125-22 Attachment - Admin Procedures Appendices Final Revised March 2022.pdf

West Orange understands that failure to meet the time requirements for project close -out may result in the restriction of authorization of future FWHA funding un til such time as progress on close-out is demonstrated. West Orange may appeal decisions made by NJDOT regarding all above compliance issues on a case-by-case basis, but NJDOT reserves the right to make a final determination whether to continue funding the project or not. West Orange understands that NJDOT will be reviewing the status of the federal-aid agreement and the issues associated with compliance on a monthly basis. The Resident Engineer, the Design Consultant, and the RC/PM in the presence of the Contractor will perform the final inspection once all the pay items of the project have been completed. The Resident Engineer will provide the Contractor with a punch list of items to be corrected. The RC/PM also notifies the NJDOT-Local Aid in writing that the project is substantial completed, once all the pay items have been completed. NJDOT-Local Aid will inspect the project site along with the RC/PM and Resident Engineer/Inspector and inform the Township of West Orange of any necessary corrective action required in writing The RC/PM will notify the NJDOT in writing after the Contractor has corrected the work included in the punch list and the corrective action list developed by the Resident Engineer/inspector and NJDOT. NJDOT and the Township of West Orange will perform the final inspection and if the Township of West Orange and NJDOT deem all the work acceptable, the RC/PM will begin preparing the final change order (if required), final payment, and as-built quantities. 6.4 Chief Financial Officer Certification After final payment has been submitted and paid. The RC/PM submits the project file to the Chief Financial Officer who in turns assigns staff from the Finance Department to conduct internal review and audit. The internal auditor may recommend revision and amendment to the project cost, if necessary. Once audit is completed the Chief Financial Officer certifies the project total cost. The RC/PM submits the following to NJDOT once the final payment has been issued to the Contractor. a. Final Payment Voucher (Form PV) along with back up documentation (copies of the payments to the Contractors) b. Chief Financial Officers Certification

or. a. Final Payment Voucher (Form PV) along with back up documentation (copies of the payments to the Contractors) b. Chief Financial Officers Certification c. Engineer’s Certification for Project Completion d. Federal Aid Change Order (Form DC-173A) e. List of As-built quantities f. Evidence of Contractors and sub-contractors Payroll compliance g. Form DC-123- Contractors Final Certificate of Compliance h. Form DC-126- Wage Rate Inspections Procedure for Administration and Inspection of Federal Aid Highway Projects Page 27