WATER QUALITY PROGRAM

1
WATER QUALITY PROGRAM

• RECIPIENT GRANT AND LOAN TRAINING 2009

2
Agenda

• Loan Boilerplate Review
• Bid Process
• Progress Reports
• Payment Requests

3
Important Things to Know

• American Recovery and Reinvestment Act (ARRA)
  recipients will be given the opportunity to meet
  with Ecology staff one on one to discuss any ARRA
  specific requirement and to answer any questions.
• If you are an ARRA recipient and wish to set up a
  one on one meeting please contact Tammie McClure
  or Dave Dunn.

4
Important Dates

• Agreements must be signed by both parties no
  later than 6 months after the publication date of
  the combined Final Offer and Applicant List.
• Work on the project must begin no later than 10
  months after the publication date of the combined
  Final Offer and Applicant List.
• The project must be completed within 5 years of
  the publication date of the combined Final Offer
  and Applicant List.

5
Grant Loan Agreements
6
Loan Boilerplate Review

• General Information
• Project Budget
• Scope of Work
• Special Terms and Conditions
• Interest Rate Terms
• Attachments 1-8
• Amendments
• Closeout

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General Information

• Quick Reference to all General Information
• Project Name
• Loan Number
• Terms
• Contact Information
• Funding Type
• Increased Oversight
• Loan Security
• Project Dates (Start, IofO, Completion, Prior
  Authorization, Interim Refinance, etc.)

8
Project Budget

• Costs broken down by task
• Preferred method of tracking the budget

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Scope of Work

• Specific details of work
• Should closely follow proposal
• Timelines
• Must be able to measure progress
• Deliverables
• Plans and Specifications
• As-Builts

Yellow Book pg. 12
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Special Terms and Conditions/Interest Rate and
Terms

• Special Terms and Conditions would be anything
  that is not already covered under the agreement
  that one or both parties think important enough
  to include as part of the agreement.
• Interest Rates and Terms are determined and
  provided for in the Final Intended Use Plan and
  the Final Offer and Applicant List.

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Attachments

• Attachment 1 Opinion of Recipients Legal
  Counsel
• Attachment 2 Authorizing Ordinance or
  Resolution
• Attachment 3 Pre-award Compliance Review Report
  for All Applicants Requesting Federal Assistance
• Attachment 4 General Project Management
  Requirements

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Attachments (cont.)

• Attachment 5 Agreement Definitions
• Attachment 6 - Loan General Terms and Conditions
• Attachment 7 Post Project Assessment Survey
• Attachment 8 Estimated Loan Repayment Schedule
  (Amortization Schedule)

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Amendments

• Formal Process (requires both Ecology and
  Recipients sign off)
• Extensions submit request 3 months prior to
  expiration date
• Scope of work and budget modifications that
  effect deliverables
• Project close-out
• Informal Process

Yellow Book, pg. 13-14, 2010 Guidelines pg. 28-29
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Project Close-out

• Ecology will withhold the last 10 of a grant or
  loan until all deliverables have been approved.
• The recipient must submit final voucher and all
  required financial, performance, and other
  reports within 45 days after the
  expiration/completion date of the agreement.
• A final amendment and a final amortization
  schedule including accrued interest will be
  completed to officially close out the project.

Yellow Book, pp. 71-72
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Questions?
16
Responsibilities during Bid, Award, and Pre -
construction
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Bid process

• Specification Inserts
• follow State Procurement Laws.
• Evidence of advertisement (submit to Ecology
  Engineer)

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Award

• Bid Tabulations (submit to Ecology Engineer)
• Bid Proposal from the successful low bidder
  (submit to Ecology Engineer)
• Acknowledgement of receipt of all addenda
• Bid Bond
• Performance and Payment Bonds
• Certifications of Insurance
• Notice of Award (submit to Ecology Engineer)
• Executed contract agreement (submit to Ecology
  Engineer)

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Start of Work

• Pre-construction meeting (invite Ecology Staff)
• Construction Quality Assurance Plan (submit to
  Ecology Engineer)
• Notice to Proceed (submit to Ecology Engineer)
• Construction schedule (submit to Ecology
  Engineer)

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Construction

• Three copies of all change orders
• Copies of issued change orders
• Significant change orders must be approved
• Substantial Completion by owner
• Operation and Maintenance Manual
• Final Acceptance by owner
• Declaration of Construction Completion.
• As build drawings.

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PROGRESS REPORTS and Payment Requests
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Progress Reports

• The Progress report is
• An important tool - ensures that the progress is
  consistent with spending.
• Required at least quarterly.
• Due Jan 15, Apr 15, Jul 15, Oct 15
• Standard form is available.
• Payment requests will be held until the most
  recent progress report has been submitted.

Yellow Book, pg. 18, 2010 Guidelines pg. 33
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Progress Reports

• A progress report must contain
• Actual accomplishments compared to the objectives
  established for the period
• Any delays and reasons for the delay
• Any cost overruns and reasons for the cost
  overruns
• Measurable deliverables and
• Any additional information that may be of
  interest.

Yellow Book, pg. 18, 2010 Guidelines pg. 33
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Progress Reports

• You will find information regarding progress
  reporting in the Yellow Book and your funding
  guidelines.
• A copy of the progress report form can be found
  on our website http//www.ecy.wa.gov/programs/wq
  /funding/GrantLoanMgmtTools.html

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Payment Requests

• Required forms with all vouchers
• Signed, original A-19
• B2 and C2 forms
• Form D Contractor Participation report
  (regardless of contractor participation)
• These forms and others can be found
  http//www.ecy.wa.gov/programs/wq/funding/GrantLoa
  nMgmtTools.html

Yellow Book Appendix A, 2010 Guidelines pg. 32
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Other Forms

• Form E Monthly Time Sheet
• Form F Record of Meeting Attendance
• Form G Sales and Use Tax Report (required at
  project completion)
• Form H Conversion to Composite Hourly Billing
  Rate for Employee
• Form I Valuation of Donated Property

Yellow Book, Appendix D
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How to Fill Out a Voucher

• Start from the back and work your way forward
  beginning with the C form!
• Form C itemization for current charges

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How to Fill Out a Voucher
Dont forget to calculate the totals of each
column
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How to Fill Out a Voucher
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Questions?