7 CFR 1753.49 - Closeout documents.

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§ 1753.49 Closeout documents.

(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]

RUS Form No. Description No. of copies prepared by Distribution
Contractor Engineer Borrower Contractor
724 Final Inventory - Certificate of Completion 2 1 1
724a Final Inventory - Assembly Units 2 1 1
None Contractor's Bond Extension (send to RUS when required) (3) (to RUS) (to RUS)
281 Tabulation of Materials Furnished by Borrower 2 1 1
213 Certificate - “Buy American” 1 1
None Listing of Construction Change Orders 1 1
224 Waiver and Release of Lien (from each supplier) 1 1
231 Certificate of Contractor 1 1
527 Final Statement of Construction 2 1 1
None Reports on Results of Acceptance Tests 1 1 1
None Set of Final Staking Sheets 1 1
None Tabulation of Staking Sheets 1 1
None Correction Summary (legible copy) 1 1
None Treated Forest Products Inspection Reports or Certificates of Compliance (prepared by inspection company or supplier) 1
None Final Key Map (when applicable) 1 1
None Final Central Office Area and Town Maps 1 1

(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.

(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 § 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 Construction Borrower's Engineer Prepares the following: a set of 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 made Borrower's Engineer Forwards letter to the borrower with copies to the GFR stating that the project is ready for final inspection. Schedules inspection date.
3 Upon receipt of letter from Borrower's Engineer GFR Advises borrower whether attending 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 inspection Borrower's Engineer Prepares or obtains all the closeout documents listed in Table 3.
9 After signing final inventory Borrower Prepares and submits to RUS the 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 advance Borrower Promptly forwards check for final payment to contractor.
11 During subsequent loan fund audit review following final payment RUS Field Accountant Examines borrower's construction records for compliance with the 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]

This is a list of United States Code sections, Statutes at Large, Public Laws, and Presidential Documents, which provide rulemaking authority for this CFR Part.

This list is taken from the Parallel Table of Authorities and Rules provided by GPO [Government Printing Office].

It is not guaranteed to be accurate or up-to-date, though we do refresh the database weekly. More limitations on accuracy are described at the GPO site.

United States Code
U.S. Code: Title 7 - AGRICULTURE

§ 901 - Short title

§ 902 - General authority of Secretary of Agriculture

§ 903 - Authorization of appropriations

§ 904 - Loans for electrical plants and transmission lines

§ 905 - Fees for certain loan guarantees

§ 906 - Funding for administrative expenses

§ 906a - Use of funds outside the United States or its territories prohibited

§ 907 - Acquisition of property pledged for loans; disposition; sale of pledged property by borrower

§ 908 - Repealed. Pub. L. 104–127, title VII, § 776, Apr. 4, 1996, 110 Stat. 1150

§ 909 - Administration on nonpolitical basis; dismissal of officers or employees for violating provision

§ 910 - Repealed. Pub. L. 104–127, title VII, § 777, Apr. 4, 1996, 110 Stat. 1150

§ 911 - Acceptance of services of Federal or State officers; application of civil service laws; expenditures for supplies and equipment

§ 911a - Repealed. Pub. L. 103–354, title II, § 235(a)(5), Oct. 13, 1994, 108 Stat. 3221

§ 912 - Extension of time for repayment of loans

§ 912a - Rescheduling and refinancing of loans

§ 913 - Definitions

§ 914 - Separability

§ 915 - Purchase of financial and credit reports

§ 916 - Criteria for loans

§ 917 - Prohibition on restricting water and waste facility services to electric customers

§ 918 - General prohibitions

§ 918a - Energy generation, transmission, and distribution facilities efficiency grants and loans in rural communities with extremely high energy costs

§ 918b - Acquisition of existing systems in rural communities with high energy costs

§ 918c - Rural and remote communities electrification grants

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