WELCOME WELCOME

CONSTRUCTION FINALS TRAINING

SWR Madison OfficeApril 1, 2013 9am-12pm

Southwest Region Office Staff

Southwest Region Office Staff

Bill Strobel, Consultant Contract Supervisor 608-242-8009 office, 608-516-5755 cell

strobel.william@dot.wi.gov Office 116

Kelly Addison, Madison Contract Specialist 608-246-7914 kelly.addison@dot.wi.gov Office 119

Dan Kleinertz, SWR Construction Program Controls Engineer608-789-5709 office, 608-792-1367 cell

daniel.kleinertz@dot.wi.us Pod 127H

PreconsPrecons Precon letter notification – 2 week lead time to email out our letter,

fed/state form & Dplan title sheet 2 Weeks are important to Utilities and Wendy working on ECIP’s with

DNR Provide Kelly w/ Precon Notice (Region Spec Pantry) Please always use the most current year for forms. Pantry 2013 will

be loaded on machines or WisDOT can still go to N:\PDS\Pantry2013, some forms are under statewide and others are under region specific, Madison Office

Precon Agenda – (New Template for Madison to use) Completed Source of Materials (SOM). If Prime returns to PL or PM

instead of Kelly in Contracts, please be sure that she gets a copy

Precon Notice Precon Notice

SWR - Madison

REQUEST FOR PRECONSTRUCTION MEETING E-Mail request to Kelly Addison, Contracts

Please include the Project ID in subject line of your email! PROJECT ID NUMBER (please include County & Hwy): CONTRACTOR: SUPERVISOR OR PROJECT MANAGER: PROJECT ENGINEER (if consultant, please include firm): DATE (please include the day of the week): TIME: LOCATION (and room if applicable): OTHER PEOPLE TO INVITE: (Please provide e-mail addresses) This is a list of people who are routinely invited to a Preconstruction Meeting If the Project was designed by a Consultant, then that Consultant is invited and DOT Design Project Manager if different than Construction Project Manager. If the Project is in a City, Town or Village we invite the Clerk. If the Project is in a City, Town or Village we invite the Local Law Official if one listed. If the Project in on a USH, STH or IH, we invite the WI State Patrol. All Utilities Companies listed on the Plan are invited. The County Highway Commissioner is always invited. The County Sheriff is always invited. The DNR is always invited and Wendy Braun from SWR Madison office. Johnny Gerbitz, Federal Hwy Admin if project has Federal Funding & Federal Oversight (see Special) Reminders for Kelly _______Make sure address on award letter is same as what is in Label Maker _______ Invite DOT DL Precon-Starts (out on GAL) _______Enter info in PT for Precons _______Write Precon info on calendars _______Email Letter, Fed/State Form and Title sheet of Dplans (Requested by Utilities (not DOT) 2011)

Start NoticesStart Notices

Send Start Notice letter from current year in Pantry to Kelly. Start notice letter – 1 week lead time and sent before starting

work. Contractors know when the project has been awarded,

therefore they have a pretty good idea when they want to start. Contractor must have this letter BEFORE any road work starts.

Contractor is liable for any accident without this letter.

Before a Start Notice can be sent out…

Before a Start Notice can be sent out…

ECIP must be approved (Email/letter from Wendy Braun, not DNR)

Request for sublets approved (Need Labor Compliance email/letter for paper approval and CRCS sublets, need both)

Project Executed (Must be shown in PT regardless of where you see a date in the system (can accept email), this date is entered by CO)

Precon Meeting previously heldStart Date entered into CAS for estimates (Contract

specialist enters into system)

Start Notice Start Notice

SWR - MADISON

REQUEST FOR NOTICE TO START Please enter data and use the tab key or mouse to move between fields.

E-mail request to Kelly Addison, Contracts Please put the Project ID in the subject line of your email!

DATE OF LETTER: (work will begin within 10 days after date of this letter) PROJECT ID (please include County & Hwy): CONTRACTOR NAME: PROJECT ENGINEER/CONSULTANT: Give date that work will start: REQUIREMENTS IN ORDER FOR START NOTICE TO BE SENT (Filled out by Kelly) _______Executed Contract (Must be in Project Tracking/CO Email, not just shown in CAS per CO) _______ECIP Approved by DOT (Wendy Braun’s email), not just DNR’s concurrence (not the approval) _______Sublets Approved (DBE Letter w/e-mail from Tim Alston in Labor Compliance.

(Must have both: date in PT and Tim’s email ) _______Preconstruction Meeting Held _______Start Date entered in PT _______Start Date entered in CAS

Pantry 2013 Pantry 2013 N:\PDS\Pantry 2013 Consultants get the yearly updates when contracts are

loaded on their machines for the year by Tina (Christine) Goede

Everyone will be notified of changes during the year Pantry is set up by region, be sure you are using the

correct one If you don’t have the current year, please contact Tina

at 608-785-9943 or Tim Hintz 608/516-1034

Project Engineer (PE) PacketsProject Engineer (PE) Packets PE Packets are located in the Construction Hallway Cabinets and may be

picked up prior to the Precon. Inserted into the PE Packets:

– Current year PE Packet cover letter (white)– Field Manager to Project Tracking Contact Info Mapping (white) Updated!!– Outline for CCO’s/Mods (blue) & FHWA Info (Johnny’s email 2/29/12 – white)– Statewide Finals Process Timeline from Don Greuel (orange)– Environmental Contact current year (green)– Materials Contact current year (pink)– Current Estimate 11x17 Cardstock sheet (orange)– 2- hole punched top/side bound report cover (used for IRA’s, Daily Diaries…)– 4 letter size red rope wallets (used for finals)– Project Labels– Request to Sublet, Source of Materials (SOM)

Updated FM to PT Contact Info MappingUpdated FM to PT Contact Info Mapping

2013 Computer Specifications2013 Computer Specifications

Field Diaries/Fit SendField Diaries/Fit Send

Complete a FIT SEND on your project to create a Transcript of Contract.

On a WEEKLY basis, send FITS upload after all daily information is entered to keep Diary information current.

Close Field Manager, Open FITS…Click “Yes, Merge Data”

Labor Compliance Diary Entries

Labor Compliance Diary Entries

On a daily basis enter the following in Field Manager as an IDR:

Every Contractor on the job site performing workMost accurate number of workers on the jobMost accurate number of hours worked each dayType of Equipment OperatedCorrect classification of workersType of work being performedList of Trucks (names) performing work on the jobMaterial being hauled

SubcontractorsSubcontractors Sublet Request (DT1925) required for all 1st Tier

Subcontractors and are approved by Tim prior to starting work

PL enter Subcontractors in FM making sure to enter the correct name

Written notification (letter, email, fax) required for 2nd and 3rd Tier Subcontractors and must be given to the PL and Tim prior to starting work

ASP.1TOG and ASP.1TOAASP.1TOG and ASP.1TOATrANS (Transportation Alliance for New

Solutions)$5.00 per hour reimbursement for TrANS

Graduates and TrANS Graduate Apprentices employed on the project

To pay this bid item, contact the ERO for verification of TrANS status and hours

TrANS Grad Payroll ReportTrANS Grad Payroll Report

ASP 3ASP 3Disadvantaged Business Enterprise

Central Office assigns DBE utilization % on some federal funded projects

Commitment to Subcontract to DBE and Good Faith Waiver letter in field office

Monitor DBE participation on project & report concerns to Region ERO/CO DBE

CRCS Commitment vs. Actual Payments Report Specific process to follow in order to replace a DBE

on a project (www.dot.wisconsin.gov/business/engrserv/docs/policyreplacingdbe.pdf)

ASP 7ASP 7Reporting 1st Tier and DBE Payments

Late Payment tracked in Civil Rights Compliance System (CRCS)

Non-compliance/complaints forwarded to PL to address at weekly meetings

All payments must be confirmed before final estimate Unconfirmed Payment Report CRSD

For Madison Labor Compliance questions, please contact Tim Alston at 608/242-8040, cell 608/516-8436 or

Anne Wallace, Labor Compliance Supr at 608/386-1141

ASP 9ASP 9Requires contractors to submit all payrolls electronically

via the Civil Rights Compliance System (CRCS)

ASP9 - Electronic Certified Payroll Submittal. All contractors, including trucking firms and owner operators,

must submit payrolls electronically using the Civil Rights Compliance System (CRCS).

Payrolls are due within seven days following the close of the payroll period. All contractors providing physical labor on a project is considered a subcontractor per the special provision.

Paper payrolls will be summarily rejected.

Construction Progress Meeting

Construction Progress Meeting

Late Paving Season Reminders

Late Paving Season Reminders

3 Late Paving Letter Options:1. Allowing the contractor to place all of

pavement per the contract2. Allowing the contractor to place just the

asphaltic binder course per the contract3. Ordered to place asphaltic pavement

**Directing to pave reminder**

Final Checklist Pantry Reg Specific

Final Checklist Pantry Reg Specific

Final Checklist N:\PDS\Pantry\RegionSpecific\SouthWestRegion\MadisonOffice\FinalChecklist.docx

(Please be sure you are always using the most current version of pantry for all forms)

PROJECT I.D. (Label)

Project Engineer/Leader should be familiar with and utilize the C&M manuals in completing items on this checklist. Items III and IV, separate and give to Greg Brecka (Soils Matls Engr, 131C) and Kelly Addison (Contract Splst, 119). Everything else from final boxes place in finals holding area, pod 129B in letter size redrope wallets (NO Legal wallets) and NO binders please as they don’t fit on dock/records shelves.

I. FIELDMANAGER ITEMS Detailed directions: N:\PDS\Pantry\RegionSpecific\SouthWestRegion\PCUserGuide.docx

Date PE/PL PM A. Is all contract information entered in Field Manager? _________ _______ _______ B. Are all Contract Modifications complete and entered? _________ _______ _______ C. Are all items marked complete and quantities checked? _________ _______ _______ D. Are the delivered items reduced to zero? _________ _______ _______ E. Are the deficiency/incentive/disincentive entered correctly? _________ _______ _______ F. Are the stock piled items reduced to zero? _________ _______ _______ G. Are there liquidated damages to be charged? _________ _______ _______ H. Should the retainer be reduced? _________ _______ _______ I. Create Field Manager Database backup disk _________ _______ _______ J. Enter Contract Work Completed date _________ _______ _______

This field originates in Field Manager and we use it to identify when all of construction work that requires labor is completed (including punchlist and landscaping care). Don’t confuse the Contract Work Completed date with the Time Charges Stopped date in Field Manager. While they could be the same date, the Time Charges Stopped date is the date field that controls the penalties for liquidated damages.

Project Engineer/Project Leader - Fill in Date Completed and initial in PE/PL line

Project Manager – Initial in PM line (Must Have: Date & PE/PL and/or PM initials - if item not applicable to project, place NA in date field.)

Project Tracking FlowchartProject Tracking Flowchart

12

3 (FA)

5 (SF/TF)

6

74

98

Project Tracking StepsProject Tracking Steps 1. Contract Work Complete entered in Field Manager (FM) by the

Project Leader (PL) 2. Partial acceptance (PA), if needed 3. Final Acceptance (FA) must be done before SF/TF 4. Region Matls Eng approves matl cert, date is entered into Project Tracking 5. SF/TF (Retainer must be reduced before creating an estimate

or it won’t show up) 6. Kelly notifies Labor Compliance to begin payroll audit at FA stage 7. Kelly prints out completion cert during TF/SF for Suprs to sign & return 8. Submit final boxes BEFORE sending final estimate for needed paperwork 9. Final Estimate (FE) is sent, verified in CAS to close project

Read Access to Project TrackingRead Access to Project Tracking Anyone in WisDOT can have read-only access to Project

Tracking. It is a great tool for tracking the progress of your projects! (Use the IT Service Catalog form found at http://dotnet/servicecatalog/procurement/pro-it-proc/form-get.htm to request Project Tracking, in the comments area specify request to Tim Hintz and also state that you need “Read-only access to Project Tracking.

Using the above will allow you to view if the following has been entered: contract work complete, partial, final acceptance, material cert, retainer (still a bug in Project Tracking where the amount differs from what is shown in CAS at times, so may want Kelly to double check for you), semi/tentative final, payroll clear date, completion cert, final boxes & final estimate.

Contract Work Complete (CWC) in Project Tracking (PT)

Date entered in Field Manager by Project Leader per Project Manager

Contract Work Complete (CWC) in Project Tracking (PT)

Date entered in Field Manager by Project Leader per Project Manager

Contract Work Completed

What does this mean? Why is it necessary?

Contract Work Completed

What does this mean? Why is it necessary?

It identifies when all of the construction work that requires labor is completed (including punchlist and landscaping care).

CMM 1.65.8.1.18 and Standard Spec 105.11.2.4 This field originates in Field Manager Don't confuse the Contract Work Completed (CWC) date

with the Time Charges Stopped date in Field Manager. Time Charges Stopped date is the date field that controls

the penalties for liquidated damages.-David Castleberg Note: If the CWC date is in as well as matls, there is no

reason why we shouldn’t go to Final Acceptance. May have some plantings/landscaping items.

Partials done as needed and entered in Project Tracking by

Kelly

Partials done as needed and entered in Project Tracking by

Kelly

Partial Acceptance What does this mean? Why is it necessary?

Partial Acceptance What does this mean? Why is it necessary?

Contractor needs to request partial acceptance first. Std Spec 105.11.1 permits the engineer to relieve the contractor of

responsibility for maintenance upon request, of completed sections of the project by granting partial acceptance.

Partial acceptance places the responsibility for maintenance of the accepted section upon the owner of road.

This does not relieve contractor of responsibility for defective work or damages.

Partial acceptance should be granted only for sections that are fully operable condition.

Partial acceptance should not be granted for individual items. Please work through your Project Manager and Supervisor before issuing a partial acceptance.

Partial Acceptance Cont…Partial Acceptance Cont… A note in the project diary should be documented along

with notification to the contractor, in writing, within 5 business days from the request for partial acceptance and what date it was granted. CMM 2.50.1

If only punchlist remains – we can use 105.11.2.3 (2) to limit the time to complete the punchlist (5 days or start up time charges) and move to final acceptance instead.

Partial Acceptance Letter

Partial Acceptance Letter

Final Acceptance in PTThis is a MUST before going to Semi Final

(SF) aka TF

Final Acceptance in PTThis is a MUST before going to Semi Final

(SF) aka TF

Final AcceptanceWhat does this mean? Why is it

necessary?

Final AcceptanceWhat does this mean? Why is it

necessary? Standard spec 105.11.2 and CMM 2.50.2 Contractor will no longer be assessed contract time. For the project to pass the inspection and receive final acceptance, all bid items, finishing

operations, needed repairs, required corrections, and changes must be completed. The engineer should identify in writing the punch-list as specified in SS 104.9. Include a statement addressing contract time and identifying the contract as substantially

complete. Representatives of the department, local units of government, and others as appropriate,

should be present or invited to be present at the time of final inspection. Special attention to pavement markings, signs, traffic signals, railroad crossings signals,

and lighting to be assured they are installed and operating correctly for the safety of road users.

Final Acceptance Cont….Final Acceptance Cont….

Final Acceptance, the WisDOT PM needs to provide the Region Contract Specialist a date in your email. This date is used in the letter along with Contract Work Complete date.

Final Acceptance date is the date the project was inspected and accepted by the Project Manager.

Contract Work Completed date will be required before Final Acceptance is entered.

Final Acceptance to Contractor in Project Tracking is the date the letter is sent to the contractor.

Final inspection should be held before the contractor’s equipment and forces leave the project site.

Upon acceptance of the project, the contractor is to be notified by email/letter and a note placed in the project diary.

Final Acceptance Letter

Final Acceptance Letter

Step 4 -Material Cert ( DT1310)Step 4 -Material Cert ( DT1310)

This certificate is found in MIT and required for all contracts let to bid or entered into with counties. See CMM 8.45 for guidance in completing the form (CMM 8.45.7).

MaterialsPlease no binders or legal size wallets for any final records including

materials! Legal Wallets hang over the edge on the dock shelves resulting in the stations not being able to close flush. Binders do not fit well in letter size wallets and they can’t sit straight up but lean on others instead. In Records Room, anything in a binder will not fit either way

(standing up or on its side). Some Materials end up in both the Dock and Records Room. Thank You for your cooperation and understanding!

Retainer RemindersRetainer Reminders Retainer can not be reduced if the contract work completed date is not

in Project Tracking (PT). Retainer can not be reduced if ARCO is not shown in CAS. The ARCO

record is the system generated retainage record that gets automatically created when the contract reaches over 75% complete.

Retainer can not be reduced if the final acceptance date is not in PT. If you want to reduce the retainer (don’t always have too), we MUST

reduce before sending an estimate!! Please remember that it is NOT the date the estimate was sent but the actual date when the PL creates the estimate in Field Manager. If we do this in the wrong order, it will appear that the retainer was not reduced and you’ll have to send another estimate for it to show up.

When to reduce retainer?When to reduce retainer? Before creating TF/SF estimate. In order for a retainer to be reduced, an email from the Project Manager is needed. If

Matl’s is not in yet, an email is needed from Greg or Anne to proceed. Email ex: Could you please reduce retainer down to $10,000? Project id in subject line. The PM’s make the decision what the retainer should be reduced too, not PL’s. The retainer is for the contract ID not individual project ID’s within that contract. Region Contract Specialist will reduce the retainer and notify you by email that it has

been sent. If SF/TF is created before retainer reduced, a 2nd SF/TF usually needs to be sent. It is advisable to NEVER reduce the retainer to $0.00. Suggest $5,000 min. Do not go below the amount of potential liquidated damages. Do not go below the amount of potential wage claim damages. ERO will assist.

Liquidated DamagesLiquidated Damages

Figure out dates, stop date, days charged Overpayment – Try to avoid negative Semi Finals!

Should be looking at numbers before submitting and approving Semi Final/Tentative

Prefer to have all issues resolved before SF/TF is sent! Time Charges Stop Date in the Site Times tab in Field

Manager controls the Liquidated Damages.

Liquidated Damages explainedLiquidated Damages explained

Final liquidated damages are based on Std Spec 108.11 http://roadwaystandards.dot.wi.gov/standards/stndspec/Sect108.pdf

If final LD’s are used that do not follow the Std Spec, the Project Development Engineers need to approve the LD’s.

Interim liquated damages are explained in FDM 11-60-5 http://roadwaystandards.dot.wi.gov/standards/fdm/11-60.pdf

Interim liquated damages also explained in FDM 19-15 http://roadwaystandards.dot.wi.gov/standards/fdm/19-15.pdf

Questions??

What is needed before the SF/TF can be sent?

What is needed before the SF/TF can be sent?

Contract Work Complete date must be shown in Project Tracking. This is entered by the PL/PE within Field Manager. If not there, a fits send and merge will be requested.

Final Acceptance Letter – Project Manager provides date and asks Region Contract Specialist to send this letter to the Prime Contractor.

Material Cert reviewed/signed by Region Materials Engineer, and entered into Project Tracking by Kelly.

SF/TF in Project TrackingSF/TF in Project Tracking

Semi Final (SF)/Tentative Final (TF)

What does this mean?

Semi Final (SF)/Tentative Final (TF)

What does this mean? A semi-final estimate is submitted upon Final Acceptance as

specified in standard spec 105.11.2.4(1). All required documents (including materials test reports) are to be received and accepted prior to the semi-final estimate being sent to the contractor.

The contractor has 30 days to review and submit a written statement of agreement or disagreement with the final quantities.

Should the contractor not submit a written statement within 30 days, the final payment may be processed providing all other contractual requirements have been met. CMM 2.36

For professional etiquette, please contact Prime contractor if they have not replied within the 30 days before sending final estimate. We want the Supervisor’s approval for this as well.

Semi/Tentative FinalsSemi/Tentative Finals PM Notifies Contract Specialist when SF/TF has been approved.

Contract Splst sends SF/TF to Contractor via email/pdf along with Performance Eval, reminds if PCD/Mods outstanding yet and enters date in Project Tracking.

After SF/TF letter sent, Region Contract Specialist emails PM, PE and if needed Labor Compliance letting them know the SF has been sent, starting the 30 day window and remind that payroll audit is still not in.

Turn in finals records according to finals checklist. (SF/TF from Contractor date) Upon return of SF/TF, date Contractor signs

is the date entered into Project Tracking. When the SF/TF comes back signed, Region Contract Specialist emails

PM and PE/PL. Any outstanding documents are requested before the PM can send final

estimate. Steps1-8 are required to be entered into Project Tracking.

Sample Semi Final (SF)/Tentative Letter (TF)

Sample Semi Final (SF)/Tentative Letter (TF)

SF/TF Contract - Level Item Summary

SF/TF Contract - Level Item Summary

Final Estimate What does this mean?

Final Estimate What does this mean?

CMM 2.36.1.4 All bid items must be marked complete in FieldManager prior to generating the final estimate.

The final payment will be made upon agreement of final quantities between the department and the contractor, or as specified in standard spec 109.7.

All retainage will be released with the final payment. Notify Kelly when you send Final Estimate so she can wrap up

the project on her end, enter date in Project Tracking from CAS (Step 9) and then send project file to Records.

Contract ModificationsContract Modifications Justification Record is required on every contract

mod regardless of dollar amount. Project Manager’s sign if under $25,000 Supervisor’s sign if over $25,000 PDS Chief (Dan Okpala) if over $50,000 FHWA if FF and FO. Need email concurrence if over

$50,000. FHWA signs all mods regardless of dollar amount after execution.

Johnny’s Email – Please read carefully & take note.

2012 Update on CCO Procedure for Federal-aid Projects in SW

Region

2012 Update on CCO Procedure for Federal-aid Projects in SW

Region

Contract ModificationsContract Modifications Justification Reports Stand alone document Reason for CCO Solutions Considered/Implemented Quantities Involved – Each Item in CCO Agreed Upon Unit Prices etc – Each item in CCO Time Extensions Granted – Fully explain Signed & Dated by Project & Regional Staff Otherwise CCOs will be “Pink Slipped”

Contract ModificationsContract Modifications CCOs Requiring FHWA “Prior Approval” (Federal Oversight Projects

Only) CCOs which will:

1) increase or decrease cost by $50,000 or more***2) accept non-conforming materials***3) change the scope of work approved***4) accommodate work beyond the limited of the approved

project***5) add proprietary products or Public Agency furnished

materials***

***CCO/Project May be “Pink Slipped” if not “Prior Approval”

Contract ModificationsContract Modifications CCOs Requiring FHWA “Prior Approval” (Continued) CCOs which will:

6) add or delete incentive or disincentive provisions7) modify/delete interim completion dates/penalties8) result in a CRI proposed by the contractor

Other unique/unusual CCOs – Discuss with FHWA in advance

Suggest CCOs requiring FHWA Prior Approval be processed as stand-alone CCOs

Contract ModificationsContract Modifications Prior Approval Requests for CCOs from FHWA on “Federal Oversight

Projects” Submit Request by e-mail Include Preliminary “Justification Report” 1 Justification Record per Issue, can have mult JR’s for 1 Contract Mod FHWA Goal – Concur in CONCEPT by e-mail within 5 Working Days Submit Full “Justification Report” by e-mail within 5 Working Days

(Or request extension, ie: “Force Account” work etc) FHWA Goal – Concur in ELIGIBILITY by e-mail within 5 Working Days FHWA Final approval of CCO – Signed after signed by the Contractor

and WisDOT Staff

Contract Mods - Justification Record

Contract Mods - Justification Record

Stand alone document (Fully explain & justify proposed/approved CCO) Reason for CCO Solutions Considered/Implemented Quantities Involved (Provide document on how quantities were measured/calculated) Agreed Upon Unit Prices etc (for Each Item Listed in the CCO)

Unit Prices etc provided by the Prime Contractor – Including all ProfitProvide documentation on Engineer’s Evaluation & Reason for Accepting the Agreed Upon Unit PricesIf costs are more than 10-15% of cost for similar work on recent projects, complete “Extra Work” using “Force Account” proceduresIf “After the Fact” information is used to determine Agreed Upon “Lump Sum” price, show “Estimated Cost” analysis for proposed “Lump Sum” work and comparison with “After The Fact” informationOtherwise use “Force Account” procedures rather than relying on “After The Fact” Lump Sum Price Agreed Upon

Time Extensions Granted (Provide documentation on justification and evaluation completed) Signed & Dated by appropriate project & Regional staff

Prior Approval of CCOs Required from FHWA on “Federal Oversight Projects”

Prior Approval of CCOs Required from FHWA on “Federal Oversight Projects”

CCO which will:1. Increase or decrease cost by $50,000 or more (Includes Automatic Fuel Price etc type

adjustments2. Accept non-conforming materials (Except Automatic Deductions covered by the

Specifications)3. Change the scope of work approved (ie: adding bridge work to a roadway project etc)4. Accommodate work beyond the limited of the approved project (or at another highway

location)5. Add proprietary products or Public Agency furnished materials (Public Interest Finding

required)6. Add or delete incentive or disincentive provisions7. Modify/delete interim completion dates/penalties or 8. Result in a CRI proposed by the contractor (ie. Requires written concept approval request

from the contractor, WisDOT and FHWA concurrence in the concept and WisDOT & FHWA Prior Approval of the estimated cost savings etc before the CRI is implemented)

Other unique/unusual CCOs should be also be discussed in advance with FHWA (if the eligibility of the proposed work seems questionable)

Suggest CCOs that require FHWA Prior Approval be processed as stand-alone CCOs (so that they can be processed independently of the other extra work measures that are deemed warranted)

Prior Approval Requests for CCOs from FHWA on “Federal Oversight Projects”Prior Approval Requests for CCOs from FHWA on “Federal Oversight Projects”

Submit Request by e-mail (except for Emergency Situations) Include Preliminary “Justification Report” (with estimated cost etc) FHWA Goal – Concur in CONCEPT by e-mail within 5 working days Submit fully documented & WisDOT signed “Justification Report” by e-

mail to FHWA within 5 working days (or request extension, ie: time to complete “Force Account” work etc)

FHWA Goal – Concur in ELEGIBILITY for Fed-Funding by e-mail within 5 working days

FHWA Final approval of CCO made after CCO is processed and signed by the Contractor and WisDOT Staff (Justification Report and supporting documentation may need to be updated)

Justification Record -Pantry Statewide

(most current version dated 1/9/12)

Justification Record -Pantry Statewide

(most current version dated 1/9/12)

Wisconsin Department of Transportation

CONTRACT MODIFICATION JUSTIFICATION

CONTRACT ID: CONTRACT MODIFICATION NO: PROJECT ID: FEDERAL ID: HIGHWAY OR LOCAL ROAD: COUNTY: PROJECT DESCRIPTION: MANAGING OFFICE: LOCAL PROGRAM:

PRIOR APPROVAL REQUIRED: Yes No (If yes, attach justification)

Attach Contract Modification Other Supporting Documentation Attached

1. Description & need for change:

2. Consequences if this Contract Modification is not approved:

3. Alternatives considered:

4. Estimated cost:

5. Justification of price:

6. Does this change affect the contract time? Yes No Explanation for consideration of time:

Additional Number of days: New completion date: To be determined: 7. Is this contract subject to Federal Oversight? Yes No If attached prior approval, enter date received from FHWA (Date)

Prepared By ______________________________________________________________ ________________ Project Leader / Project Manager Date Approved ________________________________________________________________ ________________ Project Manager / Supervisor (If required) Date Approved ________________________________________________________________ ________________ Section Chief (If required.) Date Approved ________________________________________________________________ ________________ FHWA Date

Proper Use of Justification Records

Proper Use of Justification Records

CMM 2.42 Justification Records are used internally and NOT distributed

to the contractor. It should include: What the change is, consequences of the

CCO if not approved, alternatives considered, justification of price and design/materials input. (See Johnny’s email 2/29/12)

JR’s should NOT be a cut and paste of what is on the CCO, but rather documentation that supports and accompanies the CCO.

Original JR must be sent to Records with CCO w/ original signatures (scanned acceptable now too).

Status of Contract Mods in Project Tracking

Draft vs. Pending Approval

 

Status of Contract Mods in Project Tracking

Draft vs. Pending Approval

  Pending Approval – Before contract modifications are handed into Region Contracts Specialist for execution, please follow said steps:

If you create a contract modification and save it, it becomes a draft copy. After you are ready to complete the modification, you need to GENERATE the contract modification. After it is generated, you will see the status change to pending approval. A copy of the generated modification will go to your outbox. SEND YOUR OUTBOX. Then go into FITS and do a MERGE AND SEND. This FITS merge and send will allow Kelly to be able to see the contract modification(s) on her end in Project Tracking. After you get all of the required approvals from the contractor, Project Manager, (Supervisor and or Chief – depends on $ amount), and you sign the modification, turn it in to Contract Splst. Then Kelly will execute the mod(s), enter dates in Project Tracking and send out the letter via email along with mod(s) to the Prime and FHWA (if FF & FO), Doak Christianson, Santiago Rinaldi (BFS), PM, PL and Local Official if applicable) will all be cc’d. ONCE YOU GET THIS EMAIL FROM KELLY WITH PDF OF EXECUTED MOD(S), GO BACK INTO FIELD MANAGER AND APPROVE THE CONTRACT CHANGE ORDER(S). After you approve it, it will change the status from pending approval to approved. You can now pay on those items in the change order.

If a mod needs to be deleted, please remember to change the status to deleted.

Steps for Pending Contract ModsSteps for Pending Contract Mods

Enter correct 2 digit reason code. Print out pending approval Contract Mods for signatures . Send Contract Mod to all parties for signatures (Contractor,

PM/Supr, Chief and/or FHWA). Return to Region Contract Specialist for execution. Copy of letter and mod is returned to all parties via email. PL approves Contract Mods in Fieldmanager. Final estimate can not be sent until all mods have been

executed.

7 Reason Codes7 Reason Codes

Codes entered in FieldManagerCodes entered in FieldManager

Reason CodesReason Codes Without reason codes, items fall into the unknown category causing

error when the reports are ran. It is a very important tool for management to monitor CCO and improve on the CCO budget requests. They also help track trends in what is being changed to our plans during construction.

If codes are missing, it’s the Chief’s call. He may let them go or he may ask you to cancel the mod out and resend a 3rd to take the intentions of the 1st.

Once the mods are approved, they are locked and missing reason codes if found can’t be entered in Field Manager when reminded. This is why we prefer the mods not to be in the approved status until after Contract Specialist has had the opportunity to execute them.

Pull down menu in FieldManager is not an option, too costly.

What if more than 1 code applies for an item?

What if more than 1 code applies for an item?

Each bid item on the contract mod can only accept one (1) reason code. The two-digit character code is put in the text box “Reason:” for that item. Field Manager will allow you to type many codes in this field, however the report will only pull the first two characters in this box. So we ask you to code each bid item for the main reason it is being added.

Main Errors using Reason Codes

Main Errors using Reason Codes

Do not spell out reason codes. (Ex: Plan Change) Report will pull Pl and not PC. We only want one of the 7 two digit codes for each item, in this case, PC.

Typing “Reason” and then the 2 digit code. (Ex: Reason: PC) Report will pull “Re”, not PC. There is no need to type Reason, it’s there by default in FieldManager.

Listing the explaination and then entering the code. (Ex: Traffic control unit… PC) Report will pull “Tr” and not PC.

Hand writing the 2 digit codes on the mod. If it’s not in FieldManger, it’s not acceptable. The system can’t run reports on codes that aren’t there.

Final Documents/BoxesFinal Documents/Boxes To Region Contract Specialist: Regional Review (Instructions

in Reg Spec Pantry), Statement of Contract Time (Statewide Pantry), Overrun/Underrun (Reg Spec Pantry) and Final Checklist (Reg Spec Pantry)

To Region Contract Specialist: As-Built cd (CMM 1-65.14), Daily Project Diary, Design Quality Index (DQI 3 stapled copies w/ signatures), Contractor Performance DT1583 (3 stapled copies).

Will also accept, but will not go looking for: Bench Marks, Piling Records/Data (DT1315 & DT1924), Well/Borehole Abandonment (DNR 3300-5W), #Well Drillers & Water Sample Report, Elastometric Report, Vertical Clearance Forms and #Log Locating No-Passing Zones.

Final Documents/Boxes Reminder

Final Documents/Boxes Reminder

Please put finals in LETTER redrope wallets only! If you need more, see Kelly. Please no legal size wallets or binders as they don’t fit on the dock or on records shelves. If you use said items in the field, that is fine, but please take things out of them then when turning in finals. Section’s A & B of Final Checklist for Kelly, please have separated out and loose (not bound) so they can be distributed and put the rest in Pod 129B (finals holding area near back door F) due to lack of space in Kelly’s office at times.

Step 8 – Final Boxes in Project Tracking

Go through final boxes before final estimate is sent

Step 8 – Final Boxes in Project Tracking

Go through final boxes before final estimate is sent

Before you send Final Estimate…Please check with Region Contract Specialist before sending

final estimate to make sure all required paperwork has been turned in.

Please send Kelly an email after the Final Estimate is sent so she can wrap things up on her end with records.

Steps 1-9 in Project Tracking require a date (partial acceptance is the only exception ), we can’t send final estimate (F) in CAS until we have these dates.

Step 9- Final Paid in Project Tracking

Send final estimate, Region Contract Specialist verifies date in CAS & closes project

Step 9- Final Paid in Project Tracking

Send final estimate, Region Contract Specialist verifies date in CAS & closes project

Thank You and Good Luck on your projects

this year!!!

Thank You and Good Luck on your projects

this year!!!

Questions/Comments??