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Administrative Section

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Contract Administration

The City of Wilmington Engineering Division is responsible for the fiscal management of construction and professional service contracts and the procurement of supplies. Contract Administration and Project Management staff are involved in the setup and closeout of contracts and the processing of payments and purchase orders on an on-going basis. The goal of Engineering is to provide payments within 30 days of receipt of a completed pay application.

Contract & Payments

Pay Estimates from contractors and consultants are continuously received and processed. A standard payment cycle takes 2-4 weeks following these steps:

  1. Contractor verifies with City Inspector that work is accurately quantified.
  2. City Project Manager receives 'completed' pay estimate, typically monthly.
  3. City Project Manager prepares pay application.
  4. Contract Administrator prepares payment for signatures.
  5. Payment is sent to Finance to process and prints checks.
  6. Contractor Administrator distributes printed checks.

Pay Estimates shall be checked for completeness before processing. To reduce time and expedite payments, contractors need to follow the payment checklist and verify that all information is accurate. Contractors are evaluated on completeness of financial information and shall always confirm payment and wage information for themselves and their sub-contractors. The link to payment and close out documents is provided.

Surety Agreements

A surety may be needed to coordinate future work, obtain a certificate of occupancy or record a map. Upon consideration of providing a financial guarantee in lieu of constructing all of the required improvements, a developer may submit a Surety to the City. Surety Standards are outlined in Sec. 18-366 of the City Code.

When pursued, an application is first reviewed and then a formal Surety agreement is prepared and routed through the City Manager’s office. The time to execute an application and surety agreement is approximately 7-14 business days. The current threshold limit for sureties is $51,000 and work is expected to be completed within 6 months. The basic steps to a surety agreement include:

  1. Developer to discuss feasibility and timing.
  2. Application Form with estimate and diagram is provided.
  3. Engineering reviews and forwards to City Manager.
  4. Developer signs Agreement, then surety is processed.
  5. Bonded work is completed and inspected.
  6. Request for Surety release is processed.

Please note that a surety is meant for short-term use and is not a payment-in-lieu (PIL). Any transfer of money, property, etc between a developer and the City requires a formal agreement to be presented and approved through City Council.

Questions?

Tawannia Bernard - Contract Administrator
Phone: 910.341.7807

Vendors & Contractors

Vendors must have an account by first completing a Vendor Application, e-verify Affidavit and a W-9 Form to submit to Purchasing.

For Contractor qualification, you may contact City Purchasing or visit their webpage. 

W/MBE

Contractors shall be aware of contract goals. Changes in scope or value of w/MBE work shall be preceded by a Good Faith Effort and approved. Please check with your Project Manager first.

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