The Construction Section oversees project bidding, construction, and post-construction activities to assure the project and components meet the SRF program requirements. The SRF Program has "cross cutter" requirements that are mandated by the EPA and are necessary in order to maintain eligibility. The "cross cutter" requirements include National Environmental Policy Act (NEPA), American Iron and Steel (AIS), Davis Bacon and Related Acts (DBA), and Disadvantaged Business Enterprise (DBE) rules. Each project is assigned a Construction Engineer as a Project Manager who is trained and knowledgeable on these requirements. Construction Engineers attend pre-bid meetings, bid openings, contract signings, progress meetings, as well as substantial and final completions in order to assist the Recipient through the SRF construction process and make determinations on eligibility.
Single Audit and Other Audits
Municipalities receiving more than $750,000 in Federal funding in a year are required to undergo a financial audit. Additionally, the Division conducts internal audits of select SRF projects. The audits are intended to ensure compliance with EPA "cross cutter" requirements as well as with Division standard operating procedures.
The scope of construction is dictated by the approved Preliminary Engineering Report (PER) and the earthwork disturbances and tracts of land examined in the Environmental Information Documents (EID), which undergo the Environmental Review for compliance with NEPA. Construction activities may not be expanded beyond what has been presented to the Division in the PER and NEPA reviews. Expansion of project scope beyond what is detailed in the PER and EID may result in loss of SRF eligibility and loss of Facilities Planning or Final Design Approvals and may trigger additional Environmental Reviews. Environmental Reviews expire after five years.
Below is a table which lays out the detailed steps of the SRF Step 3 process and provides links to important guidance documents and forms:
|Task Description and Guidance Document||Applicable Documents|
|1. Apply for Project Priority List - Projects that are not on the Project Priority List are not eligible for funding.||
CWSRF Priority List Application
2. Step 3 Engineering Services Agreement (ESA)
2A. Submit draft Step 3 ESA to WID Construction Engineer for review and comment.
2B. Receive comments from WID
2C. Finalize and receive Step 3 ESA Approval Letter from WID
2D. Execute Step 3 ESA & DEC Certification Page & Send to the Project Developer
Note: WID requires use of the EJCDC Engineering Service Agreement (2014 Version) and Front End Documents for Construction Projects (Version 2013 and/or 2018).
3. Step 3 Loan Application
3A. Submit Step 3 Funding application (YOU MUST RIGHT CLICK, 'SAVE LINK AS', and save remotely before completing). VT SRF application submission is now online! Visit https://anronline.vermont.gov/ to get started.
3B. Execute loan documents
4. Bid Advertisement Phase
4A. DBE Notification (Required 30-days prior to advertisement for Bids)
4B. Official Bid Advertisement - WID requires use of the Vermont Bid System as part of the advertisement effort.
4C. Prebid Meeting
4D. WID to review draft DBE Addendum and addedum including prebid meeting minutes and contractors questions
4E. Issue DBE Addendum (prebid meeting minutes and questions can be issued in this addendum or a separate addendum)
5. Bid Opening Phase
5A. Hold official Bid Opening
5B. Submit and circulate Certified Bid Tabulation to WID (and all necessary parties)
5C. Submit Award Concurrence Package (including all DBE Effort) to WID for Award Concurrence
6. Award Concurrence and Contract Award Phase
6A. Receive Award Concurrence from WID Construction Section
6B. Award Contract (Owner to submit conformed and executed contract documents to WID)
6C. Hold Preconstruction Meeting and submission of Project Schedule
7. Construction Phase
7A. Hold monthly progress meeting and distribute meeting minutes
7B. Review and submit Partial Pay Estimates and Certified Payrolls to WID Construction Engineer
7C. Submit draft change orders and small purchases to WID for approval and eligiblity determination
7D. Submit Payment Requests for Reimbursment to WID Financial Manager
7E. Complete Annual DBE Report (due Sept 30th) and Final DBE Reports (due within 30 days of Final Completion)
7F. Complete annual Single Audit Requirement and submit to WID (required for any projects over $750,000)
8. Completion of Construction Phase
8A. Substantial Completion Walkthrough
8B. Development of Project Punchlist and execution of Substantial Completion Certificate
8C. Final Completion Walkthrough
8D. Execution of Balancing Change Order
8E. Release of all liens
8F. Execution of Final Completion Certificate
9. Project Close-Out Phase
9A. Submit PTC close-out materials/ Engineering Certifications/ O&M /Record Drawings
9B. Quarterly Performance Report (required for treatment plants)
9C. 11 Month Warranty Inspection
9D. Submit 1 Year Performance Letter
10. Loan Closeout Phase
10A. Begin Loan Forgiveness Determination
10B. Loan Closeout Routine
10C. Loan Recipient Begins Repayment