Gustav-Ike Parish Outreach Representatives and other OCD-DRU staff members will,
from time to time, send updates, clarifications, further guidance, etc. to parish and
municipal officials. These communications are gathered here for future reference.
July 22, 2014
Important Notice: Changes and Updates in the Submission of Construction Plans, Specifications, Cost Estimate and Change Orders
OCD-DRU is in the process of entering into a new contractual relationship for support and technical assistance services to be provided to disaster recovery CDBG grantees as projects are implemented. This correspondence details specific updates grantees need to make when submitting construction plans, specifications, cost estimates and change orders. New contact information is also provided. Please adjust your records accordingly and forward this information as appropriate to other staff to avoid any delays in getting these documents approved.
Documents previously submitted by grantees have been transferred to the new contractor as identified below. Please feel free to call or e-mail Ms. Gallagher to confirm your documents have been received and are under review.
One (1) hard copy and one (1) electronic copy of your construction plans, specifications and final cost estimate are to be submitted to the following for review and approval prior to advertising for bids. You must have OCD-DRU approval in writing prior to advertising for bids.
1717 Jackson Street
Alexandria, LA 71301
Please ensure that the most up-to-date documents are included in the specifications submitted for review and approval. Sample documents have been provided in Exhibit 6-2 of the Grantee Administrative Manual for your review. Some recent specifications submitted have been missing the current CDBG Compliance Provisions and Federal Labor Standards, wage decision and Section 3 forms.
Submission of Change Orders
Please be reminded that, per Section 2 of the Disaster Recovery Grantee Administrative Manual, if any of the following circumstances will be affected by a change order, it must be reviewed and approved by OCD-DRU prior to execution by the Grantee.
- The project’s eligibility;
- The scope of the project is outside the approved project application; or,
- The project’s environmental clearance.
For clarification, “changes to scope” are defined by OCD-DRU as any construction items added that were not discussed in the project description or cost estimate contained in the approved application.
If you are unsure about whether review and approval are required, OCD-DRU suggests that the change order be submitted and allow our staff to make the determination for you. This careful approach will ensure that all costs are eligible for reimbursement.
Drainage Projects Only (Gustav/Ike/Isaac Only)
If your project is for drainage improvements, you will also need to submit one (1) hard copy of your plans, specifications, final cost estimate and impact study to the State of Louisiana, Department of
Transportation and Development (DOTD) for review. The list of District Administrators to determine which office should perform the review, based on the location of the project, can be found at:
OCD-DRU must receive the review response from DOTD prior to authorizing advertising for bids.
If you have any questions, please feel free to contact your Outreach Representative.