Oklahoma Administrative Code › Title 785 - Oklahoma Water Resources Board › Chapter 50 - Financial Assistance › Subchapter 17 - Oklahoma Dam Rehabilitation (OKDR) Grant Program Requirements and Procedures › Section 785:50-17-8 - Disbursement of funds

Current through Vol. 41, No. 20, July 1, 2024
(a)
Action
				following Board approval and prior to disbursement of funding.
(1)
Notification of approval.
Upon approval of an OKDR grant application, the Board shall furnish to the
				applicant a written notice of grant approval. The notice shall advise the
				applicant that the grant application has been formally and officially approved
				by the Board and that the grant funds approved shall be made available to the
				applicant by the Board for such purposes and upon such other terms and
				conditions as the Board may require.
(2)
Bid filing.
The applicant
				shall file with the Board an acceptable bid for completion of the proposed
				project.
(3)
Additional
				conditions prior to disbursement of grant funds.
(A) Applicant shall establish and maintain,
				in such manner as is acceptable to the Board or its staff, a federally insured
				account through which the grant proceeds shall be administered and separately
				accounted for by the applicant. Once the Board or its staff has deemed the
				proposed activities listed in the invoice are eligible for OKDR Grant funding,
				are within the approved scope of work, and meet all legal requirements, the
				Board shall deposit the grant funds into the (appropriate account). The
				applicant shall then expend funds from the account only as permitted in the
				grant agreement, Board rules, and state guidelines
(B) Unless otherwise provided and approved by
				the Board, applicant shall submit to the Board all plans, specifications, and
				engineering reports, for the project for staff approval, all of which shall be
				complete and in sufficient detail as would be required for submission of the
				project to a contractor for bidding or contracting the project.
(C) If not previously provided, applicant
				shall provide Board with a written and verified statement setting forth:
(i) the amount of funds necessary for release
				and disbursement at closing which funds are needed for initial commencement of
				the project, and
(ii) information
				reflecting the reasonable availability of and/or a commitment from all other
				revenue or funding sources needed to finance and complete the
				project.
(D) Applicant
				and Board, and all other necessary parties, shall have executed all necessary
				and incidental instruments and documents, including but not limited to a grant
				agreement.
(4)
Board action on request for increase in approved amount.
If prior
				to disbursement of the grant monies to the applicant, the project bids exceed
				the engineer's estimates or it otherwise develops that the OKDR grant amount
				approved by the Board, when combined with any other sources of funding, will be
				insufficient to complete the approved project, then the applicant may file a
				written request:
(A) to amend the scope of
				the approved project in a manner consistent with (a)(5) of this Section;
				or
(B) decline funding and withdraw
				its application for the current fiscal year and request that the Board
				reconsider the application with an increased OKDR grant amount during the
				following fiscal year. The request for an increased OKDR grant amount shall be
				treated as a new application on its own merits; provided, the original
				application shall not be counted for purposes of the previous grant assistance
				portion of the priority point determination.
(5)
Board action on request for change
				in scope of approved project.
If prior to disbursement of the grant
				monies to the applicant, it develops that the applicant wishes to change the
				scope of the project from that approved by the Board, then the applicant may
				file a written request for approval of such a change. If the Board staff
				determines that the change is reasonably and in all material aspects within the
				scope of the project description approved by the Board, then the staff shall be
				authorized to approve such requested change. If the Board staff determines that
				the change is not in all material respects within the scope of the project
				description approved by the Board, then such a request shall be presented to
				the Board for action. Provided, however, the Board shall not approve a change
				in scope of project if the change, if considered as part of the original
				application, would have resulted in a lower priority point determination on the
				application.