days after receiving a D-8 or D-8(1). If the project is estimated at least 10 percent over budget and the district can show that, it can request an extension of an extra 90 days. This must be approved by OSPI. |
|
D-9: Application for Authorization to Sign Contracts A D-10 or D-10(1) must be received before construction contracts can be signed |
|
D-10 |
For front-funded projects, identified by a "(1)" following the D-6, D-8, and initial D-10, a second D-10 is issued once the project's state share of funding has been released. This second D-10 confirms that the SCAP funds have been secured for the project. |
| D-11: Application to Release Retainage |
|
D-12 |