Phase V - Construction
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Task No. 1 - Prepare for Temporary Financing
The Law Department will prepare the documents for providing project temporary financing.
Task No. 2 - Submit Agency Cash Flow Projection
Subsequent to Contract award by the City Council, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS and KDOT do not require a cash flow projection.
Exhibit No. V-2 is Johnson County SMAC cash flow form.
Task No. 3 - Submit Cash Flow Projection to City Finance Department
Subsequent to Contract award by the City Council, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department. See Phase II, Task No. 7 for standard cash flow form.
Task No. 4 - Distribute Executed Contract Documents
If a Consultant is involved, five copies need to be prepared for the Contractor’s execution. Two copies go to the Contractor (one of which the Contractor is to forward to the surety company), one to the consultant, one in the Public Works file, and the original (with original insurance certification and Power of Attorney for the Performance and Statutory Bond) goes to the City Clerk with the award/reject letters. Six additional copies should be prepared for KDOT projects and one additional copy should be prepared for SMAC and CARS projects. The Agreement, Performance Bond, Statutory Bond and/or Labor and Materials Payment Bond, and Appointment of Agent for Service of Process are filled out by the Contract Specialist.
The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all his insurance certificates, bonds and agent for service of process filled out, sealed, and Power of Attorneys attached. The Instructions to Bidders has the proper insurance requirements. Be sure their insurance certificate has enough coverage. The Agent for Service of Process is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist calls the State to get this information.
The Contract Documents are then sent to the Law Department after they have been properly executed by the Contractor. The assigned attorney will "approve as to form" and send them back to the Contract Specialist. After the assigned attorney's approval, they go to the City Clerk's office for the Mayor and City Clerk to sign.
Exhibit No. V-4a is a sample transmittal letter to KDOT.
Exhibit No. V-4b is a sample transmittal letter to the Contractor.
For CARS projects the City must submit, to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of singed Construction Plans along with a CD containing a PDF of the executed Contract Documents and TIFF images of the Construction Plans. The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project. For a letter detailing the CARS requirements see Exhibit No. III-7a.
Exhibit No. V-4c is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed".
See Exhibit No. V-4d for a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans.
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Note: For KDOT Projects this task is tracked by KDOT see Exhibit No. II-16. The Project Engineer shall ensure this task is complete. |