Major Development Projects

Project scope and cost for major development projects are generally defined by the department’s Capital Outlay Budget Change Proposal (COBCP) as approved by the Legislature, and confirmed by the State Public Works Board (SPWB) at approval of preliminary plans.

Major development projects already have the following Department of Finance review points identified in the State Administrative Manual, when the department must confirm the project scope, cost and schedule:

• Approval of completed preliminary plans.
• Approval of completed working drawings and approval to proceed to bid.
• Approval to award construction contract.

Any adjustments to project scope, cost or schedule will be reviewed/approved through currently established administrative/legislative processes. In addition, the department reports on a quarterly basis to the Department of Finance on the status of its major development projects. These existing review points and status reports will be used to update the information posted on the Prop 84 website.

Projects will be identified with a primary Proposition 84 outcome (as defined in the Front-End Accountability Document). Further, each major development project is assigned its own expenditure coding so that expenditures are directly tied to the correct line item appropriation. Each project is assigned to a specific project manager who is responsible for implementation according to the COBCP.

The department will follow all provisions of existing law related to contracting, and will employ active project management practices.

Land Acquisition Projects

Acquisition appropriations can be either project-specific or programmatic in nature. The scopes of project-specific appropriations are defined by the COBCP. For programmatic appropriations, the department has a clearly defined process for evaluating and recommending desirable acquisitions through a multidisciplinary Departmental Acquisition Review Team.

Acquisition projects have the following Department of Finance/State Public Works Board (PWB) review points which serve as milestones:

• Site Selection
• Approve Acquisition

The third milestone is close of escrow on the purchase.

Acquisitions with project-specific appropriations will be entered into the Prop 84 database upon enactment of the annual Budget Act. Projects that are being acquired with programmatic funds will be entered into the Prop 84 database up approval of site selection by the PWB. Updates will be made at each milestone. Projects will be identified with a primary Proposition 84 outcome (as defined in the Front-End Accountability Document).

Departmental land agents actively negotiate terms and conditions, and oversee appraisals, assessments, title documents, etc. to ensure that land acquisitions accomplish the department’s mission, are in accordance with state law and the department’s authorizations, and protect the public’s interests and investments. The State Department of General Services must approve all appraisals.

All acquisition expenditures will be identified in the accounting system to a specific parcel and appropriation.

Minors and Other Small Projects

The scope and cost of individual minor capital outlay projects and support-funded projects are either outlined by the department’s Budget Change Proposal or determined through a program assessment. Projects are designed to achieve the Proposition 84 goals of (a) the restoration, rehabilitation and improvement of existing state park system lands and facilities, (b) meeting the needs of a growing population and shifting population centers, and (c) protection of representative natural resources. Projects will be identified with a primary Proposition 84 outcome (as defined in the Front-End Accountability Document).

Projects will be entered into the Prop 84 website as they are authorized and status information in the website will be updated on a quarterly basis. Accounting mechanisms will be established to track Prop 84 expenditures by project within each funded program. The Program Manager will conduct periodic assessment of scope and cost of projects funded under each program. The department will follow all provisions of existing law related to project implementation.

Major Development Projects

Upon completion of each major development project, the Project Manager will forward a memo to the project file certifying:

• The amount spent on project by fund source
• The completed project scope
• The completion date

The project manager will also provide one or more photographs in electronic format to document the project. The program manager will review the project close-out certification and verify the relationship between the completed project and the front-end identified outcome. The Prop 84 website will be updated to reflect project completion. All departmental records will remain available for a more detailed audit if it is determined to be necessary.

Land Acquisition Projects

Upon closing of escrow and recordation of acquisition, final project documents are prepared. All original acquisition documents are sent to the Department of General Services. DGS enters information into the State Property Inventory (SPI) and secures a Parcel History Number (PHN) from the Secretary of State.

A final accounting of bond fund expenditures is prepared for project planning (appraisals and assessments) and land acquisition. Acquisition staff prepare a `property Data Sheet,` which contains details of the acquisition, including location, parcel numbers, parcel size, milestone dates, cost and funding source. The Prop 84 website will be updated to reflect project completion with all appropriate information.

Minors and Other Small Projects

Upon completion of each project, the Project Manager will send a memo to the Program Manager and the project file certifying:

• The amount spent on project by fund source
• The completed project scope
• The completion date

The project manager will also provide one or more photographs in electronic format to document the project. The program manager will review the project close-out certification and verify the relationship between the completed project and the front-end identified outcome. The Prop 84 website will be updated to reflect project completion. All departmental records will remain available for a more detailed audit if it is determined to be necessary.