Public School Capital Improvement Programs

1 Public School Capital Improvement Programs Basic Elements and Best Practices: GUIDANCE FOR THE DISTRICT OF COLUMBIA Prepared for The World Bank Group The Scientex Corporation 2000 14th Street, Suite 300 Arlington, VA 22201 The 21st Century School Fund 1816 12th St, NW Washington, DC 20009 July, 1999 Prepared by Scientex Corporation and The 21st Century School Fund 2 PREFACE _____ The World Bank has agreed to provide resources to assist the District of Columbia (District) in strengthening the infrastructure for effective management of Public School construction. Pursuant to an agreement among the District of Columbia Financial Responsibility and Management Assistance Authority (DCFRMA), the D.

2 C. Agenda, a nonprofit entity, and the World Bank, such assistance will be focused on setting priorities and evaluating resource allocation. The Scientex Corporation and The 21st Century School Fund were commissioned by the World Bank to conduct a review of the management of Public School construction, locally and nationally, and provide a framework for rational decision-making by the District. The purpose of this report is to present the findings of this review and to suggest implications for the District s infrastructure. Residents of the District expressed their perception of the importance of Public education in a June 1997, survey on the quality of government services.

3 Respondents were asked to rank twenty-seven (27) services and to indicate their view of services as satisfactory or unsatisfactory. Findings of the survey revealed priority services, in rank order, as follows: 1. Public education; 2. Police protection; 3. Protection against crime in the neighborhood; 4. Ambulance and emergency services; 5. Safe drinking water; 6. Fire protection; and 7. Youth Programs In terms of satisfaction or dissatisfaction with services provided by the District, residents ranked metro rail services highest and street repair and maintenance lowest.

4 When the priority services were weighted with the degree of satisfaction and dissatisfaction with a specific service, Public education remained the number one (1) priority. Findings of the study clearly revealed the importance of Public education, including the condition of School facilities, in the Public s overall perception of the quality of District services. Moreover, continuous, recognizable, and sustained Improvement of Public School facilities is fundamental to creating an exemplary School system capable of supporting quality education. The Scientex Corporation and the 21st Century School Fund are pleased to present this report in anticipation of its contribution to informed decision-making on Public School construction in the District.

5 Prepared by Scientex Corporation and The 21st Century School Fund 3 TABLE OF CONTENTS _____ 2 TABLE OF CONTENTS .. 3 LIST OF TABLES ..5 LIST OF .. 6 LIST OF APPENDICES .. 7 Executive Summary ..8 INTRODUCTION .. 10 Purpose of This Study .. 10 10 Literature 10 11 BASIC ELEMENTS OF A Capital Improvement PROGRAM .. 13 Accurate Information 14 Sound 15 The Long-Range Facilities Master 15 Capital Improvement 17 Annual Maintenance 19 Needs Based Decision-Making 20 Reliable 22 Effective Project Management .. 23 Oversight and 25 SURVEY OF MANAGEMENT OPTIONS FOR Public School Capital Improvement Programs .

6 28 In-house Management .. 28 Other Governmental Management .. 31 Private-Sector 32 MANAGEMENT OF THE Public School Capital Improvement PROGRAM IN THE DISTRICT OF 36 District of Columbia Public School system Division of 36 History of the Management of the Capital Improvement Program in 36 General Services 37 Department of Public 37 District of Columbia Public 37 The Control 38 The Effect of Management History on the Basic Elements of a Well-Managed Capital Improvement Program ..39 Information 39 40 40 Project 42 Oversight and 43 RECOMMENDATIONS FOR MANAGING THE DISTRICT OF COLUMBIA Public SCHOOLS Capital Improvement PROGRAM.

7 45 INTRODUCTION .. 45 Recommendations .. 47 APPENDIX .. 49 APPENDIX .. 59 Materials Reviewed and Interviews .. 59 List of Materials Reviewed from DCPS (See endnotes for detail).. 60 List of Materials Reviewed from other School Systems .. 60 List of Persons 60 APPENDIX 61 Guidelines for Evaluating for School Districts (MGT of America, Inc.).. 61 Best Financial Management 61 Prepared by Scientex Corporation and The 21st Century School Fund 4 APPENDIX 69 State Schools Capital Improvement Program .. 69 Organizational Charts .. 69 APPENDIX .. 87 Memorandum of Agreement between the Army Corps of Engineers, District and 87 APPENDIX .. 95 Excerpts from District of Columbia Public Schools FY 2000 FY 2005.

8 95 .. 101 Prepared by Scientex Corporation and The 21st Century School Fund 5 LIST OF TABLES _____ Table 3-1 Comparative Analysis of Construction Management in Three School Districts 30 Table 3-2 Chicago Public Schools Capital Improvement Expenses 36 Table 4-1 Investigations or Audits Conducted on the Management of the DCPS Capital Improvement Program 48 Prepared by Scientex Corporation and The 21st Century School Fund 6 LIST OF FIGURES _____ Figure 2-1 Long Range Master Plan 16 Figure 2-2 Capital Improvement Program Development Process in Chicago Public School System (CPS) 18 Figure 2-3 Project Manager s Responsibilities 24 Figure 2-4 The Basic Elements of A well Managed School Construction Program 28 Figure 4-1 Date of Construction for Currently Operating Public Schools In the District of Columbia 39 Figure 4-2 History of Capital Expenditures for District of Columbia Public Schools for FY 1985 FY1998

9 46 Figure 5-1 Government of the District of Columbia, FY2000 2005, Capital Improvements Plan and FY2000 Capital Budget, June 1, 1999 50 Figure 5-2 Capital Improvements Plan Expenditures and Budget Projections for FY1985 FY2000 51 Prepared by Scientex Corporation and The 21st Century School Fund 7 LIST OF APPENDICES _____ APPENDIX A: National Clearinghouse for Educational Facilities (NCEF) Hot Topics.

10 School Construction Project Delivery and Acceptance Methods Online Resources References to Books and Other Media References to Journal Articles Related Web Sites APPENDIX B: Materials Reviewed and Interviews List of Materials Reviewed from DCPS List of Materials Reviewed from other School Systems List of Persons Interviewed APPENDIX C: Guidelines for Evaluating for School Districts (MGT of America, Inc) Fairfax County Best Financial Management Practices -State of Florida APPENDIX D: State Schools Capital Improvement Programs Procedures Guide from Maryland Guidelines and Procedures from West Virginia Organizational Charts Montgomery County Public Schools: Division of Construction Fairfax County Public Schools: Department of Facilities Services Fulton County Public Schools: Capital Programs Department APPENDIX E: Memorandum of Agreement between the Army Corps of Engineers, District and DCPS APPENDIX F.