FY 07/08 COST Report Instructions REVISED
CAPITAL OUTLAY SUPPORT TRACKING REPORT
FISCAL YEAR (FY) 2007/08
INSTRUCTIONS
Questions regarding Cost Report instructions, may be directed to:
Antonia “Toni” Rocha
Telephone: (916) 654-6081
OVERALL PREPARATION AND SUBMITTAL REQUIREMENTS
When completing the Capital Outlay Support Tracking (COST) Report:
· DO NOT change the format of the report.
· DO NOT insert extra or hidden columns or rows in the submitted report.
· DO NOT bold or use color text.
· DO NOT include cents. Dollar amounts must be rounded to the nearest dollar.
· Decimal amounts are two significant places, i.e. 83 percent should be shown as 0.83, 5 percent should be shown as 0.05, etc.)
· Each month name document that identifies the district and present month, i.e. the July 31, 2007 report from District 44, submitted prior to the close of business on August 10, 2007, should be named 44TR0807.
· COST Report is due on the 10th of each month by the close of business 5:00 p.m., and no later.
· CAREFULLY review your COST Report before emailing the completed report to .
GENERAL INFORMATION:
The COST Report is an Excel spreadsheet updated monthly in which each district reports current year, and budget year planned expenditures by consultants, contractors, local agencies and other state and federal agencies who are working on the 20.10 Program, Capital Outlay Support (COS).
This report includes all of the X32 object code contracts. Object codes 232 and 832 contracts/agreements are reported in terms of both hours and dollars. This report should reflect each district’s workload in contracting out (Personnel Year Equivalents (PYEs) as is reflected in the Work Breakdown Structure (WBS) in Expert Project Manager (XPM).
It is very important to note that the information provided from your January 10th COST Report is used by the COS Program to build the PYE portion of the Finance Letter (object codes 232 and 832 contracts) for the subsequent budget year.
NOTE that 232 is workload base, and 332 includes OE, but does not include PYEs.
Fund splits must reflect the budget year needs in the month of January.
The COST Report is also used to monitor and project current year and future year expenditures by district and fund type. The accounting systems: Budget Accounting System (BAS), Transportation Accounting and Management System (TRAMS), and the Budget Monitoring System (BMS), do not provide up-to-date information regarding the amounts actually committed for work. This includes work that has been done, but invoices that have not yet been received or processed.
The COST Report data provides the program with the ability to base budget decisions on “real-time” data that comes directly from the districts/divisions contract managers and administrative staff.
The emphasis on allocations is stressed to keep the data up-to-date and accurate. Management may need to make changes to allocations at any time. These changes are based upon the information being submitted in the monthly COST Report.
To ensure each district gets the funds needed to complete their workload, it is imperative that each contract be represented in COL 39, Narrative Description, clearly and accurately with all the information that might come into question by the Department of Finance (DOF).
All contracts, amendments, cooperative and interagency agreements, as well as any other charges, must be reported if:
· Expenditure Authorizations (EAs) in the 20.10 Program are charged, and
· The Agency object codes associated with the EAs are 032, 037, 132, 232, 332, 432, 532, 632, 732, and 832.
STUDENT ASSISTANTS – Contracts must be reported, if procured via a contract with a university or a foundation.
Each district is responsible for submitting the COST Report electronically via Lotus Notes to , on the 10th of each month by 5:00 p.m. and no later.
INSTRUCTIONS FOR COMPLETING THE COST REPORT
Please read the instructions carefully.
· COL 1 through 13 provides basic contract/agreement information. This information rarely changes during the life of the contract.
· COL 14 will require your attention each month.
COL 0 REGION
Leave this column “blank.”
COL 1 DISTRICT
Enter your district number in this column. The Central Region (districts 05, 06, 09 and 10), North Region (districts 01, 02 and 03), and Division of Engineering Services MUST enter the appropriate district number (districts 01-12) for each contract.
IMPORTANT: When one contract is used for multiple districts, create a separate line item for each district.
COL 2 CONTRACT DOCUMENT NUMBER
List all contracts, cooperative agreements or interagency agreement numbers that perform a COS function under 20.10 Program. If the contract/agreement is planned and has not yet been assigned a contract number, use a fictitious contract number as a placeholder such as “04NEW04-07” “04” = your District number, “NEW01”, 02 or 03, consecutively, and “-07” = the year of expected execution.
As contract numbers are assigned, move the fictitious contract number to the description column and replace them with the actual contract number assigned.
NOTE: Contract numbers are assigned when Form 360s are received in the Division of Procurement and Contracts (DPAC).
Be sure to note the placeholder in COL 39, Narrative Description, for the remainder of the fiscal year.
COL 3 AGENCY OBJECT CODE
Enter the Agency object code under which the charges will be made:
032 – Interdepartmental
037 – Photogrammetry and Aerial Photography
132 – Externals/Others Not Related to Project Delivery
232 – Project Delivery
332 – Hazardous Waste Related to Project Delivery
432 – Land and Building Related to Project Delivery
532 – Student Assistants
632 – Information Technology Not Related to Project Delivery
732 – Telecommunications – External/Others Not Related to Project
Delivery
832 – Government Agencies – Project Delivery
Should the contract/agreement have charges to multiple object codes or significant fund split differences year-to-year, YOU MUST ENTER the contract on additional rows as needed, using a unique suffix for each entry. For example: contract 55B123 will be charging $20,000 under object code 032 and $15,000 under object code 232. You would split contract 55B123 into two separate entries named 55B123-A and 55B123-B, or year-to-year, 55B123-04 and 55B123-05.
COL 4 CONTRACT STATUS CODE
Enter one of the following codes:
UE Unexecuted contract/agreement.
EX Executed contract/agreement, which has a start date and expiration date.
SN Stop Notice, which work has been halted on a contract.
TN Termination Notice, which has been sent to the contractor.
After the contract is terminated, continue to use the TN code and update COL 6 to equal the termination date.
XP Expired Contract is expired.
Continue to report expired contracts if charges have been made against the contract this fiscal year.
COL 5 EXECUTION DATE
Enter the start date of the performance period as planned or as is reported on ADM-0360 Service Contract Request. The execution date should represent the start date of the performance period as reported in the contract. Format date: MM/DD/YYYY.
If the contract has not been executed by this date, the date in the COST Report MUST be revised each month until it is executed.
NOTE: It takes six to nine months to execute a contract upon receipt of a completed ADM-0360 by the Contracts and Procurement Office (DPAC).
COL 6 EXPIRATION DATE
Enter the end date of the performance period as planned or as is reported on ADM-0360 or contract. Format date: MM/DD/YYYY
If the contract is being terminated, do not change the expiration date from the original contract expiration date until the contract is actually terminated.
When amending the contract for time, DO NOT change the expiration date until the amendment has been approved and be sure to note in COL 39, Narrative Description, that there is an Amendment In Progress (AIP).
COL 7 NON-PROJECT SPECIFIC OR PROJECT SPECIFIC
This only applies to Categor(ies) 10 (032), 12 (037, 132, 432, 532, 632, and 732), and 23 (332) contracts.
Enter one of the following codes:
· NPS for Non-Project Specific
· PS for Project Specific
COL 8 ESTIMATED LIFESPAN OF SERVICE CONTRACT NEED
This applies to ALL categories 10 (032), 11 (232, 832), 12 (037, 132, 432, 532, 632, and 732), and 23 (332) contracts.
Enter a number representative of the required years of service provided by this contract.
Enter C, which represents a continuous/ongoing need.
COL 9 TYPE OF PAYMENT
Enter one of the following codes:
FC On-call, firm fixed price task order contracts, per unit
FP Specific, firm fixed price contracts
LS Lump Sum
OC On-call, rates of compensation contracts, hourly rate
SP Specific, cost plus fixed fee contracts
UC Unit cost (low bid)
COL 10 PROJECT PHASE (EA)
Enter the predominate phase of work (use the last digit of the project EA) being done by the consultant.
Enter only one code for the contract; if the consultant is going to take the project from Preplanning to Plans Specification and Estimates (PS&E), you would use Phase 1 for design, which would be compatible with PS&E.
A Administrative - Contract/funds that do not lend themselves to the traditional context of the engineering contract development process (students, credit cards, purchase orders, etc.)
0 Environmental Studies and Preliminary Engineering
1 Design
2 Right-of-Way
3 Construction
COL 11 WORK BUCKET CODE
This column only applies to object codes 232 and 832.
Object code 232 and 832 contracts MUST BE IDENTIFIED by “work bucket”, i.e. the description used in the Allocation Detail Sheets. Use the following codes:
AQ CMAQ & LSTP
OMD Other Major Damage
OT Other Toll
PH1 Phase 1 Retrofit
PH2 Phase 2 Retrofit
PTNR Partnership
RM1 Regional Measure 1
SHOPP State Highway Operation & Protection Program
STIP State Transportation Improvement Program
TCRF Traffic Congestion Relief Fund
TBSRA Toll Bridge Seismic Retrofit (TBSRA)
COL 12 TYPE OF WORK
Enter the predominate type of work to be done under the contract or agreement. This should coincide with the fund types and the Narrative Description.
ADM Administrative (students)
APR Right-of-Way Appraisals
CLM Claims
ENV Environmental
HW Hazardous Waste Design and Site Assessment
INSP Construction Inspection
MTL Materials, Sampling & Testing
OTH Other - Use only when the type of work does not fall under any of the listed codes and be certain that COL 39 describes the contract or agreement adequately
PM Project Management
PR Engineering studies that will conclude with a Project Report
PSE Plans, Specifications and Estimates
SAC Seismic Advisory Committee
SFI Soils/Foundation Investigations
SPR Seismic Peer Review
SRC Seismic Research - these are not usually funded by COS, check with COS if you intend to use this code
STY Study or Investigation other than a PR - An example might be value-engineering studies that are not specifically directed to a specific project/contract
SUV Surveying
COL 13 TOTAL CONTRACT DOLLAR AMOUNT
20.10 ONLY
Enter the total value of the executed contract or agreement if the contract is executed.
IMPORTANT: This report should reflect only the 20.10 Program (COS) portions of any contract and that data for any other program should not be entered in this report.
If the contract/agreement is unexecuted, enter the planned dollar value of the contract or agreement. Do not include amounts for unexecuted amendments.
COL 14 REMAINING CONTRACT AUTHORITY (EXECUTED ONLY)
Enter the remaining Contract Authority (the total amount remaining that can be expended over the life of the contract) for each contract.
The total contract authority equals the total 20.10 Program amount of the contract (lifetime), less prior year(s), current year expenditures and commitments (COL 15 and 17 of the COST Report).
NOTE: Leave this column blank for Unexecuted Contracts.
Self-explanatory.
This applies to only object codes 232 and 832 contracts.
Self-explanatory.
COL 17 COMMITTED CURRENT FY (07/08) $’S FOR CURRENT YEAR
WORK
EXECUTED CONTRACTS, AMENDMENTS AND AGREEMENTS
Enter the total dollar amount of work done to-date that will be charged against the current fiscal year. This includes work that has not yet been paid or billed.
Contract Managers should be polled each month to determine the latest committed dollars (and hours for object codes 232 and 832 contracts).
Do not include work that will be done under unexecuted amendments, contracts and agreements.
COL 18 COMMITTED CURRENT FY (07/08) HOURS FOR CURRENT YEAR
WORK
EXECUTED CONTRACTS, AMENDMENTS AND AGREEMENTS
This applies ONLY to object codes 232 and 832 contracts.
Enter the total number of hours, the contractor has worked, that will be charged against the current fiscal year up to the present date.
HOURS MUST BE REPORTED. This is the only method that COS has of determining the cost per PYE.
COL 19 ESTIMATED REMAINING CURRENT FY (07/08) $’S FOR
CURRENT YEAR WORK
Enter the total dollar amount of the estimated work to be done between now and the end of the current fiscal year June 30, 2008, that will be charged to the current fiscal year.
Each year, the July 10th COST Report (June reporting period), COL 19 should not reflect any dollar amounts for contracts.
COL 20 ESTIMATED REMAINING CURRENT FY (07/08) HOURS FOR
CURRENT YEAR WORK
EXECUTED CONTRACTS, AMENDMENTS AND AGREEMENTS
This applies ONLY to object codes 232 and 832 contracts.
Enter the total number of hours the contractor will work from the close of the reporting period (now) until the end of the current fiscal year June 30, 2008.
Show only those hours associated with executed contracts, agreements, amendments and planned task orders under executed contracts.
Each year, the July 10th COST Report (June reporting period), COL 20 should not reflect any hours for contracts.
COL 21 ESTIMATED REMAINING CURRENT FY (07/08) $’S
FOR CURRENT YEAR WORK
UNEXECUTED CONTRACTS, AMENDMENTS AND AGREEMENTS
Enter the total dollar amount of the work that you estimate will be done between now and the end of the current fiscal year that will be charged to the current fiscal year on unexecuted contracts, amendments and agreements.
NOTE: The project manager is responsible for entering all workload dollars into XPM.
COL 22 ESTIMATED REMAINING CURRENT FY (07/08) HOURS
FOR CURRENT YEAR WORK
UNEXECUTED CONTRACTS, AMENDMENTS AND AGREEMENTS
This applies ONLY to object codes 232 and 832 contracts.
Enter the total number of hours you estimate the contractor will work between now and the end of the current fiscal year June 30, 2008, on unexecuted contracts, amendments and agreements. Include only hours for contracts that will, realistically, be executed and work performed during the current fiscal year.