Contract Administration Issues

1
Contract Administration Issues
2
Daily Work Reports

• More Detailed Information
• Working Day Contracts (Include controlling
  operation)
• Document any changes or decisions made in the
  field

3
Working Day Reports

• Specifications require bi-weekly statements to be
  sent to Contractor (SiteManager Form)
• Statement includes number of days charged for the
  period
• Total days charged on the contract through the
  period
• Number of working days remaining
• Contractor has 14 calendar days from receipt to
  protest

4
When Is a Project Complete?

• Complete Contractor has completed the
  corrective work required by project engineer
• Completion Notice Submit to Central Office
  Contractor
• Inspections 90 days from completion notice
• Erosion, Landscaping, Striping Electrical
  Excluded
• Importance of Notification

5
Inspections

• Seeding/Erosion Control
• 3 to 6 months after project completion
• Striping
• Paint (30 to 60 days after open to traffic)
• Durable Markings (180 days after open to traffic)
• Plantings
• 1 growing season if not a major item
• 3 growing seasons if major item (combination)
• Inspections after September 15th (end of growing
  season)
• Electrical Items (Signals/Lighting)
• 90 days

6
Comprehensive Final Inspection Report

• Project Engineer Issues to Contractor
• Includes copies of all inspection reports
• Excludes Erosion
• Gives Contractor a Specific Date to complete
  corrective work
• Liquidated Damages apply if work is not completed
  by the date
• Usually 90 days unless seasonal limitations

7
Electrical Training

• Offered by Div. of Traffic Operations
• Who Should Attend?
• Section Supervisor or Construction Engineer and
  one inspector per crew
• One day training will be at 3 regional
  locations

8
Upcoming Electrical Changes

• Shop Drawings submitted electronically directly
  to Traffic Operations by the Contractor
• Copy to Project Engineer
• On-site Pre-Electrical Meetings when traffic
  deems necessary
• Electrical Questions/Issues
• Project Engineer will be central contact.
  Project Engineer will contact Traffic Operations
  for guidance.
• Notify Traffic Operations of all changes
  (Document)
• ALL ITEMS HAVE BEEN ADDED TO THE PRE-CONSTRUCTION
  CHECKLIST

9
Electrical Changes

• Contractor will be required to energize lighting
  as soon as it is fully functional and ready for
  final inspection
• Lighting must remain operational from this point
• Project Engineer will notify Traffic Operations
  when the electric portion of the project is
  complete
• The Cabinet will take over the electrical service
  and maintenance of the lighting/signal after the
  electrical work has been accepted

10
Electrical Inspections

• Traffic Operations will have 90 days to perform
  the final inspection after receiving the
  completion notification
• Final Electrical Inspection will be sent
  electronically directly to the Project Engineer
  Electrical Contractor (No longer routed thru C.O.
  Construction)
• Copies to District Central Office Construction
• Section Office send copy to Prime Contractor
• Contractor will have 90 days to complete any
  corrective work

11
Electrical Re-Inspection

• Contractor has 90 days to complete all corrective
  work regardless of the number of re-inspections
  required
• Once the corrective work is complete, Traffic
  Operations will be notified for a re-inspection
• Traffic Operations will have 30 days to complete
  re-inspection
• Time between complete and re-inspection will not
  count toward the 90 days

12
Failure to Complete Electrical Corrective Work

• Failure to Complete the corrective work within
  the 90 days will lead to penalties being
  assessed.
• Penalties will be equivalent to 1/2 of the
  liquidated damages rate for the contract
• Div. of Traffic Operations will document all
  information from electrical completion to
  acceptance
• Spreadsheet Provided with Dates

13
Key Dates in SiteManager

• Section Office Responsibility
• Work Begin
• Work Complete
• Open to Traffic
• Corrective Work Complete
• Striping/Reflectivity
• Branch Manager Responsibility
• Inspection Dates (Resurfacing,Guardrail)
• Central Office Responsibility
• Inspection Dates for any project they inspect

14
Final Inspections

• Uniformity with Inspection Reports
• Final Inspection reports should be completed
  using the SiteManager report
• Project workbook report is outdated and reports
  are being sent out with Directors from years past
  listed
• Concerns with open record requests

15
Special Note 9Y for Material Transfer Vehicle

• MTV is incidental to the asphalt pavement
• MTV to be used in driving lanes only
• MTV to be used on all lifts of asphalt
• Not just the top lift of base and surface

16
Asphalt Adjustment Special Note

• Apply to projects let during the months of June
  2009-December 2009 and completed the same
  calendar year
• Price must increase or decrease by 10 or more
  before the adjustment would be applied

17
Questions?Thank you