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PHA OFFICE COMMONLY
USED FORMS ARE
HERE ! @ Hudclips.org
Contractors- the following forms are used in the
prosecution of your work and for pay applications and closeout. You may NOT use
the AIA forms instead of these unless your Contract specifically calls for the
AIA form. (like for Substantial Certificates, Release of Liens, etc.)
Click a topic below or scroll down to browse all the selections. Most can be filled out online.
51000-Schedule
of Amounts for Contract Payments
The form above is your Schedule of
Values and must be pre-approved by the Architect & Owner before submitting
for a periodic payment. It is self explanatory. Break down the units for the
smallest unit of measure you will want to be paid for. For instance, if your
plumber only says rough-in, stack-out, and trim-out- all per unit, then even if
he has half-way completed the rough-in in four units he will get nothing
because he will only be paid for the completed measure of unit. Instead
of saying rough-in, he may want to break the rough-in into smaller sections so
that if he only partially completes the rough-in he can bill for that smaller
parts that are enumerated.
The way pay apps are handled is different for each
Architect, PHA, HUD official, and mod coordinator- but as a general rule,
having more detail makes it easier for the Architect and Owner to justify
partial payments.
51001-Periodic
Estimate for Partial Payment
This form is used monthly to show
the Work Completed to Date. Each line item will correspond to the same line
item on the approved form 51000 (Your Schedule of Values). The Summary page
pulls numbers from all of these forms and previous payments.
51002-Schedule
of Change Orders
This form is used when there are
approved Change Orders. Each Change Order is listed line by line and multiple
forms may be used if there are too many to list on one. In that case, type CONTINUED
in the totals line and carry the balance to the next form. Start each
additional page with a balance forward line.
51003-Schedule
of Materials Stored
This form is used by each
subcontractor and General for their respective materials. Each line item on the
form should correspond with a line from the 51000. These totals are carried
each month against use. Deduct use monthly and carry amount over to the 51004
Summary form. Remember- Contracting Officers are NOT required to pay for Stored
Materials. ANY stored materials. The General Conditions of the HUD Contract
simply allow them to CONSIDER paying them. As a general rule though, the normal
items you would be paid for on a non-PHA job will be paid for by the PHA.
Millwork, long lead items, custom products, etc. HUD specifically forbids PHAs
to pay for miscellaneous items normally used by tradesmen as a normal part of
their work. For instance, tape, wire nuts, 16 p nails, etc. The general rule of
thumb is that if you can pick it up at Lowes, let Lowes store it and buy it as
you need it.
51004-Summary
of Materials Stored
Just as it states- Summary. Each
line item on this form corresponds to a 51003 Form. Total them up and then deduct
the 10%. The PHA is only allowed to pay 90% of the invoice price to reimburse
the Contractor for items properly Stored AND PAID FOR ALREADY. You must supply
invoices with the 51003 above. Also, the items are to be stored ON SITE in a
locked and secured area. The Contractor's burden of risk on the material
continues.
5372-
Construction Progress Schedule
(A required but USELESS form-personal opinion of Rusty Walker!)
This form is also submitted for
prior approval and then again monthly. It shows the anticipated construction
completion schedule as a percentage monthly. The monthly percentages should add
up to completion and are accumulated month to month. For instance, a ten month
job could show 10% each month by going 10-20-30-40-etc--- until 100% Get it?
After approval, the form is submitted monthly and the actual data is added to
the form so that it shows the previously anticipated progress along with the
actual progress. PHAs can get a finding against them if these numbers are
out of whack. So if they get that way, expect to have inspectors crawling all
over you!
60002-
Section 3 Compliance Report- Economic Opportunities for Low- and Very
Low-Income Persons
This form is REQUIRED for closing out your programs if your Contract exceeded the $ threshold for reporting. The regulations on who is required to participate are found at 24 CFR Part 135. (in summary- just about anyone getting money for a PHA) But generally speaking, if you are a contractor with a $100,000.00 contract or higher on public or Indian housing, you must provide evidence that you attempted to hire or otherwise provided opportunities for residents. Not necessarily residents of the project you are working on. Residents in the AREA. Even if it the project was less than $100k you still have to comply, just generally not report.
NOTE: Some Mod Coordinators do not require this form to close out programs. If FWAA is the project Architect, WE require it for the file regardless of the contract amount.
WH-347- United States Department of Labor Payroll Report
Certified payroll reports are required on almost all jobs- but not necessarily on this form. Use this form if your payroll software doesn't generate an automatic report or if your current form doesn't contain all the information that is on this one. Payroll reports go straight to the wage compliance personnel designated by your Contracting officer as covered at your pre-construction conference. It is possible but rare that the Architect would handle payroll.
F. WALKER & ASSOCIATES, Architects- 3451- A Washington Avenue – Gulfport, MS 39507 – 228-863-9000