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DRINKING WATER SYSTEMS IMPROVEMENTS REVOLVING LOAN FUND PROGRAM FINAL REGULATIONS DRAFT AMENDMENT - JUNE 2016 PRESENTED TO THE BOARD FOR ADOPTION - PDF
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1 DRINKING WATER SYSTEMS IMPROVEMENTS REVOLVING LOAN FUND PROGRAM FINAL REGULATIONS DRAFT AMENDMENT - JUNE 2016 PRESENTED TO THE BOARD FOR ADOPTION April 22, 2016 LOCAL GOVERNMENTS AND RURAL WATER SYSTEMS IMPROVEMENTS BOARD P. O. BOX 1700, SUITE U232 JACKSON, MISSISSIPPI PHONE 601/ FAX 601/
2 Title 33: Public Health - Local Governments and Rural Water Systems Improvements Board Part 2: Drinking Water Systems Improvements Revolving Loan Fund Program Regulations TABLE OF CONTENTS I. INTRODUCTORY PROVISIONS 4 Page Subchapter 1 Scope of Regulations 4 Subchapter 2 Effective Date of Regulations 4 Subchapter 3 Definitions 4 II. PROGRAM REQUIREMENTS 6 Subchapter 1 Eligible Applicant Determination 6 Subchapter 2 Obligation Period 6 Subchapter 3 Reserves 7 Subchapter 4 Public Comment and Review 7 Subchapter 5 DWSIRLF Uses 7 Subchapter 6 State Capitalization Grant Application 8 Subchapter 7 Federal Requirements 8 Subchapter 8 Intended Use Plan 8 Subchapter 9 DWSIRLF Financing 8 Subchapter 10 Responsibility 9 Subchapter 11 Other Approvals 9 III. PROJECT REQUIREMENTS 9 Subchapter 1 Project Requirements 9 Subchapter 2 Facilities Planning 9 (1) Preplanning Guidance and Conference 9 (2) Contents of a Facilities Plan 10 (3) Environmental Review Process 10 (4) Submittal of Facilities Plan 10 (5) Approval of Facilities Plan 10 Subchapter 3 Application for DWSIRLF Loan 11 (1) Preapplication Guidance and Conference 11 (2) Contents of Application 11 (3) Submittal of Application 12 Subchapter 4 Offer of DWSIRLF Loan 12 Subchapter 5 Engineering Design 12 (1) Predesign Guidance and Conference 12 (2) Plans, Specifications and Contract Documents 12 (3) Submittal of Plans, Specifications, Contract Documents and Related 13 Items (4) Approval of Plans, Specifications and Contract Documents 14 Subchapter 6 Construction Bidding and Loan Amendment 14 2
3 Subchapter 7 Construction 15 (1) Awarding Construction Contracts and Preconstruction Conference 15 (2) Observation During Construction 16 (3) Observation of Materials and Equipment 17 (4) Construction Deficiencies 17 (5) Change Orders 18 (6) Contractor Bankruptcy or Default 18 (7) Construction Phase Submittals, Approvals and Actions 19 Subchapter 8 Post Construction Phase 20 Subchapter 9 Payments to DWSIRLF Loan Recipients 21 Subchapter 10 DWSIRLF Loan Repayment Requirements 23 APPENDICES A. Determination of Eligible and Allowable Costs 25 B. Recommended Allowances for Facilities Planning, Design and Construction 37 Phase Professional Services C. Environmental Review Process 43 D. Procurement Requirements for DWSIRLF Loan Recipients 47 E. DWSIRLF MBE/WBE Requirements 48 F. Debarment and Suspension 49 G. DWSIRLF Disputes Procedures 50 H. Cross-Cutting Federal Laws and Authorities 51 I. Waste, Fraud and Abuse 53 J. DWSIRLF Loan Recipient Accounting and Auditing Requirements 54 K. Intergovernmental Review Process 55 L. DWSIRLF Procurement Protest Procedures 57 M. Related State Laws and Regulations 58 N. NPDES and Siting Criteria Regulations 59 O. Loan Recipient/Contractor Claims and Disputes 60 3
4 Title 33: Public Health - Local Governments and Rural Water Systems Improvements Board Part 2: Drinking Water Systems Improvements Revolving Loan Fund Program Regulations Part 2 Chapter 1: Introductory Provisions Subchapter 1: Scope of Regulations. Rule These regulations, adopted pursuant to Section , Mississippi Code of 1972, as amended, shall govern the Local Governments and Rural Drinking Water Systems Improvements Revolving Loan Fund (DWSIRLF) Program. These regulations may be superseded by the loan agreement, when a variance or exception is made by the Local Governments and Rural Drinking Water Systems Improvements Board (Board) and when not in conflict with any state or federal laws or executive orders. Source: Miss. Code Ann Subchapter 2: Effective Date of Regulations. Rule These amended regulations are effective March 13, 2009 September 1, Source: Miss. Code Ann Subchapter 3: Definitions. Rule The following words and terms, when used in these regulations, will have the following meanings, unless the context clearly indicates otherwise: 1. Act - The Local Governments and Rural Water Systems Improvements Revolving Loan Program Act, Section , Mississippi Code of 1972, as amended. 2. Allowable Costs - Those project costs that are eligible, reasonable, necessary, allocable to the project, within the established project scope and budget, in conformance with the DWSIRLF regulations and approved by the Mississippi State Department of Health (Department). 3. Authorized Representative - The signatory agent of the applicant authorized and directed by the applicant's governing body to make application for assistance and to sign documents, on behalf of the applicant, required to undertake and complete the project. The signatory agent must be a member, or an employee of the applicant's governing body, and may not be under a separate contract with the applicant at any time during the execution of the project. 4. Binding Commitment - A DWSIRLF loan offer, as described in these regulations. 5. Board - The Local Governments and Rural Water Systems Improvements Board. 6. Change Order - The documents executed by the loan recipient and the construction contractor, upon recommendation of the registered engineer if required by the contract documents, authorizing a change, alteration, or variance in the plans, specifications, and contract documents, including, but not limited to, additions or deletions of work to be 4
5 performed pursuant to the contract or a change in costs or time for work performed pursuant to the contract. 7. Construction - Any one or more of the following: erection, building, acquisition, alteration, remodeling, improvement or extension of drinking water systems. 8. Department - Mississippi State Department of Health and staff, and their designated representatives. 9. DWSELF - The Drinking Water Systems Emergency Loan Fund. 10. DWSIRLF - The Drinking Water Systems Improvements Revolving Loan Fund. 11. Eligible Applicant - A county, incorporated municipality, district or other water organization that has been granted tax exempt status under either federal or state law, which has the authority to collect, treat, store and distribute piped water for human consumption, has the authority under state law to receive DWSIRLF loan assistance, and has the ability to comply with these regulations and the requirements of the loan agreement. 12. Eligible Cost - Eligible costs are those costs in which DWSIRLF loan participation is authorized pursuant to applicable statute. 13. Financial Assistance - Loans by the Board from the DWSIRLF. 14. Improvements - Making improvements to drinking water systems, including construction of new drinking water systems or repair of existing drinking water systems. 15. Loan Agreement - An agreement between the Board and the loan recipient through which the Board provides DWSIRLF funds for eligible assistance and the recipient promises to repay the principal sum and interest back to the DWSIRLF over a period and at an interest rate established in the loan agreement. 16. Loan Applicant - A county, incorporated municipality, district, or other water organization that makes application for assistance from the DWSIRLF program. 17. Loan Recipient - A county, incorporated municipality, district, or other water organization that receives a loan from the DWSIRLF program. 18. May - whenever used in the context of an action to be taken by the loan applicant/ recipient the word will be interpreted as optional but is not mandatory. 19. May Not - whenever used in the context of an action by the loan applicant/recipient such action is prohibited by these regulations. 20. Must - whenever used in the context of an action to be taken by the loan applicant/recipient the word will be interpreted as mandatory. 21. PWSS - Public Water System Supervision. 22.Plans, Specifications and Contract Documents - The engineering description of the project including engineering drawings, maps, technical specifications, design reports and construction contract documents in sufficient detail to allow contractors to bid on and construct the work. 23. Priority System - The criteria established in the Board's Intended Use Plans (IUP) for scheduling and ranking projects for which DWSIRLF loan assistance is requested. 24. Project - The scope of work for which assistance is offered under the DWSIRLF. 25. Project Completion - The date of the final construction observation as performed by the Department for the purpose of an allowability determination. 26. Protest - A written complaint to the loan recipient concerning the loan recipient's solicitation or award of a contract. The protest must be filed with the loan recipient by a 5
6 party with a direct financial interest adversely affected by a loan recipient's procurement action. 27. Public Water System (PWS) - A system for the provision to the public of piped water for human consumption, if such a system has at least fifteen service connections or regularly serves at least twenty-five individuals. This includes any collection, treatment, storage and distribution facilities under the control of the operator of a PWS or used primarily in connection with a PWS. 28. Rate Structure - Will have the same meaning as User Charge System. 29. Registered Engineer - The engineer, registered by the Mississippi State Board of Registration for Professional Engineers and Land Surveyors, retained or employed by the loan recipient to provide professional engineering services during the planning, design, and/or construction of the project. 30. Repayment - Principal and interest payments on DWSIRLF loans which must be credited directly to the DWSIRLF. 31. Revolving Fund - The Local Governments and Rural Water Systems Improvements Revolving Loan Fund, created pursuant to Section (2)(a), Mississippi Code of 1972, as amended. 32. SDWA - The federal Safe Drinking Water Act, and any subsequent amendments. 33. Unilateral Change Orders - Change Orders executed only by the loan recipient and identified as such, in accordance with the contract documents. 34. User Charge System - The system by which the loan recipient charges users of the water system rates that produce adequate revenues required for operation, maintenance, replacement of major equipment, retirement of existing debt and repayment of the DWSIRLF loan for the project and must identify the dedicated source of funds, the basis of payment, and user charges for each user class. 35. Water System Viability Analysis - A managerial, operational, financial and technical analysis of a water system to determine whether the system has the capability to reliably meet performance requirements and financial obligations on a long term basis. 36. Will - Whenever used in the context of an action by the loan applicant/recipient the word will is to be interpreted as mandatory. Source: Miss. Code Ann Part 2 Chapter 2: PROGRAM REQUIREMENTS Subchapter 1: Eligible Applicant Determination. Rule To be eligible for financial assistance, an applicant must meet the definition of an eligible applicant as described in Section I.C.(12) of these regulations, as determined by the Department. Subchapter 2: Obligation Period. 6
7 Rule Federal funds allotted to the State will be available for obligation for a period of one year after the close of the federal fiscal year for which the funds are authorized, or as otherwise established by federal law. Subchapter 3: Reserves. Rule A percentage or amount of the State's Drinking Water SRF Federal Capitalization Grant will be reserved each fiscal year for administration of the fund consistent with the Act and state law. Other reserves as established under the SDWA will also be established. Subchapter 4: Public Comment and Review. Rule In accordance with the Act, the Board will provide for public comment and review and may take into consideration any comments prior to adoption of the annual Intended Use Plan, including the Priority List and the Priority System. After adoption by the Board, modification to these documents may be adopted by the Board as provided for in the Intended Use Plan without further public comment and review. Subchapter 5: DWSIRLF Uses. Rule The DWSIRLF may be used for the following purposes, subject to the intended use plan for a given fiscal year. 1. To make loans on the conditions that: a. Such loans are made at or below market interest rates, at terms not to exceed 20 years after project completion, or as otherwise allowed by the SDWA; b. Monthly principal and interest repayments will commence as further described in Section III.I. of these regulations; c. The recipient of a loan must establish a dedicated source of revenue for repayment of loans; and d. The fund will be credited with all payments of principal and interest on all loans. 2. For the reasonable costs of administering the DWSIRLF program and conducting activities under this Act, subject to any limitations established in the SDWA; 3. For other uses as allowed under the SDWA; and 4. To earn interest on fund accounts. Subchapter 6: State Capitalization Grant Application. 7
8 Rule After the Board adopts each annual Intended Use Plan, including the Priority System and Priority List, the State Health Officer or his designee will submit these items with an application for any available federal Drinking Water State Revolving Fund Capitalization Grant. Subchapter 7: Federal Requirements. Rule All projects which receive loan assistance from the DWSIRLF must meet the requirements of the SDWA, the cross-cutting laws and authorities specified in Appendix H, and all related implementing regulations. The Department may establish state procedures acceptable to EPA. Subchapter 8: Intended Use Plan. Rule The Board will prepare an annual Intended Use Plan (IUP), which describes how the Board intends to use DWSIRLF program funds to support the overall goals of the DWSIRLF program, in accordance with the federal requirements found in 40CFR Part 35, Subpart L, Section The Board will seek public review and comments during the development of this IUP and will take all comments received into consideration before adoption of the final IUP. Subchapter 9: DWSIRLF Financing. Rule The DWSIRLF has been established to provide low interest loans to assist and encourage communities to make improvements to their drinking water systems. Conditions of these loans are itemized in Section II.E.(1) of these regulations. Basic DWSIRLF financing requirements are as follows: 1. DWSIRLF loans may be limited at the discretion of the Board based on funds availability or as otherwise stated under state law. 2. The applicant's project must be on the fundable or planning portion of the current year's Priority List. 3. Terms of any DWSIRLF assistance will be as established in the Intended Use Plan IUP for the projects to be funded in each fiscal year and will be further established in the loan agreement. 4. The applicant must comply with the requirements of the SDWA and all applicable state and federal laws, requirements and regulations. 5. The applicant must establish a dedicated source of funds for repayment of the loan. 6. The applicant must not be in violation of any provision of a previously awarded DWSIRLF or DWSELF loan agreement or any other loan agreement. 7. As determined by the Department, the applicant has complied or will comply with any technical assistance recommendations provided by the Department. 8
9 8. Except for program administration expenses, funds will not be disbursed from the DWSIRLF until a loan recipient has entered into a loan agreement with the Board. Subchapter 10: Responsibility. Rule The applicant/loan recipient is responsible for the proper planning, design, construction, operation, maintenance, replacement, performance, and fiscal integrity of the project. The Department's approval of any document does not relieve the applicant/loan recipient or any others of any liabilities or responsibilities. Department approval of any document is for loan eligibility/allowability purposes only and does not establish or convey any such liability or responsibility. Subchapter 11: Other Approvals. Rule The applicant (or loan recipient) must obtain approval of all necessary documents from each state, local, and federal agency having jurisdiction over or funding in the project, if so required by that agency. Part 2 Chapter 3: Project Requirements Subchapter 1 Project Requirement Rule All drinking water system projects funded by the DWSIRLF must comply with the following requirements. Subchapter 2: Facilities Planning. Rule Preplanning Guidance and Conference. The Department will provide facilities planning guidance to the loan applicant/recipient and/or its registered engineer, who may request a preplanning conference with the Department. Rule Contents of a Facilities Plan All facilities plans must contain that information described in the Department's guidance for DWSIRLF facilities plans, including updates, and as may be required by Department pursuant to 9
10 review of the facilities plan. The facilities plan must also be prepared in accordance with Appendices A, C, H, I, K, M, and N of these regulations. The facilities plan must also include a financial capability summary in accordance with Departmental guidance and must demonstrate that there are no proposed eligible costs that could be avoided or significantly reduced by appropriate consolidation of that public water system with any other public water system. Should an applicant desire to omit or modify a portion of the facilities plan as required by the Department's guidance for DWSIRLF facilities plans, approval by the Department of such omission or modification must be obtained prior to completion and submission of the facilities plan. The facilities plan must bear the seal of the registered engineer responsible for preparation of this document. The loan applicant is required to hold a public hearing on the facilities plan. A notice for the hearing must be published in an appropriate local newspaper at least 30 days prior to the hearing date, and the plan shall be available for public review during this period. Topics to be discussed at the hearing include the facilities to be built, why they are needed, where they will be built, how much they will cost, the average monthly user charge, and the environmental impact. If a project change is significant enough to require a Finding of No Significant Impact (FONSI) amendment, a new public hearing may be required. Rule Environmental Review Process Prior to approval of the facilities plan, the Department will complete the appropriate portions of the environmental review procedure described in Appendix C of these regulations, based upon the evaluation of environmental impacts of the selected alternative as described in the facilities plan. Rule Submittal of Facilities Plan. By the date specified in the Priority System the applicant must submit the complete facilities plan to the Department for its review and approval. Rule Approval of Facilities Plan. The Department will approve the facilities plan after completing the appropriate environmental review procedure and after determining that all facilities planning requirements have been met and are approvable. Subchapter 3: Application for DWSIRLF Loan. 10
11 Rule Pre-application Guidance and Conference. The Department will provide a loan application package to the potential loan applicant and/or its registered engineer. The potential loan applicant and/or its registered engineer may request a preapplication conference with the Department as early in the application process as practical. Rule Contents of Applications All documents listed below must be complete and approvable when submitted to the Department. When forms are provided by the Department, these forms must be used, and they may not be altered. The DWSIRLF loan application may request assistance only for costs that are allowable in accordance with Appendices A and B of these regulations and may include a construction contingency, as determined by the Department, in the project budget. The application must include a Project Cost Breakdown. A complete application package must conform to these regulations, including all Appendices, and must include the following: 1. A complete DWSIRLF loan application form with original signature. 2. A draft user charge system and ordinance/corporate resolution. 3. All proposed or executed contracts for bidding and construction phase professional services. 4. A procurement certification from the loan applicant and the loan applicant's legal counsel. 5. A financial capability summary using the most recent cost estimates, if different from planning estimates. 6. Completion of the intergovernmental review process as described in Appendix K of these regulations and the final approval letter from the State Clearinghouse. 7. A legal certification from the loan applicant and the loan applicant's legal counsel. 8. A certified copy of a resolution by the loan applicant's governing body which 1) authorizes the submission of the application and 2) designates an authorized representative or office to make application for assistance and to sign documents on behalf of the applicant, is required to undertake and complete the project. 9. A copy of all existing or proposed interlocal agreements related to this project, if applicable. Such agreements must be executed by all appropriate parties and must be approved by the Department prior to loan offer. 10. A certification regarding debarment, suspension and other responsibility matters, in accordance with Appendix F of these regulations. 11. Documentation of its tax exempt status under either federal or state law, if the loan applicant is a water organization other than a county, incorporated municipality, or district. 12. An Internal Revenue Service Form W All waste disposal permit applications, if applicable. 14. All other forms, documents, and supporting information required by the Department. 11
12 Rule Submittal of application. By the date specified in the Priority System the applicant must submit the application to the Department. Subchapter 4: Offer of DWSIRLF Loan. Rule Upon determination by the Department that (a) all applicable requirements of the DWSIRLF loan application have been met, (b) the facilities plan has been approved, (c) the project is on the current year s priority list, and (d) funds are available for the amount of the DWSIRLF loan application, the Board Chairman or his designee will execute and transmit a DWSIRLF loan offer to the loan recipient. In addition to the estimated allowable project costs as described in Appendices A and B of these regulations, the loan offer may include a construction contingency, as determined by the Department, in the project budget. Rule Upon receipt of the DWSIRLF loan offer, the loan recipient must completely execute and return it to the Department within the time frame established in the DWSIRLF loan offer. The loan offer becomes void if not executed and returned within the time frame specified, unless extended by the Board Chairman or his designee. Subchapter 5: Engineering Design. Rule Predesign Guidance and Conference. The Department will provide design guidance to the loan applicant/recipient and/or its registered engineer, who may request a pre-design conference with the Department. Rule 3.5.2: Plans, Specifications and Contract Documents General Requirements. 1. Plans, specifications, and contract documents must be prepared for all appropriate elements of the project. These documents must conform to Department requirements, to Appendices A, C, D, E, F, H, I, J, K, L, M, N, and O of these regulations, and to the requirements of the most recent version of the Departmental document "Recommended Minimum Design Criteria For Community Water Supplies," and "Guidance for the Design of DWSIRLF Funded Drinking Water Facilities," or their successor(s). Other 12
13 recognized engineering publications may be used for unit processes or technologies not described therein. 2. Plans, specifications, and contract documents must also conform to such contract language, conditions, and forms as may be required by the Department. The plans, specifications, and contract documents must bear the seal of the registered engineer responsible for preparation of these documents Contents. In addition to the above, the plans, specifications, and contract documents must contain the following: 1. Provisions assuring compliance with these regulations and all relevant federal and state laws. 2. Forms by which the bid bond, performance bond and payment bonds will be provided. 3. A contractor's assurance which must warrant compliance by the contractor with all applicable federal laws and regulations and all laws of the State of Mississippi and all regulations and published policies of the Board. 4. Provisions providing for the applicant to retain a certain percentage of the progress payments otherwise due to the contractor, in accordance with state law. 5. Provisions requiring the contractor to obtain and maintain the appropriate insurance coverage. 6. Provisions giving authorized representatives of the Department access to all such construction activities, books, records, documents and other evidence of the contractor for the purpose of inspection, audit and copying during normal business and/or working hours. 7. Provisions for compliance with the Disadvantaged Business Enterprise (DBE) MBE/WBE requirements as described in Appendix E of these regulations. 8. Provisions for change orders. 9. Those conditions, specifications, and other provisions set forth or required by the Department. 10. Provisions for liquidated damages. 11. Provisions including water meters on new distribution systems. 12. When so required by federal law or regulation, provisions mandating the purchase of American-made equipment and products Submittal of Plans, Specifications, Contract Documents and Related Items. By the dates specified in the loan agreement, the recipient must submit the following items to the Department: 1. Complete plans, specifications and contract documents. 2. A copy of the issued National Pollutant Discharge Elimination System (NPDES) permit or the state operating permit, if required. 3. A copy of the issued solid waste disposal permit, if required. 13
14 4. Written waivers from all adjoining property owners when it is not possible to provide required buffer zones, if the project includes drinking water sludge treatment facilities, in accordance with Appendix N. 5. For all loan eligible real property, completion of the appropriate requirements of The Uniform Act as implemented by federal regulation 49 CFR Part (a)(1) and (2) as applicable, an appraisal (as set forth in the Board s land acquisition guidance documents), and a written request to the Department for approval of the purchase price of all loan eligible real property. Prior to advertisement for construction bids, the loan recipient must secure approval of the purchase price by the Department, must complete purchase of all loan eligible real property and easements, and must submit clear title certificates from the loan recipient and title counsel for all such loan eligible property Approval of Plans, Specifications and Contract Documents. The Department will approve the plans, specifications, and contract documents upon determining that these documents: 1. Appear to conform to the requirements of these regulations, 2. Appear to be approvable pursuant to a technical review by the Department, and 3. Appear to be consistent with the approved facilities planning documents and environmental determinations required by these regulations. Subchapter 6: Construction Bidding and Loan Amendment. Rule Within the time frame established in the loan agreement, the loan recipient must 1. Secure Department approval of the plans, specifications and contract documents. 2. For all loan ineligible real property and easements (including power and other utilities), complete the appropriate requirements of the federal Uniform Relocation Assistance and Real Property Acquisition Policies Act (The Uniform Act) as implemented by federal regulation 49 CFR Part (a)(1) and (2) as applicable and submit certification forms from both the loan recipient and the title counsel which indicate that all such loan ineligible real property and easements for the entire project have been secured by clear title. 3. Secure all local funds necessary for the project and submit proof of such. 4. Upon completion of (a) through (c) above and issuance of any other permits or clearances required for the project, advertise the project for construction bids. All procurement actions by the loan recipient must comply with state law and these regulations. Rule Upon receipt of construction bids, the loan recipient must then submit a) the completed DBE MBE/WBE documentation as required by Appendix E of these regulations, b) the completed bid package, c) all necessary executed contracts and amendments as described in Section III.B(2)(c) of these regulations, and d) a loan agreement amendment request (consistent 14
15 with as-bid construction costs, a construction contingency as determined by the Department, and any professional services contracts and amendments) to the Department within the time frame established in the loan agreement. Rule Upon receipt of the items listed in Section III.E.(2) above, the Department will review them to determine whether any request for an increased loan amount is justified and allowable and whether funds are available. After determining that all documents are approvable, the Department will transmit to the loan recipient approval to execute the construction contracts. Rule Amended Loan Offer After receipt, review and approval of the loan agreement amendment request, the Department may prepare and transmit an amended DWSIRLF loan offer to the loan recipient. The loan offer will include in the project budget: 1. the approved as-bid amounts for construction, 2. the final allowance amounts for professional services in accordance with Appendix B of these regulations, 3. a construction contingency as determined by the Department, and 4. the original administrative fee Upon receipt of the amended DWSIRLF loan offer, the loan recipient must completely execute and return it to the Department within the timeframe established in the offer letter. After execution of the amended DWSIRLF loan offer, the DWSIRLF loan amount may not be increased except for funding of a subsequent phase of a segmented project as identified in the Intended Use Plan for a later fiscal year. Any increased project costs in excess of the amended DWSIRLF loan amount must be paid by the loan recipient from sources other than DWSIRLF loan funds. Subchapter 7: Construction. Rule Construction Awarding Construction Contracts and Preconstruction Conference. Upon receipt of the approval to execute the construction contracts and to issue the notice to proceed, the loan recipient must do so and must transmit a copy of the executed construction contracts and the notice to proceed to the Department within the time frame specified in the loan agreement. 15
16 The loan recipient will be responsible for assuring that every appropriate procedure and incidental legal requirement are observed in advertisement for bids and awarding the construction contracts. The plans, specifications, and executed contract documents must not vary from those approved by the Department The loan recipient may arrange and hold a preconstruction conference and must allow attendance and participation by the Department if such is held. Rule Observation During Construction During all times that construction work is being performed, the loan recipient must provide for full-time observation of the project by the registered engineer or his staff and must require the registered engineer's assurance that the work is being performed in a satisfactory manner in accordance with the loan agreement and the approved plans, specifications, contract documents, and approved change orders. Less than full-time observation may be allowed when approved by the loan recipient The Department is authorized to observe the building of any project at any time for compliance with the terms of the loan agreement and to determine if the loan recipient is assuring that plans, specifications and contract documents are being followed. Such observation will not subject the Department to any legal action for claims, damages or any other liability. Also, such observation will not release the contractor from any obligation to perform the work in accordance with the requirements of the contract documents or the registered engineer from determining compliance with the requirements of the contract documents or the loan recipient from insuring compliance with the terms of the loan agreement. Rule The contractor, registered engineer, and the loan recipient must furnish the Department with every reasonable opportunity and means for determining whether the loan recipient and registered engineer are assuring that the work is in accordance with the requirements of the approved plans, specifications and contract documents. The Department is authorized to observe and require submission by the loan recipient of daily logs, full scale record drawings, file notes, and any other documents prepared by any party in relation to the DWSIRLF funded project. Rule Observation of Materials and Equipment. The Department is also authorized to observe all equipment and materials furnished, including observation of the preparation or manufacture of the equipment and materials to be used. 16
17 Rule Construction Deficiencies In the event that it appears to the Department that the loan recipient and registered engineer are not assuring that the construction work, materials, equipment or supplies are in conformity with approved plans and specifications, the Department may determine such work unallowable for DWSIRLF loan participation, unless the loan recipient takes such action, through the registered engineer if applicable, in the manner provided for in the construction contract to correct any deficiencies The Department may immediately withhold DWSIRLF loan payments for such time that it appears that the loan recipient and registered engineer are not assuring that construction work, materials, equipment or supplies are in accordance with the approved plans, specifications and contract documents, and may require the loan recipient to repay any previously paid amounts related to such work within 30 days of such notification. Rule Change Orders General. 1. In the event a determination is made by a loan recipient after a construction contract is executed that changes or modifications to the original contract are necessary or would better serve the purpose of the loan recipient, such loan recipient may, at its discretion, execute such change orders pertaining to the construction that are necessary under the circumstances, as provided in the contract documents and when in accordance with state law. 2. Change orders must not change, vary, or alter the basic purpose or effect of the project unless allowed by the Department. Change orders must be technically adequate, the costs must be necessary and reasonable, and eligible/ineligible costs must be appropriately separated Change Order Submittals. 1. After completion of the claims resolution and/or change order negotiation process between the loan recipient and the contracting party, a fully executed change order must be submitted to the Department for review and approval, in order to obtain a DWSIRLF loan eligibility/allowability determination. 2. If any change order is submitted to the Department that is not complete and fully executed by the loan recipient, the contracting party, and the registered engineer if appropriate, the Department may return such change order without review. However, unilateral change orders executed by the loan recipient, and the registered engineer if appropriate, and identified as such, that are issued in accordance with the contract documents may be submitted to the Department for review and approval, in order to obtain a DWSIRLF loan eligibility/allowability determination. 17
18 3. The loan recipient may submit a complete and fully executed change order which has been executed conditional upon a DWSIRLF loan eligibility/allowability determination by the Department. 4. All change orders must be submitted to the Department for review and approval in a timely manner. The Department may withhold payments to the loan recipient if change orders are not submitted in a timely manner. 5. If possible, approval of a change order should be secured from the Department before the work is started, particularly for change orders including time extensions as per Section III.F.(5)(d) below. Approval may also be secured after the work is started; however, the loan recipient must bear the cost if the work is determined to be ineligible or unallowable. 6. When the eligible cost of a project will be significantly reduced by a change order or change orders, the Department may issue an amendment to the loan agreement decreasing the loan amount, and the loan recipient must execute such amendment within the time frame established by the Department Department Review. In order to allow the Department to perform a technical and loan allowability review, requests for change order approvals must conform to Department guidance, requirements and regulations Time Extensions. Change orders which include time extensions exceeding 30 days beyond the original contract completion date, and/or documentation that the loan recipient is implementing all legal remedies provided in the contract documents for failure to complete construction when required, must be submitted to the Department as specified in Section III.F(7)(i) of these regulations. Justification for contract time extensions included in a change order must be prepared, but need not be submitted to the Department unless the total time extensions for the contract exceed 30 days after the original contract completion date, in which case justification for all time extensions must be submitted to the Department for an allowability determination. Rule Contractor Bankruptcy or Default. In the event of a contractor bankruptcy or default, any proposed agreements with the bonding company (other than the bonding company serving as general contractor or fully bonding another contractor acting as their agent) must be submitted for DWSIRLF loan allowability determination by the Department prior to execution. If the loan recipient determines that reaward of the construction contract or a portion thereof is necessary due to contractor bankruptcy or default, such proposed re-award contracts must be submitted for DWSIRLF loan allowability determination by the Department prior to execution. The loan recipient will be responsible for assuring that every appropriate procedure and incidental legal requirement are observed in advertising for bids or otherwise re-awarding a construction contract, if this course of action is taken. 18
19 Rule Construction Phase Submittals, Approvals, and Actions. The following submittals, approvals, and actions will be required during the construction phase of the project. The Department may establish other time frames within the loan agreement when properly justified. 1. Within 90 days after approval of plans, specifications and contract documents by the Department (1) all construction related contracts must be advertised for bids and proof of such advertisement must be submitted, (2) all local funds necessary for the project must be secured, and proof of such local funds must be submitted, and (3) clear site certificates from the loan recipient and title counsel for all real property must be submitted. 2. Within 120 days after approval of plans, specifications and contract documents by the Department, the loan recipient must open bids on all construction related contracts. 3. Within 14 days after receipt of bids, the loan recipient must submit all DBE, EEO, and related documents. 4. Within 21 days after receipt of bids for new construction, the loan recipient must submit all bid packages. 5. Within 60 days after receipt of bids, the loan recipient must execute all construction contract documents, must submit a copy of all executed contract documents, and must issue and submit a copy of the notice to proceed on all such contracts. 6. By the date initially established in the loan agreement (which is based upon approximately 50% of contract time) the loan recipient must submit (1) a completed operation and maintenance manual for all drinking water treatment facilities to be constructed in whole or in part with DWSIRLF funds and (2) a plan on how the loan recipient will insure that operators are hired and certified in accordance with state law by the date in (g) below. 7. By the date initially established in the loan agreement (which is based upon approximately 90% of contract time) the loan recipient must (1) enact the approved user charge system and ordinance/corporate resolution and submit proof of such enactment, (2) if applicable, secure approval of the operation and maintenance manual, (3) hire all operators, and (4) submit their names and submit the operator certification numbers for the operators certified in accordance with state law. 8. Within 10 days after construction completion of each construction contract, the loan recipient must notify the Department of construction completion. 9. The Department will perform a final construction observation within 30 days after the current construction contract completion date, unless further delayed by the Department pursuant to review of the loan recipient's request and justification for such delay. Should the Department decide that the construction completion is being unreasonably delayed, a final construction observation may be immediately performed by the Department. The final construction observation by the Department is only for the purpose of determining final loan allowable costs. 10. Within 30 days after the current construction contract completion date, all change orders which include time extensions exceeding 30 days beyond the original contract completion date, and/or documentation showing the loan recipient is implementing all legal remedies provided in the contract documents for failure to complete construction when required, must be submitted to the Department for an allowability determination. 19
20 11. Within 30 days after the final construction observation performed by the Department, the loan recipient must submit: final payment request; approvable summary change orders for all construction contracts; full scale record drawings with all revisions shown and noted for the entire project funded in whole or in part with DWSIRLF funds; the registered engineer's certification of compliance with plans, specifications, and contract documents; appropriate bacteriological test results; final construction phase professional services contract amendments, if any; and all other administrative forms and documents required by the loan agreement. Loan payment requests submitted after this date are not allowable, regardless of when the costs were incurred. 12 Any other submittals or actions required by the loan agreement must be performed when so required and are subject to review and approval by the Department. Subchapter 8: Post Construction Phase. Rule Following final payment of DWSIRLF loan funds to the loan recipient, or upon expiration of any deadlines established by the loan agreement or the Department, the Department or other designated parties may perform an audit of the DWSIRLF loan project for the purpose of determining compliance with the loan agreement and to determine final allowable costs, payments made to date, and any additional payments due the loan recipient or repayment due the Department. Rule Upon completion of the DWSIRLF audit (or if an audit is not performed, following final payment of DWSIRLF loan funds to the loan recipient, or upon expiration of any deadlines established by the loan agreement or the Department), the Department will transmit to the loan recipient a copy of the audit report, if performed, a final determination of allowable costs and payments due the loan recipient or repayments due the State, and a final loan agreement between the loan recipient, the Board, and, if applicable as established under state law, the State Tax Commission. Rule Unless, within 30 days after the date of the above final determination, the loan recipient submits a written appeal of the final determination, including a written justification of the reason for the appeal, and supporting documentation for any disputed costs of the final determination, the final determination of allowable costs will become the final allowable costs for purposes of DWSIRLF loan payments and the loan agreement, and the loan recipient must execute and submit the final loan agreement. 20
21 Rule Should an appeal be submitted in accordance with (3) above, the disputes procedures established in Appendix G of these regulations will be followed in order to resolve the dispute and establish the final allowable costs. Upon resolution of a dispute of the final determination, the Department will transmit to the loan recipient a revised final loan agreement. The loan recipient must execute and submit to the Department the final loan agreement within the deadline established by the Department. Rule Upon receipt of an executed final loan agreement from the loan recipient, repayment of the DWSIRLF loan will commence, or if applicable as established under state law, the Department will transmit the loan agreement to the State Tax Commission for execution and return to the Department. Rule Upon such execution and return, the Department will transmit a copy to the loan recipient, and repayment of the DWSIRLF loan will commence under the terms of the executed final loan agreement. Subchapter 9: Payments to DWSIRLF Loan Recipients. Rule Payments from the DWSIRLF may be made to DWSIRLF loan recipients under the following conditions: Payments may be requested by and made only to loan recipients, in accordance with the loan agreement and the loan recipient's contracts for eligible and allowable services and construction for work performed within the project scope and budget period Payments may be requested no more often than on a monthly basis, except as required by state law or as allowed by the Department The loan recipient must deduct from all DWSIRLF payment requests the amount of funds provided or to be provided from all other state and federal agency funding sources for allowable DWSIRLF project costs Payment requests must be submitted by the loan recipient to the Department and must include the following: 1. DWSIRLF payment request form with original signature; 2. Cumulative invoices for all allowable costs for which payment is requested except for the facilities planning and design allowance as determined by Appendix B of these regulations; 3. Any other documents required by the loan agreement; 21
22 The timing of DWSIRLF payments will be as follows, provided the loan recipient is in compliance with the requirements of these regulations and all provisions of the loan agreement. 1. Upon execution of the loan agreement, 50% of the estimated planning and design allowance, as determined by Appendix B of these regulations, may be requested and paid. 2. Payments for eligible land may be requested and paid immediately after loan agreement execution, provided the Department has approved the purchase price and provided the loan recipient has submitted a bona fide option to purchase. 3. Upon (1) approval of all plans, specifications, and contract documents, and (2) submittal of clear site certificates from the loan recipient and title counsel for all loan eligible and ineligible real property, the remainder of the estimated planning and design allowance may be requested and paid. 4. Upon execution and submittal of all construction contracts within the project scope and upon issuance and submittal of the notice to proceed on all such contracts, any increase between the estimated and final planning and design allowance may be requested and paid. Any overpayment will be recovered in accordance with Section III.(H)(6) of these regulations. 5. Payments for construction phase professional services allowance, as determined by Appendix B of these regulations, may be requested and paid based upon incurred allowable costs as supported by invoices in accordance with the executed contracts. Such requested payment amounts are subject to verification by the Department. No more than 95% of the total construction phase professional services allowance will be paid until the requirements of Sections III(F)(7)(h), (i), and (j) of these regulations have been met. 6. Payments for allowable construction work may be requested and paid based upon inplace work or materials and equipment delivered to the construction site, as specified in the construction contract, as supported by invoices and verified as accurate by the registered engineer and the loan recipient, less any retainage. Such requested payment amounts are subject to verification by the Department Any payments made to the loan recipient which are at any time determined by Department to be for costs not in accordance with the loan agreement, for ineligible or unallowable costs, or for costs related to waste, fraud, abuse or illegal acts under state or federal law must be repaid to the DWSIRLF fund within 30 days of such notification by the Department. Interest may be charged on such delinquent repayments after expiration of the 30-day period at a rate of ten (10) percent per annum, compounded monthly. Alternatively, the Department may withhold such amounts from subsequent payment requests. Subchapter 10: DWSIRLF Loan Repayment Requirements. Rule Interest on amounts paid to the loan recipient shall commence on the last construction contract completion date as established in the initial loan agreement for the project, or one year after the date in the initial loan agreement for issuance of the notice to proceed for the earliest construction contract, whichever occurs first. 22