RESOURCES
Plan and Cost Documents
This document must be certified to the Lender.
Alta Site Survey ExampleApplications presented must be executed by both the contractor and design professional of record (Architect).
This documentation also includes "Energy Conservation And ADA Guidelines".
Sample documents:
This is a standard American Institute of Architects (AIA) form that should be completed and sent to CMC.
Prior to release of final funding, an unconditional certificate of occupancy / compliance must be presented. If a conditional certificate is provided, a mutually agreeable hold-back and schedule to complete work must be furnished.
A certificate of substantial completion signed by the architect, owner and contractor must be submitted prior to the release of retainage and prior to advancing final funding. Should seasonal or deficient work require completion a mutually agreeable hold-back reserve shall be established and attached to the certificate of substantial completetion. In some cases lenders may apply a multiplier to the reserve total.
If portions of the project are bonded a consent of surety must be presented by the bondholder at project completion.
All Change Orders incorporated into the application for payment must be executed by the owner, contractor, and architect. Change Orders must be sufficiently detailed so cost reasonableness and scope review sanity checks can be performed.
If a Payment and Performance Bond is required by the lender, copies should be forwarded to the consultant for review. In some cases, bonds may not be executed prior to loan closing. If this is is the case draft copies of the bonds must be forwarded to the consultant as well.
This is a standard American Institute of Architects (AIA) form that should be completed and sent to CMC.
If a Municipality requires a DEC Stormwater Runoff Permit and/or a Stormwater Runoff Prevention Permit, these must be submitted to CMC.
The following Design documents are required.
- Architectural Plans
- Civil Plans
- Landscaping
- Structural Plans
- Electrical Plans
- Mechanical Plans
- Plumbing Plans
- Fire Protection Plans
These documents must adhere to the following submittal criteria:
- Full sized copies need to be provided.
- A Digital Copy (CD) is required.
- They need to be signed & sealed by the Design Professional And Signed Off by the Governing Municipal Entity
- General Liability
- Excess Liability
- Workers Compensation
- Builders Risk
- Automobile Liability
- Flood Insurance (If Necessary)
- Earthquake Insurance (If Necessary)
CMC requires the owner to produce documentation from the Municipality affirming that the project is zoned for intended use. A building permit cannot be substituted as evidence of zoning.
CMC requires a letter from the Design Professional of Record attesting that the Site is outside the 100-year flood zone boundaries.
In some instances, a final waiver cannot be presented at time of final application request, given that all funds requested not been disbursed to date. A final interim waiver of lein must be accompanied by the final application for payment. All supporting waivers of lien from contractors and suppliers which have been paid in full must be submitted under separate cover.
(AKA, "Subsurface Exploration Report")
CMC recommends the report to include Site and Foundation construction recommendations. Test Pit Observations and Soil Proctors alone do not constitute a geotechnical evaluation. The NYS Uniform Building Code requires a Geotechnical Report to be furnished to the Municipality as a condition of permit issuance. Practices vary depending upon municipality requirements and project type. If a Geotechnical Report is not required by the Municipality, the Design Professional of Record must furnish a letter to CMC affirming that a Geotechnical Report is not required.
The Developer and/or Contractor must submit a detailed hard cost breakdown of the proposed work. If multiple buildings or sites are part of the overall project make-up, separate estimates must be furnished. CMC advises that overhead, profit, and general requirement documents be separate.
If the Community Preservation Corporation a funder the Hard Cost Budget must be submitted on an AIA G702 and G703 document.
Sample Documents:
Overall Project Cost Summary (To Include All Hard And Soft Costs)
The Developer and/or Contractor must submit a detailed cost breakdown of the proposed work. If multiple buildings or sites are part of the overall project make-up, separate estimates must be furnished. CMC advises that overhead, profit, and general requirement documents be separate.
a Potential Change Order Log must be presented with each draw request. The log must include all known changes which may have a dollar or time impact. The contractor should make every reasonable attempt to estimate a dollar value for potential work with the understanding that it is merely an estimate and is subject to revision. PCO logs must be dated.
- Building Permit
- Curb Cut Permit
- SPEDS Permit
- Sitework Permit
Should the project involve unit rehabilitation, a Physical Needs Assessment is generally produced to provide a baseline of what items require replacement. It is important that this report be furnished to CMC to determine all recommend replacements have been incorporated into the design documents.
A Fully Sized And Digital Copy (CD) Required
The Contractor must furnish a detailed project schedule. If the project is phased, the schedule must incorporate anticipated unit turnover dates.
Sample documents:
The contracts submitted must be fully executed and include all exhibits and addenda.
The contracts submitted must be fully executed and include all exhibits and addenda. If multiple prime contractors are retained (for example, in order to complete sitework independent of building construction), the Owner must furnish separate contracts.
In some cases, Lenders require that the Owner provide copies of subcontracts.
The NYS Uniform Building Code requires a Statement of Special Inspections to be furnished by the Design Professional of Record (DPR) to the Municipality as a condition of permit issuance. Practices vary depending upon municipality requirements and project type.
If a Statement of Special Inspections is not required by the Municipality, the DPR must furnish a letter to CMC affirming that a Statement of Special Inspections is not required. In the absence of a Statement of Special Inspections, CMC requires that the DPR list what tests are to be performed.
Sample Documents:
Funding of on- and off- site stored materials is loan-specific. The following criteria are generally accepted.
Off-site stored material requirements:
- Pictures of off-site stored materials clearly labeled with the project name and owner
- Off-site stored material affidavit (notarized)
- Invoices for off-site stored materials
- Insurance certificate with the lender named an additional insured (notarized)
- Transfer of title to owner (notarized)
- Evidence that materials are stored in a bonded warehouse
On-site stored material recommendations:
- Materials are properly inventoried and clearly stenciled or otherwise marked to indicate that they are the property of the borrower
- Bills of sale are provided
- Materials are stored in a secure location, protected against damage and are insured against casualty, loss and theft
Example Documents:
Please send to CMC a list of any and all subcontractors, their phone numbers, and their trade.
CMC requires the owner to produce documentation from the the utility service providers affirming that the project can be serviced.
Sample "Will-Serve" Letters:
An overall interim waver of Lien must be presented with each application for payment. Lien Wavers must be notarized.
(PDF Samples)
