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Closing Out a Federal Aid
Construction Project
Missouri Local Programs
How to Close-Out a Federal Aid
Construction Project
Documentation Required for
LPA Project Closeout
 1. Semi-final/Final inspection letter
 2. LPA Final acceptance letter
 3. Testing Results certification
 4. Contractor DBE Certification & LPA Recommendation
 5. Final Invoice
 6. Final Detailed estimate of quantities
 7. Contractors Affidavit Regarding Settle of Claims
 8. Final Change Order
 9. Affidavit (Compliance with Prevailing Wage)
1. Semi-final/Final Inspection Letter
 -All projects are required to have a semi final
inspection. If any needed corrections to the
project are found, a final inspection is then
required after all corrections have been
addressed.
 -Those required to attend semi-final inspection;
LPA Representative, contractor, engineer of
record, MoDOT.
 -The Final Inspection Letter shall state those in
attendance, the date inspection took place, and
any corrections needed.
2. LPA Final Acceptance letter
 -The LPA must submit a final acceptance letter
on LPA letterhead stating that they accept all
work completed by the contractor.
 -The letter must also include the number of
working days in the contract and the number of
working/calendar days it took to complete the
project. If it was a completion date contract, list
the contractual date and the completion date. If
liquidated damages were incurred, they must be
listed.
3. Testing Results Certification
-The engineer of record shall supply a letter
certifying the results of the test for acceptance of
materials. See EPG Figure 136.11.XX for
example letter.
-The certification statements that must be
included in this letter can be found in EPG
136.11.20 of the LPA manual. Number 3 lists all
three required statements ( a., b. & c.). (link)
4. DBE Contractor Certification &
LPA Recommendation
 Contractor Certification
– The contractor is to fill out the Contractor Certification Form (EPG
Fig. 136.11.X). This form must list final DBE participation showing
all work performed and dollar amount paid to each DBE used on
contract.
 LPA Recommendation of DBE Performance
– The LPA must supply on LPA letterhead a recommendation to
MoDOT as to the fulfillment of the DBE requirements.
– If DBE goals were not met, the LPA must supply documentation as
to why.
– MoDOT makes the final determination of DBE fulfillment
5. Final Invoice
 The appropriate copies of the final invoice shall
be included with the close out documentation.
 The final invoice will not be reimbursed if all
closeout documentation and certifications have
not been received by MoDOT within 30 days of
final inspection.
6. Final Detailed Estimate of Quantities
 A final detailed estimate of quantities must show
the final adjusted contract amount. This estimate
will include any overruns or underruns of pay
items encountered over the length of the contract.
 Typically the detailed estimate is supplied by the
contractor to the LPA for pay request.
7. Contractors Affidavit Regarding
Settle of Claims
 The Contractors Affidavit Regarding Settle of
Claims (Figure 136.11.8) shall be filled out and
executed by the contractor and supplied to the
LPA.
8. Final Change Order
 A copy of the final change order is required to
close out a project (if applicable).
 If all change orders have been approved and
there is no final change order needed, a copy of
previous change orders must be supplied.
9. Affidavit
(Compliance with Prevailing Wage)
 The Affidavit (Compliance with Prevailing Wage),
(Figure 136.11.9) shall be filled out and executed
by the contractor and supplied to the LPA.
Final Acceptance by MoDOT
 After items 1-9 have been supplied to MoDOT, they
will be reviewed for correctness, extra funds will be
obligated for change orders and final reimbursements
to the LPA will be approved and issued.
 A final acceptance report will be generated by MoDOT
and sent to the LPA. This report closes the project
and no additional funds can be obligated or
reimbursed.
The End!
Thank You!!