Current through Register Vol. 35, No. 18, September 24, 2024
A.
The authority shall:
(1) oversee the
procurement process;
(2) require
the use of standardized construction documents and the use of a standardized
process for change orders;
(3)
review plans and specifications for compliance with the statewide adequacy
standards and all applicable codes and regulations;
(4) coordinate all required reviews and
approvals;
(5) require standardized
reporting and use of the construction information management system (CIMS) to
monitor progress of projects;
(6)
conduct periodic on-site inspections and inspection of documents to ensure
compliance with project specifications;
(7) ensure timely payments for completed
work;
(8) on or before the
12th month following substantial completion of the
project or phase, the authority will schedule a review of all project
expenditures that apply to both the scope of work and to the statewide adequacy
standards to insure that the overall expenditures align with the match
percentages after necessary offsets and waivers as identified in the memorandum
of understanding for the project; following mutual agreement on the overall and
final financial project status, project balances will be reallocated by the
council; all council awards must be fully reconciled and reallocated no later
than eighteen (18) months after substantial completion; and
(9) maintain records for completed projects,
including warranties.
B.
Management and oversight involvement by the authority shall be either direct or
indirect, depending on the degree of qualified personnel in the district and
ability to provide proper oversight of the project. Even with respect to
responsibilities granted to the district, the authority must be consulted and
must approve the actions taken in order for the authority to authorize payment
for the work.
C. The authority
shall develop an agreement for each project defining the respective roles and
responsibilities of the authority and the district. The process shall be
defined in the district agreement and may include responsibilities for the
following, which shall be accomplished through the use of standardized
documents, procedures, and reports, the construction information management
system (CIMS), and also include review, approval and payment for completed work
at each phase.
(1) Pre-design phase:
(a) assist districts in developing initial
scope of project and budget;
(b)
assist districts in development of educational specifications where required;
and
(c) assist districts in
developing the request for proposals for design professionals where
necessary.
(2) Design
phase:
(a) prepare or assist in developing
contracts for design professionals, consultants and other required
services;
(b) final review and
approval of the various submittal phases including but not limited to; program
statement, schematic design, design development and construction documents for
completeness;
(c) periodic review
and validation of scope of work, budget, schedule, value engineering, and plans
and specifications;
(d) issue or
review invitation to bid;
(e)
assist or conduct pre-bid conference;
(f) coordinate bid opening; and
(g) review and evaluate bids.
(3) Construction phase:
(a) prepare or assist in development of
contracts for construction;
(b)
assist or conduct pre-construction conference;
(c) coordinate weekly project meeting with
architect, engineer, consultants, district personnel, contractors and
sub-contractors;
(d) provide
interface for understanding of issues, disputes, and mediation;
(e) review, approve and oversee changes to
the work; and
(f) periodic review
and validation of work to insure conformance with contract and industry
standards of quality.
(4) Project close-out:
(a) verify all work complete;
(b) coordinate operations and maintenance
training;
(c) review as-built
drawings;
(d) approve final
close-out documents;
(e) review
warranties;
(f) ensure final
acceptance by district;
(g) update
facility information management system (FIMS) for new facilities and
equipment;
(h) ensure all required
documents related to the projects are properly held and archived;
(i) ensure that one-year warranty inspections
are conducted and oversee any required repairs or remedies; and
(j) schedule and conduct project budget
closeout review with the district.
D. The authority shall report to the council
concerning the progress of projects.
(1) The
authority shall identify and make recommendations to the council concerning any
substantial noncompliance with any reporting requirement or
condition.
(2) The authority shall
identify and make recommendations to the council regarding any misfeasance or
malfeasance in the implementation of the project warranting the withholding of
all or part of the grant assistance for the project.
