Progress Payment Processing - P.I.T. Assistance for Contractors

1. Progress Payment ProcessingThere’s Help in the “P.I.T.” !! • Ever wondered what happened to your money? • Ever try to find out and strike out in the process? • We have something you can use to set your mind at ease and, sometimes solve a problem: MAKE A “PIT STOP” PAYMENT INQUIRY TRACKING See SRI’s “CONTRACTOR RESPONSIBILITY” One of the Board’s Criteria for Determining BIDDER RESPONSIBILITY is Fair and Ethical treatment of Subcontractors (This includes TIMELY PAYMENT) BCA can provide you with needed information on when your services were paid for by the City. General Services Division / Project Administration

2. Progress Payment ProcessingP.I.T. (Cont’d) It can be frustrating when you are not paid for the work you have completed. Sometimes there are good reasons for this… Sometimes there are NOT. It is also frustrating when you look for help from the City and find out that our resources to assist are limited by the law. This does not, however, mean that we don’t care. It also does not mean that you have no tools and nowhere to go. Our Progress Payments are Public Information. That means you have the right to call us directly to find out who got paid for what on any Public Project BCA Administers where you are listed and approved. Here’s how things work: General Services Division / Project Administration

3. Progress Payment ProcessingP.I.T. (Cont’d) First, the phone number will help; -- 213/847-2459 If no answer, kick it up to the Supervisor; -- 213/847-2445 Have the City Work Order and Project Title ready, and also the dates and bid items for which you have an interest. Your BCA Payment Coordinators are authorized to disclose any payment information from an already-processed payment. In addition to the tracking of the payment on our Payment Tracking System, the “P.I.T.” provides you with current data on amounts to primes, payment numbers, subcontract work paid for to the prime, and other information. Feel free to ask any questions you wish. If you find that the City has paid for your services while you in turn have not been paid, discuss the details with the Coordinator. A record is made of this information and you will receive some good advice. You may have legal rights that you are not aware of. General Services Division / Project Administration

4. Progress Payment ProcessingP.I.T. (Cont’d) P.I.T. Screen Record of Call Stop Notice on File? State Complaint Filed? State Filing Upheld? Profiles of Primes or sub’s can be produced for performance reports A subcontractor calling for payment information is an indication that there is a disconnect between the Prime and the sub. Subcontractors are provided with up-to-the-minute payment info and their call is preserved in our system. They are also advised on how to protect their rights.A report on these inquiries can be produced along with stop notice information General Services Division / Project Administration

5. Progress Payment ProcessingP.I.T. (Cont’d) Ethical Treatment of Subcontractors, including timely payment for their services is one of the Board of Public Works’ Criteria for the Determination of BIDDER RESPONSBILITY. IF you are a PRIME Contractor, you do not have to be concerned so much that we track Stop Notices. A Stop Notice is not necessarily a “black eye”. These documents are transmitted for quite a few different reasons. However, our data system is designed to reveal patterns and practices that could indicate a problem. IF you are a SUBCONTRACTOR, a Stop Notice is a good way to protect yourself if you foresee a payment issue. However, Stop Notices should not be used frivolously. Consult an attorney if you have questions on the use of this legal instrument. But, please feel free to inquire with us as to whether your Stop Notice is on record. You must file these with the Board of Public Works when involved in a Public Works construction project. General Services Division / Project Administration

6. Progress Payment ProcessingP.I.T. (Cont’d) We take our local businesses very seriously in Los Angeles. Local business contributes not only to the City’s overall economic well-being, but also to the quality of all of our lives. We also take our role as the Public’s Witness seriously and we know that those folks who partner with us to build this City must not only work as a team but treat each other as teammates. The Bureau of Contract Administration is committed to the principles of Quality, Compliance and Opportunity. Quality work is always the result of a quality team. The sign of a quality team is the mutual respect produced by Compliance with our agreements. Compliance creates the Opportunity for all to benefit and prosper. See our “CONTRACTOR RESPONSIBILITY” Tutorial for more information. General Services Division / Project Administration