Capital Projects.
The Capital Projects Bureau (CPB) is responsible for coordinating the funding and administration of capital projects under the statutory authority of the Aging and Long-Term Services Department (ALTSD). Capital outlay appropriations are made to ALTSD to fund aging network capital projects, statewide. Such projects include those awarded to both local government and tribal government providers for renovation and construction projects, as well as for the purchase of vehicles and large equipment, such as commercial kitchen equipment. CPB staff work closely with area agencies, aging network providers and local and tribal governments throughout the state to prepare an annual capital outlay legislative request for aging network projects. The CPB is responsible for administering the capital outlay projects, contracting with the funded entities, and monitoring the status of each project, including the budget and expenditures. The CPB also tracks all capital appropriations and fiscal information, monitors the expiration dates of capital appropriations and ensures timely reversions of expired appropriation balances. Bureau staff provides training and technical assistance to funded entities with regard to planning, project management and administration of capital project appropriations.
Status of Contracts and Notice of Obligation to Grantees
Executive Order 2013-006 "Establishing Uniform Funding Criteria and Grant Management and Oversight Requirements for Grants of State Capital Outlay Appropriations by State Agencies to Other Entities" (EO-6) is now in effect. All state agencies are implementing newly developed procedures to further safeguard state capital outlay appropriations and assets acquired with such funding. "EO-6" requires state agencies to review annual audits, budgets and financial reports before entering into contracts. The new contract provides provisions stipulating this requirement. For audits with identified material weaknesses, significant deficiencies and/or compliance issues, ALTSD may include "special conditions" that a contractor must adhere to before the contract is fully executed and budgeted. ALTSD requires a scope of work for each funded project before a contract will be issued.
Hard Copy (Paper) Monthly Reports
In order that the Department may adequately monitor project activity, each contractor is required to submit hard copy monthly reports for the each funded project. A Monthly/Final Report & Request for Payment form is to be submitted to the CPB on the last day of each month, beginning the first full month following execution of a contract and ending upon the submission of the final report for the project. The final report must be submitted no later than twenty (20) days after the project's reversion date or no later than twenty (20) days from the date of early termination, whichever occurs first.
Paperless Reporting
In addition to hard copy paper reports, each contractor must report monthly and final project activity by entering such project information directly into the Capital Projects Monitoring System (CPMS) at http://cpms.dfa.state.nm.us/. The paperless report is due monthly on the last day of each month, beginning the first full month following execution of a contract and ending upon the submission of the final report for the project. The paperless final report must be submitted no later than twenty (20) days after the project's reversion date or no later than twenty (20) days from the date of early termination, whichever occurs first.
Capital Projects File Downloads
Monthly Reports
Scope of Work
Resource Documents
2020 Capital Outlay Request Application
NOTE: PSA’s 2, 3 & 4 must email their applications electronically to the NCNMEDD Non-Metro Area Agency on Aging. See Guidance document for updated contact information.