Project closeout
Each Clean Water Fund Program (CWFP) and Safe Drinking Water Loan Program (SDWLP) financial assistance recipient is required to complete the project closeout process and/or amendment requirements in order to receive final disbursement of its loan.
When the municipality expends 95% of its loan amount, DNR will send a closeout letter and necessary forms specifying the appropriate actions to start the project closeout process. The project closeout must be completed before final payment can be made.
Project closeout process
For project closeout, the municipality must complete all of the below steps.
1. Contact the regional DNR construction management engineer (CME) when the project is ready for final inspection. The project punch list items must be complete. The project must comply with the approved plans and specifications and the municipality's Wisconsin Pollutant Discharge Elimination System (WPDES) permit limits.
2. Obtain DNR approval of all change orders and amendments.
3. Certify to the department its acceptance of the project from the contractor(s). The engineer and the authorized representative of the municipality must sign the Project Acceptance Certification Form 8700-280.
4. Document final utilization of disadvantaged business enterprises (DBEs). The authorized representative of the municipality must sign the Contract Utilization of DBEs Form 8700-257 or Exhibit E of the Financial Assistance Agreement (FAA).
5. Complete the Wage Rate Compliance Certification that will be sent with the final closeout letter, see Complying with Davis-Bacon Requirements.
6. If a municipality is receiving a loan from the Clean Water Fund Program (CWFP), it must submit an Operation and Maintenance (O&M) Manual certification checklist to its DNR loan project manager for review. The engineer and the authorized representative of the municipality must sign the appropriate certification checklist:
- Wastewater Collection System O&M Manual Certification Checklist Form 8700-310; or
- Wastewater Treatment Facility O&M Manual Certification Checklist Form 8700-311.
7. Verify the wire transfer instructions for final disbursement.
Final disbursement
Upon receipt of the above information, the department will contact the regional DNR CME for project sign-off, which completes the project closeout process. When the department determines the project closeout requirements are satisfied and final costs are reconciled between the municipality and the CWFP/SDWLP, the Department of Administration (DOA) can wire the final disbursement. DOA generates a final repayment schedule and sends it to the municipality.
- Contact information
- Kim Leizinger, Closeout specialist