COVID-19: NYC DEP

5/29/20

NYC DEP issued an Invoice Checklist for Construction Contract Payments. As the checklist is to be used for construction contracts, firm CM staffs who work with contractors on their invoicing should be aware. DEP is working on additional checklist documents (i.e. Design, Construction Management and Task Order) which will issued in the future. DEP expects that with their staff and firms using the same guidance, the checklists will advance the goal of reducing payment delays.


5/22/20

NYC DEP notified ACEC New York that in order to move to an electronic process for Change Orders, the agency released fillable templates required as part of the Change Order review and approval process.  DEP provided the latest versions of these templates: Change Order Forms 1 & 2 (see below).  These are DEP’s second generation of the forms. They have been released to all agency staff.  Any Change Orders being prepared at this time for submission to DEP must be done using these versions of Forms 1 & 2. Also, these templates have been designed to lock data entered at multiple points in the preparation and approval process, as a measure to protect all parties – Consultants and DEP. Below is the current design:
 
Form 1 –  all fields lock, except the Basis of Payment, once the contractor/consultant signs off on the Authorized Cost (their second signature is applied to the Form) the Basis of Payment field/check box information is locked, once the Agency Approval is applied to Form 1 (at the conclusion of change order negotiations).

Form 2 – all fields of this form are locked, once the Agency Authorization is applied to the form – only the two OEA Approval sections will remain editable.


5/13/20

Electronic 214ER form: DEP asked ACEC New York to remind all firms that when preparing and saving the fillable 214ER form,  firms must use Adobe Acrobat Pro DC or higher to avoid issues with receiving the document on DEP’s side. When the 214ER is prepared, saved and submitted to DEP in any format other than Adobe Acrobat/PDF, this presents an issue and the ability for subsequent electronic approvals later in the process is lost. The 214ER is a fillable form, part of the new DEP Invoice Platform (DIP)

NYC DEP – Invoice Completeness: DEP ACCO and Engineering Audits have been working to revamp DEP’s “Invoice Checklist”; the revised document will be shared soon. Once the Checklist is circulated, DEP asks firms to please ensure invoices submitted for review are complete and contain the required documentation to avoid delays to payment.


4/2/20

In an effort to avoid disruption to the invoicing process, DEP (ACCO) has established the "DEP Invoice Platform" (DIP) to facilitate the electronic receipt and processing of all vendor invoices.  This new system has allowed DEP to transition from its paper invoicing process, to an electronic process.


3/25/2020

DEP OEA Guidelines for Design Consultants Working From Home 


3/23/20

DEP issued a communication for ACEC New York member firms:

We here at DEP are working toward implementing an agency wide platform that will fully facilitate the receipt and processing of vendor invoices electronically. As soon as we are ready to release, we will be sharing with you, so that you in turn can inform your members of their roles and responsibilities under the new process.

In the meantime, we have instructed all of the Bureaus within DEP that as of today, all invoices must be submitted electronically to the ACCO Payment & Accounting Office for processing. We will not be accepting paper invoices.  NOTE: paper invoices already in the pipeline will be processed as is.

The electronic version of the invoice that is submitted to my office, must be the version that has been approved and signed off by a DEP representative (i.e. PM/AM).  Any other version will not be processed.  All of the current document requirements remain the same.

Given the restricted staffing schedules across DEP, any efforts on the part of your memebers to PDF and submit the DEP approved copy of an invoice to the responsible project lead, would be helpful at this time.  This is only any interim solution, that would be replaced by our long term plan once rolled out.

In addition, I have attached an Office of Engineering Audits (OEA) Guideline for sharing with your members who may have staff working from home at this time (see bottom of this section).

Communication emailed by Sabrina Bhola/DEP:

Below are instructions on how to submit contract payments, change orders, and subcontractor approval requests.

Contract Payments Submission Procedure:

EFFECTIVE MONDAY (3/23/2020), ALL VENDOR PAYMENTS MUST BE SUBMITTED TO ACCO ELECTRONICALLY – NO PAPER INVOICES WILL BE ACCEPTED! 

Please request electronic invoices from consultants/contractors for your review and approval.  The attached fillable Payment Routing Sheet must accompany all payments.  Please ensure that when naming your invoices, to include the following information:

  • Contract Name (i.e. OGI-RAD)
  • Contract Registration No. (i.e. 20080024344)
  • Invoice No.

After you have completed your review please email (Digna, James, Claire and I) the payment package for final review and submittal to the ACCO’s Office for their review and processing.

Subcontractor Approval Requests:

Effective immediately, ACCO will only accept electronic copies. All sub approval requirements remain in effect. Please email all your requests to Digna, James, Claire and I for review and processing.

Change Order Submission Procedure:

Effective immediately, Engineering Audits will only accept electronic copies. Change Order requests are to be emailed to Digna, James, Claire and I.  We will initiate in APT and forward all necessary documents to Engineering Audits for their review and approval.

Please forward this email to anyone on your team that I may have missed, but needs this information.

NOTE:  All current hard copy invoices that are in progress will be completed as is.

OEA Guidelines for design consultants to work from home instead of their regular company office.


3/20/20

Please note that effective Wednesday, March 18, 2020 the NYC DEP will limit interaction with the public until further notice and implement the following mandatory procedures due to the Coronavirus COVID-19 EMERGENCY Declaration.
 
NYC Local Records Offices for permits will limit interaction with the public until further notice and implement the following mandatory procedures:

  • All local offices  including the Queens office are closed for walk in services, no walk-in services will be provided to customers at any Local Office.
  • All applications  for water and sewer connection permits must be submitted on line via the Water & Sewer Permitting System (see instructions below)
  • The Main DEP Office at Lefrak City will be open to the public by  appointments only to allow the walk-in for plumbers who require permits for emergency purposes only.
  • Appointments for emergency purposes can be made with Ambica 718- 595-5762 and Sursati Harilall at 718- 595-4238.

Cross Connection Applications and Test Reports

Cross Connection Plans & Applications:
Applicants must submit scans of Cross-Connection plans & application to the Connections@dep.nyc.gov  email address, but the application fees must be submitted by mail.

Reviewer will review & mark up plans and send objections via email, if the plans need to be revised.
As soon as the fee is received by mail, DEP will approve the scanned application and email to the applicant.
 
Cross Connection Test Reports:
Test Reports for BFP devices must be sent to the Connections@dep.nyc.gov  email address. After review, the copy of test reports will be sent via email.
 
Site Connection Proposals:
DEP-BWSO-Site Connection Review requests that all paper submissions sent to any of our offices (the main office at 59-17 Junction Blvd) also have an electronic submission provided at the time the paper copies are provided to DEP-BWSO.
 
Please send any and all documents needed to review your proposed SCP applications to sewerinfo@dep.nyc.gov, at the time when you submit the paper copies as well. This includes:

  1. The cover letter, explaining the submission.
  2. The application form, attachment ‘F’ (if necessary), and site plan.
  3. Survey, completed within two years of the submission date.
  4. The tentative lot sheet (RP-602) if applicable.
  5. The boring log (if applicable)
  6. Any draft legal documents (if applicable)
  7. Any other document not listed above which is typically submitted with the application
  8. As soon as the fee is received by mail, when the application is approved, DEP will scan the application and email to the applicant.

All files should be in PDF format, either scanned or exported.
 
Note: DEP email services have a hard 20 megabyte limit on files sent or received by our email server, so if the files associated with your project exceed 20 MB (in total), please send us multiple emails, and indicate in the subject line (Email x/y) where x is the number of that email, and y is the number of total emails to be sent.
 
As a result, the subject line of all emails for this purpose MUST be in the following format:
 
“Site Connection Proposal – Digital Recordkeeping Submittal - <Address> <Block> <Lot(s)> x/y”
 
If this email is not sent in the format above, it will cause a delay in the review of your project.
Additionally, if electronic versions of your application are not sent, or sent with incomplete files, it will cause a delay in the review of your project.
 
Note: that in order to receive certification, you must send us the normal number of paper copies of the associated documents, per the normal process, along with the review fee. This policy does not replace paper submissions.
 
House Connection Proposals:
Please send any and all documents needed to review your proposed HCP applications to sewerinfo@dep.nyc.gov. The project will be reviewed using the electronic copies, and certified when the review fee is sent to the local office. The certification will be provided electronically to the email originating the HCP.
 
Note: DEP email services have a hard 20 megabyte limit on files sent or received by our email server, so if the files associated with your project exceed 20 MB (in total), please send us multiple emails, and indicate in the subject line (Email x/y) where x is the number of that email, and y is the number of total emails to be sent.
 
As a result, the subject line of all emails for this purpose MUST be in the following format:
 
“House Connection Proposal – Digital Recordkeeping Submittal - <Address> <Block> <Lot(s)> x/y”
 
If this email is not sent in the format above, it will cause a delay in the review of your project.
Additionally, if electronic versions of your application are not sent, or sent with incomplete files, it will cause a delay in the review of your project.
 
3/20/20  - To ensure the safety of our customers during the COVID-19 public health emergency, all of our customer service borough offices are closed until further notice. Professionals seeking emergency permits should call (718) 595-3590, 4604, or 4051 to set up an appointment.

 

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