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LPA CONSTRUCTION ADMINISTRATIONCONSTRUCTION PROJECT ENGINEER TECHNICAL SESSION PATRICK PIJOR & CASSANDRA VAN HORNAPRIL 20, 2011AGENDADocumentationContract ConsiderationsMaterials AcceptanceMaintenance of TrafficSchedulesChange Orders Acceptance of Work Errors & OmissionsDOCUMENTATIONDOCUMENTATIONProject Administration Files Reference/Pay Item Files Inspection Field Documentation FormsDiariesPROJECT ADMINISTRATION FILESContractAddenda, proposal and special provisions, plans, supplemental specifications, standard drawings, standard specificationsContractorPrimeSubC-92 form needed for all subcontractorsStreet sweepers, cranes, pumps commonly forgottenDBE firmsNeed to be prequalified, LPA to monitor the goalPROJECT ADMINISTRATION FILESSchedulesCorrespondenceChange OrdersInvoicesProperty Owner AgreementsComplaint LogFinalization

Plan RevisionsRight-of-WayRailroadUtilities OtherMaterialsDaily Diaries

PROPERTY OWNER AGREEMENTSContractor has the responsibility to obtain the signed property owner agreements and provide a copy to you.Initial agreementSigned off released agreementReceived prior to Last Day of Work

REFERENCE/PAY FILESIndividual folder for each pay item of workField Documentation Inspection FormsSeven identifiersProject Number, Item Number, Plan Reference Number, Work Description, Location, Date, SignaturePlan quantity, field measurements, calculations, pay quantitySummarized final quantityFunding splitsNon-performed items require documentationINSPECTION FORMShttp://www.dot.state.oh.us/Divisions/ConstructionMgt/Admin/Pages/InspectionForms.aspx

FIELD MEASUREMENTSEnsure they concur with the plan2010 Construction & Materials Specification109.01 Measurement of Quantities. The Department will measure the quantities of Work and calculate payments based on the method of measurement and basis of payment provisions provided in these Specifications. When the following units of measure are specified, the Department will measure quantities as described below unless otherwise specified in the Contract Documents. The accuracy of individual pay item estimate payments will be one decimal more accurate than the unit of measure denoted for the pay item. (emphasis added)DIARIESDay/Date/WeatherContractor Sub ContractorEmployees, hours, equipmentWork performedInspection - TestingHours worked, vehicle informationPay itemsMaintenance of TrafficItems of interestUtilities, railroad flagging, delays, visitors, direction given to the contractor, accidents, etc..CONTRACT CONSIDERATIONSCONTRACT CONSIDERATIONSSS832 Temporary Sediment and Erosion ControlCMS 105.16 Waste & BorrowSupplemental Specification 1055 Supplemental Specification 1069Standard DrawingsSS832 Temporary Sediment and Erosion ControlErosion Control Best Management Practices (BMPs) and reportingReview Soil & Water Pollution Prevention Plan SWPPP for compliance and acceptanceRecommend put SS832 in plans since includes established unit pricesKeep a file for regular erosion control checksWeekly checks and rain events >1/2Non-complianceCorrect or mitigate within 48 hoursSuspension of work per 832.04

WASTE & BORROW2010 Specification CMS 105.16 Borrow and Waste Areas. Prior to beginning borrow or wasting operations, obtain the Engineers 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 . . .WASTE & BORROWPlease note waste and borrow areas are to be reviewed by a pre-qualified environmental consultant.It is the Contractors responsibility to obtain the agreements and ensure all environmental documentation is in order.SUPPLEMENTAL SPECIFICATIONShttp://www.dot.state.oh.us/Divisions/ConstructionMgt/OnlineDocs/Pages/ProposalNotesSupplementalSpecificationsandSupplements.aspx

SUPPLEMENTAL SPECIFICATION 1055Paving 448 asphalt

SUPPLEMENTAL SPECIFICATION 1069No double handling of aggregate materials

SUPPLEMENTAL SPECIFICATION 800Includes revision to the C&MS manualSTANDARD DRAWINGShttp://www.dot.state.oh.us/Divisions/ProdMgt/Roadway/roadwaystandards/Pages/StandardConstructionDrawing.aspx

MATERIALS ACCEPTANCEMATERIALS ACCEPTANCEAny and all materials incorporated into the Work need documentation.Use C&MS Section 700 for documentation guidance Temporary materials are to be documented in this manner as well.MATERIALS ACCEPTANCESystematic approach to managing materialsODOTs Office of Materials Management (OMM) Project Bill of Materials (PBOM) Appendix JOMM inspection of precast/pre-stressed concrete beamsOMM inspection of structural steel Appendix J, prior to bidODOT District asphalt plant monitoring

MATERIALS ACCEPTANCENon-conformance Policy for MaterialsSpecification 106.07Proposal Note 8PN 008 - 01/15/2010 - SPECIFICATION AND SUPPLEMENTAL SPECIFICATIONS, POLICIES AND SPECIAL PROVISIONS INCORPORATED BY REFERENCE AS IF REWRITTEN HEREINPolicy 27-009 (P) Acceptance of Non-specification Material on Construction ProjectsStandard Procedures:510-009 (SP) Acceptance of Nonspecification Material on Construction ProjectsMATERIALS ACCEPTANCEMake sure the Contractor provides a list of materials to you at the preconstruction meeting per C&MS 108.02Make sure the Contractor also provides a list of materials to be used by all of the subcontractors, too.

MAINTENANCE OF TRAFFICMAINTENANCE OF TRAFFICConsider using CA-D-8 short term and long term work zone reports to assist in regular review of zones.Supplemental Specification 800 614.03 new NCHRP-350 compliance standardsStrobe lights and reflective tape on vehicles > 10,000 lbs.MAINTENANCE OF TRAFFICProperty 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.SCHEDULESSCHEDULESMake sure you get a schedule and accept it before any work begins.2010 CMS 108.02.B.1.General. Furnish a bar chart progress schedule to the District Construction Engineer for review at or before the pre-construction conference. The Engineer will review the schedule and within 14 calendar days of receipt, will either accept the schedule or provide the Contractor with comments . . .SCHEDULESA 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 builtA multi-year project is being builtRequest recovery schedule if behind more than 14 days.SCHEDULESCAUTION!!Beware of early completion schedules.You must contact the Construction Monitor, if you are presented with a schedule showing a completion date earlier than defined.Advise you to reject the early completion date schedule. Acknowledge in writing that they will complete the project early, but the completion date will not be changed.CHANGE ORDERSCHANGE ORDERSThe 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 necessaryChanges in site conditionsTo include work that was missed or overlooked and is required to finish the intent of the planTo address plan errors

CHANGE ORDERSExamples:MOT changesTime extensions (You must contact the Monitor.)Permissive change orders for alternate materials and work sequenceRequest the Construction Monitors concurrence for all change orders.CHANGE ORDERSCMS 109.05.B Negotiated PricesOriginal Contract prices adjusted for increases or decreases in material costs, labor costs, or equipment costs.State-wide average unit prices.Average price awarded on three different projects of similar work and quantity.Prices computed by Office of Estimating.Cost analysis of labor, material, equipment, and allowed mark-ups.Cost analysis of compensable delays.CMS 105.09.C Force Account

ACCEPTANCE OF WORKCMS 105.03 CONFORMITY WITH CONTRACT DOCUMENTSPerform all Work and furnish all Materials in reasonably close conformity with the lines, grades, cross-sections, dimensions, and material requirements as shown on the Plans and as specified.If the DCE determines the Work is not in reasonably close conformity with the Contract Documents and determines the Contractor produced reasonably acceptable Work, the DCE may accept the Work based on engineering judgment. The DCE will document the basis of acceptance in a Change Order that provides for an appropriate adjustment to the Contract Price of the accepted Work or Materials.If the DCE determines the Work is not in reasonably close conformity with the Contract Documents and determines the Work is inferior or unsatisfactory, remove, replace, or otherwise correct the Work at no expense to the Department.

CMS 105.10 INSPECTION OF WORKParagraphs #3 & #4:The Department shall have the discretion to dictate the level of inspection for any item of work. The Contractor bears sole responsibility for the quality of work and compliance with the contract regardless of the Departments level of inspection.The Departments failure to identify defective Work or material shall not, in any way, prevent later rejection when defective Work or material is discovered, or obligate the Department to grant acceptance under 109.11 or 109.12.CMS 105.11 REMOVAL OF DEFECTIVE AND UNAUTHORIZED WORKWork that does not conform to the requirements of the Contract is defective.Unless the Department formally accepts defective Work according to 105.03, immediately remove and replace defective Work. Unauthorized Work is Work done contrary to the instructions of the Engineer, beyond the plan lines, or any extra work done without the Departments permission. The Department will not pay for unauthorized Work. The Engineer may order the Contractor to remove or replace unauthorized Work at no expense to the Department. . .CMS 109.11 PARTIAL ACCEPTANCEUpon completion of a portion of the Work, the Contractor may request acceptance of a completed portion of the Work. . .Partial acceptance will relieve the Contractor of maintenance responsibility for the designated portion of the Work. This does not relieve the Contractor of responsibility to correct defective Work or repair damage caused by the Contractor or waive any other remedy to which the Department is entitled at law or in equity.CMS 109.12 FINAL ACCEPTANCEFinal InspectionThe Department will perform a Final Inspection for the sole purpose of relieving the Contractor of maintenance responsibility for the Work.The Final Inspection shall be a limited visual review of the Work and shall only serve as the Departments verification that the Work appears substantially complete. Final Inspection does not waive any available rights or remedies of the Department, nor divest the Contractor of any responsibility for compliance with the contract or liability for damages. . . ****(years later)CMS 109.12 FINAL ACCEPTANCECompletion of Contract and Continuation of Contractors Responsibility.The Contract is complete, except for items covered by the required bonds, when the Contractor receives final payment. The DCE will issue a letter confirming completion of the contract, noting any exception as provided in Items 659 and 661 and any warranty. The date the final payment is approved by the District constitutes acceptance for the purpose of ORC 5525.16. Neither Completion of the Contract nor substantial completion relieves the Contractor of any responsibilities to properly perform or correct the Work or to repair damage or waives any remedies to which the Department is entitled at law or in equity.CMS 109.12 FINAL ACCEPTANCEIn summary, when the contractor signs the contract, he is obligated to provide a product meeting the plans and specifications whether or not the owner representative is present or not. ERRORS & OMISSIONSTaxpayers should not pay for economic waste due to plan errors.

DocumentationReportingQUESTIONS?CA-FP-4 FormCA-FP-4State of Ohio Department of TransportationD-10, 01-07REV.2009.JAN.01ASPHALT CONCRETE INSPECTION FORMDateProject #County, Route, SectionContractorItem #Ref #DescriptionLocationBubble #Plan PgWeatherSurface ConditionAir TemperatureSurface TemperatureMaterial Conversion Factor (Ton/CY)Amount of Material Used (Tons by ticket)Required placement rate per station (RPRS),recorded in tons per station (Ton/STA)RPRS = [ (100 ft/STA) x Lane Width x Mat Thickness ) / 27 ] x Material Conversion Factor = Ton/STAActual placement rate per stationrecorded in tons per station (Ton/STA)APR = ( Material used (tons) / [ Test section length (feet) / (100/STA)] = Ton/STA%Spreading Rate Tolerancerecorded in % (and to be maintained at 5%)% = [ 1 - (RPRS / APR ) ] x 100Test 1Test 2Test 3Test 4Test 5Location of TestSTAto STALength of Section(FT)Mat Thickness(IN)(FT)Width of Section(FT)RPRS(Ton/STA)APR(Ton/STA)% Spreading Rate ToleranceRemarksInspector's SignatureDateP.E./P.S. SignatureDate

.DWI.D.

CA-FP-4 Claculation WorksheetCA-FP-4State of Ohio Department of TransportationD-10, 01-07REV.2009.JAN.01ASPHALT CONCRETE INSPECTION FORMDateProject #County, Route, SectionContractorItem #Ref #DescriptionLocation"Bubble" #Plan PgWeatherSurface ConditionAir TemperatureSurface TemperatureMaterial Conversion Factor (Ton/CY)Amount of Material Used (Tons by ticket)Required placement rate per station (RPRS),recorded in tons per station (Ton/STA)RPRS = [ (100 ft/STA) x Lane Width x Mat Thickness ) / 27 ] x Material Conversion Factor = Ton/STAActual placement rate per stationrecorded in tons per station (Ton/STA)APR = ( Material used (tons) / [ Test section length (feet) / (100/STA)] = Ton/STA% Spreading Rate Tolerancerecorded in % (and to be maintained at 5%)% = [ 1 - (RPRS / APR ) ] x 100Test 1Test 2Test 3Test 4Test 5Location of TestSTA*to STA*Length of Section(FT)0.000.000.000.000.00Mat Thickness(IN)(FT)0.00.00.00.00.0Width of Section(FT)RPRS(Ton/STA)0.00.00.00.00.0APR(Ton/STA)0.00.00.00.00.0% Spreading Rate Tolerance0.00.00.00.00.0* Input station in feet. I.E., STA 200+00 = 20,000 feetRemarksInspector's SignatureDateP.E./P.S. SignatureDate