EXHIBIT B APPLICATION FOR PAYMENT EXHIBIT B CONTINUATION SHEET PAYMENT PROCEDURES AND FORMS MEDCO Construction L.L.C. PLEASE FORWARD TO YOUR ACCOUNTS RECEIVABLE DEPARTMENT Page 1 of 9 Rev 4.5 12.10.14
PAYMENT PROCEDURE MEDCO Construction L.L.C. requires the use of its Exhibit B Application for Payment when submitting a request for payment. To assist you in preparing the Exhibit B Application for Payment and the Exhibit B Continuation Sheet, please follow the process outlined below. You must use Exhibit B Application for Payment but the use of your own Continuation Sheet is permissible as long as it contains the same sequential information as shown on MEDCO's Exhibit B Continuation Sheet. General Note: To avoid delay in payment, it is extremely important that instructions in this document are followed. Formulas have been inserted throughout the Exhibit B Application for Payment for your convenience and accuracy. *The light yellow cells indicate areas where data will be entered. Clear (no color) cells contain formulas and are locked to editing. Light blue cells are for MEDCO use only. DO NOT enter any information to these cells or click any button located within these particular cells. *Some screen resolutions may change the yellow shading to pink shading. Entering Information to Exhibit B Application for Payment Application for Payment #1 Heading Section Heading Row 1 Enter MEDCO Project Name as shown on the Subcontract Work Order (SWO). Tab to right then enter Application No. Tab once more to the right to enter the Application Date (date you are completing Application). Heading Row 2 Enter MEDCO Project No. as reflected on the SWO; tab to the right and enter the MEDCO Project Manager Name as shown on the SWO, page 2. Body of Exhibit B Application for Payment Original Contract Sum Enter the Original Contract Sum from SWO. Tab to line labeled By: By: At "By:" authorized representative will enter his/her name. Tab to "Subcontractor" Subcontractor Enter your company name as shown on the SWO. Tab to "Title:" Title: Enter the title of the authorized representative. Tab to "Date:" Date: Enter date pay application is signed. (Date may be different than Application Date above) Tab to Joint Checks. Joint Checks: Select Yes from drop down menu if your pay applications includes values where a joint check will be issued. Otherwise, select No. Page 2 of 9 Rev 4.5 12.10.14
Entering Information to Exhibit B Continuation Sheet Application for Payment #1 Click on the CONT tab located at the bottom of the pay application workbook. Project information from the APPL tab (Exhibit B Application for Payment) auto fills to the Exhibit B Continuation Sheet. To complete the continuation sheet, enter the "Period To:" date. Typically this is the 20th of the current month. Do not project through the end of the month. Under Column B "Description of Work", enter a description of work to include break out of closeout documents, material and labor. Enter in Column C "Scheduled Value", the Scheduled Value of those items. NOTE: Contact MEDCO PM to determine if the project will complete in phases. If so, you must use a separate CONT tab within the Application for Payment workbook for each of the sub job (phases). This is done to allow you to request payment for retainage, where allowed by Owner, as those phases complete. Once all values are entered, Column C total will agree with the Subcontract Work Order value and will auto fill to the Application for Payment Original Contract Sum. Page 3 of 9 Rev 4.5 12.10.14
Note: Once the Exhibit B Continuation Sheet is established, the next steps will be the same for all pay applications. Enter to Column E This Period the dollar value for work completed through this billing period. (Do not project). Enter to Column F Stored Material Not in D or E values for material stored, either offsite on onsite. Prior Owner and MEDCO approval is required to submit application for payment where request for stored material is included. a. MEDCO Stored Material Documents must be submitted, complete, with application for payment (see Page 9 for further information). All other columns of the Exhibit B Continuation Sheet will auto fill. Once the Exhibit B Continuation Sheet is complete, the value from Columns G "Total" and I "Retainage" will auto fill to Exhibit B Application for Payment at lines labeled Total Complete and Stored to Date from Continuation Sheet and Retainage from Continuation Sheet respectively. NOTE: When the Exhibit B Application for Payment is complete, save to your desktop or other folder of your choice as an excel (.xlsm) document for use in preparing subsequent pay applications. Page 4 of 9 Rev 4.5 12.10.14
To Submit Pay Application Microsoft Outlook Users Electronic Submission of Application for Payment The Exhibit B Application for Payment is now complete and ready to be submitted electronically to MEDCO. Before submitting the pay application, complete the Exhibit E Conditional Wavier and Release on Partial Payment or Exhibit F Conditional Waiver and Release on Final Payment to include with the pay application. Directions to complete these forms are found with the SWO package and on our website at www.medcoconstruction.com. Additionally, perform a final review. Ensure the following amounts sync properly: Contract amount per SOV Column C will equal the Contract Sum to Date on the Exhibit B Application for Payment. Total from SOV Column G Total will equal the Total Complete and Stored to Date from Continuation Sheet on the Exhibit B Application for Payment. Retainage from SOV Column I will equal Retainage from Continuation Sheet on the Exhibit B Application for Payment. Once final review is complete, Macros must be enabled before Submit Pay App can be selected. To do so: 1. Enable Macros by clicking the Options button in the Security Warning Bar 2. Check to Enable this Content and click OK Click the Submit Pay App button. An email box will display which will include our email address for the pay application in box. The subject line will contain the project information as shown below. Page 5 of 9 Rev 4.5 12.10.14
All Other Email Users The Exhibit B Application for Payment is now complete and ready to be submitted electronically to MEDCO. Perform a final review. Ensure the following amounts sync properly: Contract amount per SOV Column C will equal the Contract Sum to Date on the Exhibit B Application for Payment. Total from SOV Column G Total will equal the Total Complete and Stored to Date from Continuation Sheet on the Exhibit B Application for Payment. Retainage from SOV Column I will equal Retainage from Continuation Sheet on the Exhibit B Application for Payment. The "Submit Pay App" button will not work outside of Outlook. You must save the Exhibit B Application for Payment to your desktop or other folder of your choice as an excel (.xlsm) document. Before submitting the pay application, complete the Exhibit E Conditional Wavier and Release on Partial Payment or Exhibit F Conditional Waiver and Release on Final Payment to include with the Application for Payment. Once the Exhibit is signed and notarized, scan the Exhibit and save in the folder you ve prepared for the Exhibit B Application for Payment. Directions to complete the Exhibits are found with the SWO package and on our website at www.medcoconstruction.com. Now, create an email to be sent to MEDCOSubcontractor@baylorhealth.edu. In the subject line, provide the project information in the example shown below. Attach to the email both the Exhibit B Application for Payment and the Exhibit E or Exhibit F. Click send. NOTE: Any of the conditions listed above that are not met will delay Subcontractor payment. If there is an omission of any of the requirements specified above, MEDCO will be forced to delay approval and processing of payment. All Electronic Applications for Payment and supporting documents, where required, must be received electronically by MEDCO no later than 11:59 pm on the 20 th of each month. Please note that Subcontractors are not to project cost through the end of the current month for which the Application for Payment is being submitted. Projecting cost past the 20 th of the current month will cause delay, and possible rejection, of payment. Page 6 of 9 Rev 4.5 12.10.14
Subsequent Pay Applications Open the saved Exhibit B Application for Payment from previous month. Macro Using the macro will automatically enter the correct amount in line 7 on the Application page and make the needed copying and erasing on the continuation sheet. 3. Enable Macros by clicking the Options button in the Security Warning Bar 4. Check to Enable this Content and click OK 5. CTRL+d to activate the Macro. 6. Update the Application No. to the next number and the Application Date to the current month. Change Order Summary Section On the APPL tab under headings "Additions" and "Deletions", enter the total value of change orders previously executed by MEDCO and included in prior Application for Payment. Page 7 of 9 Rev 4.5 12.10.14
The Change Order Summary Section will auto calculate and auto fill on the "Total Current Approved Changes" and "Net Changes by Change Order" lines. The sum will then auto fill to "Net Changes by Change Order" below. Less Previous Certificates for Payment Enter the net amount of previous pay applications submitted. From the initial Exhibit B Continuation Sheet, enter to Column B all executed change orders and in Column C, enter the schedule value for the change(s). NOTE: Do not alter Column C Scheduled Values except to add the values of executed change orders or as directed by MEDCO Project Manager. Column D: The macro will have automatically moved values in Column E This Period from prior month Application for Payment Column E to the current month Application for Payment Column D Previous Application. (Note: Stored Materials values will not move to Previous Application. Please see Stored Material Documents for instructions to move stored materials values through the Continuation Sheet). Refer to directions in the Application for Payment #1 section, page 4 of this document, for remaining steps to complete and submit the pay application form. Page 8 of 9 Rev 4.5 12.10.14
Stored Material Onsite or offsite stored materials cannot be included in an application for payment unless the Owner and MEDCO have approved in advance. If approval has been obtained, you may access the stored materials documents at www.medcoconstruction.com. The following list of documents and requirements are further explained in the stored materials package: Stored Material Checklist Vendor Invoices Conditional Waiver and Release of Liens (from suppliers) Monthly Inventory Log / Inventory Log Over Flow Sheet Affidavit and Transfer of Title Schedule A Bill of Sale (Fabricators Only) Photos of Stored Material (Material will be clearly labeled) Certificate of Insurance for Stored Material Joint Checks When submitting an Exhibit B Application for Payment where a Joint Check Agreement is in place, you are required to submit invoices with the application for payment that total to the dollar value of the Joint Check Agreement. Contact MEDCO Project Manager for further information. Page 9 of 9 Rev 4.5 12.10.14