New Jersey Administrative Code
Title 16 - TRANSPORTATION
Chapter 20A - COUNTY LOCAL AID
Subchapter 6 - PROJECT AGREEMENTS AND CONTRACTS
Section 16:20A-6.3 - Contract completion and final payment

Universal Citation: NJ Admin Code 16:20A-6.3

Current through Register Vol. 56, No. 6, March 18, 2024

(a) When all work is substantially complete, the Department will conduct a final inspection. "Substantial completion" means that projects are complete, with the exception of landscaping items, removal of soil erosion and sediment control (SESC) measures, final cleanup, and repair of unacceptable work; provided the resident engineer has determined that the project is safe and convenient for use by the public and that failure to complete work and repairs excepted in this definition will not result in the deterioration of other completed work. If the work is deemed satisfactory, the Department will accept the project. Within six months of the Departments acceptance of the project, the county shall prepare and submit to the appropriate district office the following documents for project closeout:

1. A statement of the work performed, certified by the county engineer or consulting project engineer, for acceptance and approval of the completed work, a copy of a freeholder resolution of project acceptance and/or authorization of final payment, a copy of a freeholder resolution authorizing the final change order, or a certification of final payment by an appropriate county official;

2. A certification by the county chief financial officer that all expenditures are supported by valid documentation and conform with the county local aid agreement; and

3. Material certifications and test results to ensure conformance with the construction specifications as may be required.

(b) Exceptions to the six-month requirement for project closeout will be considered by the Department on a case-by-case basis upon written request from the county with adequate justification.

(c) For projects using discretionary funds, in addition to the items listed in (a) above, the county shall submit a request for final reimbursement by the Department, on vouchers supplied by the Department within six months after acceptance of the project by the Department. In the event that a request for final reimbursement is not received within six months after acceptance of the project by the Department, action shall be taken to cancel any remaining funds allocated to the project. Any balances remaining after final payment for discretionary fund projects shall be reallocated by the Department at the Commissioners discretion.

(d) The county shall maintain complete documentation of the project for a period of three years after project acceptance or final reimbursement by the Department, whichever is later. A review of the documentation maintained by the county and the results of the inspection specified in (a) above, shall be used by the Department to evaluate the acceptability of work and determine the extent of Department participation in project costs.

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