La. Admin. Code tit. 70 § IX-511

Current through Register Vol. 50, No. 11, November 20, 2024

Section IX-511 - Project Completion and Close Out

A. The airport sponsor shall submit all final billings for all phases of work within three months after the final inspection of the project, unless prior arrangements have been made with DOTD. Failure to submit these billings prior to the completion of this three-month period shall result in the project being closed on previously billed amounts, and any unbilled cost shall be the responsibility of the airport sponsor.

B. DOTD will not approve the Sponsor's request for the final reimbursement until each of the below items are received and are satisfactorily completed.

1. Within 45 days after recording the final acceptance of the project, the contractor shall submit to the sponsor a clear lien certificate from the recorder's office of the parish or parishes in which the work was performed. If the contractor is unable to obtain a clear lien certificate, the sponsor may deposit the retainage with a court of competent jurisdiction.

2. Upon successful completion of the project, the airport sponsor shall submit to DOTD the following information in Airport Construction and Development Priority Program:

a. the airport sponsor letter of acceptance;

b. a final reimbursement request;

c. an updated airport layout plan (ALP), if applicable;

d. as-built construction plans and specifications;

e. the final quantities including any changes; and

f. airport sponsor certifications.

3. Upon successful completion of pavements projects, the airport sponsor shall submit to DOTD close out documents, including but not limited to the title page, project overview/layout page, the quantities page (used to identify material specifications if not in the cross section information), demolition plan, the typical cross-section page, the paving/geometry page, and joint layout/details page (if applicable).

C. The sponsor and others employed by it in connection with an airport project of which DOTD funds are allocated shall maintain all books, documents, papers, accounting records and any other evidence pertaining to costs incurred relative to this project. They shall keep such material available at their respective offices at all times during the contract period and for three years from the date of final payment for the project. Additionally, all such materials shall be available for inspection by DOTD, the Legislative Auditor, the FAA, or any authorized representative of the federal government under applicable state and federal regulations, at all reasonable times during the contract period and for three years from the date of final payment.

D. The project overrun funding eligibility shall not exceed 15 percent of the original grant amount. The airport sponsor does not have to obtain prior DOTD concurrence for contract changes. If an airport sponsor proceeds with a contract change it is at the airport sponsor's own risk. However, if the airport sponsor has requested prior DOTD concurrence, this shall not indicate any commitment or guarantee of funding reimbursement, nor shall it delay or affect any contractual workday obligations during DOTD review of the proposed contract changes. Further, a subsequent review by DOTD of the contract changes completed by the airport sponsor may be necessary, and may result in a finding that the costs in the contract change cannot be funded under a state grant. Airport sponsors have the option to request DOTD review and concurrence of any contract changes; however, any funding determinations and grant amendments may not be processed until the end of the state fiscal year.

E. The airport sponsor may request a grant amendment in writing from DOTD. The grant amendment request shall include the following:

1. a cost analysis for all change orders and contract modifications.

2. all change orders and contract modifications;

3. justification for the change/amendment;

4. an executed change order form signed by the airport sponsor;

5. any other support documentation requested by DOTD.

F. Airport grant amendments shall be in accordance with the Airport Project and Grant Management Procedures or this section. For airport development projects, the total grant amendments shall not exceed fifteen percent of the original grant amount.

G. The airport sponsor shall assume ownership of the improvements and assume all operations and maintenance costs of the facilities or improvements for a period of not less than twenty years.

La. Admin. Code tit. 70, § IX-511

Promulgated by the Department of Transportation and Development, Office of Multimodal Commerce, LR 491431 (8/1/2023).

AUTHORITY NOTE: Promulgated in accordance with SCR 67 (1997) and R.S. 2:6.