reimbursement of the Federal Participation in same (usually 80%). This will normally include a certification that the Owner’s records comply with Department Standards. See Figure 112B-1.
Prior to submission of each Estimate (Progress and/or Final), verify, as much as possible, that the work was performed and meets the contract's specification requirements. This will normally involve, at the very least, a “windshield” inspection of the work and a “spot” review of some of the Owner’s test reports
for the pay
the RE (or
Some Project Agreements will require his representative) on this inspection.
THESE INSPECTIONS MUST BE AN INSPECTION REPORT FORM.
DOCUMENTED BY See Figure 112B-2.
Submit Estimates on Form 19-119 (prepared by the RE’s Office) to the Construction Office and attach copies of the Contractor’s billing statement and the Owner’s Certification of compliance, if required. IN ADDITION, THE INSPECTION FORM NOTED IN ITEM 5 MUST BE ATTACHED TO THE ESTIMATE. Care should be taken to ensure that the payment request is only for the percentage of Federal reimbursement applicable – normally 80% - and that the total paid to the owner does not exceed the total approved Federal allotment for the project.
Attend the Final Inspection – normally set up by the owner and complete a Final Inspection Report form.
Owners on some Owner Administered Projects are required to prepare a Final Estimate in accordance with the Department’s procedures. If this is required in the Owner’s agreement with the Department, obtain a copy of the Final Estimate, attach a copy of the "Final" Construction Inspection Report, and submit the package to the Contract Estimates Section of the Construction Office for review.
If the Owner Administrated project overruns the amount of the Federal
participation authorized, the overrun will very likely NOT receive Federal Aid money
without a modification of the Federal Aid Agreement.
112B.03. Change Orders. The Owner Administered project’s representative will be responsible for day to day inspection and documentation of quantities. On these projects, Change Orders are to be approved by the Owner or its authorized representative (such as the their consultant engineer actually responsible for day to day inspection). Any format that contains all pertinent information is acceptable. When pay items are added to the Contract, a letter of agreement from the Prime Contractor must accompany the Change Order.
Copies of these Change Orders are to be forwarded to the Resident Engineer assigned the project.
112B.04 Materials Estimates. Materials Estimates for stockpiled materials will not be paid on “unpaid” materials.
The Resident Engineer shall use the following guidelines when processing estimates for stockpiled materials that have been paid for by the Contract administrator: