Simile Billing Process - PowerPoint Presentation

Slide1

Simile Billing ProcessSlide2

Simile Billing Process

On the 20

th

of the month the Project Administrators email monthly billing reminders to all subcontractors that need to be paid.

From the 20

th

-25

th

of the month Subcontractor’s are to contactthe Project Manager/Superintendent to discuss billing percentages.

Subcontractors then need to forward negotiated percentage billings to

similebillings@simileconstruction.com

using the billing form provided with your contract.

Slide3

Required before starting work

The following must be submitted to our office prior to job site performance and progress payments:

MSDS Sheets

:

Please provide (1) set of any Material Safety Data Sheets required for your portion of work.

Form W-9: Required if you have not subcontracted with Simile Construction Service within the last year.Insurance: General liability, auto and worker’s compensation for the limits stated in the job specifications/contract. All general liability certificates of insurance must list Simile Construction Service, Inc., Property Owner and Client as additional insured, and must be job specific listing the project name and location. Worker's Comp must include a waiver of subrogation in favor of Simile Construction Service, Inc. the Property Owner & Client and either be job specific or a blanket waiver. (See Exhibit C, Item # 9 of subcontract for more information)

Contractors License:

Must possess a valid Contractor’s License throughout entire project

Business License:

A copy of your city business license (must be where the work is to be performed).

Subcontractor Information Sheet:

Required if you have not subcontracted with Simile Construction Service within the last year.

Subcontract

:

Must be signed and returned for execution with no changes. Questions regarding your subcontract should be directed to our office.

Submittal:

Must be submitted within 5

days of receipt of signed contract.Slide4

On the job requirements

Billing

:

We must receive your contract billing, via fax or e-mail, no later than the twenty-fifth day of the month for work through the last day of the same month.

Lien Releases:

Your billing must be accompanied by a conditional release, ( Release forms are available upon request ) .If you have subcontractors or suppliers who have filed a preliminary notice, you must enclose conditional orunconditional releases from them as well. Once a preliminary notice has been filed, an unconditional release must be received by SCSI each month whether work was performed or not.Joint Checks: Joint checks will be issued to any pre-liened subcontractor or supplier based on the amount stated in theirconditional progress release unless unconditional releases are submitted with your billing. On specificprojects, releases will be required of 2nd and 3rd tier subs or suppliers even if a pre-lien was not filed. Any

joint checks issued, in the amount of less than $1,000, will be subject to a $50 processing fee.

Warranty:

Warranty and operation manuals must be submitted to our office before your work is 80% complete.

(

A warranty form is enclosed for your use.)

Payments:

Original invoices

for labor and/or materials satisfactorily provided and/or performed through the last day of each month and submitted to the contractor no later than the first day of the following month will be paid on or about the 25th day of the following month subject, however, to receipt of funds by the contractor from the

owner.Slide5

Simile Billing Sheets

Please remember to note if this is a retention billing or not.

The task code and description are important accounting purposes.

Remember to double check the previous billed and this period billing amounts.

Double check billing dates, and change order amounts for accurate billing.

Slide6

Simile Billing Sheets

If are any problem with billing amount please update the exceptions portion of the sheet.

Please remember to sign here by hand.Slide7
Slide8
Slide9

Certified Payroll

The following documents are a guideline, please contact the DIR, a labor law attorney or compliance officer for further clarification.Slide10
Slide11
Slide12
Slide13
Slide14
Slide15
Slide16

Required reporting to DIR

www.dir.ca.gov

Place curser on Labor Law, select Public Works

Select Tutorials and Webinars

There are 6 modules to assist with your filing

Please remember to mail the following original documents to Simile Construction Service, Inc. 4725 Enterprise Way, Ste. 1, Modesto, CA 95356 Fringe Benefit StatementDAS 140/142Statement of ComplianceNon Performance ReportProof Training Fund PaymentSlide17

General Business Practices Slide18

Change Order Request

Change orders can be requested by the owner of the project at anytime. The following process must be followed in order to properly implement a change order.

The subcontractor contacts the project manager and request a change order.

The project manager prepares a change order proposal for the owner.

Once the owner has received the change order proposal, is satisfied with the proposed price, and has signed the proposal it is then converted into a contract change order.

No work is to be performed without a

fully

executed change order. Slide19

Safety Practices

Safety is a critical issue and it is important that all subcontractor working on site practice the following procedures.

Safety Programs

:

Every subcontractor must have a valid injury and illness prevention safety program implemented before they can began work on site.

Safety Meetings: Subcontractor ‘s are responsible for conducting their own weekly safety meeting.Attire: Subcontractors are required to wear a hard hat and steel toe boots while working on site.Speed Limits: Subcontractors must obey the site speed limit and not exceed 5 mph while driving on site.

Work Hours:

Hours of operation on site are 6am to 4pm. Any work done before 6am or after 4pm must be discussed with the project manager.

Heat

:

Subcontractors are responsible for implementing a hydration/heat prevention program.

Clean Up:

Subcontractors are responsible for their own clean up and removal. They are also responsible for their own waste container as well.Slide20

General Infomation

Request for Information:

If the project manager cannot resolve an issue on site, they will then inform the owner and will be discussed in a weekly meeting.

Concerns:

All questions and concerns need to be directed to Simile.Paperwork: Original documents will be scanned and kept as digital copies on file.Outlooks: Schedule outlooks will be prepared by the project manager and distributed to the subcontractors. Any issues can be discussed in the weekly safety meetings.

Samples:

Material samples need to be delivered to either the job site or the Simile Construction office.