1. Remitting for ROD Grant Monies
NJASBO Presentation
Remitting for ROD Grant Monies
NJ Schools Development Authority
11/18/2014

2. Overview 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

3. Payment Submission Procedure
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
NJ Schools Development Authority
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4. Disbursement Schedules
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)
NJ Schools Development Authority
11/18/2014

5. Disbursement Schedule
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)
NJ Schools Development Authority
11/18/2014

6. Design Payment Requirements
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
NJ Schools Development Authority
11/18/2014

7. Design Payment Requirements - continued
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
NJ Schools Development Authority
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11. Design Payment Requirements - continued
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.
Building Site- must be cleared with dep
Applies to: property used as
1- factory
2- storage
3- nail salon or dry cleaner
4- gasoline station
If property was the site of one of following
NJ Schools Development Authority
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12. Design Payment Requirements - continued
5- property is on a list of contaminated sites maintained by DEP
6- used for dumping
B-Building interior- must be cleared with dhss
Applies to: building used as
1- factory/industrial
2- storage
3- nail salon or dry cleaner
4- gasoline station
Submit remedial action work plan approved by dep and/or nfa letter
NJ Schools Development Authority
11/18/2014

13. Design Payment Requirements - continued
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
NJ Schools Development Authority
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14. Design Payment Requirements - continued
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
NJ Schools Development Authority
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22. Design Payment Requirements - continued
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
NJ Schools Development Authority
11/18/2014

23. Design Payment Requirements - continued
SDA Form E-1
FORM OF CONSULTANT CERTIFICATION AND CONSENT
UPON AWARD OF CONTRACT
(Original & Notarized)
for all Professional Services
(Architect, CMF, Engineers)
NJ Schools Development Authority
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28. Design Payment Requirements - continued
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
NJ Schools Development Authority
11/18/2014

29. Design Payment Requirements - continued
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
NJ Schools Development Authority
11/18/2014

30. Construction Payments
Schedule 1
35% & 65% Construction
Design Phase payment separate
Schedule 2
50% construction
No Design Phase payment
NJ Schools Development Authority
11/18/2014

31. Project Scope Favorable bid prices
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
NJ Schools Development Authority
11/18/2014

32. 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
NJ Schools Development Authority
11/18/2014

33. Construction Payment Requirements
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
NJ Schools Development Authority
11/18/2014

34. Construction Payment Requirements
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
NJ Schools Development Authority
11/18/2014

35. Construction Payment Requirements
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
NJ Schools Development Authority
11/18/2014

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50. Construction Payment Requirements - continued
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
NJ Schools Development Authority
11/18/2014

51. 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)
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55. Substantial and Final Payment Requirements
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
NJ Schools Development Authority
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62. Banking Information EFT form W-9
Banking Information needs to be current
EFT form
W-9
If district changes banks, please resubmit forms to analyst
NJ Schools Development Authority
11/18/2014

63. Grant Department Organizational Chart
Gregory Voronov
Managi
ng Director
Dawn Simpson
Administrative Specialist
Secil
Onat
Director -
Grants
Kathleen Alexander
Grant Specialist
Shayne Stuart
Jose Diaz
Grant Analyst
Muhammad Khan
Karen Schaffer
Mariela Velasquez
Ajay Maharana E
ric
Shteir
Sanket Shah
Solomon Tuller
Field
Compliance
Inspector
Brian Rogaski
Field Inspector
NJ Schools Development Authority
11/18/2014

64. Contact Information
Grant Specialist/Supervisor: Kathleen Alexander Phone:(609) Fax: (609)
Grant Specialist/Supervisor: Shayne Stuart Phone:(609) Fax: (609)
Grant Analyste: Mariela Velasquez Phone:(609) Fax: (609)
Grant Analyst: Ajay Maharana Phone:(609) Fax: (609)
Grant Analyst: Muhammad Kashif Kahn Phone:(609) Fax: (609)
Grant Analyst: Eric Shteir Phone:(609) Fax: (609)
Grant Analyst: Karen Schaffer Phone:(609) Fax: (609)
Grant Analyst: Sanket Shah Phone:(609) Fax: (609)
Grant Analyste: Jose Diaz Phone:(609) Fax: (609)
Grant Analyst: Phone: Fax:
Field compliance Inspector: Solomon Tuller Phone:(609) Fax: (609)
Field Inspector: Brian Rogaski Phone:(609) Fax: (609)
NJ Schools Development Authority
11/18/2014

65. REQUEST FOR DISBURSEMENT
Review of 806GA
REQUEST FOR DISBURSEMENT
Two Schedules
Schedule#1
FEC > $250,000
Schedule#2
FEC =< $250,000
NJ Schools Development Authority
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69. Invoice Reconciliation
NJ Schools Development Authority
11/18/2014