CHAPTER TWENTY- FIVE CONTRACT CLOSEOUT

Transcription

1 CHAPTER TWENTY- FIVE CONTRACT CLOSEOUT 25

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3 CONTRACT CLOSEOUT 2 5 OVERVIEW Cntract clseut verifies the cmpletin f all the required dcuments thrughut the cntract lifecycle t ensure fulfillment f all state and federal requirements (23CFR ). The guidelines and dcumentatin requirements detailed in this chapter apply t Design-Bid-Build and Cnstructin Manager at Risk (CMAR) cntracts, NOT Design-Build cntracts. Timely cntract clseut is crucial t the fllwing: Release the Cntractr s retentin and bnds allwing the Cntractr t pursue future prjects. Limit Department expsure t ptential Cntractr issues/claims. Ensure the availability and accuracy f cntract dcuments. Increase Department efficiency by freeing up critical resurces. Meet Federal end date and related funding bligatins. Reprt n Cnstructin Divisin s Perfrmance Measures. Clseut begins when a cntract is awarded and cntinues thrughut cnstructin by adhering t the fllwing guidelines: Prper cntract setup per Chapter 2, Cntract Startup, in this manual. Saving cntract surce dcuments t the apprpriate EDOC Cntract Files directry. Fllw the Materials Sampling and Testing Checklist: Ensure there are adequate Material Divisin samples and tests fr quantities placed. Ensure there are adequate field samples and tests fr quantities placed. Certificates f Cmpliance are submitted t the Materials Divisin when received. Review item quantities fr accuracy and mark as cmpleted. Refer t Chapter 5, Wrking with Items, in the FieldManager User Guide fr details. NOTE: Use the NDOT Business Intelligence (BI) Reprt, Item Psting Tracking, t aid in tracking item psting quantities. Cntact the Cnstructin Admin Services staff fr details n this BI reprt. Review payment quantities with Cntractrs bi-weekly. Update the As-Built plans as the cntract prgresses. Request a mid-pint audit frm Cnstructin Admin Sectin staff. NOTE: A Cntract Clseut Helpful Hints sectin is included at the end f this chapter. C ONTRACT CLOSEOUT WORKFLOW The fllwing is guidance fr the Resident Engineer (RE) and Office Engineer n the steps required t clseut cnstructin cntracts. NOTE: All dcuments mentined in the clseut wrkflw will be detailed in the Clseut Dcuments sectin in this chapter. State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

4 2 5 CONTRACT CLOSEOUT 1. RE cmpletes the FieldManager Semi-Final prcess t include the Clseut Cntract Mdificatin (Figures 25-3 and 25-4). Refer t Chapter 13, Semi-Final Estimate Prcedures, in the FieldManager User Guide fr details. 2. RE cmpletes the Cntract Pickup Mem (Figure 25-5) and the EDOC Checklist fr the Final Pickup & Review (Figures 25-6 thrugh 25-9). them bth t the Chief Cnstructin Engineer and cpy the supervisr f the Cnstructin Admin Services Sectin. 3. Cnstructin Admin Services staff wrk with the RE/Office Engineer t schedule a date t perfrm the field (jb) pickup. 4. Cnstructin Admin Services staff arrive nsite and wrk with RE and Office Engineer t cllect the fllwing: Flash drive with index spreadsheet and relevant EDOC Cntract File directries. Refer t Chapter 2, Cntract Startup, in this manual fr details. Make sure the index spreadsheet nly cntains the divisins (directries and sub-directries) Cnstructin Admin Services staff require at pickup. Field lab bks with bk listing (8.5 X 11) (Figures 25-1 and 25-2) Cntract N Field Lab Bk Listing Bk N. Descriptin r Title Remarks Figure 25-1: Field Lab Bks 1 Field Lab - Sieve Tests 2 Field Lab - Cmpactin Tests Figure 25-2: Field Lab Bk Listing Original dcuments that cannt be scanned and saved t the EDOC Cntract Files directries. 5. When the RE determines, the cntract is substantially cmplete, he/she will request an n-site review frm the District Engineer. 6. After cmpletin f the n-site review, if the District Engineer finds the wrk in cmpliance, he/she sends the District Acceptance Letter (Figure 25-10) t the cntractr and the Cnstructin Divisin. 7. The fllwing items MUST be submitted befre Cnstructin Admin Services staff can begin their final payment prcess: Final Payrll Letter (Figure 25-11) Material Divisin s Acceptance f Cntract Letter (Lab Clearance) Acceptance Test Summary Sheet (ATSS) As-Built Plans 25-2 State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

5 CONTRACT CLOSEOUT 2 5 Pit Release (if applicable) Material Depsit Usage Reprt (if applicable) (Figure 25-13) Guardrail Inventry Data Sheet (if applicable) (Figure 25-14) Cntractr Past Perfrmance Rating (CPPR) (Figure 25-15) NOTE: Cnstructin Admin Services staff will review all the cntract surce dcumentatin t ensure it was cmpleted per the requirements detailed in this manual. 8. When all the required dcuments have been apprved, and accepted by the apprpriate divisin, Cnstructin Admin Services staff will facilitate the clseut prcess and final payment. CLOSEOUT DOCUMENTS The fllwing sectin prvides infrmatin and guidance t the RE n required clseut dcuments. All clseut frms mentined in this sectin are fund in the SharePint Cnstructin Frms Area. CLOSEOUT CONTRACT MODIFICATION The Clseut Cntract Mdificatin (Figures 25-3 and 25-4) recnciles (balances) the quantities f all items in a cntract. It includes a detailed justificatin fr all items with verruns and underruns f $50,000. This type f mdificatin will be the last mdificatin prepared by the Resident Engineer prir t creating the semi-final payment. Refer t Chapter 13, Cntract Mdificatins, in the FieldManager User Guide fr details. State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

6 2 5 CONTRACT CLOSEOUT Figure 25-3: Clseut Cntract Mdificatin (Page 1) 25-4 State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

7 CONTRACT CLOSEOUT 2 5 Figure 25-4: Clseut Cntract Mdificatin (Page 2) State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

8 2 5 CONTRACT CLOSEOUT CONTRACT P ICKUP MEMO The Cntract Pickup Mem (Figure 25-5) is the required dcument t initiate a cntract pickup. If there are any questins, cntact the Cnstructin Divisin. Figure 25-5: Cntract Pickup Mem 25-6 State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

9 CONTRACT CLOSEOUT 2 5 EDOC CHECKLIST FOR THE FINAL PICKUP AND REVIEW A cmpleted EDOC Checklist (Figures 25-6 thrugh 25-9) is required t accmpany the Cntract Pickup Mem. Office Engineer will check all the apprpriate bxes. Check the Yes bx when each item is verified as being cmplete in accrdance with this manual. If the item is nt applicable, they must check the N/A bx. Resident Engineer will sign and date (Page 3 f the Checklist) after all items have been verified by the Office Engineer, and dcumentatin is in accrdance with this manual. Cnstructin Admin Sectin will cmplete their final clseut audit and resend the Checklist thrugh DcuSign fr the Resident Engineers and District Engineer fr final cmments, signatures & dates. Figure 25-6: EDOC Checklist fr the Final Pickup & Review (Page 1) State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

10 2 5 CONTRACT CLOSEOUT Figure 25-7: EDOC Checklist fr the Final Pickup & Review (Page 2) 25-8 State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

11 CONTRACT CLOSEOUT 2 5 Figure 25-8: EDOC Checklist fr the Final Pickup & Review (Page 3) State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

12 2 5 CONTRACT CLOSEOUT Figure 25-9: EDOC Checklist fr the Final Pickup & Review (Page 4) State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

13 CONTRACT CLOSEOUT 2 5 DISTRICT ACCEPTANCE LETTER The District Acceptance Letter (Figure 25-10) is the ntificatin t the cntractr the items f wrk were fund acceptable and cmpleted within substantial cmpliance with the Cntract Plans and Specificatins. This letter, in mst cases, includes the Release f Maintenance. Figure 25-10: District Acceptance and Release f Maintenance State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

14 2 5 CONTRACT CLOSEOUT FINAL PAYROLL LETTER The Final Payrll Letter (Figure 25-11) is a list f final payrll numbers fr the Cntractr and all Subcntractrs, including the last payrll number and week ending date. RE submits this letter directly t HQ Cntract Cmpliance with a cpy t Cnstructin Admin Services staff. This letter initiates the EEO clearance. Figure 25-11: Final Payrll Letter State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

15 CONTRACT CLOSEOUT 2 5 ACCEPTANCE OF CONTRACT LETTER (LAB CLEARANCE) The Acceptance f Cntract letter (Lab Clearance) is required n every cntract. It is the Materials Divisin acceptance f the materials used n the cntract. Near the cntract cmpletin, the RE will cntact the Materials Divisin t make sure all certificatins and samples have been received. If samples were inadvertently mitted, the RE must write a mem t the Materials Divisin explaining the circumstances and send a cpy t the Cnstructin Divisin. If certificatins were nt received by the Materials Divisin, anther cpy f the certificatin must be sent. Cntact the Materials Divisin if there are discrepancies. Cmpare the Material Divisin s Acceptance f Cntract letter with failures n the ATSS t ensure all items are addressed ACCEPTANCE TEST SUMMARY SHEET (ATSS) An Acceptance Test Summary Sheet (ATSS) (Frm N ) is required n every cntract, even if there were n failures. It must list all Materials Divisin failures, as well as all field acceptance test failures which, were allwed t remain in place. These items will require an explanatin as t why they were allwed t remain in place. This includes failures fr sieves, cmpactin, plantmix (stability, air vids, etc.), asphalt, cncrete, glass beads, etc., even if there is n means f assessing liquidated damages. Failing cmpactin material that is retested and passing shuld nt be included. Cmpare the ATSS with failures n the Material Divisin s Lab Acceptance f Cntract letter t ensure all items are addressed. The riginal ATSS will be sent directly t the Materials Divisin. Refer t the SharePint Cnstructin Divisin page, Acceptance Testing Summary Sheet Prcess, fr details and a sample ATSS sheet. A S - BUILT PLANS As-Built plans are an fficial recrd f the prject at the time f cnstructin cmpletin. Tw sets f As-Built plans are required fr each cntract. They MUST be submitted at the time f the final jb pickup (ne set fr the Cnstructin Divisin and ne set fr the District Engineer). Diagram any physical changes (e.g., pipe, guardrail, fence, electrical items, typical sectin changes, Estimate f Quantities, Bill f Material, Structure list, etc.). Retain and set aside tw sets f riginal as-designed cntract drawings and specificatins as designated As-Built plans. These are t be mdified t shw all additins, deletins and ther changes made thrughut cnstructin. Accurate As- Built drawings are imprtant fr prject peratin, maintenance, and future mdificatins, particularly fr wrk cmpleted undergrund. These mdificatins are als reviewed when designing future prjects. NDOT s Recrds Management Sectin scans each set f As-Built, assigning a crrespnding bar cde fr each sectin. This assists in the prcess f recrding and strage f files. It is imprtant t submit the As-Built plans prperly t ensure accurate recrd f the drawings. Ensure ALL pages are accunted fr in the Index f Sheets befre submitting As- Built plans. The fllwing are frmatting guidelines fr As-Built plans: All changes must be identified and made in BLUE INK n the effected sheet(s), including any cnstructin ntes n individual sheets. If sheets are mitted, r there s a break in the numbering sequence, it needs t be nted n the Index f Sheets. If sheets are added, they need t be in numerical rder and nted n the Index f Sheets. Print a cpy f Estimate f Quantities reprt frm the E-Bidding Prtal (11 x 17 sheets). Insert int plans behind the last 3-sheet, usually the General Ntes & Summaries sheet. Edit the Index f Sheets, t reflect the additin f sheets (e.g., sheet 3-3D listed in plans, number the Estimate f Quantities as 3E and change the Index f Sheets by crssing ut D and add E). Update the Estimate f Quantities reprt (Figure 25-12) in BLUE INK t reflect the changes made t the As-Built plans (e.g., item quantity changes, additins and deletins). Make sure t nte assciated cntract mdificatin and supplemental infrmatin. State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

16 2 5 CONTRACT CLOSEOUT Figure 25-12: Estimate f Quantities Reprt Updates Included in As-Built Plans Use red press bard flders with the ACCO fasteners supplied with each flder (psts are nt allwed). Each As-Built flder will be less than 2 thick, separate vlumes at a sectin break. (If there are multiple vlumes, indicate n the Index f Sheets which sectins are included in each vlume.) Each press bard flder shall be identified, with the fllwing infrmatin, n the frnt cver f the As-Built flder: As-Built Drawings Cntract # Prject # Vlume # (Vlume 1 f 1, etc.) If there are additinal sheets sent withut a specified sheet number, assign a sheet number in the same series f numbers f the wrk the plan sheet represents and insert it (e.g., prfile, landscape, lighting, etc.). Revise the Index f Sheets accrdingly. (This des nt apply t a supplemental r revisin see belw). DO NOT INCLUDE 8-1/2 x 11 sheets. If a supplemental r revisin sheet is added, REMOVE & REPLACE the riginal sheet. The revised sheet shuld shw changes in BLUE INK State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

17 CONTRACT CLOSEOUT 2 5 If there are N Field Changes t the plans, it needs t be nted n the title sheet inside the frnt cver. If changes were made, the wrking As-Built plans shall shw crrect grade, elevatins, crss-sectin, r alignment f radway, earthwrk, structures r utilities n the apprpriate plan sheet. Any changes due t Cntract Mdificatins need t be nted n the effected plan sheets, with the Cntract Mdificatin number referenced. DO NOT insert a cpy f the Cntract Mdificatin in the As-Built plans. DO NOT TAPE any changes made n smaller pieces f paper t the plan sheets, as they interfere with scanning the plan sheets. PIT/PROPERTY OWNER RELEASE A prperty wner must submit a Pit/Prperty Owner Release letter t the RE in the case when aggregates r brrw are btained frm a private prperty. This letter must indicate the prperty wner is satisfied with the cnditin the prperty was left in at the end f cnstructin and releases NDOT frm any further liability. The RE will send the riginal letter t Cnstructin Admin Services. MATERIALS DEPOSIT USAGE REPORT The Material Depsit Usage Reprt (Frm N ) (Figure 25-13) will be cmpleted by the Resident Engineer and distributed accrding t the distributin list at the bttm f the frm at the clse f each prject. The Material Depsit Usage Reprt will be required fr all material surces, even if it is btained frm a cmmercial pit. Fr Cmmercial pits, fill ut the tp prtin f frm and indicate Cmmercial Pit in the Remarks sectin. Fr state pits, cmpletely fill ut all infrmatin. Figure 25-13: Material Depsit Usage Reprt State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

18 2 5 CONTRACT CLOSEOUT GUARDRAIL INVENTORY DATA SHEET The Maintenance and Asset Management Divisin is perfrming a statewide guardrail inventry. The RE will cntact the Maintenance and Asset Management Divisin at the cmpletin f every cntract t see if a Guardrail Inventry Data Sheet (Figure 25-14) is required. If the data sheet is required, it will be cmpleted by the RE and sent t the Maintenance and Asset Management Divisin, with a cpy sent t the Cnstructin Divisin. Figure 25-14: Guardrail Inventry Data Sheet State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

19 CONTRACT CLOSEOUT 2 5 CONTRACTOR PAST PERFORMANCE REPORT (CPPR) The RE is respnsible t cmplete a Cntractr Past Perfrmance Rating (CPPR) (Frm N ) (Figure 25-15) fr the Prime Cntractr upn the cmpletin f wrk. The rating is a fillable PDF with an autmated calculatin fr the scre (rating). There is a "Narrative Rating" with a 10-pint bnus. The intent is t allw the Resident Engineer the flexibility t grant additinal pints if the cntractr has perfrmed well in an area nt already addressed in the CPPR. The use f this narrative rating is nt required. The CPPR is als used as a tl during executin f cntracts t address any shrtcmings by the cntractr that need t be addressed. If the cntractr is struggling t prperly execute the cntract and wrk, the cntractr shuld be put n ntice that if they d nt rectify the situatin, it culd lead t pr rating. Fr example, cmplete an interim rating and share with the cntractr what their ptential rating will lk like if crrective actin is nt taken. The RE will use the DcuSign template, Cnst Prime Cntractr Past Perfrmance Rating, t prperly address the distributin (RE, ADE, ACE and Cntractr) f the rating. The intent f the template is t insure the rating is distributed t the apprpriate Divisins as well as dcumenting receipt f cmpletin fr cntract clseut. The cntractr can request a review f the rating by the District Engineer. If this shuld happen, Cnstructin Admin Services staff will frward the rating t the District Engineer fr the review. If a review is nt requested, Cnstructin Admin Services staff will frward the rating t Administrative Services Divisin as required. This reprt is prvided t the Directr by Administrative Services Divisin and is utilized in the evaluatin f prequalificatin s fr bidding department cntracts greater than $250,000. Use the fllwing guidelines fr filling ut this frm: Ttal # f Change Orders The number f cntract mdificatins, excluding thse that are in a DELETED status and the Administrative Types 25 thrugh 35. Ttal Change Order ($) Exclude the cntract mdificatin ttals frm the Administrative Types 25 thrugh 35. Award Amunt ($) The Awarded Price frm the Cntract Recrd dcument fund in the E-Bidding Prtal. Final Payment Amunt ($) The Paid T Date amunt frm FieldManager. State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

20 2 5 CONTRACT CLOSEOUT Figure 25-15: Cntractr Past Perfrmance Reprt (Page 1) CLOSEOUT HELPFUL HINTS PREPARATION FOR THE FINAL CONTRACT PICKUP RE cmpletes the Semi-Final estimate prcess per Chapter 13, Semi-Final Estimate Prcess, in the FieldManager User Guide. Review Field Lab Bks fr frmatting and missing infrmatin (e.g., dates, initials, statining etc.). Review EDOC Cntract Files fr accuracy f cntent and frmatting RE will send the Cntract Pickup Mem and a cmpleted EDOC Checklist t the apprpriate Cnstructin persnnel t schedule a date fr final pickup. State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

21 CONTRACT CLOSEOUT 2 5 EDOC CONTRACT FILE DIRECTORIES REQUIRED AT JOB PICKUP ITEMS REQUIRED PRIOR TO CONTRACT PICKUP Cmplete the EDOC Checklist, Field Lab bk listing, the bttm f all the field lab bks. Make sure all duplicates f crrespndence and paper clips have been remved frm the files. All mix designs, JMF, shp drawings, Request t Sublet, and Subcntract Agreements (Cntract Cmpliance items) are filed in the apprpriate Divisins (refer t Chapter 2, Cntract Startup), in this manual. All riginal test reprts have been sent t the Cnstructin Divisin. Prepare tw sets f As-Built Plans (1-set t Dist. & 1- set t HQ) Make sure all cmpleted Frce Accunt(s) have been checked by apprpriate Cnstructin Divisin persnnel, if required, then scanned int apprpriate EDOC Cntract Files\Divisin N. 6 directry. ITEMS REQUIRED PRIOR TO A REMOTE CONTRACT PICKUP A cmplete Bk Listing f Field Lab bks The EDOC Cntract Files directries with Index spreadsheet cpied t a flash drive. A cpy f the cmpleted EDOC Checklist One set f As-Built Plans (take the ther set t District) Make sure the Calculatin Sheets are scanned int the apprpriate EDOC Cntract File Divisin Flder. ITEMS TO CHECK IN FIELD LAB BOOKS The bttm f the field bk is sequentially numbered and labeled in black permanent ink per the Field Testing Guide The bk pages numbered sequentially frm 1 t 80. Have a cmplete Title page per the Field Testing Guide. A cmplete Index and Initial key page per the Field Testing Guide. Index must shw the beginning and ending page fr each material/test. Initial key must have the initials, signature, and title f everyne wh has written in the field lab bk. The initials must match the initials used in the bk. Failures must be circled in Red. State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

22 2 5 CONTRACT CLOSEOUT There are n ditt marks r lines with arrws and there is a date fr each entry. These bks are nt recapped. ITEMS TO COMPLETE FOR FORCE ACCOUNT The fllwing dcuments must be included with the frce accunt file: Frce Accunt sheet(s) (Frm N ) Fringe Benefit Statement Frce Accunt Equipment Listing (Frm N ) Equipment Watch Recap sheet (Frm N ) Frce Accunt recap (ne fr each AEB (categry)) Extended Invices (riginal r cpy) and/r affidavit (riginal) Check the fllwing n Frce Accunt (FA) fr Highway Patrl: Tp and bttm prtin f the frm is cmplete. NHP is prviding unifrmed fficers. Payment is made n the frce accunt (Frm N ). Payment is ttal invice + 10 percent and the infrmatin is placed in the materials sectin n the frce accunt frm (Frm N ). Calculatins are crrect, the invices have been checked and initialed, and are attached t the cmpleted frce accunt sheet. Frce accunt recap sheet is cmplete. Scan the riginal frce accunt dcuments int EDOC Cntract Files\Divisin N. 6 directry. ITEMS REQUIRED ON THE LAST SCALE TICKET FOR THE DAY Date and Type f material. Pit infrmatin. Cntract and categry number. Ticket ttal must be checked, initialed, and circled. Statins match the lad bk and the plant reprt fr the apprpriate day. Waste must be explained and deducted frm the accumulative (ticket) ttal. Waste is recrded and circled in Red, including 0 waste. Ttal placed must be circled. Resident Engineer s signature, nt initials. Checker s initials Optimum/actual mistures are shwn fr base curse aggregate and calculatins are dne if required State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

23 CONTRACT CLOSEOUT 2 5 ITEMS TO CHECK ON THE RECORD OF DELIVERY SHEETS Item N., Item, Plan Qty, and the Sig. Fig are cmplete. Lad numbers cincide with the lad numbers n the B/Ls. Verify date is cmplete. Truck and trailer number. Bill f Lading number r cntrl number. If a cntrl number is used, make sure it is nted in the Remarks clumn. Tns delivered matches the B/L. On Emulsified (diluted) make sure the tns delivered are shwn as raw tns n the Recrd f Delivery. Tns are entered with the crrect significant figure (.01) Every lad is initialed. ITEMS TO CHECK ON THE BILL OF LADINGS Cntract number, delivery date and inspectr s initials is written in the right-hand crner f the ticket. Weights have been checked and initialed. Tns delivered matches what is entered n the e-lad sheet (Recrd f Delivery). If the B/L fr Emulsified (diluted) cmes t the jb diluted, make sure the B/L states either 60/40 mix r it shws water and il weights separately. All calculatins are checked and initialed. The B/L is filed in the EDOC Cntract Files\Divisin N. 9 directry. ITEMS TO CHECK ON THE ASPHALT PLANT RECORD Item N., Item, and the Sig. Fig are cmplete. Sample number is listed and matches the Field N. n the Transmittal fr Asphalt Sample (Frm N ). Cmplete date and matches the Date Sampled n the Transmittal fr Asphalt Sample (Frm N ). Time has PM r AM listed with the time. Every lad is initialed. VERIFYING SUFFICIENT B/LS TO COVER PRODUCTION Obtain the mix design(s) used. Take the percentages n the mix design fr the asphalt and mineral filler. Enter the il%, mineral filler %, and RAP% in the wrksheet (btained frm SharePint) t find ut hw much asphalt and mineral filler was used, as illustrated in Chapter 10, Plantmix and Recycled Surface Items, in this manual. Calculatins will be based n the ttal mix. D nt deduct waste. State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

24 2 5 CONTRACT CLOSEOUT Cmpare the quantity delivered t the used and see if there is enugh B/Ls t cver, if there are nt enugh B/Ls cllected, the RE must cntact the Cntractr t see if mre B/Ls can be submitted. Make sure the new B/Ls are nt duplicates and are in the crrect time frame as the paving peratin. If n mre B/Ls can be cllected, then cntact the Cnstructin Divisin t see what the next step will be. The ttal delivered n the Liquid and Emulsified Asphalt will be cmpared t the ttal n the e-lad sheet (Recrd f Payment) verify if there are enugh B/Ls t cver what has been used. If there are nt enugh B/Ls t cver what was used and if n mre B/Ls can be cllected, then a deductin by means f a FieldManager IDR psting stating, there was nt enugh B/Ls t cver what was used. Make sure t take the ttal raw tns frm the e-lad sheet (Recrd f Delivery) and multiply by the apprpriate manufacture recmmended dilutin factr. Galln meter recrds and/r weigh-back tickets are required t calculate the app rate used. Verify the weights n the weigh-back tickets are applied t the crrect date. When using the ttal B/L make sure the tns d nt exceed the max that can be paid. When reading the galln meter, a temperature crrectin factr must be used. Check the factr by using the graph in Chapter 11, Liquid and Emulsified Asphalt Items, in the manual. Assure the categry numbers are crrect. Statin t statin des nt necessarily equal length. Length must be measured r calculated. Width must be measured r calculated ( Varies is nt acceptable). Inspectr s initials are required. ITEMS T O CHECK ON THE ASPHALT A ND FUEL E SCALATION Make sure a spreadsheet is saved t the EDOC Cntract Files\Divisin N. 7 directry. Make sure ttals match Cnstructin Divisin ttals. Use Mix Design when setting up the Asphalt escalatin sheet, NOT JMF. ITEM TO CHECK ON LOAS The riginal LOA backup dcuments are scanned int the apprpriate EDOC Cntract Files\Divisin N. 6 directry. ITEM TO CHECK ON LDS FOR TIME Make sure there is a cpy f the letter t the Cntractr scanned int the EDOC Cntract Files\Divisin N. 7 directry. ITEMS TO CHECK ON LDS FOR ASPHALT Yu will need the e-lad sheet (Recrd f Delivery), the Plant Recrd, the scale tickets, the Liquidated Damage e-frm btained frm SharePint, and the failing test reprts frm the Lab. Cmpare the failing test reprt t the plant recrd t match the field sample number and the date the sample was taken. Make sure the Lab Test #, Date Sampled, Sample #, and Demerits cmpare t the Liquidated Damage spreadsheet. (Print frm frm SharePint). Cmpare the demerits n the Liquidated Damage spreadsheet t the demerits shwn in the Silver Bk t assure the deductin per tn n the spreadsheet is crrect State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember 2017

25 CONTRACT CLOSEOUT 2 5 Calculate hw much asphalt was used n the days that had failing asphalt. The percent f asphalt is based ff the mix design. If there was mre than ne sample taken n a particular day, take the asphalt used and divide by the number f samples taken t get the tnnage each sample represents, whether the sample failed r passed. This will be the quantity used n the Liquidated Damage spreadsheet under Tns. Make sure the Liquidated Damages spreadsheet is cmplete and the calculatins are crrect. Scan the Liquidated Damages spreadsheet with all the backup test reprts frm the lab in EDOC Cntract Files\Divisin N. 7 directry. THINGS TO CHECK ON LIQUIDATED DAMAGES FOR LIQUID AND E MULSIFIED ASPHALT Yu will need the Liquidated Asphalt e-lad sheet, the failing test reprts frm the Lab, and the Liquidated Damage spreadsheet. Cmpare the Lab Test #, Date Sampled, Refinery #, Truck #, Trailer #, and demerits t the Liquidated Damage spreadsheet. Cmpare the demerits n the Liquidated Damage spreadsheet t the demerits shwn the Silver Bk t assure the deductin per tn n the Liquidated Damage spreadsheet is crrect. T check the tns damaged based n what was used f the lad. Remember emulsified asphalt is based n diluted tns. Make sure the Liquidated Damages spreadsheet is cmplete and the calculatins are crrect. Scan the Liquidated Damages spreadsheet with all the backup test reprts frm the lab in the EDOC Cntract Files\Divisin N. 7 directry. NOTE: Make sure t check the calculatins n all ther Liquidated Damages. State f Nevada Department f Transprtatin Cnstructin Divisin Dcumentatin Manual Nvember

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