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Ten-Year Statewide Planning Process and Reporting to CPAB
Statewide Planning Process
Overview
The Department of Administrative Services is directed by ORS 276.227 to establish a statewide planning process that evaluates the needs of the state's facilities. The Capital Projects Advisory Board assists the Department with the public review process for the proposed capital projects of all state agencies. The planning process includes space requirements and other data necessary for cost-effective facility planning, including major lease plans of state agency facilities in a six-year facility plan.
 
The Central Facilities Planning Committee (CFPC), represent agencies' interest in developing the statewide facility inventory, space needs planning, maintenance planning and planning the review process for capital projects and major leases. Visit the CFPC for meeting information.

Biennial Agency Facility Planning Reporting Documents
Agency Facilities Plan Presentation before the Capital Projects Advisory Board (CPAB)
Space Needs Plan  (15 minutes)  Space Needs & Biennial Leasing Plan form (doc) 
Overview of agency space needs.
  1. Identify any major reorganization plans.
  2. Identify any unneeded space resulting from downsizing or reorganization, including sale of a  building.
  3. Biennial Leasing Plan.
Construction Project Plan  (15 minutes)  Construction Project Plan form (doc) Describe project including funding source.
  1. What are the compelling reasons specific to this need?
  2. What options were explored when determining the proposed solution?
  3. Identify future maintenance costs and proposed funding.
  4. If a construction project has been previously submitted but not funded, complete a resubmittal on the Construction Project Resubmittal (doc). There is no need to complete a full Construction Project Plan.
 
Building Maintenance Needs Plan  (15 minutes) Bldg Maint Needs Plan form (doc) Identify energy savings measures to be implemented or planned in the 11-13 biennium.
  1. Discuss any preventive maintenance system in use including the type of system.
  2. Discuss any impacts from E-Board or Legislative budget reductions.
  3. Discuss agency plan for reducing deferred maintenance.

Complete instructions for completing the State Facilities Planning Process for 2014 (pdf). 


Agencies planning to lease a signficant space
Agencies planning to lease a single facility with 10,000 or more square feet of conditioned space with a term of 10 years or more must request CPAB review of the project prior to inclusion in the budget process.  Contact your leasing agent to schedule a CPAB review at a regularly scheduled monthly CPAB meeting. The meeting schedule is published on the CPAB website.  
 
More information and documents to submit a significant lease proposal for CPAB review 
.