Capital Outlay Athletic Allotment Requests
Tim Fierle, AIA – Director of Facilities

Mary Beth Kingston, AIA – Assistant Director

828.255.5916

Capital Outlay Athletic Allotment Requests
Prepared by BCS Facilities Department, May 29, 2012
 
The Board of Education must approve use of Capital Outlay Athletic Allotment at their regularly scheduled monthly meeting.  Board meetings are held on the first Thursday of the month, August through June; the Board does not meet in July.  Submission of Agenda items is approximately two weeks before the Board meets.
 
The submission requirements for use of Capital Outlay Athletic Allotment funds are:
  1. A letter signed by the Principal or an email from the Principal shall be submitted to the Director of Facilities describing and approving the project with associated costs based upon quotes solicited.
  2. The Advisory Council  must approve the use and expense (majority rules) and this shall be reported by the Principal in the request.  The Advisory Council may approve the expense either in their meeting or via a phone poll.
  3. Receipt of quotes appropriate for the expenditure amount shall be included in the request.  The guidelines for quotes are as follows:
  • When the amount to be spent is less than $5,000, telephone quotes must be requested from at least 3 contractors/suppliers by the Principal or Athletic Director and documented.  The lowest quote is the winner, and that is the amount and contractor that shall be submitted to the Director of Facilities in the request.  The request shall state that 3 telephone quotes were solicited and the vendor name & amount of the lowest quote.  If the lowest quote is not to be considered, justification must be provided.
  • When the expenditure exceeds $5,000 but is less than $20,000, hard copy quotes must be requested from at least 3 contractors/suppliers by the Principal or Athletic Director, the low quote being the winner.  The request shall state that three hard copy quotes were solicited and the vendor name & amount of the lowest quote.  A copy of the lowest quote shall accompany the request to the Director of Facilities.  (Copies of all three hard copy quotes will be needed by the Purchasing Officer when you submit the Purchase Order).
  • In the rare event that the amount to be spent exceeds $20,000, contact shall be made with the Purchasing Officer to follow bid procedures.
The Director of Facilities will review and report on the submission using the following criteria:
  •  
  • Appropriateness for use of Athletic Allotment funds
  • Compliance with building codes, life safety standards and accessibility standards
  • Coordination with Facility Standards for materials and workmanship
  • Avoidance of conflicts with long-term planning goals
  • Minimization of long-term operation and maintenance costs
  • Compliance with NCHSAA and NCDPI standards
  • Consideration of equity issues
  • Input form BCS Maintenance and Technology departments 
 
Tim Fierle, AIA - Director of Facilities
Mary Beth Kingston, AIA - Assistant Director 
828.255.5916



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