News and Announcements

 Permit/Extended Use Application Update

Please be advised of an important update to our extended use permit request process.  

Effective immediately, all permit requests will be initiated with our new Permit/Extended Use Application online.  To begin your permit request, please follow these simple steps: 

• Visit the URL: Permit/Extended Use Application. 
• Complete the permit request form with the necessary details. 
• Submit your request hassle-free. 

Your partnership is invaluable to us, and we are committed to providing you with the best possible service. Should you have any questions or require further assistance, please do not hesitate to contact us at Vendorinquiries@schools.nyc.gov 

CAP Invoicing Process Update

The Division of School Facilities (DSF) is no longer accepting paper-based invoices and is discontinuing the current Contractor Application for Payment (CAP) process. Instead, all CAP invoices must be submitted, along with required documentation, using the online CAP Invoice Online Application. The system will automatically generate a CAP ID number which DSF will track as an invoice number. Once approved, the CAP and payment status will be available on Vendor Portal. 

• Visit the URL: CAP Invoice Online Application.
• Complete the CAPS Application form with all the necessary details.
• Submit your request hassle-free.

Your partnership is invaluable to us, and we are committed to providing you with the best possible service. Should you have any questions or require further assistance, please do not hesitate to reach out to your contract manager.

Instructional Resources for CAP application and Permit/Extended Use Application

Please use the following resources to understand the process of completing and submitting a CAPS online application/invoice and permit request from the vendor's perspective. These references will also guide you, as the contract manager, on how to process a submitted CAPs application/invoice.

CAPS

View Vendors - Steps to Submitting a CAPS Application (Open external link): Step by step guide for submitting CAP applications for vendors (PDF).

View Contract  Managers - Submitting and Processing a CAPS Application Tutorial (Open external link): Step by step guide for submitting CAP applications for Contract Managers (PDF).

Permits

View Vendor - Permit Tutorial for Submitting a Permit/Extended Use Application (Open external link): Step by step guide for Permit/Extended Use applications for vendors (PDF)

Custodian Engineers, please follow these steps:

• Review the details highlighted in yellow of the email you received from:
  • Smartsheet Automation: automation@app.smartsheet.com
  • Subject: Confirmation of permit/extended use request.

Note: Occasionally, this information may not be highlighted, so please carefully review the relevant section towards the end of the email that details the permit request for your campus.

• If you approve the details provided by the vendor in the email you received, please forward the email to the person responsible for entering permits in CPS for the campus. This could be you, a CPS Data Entry person, the principal, or the principal’s designee.
• If you disapprove of the details provided by the vendor, please contact the vendor using the information provided in the email to either request a new Permit/Extended Use Application or to clarify and correct the incorrect details.

User Guides for Custodial Engineers to Input Permits or Assign to CPS School Data Entry User

• Initiator: CPS Extended Use User Guide for School User
• Approver: Approving School Permits & Status Check

Forms

Approved Work Forms

• Environmental Health and Safety Work Notification Form
• Small Project Work Notification Letter: For projects that do not involve a UFT Protocol Meeting, vendors should use this letter to notify the Custodian Engineer and Contract Manager at least three (3) days before the scheduled start of work.
• UFT Protocol Work Notification Form: For all projects where a UFT Protocol Meeting is required, abatement projects, and projects over $100K, vendors should use this letter to notify the Principal and the Custodian Engineer.
• Building Material Data Form

Contracts and Bid Forms

• Certificate of Contractor To Comptroller (LL220a and LL237)
• Certificate of Subcontractor to Comptroller (LL220a and LL237)
• Labor Law Certificate
• Link to Labor Law Compliance Management System (LCMS)

Subcontractor Forms

• Subcontractor Application Form
• Subcontractor Instruction Letter

Tax-Exempt Information

• Contractor's Procedure for Filing for DOE under Exemption from Fee Rules

Standards Specifications

• Electric Work Lighting Fixtures - Standard Specifications 1984
• Heating Ventilating and Air Conditioning - Standard Specs 1982
• Heavy Kitchen Equipment - Standard Specs 1988
• Bureau of Maintenance - Procedure Manual 1977

Dust Mitigation Resources

• Standard Operating Procedures for Dust Mitigation
• Pre-work Dust Mitigation Checklist
• Post-work Dust Mitigation Checklist

Guidelines for Preventing the Spread of the Novel Coronavirus (COVID 19)

New York City Department of Education, Division of School Facilities (NYCDSF) has a number of vendors (i.e. contractors, consultants, maintenance service providers, and others) who regularly access our premises. In response to the COVID-19 pandemic, and to ensure the safety of our workforce and community, NYCDSF has instituted the following guidelines.

Safety Policies & Rules

Contractors and subcontractors must adhere to the general guidance from the New York City Department of Health and Mental Hygiene, US Occupational Safety and Health Administration (OSHA), the Center for Disease Control, New York State Department of Health, and the New York City Department of Health and Mental Hygiene to reduce COVID-19 transmission and infection.

• Contractors must post Federal, New York State and New York City guidelines and directives throughout the job site.
• Non-essential in-person campus visits or meetings must be cancelled until further notice. Such meetings can be conducted via teleconference or videoconference.
• Contractors must ensure that workers with symptoms of COVID-19 do not report for work at any DOE facility. Symptoms (defined by the CDC) include: fever, cough, shortness of breath, sore throat, chills, repeated shaking with chills, muscle pain, headache, or new loss of taste or smell.
• Contractors must train workers according to relevant CDC guidelines on what PPE to wear, how to put it on, and how to remove it.
• Contractors must provide and maintain hand sanitizer in/or around all portable bathrooms.

COVID-19 Prevention Plan

Contractors must submit a COVID-19 Prevention Plan via e-mail to Umran Malik (UMalik3@schools.nyc.gov) Director of Contracts Administration stating that employees must do the following:

• Frequently wash hands with soap and warm water for at least 20 seconds. When soap and running water are unavailable, employees may use an alcohol-based hand rub with at least 60% alcohol.
• Wear applicable Personal Protective Equipment (PPE) and masks that cover their nose and mouth while in school buildings. (It is the Contractor’s responsibility to make sure their employees are properly fitted for the masks worn.)
• Avoid touching eyes, nose, or mouth with unwashed hands.
• Cover their face with the inside of their sleeve when coughing and sneezing.
• Avoid close contact with people who are sick.
• Stay home when they are sick.
  • Contractor’s COVID-19 Provision Plan must also include:
    • Provisions for taking employees’ temperature before their start schedule.
    • Procedures for employees who have tested positive for COVID -19 to return to work.

Job site cleaning & disinfecting

• Contractors must submit a job site cleaning and disinfection plan prior to project construction.
• This plan must ensure all work areas will be disinfected with EPA approved disinfectants.
• Contractors must disinfect the job site daily:
  • Using disinfectant spray bottles that contain bleach diluted with water (1 to 10, respectively) to spray and wipe down vehicles and other heavy equipment, work area platforms, communal equipment and tools, etc.
  • According to DOE routine facility disinfection protocol.
  • Upon any worker testing positive for COVID-19.

Job site waste

• Job sites must utilize disposable hand towels.
• Waste must be disposed of in no-touch enclosed trash receptacles.
• Containers must be emptied frequently.
• Waste removal must be conducted by workers wearing PPE, including nitrile, latex, or vinyl gloves.

COVID-19 Cases: Possible & Confirmed

• Possible job site case
  • Immediately remove any worker who reports or exhibits COVID-19 symptoms (i.e. fever, cough, sore throat, or shortness of breath) from the job site.
• Confirmed job site exposure – report all incidents to Umran Malik (UMalik3@schools.nyc.gov)
  • Report the last day worker reported to the job site.
• Report all coworkers who worked within 6 feet of the worker who tested positive for COVID-19.
  • Prior to returning to work, any worker who tested positive for COVID-19 and any potentially exposed worker must have been self-quarantined for 14 days and have been symptom-free for 3 consecutive days. Report and confirm identified COVID-19 positive worker and exposed worker subject to self-quarantine periods for 14 days or 3-days symptom free, whichever is longer.
  • Confirmed off-site exposure
  • Report when a worker has been exposed off-site to an individual who tested positive for COVID-19.
  • Worker must follow the self-quarantine procedure mentioned above.

For further information please consult the Commissioner’s Order or contact the Vendor Hotline at vendorhotline@schools.nyc.gov