1. 1 Los Angeles Unified School District Facilities Services Division Facilities Contract Services/ Facilities Construction Contracts Contract Closeout Application For FCC Version 1.1.10

2. 2 TABLE OF CONTENTS 1Accessing the System 3 2Entering a Substantial Completion Date6 a) Enter the Winning Bid b) Enter the Contract c) Contract Details- Navigation 3Entering Contractors 12 a) Search for Contractor b) Add Contractor c) Add Address d) Add Contacts 4Entering OARs *20 5Entering Surety information *23 6Attaching details to Contracts27 a)Adding Subcontractors to Contracts b)Adding the OAR to the Contract * c)Adding the Surety Bond to the Contract * 7Entering Payment Summaries40 a) Add Total Payment Summary b) Add Payment Summary Details 8 Entering Notice of Completion46 SectionTopicPage Number

3. 3 Section One Accessing the System

4. 4 The Contract Closeout Application is a tool that has been developed to capture information specific to a Contract Closeout, from the receiving the Substantial Completion Certificate to issuing the contract’s Notice of Completion. This manual will cover the basic aspects and use of the Contract Closeout Application. To begin, as always, log into the www.laschools.org website by clicking on Login in the upper right corner of that website. Then, enter your e-mail address and password. Accessing the System Logi n Here

5. 5 After successfully logging in, type the following URL into your browser: http://laschools.org/contract-closeout then press return. This will give you the main screen below. From this screen you may navigate to the different areas of the application. You may also perform the following actions from any page in the application: Add Substantial Completion Date for a Contract, Final Completion Date for a Contract and Add a Completion of Contract memo. Accessing the System (cont.) Add Substantial Completion Add Final Completion Add Completion Memo http://laschools.org/contract-closeout

6. 6 Section Two Entering Substantial Completion Date

7. 7 Upon receiving a Certificate of Substantial Completion for a Contract, the Contract Closeout process starts. This is where this application starts. From anywhere in the application, you can click on the Add Certificate of Substantial Completion button on the Action bar to the right. This button will take you to this special search engine. From here you can look for the contract to add the Substantial Completion Date to. You can search for a contract by Contract Number, Contractor, Project, or School. After you find the school, click on the Contract to go to the Add/Edit page for the Substantial Completion Date. Entering Substantial Completion Date Search By Search Results

8. 8 After finding the Contract to add the Substantial Completion Date to, clicking on the contract number will bring you to this page. Here you select the Substantial Completion Date by adding it manually in the text field or using the calendar pop up by clicking on the select link next to the text box. After adding the Substantial Completion Date, you hit submit and you will be taken back to the index page where you can see the contract you have just entered on the top o Entering Substantial Completion Date Create Contract

9. 9 Once you click the Create Contract button, the new screen below shows up. Enter the Contracts information, and click Submit. The Contract information is spelled out in more detail in the following pages. Entering FCC Contracts Contract Number Should this contract be excluded from the reports? - if so, why? Award Amount Advertise dates Date Signed by FSD Director Start and End Dates Date Notice of Completion is Recorded by the County Contrac t Status (Open) Prime Contractor, and their address Branch Prime’s Self Performed Work amount, and Trade Is this Prime on the Bid Tab?- should mostly be yes Work Description Ignor e PSA Contract?*

10. 10 Once you’ve added a contract, you are directed to the contract details page. You may also get to this page by clicking on a contract number. This page shows you all the information about a contract. From this page, we can associate OARs, Surety Bonds, Payment Summaries, Projects, and Subcontractors with a contract. These are each covered in section 6@ and 7@. Viewing the Contract Details Add Bond to Contract@ Add OAR to Contract@ Add Vendor@, Add Payment to Contract@

11. 11 Section Three Entering Contractors

12. 12 If a contractor is not in the system (not in the drop down list), and you need them to be in order to add them to a contract, then you first need to search for them, to make sure they aren’t already in the system, and if they aren’t in the system, enter them in. If they are already in the system, but don’t show up in the drop-down list when you add a contract, you can put them in the dropdown by clicking Edit, then Checking the box labeled FCC. For educational purposes, let’s enter the contractor Sunland Services. Here on the Main Page, we’ve searched for “sun”- since that’s a rather distinctive substring of Sunland Services. The results show that Sunland Services is not in the system, so we can click on Add a Contractor. Entering Contractors: Searching Search by All Contractors Add a Contractor Edit contractor to check FCC box

13. 13 After searching for the contractor to make sure they aren’t already in the system (to avoid duplication), now after clicking Add a Contractor, we can enter the contractor’s information. Entering Contractor: Click the FCC checkbox to add the contractor to the dropdown menu The Name of the Contractor The IFS Vendor Number of the Contractor The Contractor’s license number (CSLB) FID # and DUNS # The type of company The Gender and Ethnicity you should ignore (since you don’t have that information)

14. 14 After searching for the contractor and finding them, now we need to add them to the drop down list. After clicking the Edit link, the screen below will show up. We can add the contractor to the dropdown list by clicking the FCC checkbox at the bottom of the Edit screen. Editing Contractor: Click the FCC checkbox to add the contractor to FCC’s dropdown menu

15. 15 Once you’ve entered the basic contractor information in, then you will get to this Contractor Details screen. This screen will show all the information about this contractor. Now, we need to add an Address to this contractor. To do that, we click on the Add Address Button to the right of the screen. Entering Contractor Addresses Add Address

16. 16 Once you click the add Address link, the screen below will appear. Here you can enter Address Line 1, Address Line 2, City, State, Zip Code, the 4 digit Zip Extension, and the Location Name. The Location Name is where you would put any notes about this location- like whether this is the main office, or a specific Branch. Adding a Contractor’s Address Address Line 1 & 2 Location Name City, State, Zip, Zip Extension

17. 17 Once you have entered an address, you can add contact people to that address by clicking on the address. Adding Contractor’s Contacts (Phone Numbers and Email) Click Address to add a Contact Person

18. 18 Once you click the Address Link, you will be taken to the page below. Adding a Contractor’s Contact People Click Add Contact After Clicking the Add Contact Link, you will get to the entry screen below. Here you may enter the contact person’s First Name, Last Name, Phone Number, Fax Number, Email, and Contact Type. Note: If a you don’t have a contact person, but you have a phone number, put N/A in the First Name field. First Name: (if none, type N/A) Last Name: (if none, leave blank) Phone Number Fax Number Email Addres s Contact Type

19. 19 Section Four Entering OARs

20. 20 At any point, you may click the Main Page button at the top of the screen to come back to the main page of the application. From here, one of the action items is Add OAR. That is the action we will be covering now. Entering OAR information http://laschools.org/lausd-contracts Add OAR Main Page

21. 21 Once you click the Add OAR link, you will get the following page. This is where you enter the information you have on the OAR. The OAR’s Name and Email Address, the OAR’s office, the OAR’s phone number, the OAR’s cell phone number, and the OAR’s fax number. Once you click Submit, this OAR’s information will be stored and it will show up in the dropdown menu when you click Add OAR to Contract from the main Contract Screen. (This is covered in section 6b@) Entering OAR information OAR’s Name and Email Address OAR’s Fax Number The OAR’s office OAR’s Phone Number OAR’s Cell Phone Number

22. 22 Section Five Entering Surety Information

23. 23 On the main page of the application, two of the action items regarding Sureties are: Add Surety, and Add Surety Contact. These are the actions we will cover in this section. Entering Surety Information Add Surety Add Surety Contact

24. 24 Once you click the Add Surety link, you will get the following page. This is where you enter the information you have on the Surety Company. The Surety’s Name and Address, the City, the State, the Zip, and the Main Phone Number. Once you click Submit, this Surety Company’s information will be stored and it will show up in the dropdown menu when you click Add Bond to Contract from the main Contract Screen. (This is covered in section 6c) Entering Surety Information Surety Company’s Name Address, City, State, Zip Surety Company’s Main Phone Number Address, City, State, Zip

25. 25 Once you click the Add Surety Contact link (from the Action Items), you will get the following page. This is where you enter additional addresses and phone numbers for the surety company. This screen, in order to make entering surety contacts easier, can do two things: 1) it can add an address and phone number to an surety company already in the system, and 2) it can add a new surety (just like the Add Surety page.) The Surety’s name (either you add a new one or choose from a dropdown). Once you click Submit, this Surety’s information will be stored and it will show up in the dropdown menu when you click Add Bond to Contract from the main Contract Screen. (This is covered in section 6c@) Entering Surety Contact information 2) For adding a new surety, put the Name here 1) For adding an address to a surety already in the system- choose the surety name For both functions 1) and 2), you need to put in an address and phone number

26. 26 Section Six Attaching details to Contracts

27. 27 Adding a Subcontractor to a Contract To add a subcontractor to a contract, first get to the Contract Details screen by searching for the contract and then clicking on the contract number. Once in the Contract Details Page, click on the Add Vendor link in the navigation bar on the right. Add a Subcontractor to the contract Current Vendors on the contract

28. 28 Adding a Subcontractor to a Contract Subcontractor Tax Id and Name Contract Award Trade Subcontract amount Trade Code Work Descriptio n Parent Contractor (defaults to Prime Contractor) If Subcontractor is on Bid Tab (Yes) Clicking the Add Vendor link brings you to this form. The Subcontractor should appear in the drop down list. If it does not, then it must be added to the drop down, as explained in section 3@. Then you enter the Contract Award amount (from the List of Subcontractors), Amount of Subcontract (from the List of SBE’s), the numeric Trade Code from the drop down menu, short description of the work, whether the subcontractor is on the Bid Tab or not (should be Yes), and the Parent Vendor of the Subcontractor from a dropdown menu of Vendors on the contract. Then click Submit.

29. 29 Adding a Subcontractor to a Contract After entering the information for the subcontractor, you are brought back to the Contract Details Page. Here you can see that the new Subcontractor has been added to the Contractors on Contract section. The list is in alphabetical order according to the Vendor name. New Vendor on the Contract

30. 30 Editing/Deleting a Subcontractor In the Contract Details Page, you can Edit the information on a Vendor or Delete a Vendor on the contract with the respective buttons in the Modify column in the section. ● When editing the information on a vendor already in the system, click on Edit and that will bring you to a form where you can edit the information already in the system. ● When deleting the Vendor, click on Delete. After clicking the Delete button, a window will pop-up confirming your request to delete the Vendor. Click Yes to continue or Cancel to cancel your request. Edit and Delete buttons

31. 31 Adding an OAR to a Contract When adding an OAR to a contract, access the contract information by searching for the contract and clicking on the contract number. Once in the Contract Details Page, click on the Add OAR to Contract Button in the OAR Information section. Current OARs on the contract Add an OAR to the Contract

32. 32 Adding an OAR to a Contract The OAR should appear in the Select OAR drop down list from the one added in a previous section. After selecting the OAR from the list, the page will be filled with the OAR’s information. If there are no submitted OARs, or you want to add one now, you can add the information in the other fields. In either case, you then fill in the date from which the OAR will be effective, or leave it as the current date that is already filled. Then click Submit. You do this for every OAR on the contract. Submitted OAR(s) OAR Info from system Add a new OAR Select a SubmittedOAR

33. 33 Adding an OAR to a Contract After entering the information for the OAR, you are brought back to the Contract Details Page. Here you can see that the new OAR has been added to the OAR Information section. The list is in alphabetical order according to the OAR’s name. OAR(s) on the Contract

34. 34 Editing/Deleting an OAR In the Contract Details Page, you can Edit the information on an OAR or Delete an OAR on the contract with the respective buttons the section OAR Information section. ● When editing the information of an OAR already in the system, click on Edit and that will bring you to a form where you can edit the information already in the system. ● When deleting the OAR, click on Delete. After clicking the Delete button, a window will pop-up confirming your request to delete the OAR. Click Yes to continue or Cancel to cancel your request. Edit and Delete buttons

35. 35 Adding a Surety Bond to a Contract When adding a Surety Bond to a contract, access the contract information by searching for the contract and clicking on the contract number. Once in the Contract Details Page, click on the Add Surety Bond to Contract Button in the Surety Information section. Current Surety Bonds on the contract Add a Surety Bond to the Contract

36. 36 Adding a Surety Bond to a Contract The Surety Bond should appear in the Surety/Address drop down list from the one added in a previous section. ● After selecting the OAR from the list, Fill in the rest of the information about the Surety Bond. ● If there are no submitted Surety Bonds, or you want to add one now, you can select Add New Surety/Address in the drop down list. This is explained in a section 5@. After adding the new Surety Contact, you will be redirected to the previous screen to add the Surety information as before. Surety already in system Bond Number Bond Amount Bond Certification and Expiration Dates

37. 37 Adding a Surety Bond to a Contract After entering the information for the Surety Bond, you are brought back to the Contract Details Page. Here you can see that the new Surety Bond has been added to the Surety Information section. The list is in alphabetical order according to the Surety’s name. Surety on the Contract

38. 38 Editing/Deleting a Surety Bond In the Contract Details Page, you can Edit the information on a Surety Bond or Delete a Surety Bond on the contract with the respective buttons the section Surety Information section. ● When editing the information of a Surety Bond already in the system, click on Edit and that will bring you to a form where you can edit the information already in the system. ● When deleting the Surety Bond, click on Delete. After clicking the Delete button, a window will pop-up confirming your request to delete the OAR. Click Yes to continue or Cancel to cancel your request. Edit and Delete buttons

39. 39 Section Seven Entering Payment Summaries

40. 40 From the Contract Details page (which you can find by clicking on a contract number), you have an action Link called “Add Payment”. This will be used to enter data from the form Payment Summary (List of Subcontractors) Entering Payment Summaries Add Payment

41. 41 Once you click the Add Payment link on the Contract Details page, you are directed to the form below, where you can enter the summary payment data for the entire month. The Payment Amount is the total amount we paid the Prime that month. The Payment Date is the date LAUSD paid the prime. The Invoice Reference ID attaches this payment to an invoice. Only enter the Invoice Reference ID if you know it, otherwise leave it blank. Entering Payment Summaries Payment Date Payment Amount for the Month (how much did we pay to the prime) Attach this payment to an invoice (leave blank if you don’t know)

42. 42 Once you have entered the Payment Summary Total Amount and clicked Submit, you will be directed back to the Contract Details screen. Now, if you click on the Payment Amount, you will go to the payment details screen. Entering Payment Summaries Click Payment Amount to go to the Payment Details screen

43. 43 After clicking the Payment Amount on the month you want to add details to, you are directed to the screen below (The Payment Details Screen). From this screen, you may add vendor payments, or return to the contract. Entering Payment Summaries Add Vendor Payment: to add subcontractor’s data from the Payment Summary (List of Subcontractors)

44. 44 After clicking the Add Vendor Payment link, you are directed to the following input screen. Here you choose the contractor you are entering payment information for, and you enter the amount for this month, and the amount paid to date. Entering Payment Summaries Total amount paid to date Amount paid this month Choose the Contractor

45. 45 Section Eight Entering the Notice of Completion Date

46. 46 Once you’ve located the contract you’d like to enter the Notice of Completion date for, click Edit, and that will direct you to the page below. Here you can enter the Notice of Completion date, and close the contract. Entering Notice of Completion Date Change Status of Contract to Closed Enter the date the Notice of Completion was recorded by the county