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This Guide and Forms replaces the voluntary pilot program called “Accelerated Emergency Response Projects” (AERP) that was used by LHAs to manage small projects on their own.
Small Projects Guide (revision 12/2016)
This DHCD Small Projects Guide should be used for all construction projects with less than $50,000 in construction costs, whether funded with capital, operating, or grant funds. The Guide includes step-by-step instructions which you can follow to make sure your project is done efficiently, cost-effectively and according to the applicable statutes, rules and regulations.
The Guide includes helpful checklists, reference documents, forms and sample documents, so that an LHA can:
Local Housing Authorities submitted their first-ever Capital Improvement Plans (CIPs) in FY 2012 to spend an allocation of bond funds known as “Formula Funding”. Taken altogether, the CIPs include hundreds of capital projects each year of the three year planning period. This is a four-to-five-fold increase in the number of capital projects previously implemented annually.
Such a dramatic increase requires LHAs to assume a larger role in managing their smaller projects. In recent years, more than 100 LHAs have managed successful Accelerated Emergency Response Projects (AERP) and Water Conservation/Low Flow Toilet Retrofit projects on their own.
DHCD project managers, engineers, architects and construction advisors will still be available to answer questions from LHAs and assist when issues arise that are not addressed in this guide. However, their daily assistance to LHAs will be focused on the hundreds of larger capital projects (over $50,000 and especially over $100,000 in construction cost).
Checklist of Tasks and Services
Under $50k Scope Of Service for Hiring Design Consultants
In-House Spec/Technical Services Request Form
Building Front End $0-$10,000
Building Front End Projects for Projects $10,000 - $50,000
Non Building Front End $0-$10,000
Non Building Front End For Projects $10,000 - $50,000
Sample Bid Package for Unit Price Roof Work
Index of Sample Technical Specifications
Certification of Compliance with Bidding Laws and Capital Plan
Small Projects Requisition Form
Invoice Form Construction Under $50,000 (Fillable Word, updated 8/2016)
Invoice Form Force Account (Fillable Excel)
Certificate of Final Completion
RCAT Change Order Form
RCAT Certificate of Substantial Completion
RCAT Certificate of Final Completion
RCAT Invoice Form
RCAT Small Projects Requisition Form
PRE-QUALIFIED DESIGN CONSULTANTS:
The House Doctor Program typically is to support LHA projects of up to $500K in construction costs using the Work Order Process. These architects and engineers are pre-qualified by the DHCD Designer Selection Committee (DSC). They have experience with Massachusetts state aided public housing projects. These consultants are a viable approach for work on small LHA projects but typically have a substantial work load associated with larger capital projects.
DHCD House Doctor list (revision 4/2017)
HOUSE DOCTOR LITE 4 HOUR TRAINED DESIGN CONSULTANTS:
NEW House Doctor Lite Program is to support LHAs with their small capital improvement projects. These architects and engineers have completed a 4 hour training to be responsive to the unique design, business and procurement needs of LHAs for the execution of smaller projects. LHAs will need to conduct their own due diligence for these designers.
House Doctor Lite Program for Small Projects (update 8/2016)