Renovation or Construction of Parish Buildings or Facilities
Presented by Properties Department
Roman Catholic Diocese of Las Cruces
Policy / Procedure for Construction or Renovation of Facilities
Project Step 1
Write a letter of intent to the Bishop, and send a copy to the Properties Department.
Your letter should clearly state:
1. What you want to build
2. Why you need it
3. What the expected cost is
4. When you want to begin and complete it
Project Step 2
A feasibility study is conducted at the diocesan/parish level.
Before the Bishop is informed:
1. The need for construction is verified.
2. Is it physically buildable?
3. A rough estimate is established.
4. Is it financially feasible?
Project Step 3
Your project is approved by the Bishop to proceed with exploration.
You are now allowed to:
1. Form a building committee
2. Announce the project to the parish members.
3. Seek a sources of funding the project.
4. You may seek a capital campaign through the Finance Dept. allowing you to raise money tax free for the project.
Project Step 4
Solicit professional design bids. (required when project necessitates professional design)
1. Identify qualified professionals for design and plans.
2. Selection is based on most qualified individuals or firms.
3. They must carry the appropriate liability insurance.
Project Step 5
Approval of Design Professional
1. Once selected, the Bishop must approve the selection.
2. The Bishop will issue a letter of approval of the designer.
3. No design work can begin until this letter has been issued by the Bishop.
Project Step 6
Approval of Construction Plans and Specifications
1. All plans are submitted to the Properties Dept.
2. The Properties Dept. will determine if the plans are acceptable according to the original intent.
3. The Bishop will issue a letter of approval of the plans.
4. No solicitation of bids from contractors can take place until this letter is issued.
Project Step 7
Financing
1. The letter from the Bishop approving plans and bidding is in place.
2. All construction funds must be secured in order to move to the next phase of the project.
2. The Pastor may formally apply for a construction loan if necessary.
Project Step 8
Construction Bidding
1. All projects should have 3 bidders.
2. Fewer bidders may be acceptable under extenuating circumstances.
3. Bidders should be properly qualified by license, insurance, and experience.
4. Bidding will be by lump sum, single price with no cost plus or design-build bids.
5. The Properties Dept. will help vet all bidders.
Project Step 9
Contracting with the winning Bidder
1. The winning bidder is selected
2. Finance office is consulted one final time.
3. The Bishop writes a letter of approval to initiate a contract.
4. The Properties Dept. writes the contract.
5. No other estimates or contracts should be signed.
6. Final signature comes from the Properties Dept.
Project Step 10
Construction Begins
1. The pastor must bless the project.
2. The construction coordinator put in place by the pastor must inspect the project along the way before release of funds to the contractor.
3. Lien releases must be provided by contractor before release of funds.
4. The terms of the contract must be adhered to.
Project Step 12
Completion of Construction
1. The parish conducts a final inspection.
2. A punch list is created and given to the contractor.
3. A certificate of occupancy or completion must be given to the parish by the contractor.
4. The final payment may be given at the full execution of the contract.
5. The pastor blesses the project.
Special Considerations