Office of the State Architect Executive Director’s Office Colorado Department of Personnel & Administration

July 2016

Statutory Authority As per part 13 of the Title 24 CRS, The Office of the State Architect establishes policies and procedures and provides statutory administrative oversight of the State’s Capital Construction process (including capital renewal and controlled maintenance), Real Estate Transactions and other Real Property contracts at each State Agency and Institution of Higher Education. History 1960’s – Colorado Committee on Government Efficiency and Economy recommends establishment of Executive Branch Agencies moving those functions out of the Governor’s Office. 1973 – Division of Public Works established within the Department of Administration to provide "efficient and effective centralized support services for construction, maintenance and space utilization of facilities housing the three principal branches of government". 26 FTE’s for construction and planning, 143 FTE’s for maintenance of the Capitol Complex Buildings Group. 1975 – Division of Public Works abolished; design, construction, centralized planning and space utilization functions moved to the Office of State Planning and Budgeting. Maintenance of the Capitol Complex Buildings Group remained in the Department of Administration. 1979 – Design, construction, centralized planning and space utilization functions transferred back to the Department of Administration and named the State Buildings Division with 23 FTE’s 1987 – Division downsized to 2 FTE’s and renamed State Buildings and Real Estate Programs responsible for administrative and technical support for design and construction and recommending annual Controlled Maintenance Budget (for state agencies and institutions of higher education) to OSPB & CDC. Centralized capital planning was assumed by the Governor’s Office of State Planning and Budgeting. 2009 – State Buildings and Real Estate Programs was renamed the Office of the State Architect (OSA) with 6 FTE’s comprising three programs with Statewide oversight for design and construction, energy management and real estate transactions. Centralized capital planning remained with the Governor’s Office of State Planning and Budgeting. 2014 – SB14-270, Creates in Statute OSA and adds authority (in addition to existing statewide responsibilities) to review & approve State Agency planning and capital construction requests and make recommendations to OSPB Responsibilities ‐ Capital Construction Budget Request Process MAY

JUNE

JULY

AUGUST

SEPTEMBER

OCTOBER

NOVEMBER

DECEMBER

JANUARY

FEBRUARY

MARCH

APRIL

<‐‐ July 1st Start of New Fiscal Year

OSA annually sends out instructions to each state agency (agency) for Capital Construction (Includes Capital Renewal) /Controlled Maintenance & institution of higher education (institution) for Controlled Maintenance in early May.

CDHE annually sends out Capital Construction Instructions to Institutions of Higher Education.

OSA visits each Agency/Institution site and verifies all Capital Construction/Controlled Maintenance projects status, condition of facilities and reviews preliminary Capital Construction/Controlled Maintenance five year plans and current year requests and provides technical assistance and training as necessary.

State Agencies send combined Capital Construction/Controlled Maintenance budget requests to OSA and, Institutions send Controlled Maintenance budget requests to OSA and separate Capital Construction budget requests to CDHE in late July July.

MAY

JUNE June 30th End of Fiscal Year ‐‐>

OSA reviews budget request submittals for justification, completeness per instructions and compares to site visit preliminary documentation and coordinates with agencies/ instuitions and prepares the following: • Recommendations for agencies Capital Construction/Controlled Maintenance and instuitions Controlled Maintenance • OSA sends preliminary recommendations to OSPB and the CDC in mid October.

OSPB combines Capital Construction recommendations from OSA for agencies and from CDHE for institutions and prioritizes into a single list along with OSA's Controlled Maintenance recommended funding levels and sends to the CDC November 1st.

OSA presents the Annual Statewide Report including : State Buildings Program Status of all Capital Construction/Controlled Maintenance and Emergency Projects • Overall building inventory • Agency/institution prioritized five year Capital Construction / Controlled Maintenance plans • Agency prioritized Capital Construction/Controlled Maintenance recommendations for institutions Controlled Maintenance recommendations Energy Management Program • Performance contracting status for existing buildings • High performance certification program status for existing and new buildings • Energy initiatives and recommendations Real Estate Program • Acquisitions and dispositions • Leased State property status • Vacant Buildings Statewide Planning Program • Status of state agencies planning efforts and recommendations OSPB presents combined agency/institutions list and CDHE presents institutions list of prioritized Capital Construction projects to the CDC.

OSA provides the following services to the CDC as requested: • Answers questions on Capital Construction / Controlled Maintenance recommendations • Consults and advises on matters relating to Capital Construction process • Comments on legislation relating to Capital Construction and Real Estate processes.

On the date the Governor signs the Long Bill, Capital Construction/Controlled Maintenance funding is available and projects may commence. OSA then provides the following oversight and assistance for project start up: • Solicitation and procurement of design and construction services • Contract negotiations and execution • Design and construction project administration and management.

Legend CDC   – Capital Development Committee OSPB – Office of State Planning & Budgeting CDHE – Colorado Department of Higher Education OSA   – Office of the State Architect

Responsibilities ‐ Year Round  State Buildings Program

- Overall administration and tracking of the Capital Construction Process: recommends institutions of higher education Controlled Maintenance project requests, reviews institutions of higher education Capital Construction project requests, establishes standard contract and procedural documents, procurement of professional services, contract negotiations, execution and dispute resolution, code compliance and project close out, administration of emergency fund, provides technical assistance and training.

Energy Management Program

- Overall administration and tracking of energy programs (energy performance contracts and the high performance certification program), establishes standard contract and procedural documents, provides technical assistance and training.

Real Estate Program

- Overall administration and tracking of real estate transactions (acquisitions and dispositions, leasing, easements, right-of-ways and other real property contracts), establishes standard contract and procedural documents, oversight of State tenant Broker, provides technical assistance and training.

Statewide Planning Program

- Overall administration and tracking of State Agency planning efforts (Operational Master Plans, Facilities Master Plans & Facility Program Plans), recommends state agencies Capital Construction and Controlled Maintenance project requests.