Closing Out a Federal Aid Construction Project

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Closing Out a Federal Aid Construction
Project Missouri Local Programs How to Close-Out
a Federal Aid Construction Project
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Documentation Required forLPA Project Closeout

• 1. Semi-final/Final inspection letter
• 2. LPA Final acceptance letter
• 3. Testing Results certification
• 4. Contractor DBE Certification LPA
  Recommendation
• 5. Final Invoice
• 6. Final Detailed estimate of quantities
• 7. Contractors Affidavit Regarding Settle of
  Claims
• 8. Final Change Order
• 9. Affidavit (Compliance with Prevailing Wage)

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1. Semi-final/Final Inspection Letter

• -All projects are required to have a semi final
  inspection. If any needed corrections to the
  project are found, a final inspection is then
  required after all corrections have been
  addressed.
• -Those required to attend semi-final inspection
  LPA Representative, contractor, engineer of
  record, MoDOT.
• -The Final Inspection Letter shall state those in
  attendance, the date inspection took place, and
  any corrections needed.

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2. LPA Final Acceptance letter

• -The LPA must submit a final acceptance letter on
  LPA letterhead stating that they accept all work
  completed by the contractor.
• -The letter must also include the number of
  working days in the contract and the number of
  working/calendar days it took to complete the
  project. If it was a completion date contract,
  list the contractual date and the completion
  date. If liquidated damages were incurred, they
  must be listed.

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3. Testing Results Certification

• -The engineer of record shall supply a letter
  certifying the results of the test for acceptance
  of materials. See EPG Figure 136.11.XX for
  example letter.
• -The certification statements that must be
  included in this letter can be found in EPG
  136.11.20 of the LPA manual. Number 3 lists all
  three required statements ( a., b. c.). (link)

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4. DBE Contractor Certification LPA
Recommendation

• Contractor Certification
• The contractor is to fill out the Contractor
  Certification Form (EPG Fig. 136.11.X). This form
  must list final DBE participation showing all
  work performed and dollar amount paid to each DBE
  used on contract.
• LPA Recommendation of DBE Performance
• The LPA must supply on LPA letterhead a
  recommendation to MoDOT as to the fulfillment of
  the DBE requirements.
• If DBE goals were not met, the LPA must supply
  documentation as to why.
• MoDOT makes the final determination of DBE
  fulfillment

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5. Final Invoice

• The appropriate copies of the final invoice shall
  be included with the close out documentation.
• The final invoice will not be reimbursed if all
  closeout documentation and certifications have
  not been received by MoDOT within 30 days of
  final inspection.

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6. Final Detailed Estimate of Quantities

• A final detailed estimate of quantities must show
  the final adjusted contract amount. This estimate
  will include any overruns or underruns of pay
  items encountered over the length of the
  contract.
• Typically the detailed estimate is supplied by
  the contractor to the LPA for pay request.

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7. Contractors Affidavit Regarding Settle of
Claims

• The Contractors Affidavit Regarding Settle of
  Claims (Figure 136.11.8) shall be filled out and
  executed by the contractor and supplied to the
  LPA.

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8. Final Change Order

• A copy of the final change order is required to
  close out a project (if applicable).
• If all change orders have been approved and there
  is no final change order needed, a copy of
  previous change orders must be supplied.

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9. Affidavit (Compliance with Prevailing Wage)

• The Affidavit (Compliance with Prevailing Wage),
  (Figure 136.11.9) shall be filled out and
  executed by the contractor and supplied to the
  LPA.

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Final Acceptance by MoDOT

• After items 1-9 have been supplied to MoDOT, they
  will be reviewed for correctness, extra funds
  will be obligated for change orders and final
  reimbursements to the LPA will be approved and
  issued.
• A final acceptance report will be generated by
  MoDOT and sent to the LPA. This report closes
  the project and no additional funds can be
  obligated or reimbursed.

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The End!

• Thank You!!