CONSTRUCTION AND TECHNCIAL SERVICES CONTRACTS

Procedures for:

1. REQUESTING A WORK AUTHORIZATION NUMBER (WAN)
2. INVOICING AND PAYMENT
3. CONTRACTOR EVALUATIONS

1. LAHD and Contract Agency staff must request and obtain a Work Authorization Number (WAN) before giving assignments to Construction and Technical Services Contractors.
   
2. On-Line Requests: “Request for a Work Authorization Number (WAN)” can be completed and submitted on-line.
   
3. FAX or Email Requests: Requests for WANs (.pdf) can also be downloaded and submitted by fax or email. Contract Agencies can request blank forms by contacting the LAHD contract monitor, Debra Allen, at (213) 808-8538 or dallen@lahd.lacity.org.
   

Submit Requests to: GRANTS ACCOUNT SECTION, LAHD ACCOUNTING
Attn: Susan Verdejo: sverdejo@lahd.lacity.org
FAX: (213) 808-8410 Phone: (213) 808-8449
-Or-
Anabell Luna: aluna@lahd.lacity.org
FAX: (213) 808-8410 Phone: (213) 808-8443

Please call either Susan or Anabell if you have questions.

4. The WAN will be returned to you by Email or FAX with the following information:
   
1. Work Authorization Number
   
2. Name of Contractor to be used
   
3. Date assigned by LAHD Grants Account Section and staff person making the assignment.
   
5. AFTER receiving the WAN and Contractor assignment, you may contact the vendor with the work assignment. Give the WAN number to the Contractor – it must be included on their invoices.
   
6. LAHD and Contract Agency staff must keep completed WANs and related forms in the event of disputes, discrepancies, and audits, in accordance to City Records Retention Policy.
   

1. Contractors must mail ORIGINAL INVOICES to the LAHD contract monitor:
   

   DEBRA ALLEN, Management Analyst II
   Construction & Technical Services Invoices
   Los Angeles Housing Department
   1200 W. Seventh Street 8th Floor
   Los Angeles, CA 90017

2. Contractor should submit invoices at least once a month for work completed since the previous invoice period. Invoices must be on the Contractor’s letterhead with the Contractor’s name, address, phone number, invoice number, and date of service. A person authorized to bind the company must sign invoices.
   
3. Invoices must also include:
   
1. Name of LAHD or Contract Agency staff requesting services
   
2. WAN
   
3. Date service was provided and type of service
   
4. Name and property/site address where services were performed
   
5. Name, hours, and rate of pay for all personnel to be paid, if applicable
   
6. Evidence that work was completed (report or other). If the report has already been sent to LAHD or a Contract Agency, the Contactor must include the date the report was submitted and the name of the staff who received the report. It is not necessary to submit another copy of the report.
   
7. Supporting documents/invoices for approved equipment and supplies purchased
   
8. Total costs to be paid
   
4. The LAHD contract monitor date-stamps the invoice and reviews it for accuracy and compliance with contract fee schedules. Inaccurate invoices or fees that exceed contract amounts may be returned for correction. Contract Agency staff may request copies of the fee schedules.
   
5. The LAHD contract monitor will prepare an Expenditure Authorization Request (EAR) form for review and approval by the LAHD staff who requested services and that person’s supervisor. The EAR form will include the original invoice.
   
6. For services requested by Contract Agency staff: the EAR form and invoice is forwarded to the LAHD Technical Services Unit for review and approval.
   
7. The LAHD contract monitor will forward the approved EAR form to the LAHD Accounting section for review and payment.
   
8. Every effort will be made to pay all invoices within 30 days of receiving a completed invoice, in accordance with City policy.
   

CONTRACTOR EVALUATIONS FOR CONSTRUCTION AND TECHNICAL SERIVCE CONTRACTS top

1. Contractor monitoring and evaluation are necessary to ensure that Contractors are performing quality services according to their contract. The City can take various actions should the contractor fail to perform satisfactorily, including reducing the budget, making changes to the contract, and suspending or terminating the contract.
   
2. LAHD staff and Contract Agency staff should complete a Contractor Evaluation form whenever Contractor services are less than satisfactory. The staff person requesting or overseeing the services should complete the evaluation form.
   
3. On-Line Submissions: Contract Evaluation Forms can be completed and submitted on-line as follows:
   
4. FAX or Email Submissions: Contractor Evaluation Forms (.pdf) can also be downloaded and submitted by fax or email. Contract Agencies can request blank forms by contacting the LAHD contract monitor, Debra Allen, at (213) 808-8538 or dallen@lahd.lacity.org.
   
5. Completed evaluations should be emailed, faxed or mailed to the LAHD contract monitor:
   
   

DEBRA ALLEN, Management Analyst II
Construction & Technical Services Evaluations
Los Angeles Housing Department
1200 W. Seventh Street 8th Floor
Los Angeles, CA 90017

dallen@lahd.lacity.org

FAX: (213) 808-8988 Phone: (213) 808-8538

 

6. LAHD will forward a copy of the evaluation to the Contractor. Contractors can submit a response to the contractor monitor within 14 calendar days.
   
7. Both the Evaluation and the Contractor’s response are in the Contractor’s file.
   
8. City staff uses these periodic evaluations to assess performance over the life of the contract, and when amending the contract. Additionally, they will be used when completing the final Contractor Evaluation Form, which is submitted to the Department of Public Works within 14 days of the end of the contract, including any amendments. City staff review Final Evaluations and any responses from the Contractor to evaluate proposals and conduct reference checks when awarding other personal services contracts.
   

ctscontracts.htm (rev 10.18.06)