125-22 Attachment - Admin Procedures Appendices Final Revised March 2022.pdf

• *West Orange will complete and submit a copy of the bid analysis prepared in accordance with the FHWA’s Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation, dated October 7, 2021 {Formerly T5080.4} per the Guidelines: http://www.fhwa.dot.gov/programadmin/contracts/ta508046.pdf. Construction Project Agreement - West Orange will provide the following to NJDOT Local Aid (under seperate cover letter) • Within 45 days of receiving the agreement, West Orange will provide two (2) original signed and sealed copies of the Construction agreement along with a signed/sealed Resolution for execution by the NJDOT. • Certification by West Orange that all projects constructed with Federal funds require full- time construction inspection and oversight. West Orange understands that failure to follow all Federal guidelines may result in the loss of Federal reimbursement. • No reimburseable work can be performed until the project agreement is executed by the NJDOT. In addition, the RC/PM and/or the Design Consultant performs the following: a) Reviews recommendation letter from the consultant and requests corrections as necessary b) Verifies DBE/ Contractors are on the NJ certified list. c) Verifies that the DBE/ requirements are being met and that approval from NJDOT Civil Rights has been received. d) Verify that Form CR 266 was approved by Civil Rights prior to award of Contract If the Township of West Orange rejects the bids, they must notify the Local Aid Office in writing, explaining the reason(s) the bids were rejected as per Federal Aid Policy Guide. The FHWA has to be notified prior to the Township of West Orange re-advertisement of the project (as per 23 CFR section 635.114). Once the bid analysis is accepted and completed, and approval from NJDOT Civil Rights received, a letter recommending the award is submitted to the Township of West Orange’s Governing Body/Business Administrator’s Office who contacts the selected construction company and requests the necessary legal documents for the award of contract. Once the legal documents are submitted, the contract is scheduled to be presented before the Municipal Council for adoption of Resolution to approve award the contract. The Township of West Orange Counsel prepares a contract to be signed by

he contract is scheduled to be presented before the Municipal Council for adoption of Resolution to approve award the contract. The Township of West Orange Counsel prepares a contract to be signed by authorized representatives of both the Township of West Orange and the lowest responsible bidder after the Township of West Orange receives a letter of concurrence of award from the NJDOT. The contract does not become effective until it has been fully executed by all parties. Procedure for Administration and Inspection of Federal Aid Highway Projects Page 19