School-funded Capital Projects

Step 2: Submitting an online project proposal approval form

Schools are required to seek approval from the VSBA for any proposed investment in capital or maintenance projects estimated to exceed $150,000 (including GST), using the online project proposal approval form (school login required).

The online project proposal approval form asks schools to specify the proposal type by selecting if the project is a school contribution to an existing VSBA-led building project, a stand-alone school-funded capital project (where there are no active VSBA projects on school site) or a maintenance project.

Schools should provide as much information as available to facilitate the assessment and approval process, including details on funding sources, equity funding expenditure and other relevant detail to demonstrate compliance with the School-funded Capital Projects Policy and other relevant policies.

Information required for approval process

The information required for the online approvals process is tailored to the different types and sizes of projects.

When submitting a project proposal, schools should use the school login account. Schools are encouraged to consult with the applicable checklist outlined below to understand the form requirements.

Schools can save the project proposal as a draft and access it later using the same link: online project proposal approval form (school login required). Project proposals should only be submitted when finalised (including all required attachments) and when ready for review.

The VSBA cannot assess and make a recommendation for approval of a school’s project proposal unless all required documents are submitted.

Information required for the online project proposal approval form – school-funded capital project

For school-funded maintenance projects estimated to exceed $150,000 (including GST)

Schools will need to provide the following information for projects that are solely school funded:

• details of the scope of the proposed project, and where applicable, alignment to the School Maintenance Plan (SMP) (note: the SMP must be endorsed by the VSBA)
• preliminary project proposal cost
• maximum amount of school funds available to invest in the delivery of the project – this shall include the estimated construction costs, consultant fees, 10% design contingency, 10% construction contingency, 10% cost escalation, 5% Portfolio Asset Management Allowance (if VSBA-led project)
• information on the source of funding
• school council declaration: attach minutes from a school council meeting, approving the investment in the proposed project.

Required documents that can be provided to meet these information requirements can include (as relevant):

• marked up School Plan (formerly SAMS Plan) – indicating the location of the proposed project works
• drawings or specifications – if applicable at this early stage to communicate the project
• site investigation reports, including:
  • asbestos/hazardous materials audit required for all internal upgrade/maintenance projects
  • geotechnical report required for all project proposals requiring excavation works
  • soil contamination assessment (geochemical investigation) required for all project proposals requiring excavation works
• cost estimate – high level costs in the form of a cost plan from a quantity surveyor or order of probable costs from an architect
• any other documentation that may help the VSBA assess your project proposal.

If you require assistance with the required documents, contact your regional provision and planning manager or VSBA’s School-funded Projects Program Unit by emailing vsba.school.funded@education.vic.gov.au

For school-funded upgrade projects estimated to exceed $150,000 (including GST)

Project scope

Schools must provide details of the scope of the proposed project, including:

• marked up School Plan (formerly SAMS Plan) – indicating the location of the proposed project works
• Asset Management Plan Stage 2 (AMP2) – no older than 5 years/deemed current (if applicable)
• drawings or specifications – if applicable at this early stage to communicate the project
• site investigation reports, including:
  • asbestos/hazardous materials audit required for all internal upgrade/maintenance projects, internal construction etc.
  • geotechnical report required for all project proposals requiring excavation works
  • soil contamination assessment (geochemical investigation) required for all project proposals requiring excavation works
  • details on flood overlay (if applicable)
• cost estimate – high level costs in the form of a cost plan from a quantity surveyor or order of probable costs from an architect:
  • this shall include estimated construction costs, consultant fees, 10% design contingency, 10% construction contingency, 10% cost escalation
  • note: 5% PAMA fee is applicable for all school-funded projects delivered by the VSBA
• any other documentation that may help the VSBA to assess the project proposal.

Maintenance and condition of existing facilities

Schools are required to provide several documents related to the maintenance and condition of existing facilities.

Schools that have had their Rolling Facilities Evaluation (RFE) must provide their VSBA-endorsed School Maintenance Plan (SMP) (refer to School Maintenance Plans and Rolling Facilities Evaluations policy). Schools that have not had their RFE must provide a relevant maintenance schedule. All schools must provide confirmation that the school has addressed all outstanding priority maintenance either identified in the school's SMP or relevant maintenance schedule.

Where applicable, schools must provide information on whether the project aligns with the school’s SMP or maintenance schedule and attach an overview of maintenance priorities.

Schools must also provide information about any Emergency Maintenance Program or Make Safe Program funding received in the last 24 months.

Facility area

Schools must provide information on how the new or upgraded facility will be used, including:

• whether changes to school facilities will occur as a result of the project
• whether the facility will be used for curriculum purposes (in accordance with the Capacity and Area Allocation Advice)
• information on how the school will fund ongoing maintenance costs of the facility, where applicable
• how the project proposal aligns with the Asset Management Plan and/or the school’s educational direction, where applicable
• how the proposed project will affect the student capacity of the school (for example, whether the project aligns to the school’s excess space strategy and whether it reduces or increases the capacity of the school).

Funding source

Schools must provide information about how the project will be funded, including:

• preliminary project proposal cost
• maximum amount of school funds available to invest in the delivery of the project
• information on the source of funding

Risk assessment of the project

Schools must provide information about risks associated with the project, including:

• information on any risks for delivering the project that the VSBA should be aware of such as hazardous material removal or uneven/rocky terrain
• information on bushfire status of the school, including:
  • whether the school is in a Bushfire Management Zone
  • whether the school has budgeted for additional bushfire standards compliance work
• a marked-up School Plan (formerly SAMS plan) with location of the proposed project
• school council declaration: attach minutes from a school council meeting, approving the investment.

Information required for the online project proposal approval form – Contribution to existing VSBA-led building projects

Schools must note that a 5% PAMA fee is applicable for all school-funded contributions to VSBA-led building projects.

The following information will be required for the online proposal approval form for a contribution to an existing VSBA-led building project.

Project scope

Schools must provide:

• information on any prior contributions to this project
• details about the scope of the proposed project.

Maintenance and condition of existing facilities

Schools must provide the following documents related to the maintenance and condition of existing facilities:

• confirmation that the school has addressed all outstanding priority maintenance either identified in the school’s School Maintenance Plan (SMP), Maintenance schedule or otherwise (note: SMP must be endorsed by the VSBA)
• information on whether the project aligns with the school’s SMP, where applicable
• information on any Emergency Maintenance Program or Make Safe Program funding received in the last 24 months.

Facility area

Schools must provide information on how the new or upgraded facility will be used, including:

• whether changes to school facilities will occur as a result of the project
• whether the facility will be used for curriculum purposes, in accordance with the Capacity and Area Allocation Advice
• information on how the school will fund ongoing maintenance costs of the facility, where applicable (for example, through hiring the facility for community use)
• whether the project proposal aligns with the Asset Management Plan and/or the school’s educational direction, where applicable
• how the proposed project will affect the student capacity of the school (for example, whether it aligns to the school’s excess space strategy and whether it will reduce or increase the capacity of the school).

Funding source

Schools must provide information about how the project will be funded, including:

• preliminary project proposal cost
• maximum amount of school funds available to invest in the delivery of the project
• information on the source of funding.

Risk assessment of the project

Schools must provide information about risks associated with the project, including:

• information on any risks for delivering the project that the VSBA should be aware of such as hazardous material removal or uneven/rocky terrain
• information on bushfire status of the school, including:
  • whether the school in a Bushfire Management Zone
  • whether the school has budgeted for additional bushfire standards compliance work
• a marked-up School Plan (formerly SAMS plan) with location of the proposed project
• school council declaration: attach minutes from a school council meeting, approving the investment.

Form 35 School Contribution

Schools must provide a completed and signed Form 35 School Contribution facilitated by the VSBA Project Officer responsible for the VSBA-led building project.