Sample of Construction/Expansion of Existing Facility Budget Justification

Organization Name: Family Medical Center (FMC)

Project Type: Construction/Expansion of an Existing Facility

Project Name: Expansion of Family Medical Center

Total ARP-Capital Funding Request = $1,000,000

Total Project Cost = $1,303,100

Family Medical Center’s proposed ARP-Capital project will completely renovate 1,400 square feet within the existing health center and construct a 4,700 square foot addition/expansion. The space will be reconfigured to provide a more controlled waiting area with better circulation and to improve access to the exam rooms, records rooms and patient services. The restrooms will be renovated to comply with accessibility requirements of the Americans With Disabilities Act and local building codes. The addition will add examination rooms, offices, health care support functions, communications and mechanical spaces. The roof above the existing main building will be replaced, a FMC sign will be installed and the entrance of the facility, and moveable medical and office equipment will be purchased. The resulting facility will result in a larger and better organized facility, well suited to delivery services to the patient population.

The total FMC project cost is $1,303,100. This application requests $1,000,000 to support the total construction and equipment cost. The balance of $303,100 will be paid directly by FMC out of funds in hand.

The project is anticipated to begin within 30 days of award and completed and occupied by March 2023.

Line 1—Administrative and legal expenses $43,100 is the total administrative cost. $13,600 is allocated to pay a portion of FMC’s staff / project manager (for work directly related to the construction project).
$29,500 is allocated for an environmental analysis and costs associated with evaluation of the environmental effects of proposed activities and producing an Environmental Statement to the local authorities.
Total: $43,100
Line 2—Land, structures, right- of-way, appraisals, etc. The current facility is owned by FMC. No additional land is required for this project.  
Line 3—Relocation expenses and payments Although temporary relocation will be required for this project, no costs are anticipated for this classification.  
Line 4—Architectural and engineering fees $139,000 for the architectural and engineering fees, which will cover the following: mechanical and electrical design; bid renovation/construction documents (plans and specifications); and assistance during the construction bidding (answer questions presented by the contractors).

Total: $139,000

Line 5—Other architectural and engineering fees No other architectural or engineering fees are anticipated for this project.  
Line 6—Project inspection fees $12,000 for inspections by the local department of building construction, shop drawing and submittal review; contractor payment certification; final construction inspection; project close out; fees for topographic survey; and the soil/foundation investigation.

Total = $12,000

Line 7—Site work $75,000 is the total site work, which includes: tree removal, grading, earthwork, exterior improvements, seeding of disturbed areas and connection to underground utilities.

Total: $75,000

$5,000 for ornamental
landscaping at the building
Line 8—Demolition and removal $80,000 is the total cost associated with removal of a portion of the exterior wall and window, roof removal and removal of portions of the existing partitions. The cost also includes removal of the existing ceilings, lights, flooring and finish materials.

Total: $80,000

$20,000 in unallowable costs
related to removing and disposal of asbestos containing materials in duct insulation and floor tile.
Line 9—Alteration/ Renovation (Construction) $840,000 is the total construction cost to renovate the existing 1,400 square feet, including installation of new walls and building services and to build the 4,700 square feet addition to the clinic. $213,900 is the cost of the alteration and renovation. $626,100 is the total cost to construct an addition of 4700 square feet. This renovation cost is derived from the following cost breakdown: structural ($28,000), general construction ($103,500), mechanical ($48,000), and electrical ($34,400).

The master format divisions costs are:

General Requirements total $75,373:

  • General (Requirements that cover the full scope of the project work).
  • Safety
  • Operations and storage areas
  • Use of utilities.
  • Environmental controls

Facility Construction total $687,786:

  • Concrete (Example: Footings),
  • Masonry (Example: Concrete block and brick work)
  • Metals (Example: Steel framing)
  • Wood, Plastics, and Composites (Ex. House
  • framing)
  • Thermal and Moisture Protection (Example:
  • Insulation and water barriers)
  • Openings (Example: Doors, windows, and louvers)
  • Finishes
  • Building Specialties
  • Installed Equipment

Facility Services total $48,106:

  • Fire Suppression
  • Plumbing
  • Heating Ventilating and Air Conditioning
  • Integrated Automation
  • Electrical
  • Communications
  • Electronic Safety and Security

Process Equipment total $23,735:

  • Water and Wastewater Equipment
  • Electrical Power Generation

Other Project Costs total $5,000:

  • Exterior Business Sign
  • Special Purpose Room

Grand Total Construction = $840,000

$10,000 is an allowance for a
wall mural in the waiting room.
Line 10—Equipment $34,000 is the total for equipment.
$14,000 will be used to procure 3 exam tables for the exam rooms @ $2,000 each (3 x $2,000=$6,000) and 2 beds with wheels height adjustment @ $4,000 each
(2 x $4,000=$8,000) for the isolation rooms.

$20,000 will be used to purchase office equipment:
3 desks @ $1,000 ($3,000), 6 computers (4GB RAM, 160 GB HD, 22" monitor, Intel Core Duo 2 Processor)
@ $2,500 each (6 @ $2,500=$15,000) would be purchased for each of the new exam rooms, and 12 chairs would be procured (i.e., 100 chairs for the waiting room and 4 chairs for the offices) (16 @ $125=$2,000).

Total = $34,000

Line 11—Miscellaneous No Miscellaneous costs are anticipated for this project.  
(Allowable and Unallowable Costs)
$1,223,100 total allowable costs
(Sum of Lines 1 through 11)
$35,000 total unallowable costs
(Sum of Lines 1 through 11)
Line 13—Contingencies $45,000, which is less than 5% of the sum of Lines, 7, 8, and 9 will be included for contingency.  
Line 14—SUBTOTAL $1,268,100 total allowable costs
(Sum of Lines 12 and 13)
$35,000 total unallowable costs
(Sum of Lines 12 and 13)
Line 15—Project (program) income Not Applicable  
(Allowable and Unallowable)
(Sum of allowable and unallowable costs from Line 14 above)
Line 17—GRANT funding requested
(Note: round to the nearest whole dollar amount)

SEE APPENDIX A: Allowable and Unallowable Costs in the Notice of Funding Opportunity

Date Last Reviewed:  April 2021