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What is the Tennessee CC-3 form?

The Tennessee CC-3 form is a certification document used by the Tennessee Department of Transportation Small Business Development Program. It verifies that payments have been made in full to Disadvantaged Business Enterprises (DBEs) for work performed under specific contracts. The form ensures compliance with state regulations regarding the fair treatment and compensation of DBEs.

Who needs to fill out the CC-3 form?

Both the main contractor and the Disadvantaged Business Enterprise (DBE) involved in a Tennessee Department of Transportation contract need to complete parts of the CC-3 form. The main contractor certifies payments made to the DBE, while the DBE confirms receipt of these payments.

What information is required on the CC-3 form?

The CC-3 form requires the following information:

• Name and title of the owner or authorized representative making the certification.
• Name of the DBE and the prime contractor.
• Contract number and county where the work was performed.
• Amount of the subcontract with the DBE.
• Payments made to date and any estimated final payments.
• Signatures and dates from both the prime contractor and DBE representative.

Why is it important to submit a completed CC-3 form?

Submitting a completed CC-3 form is crucial for several reasons:

1. It demonstrates compliance with state regulations designed to support disadvantaged businesses.
2. It serves as official documentation of payment for work performed, which is necessary for auditing and dispute resolution.
3. It ensures transparency and accountability in the management of public funds.

When should the CC-3 form be submitted?

The CC-3 form should be submitted upon completion of work by the DBE and after all payments have been made. This timing ensures that the form accurately reflects full payment for services rendered under the contract.

Where do I submit the completed CC-3 form?

The completed CC-3 form should be submitted to the Tennessee Department of Transportation's Small Business Development Program office. Specific submission instructions and addresses can be found on the department's website or by contacting their office directly.

What happens if the CC-3 form is not submitted?

If the CC-3 form is not submitted, it can result in several consequences:

• The prime contractor may face compliance issues with state regulations, affecting their eligibility for future contracts.
• Payment disputes with DBEs may arise due to lack of official documentation.
• The Tennessee Department of Transportation may conduct further investigations or audits.

Is there a penalty for falsifying information on the CC-3 form?

Yes, providing false information on the CC-3 form is considered fraud and is subject to legal action. Penalties may include fines, contract termination, and exclusion from future state contracts, among other legal and financial repercussions.

Completing the Tennessee CC-3 form, a crucial document for the Department of Transportation's Small Business Development Program, requires a keen attention to detail. Errors in the completion of this form can significantly impact the certification regarding money paid to Disadvantaged Business Enterprises (DBEs). Understanding the most common mistakes can help individuals and businesses ensure accuracy and compliance.

One of the first errors that many make is not verifying the accuracy of the business and representative names. This includes both the name of the owner or authorized representative and the name of the DBE. It's essential that these names are spelled correctly and match the legal business names exactly. Any discrepancy can lead to confusion or delay in the certification process.

Another common mistake involves the figures related to the contract. This includes the total subcontract amount, payments made to date, and the estimated final payment. Errors or inconsistencies in these amounts can raise questions about the veracity of the payments and the status of the DBE's work on the contract. Individuals filling out the form should double-check these numbers for accuracy.

1. Omitting the contract number and county can lead to a lack of traceability for the contract in question. This information uniquely identifies the project and ties the certification to a specific work engagement.
2. Failing to accurately date the form or leaving the date fields blank diminishes the form's validity. The signature dates are critical for establishing when the certification was made relative to the payment timelines.
3. Incomplete signatures or missing titles of the signees can invalidate the form. Each section requires a signature and title to attest to the accuracy of the provided information and the authority of the individual completing the form.
4. Ignoring the estimated final payment section is another pitfall. While it may seem inconsequential at the time of filling out the form, providing an estimate of the final payment is necessary for a comprehensive understanding of the financial dealings with the DBE.

Avoiding these mistakes requires a diligent review process and an understanding of the form's requirements. When filling out the Tennessee CC-3, individuals should:

• Verify all names for spelling and legal accuracy.
• Ensure that all financial amounts are correct and consistent.
• Complete all fields, including dates and titles, to avoid leaving any required information blank.

In conclusion, proper completion of the Tennessee CC-3 form is essential for the certification process regarding payments to Disadvantaged Business Enterprises. By avoiding the common mistakes outlined above, contractors and representatives can contribute to a transparent and effective certification process in compliance with the Tennessee Department of Transportation's Small Business Development Program.

When a business participates in Tennessee's Small Business Development Program, especially within construction or transportation projects, the CC-3 form plays a critical role. However, this form is often just one part of a suite of documents required to ensure compliance and smooth operations. Let's explore four other forms and documents frequently used alongside the Tennessee CC-3 form to provide a comprehensive overview of the process.

• CC-1: Contractor's Prequalification Statement - Before even bidding on a project, contractors must prove they have the necessary skills, resources, and experience. The CC-1 form is their opportunity to showcase their qualifications and obtain pre-approval to work on projects within the state. This step ensures that all contractors meet the baseline requirements set forth by the Tennessee Department of Transportation.
• CC-2: Contractor's Affidavit of Non-Collusion - Integrity in the bidding process is paramount. The CC-2 form is a sworn statement by the contractor that they have not colluded with any other parties when preparing their bid. This affidavit helps maintain fair competition and transparency in the procurement process.
• DBE Utilization Report - This report complements the CC-3 form by detailing the usage and participation of Disadvantaged Business Enterprises (DBEs) on a project. It not only lists the DBEs involved but also describes the scope of their work and the value of their contracts. Regular updates to this report are crucial for monitoring the actual involvement of DBEs throughout the project’s lifespan.
• Performance Bond and Payment Bond - These legal documents guarantee the project's completion and that all subcontractors, laborers, and material suppliers will be paid. The Performance Bond protects the project owner against possible losses in the event that the contractor fails to complete the project or meet the contract specifications. The Payment Bond ensures that the contractor pays all parties involved in the project, aligning with the commitments certified in the CC-3 form.

Together with the CC-3 form, these documents form a robust framework to support fair, transparent, and efficient project execution. They ensure that contractors are qualified, competitive bids are honestly made, and disadvantaged businesses are given fair opportunities to contribute, all the while making sure that the financial and contractual obligations toward all parties are clearly defined and safeguarded. Understanding the roles and requirements of each document allows for better preparedness and compliance with Tennessee’s regulatory environment.

The Uniform Commercial Code (UCC) Financing Statement is a document somewhat similar to the Tennessee CC 3 form. Both are involved in the formal process of recording financial or contractual obligations. Where the Tennessee CC 3 form certifies payments to Disadvantaged Business Enterprises (DBEs) in the context of government contracts, the UCC Financing Statement is used more broadly to secure and publicize interests in personal property transactions as collateral. Each document serves to officially document critical financial transactions, providing a record that can protect the rights and interests of the entities involved.

The Disadvantaged Business Enterprise (DBE) Utilization Report is another document with similar objectives to the Tennessee CC 3 form. This report tracks and verifies the use of DBE firms in government-funded projects, ensuring that commitments to diversity and inclusivity are met. Like the CC 3 form, it requires detailed documentation about the contracts awarded to DBEs, including the amounts paid and the services provided. Both documents are crucial for maintaining accountability and transparency in the engagement of disadvantaged businesses in public projects.

A Notice of Completion is a document filed upon the conclusion of a construction project, similar in its nature of marking a significant point within a contractual relationship as the Tennessee CC 3 form does. While the Notice of Completion signals the end of construction work and the starting point for warranty periods and statutory liens, the CC 3 certifies payment to DBEs, helping to close out their part of the contractual relationship. Each plays a vital role in the administrative closure of projects, though they focus on different aspects of that process.

The Contractor's Affidavit of Payment of Debts and Claims is another document that reflects a similarity to the Tennessee CC 3 form. It is an affidavit where the contractor asserts that all subcontractors and suppliers have been paid, mitigating the risk of liens against the property owner. Like the CC 3 form, it is a certification of payment made, but its scope includes all debts related to the project, not just payments to DBEs. Both documents ensure ethical practices and financial accountability in the construction and contracting industries.

Finally, the HUD Section 3 Summary Report shares common goals with the Tennessee CC 3 form by promoting economic opportunities for disadvantaged individuals and businesses. While the Section 3 report specifically concerns the hiring and contracting practices of businesses working on HUD-funded projects to ensure low-income individuals and businesses benefit, the CC 3 form focuses on certifying payments to DBEs for transportation-related projects. Each document is an essential tool for fostering inclusion and fairness in government contracting and ensuring compliance with specific regulatory requirements.

When completing the Tennessee CC-3 form, which is essential for certifying payments to Disadvantaged Business Enterprises (DBEs) for work on specific projects, there are several important practices to follow for accuracy and compliance. Here are the do's and don'ts:

Do's:

1. Ensure that all information written on the form is accurate and matches the contract documents, including the name of the DBE, the contract number, and the county where the work was performed.
2. Verify that the payments reported are for work actually completed as of the date on the form. This helps maintain the integrity of the certification.
3. Provide the accurate total amount paid to date and the estimated final payment to the DBE, reflecting all work completed under the contract.
4. Have the form signed by an authorized representative of the contractor. This signature is a legal attestation to the correctness of the information provided.
5. Ensure the form is filled out completely, without leaving any required fields blank.
6. Maintain a copy of the completed CC-3 form for your records. This could be critical for audits or reviews by the Tennessee Department of Transportation.
7. Submit the form to the appropriate department or agency as required, within the deadline specified for compliance.

Don'ts:

1. Do not guess or estimate amounts when completing the form; always use verified and accurate financial records.
2. Do not leave any sections incomplete. If a section does not apply, indicate this with “N/A” to show that the question was not overlooked.
3. Do not forge signatures or misrepresent your authority to sign the form. This could result in legal penalties.
4. Do not submit the form late. Timely submission is critical for compliance with Tennessee Department of Transportation requirements.
5. Do not omit the date of signature. This is crucial for establishing when the certification was made.
6. Do not neglect to check and recheck the form for errors or omissions before submitting. Accuracy is crucial.
7. Do not forget to update the department or agency if any changes occur with the DBE’s payment status after submission of the form.

Adhering to these guidelines will help ensure that the certification process is smooth and that your submissions are in full compliance with Tennessee Department of Transportation regulations regarding DBE payments.

Misunderstandings about the Tennessee CC-3 form can lead to confusion about its purpose and requirements. Clearing up these misconceptions is crucial for contractors and Disadvantaged Business Enterprises (DBEs) working with the Tennessee Department of Transportation's Small Business Development Program. Below are seven common misconceptions and explanations to dispel them.

• It's just a formality. Some believe the CC-3 form is merely procedural without substantial importance. In truth, it plays a crucial role in ensuring that DBEs are fairly compensated, promoting transparency and accountability in contracting.
• Any project member can fill it out. Only specific individuals, such as the owner or an authorized representative of the contractor or DBE, are permitted to complete and certify the CC-3 form. This ensures that the information is accurate and legally binding.
• Details aren't strictly checked. Every piece of information on the form is subject to verification. The Tennessee Department of Transportation thoroughly reviews these certifications to confirm that payments to DBEs align with contract terms.
• It's only about the final payment. While the form includes information about final payments, it also encompasses payments made to date and estimates for future payments. This comprehensive overview helps track financial transactions throughout the project's lifecycle.
• You can submit it at any time. Timeliness is critical. The form must be submitted in accordance with specific project timelines or regulatory deadlines. Late submissions can lead to penalties or jeopardize compliance with the Small Business Development Program's requirements.
• It doesn't affect project approval. Submission of a completed CC-3 form is often a prerequisite for final project acceptance. Inadequate or incorrect completion can delay or even nullify project approval by the Tennessee Department of Transportation.
• Electronic signatures aren't acceptable. Given advancements in digital processes, electronic signatures are generally accepted for the CC-3 form, provided they meet the state's legal standards. This modernization facilitates easier and faster submission while maintaining the document's integrity.

Grasping the CC-3 form's significance and the ramifications of its accurate completion is pivotal for all parties involved in transportation projects in Tennessee. Proper understanding and adherence to its requirements ensure fair practices and bolster the goals of the Disadvantaged Business Enterprise program.

Understanding the Tennessee CC-3 form is crucial for those involved in contracts with the Tennessee Department of Transportation, especially when it involves Disadvantaged Business Enterprises (DBEs). Here are key takeaways:

• The Tennessee CC-3 form is essential for certifying payments to Disadvantaged Business Enterprises involved in projects with the Tennessee Department of Transportation.
• It serves as a confirmation that the DBE has been paid in full for the actual work performed on the specified contract.
• The form requires details such as the name of the owner or authorized representative and the name of the DBE.
• Information about the contract, including the contract number and county, where the work was performed, must be accurately filled out.
• The form includes sections for the original DBE firm name, the subcontract amount, the date paid, estimated final payment, and the total amount.
• Signatures are crucial; both the representative of the contracting company and the DBE must sign the form, certifying the accuracy of the information and the payment details.
• The form also requires the title and date next to each signature, ensuring that the document is properly authorized.
• Completing and submitting this form is a requirement for projects to be accepted as final by the Tennessee Department of Transportation.
• It is a legal document and should be filled out with the utmost accuracy and honesty, as it serves as evidence of compliance with the contractual obligations towards Disadvantaged Business Enterprises.

Properly completing the Tennessee CC-3 form is not only a compliance requirement but also promotes transparency and fairness in the contracting process, supporting DBEs in their growth and participation in public projects..