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  6. Sample of Alteration/Renovation of an Existing Facility Budget Narrative

Sample of Alteration/Renovation of an Existing Facility Budget Narrative

Organization Name: HP Clinic (HPC)
Project Type: Alteration/Renovation of an Existing Facility
Project Name: Renovation of HPC
Total CPF/CDS Funding Request = $490,000
Total Project Cost = $1,331,500

HP Clinic (HPC) proposes altering and renovating the service delivery site at the HPC West End Health Center.

The project includes renovating 4,920 square feet of the building. We’ll reconfigure the space to provide a more controlled waiting area with better circulation and improved access to exam rooms, laboratory space, and patient services.

The work will include converting an existing meeting room into five additional exam rooms to support in-person and telehealth visits. This will increase health center capacity and expand the existing laboratory space.

Additionally, we’ll

  • Purchase a generator to power critical equipment
  • Re-paint the spaces
  • Replace the lighting with energy efficient lighting
  • Replace the siding and roof with a material that needs less maintenance and increases the R-Factor
  • Purchase clinical and non-clinical equipment

Renovations should begin within 30 days of receiving local approvals. We’ll complete renovations within 12 months after work begins.

The HPC West End renovation project costs $1,331,500. This Community Project Funding/Congressionally Directed Spending (CPF/CDS) application requests $490,000 to cover a portion of the renovation and equipment costs. We’ll use private contributions to pay the balance of the project costs.

  Allowable Costs—CPF/CDS Unallowable Costs
Line 1— Administrative and legal expenses

$27,000 to pay HPC’s administrative staff costs directly related to this project.

Total: = $27,000


Line 2—Land, structures, right- of-way, appraisals, etc.

HPC owns the current facility. No additional land is required for this project.


Line 3—Relocation expenses and payments

Although we’ll require temporary relocation for this project, we don’t anticipate costs for this classification.


Line 4— Architectural and engineering fees

$84,500 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: $84,500


Line 5—Other architectural and engineering fees

Don’t anticipate other architectural or engineering fees for this project


Line 6—Project inspection fees

$7,500 for project inspection fees. We’ll ensure inspections will align with the local Department of Public Works standard and building codes.

Total: $7,500


Line 7—Site work

$12,500 for exterior site work for renovation of the curb/sidewalk to include handicap accessibility.

Total: $12,500


Line 8—Demolition and removal

$12,000 for removal and disposal of interior partitions and materials in the interior of the existing building.

Total: $12,000

$1,500 for abatement of asbestos insulation on existing steam pipes in ceiling.

Total: $1,500

Line 9— Alteration/ Renovation (Construction)

$1,106,900 to renovate 4,920 square feet of existing space.

We came to this renovation cost by using the following cost breakdown:

  • Structural ($28,000)
  • General construction ($896,500)
  • Mechanical ($98,000)
  • Electrical ($84,400)

The structural cost of $28,000 includes: creating openings in the existing interior walls, wall bracing, supports and minor modifications to the existing structure.

The general construction cost of $896,500 includes: concrete patching work for plumbing; metals (aluminum railings and handrails); woods and plastic (cabinets & casework, shelving, table counter tops); doors and interior windows (metal windows, aluminum doors and frames, high moisture frames, wood doors, door hardware, exterior window shutters, pass and observation window, glazing-laminate exterior); and finishes (ceiling suspension, gypsum board wall partitions) on metal framing, ceramic tiles, seamless, poured-in-place flooring with integrated wall base and accessories, and painting new and existing partitions with easily cleaned paint. In addition, we’ll replace the siding and roof with a high R-factor material that requires less maintenance.

The mechanical cost of $98,000 covers: water, sewer, and piping systems (plumbing fixtures and equipment – lavatory, water closet, sinks, electric water heater); hot and cold water and piping insulation; oxygen piping lines and accessories; replacing HVAC air filters with new HEPA filters; the HVAC ducts will have added insulation, and fire protection system (fire sprinkler system – steel piping, sprinkler heads, steel hose, and inspector test valve).

The electrical cost of $84,400 includes: lighting system (PVC conduit, EMT conduit, lighting fixtures and wiring, light switches and lighting control, wall outlets and wiring); communication system (PVC conduit, EMT, security alarm conduit system); and fire sprinkler system (fire alarm cable, fire alarm heat detector, fire alarm control panel) and an emergency generator system. The lighting system will be on a motion sensing device, and we’ll replace the bulbs with LED bulbs.


Line 10— Equipment

$25,000 for clinical equipment;

$11,000 for non-clinical items. See itemized equipment list for additional information.

Total: $36,000 (moveable equipment only; installed equipment items are included in Line 9—Construction costs)


Line 11— Miscellaneous




(Allowable and Unallowable Costs)

$1,286,400 total allowable costs
(Sum of Lines 1 through 11)

$1,500 total unallowable costs

(Sum of Lines 1 through 11)

Line 13— Contingencies

$43,600, which is less than 5% of the sum of Lines, 7, 8, and 9.



$1,330,000 total allowable costs
(Sum of Lines 12 and 13)

$1,500 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)

Line 17— GRANT funding requested

(Note: round to the nearest whole dollar amount)


SEE APPENDIX B: Allowable and Unallowable Costs in the guidance documents.

Date Last Reviewed: