Clean Water Act Section (h) Contract Preparation ….doc

Contract Preparation Guide (Prop 13 and 319(h) Projects) Grants and Contracts Administration Unit Division of Financial Assistance State Water Resources Control Board 1001 I Street, 14th Floor Sacramento, CA 95814 (916) 341-5650 FAX (916) 341-5296 October 31, 2003TABLE OF CONTENTS SUBJECT INDEX SECTION 1 CONTRACT TIMELINES Reverse Flow Chart – Figure 1 Scope and Budget Language Negotiation Process – Figure 2 SECTION 2 EXPLANATION OF CONTRACT TERMS AND CONTRACT CHECKLIST SECTION 3 ROLES Project Director - Sample Resolution enclosed Contract Manager - Statement of Independence Program Analyst Clean Water Team SECTION 4 EXHIBIT A—SCOPE OF WORK EXHIBIT B—BUDGET INSTRUCTIONS EXHIBIT C—GENERAL TERMS AND CONDITIONS EXHIBIT D—SPECIAL TERMS AND PROVISIONS EXHIBIT E—FEDERAL PROVISIONS (for 319(h) only) 2003 Scope of Work Instructions for 319(h)/Prop 13 Projects Budget Instructions and Example “Cookbook for Contract Scope Preparation” SECTION 5 PHOTO DOCUMENTATION Photo documentation instructions SECTION 6 QUALITY ASSURANCE PROJECT PLAN (QAPP) QAPP instructions (See next page for Supplemental Information)  SUPPLEMENTAL INFORMATION for use after contract execution (provided in envelope) SECTION 7 INVOICE PREPARATION Invoice Instructions Sample Invoice Dispute Form SECTION 8 PROGRESS REPORTS Progress Report Template Progress Report Instructions SECTION 9 MINORITY- AND WOMEN-OWNED BUSINESS ENTERPRISE? PARTICIPATION (MBE/WBE) This section does not apply to Prop 13 Contracts. SECTION 10 MODIFICATIONS OR AMENDMENTS An electronic copy of the following items can be found on the disk: Contract Summary Form Exhibits A and B Invoice Instructions/Sample Progress Report Instructions/Template EXPLANATION OF CONTRACT TERMS TERM EXPLANATION Advance Payment Any payment made to a contractor before work has been performed or goods have been delivered. Agreement A contract. Amendment A formal modification or a material change of a contract,