Letter to Subcontractors

Subcontractors:

According to the City of Springfield’s contract specifications, a preconstruction meeting covering special needs for the above mention contract, took place Wednesday February 17, 2010.  As all of you know the project is being funded though the American Recovery and Reinvestment Act.  This being one of the first I have been involved in, I would first like to thank each of you for understanding the importance of getting this information back in a timely manner. To look on the bright side, for the amount of paper work needed at least, we all have work to complain about.  

The reason for the ARRA project is to increase jobs.  The reporting of jobs created is a requirement for the City of Springfield, MO to receive their monies.  In turn they are going to rely on the General Contractor of each section of work to supply the information to complete this reporting.  The record keeping and reporting needs to be kept up with weekly.  All records need to be signed and in hard copy.  As all of you know, Kevin has contacted you for the hours you have estimated in the project.  Thanks for the quick response.  The following is a list of items we are going to need for this job.  Please do not delay in returning them to our office as we only have 5 days to get them back to the City.

First the following is a list of reports we are going to need and how they can be returned to our office.

1. Certified payroll, weekly with the original signature, mailed to our office.

2. Work Force Report, weekly you can use the form on our web site or you can come up with your own form, this report can be E Mailed or faxed to our office.

3. Employee Registration is necessary before you can start work on the project. You can use the form on our web-site or your own form.  Each new employee will also need to be registered and a copy of their OSHA 10 submitted to Ridge Hill Contractors.

The following has information to help in making up the necessary reports:

1. Certified Payroll: Weekly turned into Ridge Hill Contractors, Inc. office. According to the preconstruction meeting Certified Payroll will be based on Annual Wage Order NO 16 of Green County.  All work on this section of the contract is Building Construction Rate for Green County.  Ridge Hill Contractors, Inc. will have posted at (Download Links below) Wage Order 16 Building Construction Rates along with overtime and holiday schedule. If you start work at the project site and finish part of your work but are coming back to complete other work you must keep reporting certified payroll.  The weeks you have no workers on the job you send in certification with NO WORK THIS PERIOD.  This certification has got to be an original signed copy. You will need to send them out as soon as your payroll has been completed so we can comply with the 5 day turn around for the City.

2. The City of Springfield, MO is required to submit to the ARRA administration the amount of jobs created through this project.  Each week we need to have a complete list of workers involved in this project from your company.  This list will not only include the workers at the job site but also the office staff used to support the job.  Attached is a form I will need along with the certified payroll covering workers for the given week.  It is understood this form will not justify or replace the payroll certification.  We have also included on our Web Site a work sheet that will help in compiling your company work force.  You can go to (Download Links below) and on the Subcontractors Page you will find the form for Weekly Work Force.  This page has listed all the workers we could think of, but if you have any different not listed, please add them to the bottom.  You can print of a copy for your records and submit with E Mail to our office.

3. Employee Registration:  Each worker for your company needs to be registered with our office.  Attached is a form we need filled out with a copy of the employees OSHA 10 certification.  This information will need to be turned into the City before any worker is allowed on the project.  Ridge Hill Contractors, Inc. also has at (Download Links below) a location for subcontractors registration.  For your convenience, you can fill out the information and E mail it back to our office.  The OSHA 10 certification for each employee can be faxed and we will scan them into the project registration.

4. Employee Requirements: Need to know their classifications (operator, skilled labor, etc). They also need to have an site copy of there OSHA 10 certification, either on their person or close by.  Anyone sited for non-compliance of OSHA 10 certification can be fined up to $2500.00 and $100.00 per day for each day the uncertified employee has worked on the project.  If you have employees that need to be certified there is a web site where that certification can be obtained. 

a. Labor interviews will be conducted at this project site by City Inspectors, Treatment Plant Managers, Plant Engineers or Labor Investigators.   They will know if the guy they are talking with is a laborer or operator. 

b. Safety will be a high priority on this project.  Ridge Hill Contractors, Inc. will conduct Monday morning safety meetings.  These meetings will begin at 7:00 AM and last for around ½ hour.  All employees and subcontractors will be expected to attend this meeting.

c. Beginning work at the project site will require an introduction safety meeting.  Please contact the Ridge Hill Contractors, Inc. office to schedule your pre meeting.

d. Ridge Hill Contractors, Inc. is just a part of the work going on at the Southwest Treatment Plant.  If you have been to this plant, it is one of the cleanest and most efficient running plants in Missouri.  We cannot be involved in creating a problem or be part of the cause for interruption of the plant operation. 

As stated before, this is a lot of paper work, and we cannot afford get behind.  We all have a job to do to get this project completed in a successful manner.  I do not need to spend time trying to get paper work back from you, it only takes away from the project.  As they stated in the meeting “No Paperwork equals No Pay Request” No Money!  It cannot show up late and it is not only going to hold your pay request but all involved with this part of the job.  I think it goes without saying that slow paper equals slow to no money.  We are trying our best to make the extra work as easy as possible.  We are expecting a quality project and are excited to work with all of you.  The mission is a safe and profitable job for all involved.  If you have any questions or I can be of any assistance, please do not hesitate call.

 

Doug Stanage

Ridge Hill Contractors, Inc.

President / Project Manager

417-725-2104 office

417-725-9454 fax

417-209-5060 mobile