Final Pay Application No. 8 against bid items and sub invoices, Aspen Bend sewer and water main replacement

The 31 bid items, Pay Applications 1–7, the draft Final Pay Application No. 8 and five subcontractor invoices were matched item by item before the final goes to the City of Aspen Bend. Trench sheeting at the SR 704 crossing is billed twice. Three corrections reduce the final application by $32,550.

Unit price contract, EJCDC C-700 General ConditionsCity of Aspen Bend, Ohio, Contract 2026-04Sta. 0+00 to 15+75 incl. SR 704 crossingPrepared Nov 5, 2026

Summary

Billed twice · Item 29

SR 704 sheeting is in the lump sum and on a separate line

Item 29 is a lump sum that includes trench sheeting with walers and struts between Sta. 10+20 and 11+35. It was billed at 100% on Pay Apps 5 and 6, 2 × $134,000. The draft still carries a $55,476 line for the same sheeting, built from Stahl Trench Shoring invoice 4471 plus 15%.

Pay_Apps_01-07_with_backup.pdf, pp. 33 and 42 · Pay_App_08_FINAL_DRAFT.xlsx, row 44

Delete the line before submitting: −$55,476.

Missing · Items 26 and 27

The SR 704 paving invoice never made it onto a pay app

Pattison Paving invoiced 500 SY of intermediate and surface course on SR 704 on Oct 30, $18,400. Items 26 and 27 cover that restoration but appear on none of Pay Apps 1–7 or the final draft.

Pattison_Paving_Inv_2207_2291.pdf, p. 3 · Bid_Schedule_Contract_2026-04.xlsx, rows 32–33

Add 500 SY to both items: +$28,000.

Billed twice · Item 7

18-inch storm billed at 104% of bid quantity with no change order

Backup for Pay App 3 covers Sta. 0+00 to 5+00 and backup for Pay App 4 covers Sta. 4+57 to 10+24. The 43 LF between Sta. 4+57 and 5+00 were billed twice, so 1,067 LF have been billed on a run that is 1,024 LF long.

Pay_Apps_01-07_with_backup.pdf, pp. 16 and 24 · Bid_Schedule_Contract_2026-04.xlsx, row 13

Credit 43 LF: −$5,074.

Three-way match by bid item

Each row links a bid item to your own lines on Pay Apps 1–8 and to the subcontractor invoice lines. Click a row to see the lines side by side with their source. Switch to Corrected to see the final application after the proposed corrections.

Status
Final Pay App 8
0Bid items
0Sub invoices / invoice lines
0Matches with exceptions
0Final Pay App 8, draft

Three-way match

Stationing in pay app backup

Bid schedule

Pay apps 1–8

Sub invoices

Final Pay App 8 before and after corrections

ItemDescriptionQtyAmountRow
Pay appPeriod endingAmountTotal to date

Sources and method

Sources

  • Bid_Schedule_Contract_2026-04.xlsxAwarded bid schedule with unit prices and item descriptions31 items
  • Section_01_22_00_Unit_Prices.pdfProject manual: measurement and payment, schedule of values for lump sum items14 pages
  • Pay_Apps_01-07_with_backup.pdfPay Applications 1–7, April–October 2026, EJCDC C-620 with quantity backup and stationing54 pages
  • Pay_App_08_FINAL_DRAFT.xlsxDraft Final Pay Application No. 8: total completed, previous applications and this period by item48 rows
  • Stahl_Trench_Shoring_Inv_4398_4471.pdfTwo shoring invoices, June and August 20266 pages
  • Pattison_Paving_Inv_2207_2291.pdfTwo paving invoices, September and October 20265 pages
  • Lumen_Sewer_Inspection_Inv_1182.pdfPost-construction CCTV inspection, October 20263 pages

Method

  1. The 31 bid items were read with spec section, description, unit, bid quantity, unit price and the measurement and payment notes in Section 01 22 00.
  2. Lines on Pay Apps 1–7 and the draft Final Pay App 8 were matched to bid items by item number. Lines without an item number were matched by text and stationing.
  3. Subcontractor invoice lines were matched to bid items by work, stationing and area, and to pay app lines by the invoice number in the line text.
  4. For each item, the quantity billed was compared with the bid quantity and with total completed on the draft. Backup stationing was checked against the length of each run.
  5. Lump sum items were checked against the schedule of values and against what the item description includes.
  6. Exceptions were compiled as corrections to Final Pay App 8.

Assumptions and limitations

  • Total completed on the draft is taken as the installed quantity. Quantities were not checked against the as-built survey.
  • Sub costs with no matching bid item were not evaluated as potential change orders.
  • Amounts are before retainage. Retainage release on the final is handled separately and is not part of this check.
  • Corrections are proposals before submittal. The patch at Sta. 6+70 needs a field check.