Section 300. Request for final lump sum reimbursement

A. When the project is finished at the local level, the locality, jail board or jail authority shall submit the following final documentation. Final reimbursement may be requested when the project is complete. The project shall be considered complete when the locality, jail board, or jail authority has submitted the following items:

1. Project completion report;

2. Final schedule of values and certificate of payment;

3. Copies of all bills pertaining to the project for which reimbursement is being requested with verification of payment;

4. Letters from regulatory agencies verifying their inspection and approval of the completed project;

5. Building official's certificate of occupancy;

6. Fire official's concurrence;

7. Health official's approval;

8. Affidavit of payment of claims;

9. Verification of correction of punch list items or other deficiencies;

10. Copies of all change orders; and

11. "Record" documents:

"Record" drawings and specifications shall be submitted to the reviewing authority in the form of 35mm microfilm in accordance with the following:

a. Microfilmed "Record" drawings and specifications shall be made from the corrected original tracings and specifications. Drawings and specifications shall be stamped "Record" before filming. Also, sections of the specifications that have been changed by an addendum shall be clearly cross-referenced to the proper addendum before filming.

b. "Record" drawings for electrical systems shall include all color coding and point to point wire run lists for all electrical systems.

c. The film shall be of silver halide type. Diazo vesicular, and dry-processed silver shall not be acceptable.

d. The microfilm shall be of archival quality meeting the "Standards for the Microfilming of Public Records for Archival Retention" established by the State Library Board of Virginia, June 27, 1977.

e. The film shall be made using the reduction ratio that most nearly fills the frame with the picture.

f. A reduction ratio of 30X shall not be exceeded. If the original is too large to be included in a 30X reduction ratio it shall be filmed in sections with a 4-inch overlap.

g. Specifications shall be filmed with eight sheets per frame (two rows of four).

h. Microfilm in 5-inch by 8-inch microfiche jackets, with 12 frames per jacket (three rows of four) shall be submitted. Jackets shall have a strip at top (approximately ½-inch) for typing the index.

i. Microfiche jackets shall not be indexed. Attach to each jacket a list of the drawings or specification sheets, or both, contained therein and the reduction ratio used when filming.

Note: Forms or instructions are provided by the reviewing authority.

B. If the final amount of reimbursement requested is more than the reimbursement amount initially recommended, the cost increase shall be justified by the locality and resubmitted to the board and the Governor, or his designee, for special approval. Projects which received initial board recommendation for reimbursement at the level of 10% above adjusted median costs shall not be recommended for approval for further cost increases.

Historical Notes

Derived from VR230-30-005.1 § 4.3, eff. July 1, 1994.

Statutory Authority

§§ 53.1-5 and 53.1-80 through 53.1-82 of the Code of Virginia.