Policies & Procedures for New Construction, Renovation and Capital Maintenance Projects


As required for project execution, the DFM will select the contractors most qualified to bid the project (based on qualifications, availability, etc.)

Conflict of Interest – Parishioners shall not be retained as consultants, contractors or subcontractors except for Category II with DFM approval. Specifically, any firm where a Parishioner holds a vested interest as an owner, officer, principal or stockholder shall be automatically disqualified from consideration. Employees who are Parishioners working at an otherwise qualified firm and who do not hold a vested interest in the firm shall not be cause for that firm’s disqualification for consideration. However, in the event that such a qualified firm is selected to perform the Work, those Parishioners that are employees in a management (project manager or superintendent) position shall not be used by that firm to perform the Work. Exceptions to this policy may be requested in writing by the Parish/School to the Executive Director of the DMS if consideration is in the best interest of the Parish/School and AOB. The firm must meet all standard qualification criteria.

Competitive bidding shall be required for all new construction and renovation projects in Category I, III or IV. At least three (3) competitive bids are recommended for Category II projects.

In some extraordinary cases, the Executive Director of the DMS may deem a project exempt from the need for competitive bids provided the Architect includes enough information in the specifications to allow the DFM the opportunity to compare the scope of the Work and price with that of others who could do similar work to ascertain that the quoted price is competitive.

The DFM will pre-qualify general contractors and certain principal trade contractors (e.g., mechanical, electrical, masonry, roofing, etc.) for all Category I and IV projects. All pre-qualified contractors must submit documentation concerning their compliance with EEO guidelines, relevant statistical information and benefits.

A contract for specific services shall be executed upon selection.

Only licensed, insured and certified contractors shall perform the removal of any hazardous materials (e.g., asbestos, oil tanks, etc.)

Certificates of all insurance covering the General Contractor shall be filed with the AOB Division of Insurance with copies to the DFM for its records.