A.
Bidding procedure. All applicants are required to solicit bids or
quotes from area contractors using contract documents for the project.
1 Individually administered projects.A
minimum of three competitive quotes from qualified contractors must be
obtained.
2 Town administered
projects.Sealed competitive bids are required for all contracts.An
advertisement for bids must be published in a local newspaper at least seven
(7) days before bids are opened. The bid advertisement may require separate
bids for each individual system or a single bid for multiple systems with an
individual price for each system.The contract will be awarded as follows:
(a) A separate contract for each individual
system will be drawn and payment will be a lump sum for each individual system;
or
(b) A single contract for a
group of individual systems may be drawn with payment being made as a lump sum
for construction of each individual system.
B.
Contract documents. Contract
documents must include forms such as: bid proposal; contract agreement; general
conditions; construction specifications; and construction plans. These forms
may be provided by the Department or similar forms may be used if approved by
the department.
C.
Award of
construction contracts. Prior to awarding the construction contract, the
department must be notified of the bid results to determine if the costs are
reasonable.The applicant shall award construction contracts to the lowest
bidder, provided that the contractor(s) selected have demonstrated ability to
perform this kind of work and will comply with all state laws and the contract
documents required by Section 9(B) of this chapter.
D.
State payments.
(1) Town administered projects.Payments for
eligible costs up to the limit of funding are remitted to the appropriate local
government entity as they are incurred.
(2) Individually administered
projects.Reimbursement for project costs will be made when the project is
completed and the contractor has certified that payment in full has been
received.
(3) Payment Requests.A
payment request form detailing the eligible expenses must be submitted with
appropriate documentation attached.
(a)
Copies of design invoices, construction contracts, contractor certification
form, inspection invoices, advertisement invoices and change order statements
are the usual documentation required for payment, however, the department may
require additional documentation in certain cases to determine the
appropriateness of payment.
(4) Low priority projects may be funded from
unencumbered funds after October 1 of the calendar year, unless sooner added to
the annual priority list.If unencumbered funds are not available during the
calendar year, then the reimbursement request will be held and paid if and when
funding becomes available.
