LPA CONSTRUCTION ADMINISTRATIONCONSTRUCTION PROJECT ENGINEER

TECHNICAL SESSION

PATRICK PIJOR & CASSANDRA VAN HORNAPRIL 20, 2011

AGENDA

I. DocumentationII. Contract ConsiderationsIII. Materials AcceptanceIV. Maintenance of TrafficV. SchedulesVI. Change OrdersVII. Acceptance of WorkVIII. Errors & Omissions

DOCUMENTATION

DOCUMENTATION

• Project Administration Files • Reference/Pay Item Files

– Inspection Field Documentation Forms• Diaries

PROJECT ADMINISTRATION FILES• Contract

– Addenda, proposal and special provisions, plans, supplemental specifications, standard drawings, standard specifications

• Contractor– Prime– Sub

• C-92 form needed for all subcontractors– Street sweepers, cranes, pumps commonly forgotten

• DBE firms– Need to be prequalified, LPA to monitor the goal

PROJECT ADMINISTRATION FILES

• Schedules• Correspondence• Change Orders• Invoices• Property Owner

Agreements• Complaint Log• Finalization

• Plan Revisions• Right-of-Way• Railroad• Utilities • Other• Materials• Daily Diaries

PROPERTY OWNER AGREEMENTS

• Contractor has the responsibility to obtain the signed property owner agreements and provide a copy to you.– Initial agreement– Signed off “released” agreement

• Received prior to Last Day of Work

REFERENCE/PAY FILES• Individual folder for each pay item of work• Field Documentation Inspection Forms

– Seven identifiers• Project Number, Item Number, Plan Reference Number,

Work Description, Location, Date, Signature

– Plan quantity, field measurements, calculations, pay quantity

• Summarized final quantity• Funding splits• Non-performed items require documentation

INSPECTION FORMS• http://

www.dot.state.oh.us/Divisions/ConstructionMgt/Admin/Pages/InspectionForms.aspx

(FT)

(IN)

(FT)

(FT)

RPRS

APR

* Input station in feet. I.E., STA 200+00 = 20,000 feet

Remarks

Date P.E./P.S. Signature Date

Material Conversion Factor (Ton/CY)

Amount of Material Used (Tons by ticket)

Inspector's Signature

% Spreading Rate Tolerance

(Ton/STA)

(Ton/STA)

Width of Section

Mat Thickness

Length of Section

Test 1 Test 2

to STA*

Test 3

Location of Test STA*

Test 4

APR = ( Material used (tons) / [ Test section length (feet) / (100/STA)] = Ton/STA

% Spreading Rate Tolerance recorded in % (and to be maintained at ±5%)

% = [ 1 - (RPRS / APR ) ] x 100

Test 5

Required placement rate per station (RPRS), recorded in tons per station (Ton/STA)

RPRS = [ (100 ft/STA) x Lane Width x Mat Thickness ) / 27 ] x Material Conversion Factor = Ton/STA

Actual placement rate per station recorded in tons per station (Ton/STA)

Surface Condition

Air Temperature Surface Temperature

Plan Pg

Weather

Location "Bubble" #

Description

Contractor Item #

Project # County, Route, Section

Ref #

CA-FP-4 State of Ohio Department of Transportation D-10, 01-07REV.2009.J AN.01

ASPHALT CONCRETE INSPECTION FORMDate

FIELD MEASUREMENTS

• Ensure they concur with the plan• 2010 Construction & Materials Specification

– 109.01 Measurement of Quantities. The Department will measure the quantities of Work and calculate payments based on the method of measurement and basis of payment provisions provided in these Specifications. When the following units of measure are specified, the Department will measure quantities as described below unless otherwise specified in the Contract Documents. The accuracy of individual pay item estimate payments will be one decimal more accurate than the unit of measure denoted for the pay item. (emphasis added)

DIARIES• Day/Date/Weather• Contractor – Sub Contractor

– Employees, hours, equipment– Work performed

• Inspection - Testing– Hours worked, vehicle information

• Pay items• Maintenance of Traffic• Items of interest

– Utilities, railroad flagging, delays, visitors, direction given to the contractor, accidents, etc…..

CONTRACT CONSIDERATIONS

CONTRACT CONSIDERATIONS

• SS832 Temporary Sediment and Erosion Control

• CMS 105.16 Waste & Borrow• Supplemental Specification 1055 • Supplemental Specification 1069• Standard Drawings

SS832 Temporary Sediment and Erosion Control

Erosion Control Best Management Practices (BMPs) and reporting

• Review Soil & Water Pollution Prevention Plan SWPPP for compliance and acceptance

• Recommend put SS832 in plans since includes established unit prices

• Keep a file for regular erosion control checks– Weekly checks and rain events >1/2”

• Non-compliance– Correct or mitigate within 48 hours– Suspension of work per 832.04

WASTE & BORROW• 2010 Specification CMS 105.16 Borrow and Waste Areas. Prior to

beginning borrow or wasting operations, obtain the Engineer’s written approval of a detailed operation plan that addresses the following concerns:A. Control of drainage water.B. Cleanup, shaping, and restoration of disturbed areas.C. Disposal of regulated materials.D. Avoidance of regulated areas.E. Excavation and filling of waste and borrow areas.F. Saving of topsoil.G. Temporary Sediment and Erosion Control BMPs required for

compliance under the Clean Water Act, Ohio Water Pollution Control Act, (OWPCA) (ORC Chapter 6111) and the NPDES permit.

Perform all engineering necessary to ensure long term stability of all side slopes and foundations of all borrow and waste areas. Furnish a certification by a Registered Engineer attesting to the stability of all borrow and waste areas . . .

WASTE & BORROW• Please note waste and borrow areas are to

be reviewed by a pre-qualified environmental consultant.

• It is the Contractor’s responsibility to obtain the agreements and ensure all environmental documentation is in order.

SUPPLEMENTAL SPECIFICATIONS

• http://www.dot.state.oh.us/Divisions/ConstructionMgt/OnlineDocs/Pages/ProposalNotesSupplementalSpecificationsandSupplements.aspx

SUPPLEMENTAL SPECIFICATION 1055• Paving 448 asphalt

SUPPLEMENTAL SPECIFICATION 1069• No double handling of aggregate materials

SUPPLEMENTAL SPECIFICATION 800• Includes revision to the C&MS manual

STANDARD DRAWINGS• http://

www.dot.state.oh.us/Divisions/ProdMgt/Roadway/roadwaystandards/Pages/StandardConstructionDrawing.aspx

MATERIALS ACCEPTANCE

MATERIALS ACCEPTANCE

• Any and all materials incorporated into the Work need documentation.– Use C&MS Section 700 for documentation

guidance – Temporary materials are to be documented in this

manner as well.

MATERIALS ACCEPTANCE

• Systematic approach to managing materials– ODOT’s Office of Materials Management (OMM)

Project Bill of Materials (PBOM) Appendix J– OMM inspection of precast/pre-stressed concrete

beams– OMM inspection of structural steel

• Appendix J, prior to bid

– ODOT District asphalt plant monitoring

MATERIALS ACCEPTANCE

• Non-conformance Policy for Materials– Specification 106.07– Proposal Note 8

• PN 008 - 01/15/2010 - SPECIFICATION AND SUPPLEMENTAL SPECIFICATIONS, POLICIES AND SPECIAL PROVISIONS INCORPORATED BY REFERENCE AS IF REWRITTEN HEREIN

• Policy 27-009 (P) Acceptance of Non-specification Material on Construction Projects

• Standard Procedures:510-009 (SP) Acceptance of Nonspecification Material on Construction Projects

MATERIALS ACCEPTANCE

• Make sure the Contractor provides a list of materials to you at the preconstruction meeting per C&MS 108.02

• Make sure the Contractor also provides a list of materials to be used by all of the subcontractors, too.

MAINTENANCE OF TRAFFIC

MAINTENANCE OF TRAFFIC

• Consider using CA-D-8 short term and long term work zone reports to assist in regular review of zones.

• Supplemental Specification 800 – 614.03 new NCHRP-350 compliance standards– Strobe lights and reflective tape on vehicles >

10,000 lbs.

MAINTENANCE OF TRAFFIC

• Property owners must not be denied access, beyond a few minutes.

• A police officer must be used when directing traffic against the direction of a traffic signal.

• Portable, automated flagging devices must have a person staffing them on-site. If only one person is used, that person must be within sight of both devices.

SCHEDULES

SCHEDULES

• Make sure you get a schedule and accept it before any work begins.

• 2010 CMS 108.02.B.1.General. Furnish a bar chart progress schedule to the District Construction Engineer for review at or before the pre-construction conference. The Engineer will review the schedule and within 14 calendar days of receipt, will either accept the schedule or provide the Contractor with comments . . .

SCHEDULES

• A Critical Path Method (CPM) schedule should be considered if:– A complicated, multi-phased project that will

complete at the end of the season is being built– A multi-year project is being built

• Request recovery schedule if behind more than 14 days.

SCHEDULESCAUTION!!

• Beware of early completion schedules.• You must contact the Construction Monitor, if

you are presented with a schedule showing a completion date earlier than defined.

• Advise you to reject the early completion date schedule. Acknowledge in writing that they will complete the project early, but the completion date will not be changed.

CHANGE ORDERS

CHANGE ORDERS

• The intent is to build the plan you bid.• Change Orders can be written for the

following reasons:– To finish the intent of the plan, when necessary– Changes in site conditions– To include work that was missed or overlooked

and is required to finish the intent of the plan– To address plan errors

CHANGE ORDERS

• Examples:– MOT changes– Time extensions (You must contact the Monitor.)– Permissive change orders for alternate materials

and work sequence• Request the Construction Monitor’s

concurrence for all change orders.

CHANGE ORDERS• CMS 109.05.B Negotiated Prices

– Original Contract prices adjusted for increases or decreases in material costs, labor costs, or equipment costs.

– State-wide average unit prices.– Average price awarded on three different projects of

similar work and quantity.– Prices computed by Office of Estimating.– Cost analysis of labor, material, equipment, and

allowed mark-ups.– Cost analysis of compensable delays.

• CMS 105.09.C Force Account

ACCEPTANCE OF WORK

CMS 105.03 CONFORMITY WITH CONTRACT DOCUMENTS

Perform all Work and furnish all Materials in reasonably close conformity with the lines, grades, cross-sections, dimensions, and material requirements as shown on the Plans and as specified.

If the DCE determines the Work is not in reasonably close conformity with the Contract Documents and determines the Contractor produced reasonably acceptable Work, the DCE may accept the Work based on engineering judgment. The DCE will document the basis of acceptance in a Change Order that provides for an appropriate adjustment to the Contract Price of the accepted Work or Materials.

If the DCE determines the Work is not in reasonably close conformity with the Contract Documents and determines the Work is inferior or unsatisfactory, remove, replace, or otherwise correct the Work at no expense to the Department.

CMS 105.10 INSPECTION OF WORKParagraphs #3 & #4:

The Department shall have the discretion to dictate the level of inspection for any item of work. The Contractor bears sole responsibility for the quality of work and compliance with the contract regardless of the Department’s level of inspection.

The Department’s failure to identify defective Work or material shall not, in any way, prevent later rejection when defective Work or material is discovered, or obligate the Department to grant acceptance under 109.11 or 109.12.

CMS 105.11 REMOVAL OF DEFECTIVE AND UNAUTHORIZED WORK

Work that does not conform to the requirements of the Contract is defective.

Unless the Department formally accepts defective Work according to 105.03, immediately remove and replace defective Work.

Unauthorized Work is Work done contrary to the instructions of the Engineer, beyond the plan lines, or any extra work done without the Department’s permission. The Department will not pay for unauthorized Work. The Engineer may order the Contractor to remove or replace unauthorized Work at no expense to the Department. . .

CMS 109.11 PARTIAL ACCEPTANCE

Upon completion of a portion of the Work, the Contractor may request acceptance of a completed portion of the Work. . .

Partial acceptance will relieve the Contractor of maintenance responsibility for the designated portion of the Work. This does not relieve the Contractor of responsibility to correct defective Work or repair damage caused by the Contractor or waive any other remedy to which the Department is entitled at law or in equity.

CMS 109.12 FINAL ACCEPTANCE

A. Final InspectionThe Department will perform a Final Inspection

for the sole purpose of relieving the Contractor of maintenance responsibility for the Work.

The Final Inspection shall be a limited visual review of the Work and shall only serve as the Department’s verification that the Work appears substantially complete. Final Inspection does not waive any available rights or remedies of the Department, nor divest the Contractor of any responsibility for compliance with the contract or liability for damages. . . ****(years later)

CMS 109.12 FINAL ACCEPTANCEE. Completion of Contract and Continuation of Contractor’s

Responsibility.The Contract is complete, except for items covered by

the required bonds, when the Contractor receives final payment. The DCE will issue a letter confirming completion of the contract, noting any exception as provided in Items 659 and 661 and any warranty. The date the final payment is approved by the District constitutes acceptance for the purpose of ORC 5525.16. Neither Completion of the Contract nor substantial completion relieves the Contractor of any responsibilities to properly perform or correct the Work or to repair damage or waives any remedies to which the Department is entitled at law or in equity.

CMS 109.12 FINAL ACCEPTANCE

• In summary, when the contractor signs the contract, he is obligated to provide a product meeting the plans and specifications whether or not the owner representative is present or not.

ERRORS & OMISSIONS

Taxpayers should not pay for economic waste due to plan errors.

• Documentation• Reporting

QUESTIONS?