Module 8 – Completing the Project

Steps to Project Closeout and Final Payment

Once the MSBA has reimbursed the district up to 95% of the estimated grant, the MSBA will place the remaining payments to the district on hold until such time as the district has submitted all materials required, an audit has been completed and the Board of Directors has approved the audit. Timelines differ for each project but often a district reaches 95% of its grant reimbursement prior to substantial completion of the proposed project.  In addition, the MSBA has observed that the amount of time needed after substantial completion to complete the punchlist, any demolition of the existing building, and the remaining site work can take more than a year, while final issuance of change orders and remaining payments can take up to 2 or more years. Given the potential duration of these timelines, the MSBA encourages districts to plan their project cashflow needs carefully during this period.

Please refer to this letter from the Division of Local Services regarding project cash flows:

• DLS Memo re Project Cashflows and Impact on Free Cash

The MSBA strongly encourages districts and their project teams to begin preparing for final audit as soon as the construction commences. Once a project reaches substantial 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 Audit 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 items are an integral part of the process of project closeout.  To keep the MSBA apprised of progress on the project, copies of these items should be submitted to the MSBA as they are completed. However, the MSBA also strongly encourages OPMs to maintain all original forms and copies of materials to provide to the MSBA as a complete submittal along with the hard copy of the final reimbursement request when submitted to the MSBA for payment.

• 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).
• Confirm that copies of all contract amendments (OPM, Designer, General Contractor) have been forwarded to the MSBA.
• Submit final change orders, Budget Revision Requests (BRRs) for all soft and hard costs 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) and will be completed by the due date for district submittal of final costs and audit checklist.
• Confirm that the 10 month Commissioning site visit (if applicable to the project) will be completed and the Commissioning Certificate signed by the due date for district submittal of final costs and audit checklist.

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 and all the items identified on the Index of Final Closeout (see below), 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.

To properly prepare for Final Closeout Audit, the MSBA has set forth deadlines in this table for receipt of all required Closeout documentation and completion of all required Closeout activities. For consideration of final audit at an upcoming Board meeting, all submissions must be received by the MSBA, by the deadlines noted in the table below. Incomplete submissions will be returned to the district, and will not initiate the Final Closeout Audit process. Please note that final audits may take time and require additional materials and reconciliation of costs between the district and the MSBA. Submission by the deadline does not guarantee a district that its final audit will be presented at that board meeting.

Target Board Data Table

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*

A checklist of documents and activities required before the MSBA can commence the Final Closeout Audit process can be found here: Checklist of Final Closeout Audit Required Documents & Activities. This index is sent to the district when its project reaches substantial completion. The MSBA may require additional project-specific documentation beyond that listed in the checklist. To properly prepare for Final Closeout Audit, the MSBA has set deadlines for receipt of all require Closeout activities. Incomplete submissions will be returned to the District, and will not initiate the Final Closeout Audit process.

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 Green Schools Program Achievement (For Projects pursuing NE-CHPS or LEED designation)
• MSBA Milestone Schedule (New or Add/Reno projects)
• MSBA Sources and Uses Form (All Projects)
• 100% DCAMM Notification (Contractors All projects)
• Designer Evaluation Notification Form (All Projects)

*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 a delay of final audit approval by the Board of Directors.

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 the 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.
 

 Name of District :
 Name of School :
 Project # :

The following lists all of the actions and/or documents necessary for the final closeout audit of the referenced project. The MSBA forms can be found on the MSBA website by clicking here. The MSBA may require additional project specific documentation that is not on this list. To properly prepare for Final Closeout Audit the MSBA has set deadlines for receipt of all required Closeout documentation and completion of all required Closeout activities. These deadlines can be found here. Please note that final payment cannot be made until the MSBA receives these documents.