CE & I for Construction. Brian Buckel. HQ Construction Division Chief Construction Engineer

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1 CE & I for Construction Brian Buckel. HQ Construction Division Chief Construction Engineer

2 Talking Points Outline the duties and responsibilities of both a) the sponsor s personnel b) DOTD personnel

3 Definitions Project Engineer The engineer who works for and is paid by the Sponsor or DOTD to administer the contract. District Construction Coordinator: - DOTD s Project Engineer - Responsible for ensuring that the public investment is being looked after by the Sponsor/P.E.

4 Construction Contract Administration Manual This manual will be referred to often. Contains info such as contract administration, diaries, contractor payments, change orders, final estimates, etc. It can be found on the La DOTD Web Page at under the Construction tab on the left side of the page.

5 Use of Site Manager Consultant or Sponsor shall use Site Manager as the project tracking manager for quantities, diaries, and estimates Contact Alan Rusch at in the Construction Section about having the program installed on your system and training.

6 Pre-Construction Conference The sponsor and/or project engineer will schedule and hold after the contract has been awarded and the Notice of Contract Execution has been issued. All parties involved must be notified and invited to the meeting.

7 Project Engineer Duties Before the pre-construction conference, the sponsor s PE should schedule a meeting with the District Construction Coordinator in order to determine: a) When a certified inspector is needed b) To review the paperwork required for partial estimates, final estimates, and change orders c) To verify what the sampling and testing requirements for the job will be.

8 P.E. Duties (cont d) All documentation must follow that as shown in the Construction Contract Administration Manual. All the items to be paid should be measured and documented in a field book/site Manager or spreadsheets. A detailed estimate should be prepared showing the different items to be paid.

9 PE Duties (Cont d) All sampling and testing must be done in accordance with the DOTD Materials Sampling Manual. Responsible for obtaining all the necessary samples and performing tests in the field - may have a certified or qualified inspector to assist him. The project will have to be built in accordance with the DOTD Louisiana Standard Specifications for Roads and Bridges unless amended by the contract.

10 Inspectors The inspector(s) should be on the job site during construction activities. The inspector must be a DOTD certified inspector if one would be required for similar work on a DOTD project. Five areas of certification are 1. Embankment and Base Course 2. Asphaltic Concrete Roadway 3. Asphaltic Concrete Plant 4. Structural Concrete 5. Portland Cement Concrete Pavement Examples of work that can be done by a qualified inspector are laying pipe ( not density tests), building sidewalks, planting trees, erosion control, etc.

11 Shop Drawings and Submittals To be reviewed and approved by the Project Engineer and/or consulting firm. No work should be done on these items until the drawings and submittals have been approved and returned to the contractor.

12 Change Orders The specifications require that contract work be completed in accordance with the plans and specifications. Any changes to the plans or specifications will require a change order. The P.E. is responsible for writing all change orders and submitting them for approval, which includes approval from DOTD HQ and the FHWA if required. Extra work should not be started until the CO has been approved by all parties. If an item overruns or underruns greater than 5%, a change order is required.

13 Inspection of the Work It is the responsibility of the P.E. and his inspectors to monitor the work being performed. It is required that either the P.E. and/or inspectors be on the job observing the contractor s performance and work being done (except in unusual circumstances)

14 Measurement of the Work The P.E. and his inspectors are responsible for measuring the work that has been completed and documenting these items and quantities in a field book for pay purposes. These measurements should be done on a daily basis. See the CCAM for examples and templates to follow.

15 Diaries Project diaries/daily Work Reports shall be written and kept by the P.E./inspectors on a daily basis during the life of the project. These diary entries will record the work done that day with quantities, equipment, and personnel on the job as well as weather conditions and whether a contract day was charged. Diaries are very handy, especially if a claim or lawsuit arises (may be many years later)

16 Payment The sponsor is responsible for paying the contractor for all the work he has done on a monthly basis if a 742 or 744 type projects. A partial estimate will be developed each month by the P.E. in Site Manager and notify the DOTD Coordinator to review. Proof of payment to the contractor is required. Once the partial estimate has been approved, the sponsor will be issued a check to reimburse them for the percentage specified in the State/Sponsor agreement of the cost of the work for that month. The contractor must be paid correctly and on time.

17 Final Inspection/Acceptance When the project is complete, the sponsor/p.e. shall set up a final inspection and acceptance of the project. Applicable parties shall be notified of the inspection, including the DOTD Construction Coordinator. Final Inspection must be entered into Lotus Notes to create the acceptance letter.

18 Final Estimate The P.E. shall submit a completed sampling plan showing that all testing and sampling has been taken and what happened to any failing tests - called a P.E. shall submit a completed final estimate and as-built drawings. All of this should be completed no later than 45 days after the final acceptance of the project.

19 Duties of DOTD The District Construction Coordinator is there to provide technical assistance and answer any questions. DOTD is not in the damage control business - we are there to assist you in solving problems before they happen. We will not run the job for the sponsor or P.E. We will provide guidance in how to prepare a change order - we will not write one for the sponsor/p.e.

20 DOTD Duties (cont d) The District Lab Engineer will assist the P.E. in developing a sampling plan (a list of all materials that have to be sampled and all tests that have to be taken on the job) The coordinator will review the partial estimate in Site Manager after he has been notified it is complete.

21 MOST IMPORTANT Failure to supply the required documentation will result in either a delay in reimbursement or possible withdrawal of federal funding should the matter not be resolved in a timely manner. This is a requirement, not an option.

22 QUESTIONS

VIRGINIA DEPARTMENT OF TRANSPORTATION MATERIALS DIVISION MEMORANDUM. Charles A. Babish, PE State Materials Engineer Approved:

VIRGINIA DEPARTMENT OF TRANSPORTATION MATERIALS DIVISION MEMORANDUM GENERAL SUBJECT: Revisions to Chapter VII of Manual of Instructions Materials Acceptance and Materials Notebook Program NUMBER: MD 407-17