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Sample of Construction/Expansion of Existing Facility Budget Narrative

Organization Name: Family Medical Center (FMC)
Project Type: Construction/Expansion of an Existing Facility
Project Name: Expansion of Family Medical Center
Total CPF/CDS Funding Request = $490,000
Total Project Cost = $1,303,100

Our proposed Community Project Funding/Congressionally Directed Spending (CPF/CDS) project will renovate 1,400 square feet within the existing health center. It will include a 4,700 square foot addition.

Additionally, we will:

  • Reconfigure space to provide a more controlled waiting area with better circulation and improved access to the exam rooms, records rooms, and patient services.
  • Renovate the restrooms to comply with requirements of the Americans with Disabilities Act and local building codes.
  • Add examination rooms, offices, health care support functions, communications, and mechanical spaces.
  • Replace the roof above the existing main building.
  • Install an FMC sign at the facility entrance.
  • Purchase moveable medical and office equipment.

The project will result in a larger and better organized facility, well suited to delivering services to our patients.

The FMC project cost is $1,303,100. With this application, we’re requesting $490,000 to support construction and equipment cost. FMC will pay the balance of $813,100.

The project will begin within 30 days of award. We’ll ensure it’s complete and occupied by August 2025.

Line Number Allowable Costs—ARP-Capital Unallowable Costs
Line 1—Administrative and legal expenses

$13,600 for a portion of FMC’s staff/project manager (work related to the construction project).

$29,500 for environmental analysis and costs associated with evaluation of the environmental effects of proposed activities and producing an Environmental Statement to the local authorities.

Total administrative cost: $43,100

Line 2—Land, structures, right- of-way, appraisals, etc. FMC owns the facility. We don’t need additional land for this project.  
Line 3—Relocation expenses and payments Although this project requires temporary relocation, we don’t anticipate any costs.  
Line 4—Architectural and engineering fees


  • Mechanical and electrical design
  • Bid renovation/construction documents (plans and specifications)
  • Help during the construction bidding (answer contractor questions)

Total architectural and engineering fees: $139,000

Line 5—Other architectural and engineering fees Don’t anticipate any  
Line 6—Project inspection fees


  • Local department of building construction inspections
  • Shop drawing and submittal review
  • Contractor payment certification
  • Final construction inspection
  • Project close out
  • Fees for topographic survey
  • Soil/foundation investigation

Total = $12,000

Line 7—Site work


  • Tree removal
  • Grading
  • Earthwork
  • Exterior improvements
  • Seeding of disturbed areas
  • Connection to underground utilities

Total: $75,000

$5,000 for ornamental
landscaping at the building
Line 8—Demolition and removal

Includes removing:

  • A portion of the exterior wall and window, roof, and portions of the existing partitions
  • 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)
  • Electrical ($34,400)

The master format divisions costs are:

$75,373 total general requirements
General (Cover the full scope of the project work):

  • Safety
  • Operations and storage areas
  • Use of utilities
  • Environmental controls

$687,786 total facility construction

  • Concrete (e.g., footings)
  • Masonry (e.g., concrete block and brick work)
  • Metals (e.g., steel framing)
  • Wood, plastics, and composites (e.g., house framing)
  • Thermal and moisture protection (e.g., insulation and water barriers)
  • Openings (e.g., doors, windows, and louvers)
  • Finishes
  • Building specialties
  • Installed equipment

$48,106 total facility services

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

$23,735 total process equipment

  • Water and wastewater equipment
  • Electrical power generation

$5,000 total other project costs

  • 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

$14,000 to procure three exam tables for the exam rooms at $2,000 each (3 x $2,000=$6,000) and two beds with wheels height adjustment at $4,000 each (2 x $4,000=$8,000) for the isolation rooms.

$20,000 to purchase office equipment:

  • Three desks at $1,000 ($3,000)
  • Six computers (4GB RAM, 160 GB HD, 22" monitor, Intel Core Duo 2 Processor) at $2,500 each ($15,000) for each of the new exam rooms
  • 12 chairs (i.e., 12 chairs for the waiting room and four chairs for the offices) (16 x $125=$2,000)

Total = $34,000

Line 11—Miscellaneous Don’t anticipate any  
(Allowable and Unallowable Costs)
$1,223,100 total allowable costs
(Sum of Lines 12 through 13)
$35,000 total unallowable costs
(Sum of Lines 12 through 13)
Line 13—Contingencies $45,000, which is less than 5% of the sum of Lines, 7, 8, and 9.  
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 Doesn't apply  
(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 B: Allowable and Unallowable Costs in the guidance documents.

Date Last Reviewed: