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2003 SPECIFICATIONS

SECTION 109

(c) Unpaid Invoices. For stockpiled materials for which the Contractor has NOT paid in full, the Contractor shall submit the following documentation:

  • 1.

    A written request for advance payment for stockpiled material, using the form shown in Figure 109-2A, signed by the Contractor, the Supplier, and the Surety. This statement must plainly state that the materials have not been paid for and that the Supplier shall be paid in full within 10 calendar days from the Contractor’s receipt of payment by the Department. It shall further state that the Contractor shall provide the Department with paid invoices within 10 calendar days of payment to the Supplier and that the Surety agrees to responsibility for payment should the Contractor fail to so pay.

  • 2.

    Documentation of the quantity and cost of the material, as described above with the exception that “PAID” invoices are not required.

  • 3.

    For commercially produced or manufactured material, unpaid bills or invoices, signed by a duly authorized Officer of the firm supplying the materials and properly notarized.

  • 4.

    Certification by the Contractor that the material meets the Specification requirements for the stage of production at which the material is stored.

  • 5.

    The Resident Engineer must verify that a copy of the paid invoice is received as required in (1) above. A copy of the paid invoice will be forwarded to the Construction Office upon receipt by the Resident Engineer.

(d) Preparation of the Materials Estimate. THE MATERIALS ESTIMATE ON BOTH SITEMANAGER AND FIELDBOOK PROJECTS IS NOT TO BE PAID (UPLOADED TO CAS) UNTIL APPROVAL HAS BEEN RECEIVED FROM THE CONSTRUCTION OFFICE.

On non FieldBook projects, the AHTD ESTIMATE SHEET is to be prepared in accordance with the instruction in Subsection 109.03 of this Manual.

Supporting documents which must accompany all Materials Estimates are:

  • 1.

    The Contractor's written request for advance payment of stockpiled materials along with Consent of Surety, using either Figure 109-2 (for use with paid invoices) or 109- 2A (for use with unpaid invoices).

  • 2.

    Documents showing the quantity of material and the amount to be paid. (Notarized paid invoices, Contractor's letter stating his cost of production, etc.)

  • 3.

    The Contractor's certification that the material meets the Specification requirements for the stage of production at which the material is stored.

  • 4.

    The Resident Engineer’s Certification –the supporting paper prepared and signed by the Resident Engineer following the format shown in Figure 109-3.

N O T E : T h e R e s i d e n t E n g i n e e r , i n s i g n i n g t h i s , i s c e r t i f y i n g t h a t t h e a m o u n t o f m a t e r i a l In order to do this, his personnel or other Department personnel must listed exists.

inventory the materials to verify the correctness of the quantities being paid and - in the case of Structural Steel that has been delivered to the project - must verify that the

Page 100-125

Rev. 12-12-05

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