Statement of Interest Frequently Asked Questions

 
Q:  What is a Statement of Interest (SOI)?
 
A:  An SOI is a form that can be completed by cities, towns, and regional school districts that are contemplating filing an application for funding with the Massachusetts School Building Authority (MSBA).  The SOI asks the district to state what it believes are the deficiencies in a school building and how those deficiencies fit the statutory priorities established in MGL c.70B.  It is the first form that a local district should file with the MSBA. 
 
Q:  Should the SOI propose a solution to the deficiencies cited?
 
A:  The purpose of the SOI is to identify perceived deficiencies within a school facility.  Specific remedies to problems that exist will be arrived at only after the district and the MSBA have collaborated in validating any deficiencies and in seeking the most appropriate educational and cost-effective solution. A district should, however, indicate in the drop-down menu in the SOI the type of project it believes is appropriate: potential new school, addition/renovation, repair project (major repair to facility or accelerated repair to a roof, window, or boiler), or the MSBA’s Science Lab Initiative. Please note, if applicable, districts may express the need for multiple accelerated repair projects (generally projects for the repair and/or replacement of windows, roofs, and/or boilers) and a science lab project at the same school. 
 
Q:  How many SOIs can a district submit?
 
A:  The MSBA does not limit the number of SOIs that a district can submit, provided the district only submits one SOI per school in any one SOI filing period.  Each district will be required to select one SOI as its “district priority SOI” for consideration and due diligence efforts by the MSBA.*  With each FY2012 SOI online submission, the district will need to designate its “district priority SOI” among the schools in its district.  If the district already has an SOI in the MSBA capital pipeline, that SOI is the district’s priority for FY2012 and will continue to be considered the district’s priority SOI until the time of project completion.  
* A district can file multiple SOIs either for a major project or a repair project.  One of these SOIs must be deemed the district priority SOI.  In addition to SOIs that may be submitted for a major project or a repair project, the district can file an SOI for a high school facility for consideration in the Science Lab Initiative.  The MSBA will consider SOIs that are submitted for the MSBA’s Science Lab Initiative even if that SOI is not the district’s priority SOI. 
 
Q:  Should a district seek professional assistance to complete an SOI?
 
A:  No. Districts should not seek professional assistance to complete an SOI.  The SOI affords a district the opportunity to articulate its thoughts about problems that may exist in a local school facility.  The MSBA expects that the SOI can be completed at no cost to the school district.  Districts will NOT be reimbursed for any expenses that may be incurred in connection with the completion and submission of an SOI.  
 
Q:  Who files an SOI?
 
A:  The Superintendent of Schools files the SOI after having been authorized to do so by the district school committee and, except in regional school districts, by the local governing body (e.g., City Council/Aldermen/Board of Selectmen).
 
Q:  Why is it necessary to have votes authorizing submission of an SOI?
 
A:  In order to show community support for the submission of an SOI, the MSBA requires votes from the local school committee and, except in the case of a regional school district, the responsible municipal body (e.g., City Council/Aldermen/Board of Selectmen) authorizing the Superintendent of Schools to submit an SOI to the MSBA.
 
Q:  Is there a required text for the votes authorizing an SOI?
 
A:  Yes.  The votes of the local governing body and the school committee must use substantially the same wording in the Form of Vote that is detailed in the SOI.  The text of the motions voted must reference the school name and the deficiencies that have been identified in the SOI.  For the vote of the City Council/Aldermen/Board of Selectmen, a copy of the text of the vote must be submitted with a certification of the City/Town Clerk that the vote was duly recorded and the date of the vote must be provided.  For the vote of the School Committee, minutes of the School Committee meeting at which the vote was taken must be submitted with the original signature of the Committee Chairperson.
 
Q:  How does a district file an SOI?
 
A: The Superintendent of Schools should complete an MSBA System Access Request Form to request a unique user ID and a password which will allow the Superintendent to access the SOI System and submit an SOI.  An original signed copy of the SOI, the required vote documentation, and any other materials requested by the MSBA must also be submitted to the MSBA by the established deadline. The deadline for submitting an SOI for consideration in FY2012 is January 11, 2012.  Please note, the deadline to recertify* an FY2011 SOI is November 30, 2011. 
*Please see the information below about recertifying an SOI.  
 
Q: What is the Science Lab Initiative and how does a district file an SOI for the Science Lab Initiative?
 
A: The Science Lab Initiative is a competitive grant program for school facilities serving high school students that was launched in connection with the MSBA’s New Guidelines for Science Labs in High School Facilities. This program provides an opportunity for districts to invest in otherwise-sound high school facilities by focusing capital spending on prototype designs for science labs.  Districts that have deficiencies in their existing high school science labs that inhibit the delivery of the district’s educational program can express interest in the MSBA’s Science Lab Initiative through the SOI process. 
 
Once the district has access to theSOI System by completing an MSBA System Access Request Form, the district can select the Priority/Priorities for which the SOI will be submitted.  To access the option to submit an SOI for consideration within the Science Lab Initiative, the district should select the applicable priority, which in most cases is Priority #7.  In addition, the district should select the Science Lab Initiative from the dropdown menu on the main SOI page.  After the district has completed and saved the main page, the district can access the Science Lab Initiative Tab within the SOI system.  Learn more about the Science Lab Initiative. 
 
Q: Are there special requirements of the Science Lab Initiative program?
 
A: SOIs that are invited into the Science Lab Initiative will be required to use pre-qualified OPMs and designers and adhere to other requirements that are unique to this program, such as implementing an accelerated project schedule.  Districts that are ultimately invited into the Science Lab Initiative may be able to undertake multiple projects simultaneously, but must be able to evidence the ability to obtain necessary funding in a timely manner. 
 
Q: What is the Accelerated Repair Program and how does a district file an SOI for the Accelerated Repair Program?
 
A: The Accelerated Repair Program is primarily for the repair and/or replacement of roofs, windows, and/or boilers with the potential to include additional systems as may be determined by the MSBA contingent upon available funding and capacity in the capital pipeline. The Accelerated Repair Program will focus on the preservation of existing assets by performing energy-efficient and cost-saving upgrades, which will result in direct operational savings for school districts.
The Accelerated Repair Program is competitive and the MSBA will determine which SOIs will be considered to participate.  A district must apply to the MSBA’s main repair program to be considered for the Accelerated Repair Program.  When a district submits an SOI for a repair project, MSBA staff will determine, based on its review and validation of the information presented in the SOI, whether a project is appropriate for either the MSBA’s Accelerated Repair Program or Major Repair Program. This determination will be at the sole discretion of the MSBA and will be based on the anticipated scope, schedule, and systems affected by the repair.
 
Once the district has access to theSOI System by completing an MSBA System Access Request Form, the district can select the Priority/Priorities for which the SOI will be submitted.  To access the option to submit an SOI for consideration for a repair project, the district must select Priority #5 in the SOI. 
 
Q: Are there special requirements of the Accelerated Repair Program?
 
A: SOIs that are invited into the Accelerated Repair Program will be required to use pre-qualified OPMs and designers and adhere to other requirements that are unique to this program, such as implementing an accelerated project schedule.  Districts that are ultimately invited into the Accelerated Repair Program may be able to undertake multiple projects simultaneously, but must be able to evidence the ability to obtain necessary funding in a timely manner. 
 
 Q: What if my district has a need for a repair project and also has deficient science labs at the same school? Can my district submit an SOI for both of these needs?
 
A. Yes.  Where applicable, the district can express interest in an accelerated repair project (generally a project for the repair and/or replacement of windows, roofs, and/or boilers) and a Science Lab project at the same school.  The district should, however, only submit one SOI per school facility and detail all of the facility’s deficiencies in that one SOI.  If the district is not invited into the MSBA’s capital pipeline as part of the Science Lab Initiative, then the district’s additional system repairs will not be considered separately and the district would have to re-file an SOI for any repairs during the next SOI submission period.
 
Q: What if my district has a need for a repair project and/or a science lab project at more than one school facility in the district? 
 
A: A district may submit multiple SOIs to the MSBA.  All districts that submit multiple SOIs will be required to select one SOI as its “district priority SOI” for consideration and due diligence efforts by the MSBA.  If the district already has an SOI in the MSBA capital pipeline, that SOI is the district’s priority for FY2012 and will continue to be considered the district’s priority SOI until the time of project completion.  With each FY2012 SOI that is submitted online, the district will need to designate its “district priority SOI” among the schools in its district. A district can file an SOI for multiple accelerated repair projects (generally projects for the repair and/or replacement of windows, roofs, and/or boilers) and science lab projects simultaneously.  
 
Q: How does a district recertify an FY2011 SOI?
 
A: To re-file an SOI that was previously submitted for consideration in FY2011, the MSBA is providing a recertification option that will streamline the process for districts that do not need to make any changes to their FY2011 submission and meet the criteria described below.  Please note, the recertification option is not available for FY2011 Green Repair Program SOIs or for SOIs that were filed prior to FY2011.
 
A district can recertify an FY2011 SOI ONLY if all of the following conditions are met:  
  1. there are NO changes to the substance of the FY2011 SOI that was submitted by the district;
  2. there are NO changes to the priority status of the FY2011 SOI that was submitted by the district (i.e., if the FY2011 SOI was the district’s priority in 2011, it is still the district’s priority in 2012, and if the FY2011 SOI was not the district’s priority in 2011, it is still not the district’s priority in 2012);
  3. there are NO changes to the conditions of the facility since the FY2011 SOI was submitted to the MSBA;
  4. there are NO changes to the Closed Schools information that was submitted by the district with the FY2011 SOI; AND
  5. the district provided the required vote documentation with its FY2011 SOI submission to the satisfaction of the MSBA. 
Under this option, the district will not be entering the SOI system and does not need a username or password to access the SOI Recertification Form.
 
 
Q: How does the pre-populate option work?
 
A: To assist districts with re-filing a previously submitted SOI, the MSBA can recall data that was provided in previous SOI submissions for a school facility and pre-populate a new SOI with that data. The district can then edit the information and update the SOI prior to submitting it for consideration in FY2012. To request that the MSBA pre-populate an FY2012 SOI template with data that was previously provided, please complete the necessary information on the MSBA System Access Request Form.  Please make sure to note whether the MSBA should also pre-populate any closed school information.
 
 
Q:  What happens after the MSBA receives the SOI?
 
A:  The information provided in the SOI will play an important role in helping the MSBA to discern the needs of a particular school and to decide whether to move forward with a district.  Once an SOI has been submitted and reviewed, the MSBA will be working with communities to validate the problem(s) identified in the SOI and, if appropriate, collaborate on potential solutions.  The MSBA will then notify communities about the next steps. 
 
Q:  How long will the MSBA approval process take?
 
A:  That depends on the district, the extent and urgency of the problems, the number of potential solutions that may need to be explored, the ability of the MSBA and the local district to agree upon an educationally and financially sound solution, the ability of the local district to fund its portion of the agreed- upon solution, and many other factors that all could impact timing.  The MSBA remains committed to collaborating with all districts and working as diligently as possible through all phases of project approval, design, and construction.
 
Q:  Does the MSBA work with districts on a “first come, first served” basis?
 
A:  No.  The MSBA’s grant program is based on urgency and need, consistent with the eight statutory criteria, and not the time of the SOI submission.  
 
Q:  Where can I find out more about filing an SOI?
  
A:  For questions regarding SOIs, please contact Brian McLaughlin via e-mail or at 617-720-4466.