Module 8 – Completing the Project

Steps to Project Closeout and Final Payment


As the project nears completion, and the contractor is finishing the punchlist and demobilizing the site, the District should begin the process that will result in the MSBA making the final payment to the District.  Once a project reaches completion, the MSBA will send the District an email describing the closeout process and a Closeout Questionnaire for the District to complete to help us better understand the status of the project; the email will also include an Index of Final Closeout Material required for the closeout of the specific project.  The required closeout forms (see below) differ slightly based on the type of project (new construction, Accelerated Repair Program, Science Lab Initiative, etc.) but the closeout process shares most of the same steps.

The following issues are an integral part of the process of project closeout:
  • Confirm that all executed Project Funding Agreement (PFA) amendments have been entered in Pro-Pay system
  • Confirm that the Project Budget in the Pro-Pay system matches the approved budget in the MSBA Agreement (Attachment A) 
  • Submit final change orders, Budget Revision Requests (BRRs) and reconcile the use of Guaranteed Maximum Price (GMP) contingency (if applicable to the project) with the MSBA 
  • Confirm that the submittals to achieve CHPS/LEED certification are in process (if applicable to the project)
  • Confirm that the 10 month Commissioning site visit (if applicable to the project) is on schedule
Once all of the project costs have been paid by the District, the District should submit its Final Request for Payment Reimbursement via the Pro-Pay system.  After the District has submitted its Final Request for Payment Reimbursement, the MSBA can initiate the Draft Audit Report and send it to the District for its consideration.  The MSBA performs the final audit to determine final total grant amounts and make the final payment. The Index of Final Closeout Material may be sent again with the Draft Audit Report to indicate which closeout forms remain outstanding.  The MSBA will make the final 5% grant payment after the District has accepted the Draft Audit Report; the District has completed and submitted the required closeout documents; and the MSBA Board has approved the final Total Facilities Grant for the project.  

Closeout Audit Forms*

Part of the closeout audit process includes the submission of certain forms.  An Index of Final Closeout Audit Material listing the forms required for a specific project will be sent to the District.  If you would like to request an Index of Final Closeout Audit Material please call or email Sarah Young at (617) 720-4466. The MSBA forms may be accessed via the links below.  These forms are designed to be filled in electronically, printed, signed and submitted to the MSBA as email attachments or via the US Mail.

*Additional forms may be sent to the District for completion of the Closeout Audit Process.

Process for Accepting the Draft Audit Report


Upon receipt of a Draft Audit Report, a District has 10 business days from the date the MSBA sends the MSBA Draft Audit Report by email to accept or not accept the Draft Audit Report by completing the Acceptance/Non-Acceptance Form.

If a District accepts the Draft Audit Report, the district must submit the Acceptance Form within 10 business days from the date the MSBA sent the Draft Audit Report.  The Draft Audit Report will then be submitted to the MSBA Board of Directors for its consideration and approval.  Upon approval by the Board, the audit results will be considered final, and the MSBA will make the final grant payment, if any, to the District.  Failure to submit an Acceptance Form within the 10 business day deadline will likely result in payment delays.

If the District chooses NOT to accept the Draft Audit Report, the District must submit a signed Non-Acceptance Form within 10 business days from the date the MSBA sent the Draft Audit Report.  In addition, a District must submit in writing, to Frederick Beebe, Director of Audit, new documentation and a summary of the disputed issues/costs within 20 business days from the date the MSBA sent the Draft Audit Report.  The MSBA will review this additional information only if these deadlines are met. Each District that submits a timely Non-Acceptance Form and supporting documentation may have the opportunity to meet with certain staff members of the MSBA before the audit results are submitted to the MSBA Board for its consideration.  Once the Board has voted on the audit results, the results will be considered final, and the MSBA will make the final grant payment, if any, to the District.

If the MSBA does not receive the required Non-Acceptance Form and related materials within the above-specified time frame, the Draft Audit Report will be submitted to the MSBA Board for its consideration and approval.  Once the Board has voted on the audit results, the results will be considered final,  and the MSBA will make the final grant payment, if any, to the District.
 

As of the November 19, 2014 Board Meeting, the MSBA has completed final audits and has received Board approval for:

  • 785 Former Program projects
  • 256 New Program projects