FINAL ESTIMATES ISSUES 2011 technician's ACADEMY FINAL ESTIMATES ISSUES

Final Estimates Issues 1. Changes, and what’s new 2. Hands on Problems 3. General Discussion

Streamline Contracts Florida Department of Transportation Starting July, 2010 letting Update Good Morning! I would like to welcome everyone. Today we are going to take a look at this new process that began in July 2010 Letting, called Streamline Contracts.

Streamline Contracts Goal of Streamline Contracts Specifications Final Estimates Process Final Acceptance DFEO Responsibilities - Closeout Manual Write Ups We are going to look at these topics.

Streamline Contracts Goal of Streamline Contracts Simplify Administration by selecting minor projects (All jobs under $2,000,000 with less than 2,000 tons asphalt) No change to plans No reduction in Inspection The Goal is to simplify administration by selecting minor projects. For a project to qualify for a Streamline Contract, it must be under 2 million dollars and less than 2000 Tons of Asphalt. A report about 3 years ago showed that between 50% and 60% of jobs let, were under 2 million dollars. There will be no change to the Plans, for this type of Contract. Also, there will be no reduction in inspection requirements.

Streamline Contracts Specifications Projects will be let as either LS or PQ How do you know you have a Stream Line Contract? SCOPE OF WORK - INTENT AND SCOPE SP0040100SLLS SP0040100SLPQ All projects let under the Streamline process will either be Lump Sum or Plan Quantity. Let’s take a look at what changed in the Specifications, beginning with the Scope. This is where you can tell if a project is a Streamline Contract or not!

Streamline Contracts Specifications …continued MEASUREMENT AND PAYMENT SP0090103SLLS SP0090103SLPQ Now for Section 9 of the Specifications; Measurements and Payments

Streamline Contracts` Specifications ….continued Pay adjustments; VERY LIMITED Lump Sum – overbuild and foundations 1. Prices provided in Contract - Tables 9-2 and 9-3 2. Adjustments could be < or > the Contract amount; up to 105% of the original Contract amount. Examples provided in the Prep & Doc Manual On Streamline LS Contracts, the only two items that are subject to receive an adjustment are OVERBUILD and FOUNDATIONS. The prices are provided in Your Contract under - Tables 9-2 and 9-3 For Overbuild, the Adjustments could be Less than or Greater than the Contract amount; and payment can go up to 105% of the original Contract amount. WHAT DOES THIS TELL US? THE DESIGNER MUST PROVIDE THE ORIGINAL QUANTITY IN THE PLANS Note 1: Examples are provided in the Prep & Doc Manual and we will look at this letter in the presentation shortly. Note 2: This adjustment has been changed and simplified to follow the Streamline Concept. Note 3: This is the only option the Contractor has on these types of projects, based on the contract.

Streamline Contracts` Specifications ….continued Pay adjustments; VERY LIMITED Lump Sum – overbuild and foundations Continued…. 3. Failed Material: Remove/replace or leave in at no pay (FDOT discretion) For failures other than items listed in Section 9-2 on Lump Sum Projects; use the unit price as determined by using the six month State Wide Pay Item Averages. The dates will be the six months prior to the Letting Date. Construction Memo to be added to contracts starting 7/2010 This will eliminate the need, in most cases, to process a SA/WO Copy DCE Memo “The dates will be the six months prior to the Letting Date.” The Estimates Office now provides the current six months along with the previous six months period. This will make it much easier when these dates are needed to be utilized on your project. This should be done by a drop down menu.

Streamline Contracts Specifications …..continued Pay adjustments; VERY LIMITED….continued Plan Quantity – Each item on this contract will be Plan Quantity No Fuel and Bit, no CPF, no Spread Rate/ Thickness Adjustments on PQ or LS projects. “Each item on this contract will be Plan Quantity”: This means each item is required, by Design, to provide the back up documentation to support this Plan Quantity Item. One BIG change that should save a lot of time and resources on these projects, is NOT having any Fuel or Bituminous, no Composite Pay Factor, no Spread Rate, and no Thickness Adjustments. This goes for both LS and PQ.

Streamline Contracts Specifications …. continued Changed Verification Testing Frequency 120 – EXCAVATION AND EMBANKMENT 125 – EXCAVATION FOR STRUCTURES 160 – STABILIZATION 200 – ROCK BASE 346 – PORTLAND CEMENT CONCRETE  Verification testing reduced to ½ of the standard verification testing frequency All the above Specification changes will also be affected by the reduced standard verification testing frequency. We mentioned earlier that there will be NO CHANGE IN INSPECTION But in the VERIFICATION Section, TESTING FREQUENCY HAS BEEN REDUCED BY ½ OF THE STANDARD TESTING FREQUENCY .

Streamline Contracts Final Estimates Process Typically the F.E. process is no different from other processes on regular projects with exception to the following:  1. Plan Quantity Projects Each pay item is Plan Quantity The Contractor will provide monthly & final Invoices Comp Book updated for plan errors or Engineer approved field revisions to the final pay quantity only.  2. Lump Sum Projects No change (1 LS Project, no pay items) Eliminated Tables 9-1 (deficiencies), and 9-4 (Quality). This means; every item in this contract.  even though this is a Line Item Type of Contract, ALL Items are Plan Quantity, and the Contractor will provide monthly invoices to show the percent of completion on each item through these invoices.  The PA will have the responsibility of updating the Comp Book to show all changes (if any) made to any or all pay items on the Plan Quantity Streamline Contract (2) Table 9-1 was eliminated due to all deficiencies being corrected or left in place at No PAY. All of this is at the Engineer’s discretion. There will be NO MORE “LEFT IN PLACE AT REDUCED PAY” based on the contract. Table 9-4 was eliminated due to NO CPF ADJUSTMENTS and/or NO SMOOTHNESS ADJUSTMENTS being done on these types of Streamline Contracts.

Streamline Contracts Final Estimates Process …… continued What about…… Asphalt Tickets? keep in file with the PA, unless needed to support any quantity changes/disputes Material delivery tickets? Keep in file with the PA, unless needed to support any quantity changes/disputes. Lot submittal packages? will not be needed Asphalt cover sheets? will not be needed Asphalt QC and roadway reports? Keep in file with PA, unless needed to support any quantity changes/disputes Core out reports? Keep in file with the PA. WHAT’S CHANGED AND WHAT GOES WITH THE FINAL ESTIMATES PACKAGE ON THESE STREAMLINE CONTRACTS? LET’S GO OVER THESE CHANNGES; This should help reduce the size of the Final Estimate Package.

Streamline Contracts Final Estimates Process ……continued What about documents to support changes? Lump Sum Projects: for failing material left in place and not referenced in Section 9-2, or in Tables 9-2 and 9-3; such as fencing: use the 6 month Statewide Pay Averages (use the 6 months prior to letting) Field changes: supported by appropriate measurements Plan Quantity Changes: Either party will need to provide justification Plan Quantity will not be revised based solely on a particular method of construction that the Contractor selects. Changes will be handled separately Plan Quantity Changes: “Either party will need to provide justification” Both parties have a role here. If the Department or the Contractor contends that the Plan Quantity for any item is in error + or −, it will be the contending party’s responsibility to provide evidence of such in the form of acceptable and verifiable measurements or calculations. Also, “Plan Quantity will not be revised based solely on a particular method of construction that the Contractor selects.” Example: Say we have a 50 day Contract and we have MOT items; The Designer based Plan Quantity on a number of signs needed each day for that pay item, and half way through this Contract, the Contractor elected to work longer days and also work on Saturdays. This enabled him to finish 10 days earlier than the estimated time for this Contracts. Are we going to adjust Plan Quantity? There is no Plan Errors here, he only elected to change his particular method of operation. In this case, there will be no adjustment to the Plan Quantity Amount. Be sure to cover Section 9-3.2 of the Contract, “Payment based on Plan Quantity” at each Pre-Construction meeting.

Streamline Contracts Final Acceptance Project Administrator will need to do the following: 1. Upon Final Acceptance, send e-mail “Reminder Notice” of Section 9-8 to the Contractor, and copy in the DFEO 2. Also, with Reminder Notice Letter; PA will include Acceptance Letter 3. No Offer of Final Payment to the Contractor on these types of Contracts 4. Submit F. E. Package to DFEO 5. Contractor needs to send Contract Documents and Final Invoice, listed in Section 9-8, directly to the DFEO. 6. Final Invoice approved by Project Administrator THIS IS IN THE MANUAL! (2) A Special Acceptance Letter has been developed for these types of contracts. (3) Remember, on PQ Streamline Contracts, there will be NO OFFER OF FINAL PAYMENT. (5) Remember, if the Contractor submits any Contract Document to the PA after Final Acceptance, you will need to get them to the DFEM’s office ASAP. 6) Remember; the PA will need to review and approve the Final Invoice for Final Payment.

Streamline Contracts DFEO RESPONSIBILITIES Closing the Contract Review Final Estimates Package in accordance with Chapter 14 of the R & AM. Review contract documents – Section 9-8 All documents & Final Invoice complete & approved Pay Final Invoice Close project 1) The DFEO will make Final Payment on All Streamline Contracts. The PA still has the responsibility of reviewing and approving the Final Invoice submitted by the Contractor.

Other Streamline Plan Quantity Concept Issues Plan notes added by design changing specifications: This should not happen. Contingency amounts being added to Plan Quantity Items: Same as above, this should not happen. These issues need to stop, and if they happen, please report them to the appropriate person and bring it to the attention of the responsible party so that these errors do not recur. Also, let the SCO know Estimates Bulletin:

What’s New For July 2011? What’s New For January 2012? Streamline LS Contracts Section 4 changes. Section 9 changes. Streamline PQ Contracts Section 9 changes What’s New For January 2012?

Streamline Contracts Prep & Doc. Manual Chapters Write-up Ch 7 – Final Measurement Ch 11 – Alternative Contracts Review & Admin Manual Chapter Write-up Ch 14- Post review Processing/Contract Closeout

Other Types of Contracts Design Build Lump Sum Alternative Conventional

Types of Contracts Lump Sum http://www.dot.state.fl.us/construction/AltContract/AltContract.shtm Design Build Lump Sum Contracts: They are one LS amount. No pay items. No Comp Book. Final As-Built Plans are to be turned in to FE. Contractor provides invoices to PA. Pay Item Summary and Certification Sheet is filled out and signed. You may have Supplemental Agreements/Work Orders on these types of projects, Composite Pay Factor adjustments, Fuel and Bituminous Adjustments (if applicable), deficient spread rate adjustment applied if all courses stacked exceeds 5%, per Specifications, and straight edge deficiencies. Click on the website to get to the SPs. What type of documentation is needed? See Chapter 11 of the Prep & Doc Manual on the web. Monitor pay out schedule and percent of work complete. Adjustment of quantities requires documentation. Identify testing requirements/frequency for contract certification. Review Special Provisions for failures/penalties. Design Build Contracts: The Design Build CEI Firm will prepare and submit to the Project Manager a Job Guide Schedule (JGS) using the Laboratory Information Management System (LIMS), 15 working days prior to commencement of Construction. Update the Job Guide Schedule in LIMS and submit it to the PM prior to each monthly progress estimate. The Department may not authorize payment of any progress estimate not accompanied by an up-to-date Job Guide Schedule. Maintain the Job Guide Schedule in LIMS throughout the project including the quantity placed since the previous submittal, and any additional materials placed. Do not commence work activities that require testing until the Job Guide Schedule has been reviewed and accepted by the PM. At final acceptance, submit a Final Job Guide Schedule that includes all materials used on the project in the same format as the monthly reports. The PM shall review and approve the pay out schedule (schedule of values) to avoid the “front loading” of payments and confirm that unit prices are reasonable for the work performed. The Contractor will prepare and certify a monthly progress Invoice no later than twelve o’clock noon Monday, after the estimate cut-off or as directed by the PM in accordance with Section 9 in the Special Provision for each project in the contract

Lump Sum Schedule of Values

Lump Sum/Design Build Contracts This is what is needed to be turned in for LS and Design Build Projects. Remember there is no comp book, only the Computation Pay item Summary & certification Sheet. Remember there is only one LS payment. As seen on this screen.

Lump Sum/Design Build Contracts This page will show all the pay adjustments, such as CPF, Fuel & Bituminous Adjustments, etc.

Lump Sum/Design Build Contracts Work Orders or SA are also shown.

Lump Sum/Design Build Contracts This is the Certification Sheet.

Alternative Contracts □ A + B Bidding http://www.dot.state.fl.us/construction/AltContract/AltContract.shtm □ Design Build – Major □ Lane Rentals □ Performance Based Contracting □ Statute 337.025 □ Bid Averaging Method □ Design Build - Minor Alternative Contracts: Go to the website, under Construction, Alternative Contracts and click on : A+B Bidding: Design Build Major; Lane Rentals, Performance Based Contracting, Statutes 337.025, Bid Averaging Method, Design Build Minor. Go to next slide

Alternative Contracts Continued….. □ Liquidated Savings □ SEP - 14 □ Construction Management Risk □ Incentive/Disincentive □ No Excuse Bonus □ SEP - 15 □ Public Private Partnership Show on the website: Liquidated Savings, SEP -14, Construction Management at Risk, Incentive/Disincentive, No Excuse Bonus, SEP -15, Public Private Partnership. Go to the construction website under Guide list and click on Final Estimates Guide list. Scroll down to see alternative Contracts and what type of documentation is needed. Also go to Chapter 11 of the Prep & Doc Manual, under Alternative Contracts

Conventional Contracts □ Conventional Projects have: □ Pay Items □ Comp Books, Final As-Built Plans □ Site Source Records (Field Books, etc.) Conventional Projects: have pay items, comp book(s), Final As-Built Plans, Site Source records, such as Field Books, etc.

Pay Items Pay Items are divided into three Methods of Measurements Final Measure Plan Quantity Lump Sum Pay Items are Final Measure Pay Items, Plan Quantity Pay Items or Lump Sum Pay Items.

Final Measured Pay items Final measured items require field measurement and site source documentation. A final measured Pay Item could be: Length (in Linear Feet) Area (length X Width) in Square feet or Square Yards Volume (Length X Width X Depth) in Cubic feet or Cubic Yards Per each Item Per Day Item, etc. Per Specifications 9-1.3.1; “ The Engineers will use the method or combination of methods of measurements that reflect, with reasonable accuracy, the actual surface of the finished work as the Engineer determines.”

Final Measure Pay Items Comp Book Page/Matrix Estimated Quantities Comp Book Page/Matrix Measurements (Field Books, other site source records) for back up calculations Approved Field Changes/Revisions are Final Measured Where to find a final measured pay item? A Final Measure Pay Item is an estimated designer quantity. The final quantity may differ from original designer estimated quantity. The Final quantities are final measured in the field and documented on a site source record such as, a form, a field book , plan matrix, etc. Where do I go to find a final measured Item? The Basis of Estimates The Standard Specifications Show students how to go on the internet and find a final measure pay item (Go to the BOE first, then look at the Standard Specifications. Go through “Method of Measurement” and “Basis of Payment” Have the students look at the set of plans available in front of them. Find a final measure pay item. Examples of final measured pay items: 110-7 –1 mailboxes: paid as (EA); 425- 1- 351 Inlets, Curb, Type P-5, < 10’ : paid as (EA) Example: Designer shows 5 new mailboxes (Pay item 110 – 7-1) to be provided on this project. However, another home was built in that neighborhood/ business, and an extra mailbox was needed. This could happen, because it may take a year from the process of design, then bidding/letting, and start of construction, and you may have an alteration in the original quantity. Therefore the final quantity will be 6 mailboxes. You will show this in a field book. Or look at Plans page No. 10. “Summary of Mailboxes”. Add 2 mailboxes at station 204+80 for the Final quantity and show project total as 6.

Final Measured Pay Items Site Source Records Forms used by field personnel to final measured quantities and/or field changes Field Books Plan Matrixes Final As Built Plans Forms used by In-house and CCEI Forms/Worksheets used by Contractor Forms are considered Site Source Records. They are FDOT forms used by the Construction Filed personnel to document quantities in the field. Comp Books, Field Books, Plan Matrixes and Final As Built Plans are also considered site source records The Site Source Record forms are: Go to the Internet to show and discuss each form Form 700-050-50 Off Duty Police Officer (not used any longer) Form 700-050-51 Daily Log Sheet-Maintenance of Traffic (Not used any longer) Form 700-050-52 Daily Log Sheet – Stripping (Not used any longer) Form 700-050-53 Final Measurements Form 700-050-54 Daily Report of Truck Measured Material Form 700-050-54 A Truck measured Sketch (Regular Bed) Form 700-050-54 B Truck Measured Sketch (Irregular Shape Bed) Form 700-050-55 Daily Log Sheet Grassing Item (not used any Longer) Form 700-050-56 Daily Log Sheet – Miscellaneous Tabulation Form Form 700-050-57 Lane Rental Form 700-050-58 Daily Record of Extra Work Form 700-050-59 Extra Work Summary Form 700-050-60 Field Book Log Form 700-050-61 Final Measurements “Miscellaneous” Form 700-050-71 Asphalt Concrete Pay Item Reduction Sheet Site Source Records that are the Contractor’s responsibility, are: Form 700-050-62 Contractor’s Certification of Quantities – MOT Signs, etc. all 102 pay items + temporary Striping Form 700-050-62A Same as above – Continuation Sheet Form 700-050-67 MOT-Painted Pavement Markings-Daily Worksheet Form 700-050-68 MOT-Painted Pavement Markings-Contractor’s Certification of Quantities Form 700-050-70 Initial Retroreflectivity Reading Certification (Worksheet) Form 700-050-66 Bituminous Material Certification – Conventional Projects LS/DB Bituminous Worksheet - For Lump Sum and Design Build Projects (On the Construction Website) LS/DB Fuel Worksheet For Lump Sum & Design Build Projects

Final Measurement FORM 700-050-53 Latitude & Departure What does it mean? Form used 700-050-53 Documenting measurements on the form, how critical? Latitude and Departure is a method of measurement utilizing offset points that are referenced to a surveyed baseline or centerline of construction to calculate areas. If the area is on a curve, then the baseline follows the curve.

Final Measurement Latitude & Departure Form 700-050-53 ALL Latitude and Departure measurements are REQUIRED to be recorded on the Department’s “Final Measurements Site Source Record” (form #700-050-53) or in a Bound Field Book. Inspectors are required to put their name on this form before turning it in to the PA. It is critical that one knows how to document their measurements on the latitude & Departure form.

Final Measurement Latitude & Departure This method averages the widths of each station multiplied by the length between stations to calculate the area. Calculations can be performed manually or by the Department’s FDOT Quantities Program (formally known as the Engmenu Final Measurements Program).

Daily Report of Truck Measured Material Form 700-050-54 You will enter the necessary information on the top of the form pertaining to a contract, and the Contractor’s name or subcontractor. See “NOTE” located above the “LOADS” section of the form. NOTE: Click the next consecutive number for every truck as each load is received and note the time of dump under load number (example 3:30 pm). If loads are not used for a truck, keep the remaining load counts (boxes) empty. This form is automated, once a box is checked and a time is entered, it will be shown as the total to the side of that row. When load number 2 is received and dumped, and you check the box and time of entry, a new total will be shown, and so on. The total for that day will also be shown at the bottom of the form.

Truck Measured Sketch Form 700-050-54A (Regular Bed) This is the Truck Measured Sketch (Regular Bed) Form 700-050-54A Automated Form Truck Measured Sketch Form 700-050-54A (Regular Bed)

Truck Measured Sketch Form 700-050-54B (Irregular Bed) Truck measured Sketch (Irregular Bed) Form 700-050-54 B Truck Measured Sketch Form 700-050-54B (Irregular Bed)

EXAMPLE-Truck Measured Sketch (Irregular Bed) EXAMPLE: The truck certification is 27.5 CY. Contractor turns in a certified truck invoice. The Contractor’s truck was an irregular bed. The technician, randomly, chose to measure this truck and came up with a total volume of 25.5 CYs. As you can see, the calculated quantity does not equal the certified quantity. This new measurement will also be verified, just to make sure. The Technician’s new measurement will then be used. The Contractor will have to be informed about this. A recertification will be required for this truck number. Upon entering the required quantity in the form and tabbing out of the area, and since you do not have sideboards, the new total volume is automatically calculated at the bottom of the page using the quantities from section (2) + (3) to come up with 25.5 CY. You must click the “NO” category under section (4) first for the program to do the calculation correctly when using this form.

Classroom Work Problem 1 TRUCK MEASURED WORK PROBLEM 1 Fill out the form provided for you and calculate the total CY for Truck No. 206. The FIN Project ID No. is 12345615201, The Contractor is: Ace Trucking Co. It is a Regular truck bed. The measurements were taken by: S. Blake. The Contractor Turned in a certification for his Truck capacity and it was measured as correct to equal = 23.6 CY. The Contractor added sideboards the next day to his truck bed, the measurements of the sideboards are as follows: L = 20.25 Ft. , W = 7.55 Ft., and H = 9 inches. What is Truck No. 206’s New Truck Capacity? 1. Fill out the form provided for you and calculate the total CY for Truck No. 206 2. The FIN Proj. ID No. is 12345615201, the Contractor is: Ace Trucking Co. 3. Regular truck bed. The measurements were taken by S. Blake. 4. The Contractor Turned in a certification for his Truck capacity and it was measured as correct to equal 23.6 CY. 5. The Contractor added sideboards the next day (Oct. 14, 2011) to his truck bed, the measurements of the sideboards are as follows: L = 20.25 Ft. , W = 7.55 Ft., and H = 9". What is the New Truck Capacity?

Truck Measured Sketch form to be filled out Fill out this form with the information provided to you on the previous slide. Truck Measured Sketch form to be filled out

Truck Measurement Work problem # 2 Truck Measurements Work problem # 2 Fill out the Daily Report of Truck Measured Material, Form 700-050-54 with the following information: Contractor : Ace Trucking Co. FIN Project ID No: 12345615201 Pay Item “ Borrow Excavation 120-2-2 Date October 14th, 2011 All trucks Certifications turned in to the PA. Fill out form 700-050-54 and Calculate The total capacity volume for all trucks, for day 10/14/2011. Truck No. 205; 22.3 CY – 8 loads at times: 8:10 am, 9:15 am, 10.20 am, 11:15 am, 1:15 pm, 2:16 pm, 3:20 pm, 4:10 pm consecutively Truck No. 206; 20.5 CY- 5 loads at times: 7:30 am, 8:25 am, 9:30 am, 10:45 am, 11:30 am consecutively. Truck No. 207; 21.6 CY- 7 loads at times: 7:45 am, 9:05 am, 10:15 am, 11:40 am, 1:20 pm, 2:10 pm, 3:15 pm. Truck No. 210;23.5 CY- 7 loads at times: 8:15 am, 9:20 am, 10:30 am, 11:20 am 1:15 pm, 2:20 pm, 3:25 pm Truck No. 210 was measured by D. Milton. And rechecked by S. Stephens Measurements turned out to be: L =19.25 Ft. W = 7.45 Ft. H = 4.25 Ft. What is Truck 210’s Capacity? What is the total Volume for all trucks and loads (show times) that day? Fill out the Daily Report of Truck Measured Material, Form 700-050-54 with the following information: 1. Contractor : Ace Trucking Co. 2. FIN Proj. ID: 12345615201 3. Pay Item “ Borrow Excavation 120-2-2 4. Date October 14th, 2011 5. All trucks Certifications turned in to the PA. 6. Truck No. 205; 22.3 CY, 8 loads 7. Truck No. 206; 20.5 CY, 5 Loads 8. Truck No. 207; 21.6 CY, 7 Loads 9. Truck No. 210; 23.5 CY, 7 Loads

Truck Measurement Work problem # 2 Truck No. 210 was spot checked by D. Milton. Measurements turned out to be: L =19.25 Ft. W = 7.45 Ft. H = 4.25 Ft. What is Truck 210’s Capacity? What is the total CY for that day?

Work problem, continued… Fill out form 700-050-54 and Calculate The total capacity volume for all trucks, for day 10/14/2011. Truck No. 205; 22.3 CY – 8 loads at times: 8:10 am, 9:15 am, 10.20 am, 11:15 am, 1:15 pm, 2:16 pm, 3:20 pm, 4:10 pm consecutively Truck No. 206; 20.5 CY- 5 loads at times: 7:30 am, 8:25 am, 9:30 am, 10:45 am, 11:30 am consecutively. Truck No. 207; 21.6 CY- 7 loads at times: 7:45 am, 9:05 am, 10:15 am, 11:40 am, 1:20 pm, 2:10 pm, 3:15 pm. Truck No. 210;23.5 CY- 7 loads at times: 8:15 am, 9:20 am, 10:30 am, 11:20 am 1:15 pm, 2:20 pm, 3:25 pm

Daily Log Sheet “Grassing Items” Form # 700-050-55 Final Measurement Daily Log Sheet “Grassing Items” Form # 700-050-55

Daily Log Sheet “Grassing Items” Form # 700-050-55 This form will no longer be used on project beginning with projects let January 2007.

Daily Log Sheet “Grassing Items” Form Grassing Items NOW - Performance Turf Section 570 in the Specifications Section 570-3.2 Seeding Section 570-3.3 Sod Plan Quantity/Designer Quantity Plan Errors/Field Revisions require field measurements Grassing Items have been substituted for Performance Turf This affects Section 570 of the Specifications, including Section 570-3.2 Seeding and Section 570-3.3 Sod. Performance Turf is a Plan Quantity Pay Item. It is therefore a Designer Quantity, and no longer Final Measured. The only time Performance Turf is measured is when you have a plan error or you have field revisions., and final measurements need to be documented in site source records.

Daily Log Sheet “Miscellaneous Tabulation Form” Form # 700-050-56 FINAL MEASUREMENT Daily Log Sheet “Miscellaneous Tabulation Form” Form # 700-050-56

Daily Log Sheet “Misc. Tabulation” Form # 700-050-56 This is the Daily Log Sheet for Miscellaneous Tabulations, such as Rip Rap (Rubble).

Example - Daily Log Sheet “Misc. Tabulation” Form # 700-050-56 This is an example of a technicians handy work in the field. Each Truck ticket was shown (Gross, Tare, and Net weights), the pay item number and the date are also entered. Also shown is the total Rip Rap Rubble for each day and the total for that page, paid to the tenth of a Ton.

Daily Log Sheet “Misc. Tabulation” Rip Rap Truck Tickets Truck Ticket Example for Rip Rap Rubble, Pay Item 530-3-3 Daily Log Sheet “Misc. Tabulation” Rip Rap Truck Tickets How to convert Lbs into Tons? How to convert Lbs into Tons? Rip Rap Truck Ticket Example delivered on the project, showing Gross, Tare and net weights. Also the quantity in Tons of Rip Rap Rubble delivered. The Tare Weight is subtracted from the Gross Weight to equal the Net Weight. Rip Rap Rubble pay item 530-3-3 is paid by the Tons. To get the Tons, you must divide the Net Weight in (Lbs) by 2000 Lbs/Ton to get the Tons for each ticket.

Daily Log Sheet “Misc. Tabulation” Form Work Problem Using the information provided, please fill out the above mentioned form , and calculate the total Rubble used on the project to the tenth of a ton. Using the information provided, please fill out the above mentioned form , and calculate the total Rubble used on the project to the tenth of a ton.

Lane Rental Form # 700-050-57 Final Measurements

Lane Rental Form # 700-050-57 What is Lane Rental ? A lane rental technique is an Alternative Contract like the A + B Bidding (Time-plus-Money). It’s a technique where a contractor will bid on a lane rental project and will determine the number of days that a lane will be closed during work and use this determination in the bid process. The total lane rental bid will be added to the standard bid to decide the award. Contractors using more lane rental days than which they bid will be charged lane rental fees.  The lane rental concept requires a fee that will be established during design and placed in the contract to be assessed for each day or half-day of lane closure(s) in "excess” of the number of total lane rental days originally bid by the Contractor (see your contract for the applicable days). Once the lane rental days exceeds the total number of lane rental days bid, the predetermined lane rental fee will be multiplied by the excessive time and the result will be deducted from the monthly estimate’s payment. The Contractor shall only be charged lane rental days on chargeable workdays. Lane Rental It is designed to shorten the amount of time in which a contractor is actually closing lanes of traffic

DAILY RECORD OF EXTRA WORK EXTRA WORK – FORM NO. 700-050-58. If the PA directs extra work, you may be asked to track the extra work using form 700-050-58. DAILY RECORD OF EXTRA WORK Form 700-050-58

EXTRA WORK SUMMARY Form 700-050-59 EXTRA WORK SUMMARY– FORM NO. 700-050-59. The PA is required to fill out this form with all the information gathered from all the daily records of extra work (forms 700-050-58) and summarized on form 700-050-59. This form will be signed by the PA. EXTRA WORK SUMMARY Form 700-050-59

Other Final Measure Issues Notice of Intent (NOI) NOI: When the Contractor files a notice of Intent, he is filing a claim against the Department. For each day you are under NOI, you must track everything very carefully. You could use form 700-050-58 (Daily record of Extra Work) for each day. You must keep good records, communicate regularly with your PA and Lead Inspector and keep informed of any new issues. Keep good dailies in Site Manager. This may cost the Department money, and that is why we emphasize on good record keeping. For Example: The Contractor did not have a milling machine on the project during this particular claim, but yet the contractor is charging the Department for one on the claim. If we track properly we can deny that charge. It is very important for Final Estimates so that double dipping is eliminated by the contractor (where they will get paid twice for the milling machine – once on this project and probably once on another project).

Final Measurement Final Measurement “Miscellaneous”, Form # 700-050-61 ■ Record data ■ Simulate a Field Book Page ■ Document Quantities ■ Savings to the Department This form is designed to record data and to simulate a field book page. Therefore, Area, Linear, Volumetric, Survey Notes, and Per Each measurements could be documented on this form. This form could also be used to document quantities using the Latitude and Departure method. Field Books are costly. However, when a project necessitates a full survey, such as Bench levels, Original and/or Final Cross Sections, and Subsoil Cross Sections, it is recommended to use the Field Book. By creating this form, A Technician could use one, two or as many pages as needed, with a potential savings to the Department.

Final Measurement “Miscellaneous” Form # 700-050-61 This form is to be used as a Site Source Record to record data and to simulate a field book page. Therefore, Area, Linear, Volumetric, Survey notes, and Per Each measurements could be documented on this form. This form could also be used to document quantities using the Latitude and Departure method . When this form is utilized for survey notes the criteria specified in 6.2.1 (chapter 6 of the Prep & Doc manual) need to be met. For permanent records use a Standard Bound Field Book. When a project necessitates a full survey, such as Bench Levels, Original and/or Final Cross Sections, and Subsoil Cross Sections, it is recommended to use a Field Book. By creating this form, A Technician could use one, two or as many pages as needed for individual pay items. Individual sheet(s) should be contained in a folder which should be clearly identified and included with the final Estimate Package.

Form # 700-050-61 Example: Pay item 104-13-1 Silt fence - Staked Using the Final Measurement “Miscellaneous” Form A technician may use this form to document measurements instead of a field book.

Using the Final Measurement “Miscellaneous” Form 700-050-61 EXAMPLE Continued The technician uses the form (which emulates a field book page) to document drawings and measurements

Using the Final Measurement “Miscellaneous”, Form # 700-050-61 continued example EXAMPLE Continued

Final Measure “Miscellaneous” Work Problem: Using the Final Estimates Miscellaneous Form, please sketch the missing turnout driveway. Show dimensions and calculate the area to the nearest SY: Turn out Construction One driveway was not shown in the plans; Pay Item 286-1 at Sta. 212+75.31 Designer neglected to include this area in the Plan Quantity total for that pay item. Using the Final Measurement Miscellaneous form, please draw the shape and dimensions on this form and calculate the area to the nearest SY. Final Measure “Miscellaneous” Work Problem: Using the Final Estimates Miscellaneous Form, please sketch the missing turnout driveway. Show dimensions and calculate the area to the nearest SY.

WORK PROBLEM Using the Final Measurement “Miscellaneous”, Form # 700-050-61. Work problem Area 1= Trapezoid = [(a + b) ÷ 2] H a=24’; b= 28’, H=27' Area 2= Rectangle = L X W= c X b b= 28’ , c= 12' Areas 3 = Area 4 = 2 (Area of Square – area of ¼ of a circle) = 2 [(c X d) – (∏ r2 ÷ 4)] Areas 3 & 4 are equal, so multiply by 2 π = 3.1416; c = d = r = 12’

What about Maintenance of Traffic (MOT) & Striping Forms? Final Measurement What about Maintenance of Traffic (MOT) & Striping Forms? Some of the older forms are: Form 700-050-50 Off Duty Police Officer Form 700-050-51 Daily Log Sheet, Maintenance of Traffic (MOT) Form 700-050-52 Daily Log Sheet, Stripping These forms are no longer in use (Unless you are still working on an older project before the year 2001.) All MOT pay items are final measured, some are counted. However, they are the Contractor’s responsibility.

Contractor’s Worksheets and Forms MOT/STRIPING Forms They are called Contractor’s Certification of Quantities; ● 1. MOT Signs, etc. Certification Sheet ● 2. Painted Pavement Markings Worksheet Certification Sheet Traffic Marking Certification Worksheet The MOT forms that have been used since January 2001 are: 700-050-62 and 700-050-62 a: Contractor’s Certification of Quantities (MOT Signs, etc.) with continuation sheet 700-050-67 MOT painted pavement Markings – Daily Worksheet 700-050-68 Contractor’s Monthly Certification of Quantities – MOT – Painted Pavement Markings 700-050-70 Traffic Marking Certification Worksheet

MOT Certifications They are the Contractor’s Responsibility Contractor will turn in these certifications monthly to the Project Administrator

Contractor’s Certification of Quantities MOT Signs This is the set up sheet for the MOT Signs, etc. form. Form # 700-050-62 On the left hand side under “Select Pay Item”, the Contractor will enter the pay item number from the drop down menu. As you can see, there are only 5 columns. The first two are designated for all 102 pay items The third column is designated for “Traffic Control Office” only since we have a minimum requirement for this pay item. The fourth column is designated for “Advance warning Arrow Panels” and for “Signs, Changeable (Variable) Message (Temporary)”. The fifth column is designated for “Commercial Materials for Driveway Maintenance “ and “Guardrail (Temporary)“ When the Contractor puts in the required pay items for the project; he/she will click on “Go To Main Sheet” This will take you to the Certification Sheet.

Contractor’s Certification of Quantities- MOT Sings, etc. At the bottom of the form the contractor or designee and the Traffic Control Supervisor will sign this form. This Certification will be turned in to the Project Administrator monthly. The Contractor will enter the quantities for the pay items on the project that were selected from the Set-up sheet. This is the certification Sheet for MOT Signs, etc.

Contractor’s Certification of Quantities Mot Signs, etc. There is a continuation sheet to form 700-050-62. It is form 700-050-62A. It was designed to have the Contractor enter all other MOT Signs, etc. pay items. The Set-up sheet has 6 columns as seen on the left hand side of the form.

Contractor’s Certification of Quantities Mot Signs, etc. The Contractor and Work Site Supervisor will both sign this form also and turn in to the Project Administrator, monthly for payment. The Certification sheet is shown here for Form 700-050-62A (the continuation Sheet).

Contractor’s Certification of Quantities Striping – Work Sheet Form 700-050-67 is the Daily Worksheet for the Contractor’s Certification of Quantities, Striping.

Contractor’s Certification of Quantities Striping – Work Sheet Daily Work Sheet Continued Under “Marking Type”, the Contractor will choose the pay item category; Painted Preformed Tape (High Performance) Performed Tape (Standard) Performed Tape (Temporary) Thermoplastic (Hot Spray) Thermoplastic (Preformed) Thermoplastic (Refurbishment), and Thermoplastic (Standard)

Contractor’s Certification of Quantities Striping – Work Sheet This form is also turned in with form 700-050-68 which is the MOT Striping Certification Sheet. Both are turned in monthly to the Project Administrator. This is what is seen. All the pay items for that category will be shown. The Contractor will then be able to type in the correct quantities. For this example, the Contractor chose preformed Tape (Temporary). When the Contractor clicks on “Go to Main Sheet”

Contractor’s Certification of Quantities Striping – Set-up for Certification Sheet This is the set-up sheet for the Contractor’s Certification of Quantities Sheet for Striping. When the Contractor under “Marking Types” clicks on the desired pay category and hits “Go to Main Sheet”, see next screen.

Contractor’s Certification of Quantities Striping – Certification Sheet This is the certification Sheet. Again all the pay items for the category that was chosen by the Contractor will show on this sheet. The Contractor will fill out the quantities for the pay items that are on the project, sign and have the Traffic Control Supervisor sign it also, and turn it in monthly to the Project Administrator.

Contractor’s Certification of Quantities Striping – Traffic Marking Certification Worksheet Note: this form is for the Contractor to document initial retro reflective readings and thicknesses to see if the product passes or fails and not a length of measurement. It is also the Contractor’s responsibility to turn this in to the Project Administrator as soon as the reading are documented with completed information and the Contractor’s Signature with the Site Traffic Supervisor’s signature. Form 700-050-70 is the Traffic Marking Certification (Worksheet).

Contractor’s Certification of Quantities ■ What does this all mean for a CCEI and In-House Technician? ■ No daily counts of Signs ■ No daily Measuring Paint Markings Only Spot Checking The Department’s representative will not have that task of checking or recording MOT quantities on a daily basis. Random spot checks need to be made and documented. These spot checks are recommended to be achieved in a combined effort with the Contractor. Any disputed quantities should be resolved during these random checks.

Contractor’s Certification of Quantities Department’s Responsibility No checking or recording MOT quantities on a daily basis. During the invoice period, random spot checks need to be made and documented. To minimize disputed quantities, checks could be achieved in a combined effort with the Contractor.

Review Quantities on Certification Assure Contractor’s Signature Contractor’s Certification of Quantities Department’s Responsibility….. Review Quantities on Certification Assure Contractor’s Signature No Certification, No payment. Forms Submitted with the Final Estimate Package.

Contractor’s Certification of Quantities Contractor’s Responsibility Fill out the Certification Sheets & Sign the forms Turn it in monthly to the PA Be responsible for supplying accurate documentation of quantities.

Contractor’s Certification of Quantities What Other Certifications do we have?

Contractor’s Certification of Quantities For Asphalt (Bituminous Adj.) Conventional Projects (Certifications) LS/DB Projects (Worksheets) ▪ Conventional Projects (certifications) ▪ LS/DB Projects (Worksheets) For Asphalt, The Contractor is also responsible to turn in Certifications sheets on Conventional Projects, and worksheets on Lump Sum and design Build projects. These also must be turned in to the Project Administrator. Click on the Construction Website to show where to find the Fuel & Bituminous Certifications and worksheets. For projects to get a Bituminous Adjustment, they must have originally more than 5000 Tons of Asphalt or more than 365 days.) For projects to receive a Fuel Adjustment, they must have an original contract time of more than 120 days.

Contractor’s Certification of Quantities Asphalt – Conventional Projects a. Updated Form 700-050-66 Effective July 2010 Lettings and forward, and for ongoing projects. * Contractor’s Certification of Quantities Bituminous, Polymer, and Permeable Base Material

Bituminous Conventional projects Set-up sheet This is the Bituminous, Polymer, and Permeable Base Material, Contractor’s Certification of Quantities, Set-up Sheet for Conventional Projects. The contractor fills out the form with all the necessary information and click “Go To Main Sheet”. See next slide

Conventional projects Certification Sheet Bituminous Conventional projects Certification Sheet This is the Certification sheet that the Contractor will turn in to the Project Administrator , signed, once all the necessary information has been filled out on the Set-Up Sheet. This form will automatically produce the total monthly payment for bituminous and polymer material used on the project. These forms are automated and password protected, however we are still required to spot check the gallons and the indexes, and the dollar amount submitted to the PA. To check for gallons: Multiply the total Tons of Asphalt X 2.331X 6.25 = Gallons (This is for AC and Polymer) For Permeable Base( multiply Total Tons X 2.331 X 3) = Gallons Permeable Base. Or you could go on the internet sight and plug in the total tons that the contractor submitted, plus enter the correct indexes for the months in question and the program will do the calculations for you. This way you could check to see if the Contractor manipulated the system. Remember that the Contractor certifies these quantities, and if a contractor is trying to cheat or falsify a document, that contractor will be put on a no bid list.

Bituminous, Polymer and Permeable Base Material For Design Build, and Lump Sum Projects

LS & DB Bituminous Material worksheet Shown is set-up sheet This is the Contractor’s Estimate worksheet sheet for Bituminous, Polymer and Permeable Base Material for Design Build and Lump Sum projects. It is a set-up sheet where the Contractor will enter all the necessary data and click on “Go To Main Sheet”. See next slide

LS & DB Bituminous Material Worksheet This worksheet will show the total monthly dollar amount for bituminous, polymer and permeable base material used on the project. This is the worksheet that the Contractor turns in monthly to the PA.

Asphalt – Contractor’s Responsibility ▪ Reflect ONLY the Asphalt Placed and accepted ▪ Certifications signed and submitted to the PA, Monthly ▪ LS/DB Worksheets also turned into the PA Monthly ▪ Be separated for each project (including a two or more Project Contract).

Asphalt – Contractor’s Responsibility….. ▪ Accurate reports ▪ Collect Tickets ▪ Fill out Cover Sheet for Tickets ▪ Reports will reflect actual Tonnage placed and accepted on the project.

Asphalt – Department’s Role The (PA) will: ● Collect original tickets (including Cover Sheet) & a copy of Quality Control Reports. ● Ensure Ticket Packets match Reports for Each Day’s Production ● Review “Certifications” & randomly Check Quantities ● No Payment made to Contractor without certification. ● For LS/DB it’s the Worksheets, randomly checked and no payment without the worksheets turned in.

Asphalt – Department’s Role….. The (PA) will: ▪ Keep a running total for each Item of Asphalt produced & accepted for the contract duration. ▪ Compare Totals to the Certifications and for LS/DB the Worksheets ▪ Resolve any discrepancies prior to processing progress estimates

Asphalt – Department’s Role…… ▪The Quality Control Manager will be notified to resolve inaccurate Certifications ▪The State Construction Office will be notified if discrepancies are continuous on a particular job.

Other Asphalt Issues Make sure the correct forms are being used Get with your Resident Asphalt Specialist Make sure forms are completely filed out Asphalt Forms have recently been ever changing documents. Before your project begins, be sure to download the newest forms and directions. Also check with your Resident Asphalt Specialist to make sure the forms you are about to use are the correct ones. The forms must be completely filled out by the Plant and Roadway Technicians (QC and verification). Then checked by the Project Administrator or the designee - probably the contract support specialist.

The Lot Submittal Package to the Final Estimates Offices should consist of the following: The Computer Invoice for Asphalt Concrete The Asphalt Plant – Pay factor Worksheet The Asphalt Roadway – Verification Report The Asphalt Roadway – Daily Report of Quality Control. The Verification Technician is responsible for compiling all the components that make the Lot Submittal Package and submitting it in a timely manner. It should be submitted to the Project Administrator within 2 working days after a LOT is complete.

Cover Sheet 1. The Asphalt Tickets are to be Collected by the Contractor’s Quality Control Technician and a Cover Sheet Filled Out for the Day’s Production. It lists project ID, type of material, date, design mix number, total number of tickets, total number of tons, how many tons were used on each pay item, how much waste there was and who the inspector was.

Asphalt Plant Lot verification & Pay Factor for SP Mixes 2. This is an example of a composite pay factor worksheet. The contractors test results for each sublot are input into the spreadsheet. These results are for AC content, gradation, air voids and density. The verification technician tests one predetermined sublot, if verified, the composite pay factor is the % pay for the entire verified lot. If the sublot doesn’t verify, the verification technician tests the remaining sublots. If they verify, the whole lot is considered verified. If one more sublot does not verify, the whole lot goes to resolution. If CPF is verified by the VT, it needs to be paid on the next Progress Estimate.

Asphalt Roadway- Verification Report 3. An example of an Asphalt Roadway - Verification Report. The verification technician verifies spread rate, temperature and bituminous materials.

Daily Report of Quality Control Asphalt Roadway- Daily Report of Quality Control It shows Lot 2 and the sublot 1. it shows the Tonnage used, Square yards calculated, the spread rates. Communication between the plant and road is the key to good quality control by the contractor. 4. This is the Asphalt Roadway – Daily Report of Quality Control.

Contractor’s Quality Control (CQC) Technician’s responsibility Reports – properly filled out Made available for verification They will become part of the LOT Submittal Package It is the Contractor’s Technician’s responsibility at the Plant and Road to make sure that their reports are properly filled out and correct. The Contractor is to ensure quality and he will be responsible for how much he is to be paid. Copies of reports are to be made available for verification at the place of production. The Contractor’s reports will be a part of the LOT Submittal Package that are verified for the Composite Pay Factor Worksheet.

Pay Items Plan Quantity Pay Item Comp Book Page/Matrix Designer Quantities with back up Comp Book Page/Matrix Only Plan Errors and /or Field Revision/changes are required to be Final Measured (in Field Books, other site source records) for back up calculations Plan Errors > 5% or > $ 5,000 Where to find a Plan Quantity Item? Plan quantity (PQ) pay items are designer quantities with backup documentation. PQ pay items are not required to be field measured. If a plan error is found on a project; only the change will need to be documented on a site source record. Also, an approved field revision/change by the Engineer will also need to be documented on a site source record. Where to find a plan quantity pay item? Go to the BOE Have the students open their Standard Specifications and look for the following pay items: Have the student look in front of them at their plans and check out: Pay item # 430-171-101; Pipe Culvert, Optional Material, Round 0-24”S/CD - measured in (LF). Let us check out Pay item # 570- 1-2 Performance Turf; measured in (SY) Check the same pay items in the Standard Specifications under Method of Measurements and Basis of Payment. Plan Quantity can change if there is a plan error quantity that exceeds 5% or $ 5,000 from the original PQ.

Method of Measurement Plan Quantity Pay Items The Plan Quantity Concept is if the item is built per plan, you pay plan quantity. Should one of the following arise: Plan Error Authorized Field Change a little more work will be necessary. Remember, Plan Quantities are Designer supported quantities Plan quantities are evaluated on original contract quantities that existed at the time of bid. Revised plan sheets and revised computation book sheet quantities after the bid date are not to be used for evaluating plan quantity – THE ORIGINAL QUANTITIES are to be used. On multiple job contracts, plan quantity will be evaluated on the entire quantity for like pay items with the same unit price. Some folks use the computation book sheet for their Plan Quantity Analysis, or you could compute the analysis on a separate sheet of paper and attach it to the comp book page pertaining to that plan quantity item. Remember to make reference of where the calculations are on the comp book sheet.

Plan Quantity Pay Items Technician’s Responsibility YOU ONLY MEASURE CHANGES NOTE: Only changes in plan Quantity need to be measured. “PLAN QUANTITY” means you are not supposed to go out and measure.

Plan Quantity Pay Items Technician’s Responsibility ● Only Measure and Document Field Revisions and/or Plan Errors ● Comp Book Sheets - Only show changes ● Plan Matrixes - Only show changes

Plan Quantity Pay Items Plan Error: a difference between the original plan quantity and final quantity of more than 5% - or - a change in quantity which causes a change in the amount payable of more than $5,000 A plan error violates the Plan Quantity Concept if either (a) or (b) are met. Then you would pay plan quantity +/- error. See specification 9-3.2.1 Error in Plan Quantity.

Plan Quantity Pay Items Authorized Field Change: ○ Any authorized change made to the original plan quantity. ○ All changes, increases or decreases, apply and require site source documentation to support the change. Site source documentation should be made using the standard documenting methods for the effected item. For example, additional base should be documented on latitude and departure sheets or in field books. See specification 9-3.2 Payment Based on Plan Quantity.

Plan Quantity Pay Items Plan Error Example 1 Pay Item, 430-175-101 Pipe Culvert 0-24", Price = $ 46.00 per (LF) Plan Quantity = 2,120 LF Plan Error = − 4 LF Field revisions approved by PA= +10 LF What is the Final Quantity? How is this documented in your Plans?

Sta. 204+79.45 (69 LF instead of 73) Plan Error Example 1 24 inch Cross Drain Pipe Placed at: Sta. 204+79.45 (69 LF instead of 73) Plan error = − 4 LF Sta. 284+70 (67 LF increased to 77 LF) Field revisions approved by PA= +10 LF What is the Final Quantity? Example 1: Plan error : Pipe Placed at the following Stations: 24" pipe Sta. 204+79.45 (Cross Drain Pipe) is 73 FT. Design error; in the field it measured 69 Ft from one Mitered End to the other instead of 73 FT. a difference of 4 Ft less. There were no other Plan Errors. And we have one field revision approved by the Engineer = 10 LF at Sta. 284+70 (instead of constructing 67 LF of 24" pipe Cross Drain Pipe; the Engineer approved to extend the pipe 10 more LF for better flow to 77 LF.) (just as an example).

Plan Error Example 1 Plan Error Calculations: (4 ÷ 2,120) 100 = 0.189% < 5% 4 X $ 46.00 = $ 184.00 < $ 5K Plan Error will not be subtracted Field revision is +10 LF Final Quantity = 2,120 + 10 = 2,130 LF Example 1: In order to change the plan quantity; we must go through the required calculation to see if −4 qualifies to be subtracted for the original Plan Quantity. (4 ÷ 2120) X 100 = 0.189% < 5% does not qualify to change. 4 X $ 46.00 = $ 184.00 < $ 5000 Does not qualify to change. The + 10 LF Field revision will be added to the Plan Quantity. Our Final Quantity = 2,120 LF PQ + 10 LF (Field revision) 2, 130 LF Final Quantity Notice the Plan error did not qualify to subtract from the original PQ. Let us do an example “Hands on” in class.

Plan Error Example 2 Another Example: Plan Quantity 2,000 SY at $ 50.00 unit price. Plan Errors = + 110 SY, - 28 SY, + 20 SY Field Revision= − 40 SY, - 10 SY, + 15 SY Solution Total Plan Errors = +110 -28 +20 = + 102 SY 102 X $ 45.00 = $ 4,590 < $ 5000 (does not qualify to change) and (102 ÷ 2,000) X 100%= 5.1% > 5% √ (qualifies) Plan error will be added to Plan Qty Total Field Revisions = - 40 -10 + 15 = - 35 SY Final Quantity = 2,000 + 102 – 35 = 2,067 SY In this Example: Plan Quantity = 2000 SY at a unit price of $ 45.00 Total Plan Errors on the project were measured and documented in a field book = +110 SY – 28 SY + 20 SY = + 102 SY Total Field revisions on this project were also measured and documented in a field book = − 40 SY – 10 SY + 15 SY = - 35 SY To verify if Plan Error will be added to the original Quantity, we will follow the same procedure as specified in Section 9-3.2.1 102 X $45.00 = $ 4,590 < $5,000 This will not qualify to change the original plan quantity. However, you need to also check to see if the > or < 5% will apply (102 ÷ 2,000 ) X 100 = 5.1% > 5%, yes , so 102 will be added to the plan quantity amount. We know that the total of the Field Revisions will be subtracted in this example also, so the final quantity will be: 2,000 + 102 (Plan Error) – 35 (Field Revision) = 2,067 SY Perform evaluation separately for Plan Errors and Field Changes

Plan Quantity Work Problem Pay Item, 430-175-101 Pipe Culvert 0-24", Price = $ 46.00 per (LF) Plan Quantity = 415 LF Plan Errors = -5, +9, +3 LF Field revisions approved = -8 LF & +8 LF Plan Quantity Work Problem: Pay Item; Pipe Culvert 0 – 24" Price = $ 46.00 Per LF Plan Quantity = 415 LF

Plan Quantity Work Problem Pay Item, 430-175-101 Pipe Culvert 0-24", Plan Errors = -5 LF Sta.283+96.10 = +9 LF Sta. 284+70 = +3 LF Sta. 286+20 FR approved = −8 LF Sta. 284+70 and +8 LF Sta. 286+20 What is the Final Quantity? Plan errors = − 5 @ Sta. 283+96.10; Original Design 218 LF of 24" Pipe Page 12 and 56 of the plans +9 @ Sta. 284+70; Original Design 67 LF of 24" Pipe page 12 and 57 +3 @ Sta. 286+20; Original Design 147 LF of 24" Pipe, Page 12 and 57 Field Revisions approved by the Engineer = − 8 FT @ Sta. 284+70 and + 8 LF @ Sta. 286+20 What is The Final Quantity?

Pay Items Lump Sum Pay Items I LS Quantity Designer Quantities with back up Comp Book Page/Matrix Approved Field Changes/Revisions are required to be Final Measured (in Field Books, other site source records) for back up calculations Where to find a LS item? If the LS quantity changes in the field from the original LS quantity. The final quantity could be more than 1 LS, for example 1.031 LS, and it could be less than 1 LS; for example, 0.981 LS. This could happen if there are secondary units in the plans or the comp book, and if the quantity changes, than we could show the new change in a field book and show the calculations with the final quantity being entered on the comp book page. Where to find a LS Quantity? Look at the BOE, and The Standard Specifications. Looking at the Plans fins a LS Pay item. Example of a LS Pay Item: Mobilization : pay item No. 101-1 Maintenance of Traffic, pay Item No. 102 – 1 Clearing & Grubbing, Pay Item No. 110-1-1

Lump Sum Pay Items ■ As long as Lump Sum items are not changed, the quantity will be 1 Lump Sum. ■ No further documentation will be necessary. ■ However, a Lump Sum item can be changed. Specification 9-3.3.2 Authorized changes in work can be made to a Lump Sum item when the plans show an estimated quantity. The compensation will be adjusted proportionately based on the increase or decrease of the estimated quantity. When the plans do not show an estimated quantity a new unit price will be established through a supplemental agreement as provided in section 4-3.2 for any Increase, Decrease or Alteration in the work. When adjusting a Lump Sum quantity, the work should be similar to that in the original plans. If not, you may need a Supplemental Agreement to provide compensation.

Lump Sum Pay Items How can a lump sum quantity change? If secondary units are included in the plans, and Additional/deleted work is of similar scope to original contract, and Adjust Final Quantity

Lump Sum Pay Items What do we mean by Secondary units? Where Designer shows clear and precise calculations in the plans for the Lump Sum Pay Item. Example: precise location and calculations of a certain area that needs to be cleared and grubbed. If a similar scope of work needs to be added or deleted from a Lump Sum item and the secondary units are included in the plans then the Lump Sum final pay quantity can be adjusted. However if the secondary units are not included in the plans or the work is of a differing nature a contract adjustment in the form of an SA will need to be executed, and a new unit price will be established. For example Clearing and Grubbing is a Lump Sum item, the secondary units would be in the form of a total estimated area located in the contract. If extra area is authorized to be cleared then the quantity is adjusted proportionally with the ratio between the new final area and the original estimated area. However if the clearing operation is not of similar scope (i.e. heavy forest) then the Contractor may not agree to accept this new work at the present pay item. This would require an SA. Remember that the final quantity is adjusted – not the unit price. Examples of Lump Sum Items include: Clearing & Grubbing, Special Detour, and Lump Sum Reinforcing Steel. See Specification 9-3.3

Lump Sum Pay Items

Lump Sum Pay Items LUMP The Project Engineer notices that the area that needs to be cleared and grubbed is actually larger than what the Plans show. Therefore the LS quantity will now be greater than 1, Another situation could arise if the area was smaller than what was in the plans, the LS quantity will then be less than 1, as seen below in the example. For example if area is less than what’s in the plans: Length is actually 120 Ft instead of 150 Ft. Therefore the new total area to be cleared and grubbed will be: (120 X 12) ÷9 = 160 SY And the new Lump Sum Quantity will be : 160 ÷ 200 (which is the original area of secondary units in the plans) = 0.800 (This is the new Lump Sum quantity) Refer to 9-3.3 of the Standard Specifications “Lump Sum Quantities” NOTE: The criteria has to be met in order to change this item.

Lump Sum Pay Items 1.180 Lump Sum When documenting in Comp Book: The designer Quantity will be in location “Designer Quantity with secondary Units is 1 Lump Sum. If Construction has the same quantity; then also the quantity will be 1 lump sum. If the quantity changes as the examples shown previously, then if quantity increases, you will show 1.180 Lump Sum, and if it decreases you will show 0.800 Lump Sum.

Other General Responsibilities  Inspection Kick-Off Meetings Contract Plans; As-Built Comp Books Guide List Inspection: Technicians are the eyes and ears for the Department. A Technician’s job is important and critical for the succession of a project’s outcome. Kickoff Meetings: These meetings are very important. Make sure you pay attention to everything that is discussed at this meeting. If there is something that you do not understand, this is the time to ask your question. Contract: READ YOUR CONTRACT, and be familiar with the pay items on your project. Example: Variable Message Sign; pay the contractor 2 weeks prior to start of project. Plans: Study your plans. Check Plan notes related to pay item measurements and payments. For your As-Built Plans: update as soon as something changes in the field, either on plan matrix or summary sheet, etc. Make notes as to where extra calculations are found (refer to a Field book and page no.); use black ink/black pencil. On Directional Bore - pay items 555; Jack and Bore – pay item 556; and Vibratory Plowing - pay item 557; pay 70% when work is complete, 30% when you receive As-Built plans from the contractor. On Signals (Pay Items 611….); pay 85% when work is complete, and 15% when you receive the As-Built Plans from the contractor. Any Plan revisions; the original shall have VOID written on it and new sheet inserted after old except for Key Sheet, it (the revised sheet) stays on top. Comp Books: check out the pay items, back up information, etc. Make sure that if a pay item is complete, that all supporting documentation is shown, referred to or available for review for that pay item. Guide List: This will guide you through a project regarding measurements, payments, what to look for, etc.

Other General Responsibilities  Cut-off Dates/Contractor Certification of Quantities Good Record Keeping Skills Final Measure/Plan Quantity Pay to Correct Rounding Cut-Off Dates: Go to the Internet and the Construction Website and show where the Cut –Off dates are located. All inspectors should know where they are located and needed for each month. Upcoming write up in the Prep & Doc Manual, Chapter 6, Section 6.9 - regarding the Certification of Quantities turned in by the Contractor- this needs to represent the amount of material placed and accepted from cut-off date to cut-off date. Good Record Keeping Skills: are very important and necessary. As construction projects are underway, a great many measurements and computations are made and many documents are prepared to record work accomplishments and pay quantities. Planning for the final estimate should start with the beginning of a project -- or before. Now is when that planning pays off. If records have been prepared and maintained in an orderly manner throughout the project, it will be much easier to compile the information in a final estimate package and submit it to the District Office. Perhaps the most important thing to remember is that someone in each district is going to review the estimate and verify the quantities before final payment is made to the contractor. And unless the checker can readily locate the backup data and verify your calculations, the whole process will be slowed down. So -- keep it neat and orderly, and make sure all the needed information is included. Support you Lead Inspector with the monthly estimate. Don’t make him /her come ask you for quantities. Be proactive. Final Measure/Plan Quantity: If you are not sure if a pay item is final measured or plan quantity, check out the contract, specifications, and/or the BOE manual. Keep up with the final measured quantities using the site source records (Field Books, Forms, Plan Matrixes). On Plan Quantity, only measure field changes and plan errors and document on appropriate site source records. Many times these records will be referred to by persons with little. If any, field experience or engineering background (such as lawyers during claims). It is important therefore, when preparing records of this type to assume that all persons who will use your notes have no familiarity at all with the work you are recording. They may be required as evidence in any arbitration or lawsuit. Pay to the Correct Rounding: The criteria for the degree of accuracy are described in the BOE Manual. You will be able to see the listing of all pay items and the specified degree of accuracy (whole number, 0.1 unit, 0.01 unit, or 0.001 unit for each.) Basic rules for rounding decimal numbers during manual calculations are described in the Construction Math Self Study Course. When using calculators or computers, you should use the full decimal capabilities of the machine (don’t round off intermediate results on multiple entry calculation).

Other General Responsibilities Overruns/Underruns Final Estimates Package Asphalt Time File Overruns and underruns: are very important. Again, keeping good records and documentation as to why an O/U run occurred on your project is vital information. Only differences +/- $ 10,000 have to be documented. These Os and Us are generated in Site Manager AD HOC. However, all pay items will be shown on that report, so it must be exported to an excel spread sheet and edited. Final Estimates Package: If a pay item is completed, make sure all documentation supporting any changes are completed and turned in to the project Administrator, or a Contract Support Specialist for verification. Make sure all Certifications/worksheets are turned in monthly to the PA.

Other Final Estimates Resources 1. Preparation & Documentation Manual 2. Review & Administration Manual 3. Computation methods for Design, Construction & Final Estimates (CMDCFE) Handbook. The Prep & Doc. Manual: Are procedures for In-House and CCEI personnel to assist in preparation & documentation of a Final Estimates package. The Review & Admin Manual assists the District Final Estimates personnel in reviewing the Final Estimates packages and close out of the project. The CMDCFE Handbook, is to establish requirements and guidelines for the preparation and completion of the comp book. The information obtained in this handbook applies to Designers, Construction and Final Estimates staff (internal and consultant). Final Estimates Guide List: Is a Guide list that begins with the kick off meeting and ends with the project close out, on what to look for, what needs to be turned in, etc.

4. CPAM (Const. Project Admin. Manual) Other Resources 4. CPAM (Const. Project Admin. Manual) CPAM: The Construction project Administration Manual contains instructions needed to complete the administrative portion of DOT contracts. It is designed to give details to Dept. representatives for administrating items mandated in the Florida Statutes, rules and/or contract specifications and for successful contract closeout.

What Else Is New? Project let January 2009 Spot checking Worksheet # 6 Current Month Index is June 2009 AC Tons used for this month = 2,399 Tons Polymer = 2,566 Tons AC Permeable Base N/A Calculate gallons, Index Differences and dollar amount for AC and Polymer. The Prep & Doc Manual will be integrated into the CPAM by January 2012.

ANY QUESTIONS?