The following is the processing sequence for submitting a property proposal:
- Discuss the proposal with Command Leadership and receive endorsement to continue.
- Obtain concept approval from the Corps Council and the Advisory Board.
- Prepare the minutes of the meetings for submission with the proposal.
- Complete the proposal form with all required attachments.
- Prepare a cover letter that includes the following:
- Documented statement of need.
- Preliminary cost estimate.
Note: This letter is a summary of the entire project.
- Create copies of the files for your Corps files.
- Submit the entire original, complete, and accurate package to DHQ for CFC consideration from your office.
- Do not separate pages of agreements or other forms.
- Do not sign documents.
Note: The corporation is obligated for the property, not the local unit.
Note: The earnest money agreement can be signed locally if contingent on Corporate Board approval.
- Attach indicators where initials are needed on the documents, as necessary.
Note: The Corps officer is the liaison between all pertinent parties.
Note: Certain divisions have a policy that the material is required to be received by Friday to be considered at the next Financial Council.
Note: Do not ask for special consideration.
Note: Original copies are required, fax copies are not presented to the Divisional Finance Council or forwarded to THQ.
- Notify the Relator and title company that a 30 day turn around may be required for these documents.
Note: Larger projects include a "60 days for a Due Diligence" study for the structure, mechanical equipment, deferred maintenance requirements, and a Level 1 environmental report.
Note: Do not accept an agreement that does not allow time to obtain signatures.
- Verify all sales and purchase agreements indicate the following:
- Subject to the approval of the Corporate Board of The Salvation Army, a California corporation.
Note: If DHQ endorses the proposal, it is forwarded to the Territorial Property Secretary for submission to the Territorial Property Council.
Note: Once notified of approval, DHQ returns a copy of the signed documents to the Corps officer.
- Once applicable, select an architect with a Request for Proposal (RFP) form with the assistance of the Advisory Board.
- Forward the American Institute of Architect (AIA) contract to DHQ for approval.
- Verify that a limit to the value of services is specified.
Note: Two contracts are required one contract for the Preliminary drawings, one contract for the construction drawings and Project Supervision.
Note: Once approval is received, the architect can proceed with working drawings (plans).
- Once the drawings are complete, forward a copy with the bid documents to DHQ for endorsement.
Note: DHQ forwards the drawings and bid documents to THQ for review by the Territorial Program and Property Councils.
- Once approval of the drawings is received, instruct the architect to put the project out to bid to qualified contractors.
Note: A minimum of two bids is required for projects under $750,000.
Note: A minimum of three bids is required for projects exceeding $750,000.
Note: All bidders are required to obtain a construction bond.
- Notify all interested parties of the day, time, and location for the sealed bid openings.
- Notify DHQ of the bid opening date and time.
Note: The Corps officer and two Advisory Board members are required to be present at the bid opening.
- Send a summary of the contractors and their bids to the Command Secretary with a cover letter indicating the contractor selected by the Advisory Board.
Note: If the lowest bid is not picked, explain why in the summary.
- Ask the selected contractor to prepare the following documents for transmission to DHQ:
- Construction bond.
- Certificate of insurance
- Proof of Workman's Compensation insurance.
- Project notice.
Note: Once a signed contract is received, construction can begin.
- Once construction is complete, send the "Notice of Completion" from the contractor to DHQ for transmission to THQ, as required.
Note: The signed "Notice of Completion" is returned from THQ for recording at local offices.
Note: The Capitalization form is completed by Divisional/Territorial stage as appropriate.