Closing Out a Federal Aid Construction Project

Missouri Local ProgramsHow to Close-Out a Federal Aid

Construction Project

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)

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.

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.

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)

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

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.

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.

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.

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.

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.

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.

The End!

Thank You!!