AG 2009 07 20 - Laserfiche WebLink

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• Provide recommendations for timing and leveraging possibilities of identified funds. Preparation of Funding Applications • A maximum of two trips to gather necessary information for application. • Preparation of funding applications including providing items such as engineering reports, concept drawings, etc. This wilt also include structuring the funding application to highlight the parts of the project most appealing to specific funding agencies. • A maximum of four trips to Raleigh for meetings with funding agencies before application submittal or during application review. • Assist OWNER in responding to questions or requests for additional information from the funding agencies. • Because it is not known at this time how many different funding sources will be pursued, it is recommended that an hourly, not-taexceed fee be determined at the beginning of the applicatian process. Once funds have been secured, CONSULTANT can also assist OWNER in grant administration and contract management through the life of each phase for which funds have been secured. These services and the associated fee should be negotiated at the time of, and included, as a part the standard engineering services agreement for each phase of the project. Establish Grant/Contract Management Procedures: • Assist OWNER in outlining grant/contract management processes and procedures. This assumes one meeting for developing these procedures for funds already secured and one additional meeting for additional funds. This will include assisting OWNER in identifying specific financial management requirements related to funding agency requirements (e.g. co-mingling of funds <not allowed>, accounting reports, etc.}. • Set up of necessary reporting documents and a schedule linked to construction for estimated report/pay request deadlines including assisting OWNER in file setup on site (e.g. most funding agencies require records/files to be maintained at the grantee's offices. • Identify specific requirements that need to be included in bid and contract documents, including all forms required for all contractors bidding on the project and Davis-Bacon procedures (if needed). • Identify specific timing considerations regarding what can and cannot be done before funding award (for additional funds being sought) and what tasks can be reimbursed. Bidding Oversight/Coordination • Assist OWNER in the coordination of bidding and contract award recommendation processes. • Review all bid and contract documents to ensure all necessary forms, statements and requirements for all funding agencies are included prior to bid advertisement. • Provide coordination for bid award recommendation to ensure it is done in compliance with grant/funding requirements. • Ensure that necessary bid and award documents are forwarded to the funding agencies with appropriate documentation and their concurrence is received (if necessary) prior to issuing a Notice to Proceed. On-going Grant/Contract Management • Assist OWNER in project monitoring and ensure OWNER recordslfiles are maintained as required. Site visits will occur at the beginning of construction, during construction and at the conclusion of construction. • During the estimated six month construction period, assist with and complete the following grant/contract management tasks: o Maintenance of project budget. A-5 Cabanas Co SE Park Attachment number 3 G-9 Page 535 of 627