State Capital Outlay
Training Manual
State Capital Outlay
Development and Enactment
Non-State Capital Outlay
Training Manual
Chapter 2: Development and Enactment
Key Points
Development of the Capital Outlay Bill (“the Bill”) begins with
the submission of capital outlay requests from state agencies
and non-state entities. To be included in the Capital Outlay
Bill, a request must be submitted in accordance with the
provisions of R.S. 39:101 and 39:102. It should be timely and
include all statutory information.
The Bill (always House Bill 2) becomes the Capital Outlay Act
(“the Act”) upon the Governor’s signature.
You may be contacted by Capital Outlay staff members
requesting additional information if your request does not
appear to contain all statutorily required information or if
some of the information provided is unclear. Cooperate with
the analysts and respond promptly. They are trying to ensure
that we have all information necessary for the consideration
of your request.
Section One of the Act indicates appropriations for the
projects listed, not the funding . Projects showing General
Obligation Bond appropriations are not “funded” until they
receive a line of credit. Projects with State General Fund
appropriations are “funded” upon enactment of the Capital
Outlay budget.
2-1
Capital Outlay Request Deadlines
All requests are due November 1. However, legislators elected after
November 1 can submit requests until December 15 th
Otherwise, any request submitted after November 1 must be:
Certified as an economic development project by the Secretary of
the Department of Development; OR
Approved by the Commissioner of Administration as an
emergency project; OR
Approved by the Joint Legislative Committee on Capital Outlay
no later than February 1. These projects must be non-state entity
project with a total project cost of less than $1M.
“Economic Development” projects must be:
Improvements on public or government owned property for
the purposes of attracting or retaining a specific new or existing
manufacturing or business operation that benefits Louisiana ; OR
Facilities or improvements on public or government owned
property that generate new, permanent employment or which
help retain existing employment ; OR
Facilities or infrastructure improvements on public or
government owned property necessary for the manufacturing
plant or business to operate .
“Emergency” projects must be essential to alleviate conditions that are
hazardous to life, health or property and court mandates.
2-2
Legislative Letter of Support
The Capital Outlay statute requires legislative support for Capital Outlay
requests submitted by non-state entities. You will need a letter of
support for your project(s) from the State Representative and/or State
Senator who represents the project’s location. This letter must be
received by FP&C by the Capital Outlay deadline of November 1 st .
Please encourage your legislator(s) to refer to the project(s) using the
agency number (ex. 50-NZZ), project title and 6-digit eCORTS ID
(ex. 543999) of each project being supported.
The letter should be addressed to Paul W. Rainwater, Commissioner of
Administration, and should be sent to each of the following addresses:
Facility Planning and Control
Legislative Fiscal Office
Capital Outlay Section
18 th Floor, State Capitol
1201 North Third Street, Suite 07-160
900 North Third Street
Post Office Box 94095
Post Office Box 94097
Baton Rouge, LA 70804-9095
Baton Rouge, LA 70804-9097
Senate Committee on Rev. & Fiscal Affairs
Senate Committee on Finance
Senate Sub-Basement, State Capitol
15 th Floor, State Capitol
900 North Third Street
900 North Third Street
Post Office Box 94183
Post Office Box 94183
Baton Rouge, LA 70804-9183
Baton Rouge, LA 70804-9183
House Fiscal Staff
11 th Floor, State Capitol
900 North Third Street
Post Office Box 44486
Baton Rouge, LA 70804-4486
2-3
 
Statutorily Required Information
The R.S. 39:102 requires that all requests include “a detailed project
description and justification”.
This detailed description is to include:
A. Needs Analysis with corroborative data (What evidence do you have
that this project is needed?)
B. Reasonable Estimate of the date when the project is needed
(Immediately, within the next five years, after the next five years)
C. Proposed Location (Where will the project be located?)
D. Estimated Project Cost including construction cost (How much will it
cost to build/renovate/repair the facility or structure? How did you
arrive at this estimate?) and fixed equipment and furnishing costs.
E. Estimated Cost of Opening and Operating the Facility for the first year
and estimated annual operating and maintenance costs for each year
thereafter
F. Method and source of financing for the next five years. (How much do
you anticipate providing for your local match? How much are you
requesting in State funds? Do you have any other sources of funding
(e.g. Federal grants, etc.)
G. Estimated Completion date
H. Identification and description of other similar facilities and projects in
the area AND an evaluation of their capabilities to meet needs
I. Indication of the order of priority in relation to other requests that you
have submitted.
2-4
Project ID ######
Project Level Agency
CAPITAL OUTLAY REQUEST
FISCAL YEAR 2011-2012
http://www.state.la.us/ecorts/
REVISED VERSION
AGENCY NAME
AGENCY NUMBER – PROJECT TITLE
Project
Page 1
Title
C
Location
Priority
I
State IDs
Local/Agency
of
B
Emergency Project
Current Project Requirements
Anticipated Program Needs
Department
of
Management Board
of
Applicant
Agency
Schedule
Department
C
Parish
Senate District
House District
Site Code
Local/Agency
User
Contact
Phone Number
Fax
E-Mail
Address
City/State/Zip
Department
User
Contact
Phone Number
Management Board
User
Contact
Phone Number
Cost Estimates
Land/Building Acq.
Planning 10%
Construction
Hazardous Materials
Subtotal
Misc./Contingency
Equipment
Total
Local/Agency
Department
Management Board
FPC
D
G
Time Estimates
Planning (months)
Construction (months)
If planning has begun, when will it be completed?
2-5
Project ID ######
Project Level Agency
CAPITAL OUTLAY REQUEST
FISCAL YEAR 2011-2012
http://www.state.la.us/ecorts/
REVISED VERSION
AGENCY NAME
AGENCY NUMBER – PROJECT TITLE
Prior Funding
FPC Project No. Assigned to Prior Funding
Authorized Means of Financing
Page 2
Sub-project No.
Amount
Year
Act# Priority
Bond
Bond
Bond
Bond
Bond
Credit
Credit
Credit
Credit
Credit
Total
Proposed New Funding
This project does not require funding in Year 1
Year 1
Year 2
Year 3
Year 4
Year 5
Total
State Funds
IAT
*Local Funds
*Reimbursement Bonds
*Fees/Self-Gen. Rev.
*Revenue Bonds
**Statutory Dedications
Federal Funds
Total
F
*Describe specific source of funds
**Type of Statutory Dedication
What fiscal year (FY) was the project or program first submitted for consideration?
Agency Impact Statement
I hereby certify that this project has been reviewed, approved, and integrated into our department's long range strategic plan and
five year budget. The impact of this project's operating budget has been approved.
Name
Title
Date
Comments
2-6
Project ID ######
Project Level Agency
CAPITAL OUTLAY REQUEST
FISCAL YEAR 2011-2012
http://www.state.la.us/ecorts/
REVISED VERSION
AGENCY NAME
AGENCY NUMBER – PROJECT TITLE
Demonstration of Need
Title
Page 4
A
Description
Location
Project Type
Facility Type
Program /
Service Desc.
Present Empl.
Future Empl.
Citizens Served
Daily Users
Describe the long
range strategic plan
(5-Yr) for the
program
Purpose (Check all that apply)
Expand Existing Pgm
Relocate Existing Pgm
Add New Pgm
Attract Business
Other
Applicable Guidelines / Standards
Changes in Mission
Changes in Existing
Changes in Population
Generate Employment
Address Actual
Changes in Standards
Promote Economic Dev
Address Code Violations
Publications,
regulatory
agencies'
guidelines for
the program
Minimum or NA
mandatory
requirements
for above-listed
program
What alternatives were considered? (check all that apply)
Maintaining Status Quo New Space
Use Existing Space Less Space
Renovations of Existing Space
Expansions of Similar Program Elsewhere
How was the best option determined (Studies, Etc.)?
Were feasibility studies or needs assessment reports prepared other than this application?
Preparer's Name
Phone
Yes
List socioeconomic and environmental affects of project
Identify and describe other simliar facilities in your area and evaluate their capabilities to meet needs
H
Request Endorsed By:
Senator
Rep.
Endorser's Name:
2-7
Project ID ######
Project Level Agency
CAPITAL OUTLAY REQUEST
FISCAL YEAR 2011-2012
http://www.state.la.us/ecorts/
REVISED VERSION
AGENCY NAME
AGENCY NUMBER – PROJECT TITLE
Facility Requirements
Prepared By Space Requirements:
Type of Space
Page 5
A
Date Prepared
New Space
Number of Occupants
Existing Space
Type of Occupants
No Space
NA/Per
Net Area
Total Net Area 0
Burden Factor
Total Gross Area
Total Net Area
Burden Area
X
=
Employees
Visitors / Clients
Describe additional program
requirements (parking, Utilities
Tie-In, Location, Shipping /
Receiving, Public Access, Site
Amenities).
Contract Employees
Students / Assistants
Temporary Employees
Others
What will happen with the
existing facility (demolition,
remodeled, other program) and
funding if needed?
Renovation / Addition
Describe the condition of the
building and previous
renovations
Describe the extent of the
proposed renovation / addition
Describe the location of
occupants during renovation
and required funding
What amount of the construction budget addresses modifications required to
meet the "Americans with Disabilities Act Accessibility Guidelines (ADAAG)"?
Hazardous Materials
What hazardous materials are addressed in the construction budget?
Underground Storage Tanks PCB's Lead Paint Asbestos
Enter the date if site has been surveyed for underground storage tanks.
Other
Provide contact information if the facility's asbestos management plan was consulted for abatement requirements.
Contact Name Phone
Roof
What is the current age, condition, and type of the existing roof and anticipated date of replacements?
Age of Roof (yrs) Condition
Replacement Date Type
Describe roof penetrations,
equipment, etc.
2-8
Project ID ######
Project Level Agency
CAPITAL OUTLAY REQUEST
FISCAL YEAR 2011-2012
http://www.state.la.us/ecorts/
REVISED VERSION
AGENCY NAME
AGENCY NUMBER – PROJECT TITLE
Construction Cost (cont.)
Source of Data
Page 6
Date Prepared
D
List special cost affecting
factors considered (unfinished
warehouse space, extraordinary
HVAC, etc.).
Cost of Construction Calculation (Provide COST/S.F. for Roofing Projects)
Net Area
Type of Space
Cost/S.F.
Area Cost
Burden Area
Total / Average / Total
Additional Line Item Expenses
(Parking, Utility Tie-In, Security System, etc.)
Quantity
Item
Unit Cost
Total
Subtotal of Additional Line Item Expenses
Total Construction Cost
Equipment Costs
Item
Item Costs
0 0 0 0 0 0
Total Equipment Costs
Check this box if this program is for renovation or relocation of an
Existing program and the use of existing equipment discontinued.
If so, explain?
If this project is a current year request, attach an itemized breakdown with unit costs
and an estimated useful life of the equipment with final submission to Facility Planning.
2-9
Project ID
######
CAPITAL OUTLAY REQUEST
FISCAL YEAR
http://www.state.la.us/ecorts/
Project Level Agency
AGENCY NAME
AGENCY NUMBER – PROJECT TITLE
2011-2012
Operation Budget (Expenditures)
Page 7
E
(Should match submittals BR-1 and BR-2
to Office of Planning and Budget)
Existing Operating Budget
Current Year Budgeted
Annual Projected Increase (Decrease)
After Project Completion
Salaries
Other Compensation
Related Benefits
Travel
Operating Services
Supplies
Professional Services
Other Services
Debt Services
Interagency Funds
Acquisitions
Major Repairs
Unallocated
0 0 0 0 0 0 0 0 0 0 0 0 0
0 0 0 0 0 0 0 0 0 0 0 0 0
Total Expenditures
0
0
Total Positions
0
0
F
Operation Budget (Financing)
State General Fund (Direct)
0
0
State General Fund by:
Interagency Transfer
Fees and Self-Generated Rev.
Statutory Dedications
Interim Emergency Board
Federal Funds
0 0 0 0 0
0 0 0 0 0
Total Financing
0
0
Balance
Excess / Deficiency of Expenditures Over
Financing (should = 0)
0
0
Operating Budget (Summary)
Year 1
Year 2
Year 3
Year 4
Year 5
State Gen. Fund (Direct)
Interagency Transfer
Fees/Self-Gen. Revenue
Statutory Dedications
Interim Emergency Board
Federal Funds
Total Means of Financing
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Comments
2-10
 
Project ID ######
Project Level Agency
CAPITAL OUTLAY REQUEST
FISCAL YEAR 2011-2012
http://www.state.la.us/ecorts/
REVISED VERSION
AGENCY NAME
AGENCY NUMBER – PROJECT TITLE
Certification Questionnaire
1) What was your budget for capital improvements for the last 3 years?
Current Year
Page 8
Last Year
2 Years Ago
2) What was your undesignated/unreserved general fund balance for the last 3 years?
Current Year
Last Year
2 Years Ago
3) What was your designated/reserved general fund balance for the last 3 years?
Current Year
Last Year
2 Years Ago
4) What is your ad valorem tax capacity?
Millage Authorized Millage Levied
When did you last have an election to renew or increase millage?
Did the electors approve or reject the millage renewal or increase?
How much was requested?
(mills)
(mills)
approve
reject
5) What is your local sales tax?
Percent Authorized Percent Levied
When did you last have an election to renew or increase the percent?
Did the electors approve or reject the percent renewal or increase?
How much was requested?
(percentage)
approve
reject
6) Have you had an election to obtain voter approval for a bond issue for this or other projects?
Did the electors approve or reject the issue? approve reject
Do you plan to have an election to obtain voter approval for a bond issue for this or other projects?
yes no
7) Is this project for which you are requesting state funding the type for which revenue will be generated?
yes no
(i.e. parking fees; water; sewer or other utility fees; etc.)
If so, please describe the source and projected amount of the revenue.
Source 1
Source 2
Source 3
yes
no
Amount
Amount
Amount
8) How much do you receive from the Parish Transportation Fund?
Current Year
Last Year
2 Years Ago
9) Have you been approved for or received funding from any other state program for this project?
If so, how much and from what source?
Source 1
Agency/Program
Current Year
Last Year
2 Years Ago
Status
Source 3
Agency/Program
Current Year
Last Year
2 Years Ago
Status
yes
no
Source 2
Agency/Program
Current Year
Last Year
2 Years Ago
Status
Source 4
Agency/Program
Current Year
Last Year
2 Years Ago
Status
2-11
Project ID ######
Project Level Agency
CAPITAL OUTLAY REQUEST
FISCAL YEAR 2011-2012
http://www.state.la.us/ecorts/
REVISED VERSION
AGENCY NAME
AGENCY NUMBER – PROJECT TITLE
Certification Questionnaire (cont)
10) Have you been approved for or received funding from any federal program for this project?
Page 9
yes
no
If so, how much and from what source?
Source 1
Agency/Program
Current Year
Last Year
2 Years Ago
Status
Source 3
Agency/Program
Current Year
Last Year
2 Years Ago
Status
Source 2
Agency/Program
Current Year
Last Year
2 Years Ago
Status
Source 4
Agency/Program
Current Year
Last Year
2 Years Ago
Status
11) Have you been approved for or received funding from any private source for this project?
yes
no
If so, how much and from what source?
Source 1
Agency/Program
Current Year
Last Year
2 Years Ago
Status
Source 3
Agency/Program
Current Year
Last Year
2 Years Ago
Status
Source 2
Agency/Program
Current Year
Last Year
2 Years Ago
Status
Source 4
Agency/Program
Current Year
Last Year
2 Years Ago
Status
12) If not a local government entity, describe the legal status of your entity.
The above information is certified by:
Name:
Title:
Contact Person:
Date:
Phone Number:
2-12
Capital Outlay Request Review
Below are some of the questions that Capital Outlay staff must
answer when they are reviewing the requests that have been
submitted.
Is the request timely?
Is the request complete?
Is all of the statutorily required information included?
Is this a new project or a request for supplemental funding for
an existing project?
Is this project an emergency project?
Is this request feasible?
Is the required local match shown?
2-13
Capital Budget Enactment
All projects included within any capital outlay act must be proposed,
reviewed, and evaluated in accordance with the requirements in R.S.
39:101 and 102 or they are to be declared “null”.
Any project deemed “not feasible” cannot be included in the Act.
General Obligation bonding funding of non-state projects is limited to
25% of the cash line of credit capacity in a given year. Non-state
projects are those projects not owned and operated by the state except
those projects determined by the commissioner of administration to
be a regional economic development initiative or regional health care
facility operated in cooperation with the state.
Non-state entity projects require a local match of 25% of the total
project cost unless the project is deemed an emergency by the
Commissioner of Administration.
Funds appropriated to non-state entities are administered by the
Office of Facility Planning and Control.
If a project does not receive a line of credit by September 15 th , the
requesting entity and the legislator will receive notification from the
Office of Facility Planning and Control by October 15 th of the need to
resubmit a capital outlay request by November 1 st .
2-14