142-24 Attachment - Federal Aid Procedures.pdf

7.0 Payment Procedure Project Billing Township of West Orange will provide NJDOT-BLA with an initial billing (payment voucher) for the construction project no later than 3 months after NJDOT-BLA has concurred in the award of the construction contract. NJDOT-BLA may receive subsequent billings (payment vouchers) monthly after the initial billing but no later than 3 months thereafter as stipulated in the project agreement. Township of West Orange understands that failure to meet the billing requirements may result in the restriction of authorization of any future FWHA funding until such time as progress on timely billings is demonstrated. The project will be considered “Inactive” if Township of West Orange fails to submit an invoice within the durations described in 23 CFR 630.106. It is Township of West Orange responsibility to ensure that the federal funding is not jeopardized for this project due to an “Inactive” project status. In general, a project is inactive if there are no NJDOT payments made within a one year timeframe. The Contractor submits request for payments to the Resident Engineer who verifies the work and quantities and submits to the RC. The RC/PM reviews the payment request for completeness. The monthly payment estimates are prepared based on the field measured quantities recorded in the daily inspection reports, and the summary of the pay item sheets (DC-70), and include payments for the quantities of work that have been fully completed and are acceptable to the Resident Engineer and RC/PM. Bid unit prices and calculations for item cost are verified. The RC/PM verifies Contractor submission of certified payroll, DBE utilization report (if applicable), monthly utilization report, and training report (if applicable) and notifies the Contractor if any additional information is needed. The RC/PM will ensure NJDOT'S Standard Specification are enforced which require prime contractors pay subcontractors and suppliers for satisfactory performance of their work. As per Section 109.05 of the NJDOT specification, payment is required either, no later than 30 days or no later than 10 days of the prime receiving payment from Township of West Orange. This includes payment of full retainage and subcontractors paying their subcontractors and suppliers. This payment details must be outlined in Form DL-72 and submitted regularly as required by Civil

. This includes payment of full retainage and subcontractors paying their subcontractors and suppliers. This payment details must be outlined in Form DL-72 and submitted regularly as required by Civil Rights. All deficiencies that prevent processing will be identified and the invoice will be returned to the vendor within 10 days of receipt by letter citing the deficiencies. The return date shall be recorded in the log. Mathematical errors or other items identified as non-payable items can be marked within the payment voucher package. Any changes must be crossed out, and the initials and date must be placed next to the change(s). The payee shall be notified of any reduc tions. NJDOT will not provide payment for any IMPROPER PAYMENTS made by Township of West Orange including but not limited to following: • The item summary sheet and source document are mismatched. • The Steel or Iron items installed missing Buy America Certification . 33 | P a g e