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Construction Project Administration Manual (CPAM ) Standard Specifications Standard Index

Construction Project Administration Manual (CPAM ) Standard Specifications Standard Index. August 16, 2012 Presented By: Teresa Driskell. TRAINING OBJECTIVE. This course will provide an introduction to the written instructions for administrating an FDOT project found in CPAM

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Construction Project Administration Manual (CPAM ) Standard Specifications Standard Index

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  1. Construction Project Administration Manual (CPAM)Standard SpecificationsStandard Index August 16, 2012 Presented By: Teresa Driskell

  2. TRAINING OBJECTIVE This course will provide an introduction to the written instructions for administrating an FDOT project found in CPAM How to use the Specifications for a Contract A brief update on the July 2010 Specification Workbook How to use the Standard Index

  3. PURPOSE OF CPAM?WHY DO WE HAVE IT? CPAM provides for… Uniform treatment of all Contractors Consistent handling at all levels Keeps Contracts valid and enforceable

  4. ONLINE CPAM CPAM can be found online on the State Construction Office website at http://www.dot.state.fl.us/construction/manuals/ManualsMain.shtm

  5. The people responsible for writing each section are shown adjacent to each section

  6. CPAM is now published as a Single Searchable to Printable File!!! Now you can actually find the whole manual – Quickly!

  7. CPAM CHAPTERS/SECTIONS Pre-Construction Construction Post-Construction

  8. Each Section is broken out into the following sub-sections: Purpose Authority Background Definitions General Addendums Guidance Documents / Flow Charts

  9. Section 1.1 Plans Review and Comments • Scope Development • Phases of plans review • Phase I Review (Roadway) • Phase II Review (Roadway) and Bridge plan reviews • Phase III Review and Stage 3 (90%) Bridge Plans • 100% Plans • Checklist • Guidance Document 1-1-A CHAPTER 1Pre-letting Activities

  10. Section 1.1 Plans Review and Comments CHAPTER 1Pre-letting Activities

  11. Section 1.2 Contract Duration and Alternative Contracting Techniques • Initiating Specification/Alternative Contracting Techniques • Flextime • Special Working Hours & Periods • Special Events • Schedule • Compressed Time or Time Priority • Incentive/Disincentive • No Excuse Bonus • Time plus Money (A+B) • Lane Rental • Liquidated Savings • Special Notices/Directions to Contractor CHAPTER 1PRE-LETTING ACTIVITIES

  12. Section 1.2 Establishing Contract Duration • Guidelines for Establishing Contract Duration • http://www.dot.state.fl.us/construction/SchedulingEng/GuidellinesForEstablishingContractDuration.pdf • Documentation • Prosecution • Training • Forms • Guidelines for Community Awareness Process CHAPTER 1PRE-LETTING ACTIVITIES

  13. Section 2.1 Project Scheduling • Contractor’s Schedule • Schedule Distribution • Schedule Revision • Withholding Progress Payments CHAPTER 2OFFICE PREPARATION

  14. Section 3.1 Preconstruction Conference • Affected Parties • Comprehensive list but not limited to • Scheduling • After receipt of Notice of Award and prior to any work beginning • Notice • Errors and Omission • Clarification of plans and special provisions • Dispute Review Board members • Florida Department of Environmental Protection – File number • Agenda • Guidance Document 3-1-A CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

  15. Section 3.1 Guidance Document 3-1-A • Sample Preconstruction Conference Agenda • (1) Project Description. • (2) Delineation of lines of authority. Names and emergency telephone numbers for the Contractor, Department and others will be entered into the record and established issues escalation matrix. • (3) Proposed Starting Dates - Contractors and subcontractors -- flextime (selected projects) - lead-in time and number of shifts or extra hours they propose to be working, etc. • (4) Each utility representative to give an up-to-date report of the status of utility adjustments, relocations, removal, and new installation. In addition, the utility representative shall furnish the names and phone numbers of contact persons who will be available on call. A Contractor/utility meeting schedule shall also be established. • (5) Contractor to discuss errors and omissions in the plans that are known to exist. Preconstruction minutes should reflect the Contractor's knowledge of errors or omissions in detail. • (6) Maintenance of traffic plans review and discussion. (Remind Contractor, plans must have written approval before construction activities can begin.) Also, Alternative Traffic Control Plans must have written approval before work begins. • (7) Construction schedules and progress chart submittals. When appropriate, establish meeting schedules (weekly-monthly) and locations to discuss job progress and to determine controlling work items for the next review period. Reiterate that schedules should be submitted within 7 calendar days before the monthly estimate cut-off date. • (8) Business and Community Impact Plan. • (9) Hurricane or other emergency evacuation plans should be discussed (i. CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

  16. Section 3.2 Quality Assurance / Quality Control of Field Construction Operations • Training Requirements • MUST have completed training directly related to the operation being inspected • Documentation • Become familiar with Contract Documents • Know what is required and how the finished product is evaluated • Know how payment will be made • Preparation for Inspection • Pre-Operations Meeting • Record-keeping preparation • Equipment Preparation • Documenting the Inspection • Daily Work Report CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

  17. Section 3.3 Contractor’s Quality Control Plan • Guidance for approval / disapproval of QC Plan • Excellent checklist available in this Section for this purpose • Responsibilities • Format • Sample Letters CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

  18. Section 3.4 Dispute Review Board • Project Specific and Regional DRB • Member Selection • Three Party Agreement • Meeting • Use of the DRB • Payment • Request for Hearing • Preparation for Hearing • Recommendation of the Board CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

  19. Section 4.1 Consultant CEI Management • Role of Consultant CEI The authority of the CCEI’s lead person, such as the Senior Project Engineer, and the Project Engineer shall be identical to the Departments Resident Engineer and Project Engineer respectively and shall be interpreted as such. • Pre-Service Phase to evaluation • Performance Standards – Attachment 4-1-1 CHAPTER 4PRE-CONSTRUCTION ACTIVITIES

  20. Section 4.2 Consultant CEI Accountability • Identification of Errors, Omissions, or Contractual Lapses • Initial Assessment of Responsibility for Errors, Omissions, or Contractual Lapses • Consultant Contract Termination CHAPTER 4PRE-CONSTRUCTION ACTIVITIES

  21. Section 5.1 Project Diary • Daily Work Reports (Technicians) • This Section has an excellent list of items to be included each day on a Daily Work Report • Diary (Project Administrators) • Become familiar with Contract Documents • Know what is required and how the finished product is evaluated • Know how payment will be made CHAPTER 5PROJECT DOCUMENTATION

  22. Section 5.2 Contractor Vehicle Registration • Affidavit • The signed and notarized affidavit shall become a part of the contract file. • Contractor Failure • Withholding of payment • Suspension or Revocation of Contractor’s Certificate of Qualification CHAPTER 5PROJECT DOCUMENTATION

  23. Section 5.3 Subletting of Contract • Sublet Agreements are approved at District or local Resident Office • Contractor uses Form No. 700-010-36 • Subcontractor may not start work until the Sublet Agreement is approved • BEGIN AND END WORK / OPERATIONS DATES MUST BE NOTED ON YOUR DWR • Notify the PA of any violations CHAPTER 5PROJECT DOCUMENTATION

  24. Section 5.4 Contract Wage Requirements • Required on Federal-Aid Projects over $200,000. • Certified Payrolls must be submitted by Contractor • Must include Statement of Compliance • EEO Interviews must be completed • Guidance Documents are included in this Section • Failure to Submit Required Records may result in suspension of further payments CHAPTER 5PROJECT DOCUMENTATION

  25. Section 5.5 Equipment Rentals • Notification to PA in writing of intent to use rental equipment via Form No. 700-010-11 • Technician MUST note any rental equipment on DWR under equipment and personnel • Does not include delivery equipment used by material suppliers when included in the cost of the material • PA will cross check any Notices of Rental Agreement with DWR for equipment/operator information CHAPTER 5PROJECT DOCUMENTATION

  26. Section 5.6 Utility Relocation • When Utility Work is performed by the Contractor • Technician will oversee the work • Technician will indicate the date work began and ended on a DWR and detailed notes regarding potential or found conflicting facilities • When Utility Work is performed by the Others • The Utility will bear the cost of the work • Required to follow FDOT Standards • Utilities required to follow Utility Accommodation Manual & Permit CHAPTER 5PROJECT DOCUMENTATION

  27. Section 5.6 Utility Relocation • Non-Reimbursable Utility Work • The Utility will bear the cost of the work • Most Utility work falls within this category • Utilities required to follow Utility Accommodation Manual & Permit • Record all activities on Daily Work Report • Complete the Notice of Utility Construction Work, form No. 700-010-48, at the beginning and end of non-reimbursable work. CHAPTER 5PROJECT DOCUMENTATION

  28. Section 5.6 Utility Relocation • Reimbursable Utility Work • Department pays to relocate • Record all activities on the Daily Work Report • Daily Work Reports will be used to verify UAO’s invoice for payment – Utility Work Agreements and Certification Process; Procedure No.710-010-050 • Complete the Notice of Utility Construction Work; Form No. 700-010-48 CHAPTER 5PROJECT DOCUMENTATION

  29. Section 5.7 Federal-Aid Project Requirements • Fed Approval on Supplemental Agreements and contract changes • Fed and non-Fed quantities • Construction Zone Accident Reports • Engineer’s Maintenance of Traffic Evaluation at Crash Site, Form No. 700-010-64 • Buy America • Product Certification – Change of Source • FHWA Final Inspection • Notice to FHWA of Final Acceptance CHAPTER 5PROJECT DOCUMENTATION

  30. Section 5.8 Control of Materials • Job Guide Schedule • Methods of Acceptance • Defective Materials • Review Article 6-4 of the Standard Specifications • Provide detailed notes on your DWR as to the deficiency • PA will process with a Disposition of Defective Material (DDM) Form No. 700-011-01 • The same process will apply when an Engineering Analysis Report (EAR) is required Attachment 5-8-1, Resolution of Defective Material Flow Chart CHAPTER 5PROJECT DOCUMENTATION

  31. Section 5.9 Quality Assessment Plan • Process Reviews • Major Categories (asphalt, base concrete…) • Statewide Inspection Guidelists available on SCO website • Updated Annually • Always have current year edition available CHAPTER 5PROJECT DOCUMENTATION

  32. Section 5.10 Verification Inspection & Testing • FDOT VT verifies Contractor’s QC according to the Job Guide Schedule • FDOT Technician provides the Random Numbers for testing • FDOT Technician verifies the Random Samples Guidance Flow Charts Available CHAPTER 5PROJECT DOCUMENTATION

  33. Section 6.1 Unpaid Bills Processing • Certification Disbursement of Previous Periodic Payments to Subcontractors, Form No. 700-010-38 • Notice of Non-payment • Processing for Falsification of Payment to Certification CHAPTER 6CONTRACT PAYMENTS

  34. Section 7.2 Time Extensions Two Main Groups • 7.2.4 Weather Related (relies on DWR) • DWR MUST support the weather event • DWR MUST support the duration of the weather event • DWR MUST itemize the Controlling Items of Work affected • 7.2.5 Other Reasons • Additional Work • Added by Supplemental Agreement CHAPTER 7CONTRACT MODIFICATIONS

  35. Section 7.2 Time Extensions continued Weather Days • Controlling Items of Work must be delayed 50% or more of the day • The Work Plan or CPM Schedule calls for work on that day • Work has started on the project Other Time Extensions • The critical path must be negatively affected • Flow chart and Sample Letters at the end of Section 7.2 • Contractor’s Time Extension Request, Form No. 700-010-56 CHAPTER 7CONTRACT MODIFICATIONS

  36. Section 7.3 SA’s and Unilateral Payments • Used for Extra or Unanticipated Work • Used to settle Disputes or Claims • Quantity Overruns • Requires Certification of Funds from Comptroller • Project Limit Extensions • Specification Changes • Detailed DWR or EXTRA WORK DAILY (Form No. 700-050-58) is vital to settle disputes /claims CHAPTER 7CONTRACT MODIFICATIONS

  37. Daily Record of Extra Work Site Source Record Form No. 700-050-58 Labor Equipment Material Complete in duplicate and give one copy to the Contractor at the end of each day

  38. Section 7.3 SA’s and Unilateral Payments • Funds must be encumbered prior to SA being executed or notice to proceed given to the contractor • HB 1681 (2005) no need for SA on quantity overruns • Original Contract Amount of $5 million or less – 2.5% Allowable Unencumbered Overruns Amount • Original Contract Amount over $5 million requires encumbrance Federal Aide Participating/Non-participating CHAPTER 7CONTRACT MODIFICATIONS

  39. Section 7.3 SA’s and Unilateral Payments • Supporting documentation for SA’s and UP • Entitlement Analysis and Engineer’s Estimate see Guidance Document 7-3-A • Daily Work Reports • Letters • Project Schedule • Contract documents CHAPTER 7CONTRACT MODIFICATIONS

  40. Section 7.3 SA’s and Unilateral Payments • Sources of information • Certified Labor Burden (Spec. 4-3.2.1) • Certified Equipment List (Spec. 100.1) • Notice of Intent to file Claim • DRB recommendation • Statewide averages Guidance Documents and sample letters at the end of Section 7.3 CHAPTER 7CONTRACT MODIFICATIONS

  41. Section 7.4 Contingency Supplemental Agreements and Work Orders • Contingency Pay Items/SA • Maximum funding amounts • Initial Contingency Amount Pay Item • Contingency Supplemental Agreement • Certification of Funds Availability • No additional contract time CHAPTER 7CONTRACT MODIFICATIONS

  42. Section 7.4 Contingency Supplemental Agreements and Work Orders • Work Orders • Shall not be executed prior to the Contingency item • Description and Reason • Numbering • Entitlement Analysis and Engineer’s Estimate • Negative Work Orders - LS • Project Limit Extension CHAPTER 7CONTRACT MODIFICATIONS

  43. Section 7.5 Construction Contract Claims • Recognition • Claims involving a Utility • Documentation • Claim File • Analysis of Claim Package • Entitlement Analysis • Claim Settlement • Claim denial/Appeal Guidance Documents and Sample Letters at the end of section 7.5 CHAPTER 7CONTRACT MODIFICATIONS

  44. Section 8.1 F.A.I.N. Resolution • Federal-Aid Ineligibility Notice • Failing to meet the specifications • Unqualified staff • Material sample failures • Buy American • How does it work CHAPTER 8ADMINISTRATIVE REQUIREMENTS

  45. Section 8.2 Environmental Commitment Compliance • Assures effective environmental compliance within all areas of environmental concern during the construction project • Technician monitors permit compliance and pollution control effectiveness before and during project. KNOW the permit requirements! • Know the proper reporting and forms used CHAPTER 8ADMINISTRATIVE REQUIREMENTS

  46. Section 8.2 Environmental Commitment Compliance • PA Notifies Permit Agencies and District Environmental Office of permit activity start/end date. • PA monitors Permit Expire Dates – Notify District Permit Coordinator 6 months before expiration – if the project will not be complete by then • PA surveys treatment area/structure elevations for as built plans and permit closeout CHAPTER 8ADMINISTRATIVE REQUIREMENTS

  47. Section 8.2 Environmental Commitment Compliance continued When the Technician finds non-compliance: • Notify the PA • Accurately document the issue in detail on the DWR. • PA will direct the Contractor to correct the problem immediately • PA may issue a stop work order for activity causing serious problems CHAPTER 8ADMINISTRATIVE REQUIREMENTS

  48. Section 8.2 Environmental Commitment Compliance continued National Pollutant Discharge Elimination System • Where NPDES permits apply PA gets Contractor Signature on Contractor Cert/Prep of Docs – NPDES General Permit for Discharge Form No. 650-040-05 • Prime and subs working with erosion control devices – 650-040-07 • Must be signed by Owner or Officer • False Cert subject Owner to Fine/Prison CHAPTER 8ADMINISTRATIVE REQUIREMENTS

  49. Section 8.3 Operation Within Railroad Right of Way • Formal documents are handled by PA, RE and District Rail Coordinator • Approved RXR Protection Plan • Liability Ins for self and subs • 72 Hour to 45 day notice approval from Rail Road • The Contractor must notify the RR when working in the vicinity of the tracks – including under the tracks. No exceptions unless approved in writing by the RR. • The RR will supply flagman; FDOT pays for them, until PA sends 24 hour “no need” notice. Accurate records must be kept on the DWR regarding these personnel! CHAPTER 8ADMINISTRATIVE REQUIREMENTS

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