Final Estimates Level 2

Transcription

1 Final Estimates Level 2 Module 9: Submittal of the Final Estimate & Offer of Final Payment 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 1

2 Module Content Final Estimates Package Final Estimates Process Offer of Final Payment Submittal Package Notification Of Findings Letter Source Incentive Payments Required Letters 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 2

3 Final Estimate Package A Final Estimate Package is a compilation of all the documents required to substantiate the final amount paid to the contractor, as well as certification of materials and contract time used. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 3

4 Final Estimate Package The Final Estimates Package will be submitted to the District Final Estimates Office (DFEO) within 30 days of Final Acceptance. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 4

5 Final Estimate Process 30 Days Project Final Acceptance RO Completes Final Estimate Package Preparation DFEO Review Resident Office (RO) Runs Last Progress Estimate RO Sends to the Contractor: 1. Offer of Final Payment 2. Request for Refund 1. Regular Acceptance 2. Qualified Acceptance To DFEM RO Runs Final Estimate RO Prepares Offer of Final Payment DFEO Reviews Offer of Final Payment and sends back to RO Contract Closeout 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 5

6 Final Estimate Process Resident Office Responsibility Run the last Progress Estimate Submit the Offer of Final Payment to the Contractor Submit the Final Estimates Package to the DFEO Resolve any issues that result from the Offer of Final Payment and the Final Estimates Package 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 6

7 Final Estimate Process DFEO s Responsibility The District Final Estimates Office (DEFO) will receive a copy of the Offer of Final Payment Letter and Final Estimate Package from the Resident Offices. Any resolutions made subsequent to the Offer will be processed by the DFEO. Un encumber unused funds. Continue to provide training to Resident Office staff on an as needed basis. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 7

8 Final Estimate Process Last Progress Estimate Immediately following Final Acceptance, the Resident Office will run the last Progress Estimate This progress estimate should match quantities to be certified on the Final Estimate 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 8

9 Final Estimate Process Once the last Progress Estimate is paid through EED, contact the DFEM and DFEO staff by for establishment of proper approval levels to run the final estimate, you will be notified by once the approval level changes are made, at that time, you will generate and run the Final Estimate. Approval levels in SiteManager will need to be changed by the DFEO. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 9

10 Final Estimate Process Setting SiteManager Approval Levels for Final Estimate Level 1 Project Administrator Level 2 Final Estimates Manager Level 3 Comptroller, EED Final Approval 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 10

11 Final Estimate Process The Final Estimate should be $0.00 with the exception of Retainage or any incentive payments. If overpayment occurs, then the last progress estimate will be changed to Final. Note: The last progress estimate and the offer will both be negative. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 11

12 Final Estimate Process The amount certified on the final estimate will be the amount shown on the Pay Item Summary and Certification Sheet. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 12

13 Offer of Final Payment Submittal Package The Offer of Final Payment Submittal Package includes: Offer of Final Payment Letter Acceptance Letter (to be signed by the Contractor). Acceptance Letter gives 2 options: Regular Acceptance Option of Agreeing with Offer Qualified Acceptance Option of Disagreeing with Offer Contractor s Affidavit & Surety Release (Form 21 A) Other documents to be returned to the District Final Estimates office 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 13

14 Offer of Final Payment Submittal Package Send electronically to the Contractor s Headquarters address The Headquarter s address is specified in the Contract It is recommended to have the DFEO review the offer of final payment package for correctness prior to sending to the Contractor. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 14

15 Offer of Final Payment Submittal Package Will be submitted to the Contractor within 30 days of Final Acceptance. The offer amount should be zero except in the case of overpayment. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 15

16 Offer of Final Payment Submittal Package The Offer of Final Payment Submittal Package includes: Offer of Final Payment Letter Acceptance Letter (to be signed by the Contractor). Acceptance Letter gives 2 options: Regular Acceptance Option of Agreeing with Offer Qualified Acceptance Option of Disagreeing with Offer Contractor s Affidavit & Surety Release (Form 21 A) Other documents to be returned to the District Final Estimates office 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 16

17 Offer of Final Payment Letter There are two types of offer letters: Offer of final payment Request for refund 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 17

18 Offer of Final Payment Letter (Single project) 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 18

19 Offer of Final Payment Letter (Multi project) 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 19

20 Request for Refund Overpayment for a Single Project 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 20

21 Request for Refund Overpayment for a Multi project 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 21

22 Offer of Final Payment Submittal Package The Offer of Final Payment Submittal Package includes: Offer of Final Payment Letter Acceptance Letter (to be signed by the Contractor). Acceptance Letter gives 2 options: Regular Acceptance Option of Agreeing with Offer Qualified Acceptance Option of Disagreeing with Offer Contractor s Affidavit & Surety Release (Form 21 A) Other document to be returned to the District Final Estimates office 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 22

23 Acceptance Letters There are two types of acceptance letters: Regular Acceptance Qualified Acceptance 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 23

24 Acceptance Letters Regular Acceptance Letter This form, signed by the Contractor, signifies his agreement to either: Accept the amount offered Refund the amount requested by the Department (Overpayment) As full and final settlement of any and all claims to compensation. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 24

25 Acceptance Letters Qualified Acceptance Letter This form, signed by the Contractor, signifies that they do not agree the offer amount is correct. The contractor will: Accept the amount offered or refund the amount requested Then detail the dollar amounts/pay items in dispute. The letter stipulates the contract shall remain open while the Contractor pursues resolution of disputes or pending claims. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 25

26 Regular/Qualified Acceptance Letter (Page 1 of 2) 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 26

27 Regular/Qualified Acceptance Letter (Page 2 of 2) 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 27

28 Offer of Final Payment Submittal Package The Offer of Final Payment Submittal Package includes: Offer of Final Payment Letter Acceptance Letter (to be signed by the Contractor). Acceptance Letter gives 2 options: Regular Acceptance Option of Agreeing with Offer Qualified Acceptance Option of Disagreeing with Offer Contractor s Affidavit & Surety Release (Form 21 A) Other documents to be returned to the District Final Estimates office 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 28

29 Contractor s Affidavit & Surety Release (Form 21 A) This document is required to be submitted by the Contractor on all projects. It certifies the Contractor has complied with all terms of the contract. It provides release of the final payment by the Contractor s Surety. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 29

30 Contractor s Affidavit & Surety Consent Form 21 A Form (Page 1 of 3) 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 30

31 Contractor s Affidavit & Surety Consent Form 21 A Form (Page 2 of 3) 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 31

32 Contractor s Affidavit & Surety Consent Form 21 A (Page 3 of 3) Form /1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 32

33 Offer of Final Payment Submittal Package The Offer of Final Payment Submittal Package includes: Offer of Final Payment Letter Acceptance Letter (to be signed by the Contractor). Acceptance Letter gives 2 options: Regular Acceptance Option of Agreeing with Offer Qualified Acceptance Option of Disagreeing with Offer Contractor s Affidavit & Surety Release (Form 21 A) Other documents to be returned to the District Final Estimates office 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 33

34 Outstanding Documents After final acceptance, all documents from the Contractor will be sent directly to the District Final Estimates Office. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 34

35 Construction Compliance with Specifications and Plans (Page 1 of 2) Form /1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 35

36 Construction Compliance with Specifications and Plans Form (Page 2 of 2) 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 36

37 Notification of Findings Letter What happens when an Offer of Final Payment Letter has been sent to the Contractor and additional issues are found? A Notification of Findings Letter is sent to the Contractor detailing the additional issues found. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 37

38 This letter will address specific issues that were added or corrected due to issues discovered on the final estimate. These changes are needed based on the findings of the Post Audit Reviews (PAR) or for additional information. This letter could be sent to the Contractor before or after an Acceptance Letter has been received. Notification of Findings Letter 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 38

39 Notification of Findings Letter This letter will be issued to the Contractor by the DFEO Only those items listed are eligible to be qualified. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 39

40 Notification of Findings Letter What happens if, after receiving the Full Acceptance from the Contractor, there is an overpayment found based on the PAR review? The Contractor has a right to accept or reject any or all of these changes. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 40

41 Notification of Findings Letter What happens after receiving the Overpayment Acceptance letter and Refund Check from the Contractor, there is an error found based on the PAR review? The Contractor has a right to accept or reject any of these changes. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 41

42 Notification of Findings Letter 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 42

43 Source Chapter 14 of the Review and Administration Manual describes the Final Estimate process Submittal of the Final Estimate 14.9 Contractor s Acceptance of the Final Estimate Notification Letter of Due to Additional Review 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 43

44 Incentive Payments Examples: Liquidated Savings No excuse Bonus Lane Rentals Contact the DFEO by . Specify the dollar amount 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 44

45 Incentive Payments When can the incentive payment be made? After the Offer of Final Payment Who encumbers these funds? The District Office 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 45

46 Required Letters Chapter 14 of the Review and Administration Manual shows examples of the required letters. Boilerplate letters are provided on the State Final Estimate s SharePoint Site. 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 46

47 ANY QUESTIONS? 11/1/2017 FDOT Final Estimates Level 2 Release 11, Module 9 47