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.
Guidance for G/I Disaster Recovery CDBG Recipients on a Variety of Issues Related to Implementation of Infrastructure Projects
Please read the below information and apply this guidance when preparing submissions to OCD-DRU. As always, if you have any questions, please contact your Outreach Representative or your OCD-DRU Infrastructure Analyst.
Please be reminded that there are two (2) forms that may require submission to OCD-DRU by the grantee after specific procurement instances:
- Verification of Professional Services Eligibility
Only those firms that have not worked with the Office of Community Development within the last five (5) years require OCD-DRU staff to determine eligibility. If a firm has worked with the L-CDBG program or any DRU programs, then submission and determination is not required.
- Notice of Contract Award
A Notice of Contract Award (Exhibit 6-14 of the Grantee Administrative Manual) must be submitted to OCD-DRU within 30 days of awarding a prime construction contract.
Submission of Construction Plans, Specifications, Cost Estimate and Change Order
One (1) hard copy and one (1) electronic copy of your construction plans, specifications and final cost estimate is 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.
Louisiana Solutions, LLC
1515 Poydras Street Suite 1350
New Orleans, LA 70112
Please ensure that the most up to-date 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. Specifically, 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 eligibility;
- The scope of the project is outside the approved project application; or,
- The project’s environmental clearance.
For clarification, any 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 it is required for review and approval, OCD-DRU suggests that the change order be submitted and allow our staff to make the determination for you. This might err on the side of caution, but it will ensure that all costs are eligible for reimbursement.
Drainage projects 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. Please refer to the attached list of District Administrators to determine which office should perform the review based on the location of the project. OCD-DRU must receive the review response from DOTD prior to authorizing advertising for bids.
Amendment to Project Application
Contact your infrastructure analyst for assistance in amending the online application. Although the amendment process is conducted online, a hard copy of the form is provided in the Grantee Administrative Manual as Exhibit 2 – 1 for your reference.
OCD/DRU Welcomes New Staff Member
The OCD/DRU Infrastructure Team is pleased to welcome Consuella “Connie” Hall to its team as to Infrastructure Analyst. Connie has previously worked with OCD/DRU as an Outreach Representative since August 2010. Please see Connie’s contact information below, in addition to her assigned grantees:
|Acadia||Florien||Morse||St. Martin - Fisheries|
|Albany||Forest Hill||Pine Prairie||St. Mary|
|Allen||Greensburg||Plaquemines||St. Mary - Fisheries|
|Baker||Iberia||Plaquemines - Fisheries||Tangipahoa|
|Beauregard||Independence||Ponchatoula||Tangipahoa (Village of)|
|Clinton||Jennings||Rosepine||Vermilion - Fisheries|
|East Feliciana||Livingston||St. Bernard||Washington (Town of)|
|Elton||Livingston (Town of)||St. Helena||West Baton Rouge|
|Estherwood||Mermentau||St. John the Baptist||Wisner|
Submission of Change Orders
Requirements to be included with each change order submitted for approval:
- Each change order item shall include a clear description of the change and why the change is needed.
- The change order shall include drawings and specifications associated with the change.
- Costs associated with a construction change order shall be itemized as follows for both the general contractor’s work and subcontractor’s work. The itemization is required for both increases and decreases in cost that result from the change order.
- Quantities and unit costs for material and equipment. Include rental costs for equipment.
- Quantities and unit costs for Labor. Itemize labor into hourly wage rate paid and labor burden.
- Overhead and Profit.
- The make and model number (if applicable) of equipment shall be listed.
- The Architect/Engineer should prepare and submit an independent estimate with each change order.
- The Change Order shall include a statement from the Architect/Engineer certifying that the scope of the change order is justified, the change order conforms to the grant application and the costs are reasonable.
If you have any questions, please contact your Outreach Representative.
Request for Payment: State of Louisiana Fiscal Year End Procedures
The State of Louisiana’s Fiscal Year is July 1 through June 30. Because of this, OCD-DRU requires that a breakdown of the costs for each fiscal year be included for all Requests for Payment submitted within the month of July that contain a range of service beginning prior to June 30 and ending after July 1. This breakout should be included in the “Project Status” section of the RFP form.
For example: Draw Request for $15,000 for dates of service from May 1, 2012 to July 31, 2012
Project Status Description: The fiscal year breakout of costs is $10,000 for FY2011-12 and $5,000 for FY2012-13.
Project Status Description on RFP Form
The Project Status on the RFP form should describe the status of the project. For example, if the project is under construction, OCD-DRU would expect an explanation as to how much construction has been completed. This could include the actual percentage of complete construction as of that service period.
OCD-DRU Web Site Links
The new link for the Gustav/Ike Recovery Program – Online Entry System is:
Grantee Training For Monitoring and Closeout
Recently, all grantees registered with our online system received an invitation from the Louisiana Municipal Association (LMA) to attend a webinar hosted by our OCD-DRU staff. LMA is facilitating the webinar on our agency’s behalf and we encourage all grantees to attend. OCD-DRU staff will be reviewing the most recent updates in Section 12 “Monitoring” and Section 13 “Closeout” of the CDBG Grantee Administrative Manual, Version 3.2, and will be facilitating a Q&A for all grantees at the end of the presentation in order to enable grantees to close-out completed projects/grants and prepare for the 2012 monitoring of selected grantees.
Online System Password Changes and Resets
As part of the Disaster Recovery Unit’s IT Security Policy, passwords for all DRU systems must be changed every 3 months. For the Gustav/Ike Online System (GIOS), you should receive an email a few days before your password expiration notifying you that your password should be changed. This can be done by finding the last item in the “My Projects” list on the main screen (you may have to scroll to the next page of the list depending upon the number of items). Select the item labeled “Set Password” and follow the on screen prompts to complete the reset.
Should you find that your password has expired, contact our Helpdesk at firstname.lastname@example.org or 225-330-0911 to ask for a password reset. When contacting the helpdesk, please mention you are resetting your GIOS account and provide your user account name. Remember, once a password has been reset, you have 7 days to change the default password that is provided to you. If you have any questions, your outreach representative is available to assist you.
Guidance Related to Application Requirements
Please read the attached Guidance Related to Application Requirements on the following issues:
- Duplication of Benefits
- Commitment of Other Funds and
- National Objective
There are also samples of Urgent Need Resultions with or without local funds committed to the project.