ࡱ> (+#$%&' bjbjWW E55Ь2PP$$$$$%%%8F%J'%N>*P+:+++445D^5$$0@$54"4455$$++t:t:t:5$8+$+t:5t:t:f$+`W-R6.M40N("6"h"$55t:55555t:555N5555"555555555P p#: Chapter 5. Getting to Final Approval Overview In this ChapterThis chapter contains the following topics. TopicTopic name See Page1Ownership5-22Veterans Mortgage Life Insurance (VMLI)5-53Proposed Adaptations and Waivers5-84Bids and Waivers5-105Contracts5-136Plans and Specifications5-157Cost Analysis5-238Required Documents for Other Situations5-279Regional Loan Center (RLC) Requirements for Grant Disapproval 5-30 Ownership Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. Overall RequirementIn order for a Veteran to obtain final grant approval, the Secretary of Veterans Affairs must determine that there is a satisfactory ownership interest in the housing unit. b. Legal Requirement for 2101(a) GrantsFor Specially Adapted Housing (SAH) grants, the Veteran must have, or provide satisfactory evidence that he or she will acquire an ownership interest in the housing unit. c. Legal Requirement for 2101(b) GrantsFor Special Housing Adaptation (SHA) grants, the Veteran, or a member of the Veterans family, must have, or provide satisfactory evidence that he or she will acquire an ownership interest in the housing unit. d. Legal Requirement for 2102A GrantsFor Temporary Residence Assistance (TRA) grants: a member of the Veterans family must have, or provide satisfactory evidence that he/she will acquire an ownership interest in the housing unit, and the Veteran and the member of the Veterans family who has, or will acquire, an ownership interest in the housing unit must sign a certification as to the likelihood of the Veterans temporary occupancy of such residence. Continued on next page e. Definition of Ownership InterestOwnership interest is defined as an undivided property interest that the Secretary determines is satisfactory. The following may be satisfactory types of property interest: fee-simple estate; life estate; functional equivalent of a life estate, such as that created by a valid trust, a long-term lease, or a land installment contract that will convert to a fee-simple estate upon satisfaction of the contracts terms and conditions; ownership of stock or membership in a cooperative housing corporation entitling the eligible individual to occupy, for dwelling purposes, a single family residential unit in a development, project, or structure owned or leased by such corporation; lease, under the terms of a valid and enforceable Memorandum of Understanding between a tribal organization and the Secretary; or beneficial property interest in a housing unit located outside the United States.  f. Required Documentation All grants require some form of documentation uploaded to the system to verify a satisfactory ownership interest, as outlined above. The documentation required to verify ownership will depend upon the type of property and whether the grant is a first or subsequent use of the benefit for the Veteran. It is critical to inform the Veteran about ownership requirements for his or her grant type and to begin the process of verification as early as possible to avoid unnecessary delays.1. Ownership, Continued Continued on next page 1. Ownership, Continued g. Required Documentation for First-Use GrantsFor all first-use grants (SAH, SHA, and TRA), Regional Counsel (RC) must review title documentation and determine that it meets the regulatory requirements for ownership. The RC review must take place regardless of whether the Veteran or a member of his or her family owns the property. Documentation required to verify ownership will vary by jurisdiction, so the SAH Agent should work closely with RC to determine what is necessary and communicate requirements to the Veteran and/or the Veterans family member(s).  h. Required Documentation for Subsequent- Use Grants For subsequent-use grants (SAH and SHA), documentation required to verify ownership will depend upon whether the property is the same property that was adapted with the previous use of the grant. If the property to be adapted is the same that was adapted with the previous use of the grant, the SAH Agent must obtain a current copy of the property tax records (along with a current credit report, as discussed in Chapter 3, Topic 3). If it is clear from the property tax records that the Veteran or a member of his or her family (in the case of SHA grants) owns the property, no further documentation is required. If the property tax records are inconclusive, first-use guidance must be followed, and RC must review and approve title documentation. If the property to be adapted is different from the property adapted with the previous use of the grant, first-use guidance must be followed, and RC must review and approve title documentation. 2. Veterans Mortgage Life Insurance (VMLI) Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. General Program InformationThe VMLI program provides mortgage life insurance to severely-disabled Veterans who otherwise, may not qualify for this type of insurance due to their disabilities. It is designed to pay off, or reduce the principal balance of, the home mortgages of disabled Veterans in the event of their death. b. EligibilityVeterans must have an existing mortgage and apply for VMLI before their 70 birthday. Only Veterans who have received final approval for an SAH or SHA grant from VA are eligible.  c. BenefitsVMLI is decreasing term insurance which adjusts as the amount of the mortgage is reduced. VMLI has no loan or cash value and pays no dividends. As set by law, it currently provides up to $200,000 of mortgage life insurance, and is payable only to the mortgage holder (i.e. a bank or mortgage lender), not to a beneficiary. The amount of coverage will equal the amount of the remaining mortgage balance, but the amount of coverage can never exceed the maximum amount set by law. Continued on next page 2. Veterans Mortgage Life Insurance (VMLI), Continued d. ApplicationIt is the SAH Agents responsibility to inform the Veteran of the VMLI program during the initial interview and provide  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-29-8636-ARE.pdf" VA Form 29-8636, Application for Veterans Mortgage Life Insurance. At this time, the Agent should be able to ascertain initial eligibility based on the Veterans age and the existence of a mortgage. If the Veteran satisfies the age and mortgage requirement, he or she may elect to: Accept VMLI coverage. To apply for the insurance, the Veteran must complete  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-29-8636-ARE.pdf" VA Form 29-8636, and provide proof of an existing mortgage, such as a current mortgage statement. By completing  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-29-8636-ARE.pdf" VA Form 29-8636, the Veteran has not committed to purchasing the insurance. The VA Insurance Center will then contact the Veteran after the grant has been approved for additional information and final confirmation. Decline VMLI coverage. The Veteran must complete  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-29-8636-ARE.pdf" VA Form 29-8636, specifically, Part B Declination of Insurance, indicating the appropriate reason for declination. The Veteran may elect to purchase coverage at a later date, assuming he or she is still eligible. If the Veteran is ineligible due to age or the absence of a mortgage, he or she must complete  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-29-8636-ARE.pdf" VA Form 29-8636, specifically Part B Declination of Insurance, indicating the appropriate reason for declination. e. Application DeadlineThere is no application deadline for VMLI coverage, unless the Veteran is in danger of losing eligibility due to age. The Veteran may apply for the insurance at any time during the grant approval process, after the grant is approved, or even after the SAH project is complete. If no application is received, the VA Insurance Center will send a reminder letter to the Veteran regarding the insurance. f. Effective Date of CoverageVMLI coverage is not in effect until the VA Insurance Center provides confirmation to the Veteran. This will occur after final grant approval. 2. Veterans Mortgage Life Insurance (VMLI), Continued g. Cost of the InsuranceIt is important for the SAH Agent to inform the Veteran that there is a premium for the insurance. The monthly premium varies based on the Veterans age, the existing loan duration, the current mortgage balance, and the amount of coverage requested. The Veteran may choose to have this amount deducted from his or her monthly VA compensation. To obtain an estimate of the monthly insurance premium, the Veteran may visit the following website:  HYPERLINK "https://insurance.va.gov/VMLICalc/VMLICalc.asp" https://insurance.va.gov/VMLICalc/VMLICalc.asp. Important: The SAH Agent must not provide the Veteran with an estimate of the insurance premium. Please direct the Veteran to the website provided above, or the VA Insurance Center at 1-800-669-8477. 3. Proposed Adaptations and Waivers Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. Overall RequirementIn order for a Veteran to obtain final grant approval, the Secretary must determine that the plans and specifications of the proposed adaptations demonstrate compliance with the minimum property and design requirements of the SAH program. b. 2101(a) Grant RequirementsSAH Agents must ensure that bids and, subsequently, final construction documents, demonstrate compliance with all minimum property requirements (MPRs). MPRs and recommended adaptations (RAs) for SAH grants can be found in Appendix A of this manual. MPRs for SAH grants must be followed in TRA cases in which the Veterans original program eligibility is due to 2101(a). c. 2101(b) Grant RequirementsThere are no MPRs for SHA grants. RAs for SHA grants can be found in Appendix B of this manual. RAs for SHA grants must be consulted in TRA cases in which the Veterans original program eligibility is due to 2101(b). d. General Information About MPR WaiversAn MPR waiver is a written request from a Veteran to waive an MPR. Note: Waiver requests are not required for RAs, unless they have been elevated to MPR status by the SAH Agent, Assistant Valuation Officer (AVO), or Valuation Officer (VO), based on the initial interview and feasibility study. Please refer to Appendix A for more information.Continued on next page 3. Proposed Adaptations and Waivers, Continued e. Format and Content of MPR WaiversAn MPR waiver request must be in writing and in the Veterans own words. The request can be typed or handwritten, but it must be legible. The request must be signed by the Veteran or his or her legal representative. The request must provide justification and support as to why the MPR should be waived. For example, the Veteran should be able to explain why the elimination of a particular MPR would provide a greater benefit to him or her than its inclusion. Note: While SAH Agents are encouraged to assist Veterans with the preparation of grant approval documents, in no circumstance is it acceptable for a SAH Agent to draft a waiver request for a Veteran. f. Approval of MPR WaiversAVOs and VOs are responsible for reviewing and either approving or disapproving each MPR waiver request. AVO or VO approval or disapproval must be recorded in the system. Note: At no time is a waiver request considered automatically approved. Each waiver request must be considered on a case-by-case basis. 4. Bids and Waivers Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. General Information About BidsIn order for a Veteran to choose a builder with whom he or she feels confident and comfortable, he or she must solicit bids. The bid process allows the Veteran freedom of choice in selecting a builder based on the proposed adaptation plans and associated costs. b. Number of Bids RequiredEach SAH, SHA or TRA project requires three bids. This affords the Veteran the opportunity to view various options, and compare the services and prices of multiple builders. The Veteran may obtain more than three bids for his or her SAH project; however, the minimum is three. If the Veteran lives in a rural location, or cannot obtain three bids, a waiver of this requirement may be requested. Waivers of this requirement are discussed later in this section.  c. Components of a BidIt is not necessary for a builder to provide full construction documents as part of a bid. Rather, a bid should contain enough information for the Veteran and the SAH Agent to understand the builders proposal (e.g., the builders vision for how to utilize the available space and how to incorporate the MPRs and desired RAs), and to get a sense for the approximate cost. The bid should contain a sketch of the proposed construction, but does not need to include full architectural drawings. The bid should also contain a detailed estimate, but does not need to include an itemized cost breakdown. Note: While it is unlikely that experienced SAH builders are ignorant of the maximum grant amounts, SAH Agents and Veterans are encouraged not to discuss specific grant amounts with bidding builders, so that honest and accurate estimates for the requested work can be obtained. d. Selecting a BidThe SAH Agent should maintain contact with the Veteran as he or she is going through the bidding process. When the Veteran has selected a bid, the Veteran should inform the SAH Agent and the selected builder so full construction documents (i.e. contract, plans, specifications, and cost analysis) can be drafted and reviewed. The Veteran should also be encouraged to contact the non-selected builders as a courtesy.Continued on next page 4. Bids and Waivers, Continued e. Three-Bid WaiverThere will be situations in which a Veteran is unable or unwilling to obtain three bids. While VA strongly recommends a minimum of three bids to ensure adequate competition and to eliminate conflict of interest, there is also a need to avoid delays and allow for freedom of choice. Therefore, VA will entertain requests for waiver of the three-bid requirement. A bid waiver request must be in writing and in the Veterans own words. The request can be typed or handwritten, but it must be legible. The request must be signed by the Veteran or his/her legal representative. The request must provide justification and support as to why the three-bid requirement should be waived. For example, the Veteran should be able to explain why he or she was unable to obtain three bids or the rationale for why the Veteran chose the builder without entertaining multiple bids. Note: While SAH Agents are encouraged to assist Veterans with the preparation of grant approval documents, in no circumstance is it acceptable for a SAH Agent to draft a waiver request for a Veteran. f. Approval of Bid WaiversAVOs/VOs are responsible for reviewing and approving or disapproving each bid waiver request. Note: At no time is a waiver request considered automatically approved. Each waiver request must be considered on a case-by-case basis.Continued on next page 4. Bids and Waivers, Continued g. Builder RegistrationThe Veteran has freedom of choice in selecting a builder for the proposed adaptations, but the following requirements apply: The builder must possess any and all applicable licenses administered through their respective state/local licensing board. If the builder does not already possess a VA Builder Identification (ID), the builder must register for a VA Builder ID number by completing the following forms:  HYPERLINK "http://www.vba.va.gov/pubs/forms/26-8791.pdf" VA Form 26-8791, VA Affirmative Marketing Certification  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-26-421-ARE.pdf" VA Form 26-421, Equal Employment Opportunity Certification Builder Information and Certifications must be completed using Figure 1 from the VA Pamphlet 26-7, Lenders Handbook,  HYPERLINK "http://www.benefits.va.gov/WARMS/docs/admin26/pamphlet/pam26_7/ch10.doc" Chapter 10, Property Eligibility and Appraisal Requests The SAH Agent must contact the builder prior to registration to explain the disbursement process, and explain that the builder will be required to carry the initial construction costs. Note: The SAH Agent must allow the Veteran freedom of choice in selecting a builder, but the SAH Agent should encourage the Veteran to research the builders background and previous job history to ensure an informed decision and protect the interests of the SAH/SHA grant program.  5. Contracts Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. General InformationThe contract is the legal agreement between the Veteran and the builder. While the contract is negotiated between the Veteran and builder, VA does require certain components. b. Contract RequirementsThe selected builder must provide a fixed-price contract that includes the following components: the parties to the contract and specified roles, along with signatures of all parties and the dates of signatures; the address of the subject property; a reference to specific plans and specifications; the terms and cost of the project; a scope of work; a Central Office (CO) approved escape clause; and the estimated time to complete the project. After final grant approval, any change to the elements specified in the original contract must be accompanied by a change order, signed by all parties, subject to VA approval. Refer to Chapter 6, Section 2, for additional information on change orders.  c. Parties to the ContractVA is not a party to the contract. Only those specifically named in the contract, usually the Veteran, or his or her representative and the builder are parties to the contract. d. Referencing Plans and SpecificationsIn order to ensure that the Veteran and builder are in total agreement, regarding the proposal as a whole, the contract must incorporate, by reference, the final signed and dated version of the plans and specifications approved by VA. It is sufficient to reference the plans and specifications by date or version number, so long as it is clearly visible on the documents.Continued on next page e. Scope of WorkThe format of the scope of work can be determined by the builder, but the scope of work is considered part of the contractual agreement between the Veteran and builder. The scope of work: must contain a clear description of proposed adaptations, separated by location within the home; does not need to include the make and model of finishes; and must be consistent with all contractual documents submitted. If the scope of work deviates from the plans and specifications, the SAH Agent will contact the builder to resolve inconsistencies, and document his or her action in the system. Example for scope of work line item: Master Bedroom Install 36 wide entry door; replace existing carpet with non-slip ceramic tile; install 36 wide emergency exit door with threshold. The exit door will lead to an exterior broom swept concrete landing platform level with the interior grade. 5. Contracts, Continued f. Escape ClauseThe contract must include an escape clause with the following statement, exactly as shown below: This contract is conditioned in its entirety upon the Veteran receiving a grant under Title 38 U.S.C. Chapter 21 and if this Veteran does not receive this grant, this contract is null and void and any and all monies will be returned without exception. g. AddendumIt is preferred that all contract components described in paragraph b above be incorporated into the builder-drafted contract. However, if the builder omits one or more required components, the RLC may utilize a contract addendum to address any gaps. If a contract addendum is utilized, it must be signed and dated by the builder and the Veteran. Any action taken should be documented in the system.  6. Plans and Specifications Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. General InformationPlans and specifications are critical to the grant approval process, as they illustrate the proposed adaptations and provide a detailed list of the materials that will be used for construction. Construction plans are usually required for all cases. They must be provided for new construction and remodeling cases, although the exhibits and levels of detail within the required construction plans depend upon the scope of the project being completed. b. Providing Construction PlansWhen plans are required, they must be reviewed for MPR compliance prior to final grant approval. The selected builder is responsible for drafting (either personally or through the use of an architect or draftsman) and submitting the plans to the RLC for approval. This cost can be itemized in the cost breakdown and may be included in the first construction draw. VA strongly discourages Veterans from paying for construction plans in advance. It is a serious concern if a builder does not have the operating capital to advance the money for construction plans until the project is funded. However, if a Veteran insists upon paying for this cost out of pocket, he or she can be reimbursed with grant funds only after construction is complete. Continued on next page 6. Plans and Specifications, Continued c. Types of Construction PlansThe table below lists the types of construction plans and when they are required: Type of PlanRequired For:Plot PlanNew construction and remodeling projects that include an addition.Foundation PlanNew construction and remodeling projects that include an addition.Wall DetailNew construction and remodeling projects that include an addition.Floor Plans New construction and all remodeling projects.Exterior ElevationsNew construction and remodeling projects that include an addition.Interior ElevationsNew construction and all remodeling projects.Electrical PlansNew construction and some remodeling projects.Mechanical PlansNew construction and some remodeling projects. Note: For projects in which only installation is proposed and no construction will be completed (e.g. an SAH project in which only flooring is installed or a SHA project in which only lighting is installed), construction plans are not required and a detailed description of materials will suffice. Other cases that do not require construction plans are SAH Plan 4 cases and SHA Plan 5 cases because the housing unit has already been adapted. Continued on next page 6. Plans and Specifications, Continued d. Plot PlansRequirements for plot plans differ between new construction and remodeling projects that include an addition. For new construction projects, the plot plan must illustrate the following items: the proposed housing unit; ramps, walkways and driveways; detached garages, carports, outbuildings and/or other improvements; drainage and significant changes in topography; critical easements and setback requirements, if applicable; and well and/or septic systems, if applicable. For new construction projects, the plot plan should indicate the finished grade elevations at the foundation, proposed finished floor height, and the four corners of the site. If the site is large, grade elevations of the site should be identified 30 feet from the corners of the foundation. For remodeling projects that include an addition, the plot plan must include the following: the proposed addition; walkways and driveways; critical easements and setback requirements, if applicable; and only those detached garages, carports, outbuildings and/or other improvements that the Veteran intends to adapt. Note: A setback or easement is considered to be critical only if the proposed housing unit or addition is close to encroaching upon it.  e. Foundation PlansWhen a foundation plan is required, it must include the dimensions and materials used for: footings, walls, slab, and/or support piers. Note: A foundation plan must be notated if the home will be built with a foundation in which the finished floor elevation is flush with the exterior grade or exterior flat work.Continued on next page 6. Plans and Specifications, Continued f. Wall DetailWhen a wall detail is required, it must illustrate the proposed exterior wall cross section from the foundation/footing upward to the ridgeline of the roof.  g. Floor PlansRequirements for floor plans differ between new construction and remodeling projects. For new construction projects, the floor plan must illustrate the following: all levels, including the dimensions of the home; all adapted areas/features and dimensions; the garage/carport and dimensions; the size and location of interior and exterior doors/windows; the dimensions for all rooms, hallways and passageways; and all adapted ingress/egress points including ramps. For remodeling projects, the floor plan must illustrate the following: all adapted areas/features and dimensions; the size and location of new interior and exterior doors/windows; and all adapted ingress/egress points including ramps. All plans must also illustrate the location of any special equipment to be installed (e.g. automatic door openers, vertical platform lifts, ceiling track systems, etc.).  Continued on next page 6. Plans and Specifications, Continued h. Interior and Exterior ElevationsRequirements for interior elevations differ between new construction and remodeling projects. For new construction projects, the interior elevations must illustrate the following: window sill and hardware heights; thermostat and electrical outlet, switch, and service panel heights; bathrooms adaptations (e.g. all grab bars, plumbing fixtures, bathtub transfer platforms, toilet height, mirror height, cabinets, and roll-under sink); kitchen adaptations (e.g. cabinet and counter heights, sink basins, workspaces, and appliance locations); and closet/storage area adaptations including the location of closet rods and shelving. For remodeling projects, interior elevations are only required if any of the items/areas listed above are being replaced/adapted. Exterior elevations of the housing unit are only required for new construction and remodeling projects that include an addition. For new construction, all sides must be shown. For remodeling projects, only the elevations in which the new addition appears are required. Note: If the proposed project includes ramps, the builder must submit elevations/details that allow the SAH Agent to verify slope, width, and other required features.  Continued on next page 6. Plans and Specifications, Continued i. Electrical PlansRequirements for electrical plans differ between new construction and remodeling projects. For new construction projects, the electrical plans must illustrate the following: electric service panel, switches and outlets, light fixtures, wiring diagram, thermostats, and smoke/carbon monoxide detectors. For remodeling projects, an electrical plan is only required if any of the items listed above are being replaced or new electrical items are being installed. In these circumstances, it is not necessary to provide an electrical plan for the entire housing unit. Only those items affected are required on the electrical plan. Note: Often, the electrical plan is incorporated in the floor plan. This is acceptable as long as it is legible. Continued on next page 6. Plans and Specifications, Continued j. Mechanical PlansRequirements for mechanical plans differ between new construction and remodeling projects. For new construction projects, the mechanical plans must illustrate the location of the following, if applicable: air handler, condensing unit, furnace, air returns, duct work and registers, thermostats, boiler, radiators, and water heater. For remodeling projects, a mechanical plan is only required if any of the items listed above are being replaced, or new mechanical items are being installed. It is not necessary to provide a mechanical plan for the entire housing unit. Only those items affected are required on the mechanical plan. Important: If a remodeling project includes an addition, but the heating, ventilation, and air conditioning (HVAC) system will remain unchanged, the builder must provide a statement indicating that the existing HVAC system is appropriately sized to adequately heat/cool the new addition. Note: Often, the mechanical plan is incorporated in the floor plan. This is acceptable as long as it is legible.Continued on next page 6. Plans and Specifications, Continued k. SpecificationsThe builder must provide specifications on  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-26-1852-ARE.pdf" VA Form 26-1852, Description of Materials. All parties to the contract must sign and date the completed form. In addition to  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-26-1852-ARE.pdf" VA Form 26-1852, the SAH Agent is required to obtain manufacturers specification sheets for flooring, appliances, and special equipment. This will help ensure that all parties are in agreement as to what materials are being used for the project. After final grant approval, any changes to the approved  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-26-1852-ARE.pdf" VA Form 26-1852 will require a written change order signed by all parties to the contract. Please see Chapter 6, Section 2 for more information on change orders.  l. Builder CertificationThe VA builder certification must be: signed and dated by a technically qualified and properly identified individual (such as the builder, architect, engineer, etc.); and contain the following language, indicating that the home meets code requirements and is free of hazardous material: I certify that the construction exhibits for (the property address) meet all local code requirements and are in substantial conformity with both SAH and VA Minimum Property Requirements, and all building standards as required by VA. 7. Cost Analysis Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. PurposeA cost analysis helps to determine if the construction cost is appropriate for the proposed scope of work and whether or not the builder is overcharging. b. When to PerformThe SAH Agent completes the cost analysis after receiving the final versions of the following: the construction contract; the plans and specifications, including the  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-26-1852-ARE.pdf" VA Form 26-1852, Description of Materials; and the builders cost breakdown.  c. Typical Construction Related CostsIt is important to remember that every construction project is different and the types of construction costs for each project will vary accordingly. The following are typical construction related costs: material labor or subcontractor fees profit overhead architect or drafting fees debris/trash containers and removal storage insurance site preparation job conditions The SAH Agent should question any charges or fees that do not appear typical or related to the proposed construction project and document the system. Continued on next page 7. Cost Analysis, Continued d. Cost Estimating Tools and ResourcesOn the job experience is the best source of cost estimating knowledge. In addition, there are several resources available to SAH Agents for completing the cost analysis. Most analyze the construction cost on a dollar per square foot basis, which is determined by the quality of construction and the location of the project. The Marshall & Swift Cost Estimator, an online software application, is a well-known source for cost estimation and may be accessed at HYPERLINK "http://www.swiftestimator.com/"http://www.swiftestimator.com/. Other resources for product and cost estimates include: builders associations, suppliers (retail and wholesale), manufacturers, and other builders. e. ChallengesCost estimating is one of the most difficult parts of the grant process because: Every project is different and the needs of each Veteran are unique. Job site conditions vary significantly. Costs for specific types of work vary by builder and construction quality. Fluctuations in construction costs, especially material costs, are based on supply and demand and are not always consistent with general economic conditions in an area. Remodeling work may involve: unanticipated problems (e.g. termite or water damage, structural damage, foundation defects, etc.), resulting in additional costs; and inherent structural or site limitations, providing less flexibility in design and use of materials. f. Cost BreakdownThe cost breakdown is an itemized list of work and associated costs for a construction project. It must be provided for all construction and remodeling projects. The cost breakdown is an integral part of developing the disbursement schedule, which is discussed later in this chapter.Continued on next page 7. Cost Analysis, Continued g. Completing the Cost AnalysisThere are four steps to completing the cost analysis: Review the plans and specifications for materials, size (square feet), and construction quality. Use a cost estimating resource to determine the construction cost on a dollar per square foot basis. Apply this number to the size (square feet) of the proposed project. Use other resources, if necessary, to determine the cost of specialty equipment. Compare the builders project cost with the cost derived using the cost estimating resource.  h. Excessive CostWhen the cost analysis indicates significant overcharging by the builder, the Veteran must be notified using the system-generated letter (which can be e-mailed or mailed). SAH Agents must question whether the excessive cost is concealing non-grant related work not disclosed in the contract. Potential signs of overcharging are: an experienced SAH builder charging more for similar work recently completed on another project, excessive overhead costs, or construction costs exceeding what is typical in the market when compared to other local builders. Because the Veteran has freedom of choice in selecting the builder, he or she may elect to move forward with a project even if overcharging is evident. In these situations, the SAH Agent must determine that all work is grant related, and must obtain a written statement from the Veteran acknowledging: the disparity, a desire to continue with the project, and if applicable, the Veterans ability to pay for the cost of the project that exceeds the available grant funds.Continued on next page 7. Cost Analysis, Continued i. Disbursement ScheduleThe disbursement schedule is created to define the stages of construction and the amount of funds to be disbursed at each stage. Due to VAs unique payment procedure (i.e. funds are not released until the value added work is complete) builders are required to carry the construction cost until the first disbursement. To ensure that builders are aware of this requirement, builders must provide a detailed disbursement schedule describing the work and associated costs for each stage of construction. Please refer to Chapter 7, Section 3 for more discussion on the minimum number of inspections and disbursements for each project type. The SAH Agent is responsible for reviewing the disbursement schedule prior to submitting the grant for final approval. The disbursements for each stage must accurately represent the work to be completed during that stage. Equal disbursements throughout the project (e.g. four $15,000 disbursements on a $60,000 project) may be a sign that the builder did not invest much time in developing the disbursement schedule. The SAH Agent must scrutinize the disbursement schedule to ensure builders are not falsely inflating early disbursements. Typically, the first disbursement should not exceed 20 percent of the total construction cost. Accurate disbursements help to ensure sufficient grant funds remain to complete construction should the builder abandon the project. Important: Every construction project will require 20 percent of the construction funds to be held in escrow until the project is complete. These funds are payable only after receiving a satisfactory final compliance inspection report and SAH Agent final field review (FFR). The exception is turn-key projects (defined as a project with one lump-sum payment made at project completion) because all funds are disbursed at once after the SAH Agent FFR is completed. Note: The amount of funds held is based on the cost of the construction only. If a portion of the grant funds are being used for a mortgage principal reduction, this amount must not be included in the calculation. However, if Veteran funds are being used to supplement the cost of the construction, this amount must be included in the calculation.  8. Required Documents for Other Situations Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. General InformationThe documents previously discussed in this chapter will be required for grant approval in most cases. However, there are unique situations that will require additional information and documentation. b. When Construction Costs Exceed Available Grant FundsWhen the project cost exceeds the amount of available grant funds, the Veteran is responsible for paying the difference. To pay the difference, the Veteran will typically use personal funds, obtain a loan, or utilize the Home Improvement and Structural Alterations (HISA) grant administered by Prosthetics and Sensory Aids (P&SA). If the Veteran is obtaining a loan, the following must be provided: a loan commitment letter, an appraisal, and a VA Loan Analysis,  HYPERLINK "http://www.vba.va.gov/pubs/forms/VBA-26-6393-ARE.pdf" VA Form 26-6393, Loan Analysis, or equivalent documentation for non-VA loans. If the Veteran is using personal funds, the following must be provided: A bank statement showing adequate personal funds to cover the difference. A letter of intent to escrow personal funds with grant funds at VAs request. Note: The Veterans personal funds must be liquid. Evidence of investments, retirement accounts, or funds that are not readily available, are not acceptable. If the Veteran is utilizing HISA grant funds, the following must be provided: The HISA approval notification, and A description of the proposed work and associated cost.Continued on next page 8. Required Documents for Other Situations, Continued c. Power of AttorneyIf the Veteran has granted a Power of Attorney (POA), it must be sent to Regional Counsel (RC) for review and approval. It is important to note that the existence of a POA does not negate the Veterans authority to sign documents; it merely allows another individual to sign for the Veteran. Note: A medical POA is not sufficient for SAH purposes. d. Plan 4 SAH/Plan 5 SHAFor Plan 4 SAH and Plan 5 SHA cases, construction has already been completed, or the Veteran has acquired a home that is already adapted. Therefore, no construction documents are necessary. However, the SAH Agent must complete a FFR of the property to ensure that it meets MPRs. Please see Chapter 10, SAH Agent Final Field Review, for more information. e. Documentation to Support Plan FormulasAs early as possible in the grant process, and certainly prior to grant approval, the SAH Agent should review the applicable grant plan type and its corresponding formula to ensure that any documentation necessary to support the calculation is obtained from the Veteran. Further information about grant plan types and calculations can be found in Appendix C of this manual. Any questions about acceptable supporting documentation should be directed to CO.Continued on next page 8. Required Documents for Other Situations, Continued f. Cases Involving Mortgage Principal ReductionIf the Veteran plans to use part or all of the grant funds to reduce the principal balance of a mortgage, the SAH Agent must obtain a current mortgage statement that shows total principal balance. A mortgage statement will be considered current if the statement date is within 3 months of grant approval. Typically, in these cases, SAH grant funds should be used to reduce the principal balance on the first/primary mortgage. However, some Veterans have second mortgages, home equity loans/lines of credit, reverse mortgages, or other indebtedness for which the housing unit serves as collateral. The Veteran has freedom of choice in terms of which mortgage product best serves his or her needs. As long as the SAH Agent can obtain documentation proving that the indebtedness in question is directly related to the acquisition and/or adaptation of the housing unit, grant funds may be used to reduce the principal balance of a variety of loan types. Note: While flexibility is critical to successful administration of the SAH program, under no circumstances should the SAH Agent advise a Veteran to incur debt with the expectation of receiving grant funds as reimbursement/principal reduction. Important: Under Public Law 109-233, previous grant recipients cannot obtain a subsequent grant(s) to reduce an existing mortgage principal for properties acquired prior to June 15, 2006. 9. RLC Requirements for Grant Disapproval Change DateFebruary 12, 2014, Change 1 This entire section has been updated. a. General InformationProcessing a grant for approval can be a time consuming and difficult process, especially for the Veteran involved. Returning to the Veteran repeatedly for corrections or additional documents, especially after the grant package has been submitted to the RLC for approval, can exacerbate an already stressful situation. Important: It is imperative that SAH Agents are knowledgeable of the program requirements and complete a thorough review of the grant package prior to submitting it to RLC management for approval. Moreover, it is imperative that RLC management communicate effectively with SAH Agents when corrections or additional documents are required for grant approval. b. Consistency RequirementOccasionally, mistakes will be found when the RLC reviews a case, causing the grant to be disapproved. RLC management should review the grant in its entirety to ensure an accurate and complete list of required items or corrections is compiled. When RLC management requires the SAH Agent to make corrections or obtain additional documents, RLC management must provide system notes that clearly document all reasons for disapproving the grant. This will help the SAH Agent avoid returning to the Veteran multiple times and will expedite grant approval. Once the requested documents or corrections are provided, approval of the grant should become a priority for RLC management. If it is apparent that RLC management is not properly reviewing and documenting the cases (e.g. the grant is submitted for review by the SAH Agent multiple times and new information is requested from RLC management each time the grant is reviewed), the RLC may receive a negative finding as a result. The same is true if the SAH Agent continuously neglects to provide the information requested by RLC management. c. Follow-up RequirementIf RLC management disapproves a grant and additional documentation is required from the Veteran and/or builder, the SAH Agent must communicate this to the Veteran and/or builder within 5-business days of disapproval via e-mail or mail. A copy of this communication must be uploaded to the system.      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