Archdiocese of San Francisco Building Construction, Renovation & Maintenance Policy

38 min read

Introduction #

The Archdiocese of San Francisco Real Property Support Corporation (RPSC), through its Board of Directors, authorizes the Corporation’s Building Committee to consider and make recommendations on construction, remodeling and improvements of buildings either currently owned or intended to be purchased or built. The Building Committee assists the RPSC Board in establishing policies and procedures to be followed in the construction and maintenance projects of the RPSC. The Policies and Procedures set forth in this document apply to all RPSC owned parishes, primary schools and high schools. The Building Committee also provides assistance to the RCA Corporation Sole upon request.
(Periodic updates and changes are made to the Policies and Procedures. Please call the RPSC Building and Construction Office if you have any questions. Thank you.)

Building Committee Roles and Responsibilities #

The purpose of the Building Committee is to provide an unbiased review and advice to help ensure the successful completion of projects. The Committee includes pastors as well as professionals with extensive experience in the areas of construction, renovation and

maintenance. The Building Committee serves the RPSC’s Board of Directors do Steve Kalpakoff, Director of Building and Construction (hereafter referred to as ‘Director), and the parishes and schools owned by the RPSC by:

Assisting in the planning of projects
Encouraging quality workmanship
Ensuring appropriate allocation of legal and insurance risks
Promoting the most efficient utilization of financial resources.

Building Committee meetings are generally held quarterly or as needed at the RPSC’s office at 1301 Post Street, Suite 102 in San Francisco. Emergency meetings may be called when necessary. Parish and School representatives may present projects at these

meetings by contacting the RPSC’s office at least one month before the meeting to be placed on the Building Committee’s Agenda. Call 415-292-0800 Ext. 4.

General Policies and Procedures #

All projects that exceed $15,000, regardless of whether the project components are undertaken concurrently or phased, must be submitted and presented to the RPSC, do the Director, for approval. In addition, all electrical and roofing projects exceeding $10,000 must be submitted and presented to the Director for approval. If a project involves volunteer work, the value of the volunteer work must be included in the total value of the project. Even though a project may be under $15,000 it is recommended that ALL projects operate under these general policies.

All work involving hazardous waste material (e.g,, lead, asbestos) must be coordinated through the RPSC’s Office.
All projects involving the demolition, remodeling and renovation of buildings, regardless of dollar amount must be referred to the RPSC’s office for prior inspection and approval.

‘Volunteer Laboecan often be a creative and effective element for some projects. At the same time, offers by volunteers within the parish and community to assist in the completion of a project must be approached with caution. The use of volunteers to perform certain tasks may create undue risks. Numerous claims have been made due to injuries to or poor workmanship by, volunteers. Whenever possible, volunteers should work on ground level. Contractors who donate services must be treated in the same manner, from an insurance point of view, and must sign the same contract, as contractors who are being paid for their services.

After the Director has secured from the Archbishop, (when necessary, and generally through the Moderator of the Curia’s office) conceptual approval of the project, but prior to making any agreements or arrangements (even verbal) with any architect, contractor, representatives, government agency, or real estate firm, a formal request for review of the project must be made to the Building

Committee, do the Director. When applicable, review and approval of other committees (e.g. Finance, Worship, Real Estate, and Office of Catholic Schools) must be obtained. The Building Committee then submits its recommendations to the Director. Written approval from the RPSC’s Officers and/or Board of Directors, do the Director, must be obtained before proceeding with formal bid proposals,

etc. Contractors, architects, engineers and project managers that are approved by the RPSC, do the Director, must perform all work on the project. (Refer to J-7 et seq. for Criteria for approval and qualifications of these professionals) All contracts for such services must be signed by an authorized officer(s) of the RPSC.

After obtaining the Building Committee’s permission to proceed, three °Competitive Bids” from qualified union contractors will be required. Any proposed deviation from the competitive bidding and/or union contractor requirements must involve exceptional circumstances (eg. small project by a parishioner’s owner/operator company, union labor not available or economically feasible for the area/project involved etc.) and must be approved in writing by the RPSC, do Director prior to seeking bids. In the event an exception is granted, prevailing wage procedures may be imposed depending on the nature and extent of the project. The Building Committee also expects that the lowest qualified bidding contractor will be awarded the contract. If the RPSC determines that it is not feasible to use the competitive bid process then the Pastor has the option to choose the ‘Negotiated Contract’ procedures. A minimum of three General Contractors will be required to submit proposals for Fee and General Conditions. After selection of a General Contractor, all subcontracts will be competitively bid

PLEASE NOTE!

Contracts not exceeding $15,000 can be signed by the Pastor or Principal, though it is recommended that they first be sent to the Director for review. Contractual agreements between $15,000 – $100,000 must be signed by the RPSC’s Executive Director. Contractual agreements over $100,000, but not exceeding $250,000 may be signed by the Executive Director so long as counter signed by the RPSC’s President, Treasurer or Secretary. Contractual agreements in excess of $250,000 must be signed by both the President and Treasurer.

Deferred Maintenance #

Each Parish or School is required to have a Deferred Maintenance Assessment Survey completed for buildings PRIOR to any consideration and/or approval of any MAJOR capital improvements, construction or renovation projects. Permission to proceed on Capital Improvements will not be granted until AFTER a survey report is completed and approved by the Building Committee and the R.P.S.C.’s office. A representative from the Parish or School must contact the RPSC’s office to coordinate a survey of the site and all buildings. The survey will include but not limited to:

v’ An inspection of all building systems (plumbing, mechanical and electrical) V Site work (paving, concrete and retaining walls)

V Exterior inspection of the buildings (roofs, windows, doors, walls, stairs and painting, etc.)

Once the survey is completed and approved by the RPSC’s office, (including the Building Committee for major capital improvement projects), it will, where applicable, be forwarded to the Archdiocesan Capital Assets Support Corporation, (e.g. its Deposit and Loan Chairperson) for final approval. A survey report will also be sent to the Pastor.

Routine Maintenance Projects #

Contact the RPSC’s office to discuss what the work is and the reason needed. A presentation by the Pastor normally will not be required. In general, Project Manager and/or RPSC Director can develop plans and specifications and scope of work for most types of routine maintenance projects in lieu of an architect or engineer (e.g. roofing, paving painting, new flooring, minor mechanical and electrical etc.). Project manager and/or RPSC Director can coordinate the bidding process. Project Manager and/or RPSC Director will coordinate the work. The RPSC Director can assist in troubleshooting. Plans and Specification must be complete enough for bidding purposes. Contractor selection (bidding /contract) procedures are the same as for new construction

Procedures and Sequence (For New Construction and Remodel Projects Over $15,994)

Send written request to the RPSC do the Director of Building & Construction requesting conceptual approval for the project.
An initial presentation is made by the Pastor the Building Committee (herein referred to as the “Committee’). Depending on the nature and scope of the proposed project the Committee may defer to the Director alone.
Request to be scheduled and placed on the meeting agenda must be sent at least one month prior to the next Committee meeting. The Committee currently meets on a quarterly basis or as needed. The Committee will review the presentation and the parish will be notified of the Committee’s requirements, recommendations, and any additional information that is required. Any contract agreement including those valued under $15,000 must adhere to the policies and must include the signature of the Contractor and Owner’s representative.

*SEE ALSO the Nine Step Process on pages J•12 & 13 applicable to New Building Construction, Renovation or Repair Profects in excess of $100,000 and the Six Step Process on page J.14 for Building, Renovation or Repair Projects between $15,000 $100,000.

Construction #

Regular meetings will be required at construction site with Parish Representative, Contractors(s) Architect/Engineer and RPSC’s Director.
RPSC, Director and/or Project Manager will have access to all construction areas and shall be kept informed of all major developments.
Change Order (If the project is planned correctly, and procedures followed, the parish can anticipate a minimal number of changes). Collectively the Architect, Pastor, Project Manager and RPSC Director will sign ALL change orders up to $10,000 aggregate. When the aggregate of change orders exceeds $10,000 all further change orders shall be submitted to the RPSC’s Office for approval. The RPSC’s authorized officer(s) must approve anything over $10,000.
Project Manager and/or RPSC’s Director will coordinate the maintenance work. The RPSC will have the authority to make any approved minor change to the work.
Progress Payments shall be approved by the RPSC’s Director and the Architect (if applicable)

Close out of Project #

Contractor completes all outstanding items on the final checklist created by architect/engineer, pastor and the RPSC’s office.
Obtain waiver of liens from contractor and for all sub-contractors.
Obtain 3 project manuals from contractor, one to be sent to the RPSC’s office.
Obtain 3 sets of equipment manuals from contractor, one to be sent to the RPSC’s office.
Obtain 2 sets of as-built drawings from contactor and architect, one set is sent to the RPSC’s office.
Obtain all warranties in writing from the contractor.
Obtain all permits & sign offs.
Obtain certificate of occupancy
Contractor to test equipment and systems in the presence of Architect, parish representative and RPSC project manager. Obtain extra materials(s) properly marked and stored.

Final payment #

The final payment shall be approved by the architect, project manager and/or RPSC Director of Construction after all contract documents have been reviewed for compliance and project close out is complete, prior to processing for payment. Payments to be made 30 days after filing notice of completion.

Property Insurance Claims #

Notification: Losses are to be reported promptly and in no case later than 15 days from the date of occurrence or first knowledge of the loss. Initial reports are to be made by telephone to the RPSC office, which will coordinate the matter with Gallagher Insurance at 415-536-8542. A Claims Coordinator handles all claims for the RPSC of San Francisco. A written report using the claim form provided to each church or school is to follow immediately. This should be sent to the claims office and RPSC:

Arthur J. Gallagher & Co.

1255 Battery Street, Suite 450, San Francisco, CA 94111

Attention: Claims Department

Note: Failure to notify Gallagher Insurance or the RPSC’s office prior to making normal non-emergency repairs may result in denial of the claim. Police reports are required for all theft and vandalism losses.

In emergency situations initial reports may be called directly to the RPSC Office, 415-292-0800 ext. 4 or 5. Outside business hours, call Steve Kalpakoff at 415-699-7177 or Debbie Ramos at 415-987-6625. Telephone notification and a written report will still need to be made to Gallagher Insurance as soon as practicable.

Eligibility: A parish or school presenting a claim must be current in its payment of insurance premiums. Gallagher will call the RPSC to verify and document premium payment status prior to beginning adjustment of any claim reported, except to The extent necessary to prevent further loss of property, life or value. If premium payments are not current, authorization will be given for only those steps necessary to secure a damaged area or prevent loss of life or injury.

Insurance Coverage: The nature and extent of coverage shall be determined, and settlement made, in accordance with the procedures of the Archdiocese based on the provisions contained in the Archdiocese’s standard policy forms. Limits of insurance applicable to specific types of property are contained in full description of the insurance program on file at the Chancery.

The Claims Process: All claims will be assigned a claim number. The claim number is derived from the date of the loss and location number of the church or school on the insurance schedule( e.g. a loss at Mission Dolores, location #144, on June 21, 2016 would be assigned Claim Number 062116-144). Claim numbers must be referenced on all correspondence, bills and related documents submitted regarding a claim.

Damage to buildings will be inspected and assessed by the RPSC’s Director. Depending on the level of the claim, either the Director or an outside insurance claims adjuster will

Evaluate the “Scope” of the damage.
Estimate the cost to repair or replace.
Write specifications and solicit bids,
Contact trades people to perform the work
Coordinate with Gallagher Insurance to authorize repairs.
Oversee the restoration process.
Approve final bills to be submitted to the Self-Insurance Fund for payment. Bills are due from contractors no later than 30 days from date of completion.
Consideration of Loss or damage to contents other than buildings will require:
Identification of items lost or damaged, with original receipts if possible.
Police report for losses due to burglary theft, or vandalism;
Estimate of cost to repair or replace; purchase order or invoice evidencing actual repair or replacement of item(s) Special Provisions
Glass and Fine Arts are covered within the blanket limit of the policy.
A loss to any single item in excess to $2,500 shall require approval from the RSPC prior to replacement.
Graffiti vandalism is not covered under the self-insurance program. However, if there is an occurrence that is so egregious or for some other reason ought to be covered by the SIF (Self Insurance Fund), coverage may be authorized by the Chancery on an exception basis.

Any loss, giving rise to concerns of fraud or dishonesty by an employee or volunteer shall be reported to the RPSC’s Office immediately.

Criteria & Checklist for Selection of Contractors, Architects, Engineers & Project Managers #

The minimum criteria that must be met by Architects, Engineers, Contractors and Project Managers are detailed in the checklist provided in this section. Additional criteria may be required as necessary on a project-by-project basis. The purpose of these criteria is not to limit choice, but to protect the RPSC and the parishes and schools owned by the RPSC. A list of approved architects, engineers and

contractors will be maintained and updated every three years. Anyone who is not on the approved list may apply to the RPSC’s Office to be reviewed and if approved, added to the list.

The Criteria for Selection requires, at a minimum, architects, engineers, project managers and contractors to provide proof of appropriate state licensing or accreditation, union standing where applicable, financial stability, business experience, Waiver of Liens, and non-discrimination clauses.

A Certificate of insurance and related endorsement must be secured in a minimum of One to Two Million Dollars (or job value, whichever is higher) liability in such form as acceptable to Gallagher Insurance Brokers, or the current insurance carrier for the RPSC.

The project size and complexity may require that insurance coverage for liability and workers compensations, surety (Performance) bonds, errors & omissions, be increased. The insurance carrier will advise if this is necessary on a case-by-case basis.

Bid Submittal

Ali bids must be sealed and delivered by the determined due date and time to:

Real Property Support Corporation

1301 Post Street„ Suite # 102, SF CA 94109
ATTENTION: Steve Kalpakoff, Director of Building & Construction

BID FOR:__________________________________

Bids that are faxed or °mailed will not be accepted unless approved by the Director. The Pastor, designated representative and architect (if applicable) are welcome to attend the bid opening. The RPSC and Architect will review contractor’s proposal, qualifications, certificates of insurance and AlA Owner/Contractor Agreement for approval and forwarding to the RPSC authorized signatory (ies).

Architect or Vendor/Contractor must submit their updated Certificate of Insurance with additional insured endorsement along with a copy of their W-9.

Contact the RPSC’s office for recommended selection, guidelines and recommended list of contractors and architects. Interview prospective architects and contractors. Select the lowest qualified contractor and architect, not necessarily the least expensive. A minimum of three proposals are required.

Contract Negotiations with Architects #

In consultation with the pastor/principal, this takes place between the RPSC’s Director and the Architect. Decide on the Architects’

scope of work. Submit required insurance certificates and submit architect/engineer proposals and qualifications and AlA Contract to the RPSC Director, for review and approval and he will forward to the appropriate corporate officer(s) for signature.

Conceptual and Design Development #

Architect develops Conceptual Design in consultation with parish and in accord with Committee requirements and recommendations. (The outcome of this phase may include cost estimates, schematics and preliminary specifications).
Presentation of the Conceptual Design is made to the Building Committee by the Pastor and architect. (Prior to presentation send copies of plans, at least one week prior to appearing before the Committee).
The Architect continues to develop the Conceptual Design incorporating the Committee’s recommendations, the parish recommendations and in accordance with the Committee approved schematic design. The concept design is developed into working drawings and specifications.
After Conceptual Design is complete, a cost estimate will be revised.
Give final presentation to the Committee of Working Drawings. Provide copies at least one week prior to scheduled presentation.
Authorization is needed from the Committee, via the Director, to proceed with construction documents.
Architect responds to all recommendations from the Committee for construction documents and receives final approval, by letter from the Chairman of the Building Committee before proceeding to bid.
Architects must meet the minimum criteria listed below. Additional criteria may be required as necessary on a project-byproject basis. The purpose of these criteria is not to limit choices, but to protect the parishes and schools owned by the RPSC
A list of approved architects will be maintained and updated every three years. A professional not currently on the approved list may still be considered for work on a project so long as the necessary criteria are met.

CATEGORY CIRCLE

LICENSE: Can Architect present valid state AlA license?

FINANCIAL: Can Architect provide proof of financial stability?

Provide Credit References?
Provide Bank References?

v^. Provide last three years of income statements?

EXPERIENCE: Can Architect provide proof of business experience?

Number of years in business (minimum five)?
Number of years operating under this name?
Submit a minimum of 3 references with similar project description?

INSURANCE: Does the Architect have adequate insurance protection?

Provide Certificate of Insurance for Errors & Omissions?
($1 —2 million or job value (whichever is higher)
Coverage must be ‘occurrence” not ‘claims made’
Provide written approval by Gallagher Insurance Y N

Brokers for the above coverage? Y N

PROJECT MANAGEMENT: Does the Architect have adequate project management staff?

Engineers or consultants?
Coordinate with contractor?

Determine qualifications #

Contact the RPSC’s Office for recommended selection guidelines and approved list of contractors. Select at least three of the most qualified contractors for the project to bid on it.

Approval of contractors #

The RPSC’s Director coordinates the day and time for a mandatory bid walk (`walk through) at proposed project site with all bidding

contractors, parish and architect. Allow 1-3 weeks for bid preparation from contractors. The Contractors submit their sealed bids which also includes the list of subcontractors and certificates of insurance for all subcontractors.

Contractors must meet the minimum criteria listed below. Additional criteria may be required as necessary on a project-by-project basis. The purpose of these criteria is not to limit choices, but to protect the parishes and schools owned by the RPSC. A list of approved contractors will be maintained and updated every three years. A professional not currency on the approved list may still be considered for work on a project so long as the necessary criteria are met.

CATEGORY CIRCLE

LICENSE: Can contractor present valid state contractor license?

UNION (where applicable):

Is contractor in good standing with the applicable union(s)?
Are subcontractors in good standing?

FINANCIAL: Can contractor provide proof of financial stability? Y N

7 Provide Bank References? Y N
Provide last three years of income statements? Y N

EXPERIENCE: Can contractor provide proof of business experience?

Number of years in business (minimum five)?
Number of years operating under this name?
Submit a minimum of 3 references with similar project description.

INSURANCE Does contractor have adequate insurance protection?

Provide Certificate of Insurance for liability coverage
of $1 -2 million or job value (whichever is higher)
Provide proof of Workers Compensation coverage
Provide written approval by Gallagher Insurance Y N
Brokers for the above coverage

BONDS (where applicable): Does contractor meet bonding requirement?

(Normally required on proiects over $500,000)

Is contractor bondable?
Provide surety (performance) bond (required for new or remodel projects)? Y
Does contractor agree to a Waiver of Liens?

Engineers must meet the minimum criteria listed below. Additional criteria may be required as necessary on a project-by-project basis. The purpose of these criteria is not to limit choices, but to protect the parishes and schools owned by the RPSC. A list of approved engineers will be maintained by the RPSC office and updated every three years. A professional not currently on the approved list may still be considered for work on a project so long as the necessary criteria are met and is approved by the RPSC office.

CATEGORY CIRCLE

LICENSE: Can engineer present valid state license?

FINANCIAL: Can engineer provide proof of financial stability? Y N

Provide Credit References? Y N
Provide Bank References? Y N
Provide last three years of income statements? Y N

EXPERIENCE: Can engineer provide proof of business experience?

Number of years in business (minimum five)?
Number of years operating under this name?
Submit a minimum of 3 references with similar project description?

INSURANCE: Does contractor have adequate insurance protection? Y N

Provide Certificate of Insurance Errors & Omissions?
$1-2 million or job valued (whichever is higher)
Provide written approval by Gallagher Insurance Brokers for the above coverage? Y N

Project Managers must meet the minimum criteria listed below. Additional criteria may be required as necessary on a project-by-project basis. The purpose of these criteria is not to limit choices, but to protect the parishes and schools owned by the RPSC. A list of approved Project Managers will be maintained by the RPSC office and updated every three years. A professional not currently on the approved list may still be considered for work on a project so long as the necessary criteria are met and is approved by the RPSC office.

CATEGORY CIRCLE

FINANCIAL: Can Project Manager provide proof of financial stability? Y N

Provide Credit References? Y N
Provide Bank References? Y N

V Provide last three years of income statements? Y N

EXPERIENCE: Can Project Manager provide proof of Business Experience?

Number Of years in business (minimum five)?
Number of years operating under this name?
Submit a minimum of 3 references with similar project description?

INSURANCE: Does Project Manager have adequate insurance protection?

Provide Certificate of Insurance Errors & Omissions?
($1-2 million or job valued (whichever is higher)
Provide written approval by Gallagher Insurance Brokers for the above coverage?

The following specific steps apply to any proposed NEW Building Construction and Building Renovation (as opposed to routine deferred maintenance) projects in excess of $100,000.00. (NOTE: All maintenance and repair work of any nature OVER $15,000 must be coordinated through my office). Upon completion of STEP ONE (Submittal of Detailed Proposal), we will review and proceed to the next listed STEPS. If there are any questions, do not hesitate to contact our office for further guidance. Thank you for your anticipated understanding and assistance.

PREAMBLE: There are a number of important items that must be considered before determining if, and to what extent, a proposed major parishlschool project may proceed. These include such things as current demographics, the parish’s I school’s long term viability, fundraising feasibility studies, realistic budgets, practicality/buildable nature of buildings, financial health and accountability of parish/school, ability to obtain any necessary loans etc. The following steps have been established to address these issues in a timely and cost efficient manner. Please review and follow them carefully.

STEP ONE (Submittal of Detailed Proposal)

Send to the Archdiocese of San Francisco — Real Property Support Corporation’s (RPSC) Building Committee (c/o Steve Kalpakoff, Director) a detailed description of the proposed project, including:

The Building Type
Purpose/Intent
User Groups
Area/Square Footage
Budget (List sources of current funding and assumable revenue generated (if any), foreseen operational costs and estimated budget range for loan payments).
Fundraising Feasibility Study

The RPSC (Steve Kalpakoff) will evaluate the information to assist the Parish/School in retaining a qualified and informed Architect.

FEPTWOSelectinanArcln87dPrearationofPrelint__IiinaSchematics

After the RPSC (Steve Kalpakoff) has obtained the requisite preliminary Canonical conceptual approval from the applicable Pastoral Center representative of the Archbishop (i.e. the Moderator of the Curia following his consultation with the Capital Assets Support Corporation (CASC) concerning assets on hand/loan possibilities, etc.) about the proposed nature and extent of the project (outlined in STEP ONE the RPSC will provide the Parish/School with direction concerning the hiring of an Architect (NOTE that RPSC officer(s) must approve and sign the Architect contract). An Architect will be selected to prepare a simple set of preliminary schematic designs

after the Parish/School first makes an affirmative commitment of a minimum of $100,000.00 from Parish/School funds (via a ‘certification of fundeconfirmation from the Capital Assets Support Corporation to the RPSC to cover the costs of the Architect’s preliminary design

work, as well as any more detailed schematics, building permit drawings, preliminary plans, specifications and construction drawings that may be later authorized, pursuant to STEPS THREE, FOUR and FIVE.)

STEP THREE (Conditional Loan Application/Approval)

Insofar as financial ability is a critical factor in the determination as to whether a project ultimately will be permitted to proceed, the parishlschool will apply for a loan, if needed, with the CASC. Any loan approval at this stage will be preliminary only. That is, it will be conditioned upon the necessary reviews and approvals set forth in STEPS FOUR through EIGHT.

STEP FOUR (Architect’s Presentation to the Building Committee)

The Architect and Parish/School Representative (typically the Pastor/Principal and Finance Council Chair at a minimum) will contact the RPSC to schedule a meeting with the Building Committee to present the Preliminary Schematics and related budget and funding sources (e.g. proposed Capital Campaign I Conditional Loan Application Approval.

STEP FIVE (Preparation and Presentation of Detailed Designs and Plans)

IF the Building Committee and Archbishop’s Pastoral Center representative (Moderator of the Curia) concur, in principle, with the feasibility of the project (outlined in STEP FOUR) then the Building Committee will request that the Architect prepare the following:

A full, detailed set of Schematic Designs
Preliminary Plans and Specifications
Building Permit Drawings
Constructions Drawings and Specifications

The Parish/School understands the possible necessity of re-designing the above referenced documents based on comments (e.g, pertaining to cost analysis) by the Building Committee and, accordingly, the possibility of submitting a revised budget.

STEP SIX (Final Canonical Approval of Archbishop, through the Office of the Moderator of the Curia, and Determination of Heeded Consultants/Contractorsi

After the process in STEP FIVE is completed the Building Committee will make its recommendation to the Archbishop. IF the Archbishop (through the Moderator of the Curia) then provides the requisite final canonical approval to proceed with the project (and subject to final loan approval and compliance with STEPS SEVEN and EIGHT) the Building Committee will work with the Architect to select the appropriate consultants and contractors (subject to the Archdiocese’s competitive bid policies and procedures).STEP SEVEN (Competitive Bid Process) After the drawings have been completed, RPSC will coordinate with the Parish the Pre-Qualification’ and selection of contractors who will bid the project. After bids are received and qualified by the RPSC (Building Committee), the total dollar amount for the project will be established and a Certificate of Funds form (outlined in STEP EIGHT) will need to be completed.

STEP EIGHT (Certificate of Funds)

IF the RPSC receives confirmation from the CASC (via a signed Certification of Funds form) that the necessary funds are on hand, and are authorized by the Parish/School for distribution, the ‘Competitive Bid’ process for the various consultants and contractors will begin, and the authorized RPSC officers will review and sign the applicable contracts. (Projects exceeding $100,000 will require the signature of the Parish Finance Council Chairperson.

STEP NINE (Payment of Consultants and Contractors)

All Consultant/Contractor requests for payment (or Change Order requests — COR) MUST be forwarded directly to RPSC (Steve Kalpakoff) for review and approval. After Steve receives the concurrence of the Parish/School, the Payment Application/Invoice will be forwarded to CASC for DIRECT payment to the applicable Consultant/Contractor.

NOTE: It is critical that ALL BILLS be paid solely and directly by the CASC (i.e. no payments are to be paid by the Parishes followed by a request from the Parish to CASC for reimbursement). Otherwise, it is virtually impossible for the Parish/School, CASC, RPSC and/or auditors to compile efficient and accurate accountlbudget reconciliation.

PREAMBLE There are a number of important items that must be considered before determining if, and to what extent, a proposed major parish/school project may proceed. These include such things as current demographics, practicalitykuildable nature of buildings and proof of adequate funding sources, The following steps have been established for any proposed construction, renovation or repairs between $15,000 and $100,000. The focus of this document is the project tracking, financing and payment process for these projects. Please refer to the RPSC’s Construction, Renovation and Maintenance Policies and Procedures for comprehensive guidance on all projects, of any size. Note: All initial paperwork will be sent to the Pastor at the Parish/School. If the Pastor then defers to the Principal to complete the process, the Pastor will nevertheless be cc’d on all signed documents, vendor correspondence, etc. *PLEASE NOTE: Regardless of whether the Pastor, Principal or President fills out the form, CASC requires that any withdrawal of parochial Parish/School funds from CAW or any Certificate of Project Completion form if CASC funds are involved, must be authorized by the Pastor as evidenced by his signature in the applicable space on the COF/Certlfkate of Project Completion form.

STEP ONE (Submittal of Detailed Proposal)

Submit the following documents to the Archdiocese of San Francisco — Real Property Support Corporation’s (RPSC) Building Committee (c/o Steve Kalpakoff, Director of Building & Construction) to evaluate the detailed description of the proposed project and to assist the Parish/School in retaining a qualified Architect, General Contractor or Vendor:

The building type; purpose/intent; area/square footage
Scope of Work describing the project
Budget (List sources of current funding and assumable revenue generated (if any), foreseen operational costs and estimated budget range for loan payments); also Fundraising Feasibility Study, letters from Donors, etc. (if any).

STEP TWO (Selecting an Architect or General Contractor or Vendor)

> For Architects Engineers: If selection of an Architect or Engineer is required, the Pastor, Principal, President or a designated representative must contact RPSC to review the criteria process. RPSC will provide guidelines outlining the ‘Scope of Services’ that must accompany all proposals and will recommend Architects I Engineers from the approved list of Vendors. NOTE: Only RPSC officer(s) will approve and sign the contract.> For General Contractors I Vendors: When a selection of a General Contractor / Vendor is required, the Pastor, Principal, President or a designated representative must contact RPSC to review the criteria process. RPSC will provide a recommended list of pre-qualified contractors to bid the project. RPSC will provide guidelines for the “Scope of Work’ and upon receipt will review the scope of services, specifications and bid documents. If the Parish/School has a Vendor they would like to include in the bid process for the proposed project, the Vendor must first be qualified and approved by RPSC. NOTE: Only RPSC officer(s) will approve and sign the contract.

STEP THREE (Competitive Bid Process)

If applicable, once the drawings or specifications have been completed, RPSC will coordinate with the Parish/School the ‘Pre-Qualification’ and selection of Architects or contractors who will bid the project. After bids are received and qualified by the RPSC the total dollar amount for the project will be established and a Certificate of Funds form will need to be completed.

STEP FOUR (Certificate of Funds)

RPSC will provide a Certificate of Funds form to the Parish/School to be completed and returned to us for final review. Upon confirmation of funding and approval is granted, a contract will be generated and signed by RPSC. (Projects exceeding $100,000 will require the signature of the Parish Finance Council Chairperson. –

For Loan Application/Approval: Insofar as financial ability is a critical factor in the determination as to whether a project ultimately will be permitted to proceed, a parish/school may need to apply for a loan with CASC. Any loan approval at this stage will be conditioned upon the necessary reviews and approvals. The COF will not be finalized until the loan has been approved. Please allow sufficient time to obtain a loan before starling a project

STEP FIVE (NA Agreements and Contracts)

Agreements or contracts are executed and signed by RPSC’s Officers. Contracts below $15,000 may be signed by the Pastor, Principal or President. A signed copy of the COF accompanied with a fully signed and executed MA Agreement will be sent to the Parish/School confirming the funding is secured and the project may commence.

STEP SIX (Payment of Consultants and Contractors)

All Consultant/Contractor requests for payment MUST be forwarded directly to RPSC (Steve Kalpakoff) for review and approval. Upon receipt of authorization of payment by the Pastor, Principal or President the Payment Application/Invoice will either be paid by the Parish or through CASC to the applicable Vendor. *A status report of all invoices processed will be provided to the Parish/School upon request.

INSTRUCTIONS: CERTIFICATE OF FUNDS form (COF) #

The Certificate of Funds form identifies funding sources to be applied towards a specific project in excess of $15,000. For projects between ( 5,000 – $100,000, Parishes/Schools will have the option to pay the Architect, General Contractor or Vendor contractor directly as noted in . art 2 of the COF form. Both the RPSC and CASC offices will review, confirm and approve secured funding prior to initiating any preliminary process or execution of contracts related to your project. Any inaccurate or incomplete information will delay the project’s commencement date and/or issuance of payment to the contractor/vendor in a timely manner. Submit completed Certificate of Funds form to RPSC for further processing. No project can be started without final confirmation of financial arrangements. All AIA agreements, contracts or proposals exceeding $15,000 must be signed by RPSC. (Projects exceeding $100,000 will require the signature of the Parish Finance Council Chairperson AND will follow RPSC’s policy whereby Architects, General Contractors or vendor will be paid directly from a designated project funding account by CASC).

PART 1 PROJECTED COST OF PROJECT

Line I is the base contract amount. If there is more than one contract, add up the totals for the projected Hard Costs. Line 2 is the total amounts for all soft costs (architectural, consulting fees, permits, etc.)

Line 3 is the totals for furniture, fixture and equipment towards the project (FFE)

Line 4 is the MINIMUM contingency amount for any unforeseen condition.

Line 5 is the projected BRANDIOTALLOST for this project

PART 2 PROJECT PAYMENT OPTIONS

A. Pay by Parish/School Options

Parish/School Bank Account: Attach a current bank statement verifying and confirming funds will be available for the total project to pay the vendor directly in a timely manner in accordance with the contract and a letter from the Pastor/Principal/President restricting these funds for the exact project amount for this specific project.
Withdraw funds from CASC Parish Deposit Account: To request a withdrawal from CASC Deposit Account to fund vendor payment by

he Parish/School, attach a copy of your most recent CASC monthly deposit statement verifying funds. CASC will then cut a check to the

,brishiSchool. Complete the COF with the CASC parish deposit account(s) number and the amount to be withdrawn. The Parish/School is

responsible to have all funds available to pay vendor for the total project directly once the check has been issued.

(NOTE: Funds in an open CASC Project Funding Account cannot be used towards another Project or Project Funding Account. To close a CASC Project Funding Account please complete the Project Completion Notice (CPC) provided by RPSC. All Project Funding Account closures require signatures from Steve Kalpakoff (RPSC) and Pastor/President/Principal on the (CPC) form).

B. Pay by CASC Prolect Funding Account Options: (Must complete PART 3)

Project Funded by Check: Attach a check for the project cost to be deposited with CASC. CASC will then set up a Project Funding Account to be used solely for CASC to pay the vendors directly for the project. Payment requests with be submitted and approved by RPSC.
Project Funded by CASC Deposit Account: Funds will be transferred from a CASC Parish/School Deposit Account (s) to CASC Project Funding Account to fund the project cost. The account number and dollar amount of the CASC Parish/School Deposit Account from which the funds are being transferred from must be provided.
Project Funded by CASC Loan: Please contact CASC (415) 292-3600 to request a loan to finance project. CASC will guide Pastor, President or Principal through the loan application process and requirements. Loan must be approved before the COF can be finalized.

*PLEASE NOTE: Regardless of whether the Pastor, Principal or President fills out the form, CASC requires that any withdrawal of parochial Parish/School funds from CASC or any Certificate of Project Completion form if CASC funds are involved, must be authorized by the Pastor as evidenced by his signature in the applicable space on the COFlCertificate of Project Completion form.

PART 3 PROJECT COST FINANCING (for projects being paid by CASC’s Project Funding Account (PFA)

CASC Parish/School Deposit Account: Provide the CASC Deposit Account number from which the funds will be transferred to a PM.
CASC Parish/School Deposit Name: Provide the CASC Deposit Account from which the funds will be transferred to a PFA.
Total Account Balance: Provide the date of statement and total account balance of the most recent statement received.
Balance of Account Encumbered to Project: Provide the amount of funds from the CASC Deposit Account towards the project.
Subtotal: Subtotal the totals from the CASC Deposit Account(s).

INSTRUCTIONS: CERTIFICATE OF PROJECT COMPLETION CPC1 #

Certificate of Project Completion (CPC) is a notification to all parties (Parish, School, RPSC and CASC) that the project is completed. This allows time for RPSC to request from the Vendors all required close-out documents BEFORE the final payment or retention invoices amount can be processed and released for payment. Do not submit this form until the project has been completed and there are no further invoices to be anticipated after this final payment.

STEP Parish or School will contact RPSC with the project completion status. RPSC will provide a final report of invoices paid.
STEP 2 RPSC will initiate proceedings to obtain all required Close-Out submittal documents as listed in STEP 2 on form:
One set to be sent to the Parish or School and the other set to be sent to RPSC.7 Invoice or Application for Payment reflecting final amount due or Retention amount due if it not yet submitted
STEP 3 Once the final invoice or retention has been processed and paid and all close-out documents submitted to the Parish and RPSC, the Pastor, Principal or President will need to sign the Certificate of Project Completion form and return to RPSC.
FINAL AUTHORIZATION is verification and confirmation that the project has been completed and is considered ‘closed’. Any unused project funds you wish to have reimbursed or transferred back to the Parish can be indicated by checking the appropriate box on the form. This request will require the signature of the Pastor, Principal or President. Be sure to provide CASC a copy of the Certificate of Project Completion via Fax or email for final steps to close out project account.