[Busmgrs] Technical Assistance Grant Program Information

[ELLIOTT Michael S - ODE]

Dear Business Managers,

As many of you know the Technical Assistance Program provides grants to districts to hire third party providers to do facility assessments, long-range facility plans, and seismic assessments. The good news is that we are getting ready to start up the first round of applications and grants for this program.

We will be starting the application period on September 1. Applications will be accepted until September 30. The good news is that there is no first in time aspect to this application process. An application received on September 30 is just as valid as an application received on September 1. Instead, we will be using a preference point system to determine which districts will receive grants. To understand the preference point system and other information about the program, please see our FAQ here: http://www.ode.state.or.us/wma/sf/technical-assistance-program-faqs.pdf.

Each district will need to submit a separate application for each type of grant for which they are applying. A district applying for a facility assessment grant, a long-range facility plan, and a seismic assessment will need to submit three different applications. The applications are below:

*         Facility Assessment: http://www.ode.state.or.us/wma/sf/facilities-assessment-tap-application.pdf

*         Long-Range Facility Plan: http://www.ode.state.or.us/wma/sf/long-range-facility-plan-tap-application.pdf

*         Seismic Assessment: http://www.ode.state.or.us/wma/sf/seismic-assessment-tap-application.pdf

Please pay attention to the instructions for the applications: http://www.ode.state.or.us/wma/sf/technical-assistance-program-application-instructions.pdf. Each application asks for some technical information, which if the instructions are followed will be relatively easy to obtain. If the instructions are not followed, then the process can become much more difficult.

As part of this process, we are also working to provide a list of individuals who are certified to provide facility assessments and long-range facility plans. The first round of the certification process will be completed before the grant recipients are announced. Thus, districts will have a list of certified individuals that they can contract with to complete the assessments. ODE's certification process is focusing on training individuals, who have already gained experience in doing facility assessments, to use the tools created by ODE and meet the standards set by ODE.

We will not be certifying anyone with regards to seismic assessments. ODE recommends that districts review successful Seismic Rehabilitation Grant applications to know which firms provide seismic assessments.

Some districts have already done, or are working on completing assessments started before the application period. For the first two application periods, this September and the next one tentatively scheduled for January, ODE will accept a previously done assessment as a basis for an application. If the district receives a grant, they can reimburse themselves for funds already spent. However, please note that the assessment previously done will still have to meet ODE standards. Failure of the assessment to meet those standards could result in non-payment to the district.

If after reviewing this information you have questions, please don't hesitate to contact me.

Thank you,
Michael


Michael Elliott
School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education
Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us

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