1. PATRICK PIJOR & CASSANDRA VAN HORN APRIL 20, 2011
LPA CONSTRUCTION ADMINISTRATION CONSTRUCTION PROJECT ENGINEER TECHNICAL SESSION
PATRICK PIJOR & CASSANDRA VAN HORN
APRIL 20, 2011

2. AGENDA Documentation Contract Considerations Materials Acceptance
Maintenance of Traffic
Schedules
Change Orders
Acceptance of Work
Errors & Omissions

3. DOCUMENTATION

4. DOCUMENTATION Project Administration Files Reference/Pay Item Files
Inspection Field Documentation Forms
Diaries

5. 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

6. 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

7. 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

8. 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

9. INSPECTION FORMS

10. FIELD MEASUREMENTS Ensure they concur with the plan
2010 Construction & Materials Specification
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)

11. 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…..

12. CONTRACT CONSIDERATIONS

13. CONTRACT CONSIDERATIONS
SS832 Temporary Sediment and Erosion Control
CMS Waste & Borrow
Supplemental Specification 1055
Supplemental Specification 1069
Standard Drawings

14. 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

15. WASTE & BORROW
2010 Specification CMS 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:
Control of drainage water.
Cleanup, shaping, and restoration of disturbed areas.
Disposal of regulated materials.
Avoidance of regulated areas.
Excavation and filling of waste and borrow areas.
Saving of topsoil.
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 . . .

16. 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.

17. SUPPLEMENTAL SPECIFICATIONS

18. 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

19. STANDARD DRAWINGS

20. MATERIALS ACCEPTANCE

21. 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.

22. 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

23. MATERIALS ACCEPTANCE Non-conformance Policy for Materials
Specification
Proposal Note 8
PN /15/ SPECIFICATION AND SUPPLEMENTAL SPECIFICATIONS, POLICIES AND SPECIAL PROVISIONS INCORPORATED BY REFERENCE AS IF REWRITTEN HEREIN
Policy (P) Acceptance of Non-specification Material on Construction Projects
Standard Procedures: (SP) Acceptance of Nonspecification Material on Construction Projects

24. MATERIALS ACCEPTANCE
Make sure the Contractor provides a list of materials to you at the preconstruction meeting per C&MS
Make sure the Contractor also provides a list of materials to be used by all of the subcontractors, too.

25. MAINTENANCE OF TRAFFIC

26. 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 – new NCHRP-350 compliance standards
Strobe lights and reflective tape on vehicles > 10,000 lbs.

27. 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.

28. SCHEDULES

29. SCHEDULES
Make sure you get a schedule and accept it before any work begins.
2010 CMS 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 . . .

30. 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.

31. SCHEDULES CAUTION!! 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.

32. CHANGE ORDERS

33. 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

34. 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.

35. 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 C Force Account

36. ACCEPTANCE OF WORK

37. 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.

38. CMS INSPECTION OF WORK
Paragraphs #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 or

39. 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 , 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. . .

40. 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.

41. CMS 109.12 FINAL ACCEPTANCE Final Inspection
The 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)

42. CMS FINAL ACCEPTANCE
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 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.

43. CMS 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.

44. ERRORS & OMISSIONS
Taxpayers should not pay for economic waste due to plan errors.
Documentation
Reporting

45. QUESTIONS?