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INFRASTRUCTURE MONITORING CHECKLIST CDBG (City of Pasadena, Texas)

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BROWSE CITY OF PASADENA, TEXAS (TX) FORMS

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1
INFRASTRUCTURE MONITORING CHECKLIST – CDBG
Subrecipient Name
Project Name
Preparer
Date Prepared
Environmental Review Compliance Checklist
Part A. Environmental Review Record
Yes
No
N/A
Notes
1.
Has the subrecipient established an ERR?
2.
Does ERR document the environmental
review process, including:
Environmental Assessment
All environmental coordination
Public notices/ads
Determinations/Findings
Impacts
Certifications/Removal of Grant
Conditions
3.
If appropriate, is there a determination of
exemption or categorical exclusion?
4.
If yes, was there documentation to show
why the project was exempt or
categorically excluded from an
assessment?
5.
Documentation to show compliance with
environmental procedures other than
NEPA.
6.
Were funds (private, local or grant)
obligated on covered items prior to
Environmental Clearance Date?
2
Part B. Environmental Assessment
Yes
No
N/A
Notes
1.
Were subrecipient’s activities
coordinated with any other Federal or
State agency responsible for
implementing applicable laws?
2.
Was the environmental assessment
described with the following:
Signed by Chief Executive Officer
Project Data
Existing Environmental
Conditions and Trends
Environmental Impacts
Alternatives/Safeguards
Considered Level of clearance
findings
Public comments/subrecipient
response
3.
Was project located within a flood plain
area:
If yes, were two newspaper publications
(2 ads) made and Executive Order 11988
considered?
4.
Was evidence documented to assure
compliance with Historical Preservation
Act?
5.
Was project located within the Coastal
Zone?
If yes, was the Coastal Zone Management
Board advised of project?
Part C. Publication of Findings for Public Comment
Yes
No
N/A
Notes
1.
Was proof of publication or posting of
finds C2 Ads, etc.) in the ERR?
2.
Was notice of finding no significant impact
(FONSI) published or posted?
3.
Was the public given a minimum of 15
days to respond to the subrecipient? Was
notice posted a minimum of 18 days?
3
4.
Was a notice to the public of request for
release of funds published or posted?
5.
Were the Finding of No Significant Impact
and Request for Release of Funds sent to:
Local news media
Interested individuals and groups
Appropriate local, federal, and
State agencies Local newspapers
Local post office
Regional EPA office
Part D. Actions taken by Subrecipients to request ROF & Certification
Yes
No
N/A
Notes
1.
Was the request for release of funds and
certification completed on the required
form?
2.
Was the form dated and signed by the
certifying officer?
Part E. Environmental Impact Statement
Yes
No
N/A
Notes
1.
Was a significant impact determined? If
yes, a specialized visit is indicated.
2.
Is there an EIS on file?
Contract Procedures Compliance Checklist
A. Bidding Procedures
Yes
No
N/A
Notes
1.
Did subrecipient use small purchase
procedures if under $50,000 or
competitive sealed bids if over $50,000? If
competitive sealed bid:
a.
Was project advertised?
b.
Were bids opened publicly?
4
c.
Are there minutes to the opening?
d.
Was the lowest bid accepted?
e.
If not, is rejection based on sound
reasons?
f.
Is contractor adequately licensed?
B. Bonding and Insurance
Yes
No
N/A
Notes
1.
If subecipient has construction contracts
for public works exceeding $5,000 but less
than $100,000, has the grantee obtained:
a.
Evidence of insurance as required by
bid documents?
2.
If subrecipient has construction contracts
for other than public works exceeding
$5,000 but less than $100,000 has the
grantee obtained.
b.
A bid guarantee as specified in the
bid package (optional under
$10,000)?
c.
A bond in a responsible sum for
faithful performance with adequate
surety as specified in the
advertisement for bids?
3.
If subrecipient has construction contracts
exceeding $100,000, has the grantee
obtained:
a.
Evidence of insurance as required by
bid documents?
4.
Are license requirements or the law itself
stated in the contract?
C. Labor Requirements
Yes
No
N/A
Notes
1.
Were wage rates included in the
solicitation of bid specifications?
2.
Were all required labor standards
provisions included in bid specifications
and contracts? (HUD 4010 or comparable
language)
5
D. Equal Opportunity
Yes
No
N/A
Notes
1.
Did the contract include clauses for
compliance with Executive Order 11246
or the 3 paragraph E.O. Clause?
2.
Did contract include clauses for
compliance with Title VI, Civil Rights Act
of 1964 and Section 109 of the H&CD Act
of 1974?
3.
Was certification to “Section 3”
compliance included?
4.
Was there a clause for compliance to
Section 504 of the Rehabilitation Act of
1974 ($2,500 or more)?
E. Does the Contract Provide For the Following:
Yes
No
N/A
Notes
1.
Legal remedies for breach of contract by
the contractor?
2.
A termination clause for the grantee
stating conditions under which this can
happen in contracts over $10,000?
3.
The contractors to keep all records for
five years?
4.
Compliance to the Clean Air Act, Clean
Water Act, and EPA regulations in all
contracts over $100,000?
5.
Access to records?
F. Other Requirements
Yes
No
N/A
Notes
1.
Are contracts properly executed?
2.
Were contracts entered into after the
effective date of the Grant Agreement?
6
Labor Standards Compliance Checklist
Part A. General Information
Yes
No
N/A
Notes
1.
Give a description of the work including
major construction type (i.e., roads,
drainage, lines, pump stations, water
tanks, etc.
2.
Give name of prime contractor and
contract amount.
List any and all subcontractors and type of
contract. Use a separate form for
applicable subcontractor questions or
mark appropriate column(s) with “S” to
indicate subcontractor payroll checked.
3.
Is there evidence of verification of the
prime contractor’s debarred status?
4.
Was the proper wage determination
obtained?
Give decision number(s) and type(s) and
expiration date.
Does the decision(s) type appear to match
the work performed? If no, explain.
5.
Were wage rates included in the
solicitation of bid specifications and the
contract?
6.
Is there evidence of the required check on
wage determination(s) status 10 days
prior to bid opening?
7.
Were all required labor standards
provisions included in bid specifications
and contracts? (HUD 4010 or comparable
language.)
8.
List:
1) bid opening date
2) contract award date
3) start of construction date
4) date of first payroll.
9.
Was a pre-construction conference held
with all necessary persons attending?
Did the subrecipient make a diligent effort
to have contractors require
subcontractors to attend? Documentation?
7
Is there a copy of the minutes?
Do minutes indicate legal (Davis Bacon,
etc.) concerns were covered?
Is there a roster of signatures for all
persons in attendance?
Were minutes of the pre-construction
conference given to the contractor, all
subs and the engineer?
10.
Has a copy of the Certificate From
Contractor/Subcontractor Designating
Officer or Employee to Supervise Payment
of Employees (signature appointee form)
been executed for the prime contractor
and any subcontractors?
11.
Were additional classifications needed?
If so, is there a record of a HUD 4230A
requesting and granting additional
classification(s) and rates?
Part B. Payrolls
Yes
No
N/A
Notes
1.
Have payrolls been stamped as to date of
receipt?
Is this date no more than 7 days after the
completion of the workweek that the
payroll covers?
If more than 7 days, what steps were
taken by grantee to correct this problem?
2.
If payrolls are not date stamped does it
appear that payrolls were submitted and
received on a weekly basis?
3.
Are payrolls numbered #1 consecutively
through the last and marked “final”?
4.
Are all payrolls signed by a person
designated on the signature appointee
form or an owner or officer of the
construction corporation?
5.
Is all payroll information complete and at
least on the first payroll containing the
worker’s name, address, and social
security number?
8
6.
Do all worker’s classifications conform to
the classification(s) listed on the wage
determination?
7.
Do the wage rates shown on the payrolls
equal or exceed those shown on the wage
decision(s)?
8.
Were apprentices used?
If so, are there copies of the apprentice
registration forms showing required
ratios and pay rates?
9.
Are there deductions for items on the
payrolls other than for eligible fringe
benefits?
If so, is there a statement on file from the
worker authorizing such deduction(s)?
10.
Have workers worked in excess of 40
hours a week?
If so, has time and one-half for all
overtime been paid?
11.
If workers have worked in more than one
classification (split classifications), have
daily time records for all hours been kept
and signed by the workers?
12.
Have weekly statements of compliance
been completed and kept on file:
back of the payroll - W.H. 347
separate W.H. 348
13.
If the W.H. 347 weekly Payroll Form has
not been used, is all of the same
information required on the substitute?
14.
Have errors found on payrolls been
corrected in such a manner as for each
payroll to stand alone?
15.
Do payrolls show evidence of having been
checked by the payroll examiner?
16.
Have HUD 11s, Employee Interview
Forms, been completed for each
classification so utilized?
Give number.
17.
(On construction contracts utilizing more
than ten classifications, have at least 10%
of the workers been interviewed along
with at least one in every classification?)
Are HUD 11s signed by the interviewer?
9
18.
Do payrolls and HUD 11s show evidence
of having been compared?
Are HUD 11s signed by the payroll
examiner?
19.
If restitution (back wages) has been
necessary, are there supplemental
payrolls showing the additional pay and
dates for which pay was required?
Has the worker so affected signed the
supplemental payroll?
Is there an explanation of the reason(s)
for the restitution?
20.
If restitution has been necessary due to a
violation of the Contract Work Hours and
Safety Standards Act (overtime
requirements) is there evidence of
communication with the Labor Standards
Specialist?
21.
Are the DOL “Notice to Employees” poster
and applicable wage determination(s)
posted at the work site(s)?
10
PROGRAMMATIC MONITORING SUMMARY: (Is the subrecipient meeting the terms of the Subrecipient
Agreement and HUD regulations? Discuss both positive conclusions and any weaknesses identified.)
FINDINGS OR CONCERNS: (Note areas that require follow-up action.)
CORRECTIVE ACTIONS: (List the required actions, a schedule for implementing corrective actions or making
improvements and schedule for any needed technical assistance or training.)
_________________________ ________________
Program Monitor’s Signature Date(s) Reviewed
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INFRASTRUCTURE MONITORING CHECKLIST CDBG (City of Pasadena, Texas)

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Completed 25 February 2021

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