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