142-24 Attachment - Federal Aid Procedures.pdf

of West Orange passes an award resolution for the amount authorized. 3.4 Federal Agreement for Design Services Township of West Orange executes a project specific Federal Aid Agreement (FAA) with NJDOT, this agreement allows for payment of federal funds to Township of West Orange. NJDOT-BLA prepares and submits to Township of West Orange a Federal Aid Agreement for signatures by Township of West Orange authorized official and clerk. This agreement allows for reimbursement of costs and includes the terms of the contract between Township of West Orange and the NJDOT. Township of West Orange returns four (4) copies of the originally signed agreement along with four (4) copies of a signed resolution that states the amount of the agreement, the agreement number and designates the authorized official and the clerk to sign the agreement.to NJDOT-BLA. Please note- if Township of West Orange requires additional signatures on agreements, the RC will inform the LAPM and ask that additional names and titles be added to the agreement signature page. NJDOT-BLA will circulate the agreement for execution by the Department and returns one copy to Township of West Orange upon execution. No work can be done until this agreement is fully executed. 3.5 Consultant Contract Administration and Monitoring (Design or CM/CI) Township of West Orange monitors consultant work throughout the contract assigning a full- time employee as Responsible Charge, who schedules a kickoff meeting with the consultant and representatives from NJDOT-BLA and NJDOT-BEPR (if required) to discuss the following: a. Scope of Work b. Sub consultants c. Project schedule d. ESBE/DBE compliance e. Specifications, requirements, and guidelines f. NEPA/Environmental process g. Change orders h. Payment procedures i. Affected agencies The RC/PM schedules monthly progress meetings with the consultant to discuss the project progress and any Township of West Orange comments on the progress plans and specifications. The RC/PM reviews the monthly payments submitted by the consultant to ensure the costs are consistent with the contract terms and progress of the consultant’s work. The RC/PM reviews ESBE/DBE goal compliance along with the consultant progress schedule and

consultant to ensure the costs are consistent with the contract terms and progress of the consultant’s work. The RC/PM reviews ESBE/DBE goal compliance along with the consultant progress schedule and makes monthly payments to the consultant based upon approved invoices submitted. 14 | P a g e