PLEASE COMPLETE THE SURVEY BEFORETHE TRAINING BEGINS-Side One ONLY. IT WILL BE COLLECTED AFTER THE TRAINING. THANK YOU.

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1 PLEASE COMPLETE THE SURVEY BEFORETHE TRAINING BEGINS-Side One ONLY. IT WILL BE COLLECTED AFTER THE TRAINING. THANK YOU.

2 OVERVIEW OF MPA PROCESS IMPROVEMENT PROJECT (PIP) Bob Signora Project Manager, MPA PIP Program Management Office

3 Why produce MPA PIP? PMO assignment from NJDOT Senior Management Address MPA problems Formal Written Process guidance

4 Why develop the MPA Process guidance documents? To provide better coordination between all stakeholders

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7 MPA PROCESS GOAL? ACCURACY AND CONSISTENCY IN THE EXECUTION AND MODIFICATION OF THE MPA PROMPT, ACCURATE PAYMENT TO THE MUNICIPALITY FOR POLICE SERVICES

8 NJDOT OVERSEES THE MPA PROCESS AS PART OF CONTRACT MANAGEMENT THE MPA PROCESS INCLUDES THE EXECUTION AND MODIFICATION ANDCLOSE OUT OF THE MPA AND THE MPA INVOICING

9 MPA PROCESS PROCESS INCLUDES: MPA EXECUTION MPA MODIFICATION MPA INVOICING MPA CLOSE OUT

10 MPA EXECUTION IDENTIFYING NEED FOR MUNICIPAL POLICE OBTAINING POLICE WORK-HOUR ESTIMATE OBTAINING MPA FUNDING CIRCULATING MPA FOR EXECUTION DISTRIBUTING EXECUTED MPA

11 MPA MODIFICATION IDENTIFYING THAT MPA NEEDS MODIFICATION OBTAINING REVISED STATEMENT OF COST OBTAINING MODIFICATION FUNDING CIRCULATING MODIFICATION FOR EXECUTION DISTRIBUTING EXECUTED MODIFICATION

12 MPA INVOICING THOROUGHLY REVIEWING INVOICE AND BACKUP VERIFYING THAT RATES MATCH STATEMENT OF COST VERIFYING ACCOUNT INFORMATION IN FMIS PROCESSING PAYMENT DISTRIBUTING PAYMENT

13 MPA CLOSE OUT DETERMINING THAT POLICE ARE NO LONGER NEEDED REQUESTING FINAL INVOICE PROCESSING FINAL INVOICE DISTRIBUTING FINAL PAYMENT CLOSING AGREEMENT

14 MPA RESPONSIBILITIES

15 Project Management is Responsible For: Initiation, Development, and Execution of the MPA Executing written modifications when changes to the MPA s value or terms are necessary Distributing the fully-executed MPA and Modification package to the Municipality, Accounting and Regional Construction. The budget and coordinating with the RE on the need for MP funding. Note: The authority to change the terms of the MPA rests solely with NJDOT and the DAG.

16 A Construction Resident Engineer is Responsible For: Ensuring that the Region has received a copy of a fully executed Police Agreement Package from Project Management. Scheduling a Municipal Police Preconstruction meeting. Verifying that the Municipal Police have received the MPA Billing Procedure package from Project Management as stated in the Initial Municipal Letter Providing guidance to the Police to ensure they submit correct and complete invoicing with each submission. Reviewing and processing Municipal Police invoices in accordance with NJDOT invoicing procedures. Documenting and tracking all invoicing and correspondence relative to the Police Agreement. Track /Monitor overall budget of the MPA and inform the PM to avoid any overruns.

17 Accounting Operations Responsibilities: Accounting Operations verifies: Receipt of executed Contract Agreement and subsequent contract modifications Funding is in place for the contracted amounts and agree with the funding authority noted within the Department Action (AD-12). The individual requesting payment on behalf of the Municipality has authorization within the contract terms.

18 continued. Accounting Operations Responsibilities: Accounting Operations verifies: The appropriate Department signature authority exists on the Payment Voucher and Expense Distribution (AC- 1641). The amounts on the Expense Distribution (AC-1641) reconcile to the Payment Voucher. The job number, function code and Agreement # agree with funding sources available and AD-12.

19 DOT Contracting and Funding Authority: Police Agreements are initiated through a contract agreement between the Department and the municipality. Dedicated funding is established for the value of the contract and any subsequent modifications. Funding is required to be in place prior to work authorizations. The executed contract is the basis for authorizing payment to the municipality.

20 DOT Contracting and Funding Authority: The individual authorizing payment is certifying that the Department received the services within the limitations set in the executed contract agreement and the Statement of Costs. An Expense Distribution worksheet (AC-1641) prepared by the individual approving the Payment voucher (PV) is to be completed and signed by this individual and their supervisor. The AC-1641 provides Accounting with the appropriate job costing information.

21 MPA PROCESS GUIDANCE DOCUMENTS

22 MPA Process Guidance Documents: Procedures: Execution, Modification and Close-Out Procedures Billing Procedures Resident Engineer Regional Procedures

23 MPA Process Guidance Documents: Swim Lane Flow Charts: show the coordination between stakeholders for each phase of the MPA process Agreement Process Swim Lane Flow Chart Modification Process Swim Lane Flow Chart Agreement Closeout Process Swim Lane Flow Chart Billing Process Swim Lane Flow Chart

24 MPA Process Guidance Documents: Agreement Process Activity Description and Responsibility Matrix Modification Process Activity Description and Responsibility Matrix Billing Process Activity Description and Responsibility Matrix Agreement Closeout Process Activity Descriptionand Responsibility Matrix

25 Capital Project Delivery Website: mgmt.shtm Sample Forms, Checklists, Templates, and Instructions for you to use For example: Sample Municipal Resolution Template Transmittal Memo to RCE Template Form MPA-Modification DC-45-P Template

26 MPA Process Documents- An Overview Carmen Iantorno, Project Manager, Program Management Office Letter to Municipality Municipal Resolution Statement of Cost and Agreement MPA Modification (Form-DC-45P)

27 INITIAL LETTER TO MUNICIPALITY

28 PURPOSE OF LETTER: Communicate need for Traffic Protection for project. Offer work to affected Municipality. ( Note: Use of police is not mandatory. Municipal Police enhances work zone safety. ) Explain reimbursement terms and MPA Agreement document requirements. Send construction stage information for project. Provide response date.

29 MUNICIPAL RESOLUTION

30 PURPOSE OF MUNICIPAL RESOLUTION: Identifies Project and Municipality. Identifies Official s names which are authorized to execute MPA and Statement of Cost. Stipulates that all payments from NJDOT will be made to Municipalities. Identifies the individuals authorized to submit and execute NJDOT Payment Vouchers (PV) on behalf of agreement signatory.

31 REQUIREMENTS FOR AGREEMENT: Municipality must pass Resolution authorizing Municipal Police as Traffic Directors. Complete and sign Statement of Cost three (3) originals. Attach proof of actual rates paid to Uniformed Traffic Directors. Attach proof of actual experienced cost for marked vehicles. Agreement is signed and sealed with three (3) originals.

32 AGREEMENT HIGHLIGHTS FOR PROJECT MANAGEMENT (PAGE 1) (2) Police Officers assigned to the project shall be regularlyscheduled on-duty officers at all times and not an overtime detail. (6) Municipalities shall be paid at the actual hourly rates paid by the Municipality to Police Officers used as uniformed Traffic Directors; their marked vehicles; and their equipment on an hourly basis, in accordance with the Statement of Cost which is attached to and forms part of this Agreement. (16) No allowable costs shall be incurred prior to this Agreement being fully executed and nor will the Municipality proceed to provide a Police Officer to the project unless so directed by the NJDOT Resident Engineer.

33 (2) Police officers assigned to the project shall be regularly scheduled on-duty officers at all times and not an overtime detail.

35 (6) Municipalities shall be paid at the actual hourly rates paid by the Municipality to police officers used as uniformed Traffic Directors; their marked police vehicles; and their equipment on an hourly basis, in accordance with the Statement of Cost, which is attached to and forms a part of this agreement.

37 (16) No allowable costs shall be incurred prior to this agreement being fully executed and nor will the Municipality proceed to provide a Police officer to the project unless so directed by the NJDOT Resident Engineer.

38 AGREEMENT HIGHLIGHTS FOR PROJECT MANAGEMENT (PAGE 2) Any requested change to this agreement or Statement of Cost must be submitted on official Municipal letterhead, signed by the authorized signatory and or successor, to the NJDOT Project Manager for approval and implementation by modification. All contract costs subject to final audits.

39 It is understood that the Municipality may bill the NJDOT once monthly for any and all actual allowable costs incurred on the Project. Itemized progress billings may be submitted for the equipment or work performed during the previous month, to coincide with established pay periods for labor. Actual allowable costs will be determined in accordance with the Cost Principles for State & Local Governments OMB Circular 2 CFR 225. The State, and the FHWA, or their agents, shall be entitled to perform an audit at the following times: At any time during the performance of work set forth in this agreement. During a period of up to three (3) years after either the date of payment of the applicable Final Invoice or a date mutually agreed to by the parties. The Recipient acknowledges that changes in payment due the Recipient resulting from audits performed by the State shall be made as follows: In the event of overpayment by the State, the Recipient shall refund the amount of such overpayment within thirty days of the request by the State. In the event the Recipient fails to comply with said request, the State is hereby authorized to deduct such overpayment from other monies due the Recipient under the terms of this agreement or any other agreement between the State and the Recipient. Furthermore, the Recipient expressly understands and agrees that the provisions of this section shall in no way be construed to relieve the Recipient from any liability, or preclude the State from taking any other actions as are available to it under any other provisions of this Agreement or otherwise at law. The terms of this section shall survive the expiration or termination of the Agreement. In the event of underpayment by the State, the State shall pay sufficient funds to the Recipient to correct the underpayment as soon as practicable. The Recipient shall include in the Final Invoice the following release clause: In consideration of the requested payment of this Final Invoice, the (Recipient) hereby releases the State of New Jersey and the New Jersey Department of Transportation, their agents, officers and employees, from all claims and liabilities arising from work done or services performed under this Agreement (b) Payment to the Recipient for a Final Invoice does not waive either the right of the State to establish adjustments and to collect overpayments that are disclosed by audits performed subsequent to payment of the Final Invoice, or the right of the Recipient to underpayments based upon adjustments disclosed by said audits. The Municipality will use a separate work order number for each NJDOT Project within their jurisdiction. The monetary obligation of NJDOT for the services rendered under this agreement is limited to that set forth within this Agreement and the Statement of Cost. It is understood the total number of hours in the TCP for use of uniformed Traffic Directors is an estimate. The NJDOT reserves the right to increase or decrease the total number of hours during which Police officer(s) and police car(s) are to be provided in the form of a written notice to be issued at the discretion of the NJDOT Resident Engineer. It is understood and agreed that the municipality will not receive payment for traffic direction unless the State Resident Engineer first approved the time expended, number of officers supplied, the equipment provided and the location of traffic direction. In the event the municipality claims to have incurred unanticipated costs not covered by the Statement of Cost, it must demonstrate and document to the State the extent and basis of such costs and that such costs were not the fault of the municipality or its employees and were solely the result of work previously directed or authorized by the NJDOT Resident Engineer. Any requested change to this agreement or Statement of Cost must be submitted on official Municipal letterhead, signed by the authorized signatory and or successor, to the NJDOT Project Manager for approval and implementation by modification. This agreement shall be terminated at the latter of a) conclusion of the Project, or b) 30 days after receipt of written notice from one party to the other. All allowable costs incurred by the Municipality prior to the termination of this agreement will be reimbursed by the State as set forth by Statement of Cost. The provisions of the New Jersey Statutes with respect to equal opportunity for construction contracts and for procurement and services contracts are part of this agreement, as if attached hereto.

40 Statement of Cost and Revised Statement of Cost

41 STATEMENT OF COST SPECIFIES: Number of regular-shift, on-duty police officers Municipality may supply. Total work hours per day for all officers. Maximum hourly rate paid to patrolmen. Actual fringe benefits for police staff by Municipality. Actualhourly usage rates for marked police vehicles based on actual costs. Proof of actual rates required.

42 MPA Modification Template

43 MPA Modifications A modification is required when: An increase in Contract funding occurs. A Revised Statement of Cost. Note: Funding over $100K requires circulation of an AD-12. MPA Modification Template and Revised Statement of Cost Form are available on the Capital Program Delivery website.

44 MPA and Modification Routing Routing Order: Nonee Wagner (Agreement ONLY) C. Iantorno (PMO) R. McLaughlin (Program Coordination) J. Sigle (Dir. Division of Acct. & Auditing) R. Crum (Dir. Division of Project Mgmt.) R. Hammer (Asst. Commr., CPM) J. Trausi, Department Secretary (AD-12 only) P. Allen, FMIS Input Return to (Project Manager-Name)

45 Capital Project Delivery Website Navigation and Demonstration

46 Frequently Asked Questions

47 Q: Is a new Municipal Resolution required to sign a Modification? A: A new Resolution is necessary when: 1) the original Resolution names rates that no longer are in effect 2) the person signing the new Statement of Costs was not authorized or was succeeded by another individual at the time of the Modification 3) a change in administration has occurred since the original Agreement

48 FAQs Q: Can we accept Municipal Police Multi-Year Contracts showing different contract rates for patrolmen? For example: YEAR MAXIMUM RATE 2009 $ $ $54 Will a modification be required each year? Or can one modification cover the entire contract?

49 FAQs A: Yes. A Multi-Year Contract can be submitted provided the documentation showing the rate changes are very clear. One Modification will suffice for a Multi-Year Contract.

50 FAQs Q: Concerning Actual Fringe Benefits.should should there be limits on Rates? Are there guidelines for this? A: Fringe Benefits should be the actual Rates used by the Municipality. See page 2 of the Agreement. Here it is stated that all payments to the Municipality are subject to an Audit.

51 FAQs Q: What will Accounting pay on invoices? A: Accounting will pay actual costs up to what is shown on the latest executed Statement of Cost.

52 FAQs Q: When should I send the initial letter to the Municipality? A: Fivemonths prior to the Construction Award. If you send it earlier than five months, the rates may change. If you send it any later than five months, the Agreement might not be executed in time.

53 Further Questions from the Audience?... Introduction of Subject Matter Panel Nonee Wagner, DAG Snehal Patel, Program Manager, DPM Carmen Iantorno, Project Manager, PMO Robert Signora, Project Manager, PMO

54 Questions??? After you leave training? Go to: Go to bottom of page and click on Contact Us.

55 Thank You! Please take a moment and complete Please take a moment and complete Side 2 of the survey. This will help the PMO in bringing you effective training.