Gustav-Ike Parish Outreach Representatives and other OCD-DRU staff members will, from time to time, send updates, clarifications, further guidance, etc. to parish and municipal officials. These communications are gathered here for future reference. Grantee questions should be directed to staff, if noted, or to their OCD-DRU Outreach Representative.
Nov. 27, 2013
GIOS System Issues
On Sunday, Nov. 24, modifications were made to the servers for OCD-DRU’s Gustav/Ike Online System (GIOS), which should alleviate some of the problems experienced the last few weeks in processing projects and requests for payment in the GIOS system.
Due to these modifications, some steps will need to be performed by all GIOS users before logging into the system. These steps are required in order for the “My Projects” and “My Pending Projects” boxes on the initial GIOS screen to work correctly.
1. Close all Internet browsers on your computer (including any version of Internet Explorer or other software)
2. Open Internet Explorer and open the Internet options dialog box.
This can be done by either -
a. Clicking on the Tools icon in the upper right hand side of your screen (looks like a wheel cog) and choosing Internet options, or
b. Choosing the Tools drop down menu and selecting Internet options
3. In the Internet Options dialog box, click the Delete button under Browsing History
4. In the Delete Browsing History dialog box, make sure the following is selected –
a. A check mark should be next to Temporary Internet Files
b. A check mark should be next to Cookies
c. There should be no check mark next to Preserve favorites website data
5. Hit the Delete button
6. Close Internet Explorer; and
7. Open Internet Explorer and log in to GIOS as usual
Should you need assistance in this, the helpdesk is available by telephone at 225-330-0911 or via email at email@example.com.
July 31, 2013
Information Technology - Acceptable Use Policy
In order to comply with the Division of Administration and Office of Community Development, Disaster Recovery Unit's IT Security policies, starting on Friday, August 2, 2013, all GIOS users will have to acknowledge their agreement to the OCD-DRU Information Technology Acceptable Use Policy.
All users, after their first login to GIOS on Friday, August 2, will have to read the below statement and select the “I Agree” button. This acknowledgement will be required one time only. Users will not have to agree to the policy in any subsequent logins after initial acknowledgement.
The Acceptable Use Policy can also be found in a PDF document on the OCD-DRU GIOS webpage at - http://www.doa.louisiana.gov/cdbg/DR/Gustav-Ike/DR_GustavIkeOnline.htm. As a reminder, GIOS user accounts and passwords should not be shared; each GIOS user should have his/her own individual account. If you need to have a user account set up for you, please contact George Woods at firstname.lastname@example.org and provide your name, phone number, email, and the grantee(s) for which you need access. Any person not directly employed by the grantee (e.g. persons with consulting or engineering firms) should have someone with the grantee email George Woods authorizing access for that person.
February 15, 2013
Project Amendment Procedures, Closeout Procedures and a Proposed Deadline for Submission of Plans and Specifications Related to Infrastructure Projects
Please read the following and apply this guidance when preparing submissions to OCD-DRU. As always, if you have any questions, please contact your Outreach Representative or your OCD-DRU Infrastructure Analyst.
If a project amendment involves an increase in the scope of work, you will need to review the activity under 24 CFR part 58.47, and make any necessary changes to the completed environmental review record, based on the scope of work changes. If a project amendment involves a budget increase, with no change in the scope of work, a “Categorically Excluded, Not Subject To” form will need to be completed and signed by an authorized representative.
Any updates, changes or newly completed forms must be submitted to OCD/DRU prior to, or in conjunction with, submission of the project amendment.
Please be reminded that closeout packages are to be submitted to OCD/DRU upon determination of final costs and project completion. Monitoring of the project or the grantee is not required prior to submission of closeout packages.
The required documents are to be submitted directly to your assigned infrastructure analyst. Sample documents are provided as exhibits in Section 13 of the Disaster Recovery Grantee Administrative Manual, which can be found at http://www.doa.louisiana.gov/cdbg/dr/dradmin-manual.htm.
Plans and Specifications Deadline
To ensure that projects continue to advance in a timely manner, OCD/DRU will soon be sending formal notification to all grantees announcing a deadline for submission of infrastructure project plans and specifications. OCD/DRU is evaluating the project tracking information that has been collected by the outreach representatives for each project to determine a reasonable deadline. Grantees can anticipate that the deadline will be on or near Dec. 1, 2013. Please inform your architects and engineers of this pending deadline.
Some pre-construction steps grantees can take to aid in meeting this deadline are:
- Procure A/E services while going through the application approval process;
- Begin the environmental review process;
- Identify required acquisition;
- Obtain right-of-way approvals;
- Procure appraisers, if necessary; and/or
- Secure required project permits.
January 16, 2013
Project Application Approval Deadline
OCD-DRU is implementing a Project Application Approval Deadline for all infrastructure programs receiving Disaster-CDBG funds related to hurricanes Gustav and Ike (G/I). In order to display to our federal funding agency, the U.S. Department of Housing and Urban Development, that projects are continuing to advance in a timely manner, our agency is implementing the following deadline:
For all G/I D-CDBG funds allocated to Infrastructure recovery projects, applications must be approved by May 31, 2013.
- Approval of an application means a formal approval letter issued by OCD/DRU to the grantee;
- Project pre-application approval does not satisfy the May 31, 2013 deadline;
- If the project will not advance to have an approved application by the May 31, 2013 deadline, project funds can be amended either to an existing G/I recovery project or to a new project(s).
- The new project must become part of the parish’s G/I recovery plan with a timeline provided to show that the new project application will be approved prior to May 31, 2013;
- If none of these options can be satisfied by the May 31, 2013 deadline, the State will de-obligate the project funds from the grantees’ allocation.
Please note that development of an application is a lengthy process, so invest your efforts into completing the application and seeking OCD-DRU technical assistance as needed.
OCD-DRU will continue to work with its grantees to be both responsible stewards of the federal dollars associated with the recovery from Hurricanes Gustav and Ike, while also maximizing the results of these vital infrastructure investments that make our communities safer, smarter and stronger. We thank you for being a partner in that effort.
Submission of Change Orders
Requirements to be included with each change order submitted for approval:
- Each change order item shall include a clear description of the change and why the change is needed.
- The change order shall include drawings and specifications associated with the change.
- Costs associated with a construction change order shall be itemized as follows for both the general contractor’s work and subcontractor’s work. The itemization is required for both increases and decreases in cost that result from the change order.
- Quantities and unit costs for material and equipment
- Include rental costs for equipment Quantities and unit costs for Labor.
- Itemize labor into hourly wage rate paid and labor burden
- Overhead and Profit
- The make and model number (if applicable) of equipment shall be listed.
- The Architect/Engineer should prepare and submit an independent estimate with each change order.
- The Change Order shall include a statement from the Architect/Engineer certifying that the scope of the change order is justified, the change order conforms to the grant application and the costs are reasonable.