From identifying a need to breaking ground, Ann Arbor Public Schools follows a structured, multi-step process to ensure all Capital Program projects meet district, state and local standards. 

Every construction project within the Ann Arbor Public Schools (AAPS) Capital Program follows a State of Michigan defined procurement process before work begins. This process is designed to select qualified design professionals and contractors, meet Michigan bidding requirements, and provide multiple points of public oversight through the Board of Education. The steps below walk through each stage of the process, from initial project approval to the start of construction.

Five Key Takeaways from this article on the AAPS procurement process:

  1. A project moves forward only after a documented need is identified, through a critical needs designation, a Facility Condition Assessment (FCA) finding, or a capital improvement approved by the Board of Education.
  2. Architects, engineers, and construction managers are each selected through a competitive Request for Proposals (RFP) process.
  3. Feedback is gathered from internal and external stakeholders, including but not limited to: District and school leadership, staff, students, families, community partners, and the broader community, when applicable, before construction documents are finalized.
  4. Invitations for Bids (IFB)s for qualifying construction projects are advertised publicly, opened in a public meeting, and reviewed for compliance with Michigan law.
  5. Procurement recommendations receive multiple public reviews by the Board of Education before final approval.

Identifying the Need for a Project

A project enters the AAPS Capital Program procurement process via one of the following processes: a critical needs designation, a finding through a Facility Condition Assessment (FCA), or the approval of a capital improvement and/or plan by the Board of Education. Critical needs designations address immediate, urgent facility needs. An FCA is a formal review of a building’s condition, covering systems such as roofing, mechanical equipment, and building envelope. If repair needs are discovered during the FCA, this triggers a ‘finding’ that must be addressed – generally identifying materials and equipment that are at or near the end of useful life. Capital improvement plans are developed by the leadership to ensure the district maintains a proactive approach to maintaining and improving facilities. These starting points confirm that a project reflects a documented facility need before design work begins.

Selecting Architects and Engineers

Once a project is confirmed by the Board of Education or otherwise, AAPS selects an architecture and engineering (AE) firm through a competitive Request for Proposals (RFP) process, if necessary. Construction activities exceeding $15,000 dollars require preparation of stamped architectural or engineering documents by licensed Michigan professionals. Firms submit a proposal with the method and qualifications they will bring to the project. AAPS evaluates the proposals based on experience, relevant expertise, and proposed approach. The selected AE team then gathers feedback from the project’s stakeholders such as the District and school leadership, school staff, students, families, community partners, and the community at large. This feedback stage takes place before formal design work begins, so that input from those who use the building can help shape early planning decisions.

Developing the Design and Construction Documents

Using established District standards and the feedback gathered, the AE team develops a design and prepares construction documents for bidding. This work typically moves through several stages. Schematic design outlines broad concepts, such as general room layouts and material types. Design development adds more specific details, including mechanical, electrical and plumbing systems, as well as material finishes and floor plans. Construction documents, the final stage, provide the detailed drawings and specifications that contractors use to prepare their bids. Before bidding begins, the plans are reviewed by authorities having jurisdiction, including code officials, to confirm the design meets applicable building codes and local ordinances.

Soliciting Competitive Bids

When a project’s estimated construction cost is expected to be greater than the state-allowed threshold set by the Michigan Revised School Code (approximately $31,000), AAPS solicits competitive bids for construction. Invitations to bid are sent out to local contractors and advertised publicly on bidnetdirect.com for a minimum of 30 days, giving contractors across the region an opportunity to respond. AAPS also uses BuildingConnected, a construction bid management platform, to distribute bid documents and communicate with prospective bidders. Jason Steinhebel, Project Executive at Gilbane Building Company, said the bidding process is designed to protect fairness for every contractor involved. “We sink or swim by the scope and the specifications we publish,” Steinhebel said. “Your bid either meets the scope or it doesn’t.” Bids are opened during a public meeting, often held virtually, so that any interested party may observe. AAPS generally seeks a minimum of three qualified bidders for each procurement before a recommendation is prepared. All bidding activity is conducted in compliance with applicable federal, state, and local regulations.

Selecting a Construction Manager

For larger projects, AAPS also selects a Construction Manager (CM) through a competitive RFP process similar to the Architecture and Engineering process above. The CM then solicits bids from trade contractors across disciplines such as civil, concrete, and electrical work, following the same public bidding process used for other construction contracts. Once these bids are received, they are reviewed and vetted for completeness and compliance with the published project scope before a recommendation moves forward.

Board of Education Review

After bids are vetted, the lowest qualified bid is prepared for review by an AAPS Board of Education Committee. “Once reviewed and cleared by the Bond Committee or the Finance and Planning Committee in a public meeting, the recommendation advances to be presented to the Board of Education as a whole for a first briefing” Jason Bing, Director of Capital Programs for Ann Arbor Public Schools, explained. All board members can ask questions and provide feedback, during the public meeting. At the Board’s discretion, the recommendation returns to a second public meeting for further review and approval. Bing noted “This structure provides multiple and separate opportunities for public review before a contract is finalized.”

Finalizing Contracts and Starting Construction

Once the Board approves a procurement recommendation, AAPS confirms the contractor’s insurance coverage and required business licensing, administers the contract, and secures the necessary permits. Construction begins once these steps are complete.

Guiding Considerations

Each stage of this process, from initial project approval through contract administration, reflects the District’s priorities such as fiscal responsibility, commitments to environmental sustainability framework, and district goals supporting equity. These considerations inform how AE and construction manager selection, design decisions, and contract terms are handled at every stage. The process also builds in multiple points of public review, giving families, taxpayers, and community members visibility into how Capital Program funds are allocated. This structure remains consistent across all stages for every project and continues to inform decisions about the long-term investments in AAPS facilities overall.