Retention 4 Years unless otherwise noted. Workzone Enforcement Contracts 104
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1 File # Description MDOT Form # Minimum Element Component Naming Examples 100 Administration 100 Award Letter Award YYYY-MM-DD 101 Contract Form Progress Schedule YYYY-MM-DD Weekly Statement of Work Days Charged Critical Path Method(CPM) CPM YYYY-MM-DD Workzone Enforcement Contracts Contract Modifications Value Engineering Change Proposal YYYY-MM-DD Structural Steel ABC Contracting Contract Modification CM 001 FHWA 1365 Pre-Approvals FHWA 1365 Pre-Approvals YYYY-MM-DD Structural Steel Extension of Time Extension of Time 1100A 1100A 001 Supporting Documents Contractor Claims and Force Account Force Account Statement YYYY-MM-DD GJM Rut Filling ABC Contracting Force Account Daily Field Record 1101A 1101A YYYY-MM-DD GJM Rut Filling ABC Contracting Damage Claim Notices Damage Claims Notices 1119D 1119D 001 Smith John Correspondence Corr YYYY-MM-DD GJM Lane Closures General Correspondence Corr YYYY-MM-DD GJM Lane Closures Estimates and Closeout Package Construction Pay Estimate Report(Bi-Weekly Pay Estimates) Pay Estimate 001 Construction Pay Estimate Report(Final Pay Estimate) Pay Estimate 001 Final Stockpile Data Stock Pile YYYY-MM-DD Steel Closeout Documents Final Acceptance/Certification Report Final Estimate package Memo Final Estimate Review Summary 1147 & 1147 C 1147 or 1147C Post Certification of Subcontract compliance (Copy) Final 2124A 2124A 2124A Final project voucher summary(signed from CSD) Final project voucher summary Work Completion letter from contractor Completion Letter YYYY-MM-DD Preconstruction and Progress Meetings Damage Claim Program Damage Claim Program Safety Program Safety Program Subcontractor's list Subcontractor's List Emergency Contact List Emergency Contact List Meeting Minutes Meeting Minutes YYYY-MM-DD WorkZone Access Plan Workzone Access Plan Sub-Contracts All Subcontracts 1302A 1302A ABC Contracting Commercially Useful Function (CUF) Project Site Review YYYY-MM-DD ABC Contracting DBE participation (blue sheets) DBE Trucker Project site review Utilities, Permits and Real Estate Property Agreements and release Construction Permit Miss Dig Document request Warranty Documentation Property Agreement & Release Smith John Construction Permit Miss Dig YYYY-MM-DD ABC Contracting Retention 4 Years
2 103 Warranty Correspondence Corr YYYY-MM-DD GJM Warranty Bridge YYYY-MM-DD HMA Series YYYY-MM-DD 1029,1115,1831,1884,1885, YYYY-MM-DD 1885,1881 CPM Series 1193, 1184, 1193 YYYY-MM-DD 1046,1047,1893,1894,1946 Work Orders Notice of Non-Compliance with Contract YYYY-MM-DD Work Orders Drainage Changes 200 Field Records 203 Bases Subbase Subbase YYYY-MM-DD GJM Aggregates Agg Base YYYY-MM-DD GJM Rubbilizing Portland Cement Pavement Rubblilize pavt YYYY-MM-DD GJM Geotextile for Base Geotextile YYYY-MM-DD GJM HMA Base Crushing and Shaping Crush & Shape YYYY-MM-DD GJM Aggregate Delivery Tickets Subbase calculations Calc Calc YYYY-MM-DD GJM Agg Base Sketches and calculations Calc Calc YYYY-MM-DD GJM (Name of item of work) Grade Check Book YYYY-MM-DD GJM Agg Base Sta to Inspector s Report of placed - Roadway 1174R 1174R 001 Inspector s Report of placed - Structure 1174S 1174S 001 Coring Request YYYY-MM-DD Sta Contractor's QC Test Reports (Air, slump, temp) Conc QC YYYY-MM-DD ABC Contracting Ride Quality Ride Quality YYYY-MM-DD US131 NB Sta to Delivery Tickets Sketches and calculations Calc Calc YYYY-MM-DD GJM Misc Delivery Tickets(Miscellaneous) Drainage Pumpstations Pumpstation YYYY-MM-DD GJM Drainage Items Sewers CPE and CPV Pipe Inst and Mandrel Testing Results sewers YYYY-MM-DD CPE and CPV Pipe Inst and Mandrel Testing Results culvert YYYY-MM-DD Underdrains Culverts 202 Earthwork Grade Check YYYY-MM-DD GJM Clay Grade Record Of Soils Recommendations YYYY-MM-DD NB Sta to Delivery Tickets Volume Sheets YYYY-MM-DD GJM Sta to Earth Work Data Sheet YYYY-MM-DD GJM Sta to Hot Mix Asphalt (HMA) HMA Crack Treatment HMA Crack Treatment YYYY-MM-DD GJM Sta to Surface Seal Surface Seal YYYY-MM-DD GJM Sta to Micro-surfacing Micro Surfacing YYYY-MM-DD GJM Sta to Chip Seals Chip Seal YYYY-MM-DD GJM Sta to Slurry Seal Slurry Seal YYYY-MM-DD GJM Sta to HMA Delivery Tickets Sketches and calculations Calc Calc YYYY-MM-DD GJM HMA pavement Ride Quality Ride Quality YYYY-MM-DD US131 NB Sta to Inspector's Daily Reports
3 IDR IDR YYYY-MM-DD GJM IDR with Rev and Seq IDR YYYY-MM-DD GJM R1 S1 208 Miscellaneous Permit To Place YYYY-MM-DD GJM ADA Ramp SW Johnson Rd Fencing General Comps. Guardrail Slope Restoration Inspector's Daily Record of Contact Removal Items 1122A 1122A YYYY-MM-DD GJM Sketches and Calcs Calc Calc YYYY-MM-DD GJM (Name of item of work) Permanent Traffic Signs Electrical Items NPDES and SESC Reports NPDES YYYY-MM-DD GJM Environmental Permits Permit Notice of Termination(NOT) NOT Notice of Completion(NOC) NOC Photographs & Videos Photo Photo YYYY-MM-DD GJM Station Broken Casting Request For Information(RFI) RFI YYYY-MM-DD 201 Shop Drawing and submittals Approved SD SD 001 YYYY-MM-DD Structure Steel Retrofit Shop Drawing SD SD 001 YYYY-MM-DD Structure Steel Retrofit Approved Original Comments SD SD 001 YYYY-MM-DD Structure Steel Retrofit Rejected SD SD 001 YYYY-MM-DD Structure Steel Retrofit Rejected Review in Process SD SD 001 YYYY-MM-DD Structure Steel Retrofit Pending Structure Bridge Decks Depth Measurements YYYY-MM-DD GJM B01 Wet Bridge Reinforcing Computations YYYY-MM-DD GJM S02 Foundation Piling Record (LRFD) 1161(L) 1161 YYYY-MM-DD GJM S02 Abut A Pile Driving Table 1157A 1157A YYYY-MM-DD GJM S02 Abut A Structure - Clearance Measurements YYYY-MM-DD GJM US131 S02 Structure Painting forms YYYY-MM-DD GJM S02 Test Pile Record YYYY-MM-DD GJM S02 Drilled Shaft Volume Plot YYYY-MM-DD GJM Truss Sta Drilled Shaft Excavation/concrete placement for bridges YYYY-MM-DD GJM Truss Sta Micropile Installation Record YYYY-MM-DD GJM B01 Abut A Pile 24 Cofferdam Installation, Piling Placement, and Tremie Pour YYYY-MM-DD GJM B01 Abut A Permit To Place YYYY-MM-DD GJM B01 Superstructure Sheet Piling and Cofferdams Calc Calc YYYY-MM-DD GJM (Name of item of work) Precast Beams Calc Calc YYYY-MM-DD GJM (Name of item of work) Mechanically Stablized earth retaining wall system checklist YYYY-MM-DD Hydrodemolition Documents Calc Calc YYYY-MM-DD GJM (Name of item of work) Waterproofing Calc Calc YYYY-MM-DD GJM (Name of item of work) Waste Profile Forms Calc Calc YYYY-MM-DD GJM (Name of item of work) Bridge Deck Check List YYYY-MM-DD GJM B01 Bridge Deck overlay Check List YYYY-MM-DD GJM B01 Bridge Painting Check list YYYY-MM-DD GJM B01 Sketches and calculations Calc Calc YYYY-MM-DD GJM (Name of item of work) Survey Contractor Staking Quality Control Plan CSQCP YYYY-MM-DD As-constructed Earth Work Calcs Calc Calc YYYY-MM-DD GJM (Name of item of work) Cross-Sections Calc Calc YYYY-MM-DD GJM (Name of item of work) Traffic
4 Inspector's Checklist For Inspection for Solar Boards 1013S 1013S YYYY-MM-DD GJM Mobility Report YYYY-MM-DD GJM Pavement Marking Material Verification Checklist YYYY-MM-DD GJM Drilled Shaft Inspection Record for Highway signs, Luminaires, TS YYYY-MM-DD GJM Truss Sta Drilled Shaft Volume Plot YYYY-MM-DD GJM Truss Sta Traffic Control Report Form YYYY-MM-DD GJM Traffic Advisories Document (Name of advisory) YYYY-MM-DD GJM 300 Material Testing Bases Aggregate Inspection Daily Report Permanent Independent Assurance Test YYYY-MM-DD GJM Permanent Mechanical Analysis Report Permanent Plant Equipment Inspection Report YYYY-MM-DD GJM XYZ Supplier Plant 1 Permanent Plant Inspection 0580A 0580A YYYY-MM-DD GJM XYZ Supplier Plant 1 Permanent Proportioning Plant Report YYYY-MM-DD GJM XYZ Supplier Plant 1 Permanent Independent Assurance Test YYYY-MM-DD GJM Permanent JMF Field Communication XYZ Supplier S2 Permanent Pavement Core Record YYYY-MM-DD GJM Sta Permanent Weekly Summary Of Cert. /Comm. Central-Transit Mix YYYY-MM-DD CC152 Permanent QA/QC Plan Conc QC Plan YYYY-MM-DD Permanent Pre-production Meeting Minutes Pre-production Meeting Minutes Permanent PWL spreadsheets Permanent Cylinder Break Cylinder Break YYYY-MM-DD GJM B01 Permanent Report Of Modulus Of Rupture YYYY-MM-DD GJM Pavement Permanent Density Independent Assurance Test YYYY-MM-DD GJM Permanent Moisture and Density Determination of Soils 0582-B 0582-B YYYY-MM-DD GJM Permanent Record of Density Retests 0582-A 0582-A YYYY-MM-DD GJM Permanent Drainage Field Report For Pipe YYYY-MM-DD GJM 36 inch Permanent Field Report For Precast Drainage Items 1920A 1920A YYYY-MM-DD GJM 60 inch Structure Permanent Hot Mix Asphalt (HMA) Daily Report of Bituminous Plant Inspection YYYY-MM-DD GJM XYZ Supplier Plant 1 Permanent Contractor's Quality Control Tests for PWL 1903C 1903C YYYY-MM-DD PWL 5E1 Lot 1 Sublot 2 Permanent Contractor's Quality Control Tests for STA 1903C 1903C YYYY-MM-DD 5E1 STA 3 Permanent HMA Quality Assurance Plan Permanent Independent Assurance Test Permanent Job Mix Formula (JMF) Bituminous Field Communication E Permanent Report of Compacted Bituminous Mixture Core Density & Percent for PWL YYYY-MM-DD PWL 5E1 Lot 1 Sublot 2 Permanent Report of Compacted Bituminous Mixture Core Density & Percent for STA YYYY-MM-DD 5E1 STA 3 Permanent Report of Compacted Bituminous Mixture Core Density & Percent 1907J 1907J YYYY-MM-DD Lot 1 Sublot Permanent Report of Quality Assurance Testing for PWL 1903B 1903B YYYY-MM-DD PWL 5E1 Lot 1 Sublot 2 Permanent Report of Quality Assurance Testing for STA 1903B 1903B YYYY-MM-DD 5E1 STA 3 Permanent Pre-production Meeting Minutes Pre-production Meeting Minutes Permanent PWL spreadsheet Permanent QA/QC Plan HMA QA Plan Permanent Material Certifications Shipment Of Tested Stock Report Permanent Material Certifications Cert Cert 001 Permanent Test Report Test Test 001 Permanent 300 Material Source List Approved Material Source List Permanent
5 Miscellaneous G d Report of Test Test Test 001 Permanent Structure Magnetic Particle Inspection Report 0538-A 0538A YYYY-MM-DD GJM B04 Beam A Diaphram 1 Permanent Report Of Ultrasonic Examination Of Welds 0538-B 0538B YYYY-MM-DD GJM B04 Beam A Diaphram 1 Permanent Structure Foundation Inspection YYYY-MM-DD GJM S02 Pier 2 Permanent Welding Plan Permanent Welding Certs Welder Smith John *1G SMAW Permanent Traffic Cantilever and Bridge Mount Inspection YYYY-MM-DD GJM Cantiliever Sta Rt Permanent 400 Internal Use Only 401 Certified Payrolls Certified Payrolls CP-347 CP347 YYYY-MM-DD ABC Contracting Wage and Hour Division (WHD) WH-347 WH347 YYYY-MM-DD ABC Contracting Unapproved WH-347 Certified Payroll Review Checklist YYYY-MM-DD ABC Contracting Certified Payroll Status Log ABC Contracting Contractor s Certified Payroll YYYY-MM-DD ABC Contracting Jobsite Poster Inspection Checklist YYYY-MM-DD GJM Minimum Wage Rate - Interview Sheet Tier T T1 YYYY-MM-DD ABC Contracting Minimum Wage Rate - Interview Sheet Tier T T2 YYYY-MM-DD ABC Contracting Apprenticeship & Trainee Reports Consultant contracts Contractor Performance Evaluations(CPE) Contractor Performance Evaluations (CPE) CPE 001 ABC Contracting 403 Internal Claim Documents Contractor Claims Claim 001 Lead Paint Removal ABC Contracting 7 years Blue Book Sheets Blue Book Cat 650 XLT ABC Contracting 7 years 404 QA Random Numbers Conc Rand Number HMA HMA Rand Number MDOT Oversight (local agency specific) YYYY-MM-DD GJM YYYY-MM-DD GJM YYYY-MM-DD GJM YYYY-MM-DD ABC Contracting * Recommended 2nd Descriptors: Positions: 1F, 2F, 3F, 4F, 1G, 2G, 3G, 4G, etc. Type: SMAW, SAW, FCAW, GMAW, TIG
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