GSA 01 29 00 PAYMENT PROCEDURES.docx

Eagle Pass I & II LPOE Eagle Pass, Texas Kahua #352 Santa Teresa Land Port of Entry BRIC Santa Teresa, New Mexico Kahua #353

SECTION 01 29 00 - PAYMENT PROCEDURES

PART 1 GENERAL

1.1 SUMMARY

A. This Section specifies administrative and procedural requirements necessary to prepare and to process Requests for Payment.

1.2 DEFINITIONS

A. Schedule of Values: A detailed written statement (masterformat/uniformat) furnished by the Contractor outlining the portions of the contract sum, which allocates values (price & percentage) for the various parts of the work and used as the basis for payment application and reviewing progress payments. The Agreement provides further details.

B. Request for Payment: A contractor’s invoice and request for progress payment with substantiating information consistent with approved schedule of values.

1.3 SCHEDULE OF VALUES

A. Coordination: Submit completed Schedule of Values no later than [14] calendar days prior to scheduled date of initial Requests for Payment.

B. Schedules for Phased Work: Where the work is separated into phases, provide Schedules showing values correlated with each phase using the standard format referenced below.

C. Format and Content: Contractor shall be responsible for completing the GSA Schedule of Values Workbook and compile the values into GSA’s Project Management System. Contractor will enter values into the workbook prior to GSA’s Project Management System input and provide associated electronic baseline copy to the contracting officer for record. Contractor will follow guidelines in the Schedule of Values workbook to support GSA’s Project Management System upload.

1. Identification: Complete the following Project Identification fields in the Schedule of Values:

a. Project Name

b. Project Number

c. Project Location, City, State

d. Base Contract Number

e. Task Order Number

f. Modification Number

g. GSA Project Manager

h. Contractor's Name and contact information

i. Date of submittal

2. Provide a breakdown of the Contract Sum in enough detail to facilitate continued evaluation of Requests for Payment and progress reports.

a. Work activity – (by division or specific work activity)

b. Dollar value of each specific work activity – both with an amount in dollars and whole cents, and as a percentage of the Contract Sum to nearest one-hundredth percent. Adjust the amounts to total to the Contract Sum and the percentages to total 100 percent.

c. Each item in the schedule of values and Requests for Payment shall be complete. Include total cost and proportionate share of general overhead and profit for each item. (i.e. no stand-alone item for Overhead, and Profit)

d. Modifications that affect value.

e. Update affected work branches and subordinate line items and

f. resubmit the schedule of values before the next Request for Payment when Modifications result in a change in the Contract Sum

g. Line item for mobilization and demobilization

h. Line item for close out (% to be negotiated with GSA COR)

3. Options: Provide a separate Schedule of Values for each exercised Option.

4. Each item in the Schedule of Values and Requests for Payment shall be complete. Temporary facilities and other major cost items that are not direct cost of actual work-in-place may be shown either as separate line items in the schedule of values or distributed as general overhead expense, at the government's option.

5. Revise and update workbook in GSA’s Project Management System with all items affecting scope, schedule or cost and resubmit within 14 calendar days as coordinated with project manager or contracting officer. The contractor shall provide a final as-built schedule at project completion. Update affected work branches and subordinate line items and resubmit the schedule of values before the next Request for Payment when Modifications result in a change in the Contract Sum.

1.4 REQUESTS FOR PAYMENT

A. Requirements for Requests for Payment are in Section III, Terms and Conditions of the Agreement.

B. Provide a completed IRA D&C Submittal: Contract Reporting Form reflecting any necessary updates with each monthly pay application. The Contractor shall also provide an itemized invoice detailing the amounts requested under each firm-fixed price CLIN and SubCLIN set forth in the Contract Price Form. Itemized Invoices shall reflect progress on each CLIN and SubCLIN and the latest Schedule of Values.

C. Each Request for Payment following the initial Request for Payment shall be consistent with previous Requests.

D. Initial Request for Payment, Request for Payment at time of Substantial Completion, and final Request for Payment involve additional requirements.

E. Payment Request Times: Submit Request for Payment to GSA by the 5th of the month. The period covered by each Request for Payment is one month, ending on the 30th of the month.

1. Submit one electronic draft copy of Request for Payment to the CO or enter in PMIS along with construction progress report seven (7) days prior to the due date for review by GSA. Provide documentation evidencing the cost of work performed to be included in the Request for Payment. Resolve questions resulting from GSA review of draft Request for Payment and construction progress report prior to submitting Request for Payment.

B. Request Preparation: All payments must be executed by a person authorized to legally bind the Contractor.

1. Entries shall match data on the schedule of values and Contractor's construction schedule. Use updated schedules if revisions were made.

2. Include amounts for work completed following the effective date of the previous Request for Payment, whether or not payment has been received. Include only amounts for work completed as of effective date of current Request for Payment.

3. Include amounts of Modifications issued before the last day of the construction period covered by Request.

C. Certified Payroll: Submit electronic copies of certified payroll and worker-hour report forms, including individual forms for subcontractors of any tier, to the CMa via PMIS. Report form shall include at-site certified payroll and worker-hour information. Even if no work was performed by contractor or subcontractor during reporting period, certified payroll and worker-hour report form shall be submitted for contractors and subcontractors of any tier stating that no work was performed D. Stored Materials: Differentiate between items stored on-site and items stored off-site.

1. Provide certificate of insurance, and consent of surety to payment, for stored materials.

2. Provide supporting documentation that verifies the amount requested, such as paid invoices. Match amount requested with amounts indicated on documentation.

3. Provide summary documentation for stored materials indicating the following:

a. Value of materials previously stored and remaining stored as of the effective date of previous Request for Payment.

b. Value of previously stored materials put in place after the effective date of previous Request for Payment and on or before the effective date of the current Request for Payment.

c. Value of materials stored since effective date of previous Request for Payment and remaining stored as of effective date of current Request for Payment.

E. Initial Request for Payment: Administrative actions and submittals that must precede or coincide with submittal of first Request for Payment include the following:

1. List of subcontractors.

2. Schedule of values.

3. Contractor's construction schedule per Agreement (startup if not final).

4. Products list (preliminary if not final).

5. Sustainable design submission for project materials cost data.

6. Sustainable design action plans.

7. Schedule of unit prices.

8. Submittal schedule (preliminary if not final).

9. List of Contractor's staff assignments.

10. List of Contractor's principal consultants.

11. Copies of building permits.

12. Copies of authorizations and licenses from authorities having jurisdiction for performance of the Work.

13. Initial progress report.

14. Report of preconstruction conference.

F. Request for Payment at Substantial Completion: After GSA issues the Notice of Substantial Completion, submit a Request for Payment less previous payments made for portions of the Work claimed as substantially complete.

1. Include documentation supporting the claim that the Work is substantially complete and a statement showing an accounting of changes to the Contract Sum.

2. This Request shall reflect Notices of Substantial Completion issued previously for GSA occupancy of designated portions of the Work.

G. Final Payment Application:

1. Submit final Application for Payment with releases and supporting documentation not previously submitted and accepted, including, but not limited, to the following:

a. Evidence of completion of Project closeout requirements.

b. Completion of items specified for completion after Substantial Completion.

c. Insurance certificates for products and completed operations where required and proof that taxes, fees, and similar obligations were paid.

d. Updated final statement, accounting for final changes to the Contract Sum.

e. GSA 1142 – Release of Claims Form

f. GSA 2419 Certification of Progress Payments Form

g. 1413 Statement and Acknowledgement

h. Evidence of having returned GSA issued PIV cards

i. Final meter readings for utilities, a measured record of stored fuel, and similar data as of date of Substantial Completion or when CO took possession of and assumed responsibility for corresponding elements of the work.

j. Transmittal of required Project construction records to Contracting Officer.

k. Final As-Built Record Drawings

l. Removal of temporary facilities and services.

m. Removal of surplus materials, rubbish, and similar elements.

2. Issuance of Certificate for Payment will constitute representations made separately by the CMa to the CO - based on their individual observations at Site and data comprising Application for Payment - that work has progressed to point indicated and that - to the best of Construction Manager's knowledge, information, and belief - quality of work is in accordance with Contract Documents.

H. Foregoing representations are subject to evaluation of work for conformance with Contract Documents upon Substantial Completion, to results of subsequent tests and inspections, to minor deviations from Contract Documents correctable prior to completion, and to specific qualifications expressed by CMa.

I. Issuance of Certificate for Payment will further constitute representation that Contractor is entitled to payment in amount certified. However, issuance of Certificate for Payment will not be representation that the CMa has:

1. Made exhaustive or continuous on-site inspections to check quality or quantity of work.

2. Reviewed construction means, methods, techniques, sequences or procedures.

3. Reviewed copies of requisitions received from subcontractors and material suppliers and other data requested by Contracting Officer to substantiate Contractor's right to payment.

4. Made examination to ascertain how or for what purpose the Contractor has used money previously paid on account of Contract Sum.

J. The CMa may decide not to certify payment and may withhold Certificate for Payment in whole or in part, to extent reasonably necessary to protect the Government, if in CMa's opinion representations to CO required in above paragraph cannot be made. If the CMa is unable to certify payment in amount of Application, CMa will notify Contractor and CO in writing of CMa's reasons for withholding certification in whole or in part. If Contractor and CMa cannot agree on a revised amount, the CMa will promptly issue Certificate for Payment for the amount for which the CMa is able to make such representations to the CO.

K. The CMa may also decide not to certify payment or, because of subsequently discovered evidence or subsequent observations, may nullify whole or part of Certificate for Payment previously issued, to such extent as may be necessary in the CMa's opinion to protect the CO from loss because of:

1. Defective work not remedied.

2. Third party claims filed or reasonable evidence indicating probable filing of such claims.

3. Failure of Contractor to make payments properly to Subcontractors or for labor, materials, or equipment.

4. Reasonable evidence that work cannot be completed for unpaid balance of Contract Sum.

5. Damage to Contracting Officer or another contractor.

6. Reasonable evidence that work will not be completed within the Contract Time and that unpaid balance would not be adequate to cover actual or liquidated damages for anticipated delay.

7. Persistent failure to carry out work in accordance with the Contract Documents.

L. Neither CO or designated representative nor CMa shall have obligation to pay or to see to payment of money to a Subcontractor except as may otherwise be required by law.

PART 2 PRODUCTS (Not Used) PART 3 EXECUTION (Not Used)

END OF SECTION 01 29 00

June 17, 2025 PAYMENT PROCEDURES 01 29 00 - Page 2 of 2