142-24 Attachment - Federal Aid Procedures.pdf

• Construction materials installed missing Build America Certification • The prime contractor executed pay items which were designated for DBE Subcontractor as approved by Civil Rights. • When the Federal Project is INACTIVE. • In the case of non-compliance of Federal Regulations. • The CUF (commercially useful function) is not performed by DBE. • Any penalty imposed by Civil Rights for lack of CUF, Shortfall in DBE goal achievement, Minimum Wage Requirement or other associated issues. For Professional Services: The consultant sends a certified invoice with progress schedule to the RC/PM; the RC/PM reviews the invoice to ensure there are no discrepancies. If the invoice has no discrepancies, the RC/PM makes recommendation for payment per Township of West Orange procedures. For Construction Services: The contractor sends the invoice to the Resident Engineer who reviews the invoice to ensure there are no discrepancies. If the invoice has no discrepancies, the RE recommends payment to the RC/PM; the RC/PM reviews the invoice to ensure conformance. If the invoice conforms, the RC/PM recommends payment to Contractor per Township of West Orange Procedures for an invoice to be processed by NJDOT: • Payee has originally signed and dated the invoice form PV-C in the payee declaration box. • Progress report shall accompany the invoice, in accordance with Section 7.5.4 of the Federal Aid Agreement. (See 7.1 below) • Evidence of costs incurred to date in the form of payroll certifications or receipts of contractor payments. • Federal contract compliance documents in accordance with Section 7.5.4.5 of the Federal Aid Agreement have been submitted and verified during the billing period. • Change Orders if applicable (prior approval required) • Cost incurred dates for all submissions are within the appropriate timeframe and the contract completion time including modifications. 7.1 Request for Partial Payment The RC/PM prepares the documents and submits invoices for reimbursement to the NJDOT-Local Aid Office either monthly or quarterly on PV forms in accordance with Federal Aid Guidelines Progress Reports

he RC/PM prepares the documents and submits invoices for reimbursement to the NJDOT-Local Aid Office either monthly or quarterly on PV forms in accordance with Federal Aid Guidelines Progress Reports will accompany all payment vouchers and shall include: 1) narrative description of work performed during the payment period and any difficulties or delays encountered; 34 | P a g e

2) comparison of actual accomplishments to the goals established for the payment period; 3) comparison, by tasks, of costs incurred with amounts budgeted, and; 4) comparison, by task, of work performed compared to the schedule, including a percentage of the total work completed. This requirement can be met by including a bar chart showing schedule timing and actual progress. 5) Copies of all contract compliance documents as completed for the voucher payment period by the Resident Engineer that is designated by Township of West Orange, a complete set of which shall be furnished by the State at kickoff and/or preconstruction meetings. 6) Electronic copies of the DC-29s (or DC-144 or approved equal) and an item summary sheet (DC-70 or approved equal) for that voucher payment period. 7.2 Final Payment and Closeout Close-out documents shall be submitted by Township of West Orange to NJDOT-BLA within 6 months of receipt of acceptance by NJDOT. Township of 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 until such time as progress on close-out is demonstrated. Township of 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. Township of 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. Final Payment and Project Closeout Submittal The RC/PM submits the following to NJDOT once the final payment has been issued to the Contractor: a. Final Payment Voucher (Form PV-c) 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. DC-17LA Buy America form g. Build America Certifications – construction materials

ral Aid Change Order (Form DC-173A) e. List of As-built quantities f. DC-17LA Buy America form g. Build America Certifications – construction materials h. Evidence of Contractors and sub-contractors Payroll compliance i. Form DC-123- Contractors Final Certificate of Compliance j. Form DC-126- Wage Rate Inspections- not previously submitted k. Form DC-127- Monthly Summary-not previously submitted l. Form CR-268- Final DBE/ESBE Report m. Form 347-2 Statement of Compliance 35 | P a g e

n. DL-72 Contractor Certification of Payment to Subcontractors and Suppliers – if not previously submitted o. Evidence of Contractor’s EEO compliance p. Form CC-257-Monthly Employment Utilization Report (electronically)- documentation of submittal to on-line portal q. Final Training Certification – if required r. DC-29’s (or DC-144 or approved equal)-not previously submitted s. DC-70’s (or approved equal) (electronically) – not previously submitted t. Material test results u. Calculations for asphalt and fuel price adjustments v. Calculations for steel price adjustment - if required w. Release Statement from Agreement for Federal Aid x. Letter certifying all corrective work has been completed y. and any other forms and/or documentation deemed necessary The NJDOT-BLA will process the final invoice for payment to Township of West Orange and close out the federal aid agreement. 8.0 Record Retention As per State of New Jersey Requirements, “All documents and records, from Consultant Selection through completion of Construction, up to and including payment of the final invoices and vouchers, will be retained for a minimum of 7 (seven) years following payment of final invoice and closeout of the project. Warranty item documents will be retained for a minimum of 3 (three) years from the end of the warranty period.” Township of West Orange is solely responsible for producing any documents required by FHWA or NJDOT during the project lifecycle during and after the project is closed out throughout the record retention period. 36 | P a g e

APPENDICES 37|Page

APPENDIX A ORGANIZATIONAL CHARTS 38|Page

Bill Rutherford (President) Michele Casalino Asmeret Ghebremicael Susan McCartney Susan Scarpa Tammy Williams James P. Abbott DIRECTOR OF ENGINEERING AND MUNICIPAL ENGINEER Zayibeth Carballo, PE & Responsible Charge ASSISTANT MUNICIPAL ENGINEER TBD-VACANT ACTING DIRECTOR OF PUBLIC WORKS Louis Reynolds, CPWM

APPENDIX B SAMPLE RFP Procedure for Administration and Inspection of Federal Aid Highway Projects

Rev. 10/1/2018 Sample RFP - APPENDIX B TOWNSHIP OF WEST ORANGE REQUEST FOR PROPOSAL For CONSULTING CIVIL ENGINEERING AND INSPECTION SERVICES Associated with: XXX of XXX, Route XXX Section XXX From XXX to XXX ( Route XXX) Federal Project Number: XXX CONTACT PERSON: , Director Office of Budget & Purchasing MAILING ADDRESS: TOWNSHIP OF WEST ORANGE Division of Purchasing 66 Main St., Room 111, West Orange, NJ 07052 PROPOSAL DUE: 11:00 A.M.on XXX Cover Page