(a) General. The borrower shall be responsible for preparing the closeout documents with, if necessary, the assistance of the GFR.
(b) Documents required. The following table lists the documents required to closeout the RUS contract Form 515.
Documents Required To Closeout Construction Contract
[RUS Form 515]----------------------------------------------------------------------------------------------------------------
No. of copies prepared Distribution
by -------------------------
RUS Form No. Description --------------------------
Contractor Engineer Borrower Contractor----------------------------------------------------------------------------------------------------------------724......................... Final Inventory--Certificate ........... 2 1 1
of Completion.724a........................ Final Inventory--Assembly ........... 2 1 1
Units.None........................ Contractor's Bond Extension (3) ........... (to RUS) (to RUS)
(send to RUS when required).281......................... Tabulation of Materials 2 ........... 1 1
Furnished by Borrower.213......................... Certificate--``Buy American''. 1 ........... 1 ...........None........................ Listing of Construction Change ........... 1 1 ...........
Orders.224......................... Waiver and Release of Lien 1 ........... 1 ...........
(from each supplier).231......................... Certificate of Contractor..... 1 ........... 1 ...........527......................... Final Statement of ........... 2 1 1
Construction.None........................ Reports on Results of ........... 1 1 1
Acceptance Tests.None........................ Set of Final Staking Sheets... ........... 1 1 ...........None........................ Tabulation of Staking Sheets.. ........... 1 1 ...........None........................ Correction Summary (legible ........... 1 1 ...........
copy).None........................ Treated Forest Products ........... ........... 1 ...........
Inspection Reports or
Certificates of Compliance
(prepared by inspection
company or supplier).None........................ Final Key Map (when ........... 1 1 ...........
applicable).None........................ Final Central Office Area and ........... 1 1 ...........
Town Maps.----------------------------------------------------------------------------------------------------------------
(c) Closeout procedure. (1) After construction has been completed in accordance with the plans and specifications, and acceptance tests have been made, the borrower shall arrange the time for a final inspection to be made by the borrower's engineer, the contractor, the GFR and a representative of the borrower.
(1) After construction has been completed in accordance with the plans and specifications, and acceptance tests have been made, the borrower shall arrange the time for a final inspection to be made by the borrower's engineer, the contractor, the GFR and a representative of the borrower.
(2) Final inventory documents. (i) The borrower shall obtain certifications from the engineer that the project and all required documentation are satisfactory and complete. Requirements for these contract closeout certifications are contained in Sec. 1753.18.
(i) The borrower shall obtain certifications from the engineer that the project and all required documentation are satisfactory and complete. Requirements for these contract closeout certifications are contained in Sec. 1753.18.
(ii) The borrower shall prepare and distribute the final inventory documents in accordance with the tables contained in this section. The documents listed for RUS shall be retained by the borrower for inspection by RUS for at least two years from the date of the engineer's contract closeout certification.
Step-by-Step Procedure for Closeout of Construction Contract
[RUS Form 515]----------------------------------------------------------------------------------------------------------------
Sequence---------------------------------------------------- By Procedure
Step No. When----------------------------------------------------------------------------------------------------------------1...................... Upon Completion of Borrower's Engineer.. Prepares the following: a set of
Construction. Detail Maps and a set (when
applicable) of Key Maps which show
in red the work done under the 515
contract; a Tabulation of Staking
Sheet; and a tentative Final
Inventory, RUS Forms 724 and 724a.2...................... After acceptance tests Borrower's Engineer.. Forwards letter to the borrower with
made. copies to the GFR stating that the
project is ready for final
inspection. Schedules inspection
date.3...................... Upon receipt of letter GFR.................. Advises borrower whether attending
from Borrower's Engineer. the final inspection will be
possible.
4...................... By inspection date........ Borrower's Engineer.. Obtains and makes available the
following documents: a set of ``as
constructed'' detail maps and (when
applicable) ``as built'' key maps;
a list of construction change
orders; the final staking sheets;
the tabulation staking sheets; the
treated forest products inspection
reports or certificates of
compliance; the tentative final
inventory, RUS Forms 724 and 724a;
the tentative tabulation, RUS Form
231 (if borrower furnished part of
material); and, a report of results
of acceptance tests.5...................... During inspection......... Borrower's Engineer.. Issues instructions to contractor
covering corrections to be made in
construction as a result of
inspection.6...................... During inspection......... Contractor........... Corrects construction on basis of
instructions from the borrower's
engineer. The corrections should
proceed closely behind the
inspection in order that the
borrower's engineer can check the
corrections before leaving the
system.7...................... During inspection......... Borrower's Engineer.. Inspects and approves corrected
construction. Marks inspected areas
on the key map, if available,
otherwise on the detail maps.8...................... Upon completion of Borrower's Engineer.. Prepares or obtains all the closeout
inspection. documents listed in Table 3.9...................... After signing final Borrower............. Prepares and submits to RUS the
inventory. engineer's certifications of
completion and a Financial
Requirement Statement, RUS Form
481, requesting amount necessary to
make final payment due under
contract.10..................... On receipt of final Borrower............. Promptly forwards check for final
advance. payment to contractor.11..................... During subsequent loan RUS Field Accountant. Examines borrower's construction
fund audit review records for compliance with the
following final payment. construction contract and Subpart
F, and examines RUS Form 281
(Tabulation of Materials Furnished
by Borrower) if any, for
appropriate costs.----------------------------------------------------------------------------------------------------------------
(iii) When the total inventory price exceeds the maximum contract by more than 20 percent, an extension to the contractor's bond is required.
(iv) The borrower shall submit the engineer's contract closeout certification with FRS for the final advance of funds.
(3) Final payment shall be made according to the payment provisions of article III of RUS Form 515, except that certificates and other documents required to be submitted to or approved by the Administrator shall be submitted to and approved by the Owner. [54 FR 39267, Sept. 25, 1989. Redesignated at 55 FR 39397, Sept. 27, 1990, as amended at 59 FR 43717, Aug. 25, 1994; 64 FR 16609, Apr. 6, 1999] Sec. Sec. 1753.50-1753.55 [Reserved]