Construction
AFTER FINAL APPROVAL OF P'S & S'S, PREPARE APPLICATION TO OPC FOR SRF CONSTRUCTION FUNDS. (See Design & Loan Application - SRF)
(Do) Set bid date after receiving and execution of loan offer acceptable to all parties (User Charge has been approved) -- Within 90 days of the execution loan offer (Contract Left Hand Side of OPC File)
(Do) Advertisements & letters to bidders - Prepare advertisement & have published (last day of the advertisement - 16 working days before bid date - 2 times before bid date, one week apart, on large jobs; following Mississippi State Statutes (Minimum) - arrange for proof of publication @ bid opening
(Send certificate & 4 MBE's and 4 WBE's - Certified/Return Receipt - See the list previous SRF Project)
If the Clerk wants to do the advertisement and she wants to send the advertisement to the Procurement Center, let her. She is the one that is supposed to do it by law anyway.
Write letters to contractors enclosing a copy of the Advertisement for Bids (Send copy to the MS Contract Procurement Center - Biloxi) - Same day as we send it to the newspaper.
One week before the bid opening write the Owner confirming bid date with cc: Attorney, OPC and Alderman
There will be a Pre-Bid Conference on ALL SRF Projects. When it has been set, mail letter stating date & information to each contractor when their Plans & Specifications are mailed to them. (Send the Notice of the Pre-Bid Conference to the MBE's and WBE's that the advertisement was sent to.)
Write OPC advising them of Pre-Bid Conference
Hold Pre-Bid Conference - get record of who attended (Have an outline ready for Engineer to use during the conference. Have this ready the day before the Pre-Bid Conference.)
We have 30 days after the final inspection (Office of Pollution Control's) to get all bills to the OPC for reimbursement.
On the final estimate, after "wash-out" (Only SRF Projects) or summary change order is prepared, the same procedure is followed with the exception that they must be approved by the federal agency before submitting for payment.
By 50% completion of the project, send in the O&M manual draft. By 90°/o completion of the project, send in the modified user charge. We are required to check and approve monthly estimates from all prime contractors on the project. The estimates should be arranged to show separately OPC eligible and non-eligible work. (Breakdown sheet - Tena does this) Send estimate to OPC. However, a copy of all estimates must be available for OPC inspection at any time and the current estimates must be submitted for the first payment request and when construction is 50%, 80% and 90% complete. All loan payments are subject to audit.
When the project is complete, the Owner MUST execute the Certification of Compliance for the Department of the Army Permit. Once the certification is executed return it to the Department of the Army at the following address:
(See Example on Page 101)