NW Region Tribal Transportation Symposium March 6-9, PROJECT DOCUMENTATION for Tribes Administering Construction Projects

Transcription

1 NW Region Tribal Transportation Symposium March 6-9, 2017 PROJECT DOCUMENTATION for Tribes Administering Construction Projects

2 Slides adopted from Karl Gleason, FHWA - Senior Tribal Coordinator, presentation given on March 8, 2016 at TTP Training in Vancouver, WA

3 What we will cover today Why keep good Project Documentation? When to do Project Documentation? Who does the Project Documentation? What Project Documentation is needed?

4 Why keep good Project Documentation? Improves communication; Increases project efficiency; Helps evaluation of Contractor claims; Helps with efficient Contract closeout and archiving of records. Required by 25 CFR , ISDEAA, and either 25 CFR or 25 CFR , , as appropriate.

5 When to do Project Documentation? Do the same good documentation, whether the project is: 1. Force Account crew; 2. or, Construction Contract.

6 When to do Project Documentation? (cont d.) Needed during construction of the project at: Pre-construction meeting; Day-to-day construction work; Construction Project Reviews; Final inspection review; Project Close-out.

7 Who does the Project Documentation? For the Tribe: The TOSR *, or Tribe's Construction Manager; Tribe s Construction Inspectors; Also, the construction Contractor & subcontractors prepare and maintain their own files. * TOSR is the Tribal On-Site Representative

8 Construction Inspector s Roles Monitors daily project work of the Contractor or Force Account crew; Is a qualified employee of the Tribe, or a consultant hired by the Tribe: Tribe's Construction Manager or TOSR can also serve as Construction Inspector on small projects; Checks the plans and specifications for requirements, and other activities on the following slides; Notifies partners, residents etc. of major operations;

9 Construction Inspector s Roles (cont d.) Verifies the Contractor s material submittals are available; Verify materials used on project match the submittal; Prepare for testing requirements: Random numbers, Quality Control person on site, Quality Assurance being done; Verify testing is in line with Contract specifications; May use (at Tribe s option) FLH Field Materials Manual at

10 Construction Inspector s Roles Monitor Workmanship: Ensure proper equipment and tools are used; Verify Contractor s crew is experienced; Safety: (cont d.) Check the project s Contract specifications to see what it has for safety requirements; In any life-threatening situations, stop all work.

11 What Project Documentation is needed? Use forms approved by Tribal Government; At option of Tribe, can use FHWA forms at forms/wflhd-forms.htm Forms for Contractor use are also linked on that page. Set up project files so they re ready for Project Closeout. Project Documentation should include: Construction Manager Daily Reports; Inspector s Daily Reports (IDR s); Contractor s Daily Reports (CDR s); Testing Reports; Photographs & videos;

12 What Project Documentation is needed? (cont d.) Payroll / Labor records; Material certifications and test reports; Contractor submittals; Progress Payments; Contract modifications (CMs), IGEs; Contractor Claims and dispute resolutions; List of Subcontractors; s; and Other correspondence.

13 Inspector Daily Report (IDR) Documents the work progress, Documents the site conditions: Include work locations & issues by station ranges, pit names /locations, etc.; Documents Contractor s ability / inability to perform the work. Stay professional, not personal, just the facts; Accurately record events in case of a Contractor claim; Sign & date each page. Include photos if it helps describe a condition.

14 Inspector Daily Report: What to Include Date, Weather Conditions Morning and Afternoon; Visitors Names, titles, purpose of visit; Measurements/Daily quantities: Agree on quantities with Contractor daily; Review with Contractor what is a pay item and how it is measured. Erosion control, environmental concerns;

15 Inspector Daily Report: What to Include (cont d.) Progress: Compared to schedule and production rates; Reasons why. Safety hazards, corrective measures; Accidents; Traffic Control & Signing.

16 Inspector Daily Report: What to Include (cont d.) Conversations regarding: Conduct; Changes* ; Interpretations of Specifications; Progress; Directions. * Changes shouldn t be agreed to in field unless very minor. Professional Engineer needs to prior approve any design changes. Conversations with: o o o o Contractor employees; Subcontractors; Suppliers; Partner Agencies.

17 Inspector Daily Report: What to Include (cont d.) Other information: Difficulties encountered and reasons why: Differing site conditions; Delays by the contractor or others; Improper use of equipment; Inefficient operations; Do not include: Information that should be in Contractor Daily Report.

18 Contractor Daily Reports (CDR) Prepared, submitted by Contractor and Subcontractors; On same day as work performed, not later; Tell the prime contractor that you expect them to assist their subcontractors on their CDRs. Optional form is FHWA Form 1413 at /fhwa1413.pdf Info on form should include: Date/day/weather/names of Contractor and subcontractors working;

19 Contractor Daily Reports (CDR) (cont d.) Info on form should include (cont d.): Equipment hours; Labor hours; Meaningful description of work accomplished; Equipment movement, arriving or leaving the project; Production: what the Contractor accomplished that day; Comments section: Contractor s opportunity to notify you of any project issues.

20 Contractor Daily Reports (CDR) (cont d.) TOSR should review CDR daily; Compare with Inspector Daily Reports, and inform Contractor of differences. CDR should be a record of what actually happened, agreed to by both the Contractor (or Subcontractor) and the TOSR. Contractor and TOSR both sign the CDR when it s ready. If Force Account project (no contractor), then: Tribe s Construction Manager and/or Construction inspectors will need to do this report.

21 Contractor Daily Reports (CDR) (cont d.) Information is used for: Verifies contractor s progress vs. project schedule; Assists in pricing contract modifications; Allows Contractor to warn you of changes/concerns; Estimates amount of work completed. Help analyze Contractor Claims and provide support for Tribe if there is litigation.

22 Contractor Daily Reports (CDR) (cont d.) Disagree with CDR, or there is missing information on the CDR? Call / / meet the contractor right away to explain and resolve the issue; Remember, to keep records of the meeting or conversation.

23 Contract Modifications (CMs): Are proposed by Contractor or owner of the Contract (the Tribe); TOSR/Tribe's Construction Manager checks the CM to see if it violates: Environmental permits, the Contract, and PS&E; ROW / Wetland / Archeological impacts; Wildlife commitments; Road closures/traffic delay schedules; Project-specific design guidelines (Visual appearance, roadway character). If CM violates any of these, then it needs to be modified.

24 Photographs Purpose of Documents conditions; Documents work progress; Defends claims; Refreshes memory; Shows work to facility owner.

25 Photographs Prior to taking one Ask yourself: Why am I taking this photo? How will it be used? Would someone unfamiliar with construction get what you are depicting? Take photos that are meaningful. If you have any doubts, don t take the photo.

26 Photographs - Labeling & filing Record the date and time; The subject of photo, direction, location; Include a size reference (hardhat, person, measuring tape, pencil, etc.); Record who took picture; Have a logical filing system; All these guidelines for photos also apply to videos. object

27 Photographs What to take photos of Unusual conditions: Flooding, slope failures, cave-ins, etc.; Actual conditions (to dispute differing site conditions); Unusual features; Innovative construction methods; Work that is in dispute.

28 Photographs What to take photos of (cont d.) Areas of concern: Disturbances outside of ROW; Equipment arriving that s not clean; Accidents; People working on the project: Contractor s; Tribal employees; Force account crew.

29 Photographs When to take photos Before construction starts TOSR does a walkthrough with the Contractor During major activities After construction is completed Time-laps picture from vantage point

30 Paynotes: Purpose of Record the measurement of work; Paynote documents the quantity; Both parties (Contractor(s) & TOSR) agree and sign on the completed work.

31 Paynotes: What to put on them Project Name and Number; Contract item number and description; Date the work was performed; Location of work; Measured quantity; Support calculations; Support sketch and details; Name of persons measuring the work; Interim or final payment; Signed certification statement.

32 Paynotes: What to attach to them Additional supplemental information: Weight tickets; Street Delivery Report; Daily Mass Record; Truck measurements; Staking notes; Time card; Clearing report; Shop Drawings.

33 Construction Project Close-out Documentation Final project closeout report: Tribe submits after: final inspection, the completion of any required corrections, and final acceptance of the project by Tribe and facility owner; Submit to FHWA & facility owner by 120 calendar days of project acceptance date.

34 Construction Project Close-out Documentation Final project closeout report includes : Final accounting of all TTP construction project expenditures; Final as-built plans, and photographs; Final Contract Modifications; The Final Estimate; Claims; Letter of Acceptance; Material Acceptance. (cont d.)

35 Construction Project Close-out Project records: Documentation The Tribe keeps these after project is finished. TOSR / Tribe's Construction Manager submits project records to Tribe when records completed; The U.S. Department of Transportation recommends Tribe keep the project records for at least 10 years. (cont d.)

36 Questions?