1 Los Angeles Unified School District Facilities Services Division Facilities Contract Services/ Facilities Construction Contracts Contract Closeout Application

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Los Angeles Unified School Los Angeles Unified School DistrictDistrict

Facilities Services DivisionFacilities Services DivisionFacilities Contract Services/ Facilities Construction Facilities Contract Services/ Facilities Construction

ContractsContracts

Contract Closeout ApplicationContract Closeout ApplicationFor FCCFor FCC

Version 1.1.10Version 1.1.10

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TABLE OF CONTENTSTABLE OF CONTENTS

11 Accessing the SystemAccessing the System 33

22 Entering a Substantial Completion DateEntering a Substantial Completion Date 66a) Enter the Winning Bida) Enter the Winning Bidb) Enter the Contractb) Enter the Contractc) Contract Details- Navigationc) Contract Details- Navigation

33 Entering ContractorsEntering Contractors 1212a) Search for Contractora) Search for Contractorb) Add Contractorb) Add Contractorc) Add Addressc) Add Addressd) Add Contactsd) Add Contacts

44 Entering OARs *Entering OARs * 202055 Entering Surety information *Entering Surety information * 232366 Attaching details to ContractsAttaching details to Contracts 2727

a)a) Adding Subcontractors to ContractsAdding Subcontractors to Contractsb)b) Adding the OAR to the Contract *Adding the OAR to the Contract *c)c) Adding the Surety Bond to the Contract *Adding the Surety Bond to the Contract *

77 Entering Payment SummariesEntering Payment Summaries 4040a) Add Total Payment Summarya) Add Total Payment Summaryb) Add Payment Summary Detailsb) Add Payment Summary Details

88 Entering Notice of CompletionEntering Notice of Completion 4646

Section Topic Page Number

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Section OneSection One

Accessing the System

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The The Contract Closeout ApplicationContract Closeout Application is a tool that has been is a tool that has been developed to capture information specific to a Contract developed to capture information specific to a Contract Closeout, from the receiving the Substantial Completion Closeout, from the receiving the Substantial Completion Certificate to issuing the contract’s Notice of Completion. This Certificate to issuing the contract’s Notice of Completion. This manual will cover the basic aspects and use of the Contract manual will cover the basic aspects and use of the Contract Closeout Application. Closeout Application. To begin, as always, log into the www.laschools.org website To begin, as always, log into the www.laschools.org website by clicking on by clicking on LoginLogin in the upper right corner of that website. in the upper right corner of that website. Then, enter your e-mail address and password. Then, enter your e-mail address and password.

Accessing the SystemAccessing the System

LogiLogin n

HerHeree

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After successfully logging in, type the following URL into After successfully logging in, type the following URL into your browser: http://laschools.org/contract-closeout then your browser: http://laschools.org/contract-closeout then press return. This will give you the main screen below. press return. This will give you the main screen below. From this screen you may navigate to the different areas From this screen you may navigate to the different areas of the application. You may also perform the following of the application. You may also perform the following actions from any page in the application: Add Substantial actions from any page in the application: Add Substantial Completion Date for a Contract, Final Completion Date for Completion Date for a Contract, Final Completion Date for a Contract and Add a Completion of Contract memo. a Contract and Add a Completion of Contract memo.

Accessing the System (cont.)Accessing the System (cont.)

Add Add Substantial Substantial CompletionCompletion

Add Final Add Final CompletionCompletion

Add Add Completion Completion

MemoMemo

http://laschools.org/contract-http://laschools.org/contract-closeoutcloseout

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Section TwoSection Two

Entering Substantial Completion Date

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Upon receiving a Certificate of Substantial Completion for Upon receiving a Certificate of Substantial Completion for a Contract, the Contract Closeout process starts. This is a Contract, the Contract Closeout process starts. This is where this application starts. where this application starts. From anywhere in the application, you can click on the From anywhere in the application, you can click on the Add Certificate of Substantial Completion button on the Add Certificate of Substantial Completion button on the Action bar to the right. This button will take you to this Action bar to the right. This button will take you to this special search engine.special search engine.From here you can look for the contract to add the From here you can look for the contract to add the Substantial Completion Date to.Substantial Completion Date to.You can search for a contract by Contract Number, You can search for a contract by Contract Number, Contractor, Project, or School. Contractor, Project, or School. After you find the school, click on the Contract to go to After you find the school, click on the Contract to go to the Add/Edit page for the Substantial Completion Date.the Add/Edit page for the Substantial Completion Date.

Entering Substantial Completion Entering Substantial Completion DateDate

Search BySearch By

Search Search ResultsResults

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After finding the Contract to add the Substantial After finding the Contract to add the Substantial Completion Date to, clicking on the contract number Completion Date to, clicking on the contract number will bring you to this page.will bring you to this page.Here you select the Substantial Completion Date by Here you select the Substantial Completion Date by adding it manually in the text field or using the adding it manually in the text field or using the calendar pop up by clicking on the select link next to calendar pop up by clicking on the select link next to the text box.the text box.After adding the Substantial Completion Date, you hit After adding the Substantial Completion Date, you hit submit and you will be taken back to the index page submit and you will be taken back to the index page where you can see the contract you have just entered where you can see the contract you have just entered on the top oon the top o

Entering Substantial Completion Entering Substantial Completion DateDate

Create Create ContracContrac

tt

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Once you click the Create Contract button, the new Once you click the Create Contract button, the new screen below shows up. Enter the Contracts screen below shows up. Enter the Contracts information, and click Submit. The Contract information, and click Submit. The Contract information is spelled out in more detail in the information is spelled out in more detail in the following pages.following pages.

Entering FCC ContractsEntering FCC Contracts

Contract Contract NumberNumber

Should this Should this contract be contract be

excluded from excluded from the reports? - if the reports? - if

so, why?so, why?Award Award AmountAmount

Advertise Advertise datesdates

Date Signed Date Signed by FSD by FSD

DirectorDirectorStart and End Start and End

DatesDatesDate Notice of Date Notice of Completion is Completion is

Recorded by the Recorded by the CountyCounty

ContrContract act

Status Status (Open(Open

))

Prime Prime Contractor, Contractor, and their and their addressaddress

BrancBranchh

Prime’s Self Prime’s Self Performed Work Performed Work

amount, and amount, and TradeTrade

Is this Prime on the Bid Is this Prime on the Bid Tab?- should mostly be Tab?- should mostly be

yesyes

Work Work DescriptionDescription

IgnoIgnorere

IgnoIgnorere

PSA PSA Contract?*Contract?*

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Once you’ve added a contract, you are directed to the Once you’ve added a contract, you are directed to the contract details page. You may also get to this page by contract details page. You may also get to this page by clicking on a contract number. This page shows you all the clicking on a contract number. This page shows you all the information about a contract. From this page, we can information about a contract. From this page, we can associate OARs, Surety Bonds, Payment Summaries, Projects, associate OARs, Surety Bonds, Payment Summaries, Projects, and Subcontractors with a contract. These are each covered and Subcontractors with a contract. These are each covered in in section 6@section 6@ and and [email protected]@.

Viewing the Contract DetailsViewing the Contract Details

Add Bond to Add Bond to Contract@Contract@

Add OAR to Add OAR to Contract@Contract@

Add Add Vendor@, Vendor@,

Add Add Payment to Payment to Contract@Contract@

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Section ThreeSection Three

Entering Contractors

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If a contractor is not in the system (not in the drop If a contractor is not in the system (not in the drop down list), and you need them to be in order to add down list), and you need them to be in order to add them to a contract, then you first need to search for them to a contract, then you first need to search for them, to make sure they aren’t already in the system, them, to make sure they aren’t already in the system, and if they aren’t in the system, enter them in. If they and if they aren’t in the system, enter them in. If they are already in the system, but don’t show up in the are already in the system, but don’t show up in the drop-down list when you add a contract, you can put drop-down list when you add a contract, you can put them in the dropdown by clicking Edit, then Checking them in the dropdown by clicking Edit, then Checking the box labeled FCC. For educational purposes, let’s the box labeled FCC. For educational purposes, let’s enter the contractor Sunland Services. Here on the enter the contractor Sunland Services. Here on the Main Page, we’ve searched for “sun”- since that’s a Main Page, we’ve searched for “sun”- since that’s a rather distinctive substring of Sunland Services. The rather distinctive substring of Sunland Services. The results show that Sunland Services is not in the results show that Sunland Services is not in the system, so we can click on Add a Contractor.system, so we can click on Add a Contractor.

Entering Contractors: SearchingEntering Contractors: Searching

Search by Search by All All

ContractoContractorsrs

Add a Add a ContractoContracto

rr

Edit Edit contractor contractor to check to check FCC boxFCC box

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After searching for the contractor to make sure they After searching for the contractor to make sure they aren’t already in the system (to avoid duplication), aren’t already in the system (to avoid duplication), now after clicking Add a Contractor, we can enter the now after clicking Add a Contractor, we can enter the contractor’s information.contractor’s information.

Entering Contractor:Entering Contractor:

Click the FCC Click the FCC checkbox to add checkbox to add the contractor to the contractor to

the dropdown the dropdown menumenu

The Name of The Name of the the

ContractorContractorThe IFS The IFS Vendor Vendor

Number of the Number of the ContractorContractor The The

Contractor’s Contractor’s license license number number (CSLB)(CSLB)FID # FID #

and and DUNS DUNS

##

The type of The type of companycompany

The Gender The Gender and Ethnicity and Ethnicity

you should you should ignore (since ignore (since

you don’t you don’t have that have that

information)information)

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After searching for the contractor and finding them, After searching for the contractor and finding them, now we need to add them to the drop down list. After now we need to add them to the drop down list. After clicking the Edit link, the screen below will show up. clicking the Edit link, the screen below will show up. We can add the contractor to the dropdown list by We can add the contractor to the dropdown list by clicking the FCC checkbox at the bottom of the Edit clicking the FCC checkbox at the bottom of the Edit screen. screen.

Editing Contractor:Editing Contractor:

Click the FCC Click the FCC checkbox to add checkbox to add the contractor to the contractor to FCC’s dropdown FCC’s dropdown

menumenu

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Once you’ve entered the basic contractor information Once you’ve entered the basic contractor information in, then you will get to this Contractor Details screen. in, then you will get to this Contractor Details screen. This screen will show all the information about this This screen will show all the information about this contractor.contractor.

Now, we need to add an Address to this Now, we need to add an Address to this contractor. To do that, we click on the Add Address contractor. To do that, we click on the Add Address Button to the right of the screen.Button to the right of the screen.

Entering Contractor AddressesEntering Contractor Addresses

Add AddressAdd Address

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Once you click the add Address link, the screen below Once you click the add Address link, the screen below will appear. Here you can enter Address Line 1, will appear. Here you can enter Address Line 1, Address Line 2, City, State, Zip Code, the 4 digit Zip Address Line 2, City, State, Zip Code, the 4 digit Zip Extension, and the Location Name. The Location Extension, and the Location Name. The Location Name is where you would put any notes about this Name is where you would put any notes about this location- like whether this is the main office, or a location- like whether this is the main office, or a specific Branch.specific Branch.

Adding a Contractor’s AddressAdding a Contractor’s Address

Address Line 1 Address Line 1 & 2& 2

Location NameLocation Name

City, State, City, State, Zip, Zip Zip, Zip

ExtensionExtension

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Once you have entered an address, you can add Once you have entered an address, you can add contact people to that address by clicking on the contact people to that address by clicking on the address.address.

Adding Contractor’s ContactsAdding Contractor’s Contacts

(Phone Numbers and Email)(Phone Numbers and Email)

Click Address Click Address to add a to add a Contact Contact PersonPerson

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Once you click the Address Link, you will be taken to Once you click the Address Link, you will be taken to the page below.the page below.

Adding a Contractor’s Contact Adding a Contractor’s Contact PeoplePeople

Click Add Click Add ContactContact

After Clicking the Add Contact Link, you will get to the After Clicking the Add Contact Link, you will get to the entry screen below. Here you may enter the contact entry screen below. Here you may enter the contact person’s person’s First NameFirst Name, , Last NameLast Name, , Phone NumberPhone Number, , Fax Fax NumberNumber, , EmailEmail, and , and Contact TypeContact Type..

Note: If a you don’t have a contact person, but you Note: If a you don’t have a contact person, but you have a phone number, put N/A in the First Name field.have a phone number, put N/A in the First Name field.

First Name: (if First Name: (if none, type N/A)none, type N/A)

Last Name: (if Last Name: (if none, leave none, leave

blank)blank)Phone Phone

NumberNumber

Fax Fax NumberNumber

Email Email AddreAddre

ssss

ContacContact Typet Type

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Section FourSection Four

Entering OARs

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At any point, you may click the Main Page button at At any point, you may click the Main Page button at the top of the screen to come back to the main page the top of the screen to come back to the main page of the application. From here, one of the action items of the application. From here, one of the action items is Add OAR. That is the action we will be covering is Add OAR. That is the action we will be covering now.now.

Entering OAR informationEntering OAR information

http://laschools.org/lausd-http://laschools.org/lausd-contractscontracts

Add OARAdd OAR

Main PageMain Page

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Once you click the Add OAR link, you will get the Once you click the Add OAR link, you will get the following page. This is where you enter the following page. This is where you enter the information you have on the OAR. The information you have on the OAR. The OAR’s NameOAR’s Name and and Email AddressEmail Address, the , the OAR’s officeOAR’s office, the , the OAR’s phone OAR’s phone numbernumber, the , the OAR’s cell phoneOAR’s cell phone number, and the number, and the OAR’s OAR’s fax numberfax number. Once you click Submit, this OAR’s . Once you click Submit, this OAR’s information will be stored and it will show up in the information will be stored and it will show up in the dropdown menu when you click Add OAR to Contract dropdown menu when you click Add OAR to Contract from the main Contract Screen. (This is covered in from the main Contract Screen. (This is covered in section 6b@section 6b@))

Entering OAR informationEntering OAR information

OAR’s Name OAR’s Name and Email and Email AddressAddress

OAR’s Fax OAR’s Fax NumberNumber

The OAR’s The OAR’s officeoffice

OAR’s OAR’s Phone Phone

NumberNumberOAR’s Cell OAR’s Cell

Phone Phone NumberNumber

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Section FiveSection Five

Entering Surety Information

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On the main page of the application, two of the action On the main page of the application, two of the action items regarding Sureties are: Add Surety, and Add items regarding Sureties are: Add Surety, and Add Surety Contact. These are the actions we will cover in Surety Contact. These are the actions we will cover in this section.this section.

Entering Surety InformationEntering Surety Information

Add Add SuretySurety

Add Add Surety Surety

ContactContact

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Once you click the Add Surety link, you will get the Once you click the Add Surety link, you will get the following page. This is where you enter the following page. This is where you enter the information you have on the Surety Company. The information you have on the Surety Company. The Surety’s NameSurety’s Name and and AddressAddress, the , the CityCity, the , the StateState, the , the ZipZip, and the , and the Main Phone NumberMain Phone Number. Once you click . Once you click Submit, this Surety Company’s information will be Submit, this Surety Company’s information will be stored and it will show up in the dropdown menu when stored and it will show up in the dropdown menu when you click Add Bond to Contract from the main Contract you click Add Bond to Contract from the main Contract Screen. (This is covered in section 6c)Screen. (This is covered in section 6c)

Entering Surety InformationEntering Surety Information

Surety Surety Company’s Company’s

NameName

Address, Address, City, State, City, State,

ZipZip

Surety Surety Company’s Company’s Main Phone Main Phone

NumberNumber


ZipZip


ZipZip


ZipZip

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Once you click the Add Surety Contact link (from the Action Once you click the Add Surety Contact link (from the Action Items), you will get the following page. This is where you Items), you will get the following page. This is where you enter additional addresses and phone numbers for the surety enter additional addresses and phone numbers for the surety company. This screen, in order to make entering surety company. This screen, in order to make entering surety contacts easier, can do two things: contacts easier, can do two things:

1) it can add an address and phone number to an 1) it can add an address and phone number to an surety company already in the system, and surety company already in the system, and

2) it can add a new surety (just like the Add Surety 2) it can add a new surety (just like the Add Surety page.) page.) The Surety’s name (either you add a new one or choose from The Surety’s name (either you add a new one or choose from a dropdown). Once you click Submit, this Surety’s information a dropdown). Once you click Submit, this Surety’s information will be stored and it will show up in the dropdown menu when will be stored and it will show up in the dropdown menu when you click Add Bond to Contract from the main Contract you click Add Bond to Contract from the main Contract Screen. (This is covered in Screen. (This is covered in section 6c@section 6c@))

Entering Surety Contact Entering Surety Contact informationinformation

2) For adding 2) For adding a new surety, a new surety, put the Name put the Name

herehere

1) For adding 1) For adding an address to a an address to a surety already surety already in the system- in the system-

choose the choose the surety namesurety name

For both For both functions 1) functions 1) and 2), you and 2), you

need to put in need to put in an address an address and phone and phone

numbernumber

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Section SixSection Six

Attaching details to Contracts

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Adding a Subcontractor to a Adding a Subcontractor to a ContractContract

To add a subcontractor to a contract, first get to the To add a subcontractor to a contract, first get to the Contract Details screen by searching for the contract Contract Details screen by searching for the contract and then clicking on the contract number. Once in and then clicking on the contract number. Once in the Contract Details Page, click on the Add Vendor the Contract Details Page, click on the Add Vendor link in the navigation bar on the right.link in the navigation bar on the right.

Add a Add a SubcontracSubcontractor to the tor to the contractcontract

Current Current Vendors on Vendors on

the the contractcontract

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Subcontractor Subcontractor Tax Id and Tax Id and

NameNameContract Contract AwardAwardTradTrad

ee SubcontraSubcontract amountct amount

Trade Trade CodeCode

Work Work DescriptiDescripti

ononParent Parent

Contractor Contractor (defaults to (defaults to

Prime Prime Contractor)Contractor)

If If SubcontracSubcontrac

tor is on tor is on Bid Tab Bid Tab

(Yes)(Yes)

Clicking the Add Vendor link brings you to this form. Clicking the Add Vendor link brings you to this form. The Subcontractor should appear in the drop down The Subcontractor should appear in the drop down list. If it does not, then it must be added to the drop list. If it does not, then it must be added to the drop down, as explained in down, as explained in section 3@section 3@. Then you enter . Then you enter the Contract Award amount (from the List of the Contract Award amount (from the List of Subcontractors) , Amount of Subcontract (from the Subcontractors) , Amount of Subcontract (from the List of SBE’s), the numeric Trade Code from the drop List of SBE’s), the numeric Trade Code from the drop down menu, short description of the work, whether down menu, short description of the work, whether the subcontractor is on the Bid Tab or not (should be the subcontractor is on the Bid Tab or not (should be Yes), and the Parent Vendor of the Subcontractor Yes), and the Parent Vendor of the Subcontractor from a dropdown menu of Vendors on the contract. from a dropdown menu of Vendors on the contract. Then click Submit.Then click Submit.

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After entering the information for the subcontractor, After entering the information for the subcontractor, you are brought back to the Contract Details Page. you are brought back to the Contract Details Page. Here you can see that the new Subcontractor has Here you can see that the new Subcontractor has been added to the Contractors on Contract section. been added to the Contractors on Contract section. The list is in alphabetical order according to the The list is in alphabetical order according to the Vendor name.Vendor name.

New Vendor New Vendor on the on the

ContractContract

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Editing/Deleting a SubcontractorEditing/Deleting a Subcontractor

In the Contract Details Page , you can Edit the In the Contract Details Page , you can Edit the information on a Vendor or Delete a Vendor on the information on a Vendor or Delete a Vendor on the contract with the respective buttons in the Modify contract with the respective buttons in the Modify column in the section. column in the section. ●● When editing the information on a vendor already When editing the information on a vendor already in the system, click on Edit and that will bring you to in the system, click on Edit and that will bring you to a form where you can edit the information already in a form where you can edit the information already in the system. the system. ● When deleting the Vendor, click on Delete. After ● When deleting the Vendor, click on Delete. After clicking the Delete button, a window will pop-up clicking the Delete button, a window will pop-up confirming your request to delete the Vendor. Click confirming your request to delete the Vendor. Click Yes to continue or Cancel to cancel your request.Yes to continue or Cancel to cancel your request.

Edit and Edit and Delete Delete buttonsbuttons

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Adding an OAR to a ContractAdding an OAR to a Contract

When adding an OAR to a contract, access the When adding an OAR to a contract, access the contract information by searching for the contract contract information by searching for the contract and clicking on the contract number. Once in the and clicking on the contract number. Once in the Contract Details Page, click on the Add OAR to Contract Details Page, click on the Add OAR to Contract Button in the OAR Information section.Contract Button in the OAR Information section.

Current Current OARs on OARs on

the the contractcontract

Add an OAR Add an OAR to the to the

ContractContract

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The OAR should appear in the Select OAR drop down The OAR should appear in the Select OAR drop down list from the one added in a previous section. After list from the one added in a previous section. After selecting the OAR from the list, the page will be filled selecting the OAR from the list, the page will be filled with the OAR’s information. If there are no submitted with the OAR’s information. If there are no submitted OARs, or you want to add one now, you can add the OARs, or you want to add one now, you can add the information in the other fields. In either case, you information in the other fields. In either case, you then fill in the date from which the OAR will be then fill in the date from which the OAR will be effective, or leave it as the current date that is effective, or leave it as the current date that is already filled. Then click Submit. You do this for every already filled. Then click Submit. You do this for every OAR on the contract.OAR on the contract.

Submitted Submitted OAR(s)OAR(s)

OAR Info OAR Info from systemfrom system

Add a new Add a new OAROAR

Select a Select a Submitted Submitted

OAROAR

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After entering the information for the OAR, you are After entering the information for the OAR, you are brought back to the Contract Details Page. Here you brought back to the Contract Details Page. Here you can see that the new OAR has been added to the can see that the new OAR has been added to the OAR Information section. The list is in alphabetical OAR Information section. The list is in alphabetical order according to the OAR’s name.order according to the OAR’s name.

OAR(s) on OAR(s) on the Contractthe Contract

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Editing/Deleting an OAREditing/Deleting an OAR

In the Contract Details Page , you can Edit the In the Contract Details Page , you can Edit the information on an OAR or Delete an OAR on the information on an OAR or Delete an OAR on the contract with the respective buttons the section OAR contract with the respective buttons the section OAR Information section. Information section. ●● When editing the information of an OAR already in When editing the information of an OAR already in the system, click on Edit and that will bring you to a the system, click on Edit and that will bring you to a form where you can edit the information already in form where you can edit the information already in the system. the system. ● When deleting the OAR, click on Delete. After ● When deleting the OAR, click on Delete. After clicking the Delete button, a window will pop-up clicking the Delete button, a window will pop-up confirming your request to delete the OAR. Click Yes confirming your request to delete the OAR. Click Yes to continue or Cancel to cancel your request.to continue or Cancel to cancel your request.


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Adding a Surety Bond to a Adding a Surety Bond to a ContractContract

When adding a Surety Bond to a contract, access the When adding a Surety Bond to a contract, access the contract information by searching for the contract contract information by searching for the contract and clicking on the contract number. Once in the and clicking on the contract number. Once in the Contract Details Page, click on the Add Surety Bond Contract Details Page, click on the Add Surety Bond to Contract Button in the Surety Information section.to Contract Button in the Surety Information section.

Current Current Surety Surety

Bonds on Bonds on the the

contractcontract

Add a Add a Surety Surety

Bond to the Bond to the ContractContract

36


The Surety Bond should appear in the Surety/Address The Surety Bond should appear in the Surety/Address drop down list from the one added in a previous drop down list from the one added in a previous section. section. ● After selecting the OAR from the list, Fill in the rest ● After selecting the OAR from the list, Fill in the rest of the information about the Surety Bond. of the information about the Surety Bond. ● If there are no submitted Surety Bonds, or you want ● If there are no submitted Surety Bonds, or you want to add one now, you can select Add New to add one now, you can select Add New Surety/Address in the drop down list. This is explained Surety/Address in the drop down list. This is explained in a in a section [email protected] 5@.

After adding the new Surety Contact, you will be After adding the new Surety Contact, you will be redirected to the previous screen to add the Surety redirected to the previous screen to add the Surety information as before.information as before.

Surety Surety already in already in

systemsystemBond Bond

NumberNumber

Bond Bond AmountAmount

Bond Bond Certification Certification

and and Expiration Expiration

DatesDates

37


After entering the information for the Surety Bond , After entering the information for the Surety Bond , you are brought back to the Contract Details Page. you are brought back to the Contract Details Page. Here you can see that the new Surety Bond has been Here you can see that the new Surety Bond has been added to the Surety Information section. The list is in added to the Surety Information section. The list is in alphabetical order according to the Surety’s name.alphabetical order according to the Surety’s name.

Surety on Surety on the Contractthe Contract

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Editing/Deleting a Surety BondEditing/Deleting a Surety Bond

In the Contract Details Page , you can Edit the In the Contract Details Page , you can Edit the information on a Surety Bond or Delete a Surety information on a Surety Bond or Delete a Surety Bond on the contract with the respective buttons the Bond on the contract with the respective buttons the section Surety Information section. section Surety Information section. ●● When editing the information of a Surety Bond When editing the information of a Surety Bond already in the system, click on Edit and that will already in the system, click on Edit and that will bring you to a form where you can edit the bring you to a form where you can edit the information already in the system. information already in the system. ● When deleting the Surety Bond, click on Delete. ● When deleting the Surety Bond, click on Delete. After clicking the Delete button, a window will pop-After clicking the Delete button, a window will pop-up confirming your request to delete the OAR. Click up confirming your request to delete the OAR. Click Yes to continue or Cancel to cancel your request.Yes to continue or Cancel to cancel your request.


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Section SevenSection Seven

Entering Payment Summaries

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From the Contract Details page (which you can find by From the Contract Details page (which you can find by clicking on a contract number), you have an action Link called clicking on a contract number), you have an action Link called “Add Payment”. This will be used to enter data from the form “Add Payment”. This will be used to enter data from the form Payment Summary (List of Subcontractors)Payment Summary (List of Subcontractors)

Entering Payment SummariesEntering Payment Summaries

Add Add PaymentPayment

41

Once you click the Add Payment link on the Contract Details Once you click the Add Payment link on the Contract Details page, you are directed to the form below, where you can page, you are directed to the form below, where you can enter the summary payment data for the entire month. The enter the summary payment data for the entire month. The Payment Amount is the total amount we paid the Prime that Payment Amount is the total amount we paid the Prime that month. The Payment Date is the date LAUSD paid the prime. month. The Payment Date is the date LAUSD paid the prime. The Invoice Reference ID attaches this payment to an invoice. The Invoice Reference ID attaches this payment to an invoice. Only enter the Invoice Reference ID if you know it, otherwise Only enter the Invoice Reference ID if you know it, otherwise leave it blank.leave it blank.


Payment Payment DateDate

Payment Amount Payment Amount for the Month for the Month

(how much did we (how much did we pay to the prime)pay to the prime)

Attach this Attach this payment to an payment to an invoice (leave invoice (leave blank if you blank if you don’t know)don’t know)

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Once you have entered the Payment Summary Total Amount Once you have entered the Payment Summary Total Amount and clicked Submit, you will be directed back to the Contract and clicked Submit, you will be directed back to the Contract Details screen. Now, if you click on the Payment Amount, you Details screen. Now, if you click on the Payment Amount, you will go to the payment details screen.will go to the payment details screen.


Click Click Payment Payment

Amount to Amount to go to the go to the Payment Payment Details Details screenscreen

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After clicking the Payment Amount on the month you want to After clicking the Payment Amount on the month you want to add details to, you are directed to the screen below (The add details to, you are directed to the screen below (The Payment Details Screen). From this screen, you may add Payment Details Screen). From this screen, you may add vendor payments, or return to the contract. vendor payments, or return to the contract.


Add Vendor Add Vendor Payment: to add Payment: to add subcontractor’s subcontractor’s data from the data from the

Payment Summary Payment Summary (List of (List of

Subcontractors)Subcontractors)

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After clicking the Add Vendor Payment link, you are directed After clicking the Add Vendor Payment link, you are directed to the following input screen. Here you choose the contractor to the following input screen. Here you choose the contractor you are entering payment information for, and you enter the you are entering payment information for, and you enter the amount for this month, and the amount paid to date. amount for this month, and the amount paid to date.


Total amount paid Total amount paid to dateto date

Amount paid this Amount paid this monthmonth

Choose the Choose the ContractorContractor

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Section EightSection Eight

Entering the Notice of Completion Date

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Once you’ve located the contract you’d like to enter the Once you’ve located the contract you’d like to enter the Notice of Completion date for, click Edit, and that will direct Notice of Completion date for, click Edit, and that will direct you to the page below. Here you can enter the Notice of you to the page below. Here you can enter the Notice of Completion date, and close the contract.Completion date, and close the contract.

Entering Notice of Completion Entering Notice of Completion DateDate

Change Status of Change Status of Contract to Contract to

ClosedClosed

Enter the date the Enter the date the Notice of Notice of

Completion was Completion was recorded by the recorded by the

countycounty

Documents

1 Los Angeles Unified School District Facilities Services Division Facilities Contract Services/ Facilities Construction Contracts Contract Closeout Application