SP107-000120-00.docx
DOCX document 35 KB Posted
- Attached to
- Construction, University Drive Bike Lanes
- Solicitation number
- IFB-114424
- Issued by
- Fairfax County, Virginia
About this file
This is a Special Provision document issued by the Virginia Department of Transportation (VDOT) establishing requirements for electronic submission of payrolls and Disadvantaged Business Enterprise (DBE) subcontractor payments on federally-funded projects, effective January 21, 2020. The document mandates that contractors and all subcontractors submit certified payrolls and subcontractor payments exclusively through the AASHTOWare Project Civil Rights and Labor (CRL) system, replacing traditional paper submission of C-57 and C-63 forms. The CRL system is web-based and compatible with Internet Explorer 11 or Google Chrome, requiring users to access and edit spreadsheets in .xlsx file format. Contractors must submit forms ITD-35 and ITD-36 for each user requiring system access, and VDOT will provide login credentials and training through the State Civil Rights Manager following contract award. The system allows contractors and subcontractors to submit payroll data through multiple methods, including manual entry, import via XML converter tools, conversion of existing payroll program data, or through an Electronica Proxy Payroll Process for signed, certified paper payrolls.
Contractors are required to post DBE payments within seven days of receiving payment from the Department, while subcontractors must post DBE payments within seven days of receiving payment from the contractor. All payments to subcontractors must be entered into the Payment area of CRL for each estimate, with DBE payments recorded only for entities performing a Commercial Useful Function (CUF). The District Civil Rights Manager retains the authority to request certified paper copies of payrolls conforming to FHWA 1273 standards at any time. There are no fees associated with system access or login credential issuance. The provision applies to all federally-funded projects and represents a mandatory procedural requirement for contract administration and compliance with federal DBE regulations.
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Text version
Guidelines: For use on all Federally-Funded projects.
SP107-000120-00
VIRGINIA DEPARTMENT OF TRANSPORTATION
SPECIAL PROVISION FOR
ELECTRONIC SUBMISSION OF PAYROLLS AND
DBE SUBCONTRACTOR PAYMENT FOR FEDERALLY FUNDED PROJECTS
January 21, 2020
I. GENERAL REQUIREMENTS
The Contractor and all Subcontractors shall submit all certified payrolls and subcontractor payments, including those made to Disadvantaged Business Enterprises (DBEs), using the AASHTOWare Project Civil Rights and Labor (CRL) system in accordance with this specification. The term “subcontractor” shall include all vendors subject to FHWA-1273.
The electronic payroll submission and subcontractor payments through the CRL system replaces the paper submission of the C-57 and C-63 forms otherwise required by Sections 107.14(m) and 107.15 of the Specifications.
II. SYSTEM REQUIREMENTS
The CRL system is web based. The Contractor shall ensure compatibility with the CRL system as necessary to successfully execute the Work. The CRL system works with Internet Explorer 11 or Google Chrome and requires the ability to read, create, and edit spreadsheets in the .xlsx file format.
The Contractor and Subcontractors will be granted access after submitting forms ITD-35 and ITD-36 for each individual user who requires an account. Only those firms with a required contract in the system should submit the Request Access form. The software is configured so that each firm will only be able see their specific contract information. There will only be one single sign-on process for multiple application access within the Department.
VDOT will provide access and link and a log-in identification (ID) for the CRL system to designated employees of the Contractor and approved subcontractors entered into the system for the contract. The log-in ID and password are unique to the designated employee and must not be shared with other employees. There are no fees associated with accessing the system or to receive a login ID.
The low bidders on Contract awards will be contacted by the State Civil Rights Manager after letting to begin the process for accessing the CRL system for them and their subcontractors. The State Civil Rights Manager will provide all training for entry of certified payrolls and DBE subcontractor payments in CRL.
The CRL website is located at: https://www.virginiadot.org/business/aashtoware_project_civil_rights_and_labor%E2%84%A2_crl_management_system.asp.
III. PROCEDURES
1. CERTIFIED PAYROLL & SUBCONTRACTOR DATA SUBMISSION FOR FEDERALLY FUNDED PROJECTS
The Contractor and all subcontractors shall use the CRL system to provide VDOT electronic certified payrolls. The Contractor shall ensure that all subcontractors submit their certified payrolls into the system electronically.
Electronic submittal of certified payrolls can be submitted using the following methods:
· Manually add, copy, or modify data into CRL;
· Import payroll data with the CRL payroll spreadsheet XML converter tool available at https://xml.cloverleaf.net/spreadsheet/
· Convert payroll system program data to Payroll XML and import it into the CRL system. Information on how to convert to payroll program data to an XML file can be located at https://xml.cloverleaf.net/resourcekit/;
· The Contractor may send, on behalf of a subcontractor, payroll payment information based on a signed, certified paper payroll through the Electronica Proxy Payroll Process. Import payroll data with the CRL payroll spreadsheet XML converter tool available at https://xml.cloverleaf.net/spreadsheet/.
The District Civil Rights Manager or Engineer may require at any time, in writing, certified paper copies of the payrolls conforming to FHWA 1273 from any or all contractors working on the project.
2. DBE PAYMENT SUBMISSION REQUIREMENTS FOR FEDERALLY FUNDED PROJECTS
The Contractor shall post payment to DBE firms listed on their C-111 towards meeting their contract DBE goal per Federal DBE regulations. The Contractor shall submit, and shall require each Subcontractor to provide, payment amounts relative to all DBE involvement on the project during the life of the Contract in which participation occurs, and verification is available. The Contractor shall post payments to DBEs in CRL within 7 days after receipt of payment from the Department. Subcontractors shall post payments to DBEs in CRL within 7 days after receipt of payment from the Contractor.
The District Civil Rights Manager may require at any time, in writing, proof of payments from any or all subcontractors working on the project related to contractor DBE payments. The Contractor shall enter all payments made to all subcontractors into the Payment area of CRL for each estimate.
DBE Payments shall be entered only for those business entities that are being utilized in conjunction with performing a Commercial Useful Function (CUF).
More information about the CRL system can be located at https://www.aashtowareproject.org/index.php.
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