Updated information pertaining to Project Advisory 33 from December 2015:
In September 2021, the Massachusetts Division of Capital Asset Management and Maintenance ("DCAMM") issued a revised standard contractor evaluation form. The September 2021 form does not include a note previously found in the prior version. The absent note stated, “A project is deemed “complete” upon use and/or occupancy, or upon issuance of a certificate of use and/or occupancy, or termination of a Building Project, whichever is earlier. See 810 CMR 4.01.” Additional information regarding the contractor evaluation form can be found on the DCAMM website. Please contact DCAMM if there are any questions.
Module 7 – Notification of Completion and Submission of 50% and 100% DCAMM Evaluations
The Massachusetts Division of Capital Asset Management and Maintenance ("DCAMM") has a standard contractor evaluation form ("100% DCAMM Evaluation") that every School District or other public agency in Massachusetts must fill out upon completion of a building project and submit to DCAMM. Filling out the form, sending it to the relevant contractor, and submitting it to DCAMM are required by Massachusetts law. See M.G.L. c. 149, § 44D (7). The 100% DCAMM Evaluation form and associated instructions can be found on the DCAMM website. Completion and submission to DCAMM and the contractor of the 100% DCAMM Evaluation, in keeping with DCAMM requirements, are prerequisites to closing a project with the Massachusetts School Building Authority ("MSBA") and receiving final audit approval.
The MSBA has developed a 100% DCAMM Notification ("100% Notification") to be filled out and submitted to the MSBA when the 100% DCAMM Evaluation is submitted to DCAMM. This form requires the District to list the grades it has awarded to each contractor and subcontractor (filed sub-bidders only) it has evaluated, and to affirm that the District has sent the 100% DCAMM Evaluation to the contractor and to DCAMM. The 100% Notification is also a prerequisite to closing a project with the MSBA and receiving final audit approval. In the absence of either the 100% DCAMM Evaluation or the 100% Notification, a project cannot be closed, and the District will not receive final payment from the MSBA.
Massachusetts law also requires awarding authorities to advise contractors of the "awarding authority's preliminary evaluation of the contractor's performance" at the "50% completion stage" ("50% DCAMM Evaluation"). See M.G.L. c. 149, § 44D (7). The MSBA has therefore developed a 50% DCAMM Notification that requires the District to list the grades it has awarded to each contractor and subcontractor (filed sub-bidders only) evaluated at 50% project completion, and to affirm that the District has sent the 50% DCAMM Evaluation to the contractor. The Notification is to be filled out and submitted to the MSBA no later than four (4) months subsequent to the 50% completion stage. Failure to submit the Notification within the requisite time will affect the processing of subsequent reimbursement requests.
Districts needing to correct a deficiency in their submission of Notifications to the MSBA should contact the MSBA as soon as possible.