Building Renewal Grant
The Building Renewal Grant fund was established for the purpose of maintaining the adequacy of existing school facilities. School districts may apply for these monies to fund primary building renewal projects including major renovations and repairs of a building, upgrades to building systems that will maintain or extend the useful life of a building, and for infrastructure costs.
All projects funded under this program must be completed within twelve (12) consecutive months per A.R.S. 41-5731 (B).
Effective May 22, 2023, the School Facilities Division (SFD) will only accept new BRG applications through the Arizona School Facilities Portal. There is now a two-part application process, the Project Application and the associated Phase Grant application(s). View the Self Registration Guide to find out how to create your account in the new portal.
LOGIN TO ARIZONA SCHOOL FACILITIES PORTAL
Questions & Assistance:
Please contact your SFD Liaison if you have any questions or need additional information.
The Project Application identifies the school, the building(s) and the MAG deficiency to be corrected. This application also determines eligibility for Building Renewal Grant funding based on the status of the district’s Annual Reporting and any excluded spaces in the Building Inventory including:
- Identification of whether or not this project meets the statutory definition of a “primary building renewal project” (A.R.S. 41-5731 (O) (1))
- Compliance with Annual Reporting Requirements:
- Building Inventory
- Annual Preventative Maintenance Reporting Statement
- Renovations Expenditure Report
- Identification that at least one of the following Minimum Adequacy Guideline deficiencies exist (A.A.C. 7-06):
- R7-6-205.B. School Site-Safe access
- R7-6-205.D. School Site-Drainage
- R7-6-205.E. School Site-Security
- R7-6-212. Classroom Lighting
- R7-6-213. Classroom Temperature
- R7-6-214. Classroom Acoustics
- R7-6-215. Classroom Air Quality
- R7-6-226.B. Food Service
- R7-6-227. Equipment List for Food Service
- R7-6-250.B. Equipment List for Physical Education
- R7-6-256. Two-way Internal Communication System
- R7-6-257. Fire Alarm
- R7-6-265. Building Systems
- R7-6-270. Building Structural Soundness
- R7-6-271. Exterior Envelope, Interior Surfaces and Interior Finishes
Once submitted by the district, the Liaison will review the Project Application and based on its complexity, will determine the Phase Grants that are staged for the project. The Liaison may stage an Assessment, Design, Procurement, Construction, or Construction Lite (or any combination of) Phase Grants. This will prompt the district to submit the Step 2 Phase Grant Application.
The Phase Grant Application includes the scope of work, project timeline, vendor selection, vendor quote(s), creating the budget, and any other applicable reports or documentation to support the Phase Grant like assessment reports and QA/QC field reports.
Once submitted by the district, the Liaison will review the Phase Grant Application and make an award recommendation determination. Once a Phase Grant is completed, the Liaison will release to the district the next applicable Phase Grant Application. The district will be notified on their dashboard that a Phase Grant application has been released, prompting the district to submit the next Phase Grant Application.
Phase Grant Application Types:
The School District will be prompted to apply for this Phase Grant based on the Project Application Deficiency Details when a building system is showing signs of needed repairs or replacement, but the full extent of the problem needs further exploration; the assessment is used to determine the appropriate scope of work.
The School District will be prompted to apply for this Phase Grant after an assessment has been completed and a scope of work has been developed, and professional services are now needed.
- Procurement Services:
The School District will be prompted to apply for this Phase Grant after an assessment has been completed, a scope of work has been developed, a design has been prepared, the design has been reviewed by SFD staff, and procurement services are now needed.
- Construction Lite:
The School District will be prompted to apply for this Phase Grant when a building system has failed and like-for-like repair/replacement can be performed without professional services.
The School District will be prompted to apply for this Phase Grant after an assessment has been completed, a scope of work has been developed, a design has been prepared, the design has been reviewed by SFD staff, procurement has been completed, and now funding for construction is needed.
A school district may submit vendor invoice(s) for “funds requested” to be reimbursed. At least one vendor invoice needs to be submitted for the request to be processed.
Funds are transferred to the school district through the Country Treasurer's Office.
A school district may request an amendment to the grant if a vendor or contractor submitted a change request to the district for a change of completion date, a change of cost of the Phase Grant, or both.
What do I need to submit with a grant amendment in the portal?
- A completed and fully executed (signed) SFD Change Request Form
- A Liaison reviewed and signed Change Request form gives the District authorization to increase the existing PO with the vendor and have the work started
- A Vendor change proposal identifying the “unforeseen” conditions and cost associated to those “unforeseen” conditions
- A revised district issued Purchase Order for each vendor affected by the change
Learn how to register to the new Arizona School Facilities Portal to access the Building Renewal Grant application.
All eCivis projects have been designated as legacy projects and migrated to the new portal. This guide will help you on what to do next.
Each district has its own dashboard. Each registered district user sees the exact same dashboard and will display tasks required to maintain grants in good standing.