⚡ JWTC Lien Release & Payment Workflow

Baltimore Snow Emergency — DPW Contract | v2.0 — March 1, 2026

JWTC Action
Sub Action
DocuSign
Payment Gate
Admin/Tracking
Retainage

💰 10% RETAINAGE — Core Principle (MSA §4.G)

  • Every progress payment is at 90% of gross billable. JWTC holds 10% retainage.
  • Waiver amounts ALWAYS reflect actual net payment (90%), never the gross amount.
  • Retainage accumulates across all payment batches (PR1, PR2, PR3…).
  • Final payment batch releases ALL accumulated retainage.
  • Final waivers cover total contract value including retainage.
  • Pending: Whether Indy holds 10% from sub-subs is TBD — email sent to Shelly 3/1/2026.

📊 Excel Tracker — Column Layout (v5 — 22 Columns: A-V)

IDENTITY (A–F)
A: 1st Tier Sub B: 2nd Tier Sub C: 3rd Tier Sub D: 4th Tier Sub E: Operator Name F: Phone
WORK (G–J)
G: Date H: Equipment I: Equip Count J: Total Hours
MONEY (K–O)
K: Indy Rate L: Indy Payable M: Retainage (10%) ← NEW — auto-calculates =L×0.10 N: Sub Rate O: Sub Payable
WAIVER & PAYMENT STATUS (P–V)
P: Payment Batch Q: Ready to Send R: Conditional Waiver S: Unconditional Waiver T: Payment Status U: Payment Date V: Check/ACH Ref
Phase 0 — Onboarding (One-Time Setup)
0A Sub-Subcontractor Registry JWTC + Indy
  • Indy A-Team declares ALL sub-subcontractors in the system
  • For each sub-sub: legal entity name, owner/officer name, address, email, phone
  • Upload: contract between Indy & sub-sub, insurance certificate
  • W-9s, 1099s, and tax docs are Indy's responsibility — not JWTC's
  • Indy certifies: "This is the complete list"
  • 11 sub-sub companies identified: All About Family, Debris Pro, Local Buckets LLC, Midwest Industrial Contractors, Prime Coat Concrete Designs LLC (DBA Harper Commercial Group), Slave Driver LLC, Stihlwater Land Mgmt, TDR Disaster Recovery, The Clawguy, Total Disaster Services, Western Excavation LLC
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0B JWTC Validates & Approves Sub-Subs JWTC Admin
  • Cross-reference sub-sub names against app source sheet (526 operators mapped to 11 companies)
  • Normalize spelling variations → map to legal entity names
  • Verify insurance coverage is current
  • Flag any entities in billing NOT on the registry → demand explanation from Indy
  • Approve or reject each sub-sub per MSA §17.H
  • OneDrive folders created: 11 sub-sub folders in Contract Documents + 11 in Insurance Certs
✅ Registry complete. Every entity that touches this project is known, documented, and approved. No phantom subs.
Phase 1 — Data Entry & Batch Preparation
1 Work Records Entered in Excel Charlene / Lindsey
  • Enter work records in IDENTITY (A-F) and WORK (G-J) columns
  • Operator, equipment type, equipment count, hours per day
  • Indy Rate (K) × Hours (J) = Indy Payable (L) — gross billable per row
  • Retainage (M) auto-calculates: L × 10% — this is the held amount
  • Sub Rate (N) and Sub Payable (O) — filled when sub rates known
  • Assign rows to a Payment Batch (P): PR1, PR2, PR3, INV-001, etc.
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$ Retainage Calculation (Automatic) System
  • Per row: Gross (L) → Retainage (M) = L × 10% → Net payment = L - M = 90%
  • Per batch: Sum all rows → total gross, total retainage held, total net payable
  • Per sub-sub: Group by entity → their share of net payment
  • Running total: Accumulated retainage across all batches shown in app
  • Waiver amounts = NET payment (90%), never gross
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🔐 DOUBLE GATE — Before Waivers Fire
  • ☐ Gate 1 (Excel): Charlene/Lindsey set "Ready to Send" (Q) = Yes for each row in the batch
  • ☐ Gate 2 (App): Brian reviews batch in app — sees amounts, retainage, net per sub-sub — clicks "Send Conditional Waivers"

BOTH gates required before DocuSign fires. No exceptions.
Phase 2 — Conditional Waiver Collection (Before Payment)
2 App Syncs Excel → Generates Conditional Waivers System + Brian
  • App reads batch from Excel (OneDrive sync)
  • Groups rows by batch + sub-sub company
  • Calculates per sub-sub: gross amount, retainage held, net payment amount (90%)
  • Auto-fills conditional waiver templates (MD §9-113 compliant)
  • Waiver amount = net payment — the actual money changing hands
  • No city rates or city billable amounts visible anywhere — sub-facing only
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3 Conditional Waivers Sent via DocuSign — Direct to Each Sub-Sub DocuSign
  • Each sub-sub receives their conditional waiver at their registered email
  • NOT routed through Indy — goes directly to the sub-sub
  • Sub-sub sees: project, period, net payment amount (after retainage)
  • Sub-sub confirms amount or disputes
  • Digital signature: verified email, IP address, timestamp
  • Signed PDF auto-tracked in the system → col R updates
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4 Indy Signs Consolidated Conditional Waiver Indy A-Team (Shelly)
  • After all sub-sub conditionals are signed → Indy's conditional fires
  • Indy's waiver covers FULL Indy net payment (JWTC → Indy at 90%)
  • Includes certification that all sub-subs are disclosed and covered
  • DocuSign sent to Shelly Hughes-Grund (shelly@indyateam.com)
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5 JWTC Tracks Waiver Status JWTC Admin
  • Dashboard: ✅ Signed / ⚠️ Pending / ❌ Refused per sub-sub
  • Auto-reminders at 3, 7, 14 days if unsigned
  • If sub-sub disputes amount → flagged for JWTC review
  • If sub-sub refuses → their portion held, escalation triggered
🚫 PAYMENT GATE — CONDITIONAL WAIVERS
  • ☐ ALL registered sub-sub conditional waivers signed
  • ☐ Indy A-Team conditional waiver signed
  • ☐ No disputed amounts outstanding
  • ☐ If Payment 2+: ALL unconditional waivers from prior payment received

ALL conditions met = PAYMENT UNLOCKED
ANY missing = PAYMENT BLOCKED
Phase 3 — Payment Release (at 90%)
6 JWTC Releases Payment to Indy JWTC Admin
  • All conditional waivers confirmed ✅
  • Payment = Indy Payable minus 10% Retainage (net amount from Excel)
  • ACH/check issued to Indy A-Team
  • Excel updated: Payment Status (T) = Paid, Payment Date (U), Check/ACH Ref (V)
  • Status: 🟡 PAYMENT SENT — AWAITING CLEARANCE
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7 Indy Pays Sub-Subs Directly Indy A-Team
  • Indy pays all sub-subs directly (no cascading through tiers)
  • TBD: Whether Indy holds 10% retainage from sub-subs (awaiting Shelly's response)
  • If yes → sub-sub payment = Sub Payable × 90%
  • If no → sub-sub payment = Sub Payable × 100%
Phase 4 — Unconditional Waiver Collection (After Payment)
8 Unconditional Waivers Sent via DocuSign DocuSign
  • Brian clicks "Send Unconditional Waivers" for paid batch
  • Unconditional waivers include: actual payment amount + check/ACH ref
  • Sent directly to each sub-sub + Indy
  • "Payment of $XX,XXX has been received. Sign to confirm waiver of lien rights."
  • Each sub-sub confirms they were paid by Indy
  • Signed → col S updates to "Signed"
⚠️ If a sub-sub WON'T sign the unconditional: It means Indy may not have passed the money down. Triggers investigation. Next payment to Indy is blocked. Joint check option activated (MSA §14).
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9 Track Unconditional Waivers JWTC Admin
  • Digital (DocuSign): auto-tracked in system
  • Status: per sub-sub per batch
  • Both conditional + unconditional complete → progress payment cycle complete ✅
🚫 NEXT PAYMENT GATE — UNCONDITIONAL WAIVERS
  • ☐ Indy A-Team unconditional waiver signed
  • ☐ ALL sub-sub unconditional waivers signed
  • ☐ No fund diversion flags

ALL met = Next payment cycle can begin (back to Phase 1)
ANY missing = Next payment BLOCKED
Phase 5 — Final Retainage Release
$ Retainage Accumulation Summary System
  • System tracks total retainage held across all batches
  • Example: PR1 held $18K + PR2 held $22K + PR3 held $15K = $55K total retainage
  • This amount is released ONLY after all work is complete
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10 Final Payment — Release All Retainage JWTC Admin
  • All work complete, all prior unconditionals signed
  • Final batch = sum of all accumulated retainage
  • Final conditional waivers sent → signed → final payment issued
  • Final unconditional waivers cover total contract value (all progress + retainage)
  • Full lien protection achieved ✅
Phase 6 — Payment Closeout
11 Full Payment Closeout JWTC Admin
  • All digital waivers (conditional + unconditional) for ALL batches received ✅
  • All retainage released and final waivers signed ✅
  • Amounts verified against master billing ✅
  • Status: 🟢 CONTRACT CLOSED — FULL LIEN PROTECTION
Retroactive Mode (PR1/PR2 Already Paid)
R1 Handle Already-Paid Batches Brian
  • PR1 and PR2 were paid without unconditional waivers from sub-subs
  • Skip conditionals — payment already happened
  • Generate unconditional waivers pre-filled with actual payment details
  • Amount on waiver = what was actually paid (confirm with Charlene whether retainage was applied)
  • Send via DocuSign → sub-subs sign → legal exposure closed
  • Dashboard clears retroactive alert per batch
Escalation Procedures

When Things Go Wrong

Scenario Action MSA Authority
Sub-sub disputes amount on waiver Investigate. Compare master billing vs sub-sub's records. Resolve or adjust. §11.G (Audit rights)
Sub-sub refuses to sign conditional Payment blocked for that sub-sub's portion. Indy resolves or that portion held. §4.A (No pay without waivers)
Sub-sub refuses to sign unconditional Next payment blocked. Investigate fund diversion. Joint check option. §4.B.2, §14 (Joint check)
Indy won't disclose sub-subs All payments blocked. Formal breach notice. §17.H, §11.G
Unknown entity appears in billing Payment held for those rows. Indy must register or explain. §17.H (No unapproved subs)
Forged/fake signature suspected DocuSign audit trail (IP, email, timestamp). Direct confirmation to sub-sub. §22 (Indemnification)
Indy diverts funds (doesn't pay sub-subs) Terminate Indy. Joint check to sub-subs. Report to authorities if fraud. §4.B, §14, §21 (Termination)
"Ready to Send" changes after DocuSign sent App flags with option to void the DocuSign envelope —
Documents Per Payment Cycle

What Gets Generated & Collected

Document Who Signs When Amount
Conditional Waiver — Each Sub-Sub Sub-sub owner/officer Before payment Sub-sub's net share (after retainage TBD)
Conditional Waiver — 1st Tier (Indy) Shelly Hughes-Grund After all sub-subs sign Total Indy net payment (gross - 10% retainage)
Unconditional Waiver — Each Sub-Sub Sub-sub owner/officer After payment clears Actual amount received from Indy
Unconditional Waiver — 1st Tier (Indy) Shelly Hughes-Grund After payment clears Actual amount received from JWTC
Sub-Sub Registry Certification Shelly Hughes-Grund Each payment cycle "List is complete and current"
Final Retainage Waivers (all parties) All entities After final payment Total contract value incl. retainage

Key Contacts

NameRoleEmail
Brian BenoitJWTC — App OwnerBrian@jwtc.net
Shelly Hughes-GrundIndy A-Teamshelly@indyateam.com
Patrick HaygoodJWTC — Project Managerpatrick.haygood@jwtc.net
Charlene Zak-KnepperJWTC — VP Corp OpsCharlene@jwtc.net
Lindsey BaumgardnerJWTC — Sr DR ComplianceLindsey@jwtc.net
Glen MillerJWTC — ControllerGlen.Miller@jwtc.net
Julia ColonnettaJWTC — Sr Accounting MgrJulia@jwtc.net
Michelle BellCL Recovery — Upload only, NO waiver accessm.bell@clrecovery.com
🔑 Key Principles:
• 10% retainage on every progress payment — waivers reflect net (90%), not gross
• Double gate: Excel "Ready to Send" + Brian's app approval before DocuSign fires
• JWTC controls the waiver process — not the sub
• Indy A-Team owns all sub relationships (W-9s, 1099s, tax docs)
• JWTC expedites waiver collection on Indy's behalf via DocuSign
• Amounts come from the Waivers App Source Sheet (sub rates only — no city rates exposed)
• Waivers go direct to sub-subs via DocuSign — not through Indy
• Every dollar is tracked, every signature is verified, every payment is gated
• No money moves without paper
• Two-way Excel sync: Excel triggers batch creation → app writes back status
• Maryland §9-113 compliant — explicit conditional and unconditional documents
JWTC Lien Release & Payment Workflow v2.0 | Generated by Jax | March 1, 2026
Data Source: Temp_MERGED_BILLING_MASTER_MT_NEIMAN_Waivers app source.xlsx (22 cols, A-V, 5,952 rows)