WA0101-CS051115I Suzan Taylor - SH 121 Water Line Close out Page 1 1
FI'Om:
To:
Date:
Subject:
"Doug Showers" <DShowers@BHCLLP.COM>
<staylor@ci.coppell.tx.us>
11/15/2005 9:07:11 AM
SH 121 Water Line Close out
Suzan and Larry,
We have reviewed the NCTCOG General Conditions as it relates to payment
requests submitted to the City. Section 1.51.1 statesthat during the
project the Owner makes an approximate estimate of the value of the work
and prepares a pay estimate which is acceptable to the Contractor. In
our case, we have the Contractor submit a pay estimate to the Inspector
who reviews and "corrects" prior to sending it on to the Engineer
(Owners representative) to prepare the official pay estimate submittal.
This is passed back to the Inspector and/or Director of Engineering and
Public Works for his/her signature prior to submittal and payment. The
contractor is not required to sign the pay estimate.
When it comes to the final payment, the procedure is identical,
however, the Engineer prepares a Contractor's Affidavit of Final Payment
and Release with a copy of the preliminary final payment request, which
is sent to the Contractor for review, signature and notarization. The
Affidavit is the consent of the Contractor that all his indebtedness has
been paid and that the final amount (usually ratainage only) is accurate
for the work completed under the contract.
The Affidavit (or a copy) should be attached to the Final payment
request when submitted to the Finance Department for payment.
I hope that this clarifies the procedure associated with NCTCOG.
According to the City of Coppell Notice to Bidders, Section 21,
Affidavit of Bills Paid, an affidavit must be presented prior to final
payment. The aforementioned document fulfills this requirement.
The only issue that I see is the receipt by the City from Fox
Contractors of the 2 year Maintenance Bond, which must be in place prior
to final payment (Section 21).
I hope this helps.
Sincerely,
Doug Showers
CC: <kgriffin@ci.coppell.tx.us>