remitting for rod grant monies 11/18/2014 nj schools development authority 1 njasbo presentation

REMITTING FOR ROD GRANT MONIES

11/18/2014NJ Schools Development Authority

NJASBO Presentation

• 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 11/18/2014

Overview

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

Payment Submission Procedure

• 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)

Disbursement Schedules

• 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)

Disbursement Schedule

• 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

Design Payment Requirements

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

Design Payment Requirements - continued

11/18/2014NJ Schools Development Authority 8

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.

A.BUILDING SITE- MUST BE CLEARED WITH DEPAPPLIES TO: PROPERTY USED AS1- FACTORY2- STORAGE3- NAIL SALON OR DRY CLEANER4- GASOLINE STATION

5- PROPERTY IS ON A LIST OF CONTAMINATED SITES MAINTAINED BY DEP

6- USED FOR DUMPINGB-BUILDING INTERIOR- MUST BE CLEARED WITH DHSS

APPLIES TO: BUILDING USED AS1- FACTORY/INDUSTRIAL2- STORAGE3- NAIL SALON OR DRY CLEANER4- GASOLINE STATION

SUBMIT REMEDIAL ACTION WORK PLAN APPROVED BY DEP AND/OR NFA LETTER

• 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

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

• 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

SDA FORM E-1

FORM OF CONSULTANT CERTIFICATION AND CONSENTUPON AWARD OF CONTRACT

(ORIGINAL & NOTARIZED)

FOR ALL PROFESSIONAL SERVICES (ARCHITECT, CMF, ENGINEERS)

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

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

SCHEDULE 1•35% & 65% CONSTRUCTION•DESIGN PHASE PAYMENT SEPARATE

SCHEDULE 2•50% CONSTRUCTION•NO DESIGN PHASE PAYMENT

Construction Payments

• 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

Project Scope

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

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

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

• 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

• 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

Construction Payment Requirements - continued

• SUBMIT NEW INVOICES• All AIA Invoices need to be signed by contractor and architect• Include allocation schedules• Do not include previously submitted invoices

• CONSTRUCTION PERMITS – IF NOT SUBMITTED AT DESIGN• CERTIFICATES OF INSURANCE

• District COI must be current• Architect Professional Liability must be current• Contractor COI must cover last invoice date• COI needs to include all coverages• COI must list additional insureds (State of NJ, NJDOE, NJSDA,

NJEDA)

Construction Payment Requirements - continued

• MAY BE SUBMITTED AS COMBINED PAYMENTS• SCHOOL BUSINESS CERTIFICATION FOR FINAL• DESIGN CONSULTANT CERTIFICATION FOR FINAL• CERTIFICATE OF APPROVAL/OCCUPANCY• IF CO/CA NOT ISSUED – SUBMIT LETTER FROM ARCHITECT EXPLAINING

REASON• MAINTENANCE PLAN AGREEMENT (FORM M-1)• INDICATOR 7.6 – ANNUAL FACILITIES CHECKLIST – HEALTH AND SAFETY

EVALUATION• CONSTRUCTION CHECKLIST FOR NEW CONTRACTORS• REMAINING INVOICES FROM ALL THE CONTRACTED PARTIES• FINAL 806GA• COI

Substantial and Final Payment Requirements

• BANKING INFORMATION NEEDS TO BE CURRENT• EFT form• W-9• If district changes banks, please resubmit forms to analyst

Banking Information

Grant Department Organizational Chart

Gregory Voronov Managi ng Director

Dawn Simpson Administrative Specialist

Secil Onat Director- Grants

Kathleen Alexander Grant Specialist

Shayne Stuart Grant Specialist

Jose Diaz Grant Analyst

Muhammad Khan Grant Analyst

Karen Schaffer Grant Analyst

Mariela Velasquez Grant Analyst

Ajay Maharana Grant Analyst

Eric Shteir Grant Analyst

Sanket Shah Grant Analyst

Solomon Tuller Field Compliance Inspector

Brian Rogaski Field Inspector

Contact Information

64Grant Specialist/Supervisor: Kathleen Alexander Phone:(609) 858-5117 Fax: (609) 656-4640 email: kalexander@njsda.gov

Grant Specialist/Supervisor: Shayne Stuart Phone:(609) 858-5123 Fax: (609) 656-2673 email: sstuart@njsda.gov

Grant Analyste: Mariela Velasquez Phone:(609) 858-5119 Fax: (609) 656-2969 email: mvelasquez@njsda.gov

Grant Analyst: Ajay Maharana Phone:(609) 858-5111 Fax: (609) 656-5022 email: amaharana@njsda.gov

Grant Analyst: Muhammad Kashif Kahn Phone:(609) 858-5120 Fax: (609) 656-7208 email: mkhan@njsda.gov

Grant Analyst: Eric Shteir Phone:(609) 858-5114 Fax: (609) 656-2909 email: eshteir@njsda.gov

Grant Analyst: Karen Schaffer Phone:(609) 858-5116 Fax: (609) 656-4645 email: kschaffer@njsda.gov

Grant Analyst: Sanket Shah Phone:(609) 858-5107 Fax: (609) 656-2641 email: sashah@njsda.gov

Grant Analyste: Jose Diaz Phone:(609) 858-5115 Fax: (609) 656-7204 email: jdiaz@njsda.gov

Grant Analyst: Phone: Fax: email:

Field compliance Inspector: Solomon Tuller Phone:(609) 858-5133 Fax: (609) 656-3009 email: stuller@njsda.gov

Field Inspector: Brian Rogaski Phone:(609) 858-5112 Fax: (609) 656-2681 email: brogaski@njsda.gov

REQUEST FOR DISBURSEMENT TWO SCHEDULESSCHEDULE#1FEC > $250,000SCHEDULE#2FEC =< $250,000

Review of 806GA

New Jersey Schools Development Authority Please Submit OriginalREQUEST FOR DISBURSEMENT - SCHEDULE #1 NJSDA 806GAPlease use this form when FEC is greater than $250,000

DistrictBrick Township Project No.:

SDA Grant Number: G5-

Project Name:

CUMULATIVE VENDOR LIST (From project inception through this submission)

Vendors Under Direct Contract with the District for this Project:

A B C D E F G

A + B Invoices Invoices D + E C - FRevised Previously Submitted Total Cost Contract

Vendor Service Base Contract Change Orders Contract Submitted This Period Paid to Date Balance

TOTALS

- All requests for disbursements must be accompanied by copies of all invoices for the currently requisitioned services.

- Please note that any change orders that modify the approved school facilities project cannot be submitted for reimbursement.

- Please attach your detailed Backup Schedule/ Report showing how you determined the Total Cost amount by vendor. If any invoices included in the Total Cost column were allocated among several projects, also provide your allocation schedule.

Invoice Reconciliation

remitting for rod grant monies 11/18/2014 nj schools development authority 1 njasbo presentation

payment district

payment checklist

final completion payment

substantial completion

overview slide

disbursement schedule

grant analyst construction

disbursement schedules

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