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
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.
- MSBA Pre-Closeout Questionnaire (New or Add/Reno Projects)
- MSBA Closeout Questionnaire (All Repair Projects)
- MSBA Final Request and Certificate for Reimbursement (All Projects)
- MSBA Commissioning Certificate of Completion - Non-Repairs (for Projects having a 10 mo. Cx re-inspection)
- MSBA Commissioning Certificate of Completion - Accelerated/Green Repairs (for Projects NOT having a 10 mo. Cx re-inspection)
- MSBA Certificate of Sustainable School Achievement (for Projects pursuing MA CHPS or LEED designation)
- MSBA Milestone Schedule (New or Add/Reno Projects)
- MSBA Sources and Uses Form (Will be sent out under separate cover with the Final Audit)
*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 July 30, 2014 Board Meeting, the MSBA has completed final audits and has received Board approval for:
- 784 Former Program projects
- 220 New Program projects