section 105.15 where you go if you disagree on either three elements entitlement, impacts or costs ...
DESCRIPTION
Wydot documentation ◦ Create a file at notice or before - Start of claim manual ◦ Documentation is vital, have good practices in place from the beginning. Regular and complete diaries, letters, photos, videos Pay documentation T-109s, E-78s, grading reports ◦ Other resources Trauner manual DCE, Construction staffTRANSCRIPT
Claim HandlingSection 105.15 Dispute Resolution
Section 105.15 Where you go if you disagree on either three elements entitlement, impacts or costs
Begins with the contractors notice 5 working days after the resident engineers decision.◦ From this point all correspondence sent certified
return receipt
Claim Handling
Wydot documentation◦ Create a file at notice or before - Start of claim
manual◦ Documentation is vital, have good practices in
place from the beginning. Regular and complete diaries, letters, photos, videos Pay documentation
T-109s, E-78s , grading reports◦ Other resources
Trauner manual DCE, Construction staff
Claim Handling
Section 105.15◦ The Claim Package
List of supporting documentation 105.15.2 Certification Basis for entitlement stated and supported
May have evolved over time Correspondence- 5 day letter Pictures Diaries, time cards
Claim Handling
Section 105.15◦ The Claim Package
Impacts stated and supported Schedules, analysis
Costs/ time extension stated and supported tied to impacts Bid calculations Actual costs and supporting documentation
Ask for what you need if it is not provided - certified letter Restart 30 days
Get explanations of documents you don’t understand Bid calculations, accounting records
Claim Handling
Analysis◦ Focus on the three elements
Entitlement –Impact-Cost All three elements at this stage
Claim Handling
Analysis◦ Entitlement
Contract based evaluation Is it a change from the bidding condition? 104.2.2 differing site conditions
Latent conditions Unusual unknown conditions
Claim Handling
Analysis◦ Entitlement
104.2.3 Significant changes in the character of the work Change in character (Grading) Changes in quantity
104.2.3 Engineer ordered suspensions Contract provisions
LQDs, Quality assurance assessments Warranty work(2 weeks on chip seal, plants for city) Remove and replace quality issues
Claim Handling
Impacts◦ Where the contractor often falls short◦ Delays, inefficiencies, acceleration, change
method and means
Claim Handling
◦ Change in method and means◦ Delays
Critical path and noncritical path Non-excusable Excusable
Compensable-related to a change Non- compensable - Force majeure Trauner Manual Schedule analysis
As constructed schedule vs as-planned schedule Production analysis(measured mile)
Claim Handling
Claims Handling
Excusable Non compensable delay
Claim anaysis RC Wall Dell Creek
Production over timeproject
Date Days Concrete Concreteworked Placed Placed
CY CY TTD
11/5/2009 excavation began 0 0 02/9/2010 footer l 46 92.5 92.5 92.5
2/17/2010 footer k 54 121 213.5 213.52/19/2010 wall l 56 40 253.5 253.52/25/2010 wall k 61 40 293.5 293.5
3/9/2010 footer j 71 80 373.5 373.53/15/2010 wall j 76 40 413.5 413.53/18/2010 slab 79 38 451.5 451.53/23/2010 curb 83 8 459.5 459.53/30/2010 slab 89 32 491.5 491.53/31/2010 curb j 90 7.25 498.75 498.75
4/1/2010 footer A 91 102.5 601.25 601.254/9/2010 wall A 96 25 626.25 626.25
4/23/2010 footer B 108 100 726.25 726.254/30/2010 Wall B 114 33 759.25 759.25
5/3/2010 foorter I 117 44 803.25 803.255/7/2010 footer I 121 140 943.25 943.25
5/18/2010 wall I 129 77 1020.25 1020.255/24/2010 Wall J? … Slab? 133 32 1052.25 1052.255/27/2010 Footer C 136 99.5 1151.75 1151.756/10/2010 Wall C 146 41 1192.75 1192.756/21/2010 curb J ? 155 41 1233.75 1233.756/22/2010 curb J? 156 8.5 1242.25 1242.256/29/2010 slab I 161 29 1271.25 1271.256/30/2010 Cub a 162 6.5 1277.75 1277.757/12/2010 slab A ? B? 170 39 1316.75 1316.757/13/2010 Curb A 171 8.5 1325.25 1325.257/15/2010 slab B 173 29 1354.25 1354.257/16/2010 curb b 174 7.5 1361.75 1361.757/21/2010 Footer H 181 134 1495.75 1495.757/29/2010 footer g 185 130 1625.75 1625.757/30/2010 wall H 186 69 1694.75 1694.75
8/5/2010 wall g 191 56 1750.75 1750.758/10/2010 e joint bridge 195 3 1753.75 1750.758/11/2010 bridge abutment 196 18 1771.75 1750.758/12/2010 bridge abutment 197 18 1789.75 1750.758/13/2010 bridge abutment 198 1 1790.75 1750.758/24/2010 bridge abutment 207 20.25 1811 1750.758/25/2010 bridge abutment 208 18 1829 1750.758/26/2010 bridge abutment 209 3 1832 1750.75
9/2/2010 slab g 216 34 1866 1784.759/3/2010 head wall 217 3 1877.5 1784.759/8/2010 curb g 219 8.5 1874.5 1793.25
9/10/2010 footer F 221 122.5 2000 1907.259/15/2010 footer E 225 126.5 2126.5 2033.759/17/2010 wall f 227 47.5 2174 2081.259/24/2010 footer d 233 126 2300 2207.259/27/2010 Wall E 234 40 2340 2247.259/30/2010 Wall D 237 37 2377 2284.2510/6/2010 head walls 242 5.5 2382.5 2292.7510/8/2010 head walls 244 2.5 2385 2292.75
10/18/2010 slab G 253 34 2419 2326.7510/19/2010 curbg 254 8.25 2427.25 233510/22/2010 Slab F 257 35.5 2463.75 2370.510/23/2010 curb f 258 9.5 2472.25 238010/28/2010 Slab E 263 34 2506.25 2414
11/2/2010 Curb C 266 8.5 2514.75 2422.511/3/2010 slab A ? B? 267 5 2519.75 2427.511/5/2010 Curb D 269 36 2555.75 2463.511/6/2010 curb 270 9 2564.75 2472.5
11/10/2010 slab C, D 274 46.5 2612.25 251911/12/2010 curb CD 276 10.75 2622 2529.75
0
500
1000
1500
2000
2500
3000
0 10 20 30 40 50 60 70 80 90 100 110 120 130 140 150 160 170 180 190 200 210 220 230 240 250 260 270
Figure 1Class B Concrete vs. Working days
Series1
11/5/2009
Average Production
Original Schedule
Actual Production
E-61 No.2 March 26, 2010
E-61 No. 6 Aug 19,2010
Nov 8, 2010 last day of paving
Cubic YardsPlaced
Working days
Costs◦ Should be straight forward if the other two
elements are done properly◦ Costs tied to impacts
Actual costs Force account
◦ Profit - not allowed for claims◦ Overhead
Job overhead ok Home office overhead - No
Claim Handling
Costs◦ Bid price calculation and production estimates
Don’t just get the one item Mobilization
◦ Are there mitigating impacts to costs What is in the unit price
Fixed cost Direct cost Job OH Labor
Claim Handling
Costs◦ Contractors source documents
Labor records if there are labor cost involved Time cards Payrolls
Production records (crushing)What, when and how much
Claim Handling
Costs(cont)◦ Contractors source documents
Accounting records OH rate
Home office- Not usually recoverable Job overhead
Equipment bare rates canceled checks
Equipment costs Rental agreements
Material costs Purchase orders
Claim Handling
The Letter – last chance◦ Certified return receipt ◦ Entitlement impacts and costs◦ Thorough, but don’t get lost in the minutia◦ Analysis, charts and graphs◦ A fair tone - strict but fair
Contractor has 30 days from receipt to respond
Claim Handling
Appeal to the District Engineer◦ The claim manual
Brief history/executive summary Completion report
Correspondence Numbered and tabbed, oldest is #1, appeal to the District
Engineer last Diaries -tabbed Analysis
Charts and graphs and source documents Schedules
Pictures The contractors claim package
Claim Handling
Presenting to the District Engineer◦ Agenda
General overview of the project and claim - RE Presentation of the contractors claim - Contractor Questions for the contractor - District engineer Analysis of the claim and Basis for decision – RE Questions for the RE – District Engineer Discussion
Claim Handling
Preparation Organize logically, like your letter Visual aids
Power point Know what their arguments will be Be prepared for theatrics, be composed
◦ Show you did your best to consider their arguments
From this point on you are just the keeper of the claim manual
Appeal to the Chief engineer◦ Wear a tie
Claim Handling
Claim Handling
Questions/Discussion?
Cartoon credit to Dave Kaufman