Contact Information
School Facilities & Organization Disbursement Officer
Kristen Smith
Adm Prg Spec 2360-725-4964
Form D-11 is used to document the final closeout of a SCAP-funded project and provide OSPI with the information needed to complete the project and authorize release of retainage. The closeout process begins after the school district officially accepts the project as complete and includes documentation related to project completion, final acceptance, commissioning, sustainability requirements, prevailing wage and apprenticeship requirements, liens, and occupancy.
The required documents are submitted at different points following project acceptance. Some items are due within 30 days of official acceptance as complete, while others are due within 60 days or following final board acceptance. Districts should track these requirements throughout project closeout to ensure all documentation is submitted to OSPI when due. If the district is administering retainage, additional agency releases may also be required before OSPI can issue Form D-12 authorizing release of the remaining retainage.
Form D-11 Items Submission Checklist
These items are due within 30 days, following official acceptance of the project as complete, transmit Form D-11 with:
| Item No. | Item | Notes |
|---|---|---|
| 1 | Architect/engineer certificate(s) of completion | WAC 392-344-155 |
| 2 | Architect's statement of square footage | WAC 392-344-155 |
| 3 | School district board of directors' resolution of final acceptance signed by the authorized agent of the district | WAC 392-344-160 |
| 4 | School district board of directors' resolution accepting the building commissioning report | WAC 392-344-165 |
| 5 | Washington Sustainable School Protocol Scorecard | RCW 39.35D |
| 6 | Certification that annual monitoring and reporting to OSPI will take place for five years after occupancy | |
| 7 | Certification that the district has submitted apprenticeship utilization information to Labor and Industries | RCW 39.04.320 |
These items are due within 60 days, following official acceptance of the project as complete:
| Item No. | Items | Notes |
|---|---|---|
| 1 | Certification by the authorized agent of the school district that the district has on file all affidavits of wages paid | RCW 39.12.040 |
| 2 | Dated not less than 45 days following the acceptance of the project by the school district, a signed statement by the authorized agent of the school district that no lien(s) is on file with the school district | |
| 3 | If there are lien(s), a certified list of each lien that is on file with the school district, attach a copy of each lien to the list | See "If Liens are Files Within the District" below |
| 4 | A copy of either the permanent or temporary occupancy permit by building official of the jurisdiction |
These items are due following the school district board's final project acceptance. If the district is administering retainage, whether cash or bond in lieu of cash, the district must also submit releases (due as soon as available following acceptance of the project as complete) from the following Washington State agencies:
| Item No. | Agency | Notes |
|---|---|---|
| 1 | Department of Revenue | RCW 60.28 |
| 2 | Employment Security Department | RCW 50.24.050 and 130 |
| 3 | Department of Labor and Industries |
If Liens are Filed Within District
If liens are filed with the district, the amount of each lien plus $3,000 or 25 percent of the amount of each lien (whichever is greater) plus 10 percent of the lien claim for court costs shall be withheld from the retainage until each lien is removed.
Form D-12 (Release of Retainage)
Upon receipt of all documents described in (D-11 Section), OSPI will issue Form D-12 which grants the release of retainage, except those sums which are to be withheld pending release of any liens which have been filed with the district.
As each lien is withdrawn, further D-12 forms will be issued confirming authority to release appropriate sums from the withheld retainage.
Annual Reporting for High-Performance Public Buildings
For five years after occupancy of a SCAP-funded new or modernized building, built to high-performance standards, districts must report annually to OSPI. See "Annual Reporting for High-Performance Buildings" in Chapter 10: High-Performance School Buildings Program.