Volunteer and PTA Projects

Project Initiation

• All volunteer efforts must be initiated using FAM’s Project Development Request Form; please see the Project & Construction Management main web page.

• FAM requires a 10-day review period from initiation date to project approval for any volunteer project.

• Meet with your assigned project manager to discuss the anticipated scope of work, budget and schedule for your volunteer project.

Design Requirements for Volunteer Projects

Work with your project manager to determine if the scope of the project requires a licensed professional (i.e. Architect/Engineer).

Familiarize yourself with the District Facilities Standards and ensure your project meets these requirements.

Secure a volunteer or paid professional to produce drawings and documents to a professional level and sufficient to meet PPS and City of Portland requirements.

a) The design documents should tell the full story of the project. Documents should make it clear what is new work, vs. what is existing work. They should provide enough detail to indicate specifically what is being installed/built, what materials are being used, and how it should go together. This may include both demolition and construction plans. It will likely require plans, elevations, sections, details and specifications. Work with your Project Manager, who will coordinate with the Design, Permitting and Document Control Coordinator to help you get clarity of what will be required for your specific project.

Determine if your project requires a building or site development permit. If it does, research the permitting requirements for project. Your Project Manager will enlist the support of the District Land Use and Code specialists in research of existing conditions and City requirements.

Familiarize yourself with all required codes. Consider Building Codes, Accessibility Codes, Land Use Code, and any others as applicable.

Your project will need to go through the District Design Review Process. For most projects, multiple rounds of review are required and each round can take up to 2 weeks. Ensure you provide enough time in your schedule for this process. The earlier you engage in this process, the faster and smoother this process can be. The District can help you with finding the right location, potential risks to consider, lessons learned from past similar projects, etc.

PPS Design Review Approval is required prior to permits submitted for or any work being done on-site. The City of Portland building permit application will be signed by the Document Control Coordinator once the PPS Design Review process is complete.

Volunteer Requirements

Volunteers shall consult with PPS Project Manager about the appropriate hold harmless and background check requirements for a particular project.

Fundraising & Budgeting

There are a variety of District and non-District fundraising resources available to volunteer groups. Fundraising efforts shall be coordinated with the PPS Project Manager to ensure they are not competing with other District efforts. The PPS Project Manager will work with volunteer groups to ensure that a comprehensive project budget has been prepared and that all project funding is available prior to the start of work.

Project Closeout Requirements

Upon construction completion, you will need to provide complete closeout documents. This will include among other possible requirements:

1. One hard copy and one electronic copy (both .pdf and original CAD/Word documents) of as-built drawings/specifications.

2. O&M manuals including: (a) Contact information for all parties (Primary Volunteers, Contractor, etc.) and (b) Specific products (brand, serial number, colors, etc.) being installed

3. Warranties

4. Final close out of city building permits.

5. Other specific project requirements. Work with your Project Manager to know what may be additionally required for your project.

Many of the new playgrounds that have been installed or replaced at Portland Public Schools (PPS) in recent years have been volunteer efforts initiated by the School PTA. There are a variety of resources and approaches to make a positive impact on the playground environment at PPS. To support our communities, PPS has developed a guide on the procedure.

STEPS TO A SUCCESSFUL PLAY STRUCTURE: OVERVIEW

Thank you for your interest in working with Portland Public Schools (the District) to provide improved playground amenities for our students and community. Below is an outline of the basic steps to a successful Play Structure project. The intent of this outline is to assist in the planning and sequencing of your project.  If you have any questions, please do not hesitate to reach out to Project Management & Construction at 503-916-3401.

Project Types

These are the most typical types proposed by our communities. This list does not include ALL project types.

• Upgrade of existing playground equipment
• Improvements to playground accessibility
• Installation of new playground equipment at an existing playground
• Installation of a new playground area

Funding Types (does not include ALL funding types)

• Donations
• Grants
• Fundraising

Step One

• Determine what kind of project the group is interested in
  • Meets a particular need
  • Funding is sufficient for project
• Create a Mission Statement
  • Who – Responsible Party
  • What – Project Type
  • When – Anticipated Schedule
  • Where – Which School / Location on Site
  • Why – Ultimate Goal of the Project
  • How – Funding Source, Installation Team

Step Two

• Get Principal Buy-in
• Submit a Project Development Request (PDR) to Facilities
  • Your project will be assigned to a Facilities Project Manager (PM)
    • PM will review for
      • Location compatibility
      • Compliance with District Standards /Page/15497
        • Division 11 – Equipment
          • 11-68-13 – Track and Field Equipment
          • 11-68-13 – Playground Equipment
        • Division 12 – Furnishings
          • 12-93-00 – Site Furnishings
        • Division 32 – Exterior Improvements
          • 32-18-00 – Athletic and Recreational Surfacing
          • 32-30-00 – Site Improvements
          • 32-30-10 – School and Community Led Site Improvements
          • Attachment 32-05 Tree Planting Guideline
      • Cost Estimate Review
      • Schedule
      • Required Permits
      • Funding Sources
      • Determine who is responsible for vendor/contractor selection and coordination
    • PM will issue approval to proceed to next steps, recommendations for alterations or request additional information
    • PROJECT CANNOT PROCEED WITHOUT FACILITIES PM APPROVAL

Step Three (After PM Approval)

• Proceed with design development and vendor selection
• Secure all required funding
• Review schedule for funding source deadlines

Step Four

• Formal submittal to PM
  • Design Drawings / Shop Drawings
  • Permit for Donated Materials
  • Building Permit Application (if required)
  • Release and Waiver of Liability
  • Insurance Certificates (Product Liability and Group Insurance)
  • Contractor Information
    • License Information (CCB)
    • Insurance Certificates
      • General Liability
      • Workers Compensation
    • Bond (if required)
  • Installation Guarantee
  • Manufacturer's Warranty
  • Grant Requirements
    • Deadlines for completion / billing
  • Maintenance Instructions
  • Proposed construction schedule
• Facilities PM to review and comment / approve prior to proceeding with ANY work on-site, or finalization of equipment order

Step Five (After PM Approval)

• Finalize equipment order
• Verify all permits are in place
• Schedule construction
  • Include time for required PM inspections of site prep and footings / supports

Step Six

• Installation
  • Include time for required PM inspections prior to finalization with installer
  • Punch-list and repairs
    • Review for substandard or incomplete work
  • Establishment of Substantial Completion and Warranty start dates
  • Permit Close-outs

Step Seven

• Grand Opening
  • Thank You Acknowledgements
  • Finalization of Fund Distribution

 

Additional information, as well as samples of the required forms are available upon request.  Project Management and Construction wants to work with you on these projects and we look forward to seeing your vision.  Thank you for your interest in supporting the District, your School and our Community.

Annually,  Facilities receives hundreds of requests for volunteer paint projects to freshen and improve the appearance of PPS school buildings.  These volunteer efforts can provide benefits to our students and staff.  PAINTING ANYTHING AT YOUR SCHOOL MUST BE APPROVED BY FACILITIES FIRST!

Project Initiation

• All volunteer efforts must be initiated using Facilities Project Development Request Form; please see the Project Management main web page.
• Facilities requires a 15-day review period from initiation date to project approval for any volunteer painting project.
• All volunteers are required to do a background check if working with students, sign a Release and Waiver of Liability and receive a copy of the Volunteer Code of Conduct.  All forms can be found on the Risk Management website.

Project Preparation

• The surface you are painting must be checked by Facilities to be sure it is verified for lead and prepped for painting. All nearby areas not to be painted will need to be covered with tape, drop clothes or paper.
• If you are wanting to paint a mural in the school, you must follow the procedures for requesting a project.
• The paint that will be applied must meet the PPS standard colors with the exception of murals, and use the low VOC paint.  Options are available on the Facilities Standards site.
• Volunteers are not allowed to use ladders that exceed 6 feet and they must be rated for up to 375 lbs.  This will impact the height in which they choose to paint.

Clean up/Touch up

• Facilities requires that any spilled, dripped or splattered paint or paint that covers surfaces not earlier identified as within the painting project scope must be repainted.
• Paint from shoddy workmanship or overspray should not appear on hardware, floors, ceiling tiles, restroom partition walls, lockers or any other surface not requiring or intended to be painted.
• If the volunteers do not meet the standard set forth, Facilities may charge the school's general fund budget to clean or re-paint the project area.  Prevailing wages will apply.

Project Closeout

• After the job is complete, all painting supplies, materials, and garbage must be removed from the premises.  Please check with the Site Administrator regarding unused paint.