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    17-Punch List Letter For NURFC

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    COAST
    The Commission staff has completed a preliminary assessment of the National Underground Railroad Freedom Center's capital project and identified issues that need to be resolved before being placed on the Commission's agenda. These include confirming registration with the Attorney General's office, clarifying project costs, revising the scope if additional state funding is not received, providing a signed board resolution, and submitting insurance and financial information. Addressing these punch list items by the deadlines provided could allow the project to be considered at the Commission's March or May meetings.

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    17-Punch List Letter For NURFC

    Uploaded by

    COAST
    1K views3 pages
    The Commission staff has completed a preliminary assessment of the National Underground Railroad Freedom Center's capital project and identified issues that need to be resolved before being placed on the Commission's agenda. These include confirming registration with the Attorney General's office, clarifying project costs, revising the scope if additional state funding is not received, providing a signed board resolution, and submitting insurance and financial information. Addressing these punch list items by the deadlines provided could allow the project to be considered at the Commission's March or May meetings.

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    17-Punch list letter for NURFC

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    The Commission staff has completed a preliminary assessment of the National Underground Railroad Freedom Center's capital project and identified issues that need to be resolved before being placed on the Commission's agenda. These include confirming registration with the Attorney General's office, clarifying project costs, revising the scope if additional state funding is not received, providing a signed board resolution, and submitting insurance and financial information. Addressing these punch list items by the deadlines provided could allow the project to be considered at the Commission's March or May meetings.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    1K views3 pages

    17-Punch List Letter For NURFC

    Uploaded by

    COAST
    The Commission staff has completed a preliminary assessment of the National Underground Railroad Freedom Center's capital project and identified issues that need to be resolved before being placed on the Commission's agenda. These include confirming registration with the Attorney General's office, clarifying project costs, revising the scope if additional state funding is not received, providing a signed board resolution, and submitting insurance and financial information. Addressing these punch list items by the deadlines provided could allow the project to be considered at the Commission's March or May meetings.

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    of 3

    March 30, 2007

    Sandra Mills
    National Underground Railroad Freedom Center
    50 East Freedom Way
    Cincinnati, OH 45202

    Re.: National Underground Railroad Freedom Center Improvements


    Project Assessment Punch List

    Dear Sandra:

    The Commission staff has completed a preliminary assessment of your capital project. There are
    some issues we need you to resolve prior to your project being placed on a quarterly Commission
    meeting agenda. The next Commission meeting is March 15, 2006 and in order to recommend
    that your project be placed on that agenda, we need to receive the following information:

    Basic eligibility requirements

    ‰ Confirmation of your organization’s registration with the Office of the Attorney General –
    Charitable Law Division. You can contact that office at 614-466-3180 for more information.

    Supplemental Information needed for project assessment:

    ‰ Clarification of Section 5: Project Cost Summary on the on-line Detail form. The project costs
    do not balance with the Project Funding Sources Summary;
    ‰ A plan to revise the project scope should the organization not receive the anticipated
    additional state appropriation;
    ‰ A signed copy of the resolution from your board approving the execution of agreements and
    contracts (the one we received was unsigned);
    ‰ A letter from your insurance carrier indicating that the levels of insurance carried by your
    organization are commercially reasonable (since the levels do not meet the Commission’s
    minimum coverage levels). If you would prefer, this can be facilitated through a conference
    call with your insurance carrier.
    ‰ Clarification on several of the “yes” answers on the Environmental Transaction Screening;
    ‰ Cash flow schedule for the duration of construction activities;
    ‰ More detailed explanations of the assumptions used to determine the revenue and expense
    lines on the five year proforma submitted previously; and
    ‰ Clarification of the property value of the Monument. The insurance valuation appears to be
    for the Monument and the Museum;

    These items are part of the list of requirements found in your Project Sponsor Resource Guide
    (PSRG). The above information will assist us in the assessment of your project however, the

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    material may generate subsequent questions and you may be asked to provide additional
    information.

    Please note that your financial statements are currently under review. Once the review is
    completed, if there any additional questions, they will be forwarded to you. I would also like to
    schedule a conference call with your construction administration team to ask a few questions
    regarding their approach to construction administration. Please contact me to discuss.

    The earliest meeting for which your project could be considered is March 15, 2007, however, your
    timeliness with submittals, the results of future assessments and your ability to resolve punch list
    issues will determine the final date of your Commission meeting appearance. If, for some reason
    you are not able to submit these items by November 30, 2006, we will work toward your project
    being on the May 24, 2007 Commission meeting agenda.

    Keep in mind that there are additional steps, after the Commission meeting, which are necessary
    in order for your project to be able to be reimbursed. During the Documents Phase, the
    Cooperative Use Agreement and Cultural Facility Construction Administration and Funding
    Agreement, will need to be drafted, reviewed and executed. After the legal documents have been
    fully executed, your project would be eligible for reimbursement. The following documents will
    need to be submitted in order to satisfy the remaining phases after the Commission Meeting.

    Documents Phase

    Supplemental Information needed (in addition to the list above) to complete legal documents:

    ‰ Insurance information including but not limited to a builder’s risk policy or an installation
    floater to cover your risks during construction, if needed (refer to pp. 33-34 in PSRG);
    ‰ Updated financial information; and
    ‰ Completed “Declaration Regarding Material Assistance/Non-Assistance to a Terrorist
    Organization” form. This is required by the Department of Homeland Security for those
    organizations receiving state funds.

    Reimbursement Phase

    Supplemental Information needed prior to the reimbursement of funds:

    ‰ A completed IRS form W-9 for your organization. An original signature is required;
    ‰ A completed Electronic Transfer of Funds form. We will forward a copy for you to complete;
    ‰ A copy of contractor contract(s) for our review. Include indemnification language in all
    contracts (refer to Cultural Facility Construction Administration and Funding Agreement,
    Article V, Contracting);
    ‰ Construction set of drawings/specifications, preferably in a .pdf format;
    ‰ Copies of all written, signed, approved change orders;
    ‰ Periodic reports during construction; and
    ‰ Request for payment (refer to the Cultural Facility Construction Administration and Funding
    Agreement, Exhibit 1).

    Near the end of construction:

    ‰ Recognition plan (refer to pp. 28-29 in PSRG);


    ‰ Emergency procedures manual; and
    ‰ Occupancy permit (as applicable)

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    Please keep me informed of any changes to the project. Please also let me know how I can assist
    you further, or if I can answer any questions. I can be reached by phone at 614-728-8931 or by
    e-mail at [email protected].

    Sincerely,

    Samantha Cothern
    Project Manager

    Enclosures: IRS Form W-9


    Authorization Agreement for Automatic Deposit of State Warrants
    Declaration Regarding Material Assistance/Non-Assistance to a Terrorist
    Organization

    I:\nurfc request pdfs\Punch list letter for NURFC.doc 3/15/2011

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