ARCHIVED - Capital Projects Report - Form Instructions

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DCI Number/Fiscal Year: 460671 (2014-2015)

Purpose: For capital projects funded through a funding arrangement that require progress reports, the Capital Projects Report provides the current status of the capital project. This includes information on progress or signed documentation by authorized personnel ensuring legislated codes and standards have been met, and that the work has been completed in accordance with the Terms and Conditions set out in the funding agreement. The information is used to trigger warrantee periods and to set up the new asset in the Integrated Capital Management System (ICMS) so that Operational and Maintenance (O&M) funding can begin.

Reporting Period: Project dependent, per the terms of the funding agreement

Due Date: Within 90 days after either:

Consult the individual project schedule and budget plan or contact the AANDC regional office for more information.

Exception(s): MB – March 31st after either:

Field Definitions

Field Definition
Band Name The official and legal name of the band.
Band Number The number (maximum of 3 digits and in the format ###) assigned to the band by AANDC.
Site Name The legal name of the site or reserve.
Site Number The number (maximum of 5 digits and in the format #####) assigned to the site by AANDC.
Project Name The name of project as listed on Project Proposal Submission to AANDC.
Project Number The project number assigned by the AANDC Capital Manager.
Type of Report Progress Report:
As required by the funding agreement, regular progress reports must be submitted to AANDC.

Provisional Certificate of Completion:
When a facility has been completed to the stage where it is safely being used for the intended purpose, but still has outstanding work, a Substantial Completion Certificate or a Certificate of Occupancy can be issued by the consultant and attached to the Provisional Certificate of Completion. This is with the condition that the outstanding work is completed within a reasonable time taking into account the weather conditions, availability of material and parts etc. A portion of project funding would be held back until 100% completion. In addition, at this stage, only partial O&M funding would be provided.

Final Certificate of Completion:
In capital projects, there is usually a hold back amount of money imposed, sometimes known as a deficiency holdback, which is retained until the deficiencies have been rectified. For new facilities, there is also a warranty period that, depending on the circumstances, could commence once the substantial or construction completion certificate has been issued.

Upon the expiration of the warranty period, a final inspection is carried out and if all deficiencies have been rectified, the Final Certificate of Completion is issued. At this point, the project is fully turned over to the owner and the warranty of performance bond with the contractor is cancelled. Upon receipt of the Final Certificate of Completion, the asset enters full O&M phase.
Funding Arrangement Number The funding arrangement number.
Schedule for Progress Report Check phase of project and include narrative of project goals, milestones, results achieved, etc.
Project Start Date The project's start date, in the format of YYYY-MM-DD.
Project Completion Date The expected or actual project completion date, in the format of YYYY-MM-DD.
Statement of Expenditures
Estimated Project Total In this cell, indicate the total cost of the project from all funding sources including all project stages.
Spent to Date In this cell, indicate the current total actual amount of funding from AANDC that this project has received in all years prior to current fiscal year at all project stages.
Spent this Phase In this cell, indicate the current total actual amount of funding from AANDC that this project has received for this project stage.
Check all that apply First Nations are responsible for ensuring that all work is carried out according to the funding arrangement. If there are flaws in the work, incomplete work or work that has not been done according to the funding arrangement, then the First Nation must negotiate with the contractor to ensure that everything is completed or rectified. Prior to use, the facility must be inspected to ensure that all work meets the technical specifications. For housing projects, a CMHC-approved inspector must inspect the house and a Health Canada inspector must approve the septic system. For other projects, inspection must be done by a qualified professional inspector. Each inspector should provide a separate official inspection report to the First Nation, a copy of which must be attached to the Certificate of Completion.
List of Supporting Documents Attached List all reports or supporting documents attached and any additional documents not included in the checklist.
Approval Block
Project Manager or Person Authorized by the Band Council – Given Name, Family Name, Date
The name of the project manager or person authorized by the Band Council to certify that all the work has been completed in accordance with the terms and conditions set out in the Funding Agreement and the Effective Project Approval, and that all specified codes and standards have been met; the date, in the format of YYYY-MM-DD.
Received at AANDC by The name and title of the person at AANDC receiving the information and the date on which the report was received, in the format of YYYY-MM-DD.
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