civil rights & labor training … · advait supanekar - business analyst office of business...
TRANSCRIPT
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CIVIL RIGHTS & LABOR SUBCONTRACTOR PAYMENT REPORTING
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CIVIL RIGHTS & LABOR VENDOR TRAINING FOR
SUBCONTRACTOR PAYMENT REPORTING
Advait Supanekar - Business AnalystOffice of Business & Economic Opportunity
SUBCONTRACTOR PAYMENT REPORTING
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AGENDA Introduction and purpose AASHTOWare Project Civil Rights and Labor Prompt Payment Payment Requirements FHWA-1273
Entering Payments in CRL Demo Reports Payment Affidavits Contact Information Questions and follow-up
SUBCONTRACTOR PAYMENT REPORTING
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INTRODUCTION & PURPOSE
Inform prime contractors and subcontractors on ODOT-Let construction projects on how to record payments in CRL for the purpose of being in compliance with contractual requirements and FHWA regulations.
SUBCONTRACTOR PAYMENT REPORTING
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NOTICE TO INDUSTRYNotice to industry for Subcontractor Payment Reporting was sent on December 12, 2019.
Notice IncludedPrime contractors working on contracts that include Proposal Note 031 shall become compliant by entering and signing all previously made subcontractor payments (for open projects) by February 1, 2020 and by continuing to enter and sign subcontractor payments as they are made. Previous notice to industry Prompt Payment notifications sent on January 9, 2016 & June 29, 2017.
SUBCONTRACTOR PAYMENT REPORTING
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AASHTOWARE PROJECTCIVIL RIGHTS & LABOR
SUBCONTRACTOR PAYMENT REPORTING
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What is AASHTOWare Project?
Powerful enterprise-wide software suite Manages entire contract and construction lifecycle Designed by transportation professionals for transportation professionals Web-based software with external access options Mobile Apps Cloud hosting availability 30+ years in production
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Data stored in single location Single standard security
model Captures information at the
source Easy reporting of information
from the various modules
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AASHTOWare Project licensees
`
50 agencies, including Washington D.C. and two Canadian provinces
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CRL OVERVIEW
o Civil Rights & Labor is a module within AASHTOWare Project that allows the effective administration of an agency’s external civil rights & labor compliance activities.
o Contractors and Subcontractors use CRL to submit electronic subcontractor payment information.
o Will hasten the decommissioning of the paper-based payment affidavit process.
SUBCONTRACTOR PAYMENT REPORTING
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PROMPT PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
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PROMPT PAYMENT
o After ODOT makes a payment to the prime contractor for work on a contract, the prime contractor is in turn responsible for paying it’s subcontractors.
o When the prime contractor has paid the subcontractors, those subcontractors are responsible for paying their own subcontractors.
SUBCONTRACTOR PAYMENT REPORTING
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PROMPT PAYMENT REQUIREMENTS
Proposal Note 31 - PROMPT PAYMENTThe Code of Federal Regulations (CFR) 49, 26.29 requires that ODOT establish a mechanism to monitor Prompt Payment requirements to all subcontractors. Additionally, Ohio Revised Code (ORC) 4113.61 Timeline Limitations on Payments to Subcontractors and Materialmen, establishes payments must be made within 10 calendar days after receipt of payment from the owner.
SUBCONTRACTOR PAYMENT REPORTING
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PAYMENT REQUIREMENTS CONTINUED
The Prime Contractor shall notify the Department that it has complied with the Prompt Payment requirements set forth in Construction and Materials Specification 107.21 utilizing the Civil Rights and Labor (CRL) System. The Prime Contractor will enter subcontractor payments within 10 calendar days of payment from ODOT.
SUBCONTRACTOR PAYMENT REPORTING
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PAYMENT REQUIREMENTS CONTINUEDPromptly release any retainage held, as set forth in any subcontractor or supplier agreement, within 10 days of Department's acceptance of the work involving the subcontractor or supplier from whom retainage has been held. For the sole purpose of establishing a time frame for the release of the subcontractor or supplier retainage, acceptance of subcontractor or supplier work will occur when the subcontractor or supplier has complied with the requirements of 109.12.A, B and C.
SUBCONTRACTOR PAYMENT REPORTING
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FHWA 1273FHWA 1273 - REQUIRED CONTRACT PROVISIONS
FEDERAL-AID CONSTRUCTION CONTRACTS
The Form FHWA-1273 must be physically incorporated (not referenced) in all contracts, subcontracts and lower-tier subcontracts (excluding purchase orders, rental agreements and other agreements for supplies or services related to a construction contract).
SUBCONTRACTOR PAYMENT REPORTING
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FHWA 1273 CONTINUED
ODOT physically incorporates FHWA 1273 in all Federal-Aid contracts, and subsequently, the prime contractor must meet this contractual obligation by placing the 1273 in all subcontractor and supplier contracts that it enters into and further require that all subcontractor and suppliers place the same in each of their lower tier contracts.
During Signing Process for prompt payment - Prime and Subs can acknowledge receiving a physical copy of Form FHWA-1273.
SUBCONTRACTOR PAYMENT REPORTING
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FHWA-1273 ACKNOWLEDGMENT PAYER
SUBCONTRACTOR PAYMENT REPORTING
NOTE: Remove FHWA-1273 Acknowledgment text from comments field if the contract is 100% State Funded.
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FHWA-1273 ACKNOWLEDGEMENT PAYEE
SUBCONTRACTOR PAYMENT REPORTING
NOTE: Remove FHWA-1273 Acknowledgment text from comments field if the contract is 100% State Funded.
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ENTERING AND SIGNING PAYMENTS
IN CRL
SUBCONTRACTOR PAYMENT REPORTING
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SUBCONTRACT PAYMENT WORKFLOWo Pending - If you are the prime contractor, enter
subcontractor payment records for the work subcontractors performed for each estimate payment and sign subcontract payment
o Under Payee Review - Payees on subcontractor payments verify receipt of the subcontractor payment
o Under Agency Review - The agency reviews the subcontract payment transactions
o Reviewed - Subcontract payments have been reviewed. This is the end of the subcontract payment process
SUBCONTRACTOR PAYMENT REPORTING
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CRL LOGON
SUBCONTRACTOR PAYMENT REPORTING
Log into CRL.
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SUBCONTRACT PAYMENT FROM PRIME
SUBCONTRACTOR PAYMENT REPORTING
Make sure you’re using the ODOT Contractor Subpayment role.
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SUBCONTRACTOR PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
Search for your Contract.
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CONTRACT PAYMENT OVERVIEW
SUBCONTRACTOR PAYMENT REPORTING
Select the payment estimate on which you’re reporting a subcontractor payment.
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ADD SUBCONTRACTOR PAYMENT FROM PRIME
SUBCONTRACTOR PAYMENT REPORTING
Click link “Add Subcontractor Payment From Prime”.
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SUBCONTRACTOR PAYMENT FIELDS DESCRIPTION
SUBCONTRACTOR PAYMENT REPORTING
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ADD SUBCONTRACTOR PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
If Paid Amount includes retainage, before project closeout the payer will need to submit a separate payment record to report the release of the retainage.
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SAVED SUBCONTRACTOR PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
Press Save button
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WITHOLDING TAB (TO BE INCLUDED IN A FUTURE CRL RELEASE)
SUBCONTRACTOR PAYMENT REPORTING
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SIGN SUBCONTRACTOR PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
From Subcontractor Payments tab, open Row Actions menu for payment recorded and select “Sign Subcontract Payment”
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SIGN SUBCONTRACTOR PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
Press Sign Payment button
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VERIFYING SUBCONTRACTOR
PAYMENTS RECEIVED
SUBCONTRACTOR PAYMENT REPORTING
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CRL LOGON
SUBCONTRACTOR PAYMENT REPORTING
Log into CRL.
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VERIFY SUBCONTRACT PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
Make sure you’re using the ODOT Contractor Subpayment role.
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VERIFY PAYMENT AS SUBCONTRACTOR
SUBCONTRACTOR PAYMENT REPORTING
Search for your Contract.
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REVIEW SUBCONTRACTOR PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
Select the payment estimate on which you’re verifying a subcontractor payment.
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VERIFY SUBCONTRACTOR PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
Open Row Actions menu and select “Verify Payment”
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VERIFY SUBCONTRACTOR PAYMENT FIELDS DESCRIPTION
SUBCONTRACTOR PAYMENT REPORTING
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VERIFY SUBCONTRACTOR PAYMENT
SUBCONTRACTOR PAYMENT REPORTING
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SUBMIT VERIFICATION
SUBCONTRACTOR PAYMENT REPORTING
Press Submit Verification button
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ENDORSEMENTS
SUBCONTRACTOR PAYMENT REPORTING
Click Endorsements tab
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DEMO
SUBCONTRACTOR PAYMENT REPORTING
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REPORTS
SUBCONTRACTOR PAYMENT REPORTING
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CONTRACTOR WITH MISSING SUB PAYMENTS AND/OR SIGNATURES
SUBCONTRACTOR PAYMENT REPORTING
http://odotextrpt.dot.state.oh.us/ViewReport.aspx?reportPath=%2fprd%2fpreconstruction%2fpublic%2f99d_projects_w_missing_sub_payments
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SUBCONTRACTOR WITH MISSING SIGNATURES
SUBCONTRACTOR PAYMENT REPORTING
http://odotextrpt.dot.state.oh.us/ViewReport.aspx?reportPath=%2fprd%2fpreconstruction%2fpublic%2f99g_prompt_pay_subcontractor_report
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PAYMENT AFFIDAVITS
SUBCONTRACTOR PAYMENT REPORTING
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WHAT IS A PAYMENT AFFIDAVIT?
The affidavit seeks to verify actual payments made to DBE firms on the project. Each DBE firm must verify the actual payment amount.
SUBCONTRACTOR PAYMENT REPORTING
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SUBMITTING PAYMENT AFFIDAVITS
o Prime Contractor– Submits to DBE Subcontractor the notarized interim and final affidavit.
o DBE Subcontractor– Signs and notarizes interim and final affidavits and returns to Prime.
o Prime Contractor– Submits all DBE interim and final affidavits to ODOT DBE Goal Attainment Coordinator.
o Affidavit submission remains a requirement
SUBCONTRACTOR PAYMENT REPORTING
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PAYMENT AFFIDAVITS VS CRL
o Payment Affidavits are only submitted for DBEs.
o Payment Affidavits do not allow ODOT to monitor Prompt Payment.
o CRL captures all payments to all subcontractors (DBE and non-DBE).
SUBCONTRACTOR PAYMENT REPORTING
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CONTACT INFORMATION
SUBCONTRACTOR PAYMENT REPORTING
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CONTACT INFORMATION
Email CRL Support for Application [email protected]
CRL Web Site http://www.dot.state.oh.us/CRL
Contact Contractor Compliance Officers for Compliance Questionshttp://www.dot.state.oh.us/Divisions/ODI/CRC/Pages/default.aspx
SUBCONTRACTOR PAYMENT REPORTING
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REFERENCE MATERIALS
SUBCONTRACTOR PAYMENT REPORTING
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FREQUENTLY ASKED QUESTIONS
SUBCONTRACTOR PAYMENT REPORTING
Frequently Asked Questions about Payment Reporting :
http://www.dot.state.oh.us/Divisions/ODI/SDBE/Documents/PaymentReportingFAQ.pdf
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COMPLAINT HOTLINE
(888) 778-4171 [email protected] reporting DBE fraud, contracting fraud, prompt payment violations, discrimination, etc.
Contact available at :http://www.dot.state.oh.us/Divisions/ODI/Pages/default.aspx
SUBCONTRACTOR PAYMENT REPORTING
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?QUESTIONS
SUBCONTRACTOR PAYMENT REPORTING