DSF Improvement Projects
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How to Partner with DSF on Market Maker Improvement Projects

How can I initiate the project?

  1. Request a consultation.
    Schools interested in exploring optional school improvement projects should contact their Custodian Engineer, Building Manager and/or school’s Deputy Director of Facilities (DDF).

    The Custodian Engineer, Building Manager, or DDF will enter the work request into the Division of School Facilities’ Maintenance Management System to initiate the request.

  2. Work with a DSF Contract Manager.
    A DSF Contract Manager will visit the school to develop, a scope of work, cost estimate and timeline for the project based on the school’s initial request and budget.

  3. As many of these improvement projects include increasing the use of energy through the installation of air conditioning, smartboards or other technology it is important to remember that before any of these projects are performed DSF’s Office of Sustainability must first approve the project. The school’s DDF will assist in making this request to this Office.

  4. Review and approve the project.
    Once the DSF Contract Manager provides a scope of work and cost estimate, the principal reviews it for final approval.

    If the principal determines the school cannot afford to fund the project at the current time the quote will be honored by DSF through the end of the fiscal year.

  5. Purchase Order Issued.
    Once the project has been approved, the principal uses FAMIS to issue a purchase order to the Division of School Facilities (DSF) to pay for the project using the following process:

    Schedule funds in Galaxy, almost always in object code 0676
    1. Log into FAMIS
    2. Go to Purchasing
    3. Go to Contracted
    4. Click on to NON-LIST and generate a PO to DSF using Vendor Code FAC000001 (Vendor Name: “Facilities Enhancements” ). Schools will go thru the same process to generate a PO to DSF as they would go through to generate a PO to any other contracted external professional services vendor except schools do not need to obtain competitive bids in order to generate a PO to DSF.
  6. Schools cannot fund this project using grant money or funds emanating from the Department’s reimbursable codes (U /A 481/482) as DSF does not have the ability to access those accounts.
    1. Once the PO is approved by the principal and/or its Network, DSF is electronically notified it has been given a PO and the Division’s Maintenance team can begin work.

      If assistance is required to generate the Purchase Order, schools should contact their Network leader for budget and accounting or DSF’s Finance office.


  7. Work begins.
    Once DSF receives the PO it authorizes DSF’s contractor to begin the project.

  8. Approve the finished work.
    After the work has been completed, the contract manager approves the vendor’s application for payment and pays the vendor using the funds provided to DSF by the school through its Purchase Order to DSF.


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