How can I get involved in my district's school building project?

Districts welcome feedback from community members on the design of new schools and on decisions such as whether to build new or renovate. Most likely your district has, or will conduct public meetings to gather input. For more information, please contact your school district's main office.

How long will it take for our district to receive funding from the state?

Districts are offered funding through OSFC's comprehensive building program in order depending on wealth. Districts are ranked from one to 614 each year by the Ohio Department of Education using a formula that is based on a three-year adjusted valuation per pupil (which relates largely to property wealth). Lowest wealth districts are served first.

How long does the design and construction process take?

Many factors can affect the amount of time it takes to design and build a facility, such as availability of local funds, scope of the project, and how quickly architects and client school districts, working in partnership with OSFC, can decide on the project scope.

How does OSFC decide what buildings to renovate and which ones to replace with new buildings?

A facilities assessment will reveal the condition of existing buildings. Assessors examine every aspect of the structure including mechanical and electrical systems, educational adequacy, and hazardous material abatement. Based on the estimated cost to renovate a building, a district may wish to construct a replacement facility, especially if renovating the building will cost over two-thirds of the cost of new construction. However, based on community input, districts may choose to retain and renovate a historic structure that is assessed at over two-thirds. OSFC will co-fund this expense up to 100% of the cost to construct a new facility. Any expense over that amount is solely funded by the school district.

How does OSFC rank districts?

Each year, the Ohio Department of Education publishes a ranking of each school district based on average per pupil valuation. The latest Eligibility Ranking Lists are available with districts listed by rank or by name. Also, a listing of joint vocational schools is also available..

What is the Ohio School Design Manual?

The Ohio School Design Manual, or OSDM, sets construction standards for all OSFC projects to ensure statewide equity and a core level of quality for all school facilities. The OSDM was authored by school planning and construction experts, educational planners and architects and is updated on annual basis with input from the school district community and stakeholder organizations.

Where can I obtain a copy of the Ohio School Design Manual?

Copies of the Design Manual may be obtained by contacting the OSFC at (614) 466-6290 or by submitting an order form. The cost of the two-volume binder set is $100 and the CD version of the OSDM is $10.

Does OSFC determine curriculum?

No. OSFC works with districts on “bricks and mortar” concerns. Districts partner with OSFC to assess their buildings and renovate or build new facilities. Clean, modern, comfortable and safe buildings make an impact on learning and OSFC strives to make school facilities the best they possibly can. Questions regarding curriculum, operating funds, textbooks or testing should be addressed to your local school district.

Is prevailing wage required for OSFC projects?

Prevailing wage is not required on OSFC projects, however, school districts participating in OSFC programs may establish additional qualification criteria or standards to evaluate bidder responsibility.  This includes requiring contractors to pay prevailing wagerates if the local Board of Education determines the provision reflects the desire of the community.  This option is included in model criteria established by the Commission.

Who is on the Ohio School Facilities Commission?

By law, the Commission consists of seven members, three of whom are voting members-the Director of the Office of Budget and Management, the Director of Administrative Services, and the Superintendent of Public Instruction. Four non-voting members . OSFC’s Executive Director, Michael C. Shoemaker, oversees the staff of nearly sixty employees.

How can I find out more about OSFC’s programs?

OSFC offers a variety of programs to school districts, career-technical planning districts and community schools. Some programs address the needs of a single building, while others seek to rebuild or renovate every school within a district.

What does OSFC do?

OSFC is an independent state agency charged with providing funding, management oversight, and technical assistance to local school districts for construction and renovation of school facilities for students in kindergarten through 12th grade.

What is the role of the Project Administrator?

The OSFC Project Administrator or PA is the primary interface for the school district, the Construction Manager, and the architectural firm. The PA accommodates the unique needs of the school district within the framework of Commission policies and procedures.

What is the role of the Regional Program Consultant (RPC)?

The Regional Program Consultant or RPC coordinates, manages and monitors the resources and schedule for the facilities assessment, student enrollment study, and the Master Facilities Plan for assigned school districts. The role of the RPC is expanded for districts participating in the ELPP or VFAP-ELPP programs. For those districts, the RPC also reviews plans and specifications for Design Manual compliance, reviews budget estimates prepared by the Design Professional and/or Construction Manager, and provides various services during the construction phase.

How are Construction Managers and Regional Planning Coordinators selected?

The OSFC posts Requests for Proposals, conducts evaluations of the proposals received, determines short listed firms, conducts interviews and awards the contract.

How are contractors chosen?

Bidding procedures for contractors are set by the Ohio Revised Code. School districts are required to select the lowest responsible bidder. The district will advertise for bids, evaluate them, reject bids and determine the lowest responsible bidder. OSFC will assist in providing an approval of bid evaluation decisions. More information on bidding and contracting procedures may be found through the Contract Award Policy and Procedure Memorandum (provide link here) or by visiting the Contracting Opportunities page (insert link here).

How does my firm qualify to perform design or construction services on a school facilities project managed by OSFC?

Firms intent on bidding for contracts through OSFC programs must meet a certain qualifications. For example, contractors must be enrolled in the Bureau of Worker’s Compensation Drug Free Workplace Program and possess an Ohio Worker’s Compensation Certificate, must meet EDGE requirements, and must not be delinquent in the payment of property taxes.

What is the role of the Construction Manager?

The Construction Manager firm oversees all aspects of the building project and acts as an intermediary for the OSFC and the district. For a list of current CM firms, click here (provide link). The CM neither provides design services nor actually performs the construction, demolition, alteration, repair or reconstruction work on the project.

What is the Master Facility Plan (MFP)?

The Master Facility Plan or MFP is a comprehensive plan for the long-term care and maintenance of every building in the school district. This document defines the scope of work and budget for each of the district’s classroom facilities and is a requirement for all districts participating in OSFC programs. Elements in the MFP include projected enrollment, grade configurations, career technical space, cost to renovate or replace and information about whether additions are needed.

Does OSFC pay for community engagement?

OSFC does not provide funds for public engagement activities such as educational facilitators, community meetings or publicity materials. However, OSFC does offer general information brochures, DVDs and other materials that can be ordered by districts for use at district-sponsored meetings. OSFC planners are also willing to attend some community meetings to provide answers to questions and to explain OSFC policies and procedures. It is important to note that as a state agency, OSFC may not advocate for or against any levy.

What does OSFC look for in the building assessment?

Building assessors are hired by the OSFC to review all aspects of the building envelope. Firms use a standardized web-based assessment tools to report on and price the cost to improve each system, asset or material. Districts will be requested to share floor plans and other information with assessors. Beyond structural and mechanical concerns, assessors also evaluate the ability of the facility to provide a comfortable, clean and modern environment for teaching and learning, or the “educational adequacy” of the building.

What is the two-thirds guideline?

When the cost of renovating a school building exceeds two-thirds of the cost of replacing the building, the policy of the Commission will be to replace the building. However, the Commission retains the ability to approve renovations that cost in excess of two-thirds of the cost of replacing the building if it is demonstrated to the Commission that the building has special historical value, or for other good cause shown. The Commission will co-fund renovations in excess of two-thirds of the cost of replacement, up to the cost of new construction. Expenditures exceeding the cost of a new building will be the responsibility of the school district.

What is the minimum size of an OSFC funded school?

Ohio Revised Code Section 3318.03 (E) requires that the minimum enrollment in an OSFC building be 350 students. Exceptions to this provision are allowed only in situations where topography, scarcity of population, and other factors make larger schools impractical.

How does OSFC project enrollment for my district?

OSFC engages a seasoned educational planning firm to provide student enrollment projections for districts participating in a program. Several factors are considered in the model, such as historical enrollment figures, districts policies on open enrollment, new development, available land for development and housing permits. The firm provides a ten-year projection by grade and grade level. These figures are used to determine the space needs in the Master Facility Plan.

How do we select a site on which to build? What factors need to be considered?

The district, not the OSFC, has the responsibility of selected a site on which to build. There are several factors that must be considered by the district, such as adequate traffic egress and ingress, soil conditions, acreage and water and sewer availability. The district should select a “buildable site,” and one that does not require a great deal of remediation to ready it for construction. Under law, OSFC has the authority to reject an improper site.

What is a maintenance plan?

A Maintenance Plan is required to receive credit under OSFC’s programs. This comprehensive plan serves to fulfill the goal of obtaining the maximum return on investment for newly acquired assets. Using a web-based tool, the Maintenance Plan advisor creates an exhaustive list of every asset requiring maintenance in the building.

What is a Maintenance Plan Advisor?

The Maintenance Plan Advisor or MPA, helps to prepare the district’s Maintenance Plan. MPAs are hired by the school district to provide a detailed Maintenance Plan to service, maintain, and prolong the life of the new or renovated facilities using the district’s set-aside maintenance fund.

What is commissioning? Is it required?

Commissioning is defined as “a quality-oriented process for achieving, verifying, and documenting the performance of facilities, systems, and assemblies meets the defined objectives and criteria.” (ASHRAE, The Commissioning Process). In short, commissioning is a quality assurance process that ensures that a building’s systems run how they are supposed to. Commissioning is required for districts participating in OSFC programs. A Commissioning Agent develops a plan for this process and reports to the client school district while working with the Construction Manager and Architect.

Does OSFC pay for computers?

While OSFC does not provide computers, Internet service, or other equipment, it will co-fund the wireless connections and infrastructure throughout the building. Some districts choose to apply for federal E-Rate funds to help defray these costs.  OSFC encourages school districts to coordinate their construction project with their technology plan.

Why doesn’t OSFC pay for auditoriums?

OSFC’s programs are focused on providing modernized classroom spaces for the twenty-first century. Traditional auditoriums and athletic spaces are secondary to this mission and may be funded through local dollars. However, districts may decide to include a cafetorium or an auditeria (multipurpose areas that provide a combination theater and cafeteria spaces), which are co-funded expenditures.

How does OSFC allocate spaces within the school?

Spaces throughout the building are allocated based on an average square foot per student standard. These standards are applied to the projected enrollment for the grade-level configuration to be served in the building.

What is the projected life span of an OSFC building?

With reasonable upkeep and maintenance, building systems should last at least forty years. The building structure is expected to last well beyond that.

What is “swing space?”

Swing space is a school building or a portion of an existing school building or other facility that will house the student population and its teachers and staff during the school construction process. Districts may be able to combine students from different schools under one roof temporarily while a new facility is being built. Swing space is usually required when an existing facility is being demolished and replaced with a new building. OSFC and the district try to minimize the impact of such moves on students by timing school rebuilding projects so that the bulk of construction occurs during the summer months.

How are the design firms selected for OSFC-funded projects?

Individual districts are responsible for selecting their architect and negotiating the fees. The Ohio School Facilities Commission approves the selection and any subsequent changes to the architect's agreement.

What is EDGE?

EDGE stands for Encouraging, Diversity, Growth and Equity and is a program that is being implemented by OSFC to attract small and emerging businesses to public contracting opportunities.

How do we find an EDGE firm for our project?

The Ohio Department of Administrative Services maintains an online search tool for companies to find certified EDGE firms.

What are the legal requirements/goals?

Prime contractors working on OSFC projects must meet or exceed a 5% participating goal or demonstrate a good faith effort to meet this goal, or conform to an approved local inclusion program.

If our district is offered funding and we choose to defer, what happens?

Districts may choose to defer funding for one year.

How does OSFC determine how much local match is required?

All OSFC projects are funded through a combination of state and local moneys.  The ratio of state and local funding is based on the Eligibility Ranking list established by the Ohio Department of Education.

What is a Locally Funded Initiative (LFI)?

A Locally Funded Initiative or LFI is any portion of a project that is solely funded by the district as an addition to the Master Facility Plan. The OSFC will work with the district to integrate LFIs into the overall plan, but will not share the cost of the additional items. Some examples of LFIs are extra gymnasium space, football stadiums, auditoriums, square footage for extra classrooms, or special design features that cannot be incorporated into the co-funded project budget.

How can we raise our local share?

A district’s local share and ½ mill maintenance funding can be raised through a variety of resources. Districts may issue bonds supported by an Ongoing Permanent Improvement Tax or a School District Income Tax; a local donated contribution, a bond issue, or a combination of a bond issue and a tax levy.