Subcontractors and Suppliers Procedures for Receipt of Payment

The Master Subcontract Agreement is a 12 page, universal agreement. This agreement is signed one time. Once executed, its terms are applicable to all projects on which the subcontractor works with OHC. This form must be signed by the owner or an officer of the company where indicated, and initialed on front and back of each page. Once signed, return both originals to our office. Mr. O’Haver will then sign and initial both originals and we will return one fully executed original to the sub for their records.

This represents the 12 th page of the Master Subcontract Agreement where the 2 nd full signature area is represented. Even though you may have full signature on pages 1 and 12, we ask that you still initial in the appropriate spaces at the bottom of all pages.

The PSWR is a 4 page (+/-) agreement which is tied to the Master Subcontract Agreement but is project specific. One of these PSWR’s must be fully executed for each project on which you are subcontracted. This agreement contains specifics related to your scope of work on a project. Like the Master Agreement, this form must be signed and initialed where indicated by the owner or an officer of the company on front and back of each page. Once signed, return both originals to our office. Mr. O’Haver will then sign and initial both originals and we will return one fully executed original to the sub for their records.

In addition, specifics for your scope of work and the contract price are reflected. This includes commencement dates and time frames for substantial completion on the project.

The contract number, job name and exhibits to the contract are outlined within the PSWR

The final page of the PSWR contains the area for full signatures. Again, this form and the Master Subcontract Agreement must be signed by an Owner or officer of the company. In addition, both forms must be initialed at the bottom of each page front & back.

Subcontractor/Supplier Information Sheet FIS (Furnisher Information Schedule) SOV (Schedule of Values) Form W-9 General Liability, Auto and Workers Comp insurance

Completing this form allows O’Haver Contractors to enter current information into our database so that we have sufficient contact information for key departments within your company. Providing correct information up front helps insure that we contact the right personnel for different needs throughout the project.

This form outlines the suppliers, equipment providers and labor sources for your scope of work on this project. After completing, the total should equal your contract amount. Items which are considered “stock” or “self performed” should also be listed with your own company name or the words “stock” or “self performed” in the vendor column. This form should be completed and returned shortly after receiving your contract containing the information based on your figures and sources at bid time.

The Schedule of Values form is for breaking out the contract amount into material and labor for all major areas for your scope of work. Sometimes it is broken out even further to specific areas of the project as well. For example, 1 st floor, 2 nd floor or Bldg. 1, Bldg. 2 etc. with each area being broken down into material and labor for each major portion of your scope (i.e. painting, taping, floating).

O’Haver Contractors requires every subcontractor or supplier to provide up to date General Liability, Auto, Umbrella and Workers Comp insurance.

AIA G702 Summary Page AIA G703 Detail Page Conditional Lien Waiver Unconditional Lien Waiver Conditional 2 nd Tier Lien Waiver Unconditional 2 nd Tier Lien Waiver

This form is an application for payment. You may use this AIA form or an excel equivalent. The summary page reflects the contract amount, any changes to that amount, retained amount to date, previous payment amount and the net amount of your payment for the current period.

This sheet of the pay application form reflects material and labor breakout for each major area of your work. It also reflects previous period, current period and balance left to finish on your contract.

Once O’Haver Contractors receives funding from the owner of a project, BEFORE we can release a progress payment, a form like this one will be sent to you from our accounting department. This form needs to be fully executed and notarized. Once we are in receipt of this lien waiver, we will then release the check.

An “Unconditional Lien Waiver” is required to be returned to O’Haver Contractors AFTER you have been paid and the check has cleared your bank. This fully executed and notarized document must be received by O’Haver Contractors within 30 days of receipt of payment to prevent delays of future payments.

If O’Haver Contractors has created a “joint check” for any 2 nd tier subcontractor or supplier that has not been paid in full through the date of your pay application, a “Conditional Waiver & Release from Subsequent Tier(s) of Subcontractors and Suppliers” needs to be signed, notarized and returned to us by the 2 nd tier subcontractor or supplier, BEFORE their check can be released.

This Unconditional lien waiver is required from any of your 2 nd tier subs or suppliers that you have paid in full through the “period to” date of your pay application. This waiver is also required after O’Haver Contractors has created a “joint check” to your supplier, we have received their “conditional lien waiver”, the payment has been released and cleared their bank. This waiver needs to be returned in a timely manner to avoid delays of future payments.

Acknowledgment Letters That are Required Before Payment is Released MSDS Sheets Preliminary Project Schedule Submittals Due Material & Equipment Certified Payroll Employee Criminal Background Check Close Out Documentation

Material Safety Data Sheets are basically the product information on each and every item you might be using on the jobsite. Items include everything from aerosol sprays to WD-40. These sheets are kept in binders at the jobsite trailer in the event someone is exposed to a product which can potentially harm them. These sheets contain ingredient information as well as what to do if ingested, etc. These are an OSHA requirement…a must have for any jobsite.

This letter is sent out at the beginning of a project to inform subcontractors of the Preliminary Project Schedule. We ask that you acknowledge receipt of this Preliminary Project Schedule by signing and returning this letter by the due date listed within. Please note that you do not have to agree to everything in the letter. If corrections need to be made, feel free to write pertinent information on the letter, sign it and return.

This letter is sent out at the beginning of a project to inform you when your submittals are due. We ask that your acknowledge the due date by signing and returning this letter in a timely manner. Please note that you do not have to agree to everything in the letter. If corrections need to be made, feel free to write pertinent information on the letter, sign it and return.

This is an example of a “Material and Equipment” letter that has been signed and returned. Please note, you do not have to agree with the dates. If you need to make a correction, do it on this letter, sign it and return.

This letter is sent out at the beginning of a project to inform you if “Certified Payroll” is required on this job. It will be accompanied by a “Wage Rate Determination Schedule”, outlining wage rates for each trade.

A list of “Wage Rates” will be provided with the “Certified Payroll” letter if certified payroll is required for a project.

This letter is sent out when a “Criminal Background Check” Certificate is required on a job. This will be accompanied by a “Certificate of Criminal Background Check”, a list of prohibited offenses, and “Schedule A & B”. The “Criminal Background Certificate” and “Schedule A & B” are the only documents you need to remit to O’Haver.

This form is included in the “Certification of Criminal History Record” documents that will be sent if a Criminal Background Check is required. This form must be filled out, signed, notarized and returned to O’Haver.

This form will also be included in the “Certification of Criminal History Record” documents. This form must be filled out and returned with your certification page.

This letter is sent out up to 6 months prior to the date of substantial completion informing you when your close out documentation is due in the office. Please do not disregard this letter, as not having close out documentation submitted in a timely manner may effect final payments.

Should you have any questions, concerns or need clarification on anything discussed in this presentation, you can contact Project Staff at (210) for any assistance you may need.