Fully Locally-Funded Alabama Community College System (ACCS) Project Forms

Fully Locally-Funded definition: A project for which the funding is totally derived from the resources of the local Awarding Authority/Owner, including but not limited to federal and local funds, grants and donations (no state funds or state bond issue funds are involved).

ACCS projects are administered by DCM's Contract Administration Division, Plan Review Division and Project Inspection Division.

Form Use and Contract Document Administration Fee

  • When an ACCS project is fully locally-funded for the entire project, the ACCS forms listed below must be used during the entire project, with two exceptions: (1) DCM does not review fully locally-funded ACCS project payment applications; the pay. app. forms provided below are solely for your use if needed. (2) If your firm is going to perform work for a two-year college under an Open-End Agreement Between Owner and Architect (O/A Agreement), contact the college or ACCS for their Open-End O/A Agreement template which has instructions and special provisions specific to two-year college open-end projects. Note: DCM reviews all ACCS project O/A Agreements (including Open-End), Amendments, Construction Contracts and Change Orders.
  • The Contract Document Administration Fee-O/A must be paid by the time an O/A Agreement is submitted to DCM for review. The Contract Document Administration Fee-CC and the Permit Fee must be paid by the time a construction contract is submitted to DCM for review. O/A Agreement and construction contract reviews can begin once the fees have been paid. See User Fees webpage for payment information.
    CDA Fee-O/A Exception: Open-End O/A Agreements have no specific project sum at inception; therefore a CDA Fee-O/A cannot initially be determined. Because one of the purposes of this type of Agreement is to aggregate services for multiple smaller projects, the CDA Fee-O/A associated with Open-End O/A Agreements is billed annually with a year-end of June 30th. The CDA Fee-CC for a Construction Contract of an Open-End project is still due when the contract is submitted to DCM.
  • Architectural/Engineering Firms:
    • Spec. writers: Flat non-password-protected pdfs of fully locally-funded ACCS construction administration documents are available for use in project manuals.
    • Document admin: As part of owners' payments to design professionals (DP) for Service D-Construction Contract Procurement and Service E-Construction Contract Administration, it is the responsibility of the DP to prepare the construction contract with bond forms, any change order with justification form and supporting documentation, the certificate of substantial completion with attachments, and deliver them to the contractor for execution. The DP is also responsible for preparing other documents such as the final payment checklist with attachments. It is the responsibility of the DP to ensure attachments from contractors such as executed bonds, insurance certificates, back-up for change orders, and executed roof warranties are complete and meet the requirements of the Manual of Procedures.
    • Storm damage: If the AL Division of Risk Management (DRM) is the insurer, include the DRM claim #, if any, on O/A Agreements and B-1 transmittals.

Pre-Construction Conference, Inspections and Permit Fee

  • All projects require a DCM Inspector-facilitated pre-construction conference which can be scheduled after the Permit Fee is paid. The Permit Fee and CDA Fee-CC must be paid by the time a construction contract is submitted to DCM for review. A pre-construction conference can occur once the Inspector receives a copy of the fully executed construction contract and notice to proceed from DCM's office. Benchmarks must then be met for required inspections as listed in the Pre-Construction Conference Checklist.

Public School and College Authority (PSCA)

  • When an ACCS project is partially or fully PSCA-funded from the beginning of the project, PSCA forms must be used during the entire project (instead of ACCS forms) and submitted to DCM. DCM's Contract Administration Division administers and reviews all PSCA-funded ACCS project contract documents including payment applications.
  • If an ACCS project begins with local funds and during the project is awarded partial or full PSCA funding, PSCA forms must be used for the remainder of the project. Contact DCM Contract Administration Division for assistance with completing documents required to convert fully locally-funded projects to PSCA. The basic Contract Document Administration Fee must be paid when a fully locally-funded project O/A Agreement and construction contract is converted to PSCA, see User Fees webpage for payment information. Note: PSCA funding is not applicable to Open-End O/A Agreements; locally-funded Open-End O/A Agreements cannot be converted to PSCA.

Manual of Procedures

  • For more detailed instructions than listed below, and for plan review and inspections requirements, see DCM's Manual of Procedures.

Forms

Brief Instructions for Architects/Engineers


Owner/Architect/Engineer Documents


Include 1 copy with each plan review submittal.
For reference, does not need to be submitted.
Due before O/A Agreement is reviewed by DCM.
Submit 5 originals.
For reference, does not need to be submitted.
Give Article 13 to architect's ins. rep; submit 5 copies of architect's ins. certificate.
Submit 5 originals, each notary sealed.
Submit 5 copies of Architect's/Engineer's entire MOU.
Owner required to apply for a certificate on each project.
Submit 5 originals.
Submit 1 copy with each Amendment original.
Contact college or ACCS for instructions.

Construction Administration Documents


For use as needed.
Submit 6 copies.
May be used in lieu of a cashier’s check.
Submit 6 copies, notary seal must show.
For reference, does not need to be submitted.
Due before Construction Contract is reviewed by DCM.
Due before Constr. Contract is reviewed by DCM, and before scheduling pre-con.
Submit 6 originals.
Submit 6 originals, with original power of attorney.
Submit 6 originals, with original power of attorney.
Give Article 37 to contractor's ins. rep; submit 6 copies of contractor's ins. certificate.
Submit 6 originals, each notary sealed.
Submit 6 copies of contractor's entire MOU.
Contractor required to apply for a certificate on each project.
C-15: Detail of Project Sign - updated April 2021
Required on projects with a $100,000 contract or more.
Submit 1 original, when required.
For use as needed.
Submit 6 originals.
Submit 6 originals.
Contact college or ACCS for instructions.
Contact college or ACCS for instructions.
Contact college or ACCS for instructions.
Submit 1 original, when required.
For use as needed.