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NJASBO Presentation. Remitting for ROD Grant Monies. Overview. Introduction – Secil Onat, Director Design Submission – Kashif Khan, Grant Analyst Construction thru Final submission – Karen Schaffer, Grant Analyst Review of 806GA and Invoice Reconciliation – Kashif Khan, Grant analyst
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NJASBO Presentation Remitting for ROD Grant Monies NJ Schools Development Authority
Overview Introduction – Secil Onat, Director Design Submission – Kashif Khan, Grant Analyst Construction thru Final submission – Karen Schaffer, Grant Analyst Review of 806GA and Invoice Reconciliation – Kashif Khan, Grant analyst Question and Answer Session NJ Schools Development Authority
Payment Submission Procedure District submits payment checklist & required documents Sda reviews submission for deficiencies & creates payment package Sda analyst contacts district to resolve issues Site visit by sda site inspectors Payment package is reviewed and signed off (multiple levels) Sent to accounting for payment District receives grant funds NJ Schools Development Authority
Disbursement Schedules Schedule #1 FEC > $250,000 Has five payment phases Design Phase Payment (10% of state share) 35% Construction Completion Payment (30% of state share) 65% Construction Completion Payment (40% of state share) Substantial Completion Payment (15% of state share) Final Completion Payment (5% of state share) NJ Schools Development Authority
Disbursement Schedule Schedule #2 FEC =< $250,000 Has Three Payment Phases 50% Construction Completion Payment (50.5% of state share) Substantial Completion Payment (45% of state share) Final Completion Payment (4.5% of state share) NJ Schools Development Authority
Design Payment Requirements Doe 130/131 (if not submitted previously) Proof of compliance with Madden Bill (if applicable) Proof of compliance with EO215 (if applicable) Proof of Compliance of EO 24(if applicable) Design phase checklist (DPC) NJSDA Form E2 Invoices related to Project Scope Pre-qualification Certificates of Insurance (COI) Construction Permits if issued Form 806GA – Pages 1 & 2 NJ Schools Development Authority
Design Payment Requirements - continued DOE FORMS 130/131 (summary cost estimate form) Please submit this form 130/131 with design phase payment if not previously submitted form is part of doe application submitted when applying for the grant to DOE form shows breakdown of line item and associated costs NJ Schools Development Authority
Design Payment Requirements - continued Proof of compliance with “Madden Bill” Purpose: Building Sites or Building with a history that might include contamination to undergo an environmental investigations to ensure they are safe prior to use as a school. Building Site- must be cleared with dep Applies to: property used as 1- factory 2- storage 3- nail salon or dry cleaner 4- gasoline station NJ Schools Development Authority
Design Payment Requirements - continued 5- property is on a list of contaminated sites maintained by DEP 6- used for dumping B-Building interior- must be cleared with dhss Applies to: building used as 1- factory/industrial 2- storage 3- nail salon or dry cleaner 4- gasoline station Submit remedial action work plan approved by dep and/or nfa letter NJ Schools Development Authority
Design Payment Requirements - continued Proof of Compliance of EO 24 Required only for new school construction LEED – Leadership in Energy and Environmental Design Proof of compliance with EO 215 Required for new construction that exceed $1M Additions exceeding $1M and increase footprint(SF) of building > 25% Approval process- Environmental assessment to NJSDA Environmental assessment from NJSDA to NJDEP NJDEP issues response to NJSDA NJ Schools Development Authority
Design Payment Requirements - continued Design phase checklist (Original & Notarized) required for Schedule 1 & 2 Grants if SBA is QPA and Contract amount is > $36,000 SBA is not QPA and Contract amount is > $26,000 NJ Schools Development Authority
Design Payment Requirements - continued Design Phase Checklist (Original & Notarized) Publish ad in newspaper to award contract for professional services project specific if not architect of record Architect of record, publication in newspaper not project specific NJ Schools Development Authority
Design Payment Requirements - continued SDA Form E-1 FORM OF CONSULTANT CERTIFICATION AND CONSENT UPON AWARD OF CONTRACT (Original & Notarized) for all Professional Services (Architect, CMF, Engineers) NJ Schools Development Authority
Design Payment Requirements - continued Invoices related to Project Scope must reach 10% of State Share Can submit other invoices ( Legal, advertisement, reimbursable, bond counsel, etc. Provide allocation if applicable “PO’s” are not acceptable Pre-qualification CMF should be pre qualified with SDA http://www.njsda.gov/Business/Prequalification/Directory_search.asp NJ Schools Development Authority
Design Payment Requirements - continued Certificates of Insurance (COI) District – must be current Design Consultant – current or at least must cover last invoice date. PL should be current at all times CMF – must cover date of last invoice Construction Permits - if issued FORM 806GA Pages 1 and 2 Signed and original NJ Schools Development Authority
Construction Payments Schedule 1 35% & 65% Construction Design Phase payment separate Schedule 2 50% construction No Design Phase payment NJ Schools Development Authority
Project Scope Scope is defined by DOE on PEC letter Grant is only for approved project scope Extra monies cannot be applied to work outside scope Grant reduced Generally for three reasons Favorable bid prices Not completing all phases of project scope as defined by PEC Project below FEC estimate due to unused soft costs NJ Schools Development Authority
Construction Payment Requirements Schedule 1 Form 806GA Invoices/AIA Purchase Orders not required Construction Checklist (original and notarized) with All required attachments Form E-2 (original and notarized) Bid Summary Permits if required Certificates of Insurance NJ Schools Development Authority
Construction Payment Requirements Schedule 2 DOE 130/131 DOE Final Educational Adequacy Approval letter (if applicable) Compliance with Madden Bill (if Applicable) Design Phase Checklist (original and Notarized) Form e-1 for all professional services (original and Notarized) Form 806GA Invoices/AIA Construction Checklist (original and notarized) Form E-2 (original and notarized) Bid Summary sheets Permits Certificates of Insurance NJ Schools Development Authority
Construction Payment Requirements Construction phase checklist (original & Notarized) required for Schedule 1 & 2 Grants BA is QPA and Contract amount > 36,000 BA is not QPA and Contract amount is >26,000 Under Bid Threshold but district bid for work NJ Schools Development Authority
Construction Payment Requirements Construction phase checklist (original & Notarized) Required for each bid opening May include more than one contractor if bid opening on same date Include dates for ads, addenda and bid opening Must have Ten (10)days between published ad date and bid opening Seven(7)business days between addenda notice and bid opening Lowest bidder should be selected – if not – need explanation Please include all requested forms on checklist (E-2, bid tabs, ads) Contractor must be prequalified with SDA or hired from state contact Include state contact number If no bid and under threshold – checklist not required NJ Schools Development Authority
Construction Payment Requirements - continued 806GA pages 1 & 2 If project is under FEC, grant will be reduced Charges related to Ads, Bond counsel, etc. can be included Page 1 of 806 needs to reflect Design payment previously made to district Include Change orders NJ Schools Development Authority
