1. Panel Presentation by Construction Staff, Materials, and Budget

2. Discussion Topics: T-128 and T-131 Development by Materials & review by Districts Construction Certification & Test Submittals What Districts need and what they don’t need to final projects What Materials needs to final projects 2015 Project Certification and Test Review Notes Important entries in EDS and their impacts When Does the Budget office come into the completion and final process? What Does the Budget office need in order to commence the final of project? Why Does the Budget office need these things?

3. T-128 & T-131 Development and RE Review Materials produces and releases T-128 & T-131 Project changes (ie changes that may or may not include E-61)

4. WYDOT is required to verify the materials and products the contractor uses are the quality specified in the contract Two things we do Test Materials Collect Certifications T-128 & T-131 Development & RE Review 4

5. Materials Program tries to identify these materials and products from the contract documents Plans Special Provisions Specifications T-128 & T-131 Development & RE Review 5

6. How will the quality of each item be verified? Testing Certification Both T-128 & T-131 Development & RE Review 6

7. Materials compiles two forms: T-128, Construction Test Requirements T-131, Manufactured Products Received T-128 & T-131 Development & RE Review 7

8. T-128, Construction Test Requirements Materials accepted by testing in the field Samples sent to Materials Lab by the Engineer Samples sent to Materials Lab by the Manufacturer T-128 & T-131 Development & RE Review 8

9. T-128, Construction Test Requirements Materials accepted by testing in the field In-Place Density Aggregate Gradation Concrete Air/Slump/Unit Weight and more... T-128 & T-131 Development & RE Review 9

10. T-128, Construction Test Requirements Samples sent to Materials Lab by the Engineer Plant Mix and Concrete Mix Designs Liquid Asphalt Concrete Cylinders & Beams Reinforcing Steel Bars Fence Wire and more... T-128 & T-131 Development & RE Review 10

11. T-128, Construction Test Requirements Samples sent to Materials Lab by the Manufacturer Source Approval Samples Crack Sealant Crack Surfacing Acceptance Samples Emulsified Asphalt T-128 & T-131 Development & RE Review 11

12. Some items tested must be certified as well Asphalt Products Galvanized Wire (Coating Thickness & Wire Gauge) Paint Geotextile Fabrics & Geogrids and more T-128 & T-131 Development & RE Review 12

13. T-128, Construction Test Requirements Material/Product Quantity from plans Type of Test Sampling/Testing Frequency Number of Tests T-128 & T-131 Development & RE Review 13

14. T-131, Manufactured Products Received Items accepted by certification Purchased by contractor Seeds Hydrated Lime Portland Cement Pipe and lots more T-128 & T-131 Development & RE Review 14

15. T-131, Manufactured Products Received Product Name Bid Item Numbers Quantity from plans Acceptance Criteria (Certification, Mill Tests, etc.) T-128 & T-131 Development & RE Review 15

16. Lab sends Falcon Links to the RE Expect to receive the week following award Two Files Lab Letting Packet pdf file T-128 copies of the letters we send to the contractor T-131 T-132 T-131 xlsx file T-128 & T-131 Development & RE Review 16

17. So they’re in Falcon Oh Great! Where? T-128 & T-131 Development & RE Review 17

18. Falcon Link T-128 & T-131 Development & RE Review 18

19. Falcon Link T-128 & T-131 Development & RE Review 19

20. Falcon Link T-128 & T-131 Development & RE Review 20

21. Falcon Link T-128 & T-131 Development & RE Review 21

22. Falcon Link T-128 & T-131 Development & RE Review 22

23. Falcon Link T-128 & T-131 Development & RE Review 23

24. Falcon Link T-128 & T-131 Development & RE Review 24

25. Falcon Folders T-128 & T-131 Development & RE Review 25

26. Falcon Search T-128 & T-131 Development & RE Review 26

27. T-128 & T-131 Development & RE Review Windows Explorer vs Falcon 27

28. Resident Engineer’s Review Review the T-128 & T-131 Anything missing Items that aren’t really on the project Type & Number of tests per specification Type & Number of tests realistic T-128 & T-131 Development & RE Review 28

29. Confused? Don’t Agree? Contact the Lab Resolve issues before work starts T-128 & T-131 Development & RE Review 29

30. Construction Inspection Certification collection and accounting Testing Pay Estimate processing Final preparation

31. It’s easier in the long run to organize and file certifications and test reports before you start thinking about putting the final together Collect Certifications & Acceptance Tests 31

32. Collect the Certifications RE should have a valid certification in-hand when products are delivered to the project Don’t pay until you do. Collect Certifications & Acceptance Tests 32

33. Review certifications Validity Does it represent what was delivered? Is it from the manufacturer or supplier? Does it refer to the correct specifications? Does it include supporting documents? Does iron and steel include Buy America certification? Are the basic guidelines from T-131satisfied? Is it signed? Collect Certifications & Acceptance Tests 33

34. Certifications Who should be certifying products? Specifications say it should be the manufacturer We’ve accepted many certifications from suppliers and contractors It’s okay if the supplier or contractor is taking the item out of their stock Should include manufacturer’s certification Collect Certifications & Acceptance Tests 34

35. Does it have to be a T-168? Not by specification We send a T-168 for each item on the T-131 to the contractor Collect Certifications & Acceptance Tests 35

36. Give each certification a unique identifier Log it on the T-131 File it Forget it (until you’re preparing the final) Collect Certifications & Acceptance Tests 36

37. Acceptance Testing Follow the frequencies from the T-128 Testers should be certified or qualified Except soils and aggregate base densities Enter results in the CMS All gradations Plant Mix Densities Collect Certifications & Acceptance Tests 37

38. Track the tests performed vs amount of materials being used Evaluate the results Organize your records as the job progresses Move on (until you’re preparing the final) Collect Certifications & Acceptance Tests 38

39. 2015 Project Inspection Review Notes Initiated by Chief Engineer Nearly 100 projects reviewed statewide Reviewed to verify sufficient justification was in place for monthly payments Certifications, tests, & Buy America Main emphasis was on payment

40. Strengths Generally, good results showing certifications being collected and testing being completed Main objective to verify justification for payment was met Test filing systems were easy to follow Saw quite a few examples of really good filing systems for certifications for T-131’s (paper and electronically) Weaknesses Certifications not being checked prior to payment Some cert filing systems were nothing more than throwing into a file/pile Some unawareness to Buy America requirements pertaining to the steel in reinforcing concrete Requiring T-168 when a cert can be accepted by T-132 for pre-certified materials

41. Administrative Options Per 800.1 Manufactured Product Certifications par 3 “may approve use of an item or items before the required certifications have been received. The engineer will evaluate (and document) each such circumstance based on its own merits” If an item is installed without a cert, work needs to be entered as a negative STOCKPILE entry

42. Send Copies of Certifications and Tests into Materials Can be paper or electronic Main emphasis is submit whatever you have even if you know you are missing something DE Acceptance Need to keep in mind not to accept contractors request for final inspection (DE acceptance) until all punch list items are complete per 113.4.4 Final Inspection Automatically makes Monthly Report go to 98% complete Triggers Materials to start reviews

43. When the physical construction is complete Re-check your certifications Certifications complete and organized Logged on the T-131 All items accounted for Amount certified within 10% of installed quantity Anything missing? Send Copies of Certifications and Tests in to Materials 43

44. Re-check your test reports Reports legible, complete and organized All items accounted for Acceptance of out-of-spec materials explained Price adjustments calculated and applied Anything missing? Send Copies of Certifications and Tests in to Materials 44

45. Send copies to Materials T-131 Certifications and supporting documents Test Reports Acceptance Tests Correlation Tests Verification Tests Smoothness Analysis Send Copies of Certifications and Tests in to Materials 45

46. Tell us what certifications are missing and what is being done to get them Tell us how materials were deemed acceptable when tests didn’t meet spec or when something was installed without being tested or certified Send Copies of Certifications and Tests in to Materials 46

47. Materials will review certs and tests If we have questions or need more information we’ll send an errata Errata will include what the field told us was missing Field gets to respond to the Lab errata Hopefully, we’ll be done after one go-round Send Copies of Certifications and Tests in to Materials 47

48. Hard copies Mail them to the Lab Give them to our Sample Picker-upper Let your DE/DCE/DME drop them by Electronic (Falcon) Send us an email to let us know Send Copies of Certifications and Tests in to Materials 48

49. File Organization – Electronic Files Certifications Don’t really need to use the 100-800 subdirectories Use the T-131 as the index and file certs by their unique identifier ie: _I801180_T-131.xlsx I801180_Cert_001.pdf I801180_Cert_002.pdf I801180_Cert_003.pdf etc. Send Copies of Certifications and Tests in to Materials 49

50. File Organization – Hard Copy Tests We prefer to see them organized as closely their order on the T- 128 as possible ie: material, test type, form number & report number Crushed Base Gradation T-166 E-120 Density T-112 T-113 Send Copies of Certifications and Tests in to Materials 50

51. File Organization – Electronic Files Tests Can be organized much the same as hard copies ie: material, test type, form number & test/report/lot number I801180_CrBase_E-120_L001.pdf I801180_CrBase_T-166_T001.pdf I801180_CrBase_T-166_T002.pdf I801180_CrBase_T-166_T003.pdf I801180_CrBase_T-112_T001.pdf I801180_CrBase_T-112_T002.pdf I801180_CrBase_T-112_T003.pdf I801180_CrBase_T-113_R001.pdf Send Copies of Certifications and Tests in to Materials 51

52. Materials Final Review

53. When Budget Program advertises final settlement Resolve outstanding erratas Additional certifications and tests Changes Final Estimate New E-61’s May send another errata Materials Final Review 53

54. Materials Certification Reports what was done to verify the quality of the materials and products Show when we followed our acceptance procedures Show when we did not follow our acceptance procedures Release Letter Informs the Budget Program of any adjustments in payment to be made with regard to the materials used on the project Required before final payment can be made Materials Final Review 54

55. District Finals Informs RE quantities are final so… Final Quantity 30 day letter sent to contractor for review and comment per 109.8 Final Quantities Final Estimate can be submitted District issues E-96 District send project files to Office Services E-96 isn’t held for Budget or Materials

56. Budget Office comes into the completion and final process The RE processes a positive progress payment if the amount due to contractor is greater than $500 (another estimate is submitted as FINAL) The RE submits progress payment as FINAL if the amount due to contractor is less than $500 RE informs the Budget Program of any overpayments to contractor During construction, Budget office involved with claims

57. What’s needed… For the budget office to continue with a project final… Receive the Final Estimate out of EDS/CMS Receive the Final E-96 from the District Finals Engineer Receive the Completion Report from District Receive a Material Lab Release Letter

58. Final Estimate out of EDS/CMS Information to us that the District is completed with the physical work and is now ready for headquarter programs to continue with their final paperwork to complete the project.

59. Final E-96 Receive the Final Report on Status of Project (form E-96) from the District Verify with the District Finals Engineer that they are completed (or near completion) of the review Hold off on advertisement if we do not have the final estimate in EDS/CMS Contact Resident Engineer if we have outstanding contractor/supplier claims that will prevent us from advertising

60. Completion Report Receive the Completion Report from the District

61. Materials Lab Release Letter We receive the lab letter releasing the project to be closed. If there are errata’s found under the materials verification, these amounts are added to our final letter to the contractor.

62. Final Contractor Affidavit (A-65) We will submit a letter along with a Final Contractor Affidavit form to the contractor stating any final costs that are owed to the contractor, or refunds that need to be made to WYDOT. Once we receive the affidavit, we will release any funds that are owed to the contractor on the final. If the contractor has been overpaid, we request they send in a payment with the affidavit.

63. Final process in Budget Verification of proper payments for the life of the project Balance Expenditures to the Budget and release any unspent funding Process final documents and final AFE Close project in appropriate financial systems Archive the project file

64. History: 2012 FHWA Review of Inactive and Stale-Active projects 2015 FHWA Project Closeout Review identified required timelines and verification of timely submittal of forms to produce a project closeout Multiple inquiries from Local Entities that were participants on the project

65. Key EDS Daily Events Affecting Everyone Awaiting Contractor Documentation (Field) Submitted to District Finals Office (Field) District Engineers Acceptance (Field) Final E96 (Field) Lab Final Initiated (Materials) Lab Waiting for Documentation (Materials) Lab Final Completed (Materials) Lab Letter Requested (Budget) A-65 Requested (Budget) A-65 Received(Budget)

66. Monthly Construction Report

67. Budget: Mary Ann Furtney, EDS Specialist MaryAnn.Furtney@wyo.gov 307-777-4035 Kim Lamb, Project Resource Coordinator Kim.Lamb@wyo.gov 307-777-4763

68. Materials: Ken Hixenbaugh, Certifications, Finals, & Design Ken.Hixenbaugh@wyo.gov 307-777-4213 Greg Milburn, P.E., State Materials Engineer Greg.Milburn@wyo.gov 307-777-4476

69. Construction Staff: Kenneth Keel, P.E., Construction Staff Engineer Kenneth.Keel@wyo.gov 307-777-4055 Charlie Bauer, P.E., Construction Staff Engineer Charlie.Bauer@wyo.gov 307-777-4927 Andy Long, P.E., State Construction Engineer Andy.Long@wyo.gov 307-777-4425