regency apartments project number: 12019 compliance requirements september 2012
TRANSCRIPT
RegencyApartment
sProject Number: 12019
Compliance Requirements
September 2012
OverviewComponents of Compliance
Important Terms Davis Bacon
Certified Payroll (WH-347) Requesting an Additional Wage Classification Daily Sign-In Sheets
City of Cleveland Reporting OEO/Fannie Lewis Section 3
Project Requirements Critical Items Marous Brothers Construction Contact Information
Important Contractual ($) Terms: MBE: Minority Business Enterprise FBE: Female Business Enterprise CSB: Cleveland Small Business A certified Section 3 Business is one or more of the
following: 51% or more owned by a Section 3 resident
OR At least 30% of employees need to be Section 3
residents within 3 years of being employed
OR Commit to subcontracting 25% of total dollar award
to Section 3 Businesses
Important Workforce (hours) Terms:
Minority Female Section 3 Resident: A low-income individual Low-Income: person whose permanent residence is in the
City of Cleveland and their total household income last year was not greater than 80% of the median income for the area based on the number of persons in their family
(refer to Section 3 income verification form) Residency: Individuals living in The City of Cleveland Fannie Lewis Low Income: Very low income person that
lives in Cleveland (income guideline is lower than Section 3)
Davis-Bacon Prevailing Wage (Certified Payroll)
Required due to project funding sources. Requires that Federal rates for the specific project be paid in
accordance to an assigned wage decision, or appropriate union scale, whichever rate is higher.
Employees may not be 1099, unless they are a certified independent company.
Requires that a Certified Payroll Report (WH-347) be completed each week along with a Daily Sign-In Sheet attached.
Please ensure that the Daily Sign-In Sheets match the corresponding Certified Payroll. The hours listed on each will be compared.
If your company currently uses a custom payroll report it can be used as long as it includes all required information.
Certified Payrolls & Daily Sign-In Sheets get submitted weekly
Example Wage Decision: Wage decision number.Date of wage
decision.
Classification
Base Wage rate
Fringe rate
Rate paid to employees must be greater than or equal to Rates + Fringes.
Modification #
Requesting Additional Wage Classifications
Some wage decisions do not include all the required classifications for the specific project.
When your company’s work classification is not listed, you will need to fill out a Department of Labor Additional Wage
Classification request. The process of getting an additional classification approved by
the Department of Labor can take about 4 to 6 weeks.
No one is exempt from following Prevailing Wage.
This is a one time form that only gets filled out if needed.
Requesting an Additional Wage Classification
Date Completed
Keep this information filled in.
Requesting an Additional Wage Classification
Suggested wage rate.
Return Form to Marous Brothers Construction when completed.
Project information.
Information regarding
the requested
classification.
Work classification
being requested.
Enter Project address:
1560 Ansel Road
Cleveland, OH 44106
Suggested Wage Rate
Payroll Authorization – City of Cleveland
This portion must be signed by the owner
of the company in blue ink.
Name of person signing payrolls.
If you have multiple Payroll Officers you must complete additional forms. This form only needs to be completed one time for each authorized signer.
Regency ApartmentsActual Project
address:1560 Ansel Rd.Cleveland, OH
44106
Name of your company. Address of
your company.
Name of your company.
Certified Payroll: WH-347
Project or Contract No:
12019
Contractor/Subcontractor: your company’s name and check appropriate box.
Payroll Number:Week #1 is your
company’s first week on site. Please mark this initial. Mark the last week on site as
final.
Week Ending: This should be the last day pay period week. Pay weeks should be Sunday through Saturday.
If you are not on site you still must turn in a “No Work Performed” payroll. Payrolls need to be submitted WEEKLY until “Final” is submitted.
Address:Your company’s address.
Project Name & Location:
Regency ApartmentsCleveland, OH
Certified Payroll: WH-347
(1) Name, Address, & Social Security
Number of Employee: Employee's full name &
last 4 digits of SS# must be shown on each
weekly payroll submitted. Employees full address (including zip) must be listed. Also include race & gender (ex: C/M)
(3) Work Classifications:Complete work
classification (Ex: Carpenter JRNY,
Carpenter App, etc). Be certain to consult project
specific wage decision
(4) Day and Date: Weeks start on Sunday
end up Saturday no matter what your pay
date is.
O = OvertimeS = Straight
time
(6) Rate of Pay: Where fringe benefits are paid to approved plans, funds, or
programs, you will only need to list the base rate paid. Where fringes are paid in cash, wage must match the base rate and
fringe rate being paid total.
(7) Gross Amount Earned:The top portion is for the gross amount earned on this specific project. The bottom portion is the gross amount earned from
all projects this week.
Certified Payroll (WH-347)
(4A) Check this box if the
employees benefits are paid into a union or a bona fide plan.
Fill in the proper information for your company
and the specific project.
Child support,Vacation,
Garnishments get listed here.
Name of person who signs your
company’s payrolls.
Certified Payroll: WH-347
Name and signature of
person reviewing this
payroll.Must sign in
blue ink
(4b) Check this box if fringes are paid in cash,
and not to a union or approved plan.
Owner, Non Working Admin, and
Supervisor who are exempt
Daily Sign-In Sheets
Each employee must sign in and out
daily.
Enter Project Name and Address:Regency
Apartments1560 Ansel Rd.Cleveland, OH
44106
Week Ending Date
Your Company name
Marous Brothers Construction, Inc.
Please ensure these 3 fields are
accurately completed for each
employee daily
Enter correct
date
City of Cleveland Office of Equal Opportunity (OEO)/Fannie Lewis There are two components to OEO
The contractual ($) portion consists of:
15% of contract values be set aside for MBE certified companies.
7% of contracts be set aside for FBE certified companies.
8% CSB contracts
The workforce (hours) portion consists of:
16.1% Minority participation
6.9% Female participation
20% of hours being performed by a City of Cleveland resident.
4% of the 20% should be very low income residents.
The OEO workbook is required electronically in Excel as well as paper originals signed in blue ink. All of the paperwork is in one spreadsheet with 4 SEPARATE WORKSHEETS.
OEO Reporting Summary and Affidavit
Name of Project
Name of your
Company
Will pull from the Invoice
and Payment Summary (Tab 2)
Will populate from the
Worker Hour Reporting
Form. (Tab 3)
Will pull from the Invoice
and Payment Summary (Tab 2)
Will pull from the
Invoice and Payment Summary (Tab 2)
Will pull from the
Invoice and Payment Summary (Tab 2)
This is a monthly form.
OEO Reporting Summary and Affidavit
Must be notarized or will not be accepted.
Fill in the information for the person reviewing
this form.
This is a monthly form.
OEO Invoice and Payment Summary
Fill in the project name.
Fill in the name of
your company.
Fill in the amount of the listed contract
awards.Fill in the proper
information regarding your
company’s contract.
This is a monthly form.
OEO Invoice and Payment Summary Fill in the
subcontractor’s company name.
Keep the proper certifications listed.
Type out the
invoice number.
Fill in the amount of money that was
paid.
Fill in the type of work
that the company performs.
Need to turn in cancelled checks for all subs and suppliers. This is a monthly form.
Fill in the actual
amount of the check.
Fill in the check
number.
Fill in the date the
check was issued.
Resident Worker Hour Report
Your company’s
name
Employee’s last name
Employee’s first name Last 4
digits of SSN
Employee’s Gender
Employee’s Race
“x” if employee is a Cleveland
resident
“x” if employee is a low income
individual.
Will populate from the data you enter
below.
Will populate from the data
you enter below.
This is a monthly form.
Resident Worker Hour Report
Week ending dates
Will populate from the data you enter
to the right..
Hours by week ending dates.
This is a monthly form.
OEO Contact Information
Fill out the proper information for the
individual who should be contacted regarding this
paperwork for this project.
This is a one time form due the first month your company is on site.
Fannie Lewis Income Verification
Employer needs to fill out this information
Must check off appropriate box.
Employer needs to fill out this information
Must fill in accordingly.
Fannie Lewis Income Verification
Employee needs to fill out this information
Employee Signs
Employer Signs
Please check which supporting document you
have attached
You must provide one of the documents listed here in addition to the
supporting documentation below.
Section 3
The purpose of Section 3 is to ensure that employment and other economic opportunities created by HUD assistance to construction and rehabilitation is directed to low-income persons that reside in Cleveland.
Only subcontractors who’s contract value is $100,000 or greater need to complete Section 3 forms.
There are two components to Section 3.
The contractual ($) portion consists of:
At least 10% of total “Construction” awards must be given to Section 3 Businesses
At least 3% of total “Non-Construction” awards must be given to Section 3 Businesses
The workforce (hours) portion consists of:
30% of new hires on this project must be Cleveland Section 3 Low Income individuals.
Section 3 Core Employee List
Fill in employee name.
Employee hire date. Check the
box if a Section 3 employee.
Fill in job title of employee.
Fill in this box with your company’s
information.
List ALL employees employed by your company, not just the ones that will work on this project. This is a one time form submitted before work on site begins.
Section 3 Clause
Fill out information pertaining to the
project this paperwork applies
to.
Check off which quarter this paperwork applies to.
Document only needed one time, with your Core Employee List.
Section 3 Clause
Have this portion signed by the owner of the company in blue
ink.
Read and acknowledge all information on the Section 3 Clause form before signing.
Section 3 Core Construction and Non-Construction Contract Awards Form
Fill in all fields listed and check
the correct quarter.
This form is due quarterly. Two hard copies are to be mailed and the Excel file must be emailed.
Fill in the year
Section 3 Core Construction and Non-Construction Contract Awards Form
Sub or Suppliers
name.
Sub or Suppliers address.
Sub or Suppliers
city. Sub or Suppliers
state.
Sub or Suppliers zip
code.
Subs = constructionSuppliers =
non-construction
This form is due quarterly. Two hard copies are to be mailed and the Excel file must be emailed.
Section 3 Core Construction and Non-Construction Contract Awards Form
Sub or Suppliers tax ID #
or individual
SS#
Sub or Suppliers contract amount
Sub or Suppliers contract
amount if they are Section 3
Certified
Fill in “yes” or “no” to answer if business is
certified.
M = Male OwnedF = Female
OwnedFill in Ethnicity of
the Business Owner.
This form is due quarterly. Two hard copies are to be mailed and the Excel file must be emailed.
Section 3 Workforce Utilization
Check off which quarter this paperwork applies to.
Fill out information pertaining to the project
this paperwork applies to.
This form is due quarterly. Two copies are to mailed.
Write in Correct Year
Section 3 Workforce Utilization
Fill in the name and address of any new
employee hired in the quarter you are
reporting for. Only new hires who are not on your Core Employee List should be listed
here.
Fill in the job classification of the
employee listed.
Check the box if the employee is a Sec 3 resident. If you check this
box be sure to include a Resident Income Verification for
the employee.
Fill in the hire date for the employee listed.
This form is due quarterly. Two copies are to be mailed.
Section 3 Resident Income Verification
This form is due as needed and should be attached to the Section 3 Workforce report.
Core Employees 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
6 Person household with total income equal to or less than $59,150
Address:Signature (Employee):
City & Zip:Date Form Completed:
8 Person household with total income equal to or less than $67,300
I certify that the information provided is true and accurate and, if requested, I agree to provide documentation confirming the accuracy of my family size and household income for the year noted.
Date Hired:Print Name (Employee):
7 Person household with total income equal to or less than $63,200
2 Person household with total income equal to or less than $40,800 3 Person household with total income equal to or less than $45,900 4 Person household with total income equal to or less than $50,950 5 Person household with total income equal to or less than $55,050
Carpet/Floor Instal. Laborer/Other:
I certify that I am a resident of the City (if a City Project) or the County (if a County or CMHA Project) and my total income last year (_______) was not greater than the amount and family size indicated below:
1 Person household with total income equal to or less than $35,700
Plumbing Vinyl Siding
Window/Door Instal. Landscaping/Lawn Care
I verify I was hired by the business listed above to perform the following work (check all that apply):
Heating (HVAC) Environmental Cleaning Roofing Electrical
Asbestos Lead Abatement
Painting
Section 3 Contact: E-mail:Year:___________
This section to be completed by the EMPLOYEE:
Address of Business:City, State, Zip
Date:Phone:Fax:
Carpentry Concrete/Asphalt
This section to be completed by the EMPLOYER:Project Name: Contract Number:Developer/Reporting Business Owner:
Be sure to fill out company information completely.
Check the box that applies to the employees classification
Check the box the applies to the employees household residents and income amount for the
previous year this form is being filled out.
Be sure to fill out
employee information completely. Make sure
the employee
signs!
Job Requirements Contractual
A percentage of the total contract value must be spent as follows:
15% MBE 7% FBE 8% CSB 10% Construction & 3% Non – Construction
Section 3 Awards
* Must be on City of Cleveland certified list.
Workforce A percentage of project hours worked must be as follows:
16.1% Minority 6.9% Female 30% of new hires must be Section 3 20% Cleveland residents 4% of the Cleveland residents must be low income
Critical Points: In order to receive payments we must first receive the following information:
Core Employee List Section 3 Clause & Narrative Form A Core Construction & Non-Construction
Awards Payroll Authorization Subcontractor List
All Certified Payroll must be completely filled out and submitted with signatures in BLUE ink.
Must turn in 4 ORIGINALS of Certified Payroll weekly w/Daily Sign-In sheets attached.
Must be current with all monthly and quarterly reporting. Missing paperwork = NO MONEY!!!!!
NOTE: MAROUS BROTHERS CONSTRUCTION IS REQUIRED TO SUBMIT ALL COMPLIANCE PAPERWORK WITH EACH PAY APPLICATION. IF ANY INFORMATION IS MISSING, OUR PAY IS WITHELD, AND CONSEQUENTLY YOUR PAY IS WITHELD.
Report Requirements
Core Employee List 1 Time
Section 3 Clause & Narrative 1 Time
Payroll Authorization 1 Time
Subcontractor Information Sheet 1 Time
OEO Contact Information 1 Time
Certified Payroll Weekly
Daily Sign-In Sheets Weekly
OEO Report & Monthly Affidavit Monthly
OEO Invoice and Payment Summary Monthly
OEO Resident Worker Hour Report Monthly
Section 3 Form A Core Construction/Non-Construction Awards Quarterly
Section 3 Workforce Utilization Quarterly
Section 3 Income Verifications Attached to Quarterly Workforce Report
Fannie Lewis Income Verification Submitted with monthly OEO Report
Apprenticeship Agreements As Needed
Additional Classification Request As Needed
Regency Apartments
Subcontractor Information Sheet
Enter person responsible for completing any
Compliance paperwork.
Please be sure to complete all fields.
Enter any Certifications your 2nd Tier holds by any Entity. Example City MBE,
CMHA FBE.
Enter Project Name
Enter the date their Certification expires
PLEASE ATTACH A COPY OF
CERTIFICATE
Subcontractor/Supplier Information Sheet
PLEASE ATTACH A COPY OF
CERTIFICATE
Enter the date your Certification expires
Please be sure to complete all fields.
Enter person responsible for completing any
Compliance paperwork.
Enter Company Name of any 2nd Tier
Subcontractor or Supplier
Enter any Certifications your company holds by
any Entity. Example City MBE, CMHA FBE.
Enter company 2nd Tier Subcontractor or
Supplier is contracted to.
Marous Contact Information Tina Brenenstuhl
Phone: 440-391-5353
Email: [email protected]
Diana Correa
Phone: 440-391-5427
Email: [email protected]
Melissa McCollister
Phone: 440-391-5520
Email: [email protected]
Ed Hallis
Phone: 440-391-5527
Email: [email protected]
Fax Number: 440-951-4580
Mailing Address: Marous Brothers Construction
Attn: Compliance Department
1702 Joseph Lloyd Pkwy
Willoughby Oh, 44094