Pinellas County CCA Manual

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					CONSTRUCTION CONTRACT ADMINISTRATION
                AND
     CONSTRUCTION OBSERVATION

           REFERENCE MANUAL

                Preprared For:
                Pinellas County




                 Prepared By:
          HDR Construction Control Corp.




             October 2008 Edition
                     CCA Manual Release History
           Description - Changes and/or Additions   Edition Date

Initial Release                                     January 2008

Updated Forms and Procedures                        October 2008
                                              CCA MANUAL
                                        TABLE OF CONTENTS

INTRODUCTION

OVERVIEW

TASKS
          TASK SERIES 1000 - BIDDING ADMINISTRATION Open

          TASK SERIES 2000 - MEETINGS ADMINISTRATIVE
                   Task 2005 -     Preconstruction Conference
                   Task 2010 -     Construction Progress Meetings

          TASK SERIES 3000 - SUBMITTALS ADMINISTRATION
                   Task 3005   -   Review and Approval of Shop Drawing Submittal Schedule
                   Task 3010   -   Review of Submittals and Administration of Submittal Requirements
                   Task 3015   -   Review of Shop Drawing Schedule Status
                   Task 3020   -   O&M Manual Review and Administration (Not Applicable)-Open if Needed
                   Task 3025   -   Evaluate Requests for Substitution

          TASK SERIES 4000 - SCHEDULE EVALUATION
                   Task 4005 -     Review and Approval of Initial Construction Schedule
                   Task 4010 -     Documentation of Construction Progress
                   Task 4015 -     Review Schedule Status

          TASK SERIES 5000 - CONSTRUCTION OBSERVATION AND INSPECTION
                   Task 5002   -   General Construction Observation
                   Task 5004   -   Site Conditions Review
                   Task 5006   -   Coordinate and Review Asphalt Inspection & Testing
                   Task 5008   -   Coordinate and Review Soils Inspection & Testing
                   Task 5010   -   Coordinate and Review Concrete Inspection & Testing
                   Task 5012   -   Pipe Pressure Testing Review
                   Task 5014   -   Stored Materials/Equipment Review
                   Task 5016   -   Salvaged Materials/Equipment Review
                   Task 5020   -   Pile Driving and Drill Shaft Inspection
                   Task 5022   -   Site Visitations by Stakeholders
                   Task 5024   -   Coordinate Project Photo and Video Documentation
                   Task 5028   -   Record Drawing Review
                   Task 5030   -   Develop a Progressive List of Items Requiring Correction
                   Task 5032   -   Open
                   Task 5034   -   Open
                   Task 5036   -   Open
                   Task 5040   -   County Notification of Accident Damage/Injury
                   Task 5050   -   Open




October 2008 Edition                                                                                     CCA Manual
                                                                                                    Table of Contents
SCOPE OF SERVICES - TASKS (Continued)

          TASK SERIES 6000 - CONTRACT INTERPRETATIONS AND MODIFICATIONS
                   Task 6005   -   Coordinate Interpretations Review
                   Task 6010   -   Administration of Changed Work
                   Task 6015   -   Additional Work Authorization (fka: Field Change Orders)
                   Task 6020   -   Coordinate and Issue Request for Proposals (RFP’s)
                   Task 6025   -   Work Change Directives
                   Task 6030   -   Change Orders

          TASK SERIES 7000 - MEASUREMENT AND PAYMENT
                   Task 7005 -     Review and Approval of Schedule of Values (Lump Sum Contracts & Pay Items)
                   Task 7010 -     Review Contractors Application for Payment (monthly & final)

          TASK SERIES 8000 - PROJECT CLOSEOUT
                   Task 8005   -   Review Substantial Completion Submittal
                   Task 8010   -   Conduct Substantial Completion Inspection
                   Task 8015   -   Issue Certificate of Substantial Completion and Punch List
                   Task 8025   -   Document Project Warranties
                   Task 8030   -   Review Final Completion Submittal
                   Task 8035   -   Conduct Final Completion Inspection
                   Task 8040   -   Recommend Final Payment
                   Task 8045   -   Post Construction Conference

          TASK SERIES 9000 - CLAIMS ADMINISTRATIOIN
                   Task 9010 -     Review and Decide Claims
                   Task 9020 -     Administer Appeals to Decisions on Claims

          TASK SERIES 10000 – QUALITY CONTROL
                   Task 10005 -    Quality Control Reviews


APPENDICES & REFERENCES

          A - Pinellas County Standard Basis of Estimating
          B - Work Flow Diagram
          C - Pinellas County Public Works Standard Technical Specifications for Roadway and
              Related Construction 2002




October 2008 Edition                                                                                    CCA Manual
                                                                                                   Table of Contents
                                                               FORMS
                                              TABLE OF CONTENTS
                                                                                                                   Task/Form No.
    Preconstruction Conference Agenda .........................................................                       2005-01
    Example of Transmittal of Preconstruction Conference Minutes ................                                     2005-02
    Preconstruction Conference Agenda Item Request Form ..........................                                    2005-03
    Construction Meeting Agenda ...................................................................                   2010-01
    Eample of Transmittal of Meeting Minutes Letter .......................................                           2010-02
    Ball-In-Court Task List ...............................................................................           2010-03
    Example of Shop Drawing Submittal Schedule Approval Letter .................                                      3005-01
    Example of Shop Drawing Submittal Scheudel Rejection Letter ................                                      3005-02
    Example of Scheduling Memo to Design Team Shop Drawing Reviewers                                                  3005-03
    Shop Drawing Transmittal .........................................................................                3010-01
    Submittal Log ............................................................................................        3010-02
    Example of Shop Drawing Submittal Schedule Deficiency Letter ..............                                       3015-01
    Example of Transmittal Letter for Expedited Submittal Review Prior to                                             3015-02
       Receipt of Submittal Schedule ............................................................
    Example of Substitution Acceptance Letter ...............................................                         3025-01
    Example of Construction Schedule Submittal Acceptance Letter...............                                       4005-01
    Example of Construction Sechdule Submittal Rejection Letter ..................                                    4005-02
    Construction Project Weekly Report ..........................................................                     4010-01
    Construction Project Monthly Report .........................................................                     4010-02
    Daily Inspection Report .............................................................................             5002-01
    Notice of Non-Compliance with the Intent of the Contract Documents .......                                        5002-02
    Punch List .................................................................................................      5002-03
    Notification of Required Sitework Action ....................................................                     5004-01
    NPDES/SWPPP Weekly Report of Inspection (Industry Standard) ............                                          5004-02
    Maintenace of Traffice Device Log (Industry Standard) .............................                               5004-03
    Daily Report of Asphalt Paving (County Standard Form) ...........................                                 5006-01
    Asphalt Paving Inspection Checklist (County Standard Form) ...................                                    5006-02
    Asphalt Concrete Lift Thickness Log .........................................................                     5006-03
    Subgrade Correction Requirement Notice .................................................                          5006-04
    Hot Mix Asphalt Sampling Record (County Standard Form) ......................                                     5006-05
    Asphalt Core Sampling Record (County Standard Form) ..........................                                    5006-06

October 2008 Edition                                                                                                            CCA Manual
                                                                                                                     Forms Table of Contents
                                                                 FORMS
                                               TABLE OF CONTENTS
                                                                                                                      Task/Form No.
    Soils Testing Certification (work order contracts with out a density log                                             5008-01
    book) .........................................................................................................
    Sample Density Log Book .........................................................................                    5008-02
    Testing Services Visitation Record ............................................................                      5008-03
    Concrete Test Log .....................................................................................              5010-01
    Building/Unit Piping Pressure Test Log .....................................................                         5012-01
    Field & Right-of-Way Piping Pressure Test Log.........................................                               5012-02
    Materials & Major Equipment Delivery Log ................................................                            5014-01
    Damaged Materials/Equipment Report ......................................................                            5014-02
    Salvaged Materials/Equipment Form .........................................................                          5016-01
    Spare Materials/Equipment Log ................................................................                       5016-02
    Pile Driving Log Book or Spreadsheet .......................................................                         5020-01
    Drilled Shaft Concrete Placement Log .......................................................                         5020-02
    Visitor Log .................................................................................................        5022-01
    Design Engineer Site Visitation Memorandum...........................................                                5022-02
    Citizen Complaint Log ...............................................................................                5022-03
    Project Video Log ......................................................................................             5024-01
    Project Photo Log ......................................................................................             5024-02
    Request of Information (County standard form or Contractor initiated form                                            6005-01
    Request for Information Log ......................................................................                   6005-02
    Additional Work Authorization ...................................................................                    6010-01
    Request for Proposal (RFP) Log ...............................................................                       6010-02
    Work Change Directive .............................................................................                  6010-03
    Change Order (Short Form) ......................................................................                     6010-04
    Change Order (Long Form) ......................................................................                      6010-05
    Request for Work Order Initiation ..............................................................                     6010-06
    Request for Cost Estimate (Work Orders Only) ........................................                                6010-07
    Additional Work Authorization Log.............................................................                       6015-01
    Issue Resolution Action Record.................................................................                      6020-01
    Request for Proposal Log ..........................................................................                  6020-02
    Construction Administration Estimate ........................................................                        6020-03

October 2008 Edition                                                                                                               CCA Manual
                                                                                                                        Forms Table of Contents
                                                                   FORMS
                                                TABLE OF CONTENTS
                                                                                                                         Task/Form No.
    Sample Change Order Log........................................................................                         6030-01
    Pay Request Approval Checklist ...............................................................                          7010-01
    Pay Item Record Sheet .............................................................................                     7010-02
    Time and Materials Tracking Report ..........................................................                           7010-03
    Pay Request Payment Recommendation Letter ........................................                                      7010-04
    Contractor’s Application and Ceritificate for Pament ..................................                                 7010-05
    Certificate of Substantial Completion .........................................................                         8015.01
    Checklist of Project Closeout Submittal .....................................................                           8030-01
    Vendor Performance Evaluation ................................................................                          8040-01
    Claim and Dispute Log ..............................................................................                    9010-01
    Quality Control Review Checklist...............................................................                        10005-01
    Quality Control Review Grading Criteria ....................................................                           10005-02
    Quality Control Review Report Card ..........................................................                          10005-03
    Weekly Time Sheet Supplement ...............................................................
    Monthy Status Report................................................................................
    File Index Annual Project...........................................................................
    File Index Convential Project .....................................................................
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October 2008 Edition                                                                                                                  CCA Manual
                                                                                                                           Forms Table of Contents
                                                           APPENDICES
                                                TABLE OF CONTENTS

    Public Works Department Procedure: Pavement Design – Structural Layer
    Coefficients ...............................................................................................              A
    Pinellas County Minimum Testing Frequency Requirements .....................
                                                                                                                              B
    Memorandum: Roadway Pavement Guidelines .........................................
                                                                                                                              C
    Pinellas County Standard Engineering Details ..........................................
                                                                                                                              D
    FDOT Driveway Handbook........................................................................
                                                                                                                              E
    A Guide to Network Analysis by Michael C. Glen ......................................
                                                                                                                              F
    CPM Critical Path Method .........................................................................
                                                                                                                             G
    PERT ........................................................................................................
                                                                                                                              H
    IMSA Traffic Signal Inspector Certification Checklis ..................................
                                                                                                                              I
    Specifications for Hot Bituminous Mixtrues, Plants Methods, Equipment                                                     J
    and Construction Methods.........................................................................
    ..................................................................................................................
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October 2008 Edition                                                                                                                CCA Manual
                                                                                                                         Forms Table of Contents
MANUAL'S APPLICABILITY
The CCA & CO Reference Manual provides guidance in the performance of construction engineering
services associated with construction contract administration and construction observation. It has been
prepared primarily for the Transportation, Water/Wastewater, Stormwater, Environmental and Resource
Management disciplines, and is applicable to all projects in which Pinellas County provides traditional
design-bid-build and work order construction phase administration services. The other County Departments
should find the manual useful for their endeavors, but due to the eccentricity of their construction contracts
substantial modification to this manual may be required to make it contract compliant.

CONSTRUCTION CONTRACT ADMINISTRATION SERVICES QUALITY ASSURANCE
STEERING COMMITTEE
The following individuals are members of the Construction Contract Administration Quality Assurance
Committee and shall be amended as necessary by the Director of Operations:

          Jorge Quintas, PE. Director of Operations
          Ivan Fernandez, PE. Director of Engineering
          Dale Laird, Chief Construction Inspector
          Brian Mowry, Chief Construction Inspector
          Mike Williams, Chief Construction Inspector
          Richard Gildea, Chief Construction Inspector
          Barbara Kuhl, Director of Finanace and Contracts
          Jan Herbst, PE, Director of CIP and Production
          Mashid Arestah, PE, Director of Transportation

The steering committee shall meets periodically to review the contents of this manual, results of project
internal QA reviews, software applications used as CCA and CO tools, training materials and trends in the
delivery of construction contract administration.




October 2008 Edition                                                                                CCA Manual
                                                                                                     Introduction
                                               OVERVIEW

GENERAL
This manual has been assembled to provide guidance in the performance of Construction Contract
Administration (CCA) and Construction Observation (CO). It is not a manual just for Chief Inspectors (CHI’s)
and Construction Inspectors (CI’s). It attempts to embrace all activities performed by all the members of the
CCA and CO team from the construction manager to the construction inspector and observer, beginning with
Bidding Administration and ending with Project Closeout. The manual has utility as:

         A Training Manual

         A Scope of Services which can be used to negotiate the scope of services for a consultant CEI
          services agreement

         A Basis for Project Quality Guidelines and subsequent project quality assurance reviews.

The manual is an evolving document, subject to expansion, modification, or other improvements based on
our collective working experiences. This edition should be regarded as only a milestone in a continuum of
improving on CCA and CO guidance, tips and suggestions.




October 2008 Edition                                                                                 CCA Manual
                                                                                                       Overview
                                                TASKS

DESCRIPTION
The task names and their descriptions have been developed with care to avoid using terminology that could
lead to inadvertent elevation of the County’s expectations or contractual requirements. The descriptions
have been written in a "contract language" mode so they can be extracted and imported into "Exhibit A -
Scope of Services" when it is used as an attachment for a Consultant CEI-County Agreement.


ASSOCIATED ACTIVITIES
The associated activities expand on the general task description to create a list of subtasks. The subtasks
provide the detail of what is really involved when, for example, we conduct a preconstruction conference.


RESPONSIBLE PARTY
When this manual is used as either a scoping document or as a project Quality Assurance manual, the
responsible team member for each subtask can be identified at this location. No attempt has been made to
assign responsibility in this manual because the assignments will be a function of the make-up of the team
and the individual experience and skill levels of each of the members. The "Responsible Party" section of
each Task has been "populated" with the various potential team members to facilitate editing by the Project
Team.


DOCUMENTS
Following each task are the forms, form letters, checklists and other aids that are used to support and/or
document the performance of the tasks.

The forms have been prepared to be consistent with the County Standard General Conditions. Care has
been taken to utilize wording that avoids unnecessary exposure. Form letters, such as approval or rejection
of the Contractor's proposed construction schedule or schedule of values (cost breakdown), are written to
avoid overstatement of the extent of such reviews and approvals. Again, the County Standard General
Conditions are the basis for establishing the extent and wording of such letters.


ADMINISTRATIVE AND CONSTRUCTION NOTES
The administrative notes consist of warnings, cautions, suggestions, opinions and accounts of past
experiences, good and bad.




October 2008 Edition                                                                              CCA Manual
                       CCA AND CO
                         TASKS




October 2008 Edition                CCA Manual
TASK SERIES 1000 – BIDDING ADMINISTRATION

NOT APPLICABLE (LEFT OPEN FOR FUTURE NEEDS)
Description:

Associated Activities:

Responsible Party:

Documents:

Administrative and Construction Notes:


1000




October 2008 Edition                          CCA Manual
TASK SERIES 2000 - MEETINGS ADMINISTRATIVE
TASK NO. 2005—PRECONSTRUCTION CONFERENCE
Description:

     Conduct a Preconstruction Conference attended by the County, Engineer, General Contractor and
     affected parties, prior to any field construction to establish basic project protocols and procedures.

Associated Activities:

     2005.01           Identify with the County and Contractor the parties to be included in the meeting.
     2005.02           Notify all parties as to the time and place of the meeting. Include in the mailing a preliminary
                       agenda and a form allowing participants to identify any items of concern they may want
                       addressed at the meeting.
     2005.03           Prepare final meeting agenda and produce copies for all expected participants for
                       distribution at meeting.
     2005.04           Prepare meeting place and provide for meeting documentation.
     2005.05           Incorporate meeting discussions in final preconstruction meeting minutes.
     2005.06           Distribute meeting minutes to all persons in attendance and to parties on meeting notice list
                       not in attendance.

Responsible Party:

     2005.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2005.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2005.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2005.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2005.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2005.06           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}

Documents:

     2005.01           Preconstruction Conference Agenda
     2005.02           Example of Transmittal of Preconstruction Conference Minutes
     2005.03           Preconstruction Conference Agenda Item Request Form

Administrative and Construction Notes:

     1. The preconstruction conference may be the most important meeting that occurs during the life of a
        project. A well-controlled conference will do much to establish a good, overall tone for the project. If
        any aspect of the job has potential for controversy, use the agenda to bring it out in the open.

     2. Notification of a preconstruction conference shall be initiated immediately after Notice of Award and
        usually on or before Notice to Proceed.

     3. A basic format for the Preconstruction Conference Agenda is provided in the Master files of Pinellas
        County Construction Administration Office for editing in the same fashion as master specs are
        edited. The master was put together using past projects. During editing, check all references to
        match your Contract Documents. Remember, this master is a basic skeleton that needs to be
        tempered for each job.

     4. All major stakeholders, departments, consultants, testing services representatives, subcontractors,
        regulatory agency representatives, representatives of any impacted utilities or superintendents of
        roads and any other interested parties should also attend.

     5. Treat the preconstruction conference as a "previous meeting" at the first construction meeting
        following the preconstruction conference and secure approval (for the record) of the conference
October 2008 Edition                                                                                                CCA Manual
          minutes. The transmittal letter distributing the conference minutes should invite review and
          comments in writing from anyone disagreeing with the minutes as written.




October 2008 Edition                                                                         CCA Manual
TASK NO. 2010—CONSTRUCTION PROGRESS MEETINGS
Description:

     Coordinate regular and special construction progress meetings. Schedule, conduct and document the
     meetings on a weekly or bi-weekly basis for all construction contracts. It is recommended that a weekly
     progress meeting is held on all design-bid-build type contracts and bi-weekly meetings held at the
     minimum for annual type (work order) contracts.

Associated Activities:

     2010.01           Develop standard formats for meeting agenda, notes, and attendance rosters to promote
                       consistent identification of meeting notes for filing and cross referencing purposes.
     2010.02           Establish date, place and agenda for regular construction meetings.
     2010.03           Determine who is to be involved and notify them of schedule.
     2010.04           Arrange for adequate meeting room and furnishings.
     2010.05           Contact County and Contractor 1 day prior to regular construction meeting to coordinate
                       meeting agenda.
     2010.06           Prepare agenda and distribute copies to those in attendance.
     2010.07           Conduct meetings and document discussions.
     2010.08           (For design-bid-build contracts) Conduct weekly coordination meeting.
     2010.09           Distribute minutes to all in attendance and predetermined attendees not in attendance within
                       one week of meeting.

Responsible Party:

     2010.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2010.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2010.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2010.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2010.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2010.06           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2010.07           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2010.08           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     2010.09           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}

Documents:

     2010.01           Construction Meeting Agenda
     2010.02           Example of Transmittal of Meeting Minutes Letter
     2010.03           Ball-In-Court Task List

Administrative and Construction Notes:

     1. Good administration and documentation of meetings is critical. Evaluate the meeting subject matter
        and persons involved, and use that evaluation as a basis for determining the details required to be
        worked out in the meeting.

     2. Some projects have made the Contractor responsible for coordinating and administering the monthly
        construction meetings. This approach is not recommended; however, if this approach is used,
        require the Contractor to use the standard Construction Meeting Agenda to promote consistent
        documentation.

     3. Well conceived, well managed and well documented construction meetings are an excellent
        mechanism for accomplishing communication of contractually based expectations on the County's
        part and identifying the Contractor's intentions, concerns and interpretation of contract requirements
        through verbal communication. Seemingly "informal" verbal communication can be transformed into
        formal communication via the preparation of meeting minutes, the inviting of comments for additions
        or corrections and the approval of minutes as written or as mutually amended. This aspect of
October 2008 Edition                                                                                                CCA Manual
                                                                                                                     Task 2010
          construction contract administration is so important to the communication and documentation of
          critical contract issues that the County/Engineer should never assign this task to the Contractor. The
          writer of the minutes has the advantage of putting forth his interpretation of discussions conducted.
          These initial interpretations will carry more credence than subsequent rebuttals, and any minutes left
          unchallenged due to recipients' failing to review and comment become the official record after
          acceptance of "previous meeting minutes" at the following meeting. Along with this advantage goes
          the responsibility to prepare complete, accurate and FAIR meeting minutes.

     4. Meeting rooms should provide chalkboards and adequate wall space for displaying site plans,
        drawings or other prepared exhibits for easy reference during discussions.

     5. Normally the Construction Manager and/or Resident Engineer and the Chief Inspector attend the
        regular construction meetings (It is recommended that the Construction Inspector attend if project
        workload allows). Decide in advance who has primary responsibility to conduct the meeting, and
        who has primary responsibility to record the meeting notes. It is very difficult to do both and maintain
        a reasonable tempo. All in attendance should keep notes as it is unlikely the designated note keeper
        can capture the essence of all the discussions. Collect and composite the notes and carefully review
        them with the CM and/or RE before releasing them for distribution. Controlling the meeting so that it
        stays on the agenda makes note keeping easier and will lead to a better set of minutes.




October 2008 Edition                                                                                  CCA Manual
                                                                                                       Task 2010
TASK SERIES 3000 – SUBMITTALS ADMINISTRATION
TASK NO. 3005—REVIEW AND APPROVAL OF SHOP DRAWING SUBMITTAL
SCHEDULE
Description:

     Review and approve the Contractor's Shop Drawing Submittal Schedule to ascertain that all significant
     submittals are accounted for, that submittals are coordinated with the sequence of construction activities
     relying on them, that adequate and reasonable turn-around times for review are provided for and that all
     shop drawings can be submitted and approved prior to 50% completion of the construction.

Associated Activities:

     3005.01            Review Shop Drawing Submittal Schedule.
     3005.02            Notify Contractor with either letter of acceptance or a letter or rejection noting deficiencies
                        and requesting correction of them and resubmittal.
     3005.03            Distribute copies of approved schedule to design team members responsible for shop
                        drawing reviews.

Responsible Party:

     3005.01            {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3005.02            {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3005.03            {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}

Documents:

     3005.01            Example of Shop Drawing Submittal Schedule Approval Letter
     3005.02            Example of Shop Drawing Submittal Schedule Rejection Letter
     3005.03            Example of Scheduling Memo to Design Team Shop Drawing Reviewers

Administrative and Construction Notes:

     1. The Chief Inspector and Inspector shall review the Contract Documents and Technical Specifications
        to create a predetermined list of required submittals and identify the correlating specification section.
        This report should be generated in advance of receipt of the Contractor's submittal schedule and
        used to check schedule for completeness.

     2. DO NOT waive this requirement. Past projects have successfully fended off contractor claims for
        delays due to slow turn-around on shop drawings by using the argument that since a particular
        submittal came to the Engineer three months after its scheduled submittal date, the Engineer/County
        had no obligation to keep the resources immediately available to review the submittal.

     3. See Task No. 3015, Associated Activity 3015.06 and Administration Note 3.




October, 2008 Edition                                                                                                CCA Manual
                                                                                                                      Task 3005
TASK NO. 3010—REVIEW OF SUBMITTALS AND ADMINISTRATION OF SUBMITTAL
REQUIREMENTS
Description:

     Administer shop drawing and other submittal requirements under Division B General Conditions
     Submittals – B – Shop Drawings/Working Drawings and the Technical Specifications, and review
     submittals to determine substantial compliance with the intent of the Contract requirements.

Associated Activities:

     3010.01           Provide timely review and re-distribution of shop drawings, operation and maintenance
                       manuals and equipment data sheets, and other submittal information.
     3010.02           Establish and maintain a tracking system for submittals to provide review action status
                       identification of each submittal as well as submittal distribution status.
     3010.03           Establish organized storage for samples and a tracking log for samples.
     3010.04           Verify at {Substantial Completion} that all shop drawings on file have Review actions, and
                       that all required operation and maintenance information and warranties have been received.
     3010.05           Receive, log and take appropriate action on miscellaneous submittals generated by the
                       Contractor during construction.

Responsible Party:

     3010.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3010.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3010.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3010.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3010.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}

Documents:

     3010.01           Shop Drawing Transmittal (Exhibit A)
     3010.02           Submittal Log

Administrative and Construction Notes:

     1. Requirement of shop drawings and other submittals are defined in Division B General Conditions
        Submittals – B – Shop Drawings/Working Drawings and the Technical Specifications.

     2. Obtain clarification as to which samples will be returned to the Contractor and which will become
        property of the County.

     3. Expeditious turn-around of shop drawing transmittals is critical. Exposure to liability for construction
        delays is possible if a Contractor can establish inordinately slow turn-around on critical submittals.
        DO NOT state a turn-around time in the Contract Documents as this would establish a contractual
        obligation. However, use the preconstruction conference to establish a turn-around time GOAL
        subject to timely submission according to Contractor's proposed and approved submittal schedule
        and relative completeness, complexity, and volume of submittal.

     4. Paperless communication and documentation is fast becoming the goal of many in the profession
        and industry. As of the writing of this manual, there continue to exist many deficiencies in the
        technology with regard to security and translation integrity from one system configuration to another.
        Here’s a quote from the 2001 Edition EJCDC General Conditions for Construction Contracts which
        establishes the policy we currently employ regarding electronic documents:




October 2008 Edition                                                                                                CCA Manual
                                                                                                                     Task 3010
                “3.06    Electronic Data

                     A. Copies of data furnished by County or Engineer to Contractor or Contractor to County or
                Engineer that may be relied upon are limited to the printed copies (also known as hard copies).
                Files in electronic media format of text, data, graphics, or other types are furnished only for the
                convenience of the receiving party. Any conclusion or information obtained or derived from such
                electronic files will be at the user’s sole risk. If there is a discrepancy between the electronic files
                and the hard copies, the hard copies govern.

                     B. Because data stored in electronic media format can deteriorate or be modified
                inadvertently or otherwise without authorization of the data’s creator, the party receiving electronic
                files agrees that it will perform acceptance tests or procedures within 60 days, after which the
                receiving party shall be deemed to have accepted the data thus transferred. Any errors detected
                within the 60-day acceptance period will be corrected by the transferring party..

                When transferring documents in electronic media format, the transferring party makes no
                representations as to long term compatibility, usability, or readability of documents resulting from
                the use of software application packages, operating systems, or computer hardware differing from
                those used by the data’s creator.”

          What this should mean to our day-to-day operations is that if the project can benefit by expediting a
          review based on electronic transmissions, we should find a way to initiate the review informally using
          electronic transmissions and conclude the formal review on the hard copy version of the submittal.

     5. Some individuals confuse miscellaneous submittals with shop drawings. In simple terms, the
        difference between them is that shop drawings are prepared by the Contractor for approval by the
        Engineer before the Work the shop drawing depicts is fabricated and/or constructed. Miscellaneous
        submittals are prepared by the Contractor to represent after fabrication and/or construction what has
        been done. For example, an pipe pressure test report is not a shop drawing. It is a statement of
        fact, and therefore the report itself is not subject to the Engineer’s approval. The Work the pipe
        pressure test report represents is subject to approval or rejection, but the report stands as a
        statement of fact. Because most miscellaneous submittals are intended to be a representation of
        fact made by the Contractor, it is not appropriate for the submission of miscellaneous submittals to
        become an iterative process whereby the Engineer dictates the scope or accuracy of content of the
        submittal. For example, in the administration of Record Documents (Record Drawings) it would not
        be proper to repeatedly review and comment on their completeness or accuracy except to the extent
        that all the graphic details for all Field Orders, Work Change Directives and Change Orders would be
        expected to be posted to the Contractor’s Record Documents.




October 2008 Edition                                                                                                  CCA Manual
                                                                                                                       Task 3010
TASK NO. 3015—REVIEW OF SHOP DRAWING SCHEDULE STATUS
Description:

     Review shop drawing submittal schedule. Monitor schedule during construction to verify Contractor shop
     drawing status is current.

Associated Activities:

     3015.01           Review weekly the approved submitted schedule and the actual shop drawing log for
                       comparison.
     3015.02           Review shop drawing submittal log in regard to requirements that all shop drawings must be
                       submitted and approved prior to {50} percent completion.
     3015.03           Utilize shop drawing submittal schedule as a supplemental checklist item for application for
                       payment.
     3015.04           Notify Contractor of deficiencies.
     3015.05           Address general status of shop drawings at project meetings.
     3015.06           Address Contractor's requests for shop drawing review of critical equipment and materials
                       prior to his having an approved submittal schedule.

Responsible Party:

     3015.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3015.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3015.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3015.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3015.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3015.06           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}

Documents:

     3015.01           Example of Shop Drawing Submittal Schedule Deficiency Letter
     3015.02           Example of Transmittal Letter for Expedited Submittal Review Prior to Receipt of Submittal
                       Schedule

Administrative and Construction Notes:

     1. The requirement of a shop drawing submittal schedule should be specified in Division B General
        Conditions Submittals – B – Shop Drawings/Working Drawings and the Technical Specifications. If it
        is not specified, the Resident Engineer and Chief Inspector shall make the determination prior to the
        preconstruction conference if the project dictates a schedule is necessary. Typically, this is not a
        requirement for minor projects and annual type contracts.

     2. The requirement which states all shop drawings must be submitted and approved prior to some point
        in the project schedule (usually 50 percent completion) should be specified in Division B General
        Conditions Submittals – B – Shop Drawings/Working Drawings and the Technical Specifications if
        desired.

     3. Do not process any shop drawings until approved schedule is obtained. If compelled to expedite a
        review prior to obtaining an approved schedule, return reviewed shop drawing with a letter notifying
        Contractor of this special exception which is not to be taken as an indication of a waiver of the
        submittal schedule requirements.

     4. Consider establishing with the Contractor a prioritization system that the Contractor can assign to
        submittals when submitting a large number of submittals at the same time. For example, Priority 1
        may mean normal turn-around such as two weeks as established at the preconstruction conference,
        Priority 2 may mean three weeks, Priority 3 may mean something longer than three weeks.
        Requests for higher than Priority 1 attention should be expressed as “Please Expedite” with the
        reason given. Do not allow submittals to languish even when assigned a Priority 3 without
October 2008 Edition                                                                                                CCA Manual
                                                                                                                     Task 3015
          communicating the status of the submittal with the Contractor, and always document the
          communication.

     5. Keeping status reports up-to-date and keeping the Contractor on notice of deficiencies emphasizes
        (for the record) that the Engineer/County have relied on the schedule proposed by the Contractor
        and that the Engineer, having committed resources to respond to submittals around the scheduled
        dates, is adversely impacted by delinquent submittals.




October 2008 Edition                                                                            CCA Manual
                                                                                                 Task 3015
TASK NO. 3020—O&M MANUAL REVIEW AND ADMINISTRATION

NOT APPLICABLE (LEFT OPEN FOR FUTURE NEEDS) (WATER/WWTP)
Description:

Associated Activities:

Responsible Party:

Documents:

Administrative and Construction Notes:




October 2008 Edition                                       CCA Manual
                                                            Task 3025
TASK NO. 3025—EVALUATE REQUESTS FOR SUBSTITUTION
Description:

     Evaluate {(number)} requests for material/equipment substitution made during the course of the project
     in light of the Contract Documents and the benefit to the project.

Associated Activities:

     3025.01           Review substitution requests in terms of quality, cost, constructibility and secondary project
                       impact.
     3025.02           Assist County in negotiating any cost or time considerations, additive or deductive, associated
                       with a product substitution.
     3025.03           Evaluate and process substitution requests exceeding the predetermined number in
                       accordance with the Additional Service Clause of the Agreement.

Responsible Party:

     3025.01            {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3025.02            {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     3025.03            {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}

Documents:

     3025.01            Example of Substitution Acceptance Letter

Administrative and Construction Notes:

     1. Applicable sections of the Construction Contract Documents which deal with substitutions should
        include the General Conditions and Technical Specifications

     2. Be particularly aware of costs associated with any substitution requests. Reconcile any differences
        in cost prior to substitution approval.

     3. Substitutions/Substitute Items are not “Or-Equals”. Substitutions are considered under a narrow set
        of circumstances; unavailability of the product specified (rare if 2 or 3 Or-Equals have been named)
        or because the Contractor is simply proposing something other than the named Or-Equals because it
        is less costly for the Contractor to procure and/or install. The submitted item may in the end, after
        evaluation by the Engineer, be an Or-Equal. If however, the submitted item is found by the
        Engineer’s evaluation to not be equivalent to the named Or-Equals and the prescriptive
        specifications, it is a Substitution. The Substitution may perform the same function but not be
        constructed of the same quality of materials specified and have the same service life. Thus it is of
        less value to the project. Or, the Substitution may require modifications to the structure to
        accommodate it. Thus it is of less value to the project unless the Contractor absorbs the costs of
        modifying the structure. When submitted items which are not a "equals" are accepted their
        acceptance should be negotiated to address changes in cost and/or time, and documented by a
        Change Proposal Request/Change Order.

     4. Items submitted as “Or Equals” and accepted as "equals," should be documented by Field Order to
        facilitate communication with the Chief Inspector and to prompt the posting of the change to the
        Record Drawings (and/or specifications) if appropriate.

     6. Be aware of local statutes regarding Or-Equals. Federal acquisition requirements require only two
        (2) Or-Equals be named. The naming of manufacturers is not mandatory, but nevertheless the
        prescriptive specifications must be capable of being met by the number of Or-Equal manufacturers
        required under the prevailing statute.



October 2008 Edition                                                                                                 CCA Manual
                                                                                                                      Task 3025
TASK SERIES 4000 - SCHEDULE EVALUATION
TASK NO. 4005—REVIEW AND APPROVAL OF INITIAL CONSTRUCTION SCHEDULE
Description:

     Review and approve the Contractor's detailed construction schedule to ascertain that the Contractor has
     accounted for the scheduling of all significant components of the total construction, has sequenced
     activity to conform with any stipulated sequencing, if any, and has scheduled to meet the project
     completion date including any intermediate milestones if stipulated in the Contract Documents.

Associated Activities:

     4005.01           Review schedule for completeness of inclusion of major elements of the project and
                       conformance to any specified schedule sequences and completion dates. The review shall
                       include but not be limited to the following:
                       - Project Duration equals duration identified in the contract docs.
                       - Critical Path is identified and the associated critical activities have NO FLOAT
     4005.02           Notify Contractor with either letter of acceptance or letter of rejection noting deficiencies and
                       requesting correction of them and resubmittal.
     4005.03           Meet with Contractor to reconcile disputed schedule deficiencies.
     4005.04           Document reconciliation of disputed deficiencies.

Responsible Party:

     4005.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     4005.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     4005.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}
     4005.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin.}

Documents:

     4005.01           Example of Construction Schedule Submittal Acceptance Letter
     4005.02           Example of Construction Schedule Submittal Rejection Letter

Administrative and Construction Notes:

     1. The County should be apprised that Construction Administration Staff are not constructors and
        therefore our review and approval of the schedule is limited to a general overview for conformance to
        any stipulated conditions of Contract Documents.

     2. The initial review of the schedule can probably be limited to 8-16 hours of review. On some past
        projects, Contractors have submitted initial schedules showing completion dates beyond the
        contractual Completion Date. When this occurs two courses of action can be taken:

          a. The recommended action is rejection of the schedule on the basis of breach of contract since the
             Contractor's Proposal did not take exception to the specified Time of Completion.

          b. Alternatively ("a." above may lead to this), review the schedule in great detail with the Contractor
             and County and as appropriate either adjust the Contract Time or accept modifications that bring
             the schedule into compliance and document with a Change Order. Get this out of the way early
             so from that point on you have a schedule in force which the Contractor has committed to. IT IS
             IMPERATIVE TO HAVE A SCHEDULE, THAT THE CONTRACTOR OWNS, IN FORCE AT ALL
             TIMES in order to effectively negotiate impact of changes in work on time.

     3. Schedules that indicate project completion before the contractual completion date merit special
        attention as well. There are reported incidents of contractors scheduling early completion, and then
October 2008 Edition                                                                                                CCA Manual
                                                                                                                     Task 4005
          claiming active interference by the County or Engineer prevented them from completing the project
          on schedule when in fact the Contractor had no intention or ability to complete the project early.
          However, if all stipulated schedule requirements have been met it is difficult to reject the schedule on
          account of the County or Engineers doubts of the Contractors ability to meet the optimistic schedule.
          Therefore, the schedule should be accepted with the suggestion that the Contractor review it again
          to be certain nothing has been overlooked. If the Contractor does not change the schedule, then the
          County and Engineer should be very diligent in monitoring the Contractor’s progress and
          documenting any deficiencies in progress that provide evidence the Contractor’s optimistic schedule
          is unrealistic. Do not sit on this information. While the County and Engineer can not require the
          Contractor to regain lost time on an optimistic schedule, they can get their observations of schedule
          slippage that is within the control of the Contractor into the record by either discussing the observed
          slippage in construction meetings or writing a polite letter to the Contractor again suggesting the
          schedule be re-evaluated.




October 2008 Edition                                                                                    CCA Manual
                                                                                                         Task 4005
TASK NO. 4010—DOCUMENTATION OF CONSTRUCTION PROGRESS
Description:

     Summarize daily inspection reports and prepare a {weekly} {monthly} progress report estimating the
     cumulative percent complete status of the contract time and money. Include in the summary major and
     critical issues addressed.

Associated Activities:

     4010.01           Establish proportional unit values for elements of partially completed items in the schedule of
                       values if a lump sum contract.
     4010.02           Compute value of construction-time&money-to-date on {weekly} {monthly} reports.
     4010.03           Provide {weekly} {monthly} reports to County Finance as back-up to Engineer's
                       recommendation of monthly progress payment.

Responsible Party:

   4010.01             {Resident Const. Mgr} {Chief Inspector}
   4010.02             {Resident Const. Mgr} {Chief Inspector}
   4010.03             {Resident Const. Mgr} {Chief Inspector}
Documents:

     4010.01           Construction Project Weekly Report
     4010.02           Construction Project Monthly Report

Administrative and Construction Notes:

     1. This sounds like an enormous task; however with some advance preparation weekly reports should
        be prepared on a continual basis during the review of daily inspection reports. Monthly reports are
        prepared continually during the review of the weekly reports.




October 2008 Edition                                                                                        CCA Manual
                                                                                                             Task 4010
TASK NO. 4015—REVIEW SCHEDULE STATUS
Description:

     Evaluate actual progress with respect to scheduled progress and report status at construction meetings.
     Request a schedule update to be submitted with each monthly request for pay estimate.

Associated Activities:

     4015.01           Identify critical path activities that have not reached scheduled milestones.
     4015.02           Identify critical path activities whose durations have not expired that are obviously realizing
                       lower productivity rates than reflected in the schedule.
     4015.03           Identify non-critical activities whose durations are about to equal or exceed the remaining
                       float along that path.
     4015.04           Identify critical path activities that are scheduled to start but have not been started.
     4015.05           Notify Contractor in writing of schedule deficiencies, and request a corrective action plan and
                       revised schedule indicating the means of regaining schedule losses.
     4015.06           Observe construction activity to verify implementation of corrective action plan.

Responsible Party:

     4015.01           {Resident Const. Mgr} {Chief Inspector}
     4015.02           {Resident Const. Mgr} {Chief Inspector}
     4015.03           {Resident Const. Mgr} {Chief Inspector}
     4015.04           {Resident Const. Mgr} {Chief Inspector}
     4015.05           {Resident Const. Mgr} {Chief Inspector}
     4015.06           {Resident Const. Mgr} {Chief Inspector}

Documents:

     None

Administrative and Construction Notes:

     1. Keep obvious schedule slippage in the forefront of construction meetings. Keep elaborate meeting
        minutes and use formal written communication liberally to notify Contractor of schedule/progress
        deficiencies.

     2. 2-week look-ahead schedules are an excellent tool for focusing meeting discussions on immediate
        concerns. This is another way of promoting the importance of planning and scheduling the Work,
        and it provides the construction observation team with an activities list that can be used as a
        planning tool to coordinate needed observations and inspections.




October 2008 Edition                                                                                        CCA Manual
TASK SERIES 5000 - CONSTRUCTION OBSERVATION AND
INSPECTION
TASK NO. 5002—GENERAL CONSTRUCTION OBSERVATION
Description:

     Inspect, Observe, record and report the Contractor's work progress to determine the Work is in general
     conformance with the requirements of the Contract Documents. Document activity observed making
     note of deficiencies and any issues requiring resolution.

Associated Activities:

     5002.01           Obtain and file daily Contractor summary sheets and material delivery tickets defining
                       specified work completed, materials delivered and/or Contractor work force figures.
     5002.02           Monitor construction activity to verify conformance with Contract Documents, and document
                       activities and observations.
     5002.03           Record weather condition information.
     5002.04           Record Requests For Interpretation of Contract Documents' provisions.
     5002.05           Note construction deficiencies and punch list items.
     5002.06           Photograph or video record construction as deemed necessary, and label and log photos
                       and videotapes. (See Task No. 5024)

Responsible Party:

   5002.01             {Resident Const. Mgr} {Chief Inspector} {Inspector}
   5002.02             {Resident Const. Mgr} {Chief Inspector} {Inspector}
   5002.03             {Resident Const. Mgr} {Chief Inspector} {Inspector}
   5002.04             {Resident Const. Mgr} {Chief Inspector} {Inspector}
   5002.05             {Resident Const. Mgr} {Chief Inspector} {Inspector}
   5002.06             {Resident Const. Mgr} {Chief Inspector} {Inspector}
Documents:

     5002.01           Daily Inspection Report
                       Weekly Construction Progress Report (See Task No. 4010 Form 4010-01)
     5002.02           Notice of Non-Compliance with the Intent of the Contract Documents
     5002.03           Punch List
                       Construction Project Monthly Status Report (See Task No. 4010 Form 4010-02)

Administrative and Construction Notes:

     1. Utilization of photos and videotapes of construction are critical for proper project progress
        documentation.

     2. A Daily Inspection Report should be filed for every day in the construction contract. If work is
        stopped for weather or other reasons, it should be so noted. Days when the resident is off site
        should also be noted. It is strongly recommended that a routine be established of doing these at the
        end of the day every day while the day’s events are fresh in the mind. Some may find it easier to do
        daily reports the first thing the following morning from the standpoint of controlling their time. The
        important thing is that daily reports get done routinely.The daily shall be submitted to the Chief
        Inspector no later than the following day. The Chief Inspector will review, make or discuss necessary
        changes, and submit to the Project Controls Specialist.

     3. The listing of items of interpretation should be reviewed prior to looking at the Contractor’s as-
        recorded drawings as a cross-reference to possible areas which may reflect changes from the
        original documents.

     4. Deficiencies noted on the daily reports should be noted also on the progressive punch list.
October 2008 Edition                                                                                   CCA Manual
                                                                                                        Task 5002
     5. All projects involve at least two inspections; one for substantial completion, and one for final
        acceptance. Other specific inspections may be stipulated by the Contract Documents to be
        performed by the Engineer.

     6. The Daily Inspection Report shall replace the requirement of the Field Book, but not its use.




October 2008 Edition                                                                                    CCA Manual
                                                                                                         Task 5002
TASK NO. 5004—SITE CONDITIONS REVIEW
Description:

     Review site conditions during construction to determine that the Contractor is maintaining site-related
     items in accordance with the Contract Documents.

Associated Activities:

     5004.01           Periodically review overall condition of site for excessive construction debris or erosion,
                       proper drainage, weed control and access.
     5004.02           Review Maintenance of Traffic Devices daily and NPDES protection provisions for existing
                       structures, piping, trees and other items designated to be protected in accordance with
                       NPDES Plan.
     5004.03           Document deficiencies and notify the Contractor.

Responsible Party:

     5004.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5004.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5004.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     5004.01           Notification of Required Sitework Action
     5004.02           NPDES/SWPPP Weekly Report of Inspection (Industry Standard)
     5004.03           Maintenance of Traffice Device Log (Industry Standard)

Administrative and Construction Notes:

     1. The Resident Engineer and Chief Inspector must review the specifications to determine that
        adequate leverage via the payment provisions is provided to enforce such things as interim site
        drainage, dust control, and clean-up of debris during construction.

     2. Sections of the specifications dealing with Contractor responsibility for site conditions include
        Division B, General Conditions and some technical specifications

     3. Review of site conditions should be conducted weekly at the very least.




October 2008 Edition                                                                                     CCA Manual
                                                                                                          Task 5004
TASK NO. 5006—COORDINATE AND REVIEW ASPHALT INSPECTION & TESTING
Description:

     Verify that acceptable subgrade preparation is provided for all surfaces prior to any asphalt placement.
     Obtain written verification from the testing lab representative that subgrade is ready to receive asphalt for
     structural and final courses of asphalt.

Associated Activities:

     5006.01           Review work and coordinate testing lab visits for subgrade verification.
     5006.02           Schedule and host a prepaving conference with the County and Contractor personnel.
     5006.03           Review and populate the Asphalt Paving Checklist prior to the operation.

Responsible Party:

     5006.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5006.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5006.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     5006.01           Daily Report of Asphalt Paving (County Standard Form)
     5006.02           Asphalt Paving Inspection Checklist (County Standard Form)
     5006.03           Asphaltic Concrete Lift Thickness Log
     5006.04           Subgrade Correction Requirement Notice
     5006.05           Hot Mix Asphalt Sampling Record (County Standard Form)
     5006.06           Asphalt Core Sampling Record (County Standard Form)


Administrative and Construction Notes:

     1. This task is intended to apply to all conventional design-bid-build and annual/work order contracts.




October 2008 Edition                                                                                    CCA Manual
                                                                                                         Task 5006
TASK NO. 5008—COORDINATE AND REVIEW SOILS INSPECTION & TESTING
Description:

     Coordinate the observation of general preparation, backfill, and compaction and the scheduling of
     testing. Monitor reports of compaction densities for structural backfill, trench backfill, and general site
     backfill to ascertain minimum specified densities are achieved.

Associated Activities:

     5008.01           Establish communication of test result procedures and protocols with testing service and
                       Contractor. Log all denisities into the project specific field density log book
     5008.02           Review all tests results submitted to verify compliance with specified requirements, and
                       maintain project log book.
     5008.03           Verify areas of failing compaction are corrected to specified criteria and record in log book.
     5008.04           Review soils testing lab invoice to avoid County being charged for failing tests by the
                       contractor. Issue payment recommendations to Resident Engineer and/or Construction
                       Manager.

Responsible Party:

     5008.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5008.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5008.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5008.04           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     5008.01           Soils Testing Certification (work order contracts with out a density log book)
     5008.02           Sample Density Log Book
     5008.03           Testing Services Visitation Record (provide to Testing Lab) (Used to verify Invoice by Lab)

Administrative and Construction Notes:

     1. Responsibilities for testing payment should be defined in Division B, General Conditions.

     2. Compaction densities and Frequencies should be specified in Technical Specifications and
        discussed at preconstruction conference, weekly progress meetings, and a pre-activity meeting.

     3. The more desirable arrangement is to have the County retain the services of a soils lab.




October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 5008
TASK NO. 5010—COORDINATE AND REVIEW CONCRETE INSPECTION & TESTING
Description:

     Coordinate the sampling and testing of concrete and monitor concrete test reports to ascertain specified
     strengths are achieved. Follow up non-passing tests and evaluate to determine structural implications
     for the affected construction.

Associated Activities:

     5010.01           Review concrete mix design with the Engineer and Contractor to establish specification
                       compliance relative to addition of water to concrete on site.
     5010.02           Monitor sampling program to verify correct number frequency of cylinders are taken as
                       called for in the specifications.
     5010.03           Review field data to verify other items such as slump, air entrainment and special admixtures
                       are in accordance with the Contract Documents.
     5010.04           Review each failing compressive strength test to determine structural implications and
                       course of corrective action required.
     5010.05           Notify Contractor of subsequent testing which is required.

Responsible Party:

     5010.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5010.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5010.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5010.04           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5010.05           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     5010.01           Concrete Test Log
                       Testing Services Visitation Record (See Task No. 5008 Form 5008-03)
                       Field & Laboratory Concrete Test Record (provided by Test Lab)

Administrative and Construction Notes:

     1. Responsibilities for testing payment should be defined in Division B, General Conditions.

     2. Actions to be taken in response to failing tests on in-place concrete are defined in Technical
        Specifications.

     3. Primary review of actual testing data should be by Chief Inspector and Inspector with any problems
        being highlighted to Resident Engineer.

     4. The more desirable arrangement is to have the County retain the lab's services.

     5. Some concrete mix designs run a few points below the maximum water-cement ratio. This should
        be evaluated with the Engineer to determine how many gallons of water per cubic yard of concrete
        (remaining) in the truck can be added for the tempering of concrete that is delivered below the
        specified slump and is unworkable. After determining this value, establish a procedure with the
        Contractor for adding water on site.




October 2008 Edition                                                                                      CCA Manual
                                                                                                           Task 5010
TASK NO. 5012—PIPE PRESSURE TESTING REVIEW
Description:

     Observe and document pressure testing of all piping systems and disinfection of potable water lines
     required by the technical specifications.

Associated Activities:

     5012.01           Witness initiation and conclusion of pipe system testing to verify test pressures are met and
                       log the results.
     5012.02           Withhold full payment for piping that does not pass testing requirements until specifications
                       are met. (discuss with Resident Engineer)
     5012.03           Review disinfection test results to verify potable water systems are adequately disinfected.

Responsible Party:

     5012.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5012.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5012.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     5012.01           Building/Unit Piping Pressure Test Log
     5012.02           Field & Right-of-Way Piping Pressure Test Log

Administrative and Construction Notes:

     1. Piping test pressure requirements are specified in Technical Specifications.

     2. Testing of natural gas lines or other specific utilities may require witnessing by utility officials.

     3. Pressure testing and its costs is as much a part of the installation as laying the pipe in the trench or
        hanging on hangers. Establish a maximum percent complete of (90-95) percent for untested lines
        and note status each month on pay request reviews. Select a maximum payment percent that is
        relatively commensurate with the estimated cost of man-hours and materials to conduct the testing
        unless a contractual amount has been specified in the Contract Documents. Do not be swayed by
        a contractor's argument that there is already a percent retainage. Retainage is contractual and is
        retainage on the value of COMPLETED WORK.

     4. Be mindful of the thrusts on angle fittings and blind flanges and apprise the Contractor of the
        Contract Document provisions to supply adequate thrust restraint. For large diameter lines, the
        preconstruction conference is not too early to start talking with the Contractor about pressure testing.
        In those cases where the Contractor is insistent on painting himself into a corner by constructing
        over and around large lines to the extent inhibiting testing and blocking test plugs, write the
        Contractor as soon as his course is apparent and request he submit an action plan on testing.

     5. Low-head static water level tests with allowable leakage rates are CONSTANT HEAD tests. Most
        contractors either do not recognize this or cleverly ignore it. If the level in a standpipe or other
        pressure head reservoir is allowed to drop, the leakage rate decreases due to the lower head.
        Pressure head reservoirs should be held at a constant level by adding make-up water from a closed
        reservoir which can be measured at the beginning and end of the test period, or through a meter.




October 2008 Edition                                                                                        CCA Manual
                                                                                                             Task 5012
TASK NO. 5014—STORED MATERIALS/EQUIPMENT REVIEW
Description:

     Review stored materials and/or equipment for quantity determination for Contractor payment and to
     verify that equipment and/or materials are adequately protected until installed.

Associated Activities:

     5014.01           Coordinate with Contractor to facilitate review of major items prior to unloading and storage.
     5014.02           Regularly review Contractor's storage areas to determine compliance with the Contract
                       Documents.
     5014.03           Notify the Contractor of any damaged or improperly stored materials.
     5014.04           Adjust payments properly for damaged or improperly stored equipment.

Responsible Party:

     5014.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5014.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5014.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5014.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:

     5014.01           Materials & Major Equipment Delivery Log
     5014.02           Damaged Materials/Equipment Report

Administrative and Construction Notes:

     1. Refer to Division B, General Conditions for product delivery and storage criteria.

     2. It is often very difficult to administer contract provisions requiring advance notification of deliveries,
        for coordination of reviews before off-loading, because the use of independent carriers makes
        scheduling (predicting) arrivals a very speculative undertaking.

          a. Inspection of equipment, materials and products before off-loading is advantageous because it is
             easier to have the items returned to the manufacturer/supplier if delivery is refused by the
             General Contractor.

          b. Establish a working relationship with the General Contractor that is conducive to conducting
             reviews before off-loading, but do not allow such reviews to be construed as an obligation on the
             part of the County/Engineer. Typically, coordinate material and equipment delivery at the weekly
             progress meetings.




October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 5014
TASK NO. 5016—SALVAGED MATERIALS/EQUIPMENT REVIEW
Description:

     Review salvaged materials and equipment to verify those items are salvaged and stored properly and
     that all items to be scheduled for salvage are accounted for.

Associated Activities:

     5016.01           Review the Contract Documents with the Contractor to establish what items are to be
                       salvaged.
     5016.02           Review salvaged materials list with County for direction concerning storage location.
     5016.03           Review designated storage areas to verify proper handling of salvaged materials.
     5016.04           Obtain, file and distribute copy of salvaged material receipt signed by the County.

Responsible Party:

     5016.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5016.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5016.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5016.04           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     5016.01           Salvaged Materials/Equipment Form
     5016.02           Spare Materials/Equipment Log

Administrative and Construction Notes:

     1. Direction to Contractor concerning salvaged materials is found in Technical Specifications or Special
        Notices. Typically this is a requirement when the County wishes to retain ownership of such items as
        historic paving bricks, reusable pipe, handrail, signs, building equipment, etc…

     2. If you have salvaged items, make sure storage location is clearly defined in Contract Documents.
        Location should be verified with County prior to inclusion in Contract Documents.

     3. If possible, a listing of major salvage items should be called out in the Contract Documents to
        eliminate ambiguity.




October 2008 Edition                                                                               CCA Manual
                                                                                                    Task 5016
TASK NO. 5020—PILE DRIVING & DRILLED SHAFT OBSERVATION & INSPECTION
Description:

     Observe, Inspect, and oversee the installation and placement of pile, bents, abutments, and drilled
     shafts.

Associated Activities:

     5020.01           Review the Contract Documents with the Contractor to predetermine which criteria (FDOT
                       and/or Pinellas County) will be used for Pile Placement and Pile Driving
     5020.02           Review the Contract Documents with the Contractor to predetermine which criteria (FDOT
                       and/or Pinellas County) will be used for drilled shaft installation

Responsible Party:

     5020.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5020.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     5020.01           Pile Driving Log Book or Spreadsheet
     5020.02           Drilled Shaft Concrete Placement Log

Administrative and Construction Notes:

PILE PLACEMENT

     1. When pre-forming pile holes, comply with hole sizes and depths covered in the contract documents.
        The void between pile and hole must be filled with approved sand or grout. [Spec. 455-5]
     2. For concrete piles, the proper number of lifting points must be used. [Spec. 455-7]
     3. Prestressed concrete piles must be inspected for defects as soon as possible after upon delivery to
        the project site. Defects must be reported to the Resident Engineer as soon as possible, but in any
        case, prior to use. [Good Practice, CPAM 10.2.4]
     4. Jetting requirements include: no jetting in completed embankments, jetting and driving with external
        jets requires 2 jets, specific jet nozzle placement, all piles in a group must be jetted prior to driving;
        and pumps, supply lines and jet pipes per Pile Installation Plan (PIP). [Spec. 455-5]
     5. Pre-drilling of holes through compacted fill or as starter holes must comply with the specifications.
        [Spec. 455-5]
     6. For Sure-Lock pile splices - threaded rebars must penetrate into the splice plate at least the distance
        specified in the shop drawings - verify by measuring the distance from plate top to bar end. (good
        practice)

PILE DRIVING

   7. Comply with the pile driving criteria as established by Geotechnical Engineer. [Spec. 455-5]
   8. Maintain proper alignment of leads and pile within tolerances. [Spec. 455-5]
   9. Fill out pile driving log, keeping special driving procedures and precautions in mind. For open-end
       diesel hammers, a saxometer is required. [Spec. 455-5]
   10. Detailed set check and redrive procedures are covered in the Specifications related to blow count
       interval, pile cushion, and hammer warm up. [Spec. 455-5]
   11. Detailed bearing and penetration requirements are covered In the specifications. [Spec. 455-5]
       Structures Foundations, GL 9, FY 2007/2008, Page 2 of 3
   12. Splices and Buildups for concrete and steel piles must be performed properly. [Spec. 455-7 and 455-
       8]
   13. Final pile top elevation and alignment must be within tolerance, (strands and reinforcement must be
       severed prior to breaking of piles that require cut off and pile must be visually checked for
       deficiencies after driving is complete). [Spec. 455-8]
ALL DRILLED SHAFTS INCLUDING SHAFTS UNDER MISCELLANEOUS STRUCTURES
October 2008 Edition                                                                                    CCA Manual
                                                                                                         Task 5020
     14. Drilled Shaft Installation Plan: Have an approved copy of the drilled shaft installation plan on site.
         [Spec. 455-15.1.2]
     15. When drilled shaft concrete is placed in any wet shaft, the QC Manager shall provide slump loss test
         results before drilled shaft concrete operations begins. The tests shall demonstrate that the drilled
         shaft concrete maintains a slump of at least 4 inches throughout the concrete elapsed time. Inform
         the Engineer at least 48 hours before performing such tests in order to allow proper Verification of
         the results. Perform slump loss testing of the drilled shaft mix using a laboratory acceptable to the
         Engineer. Perform all procedures required by specification. Do not perform slump loss test for dry
         excavation. [Spec. 346-3.2]
     16. Drilled Shaft Test Hole (demonstration): document activities and note problems in the Daily Report of
         Construction, test shafts must be removed to 2 ft. [0.6 m] below ground line. [Spec. 455-18]
     17. Detailed shaft excavation procedures are required by the Spec. including alignment, logging of
         excavated material, over-reaming and shaft cleanliness [Spec. 455-15]
     18. Slurry de-sanding: Contractor must perform proper slurry viscosity testing and sand content must be
         within acceptable limits. [Spec. 455-15]
     19. Shaft inspection: when using a shaft inspection device, assist the Geotechnical Engineer as needed;
         when shaft inspection on device is not used, the shaft bottom must be probed with a solid bar, if
         possible, or with a weighted line to check for unevenness and firmness. [Spec. 455-15] Structures
         Foundations, GL 9, FY 2007/2008, Page 3 of 3
     20. Detailed rebar placement procedures are covered in the specifications and include time of
         placement, bar extensions, clearance tolerances, and spacer requirements. [Spec. 455-16, 415]
     21. Drilled shaft concrete placement must conform to all applicable Specs. including 346, 400 and 455
         including method of placement, pump line requirements, duration of placement, and slump. [Spec.
         455-17]
     22. Curing of the top surface of the shaft shall be as specified in Spec. 400-16 and shafts exposed to a
         body of water shall be protected from the action of the water by leaving the forms or casings in place
         for a minimum of 7 days unless the concrete has attained a compressive strength of 2500 psi [17
         MPa] or greater. [Spec. 455-17]




October 2008 Edition                                                                                 CCA Manual
                                                                                                      Task 5020
TASK NO. 5022—SITE VISITATIONS BY STAKEHOLDERS
Description:

     Coordinate and conduct site visitations and maintain a permanent log which records County, regulatory
     agency, and Engineer design team visits.

Associated Activities:

     5022.01           Follow up of any site deficiencies noted by design team members.
     5022.02           In the event of visitation by regulatory officials, follow up with telephone contact to get their
                       impressions and comments.
     5022.03           For special visitations, arrange that proper persons representing the various interested
                       parties are present.

Responsible Party:

     5022.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5022.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5022.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     5022.01           Visitor Log
     5022.02           Design Engineer Site Visitation Memorandum
     5022.03           Citizen Complaint Log

Administrative and Construction Notes:

     1. Well organized, informative site visitations can do much to keep a project flowing smoothly from both
        a County and Contractor standpoint. Good coordination of special visits can pay dividends.

     2. Instruct the design team members not to give direction to the Contractor or subs during the site visit.
        Any problems or deficiencies should be reported to the Chief Inspector, and he should then take the
        appropriate action.

     3. If special visitors such as regulatory persons or County Administrators are coming on site, provide
        the Resident Engineer and Contractor with advance notice so they can prepare accordingly.

     4. Issue a “Design Engineer Site Visitation Memorandum” to the Design Project Manager at the
        preconstruction conference for his/her use during visitations.




October 2008 Edition                                                                                          CCA Manual
                                                                                                               Task 5022
TASK NO. 5024—COORDINATE PROJECT PHOTO AND VIDEO DOCUMENTATION
Description:

     Utilize project video and still photo camera equipment to document construction, video meetings, and
     record operation and maintenance training session.

Associated Activities:

     5024.01           Develop and maintain a logging system to enable easy retrieval of visual information.
     5024.02           Coordinate taping of operator training sessions, major meetings and major construction
                       events.

Responsible Party:

     5024.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Admin}
     5024.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Admin}

Documents:

     5024.01           Project Video Log
     5024.02           Project Photo Log

Administrative and Construction Notes:

     1. Mark each video tape or DVD with the appropriate retrieval information.

     2. Utilization of video equipment should be encouraged. In Roadway work, walking the staked route
        prior to construction and recording the existing conditions may prove invaluable in handling private
        claims.

     3. If an accident occurs, video taping of conditions immediately following the event may help define
        circumstances that produced the accident.

     4. Photographic documentation, beyond that specified by the Contractor, can be very valuable in
        resolving disputes and/or claims. There probably isn't a project that took too many pictures. Be
        diligent in numbering and logging photos or writing descriptions on the photographs.

     5. Video taping of unique construction activities, certain testing procedures, and other aspects of
        construction that one may not expect to regularly occur on every job can provide training tools for
        others in the County who have not witnessed such things before. This form of documentation may
        also be useful to designers for the refinement of their details and specifications. Be mindful of the
        unusual and share it with the County by video taping.




October 2008 Edition                                                                                CCA Manual
                                                                                                     Task 5024
TASK NO. 5028—RECORD DRAWING REVIEW (ASBUILTS)
Description:

     Throughout the course of the project, review as-recorded drawings to verify the Contract Drawings are
     noted to reflect actual construction.

Associated Activities:

     5028.01           Review monthly status of as-recorded drawings. Refer to Additional Work Authorization
                       (Field Change Order) and Request for Proposal (RFP) logs to identify areas of construction
                       revision.
     5028.02           Notify Contractor in a timely fashion of deficiencies noted.
     5028.03           Provide follow up to verify Contractor brings as-recorded drawing status up-to-date.
     5028.04           Continually note items as they are noticed during regular field observation duties for
                       inclusion on monthly as-recorded updates.
     5028.05           Report general status at project meetings.

Responsible Party:

     5028.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5028.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5028.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5028.04           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5028.05           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

                       Additional Work Authorization Log (See Task No. 6010 Form 6010.01)
                       Request for Proposal (RFP) Log (See Task No. 6010 Form 6010.02)

Administrative and Construction Notes:

     1. Utilize status of as-recorded drawings as a checklist item for application for payment.

     2. Delay of enforcing timely as-recorded drawing update until the end of the project will most likely
        provide the County with an inferior set of documents.

     3. Particular attention should be paid to pipe layout as this has in the past been an area of considerable
        field modification.

     4. Specifications address as-recorded drawings in Division B, General Conditions.

     5. Do not rely on the Contractor’s record documents. The on-site construction observation team is to
        keep their own ‘working set’ or ‘control set’ of drawings and specifications with all Addenda, Field
        Orders, RFP’s/Change Orders, Work Change Directives, clarifications, field measurements, etc.
        posted to them. The County’s ‘working set’ is technically not the Record Documents set, so do not
        refer to it as such. Doing so may diminish the Contractor’s responsibility for Record Documents, and
        reduce the reliance the County and Engineer may place on the Contractor’s Record Documents.




October 2008 Edition                                                                                    CCA Manual
                                                                                                         Task 5028
TASK NO. 5030—DEVELOP A PROGRESSIVE LIST OF ITEMS REQUIRING
CORRECTION
Description:

     Develop and provide to Contractor an on-going list of items requiring correction to encourage the timely
     correction of noted construction deficiencies.

Associated Activities:

     5030.01           Monitor construction throughout the project duration and identify deficient items.
     5030.02           Provide Contractor with an updated list at progress meetings.
     5030.03           As deficiencies are corrected, revise the list by adjusting corrected items (cross out and mark
                       completed, never delete).
     5030.04           Distribute the list updates to authorized parties.
     5030.05           Utilize the deficiencies list to aid in identifying retainage amounts near project completion.

Responsible Party:

     5030.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5030.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5030.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5030.04           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     5030.05           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

                       Sample Punch List Log (See Task No. 5002 Form 5002-03)

Administrative and Construction Notes:

     1. Carefully instruct all persons providing punch list items as to the purpose of a punch list so you will
        receive only realistic/enforceable punch list items. The term ‘punch list’ is not defined in any
        construction terms dictionary or in any of the standard forms of construction contract general
        conditions. It is a term that has come to have a well-known construction industry meaning that refers
        to items that are of a minor nature such that any item or the combination of the items on the punch list
        does not impede the functionality and the safe and convenient use of the facility or system
        constructed. Thus, it is appropriate to refer to ‘punch list’ only when the Engineer has acknowledged
        Substantial Completion. Prior to that time, it is better to call any list of deficient or incomplete items
        just that – a ‘List of Deficient or Incomplete Items’ that has been compiled as a result of
        “observations;” not as a result of “inspections” conducted at Substantial Completion.

     2. Ensure that any decision made to accept items not specifically in accordance with the contract
        documents is well documented. The County must always play a part in such decisions.

     3. If major items arise, address them in a timely fashion. Allowing a major item to drag out until project
        closeout usually creates a lot of problems.

     4. Use the punch list ONLY for items of work that do not impact substantial completion (e.g., repairing
        latch on Traffic Control Panel 1001 door is a punch list item; completing wiring terminations in Traffic
        Control Panel 1001 is not a punch list item).




October 2008 Edition                                                                                        CCA Manual
TASK NO. 5032—OPEN

(LEFT OPEN FOR FUTURE NEEDS)
Description:

Associated Activities:

Responsible Party:

Documents:

Administrative and Construction Notes:




October 2008 Edition                     CCA Manual
TASK NO. 5034— OPEN

(LEFT OPEN FOR FUTURE NEEDS)
Description:

Associated Activities:

Responsible Party:

Documents:

Administrative and Construction Notes:




October 2008 Edition                     CCA Manual
TASK NO. 5036— OPEN

(LEFT OPEN FOR FUTURE NEEDS)
Description:

Associated Activities:

Responsible Party:

Documents:

Administrative and Construction Notes:




October 2008 Edition                     CCA Manual
TASK NO. 5040—COUNTY NOTIFICATION OF ACCIDENT DAMAGE/INJURY
Description:

     Document any observations made of property damage or personal injury accidents on site and provide a
     written report to the County.

Associated Activities:

     5040.01           Maintain communications with Contractor's superintendent to encourage prompt notification
                       of accidents.
     5040.02           Require lost-time accident reports at construction meetings.
     5040.03           Upon observation or notification of an accident, take photographs and/or video tape of
                       accident scene, make written notes and notify County.

Responsible Party:

     5040.01           {Const. Mgr} {Chief Inspector} {Inspector}
     5040.02           {Const. Mgr} {Chief Inspector} {Inspector}
     5040.03           {Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     None

Administrative and Construction Notes:

     1. The reporting of Lost Time Accidents by the Contractor at the construction meetings is required for
        the purpose of informing the County of an incident occurring on their property. The further purpose
        is to allow the County the opportunity to inform their liability insurance carrier or legal department of
        the incident if the County believes it is necessary. The concept is similar to homeowner’s liability
        insurance. If someone falls on your front steps or slips on the ice on your sidewalk and is injured,
        the homeowner is responsible to notify their insurance carrier within a reasonable time of the event,
        even if the injured party makes no claim of damages, to allow the insurance company the opportunity
        to investigate the incident if the insurance company elects to do so. This process provides the
        insurance company the opportunity to look into the facts of the incident while there may still be
        evidence and memories are fresh, rather than needing to reconstruct the event months or years later
        when the injured party has a change of heart and makes a claim for damages. Failure to notify the
        insurance carrier has resulted in the insurance company successfully avoiding liability for the claim.

     2. OSHA Multi-Employer Site Rules make each employer responsible for the health and safety of their
        own employees. In most cases contract language makes the Contractor solely responsible for the
        health and safety of all persons on the site in so far as the Contractor’s activities cause an incident.
        However, the Contractor’s responsibility does not diminish another employer’s responsibility to
        protect its own employees. Therefore, the County safety program is to be followed by County
        employees and the hazards either avoided or mitigated by using appropriate personal protection
        equipment. County employees are not to take responsibility for the health and safety of other
        persons on the site. The exception to this is in the event an County employee observes a potential
        or imminent hazard the employee should take one of the two following actions. If the observed
        hazard is a potential hazard, meaning there is no observed exposure, the County employee should
        inform the Contractor’s Superintendent of the observed hazard, and report the incident to the County
        Resident Engineer or Chief Inspector. If the observed hazard is an imminent hazard, meaning there
        are personnel exposed to the hazard and injury or death is imminent, the County employee should
        attempt to alarm the exposed personnel and then notify the Contractor’s Superintendent, the
        Resident Engineer or Chief Inspector.

     3. If there is an accident on site, quietly and thoroughly go about your business of collecting
        information. Offer NO OPINIONS on the cause or lack of prevention of the accident.

October 2008 Edition                                                                                   CCA Manual
                                                                                                        Task 5040
TASK NO. 5050— OPEN

(LEFT OPEN FOR FUTURE NEEDS)
Description:

Associated Activities:

Responsible Party:

Documents:

Administrative and Construction Notes:




October 2008 Edition                     CCA Manual
                                          Task 5050
TASK SERIES 6000 - CONTRACT INTERPRETATIONS AND
MODIFICATIONS
TASK NO. 6005—COORDINATE INTERPRETATIONS REVIEW
Description:

     Receive, log and coordinate reviews and responses to Contractor's requests for information &
     interpretations (RFI's).

Associated Activities:

     6005.01           Receive, log and distribute RFI's to appropriate design team members for response.
     6005.02           Review and respond to RFI's.
     6005.03           Receive design team responses and/or Resident Engineer’s responses, log and distribute to
                       Contractor.
     6005.04           Prepare and issue Response Letters, Additional Work Authorizations (fka: Field Change
                       Orders), or Requests for Proposals as required.

Responsible Party:

     6005.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin}
     6005.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin}
     6005.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin}
     6005.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist} {Admin}

Documents:

     6005.01           Request for Information (County standard form or Contractor initiated form)
     6005.02           Request for Information Log

Administrative and Construction Notes:

     1. This task may rank above all others in terms of its importance to establish a team-effort spirit on the
        project. The Chief Inspector should make every effort to be available as the primary contact and
        clearinghouse for information/interpretations.

     2. Some Contractors misuse the RFI to attempt to establish a clarity deficiency in the Contract
        Documents and a subsequent claim for damages. DO NOT hesitate to single out frivolous RFI's by
        responding with a letter putting the Contractor on notice of his responsibility to be familiar with the
        Contract Documents.

     3. Tracking RFI's is possible within a Construction Management Software, Data Management System,
        and/or spreadsheets.

     4. Technically, Additional Work Authorizations (fka: Field Change Orders) are used to make minor no-
        cost, no-time modifications in the Contract. It is recommended that responses to RFI's that are
        clarifications or interpretations be transmitted by speed letter or formal letter, and that Additional Work
        Authorizations not be used for interpretations.

     5. It is essential that the Chief Inspector and Construction Inspectors be copied on all RFI’s and RFI
        responses. It is ideal to establish the Chief Inspector as the clearing house for all RFI’s.




October 2008 Edition                                                                                               CCA Manual
                                                                                                                    Task 6005
TASK NO. 6010—ADMINISTRATION OF CHANGED WORK
Description:

     Administer required changes in the Work. Track changes from initiation through completion. Estimate
     cost and time impacts, and negotiate changes in contract time and cost. Prepare Change Orders to
     incorporate changes within Contract Documents.

Associated Activities:

     6010.01           Evaluate project on a continual basis to determine when changes are required.
     6010.02           Initiate necessary cost changes in the form of Requests for Proposals.
     6010.03           Review costs presented on Requests for Proposals by Contractor. Assist with negotiation of
                       final pricing as required.
     6010.04           Review all Requests for Proposal items and negotiated costs with the Resident Engineer for
                       County's approval.
     6010.05           Assemble approved Requests for Proposals periodically into Change Orders. Include
                       justification documents with each Change Order.
     6010.06           Track Change Orders through Contractor's signature, Engineer's signature, and County
                       executive action.
     6010.07           Maintain current status log of all Requests for Proposals and Change Orders.
     6010.08           Should funding of Change Order items be questioned by Regulatory Agencies, provide
                       assistance in obtaining funding.
     6010.09           For minor changes involving no cost and no time changes, issue Additional Work
                       Authorizations (fka: Field Change Orders).
     6010.10           Review as recorded drawings to verify changes in work are reflected as applicable.
     6010.11           Review pay requests to verify Change Order items are broken out and that payment is not
                       made until work is complete.

Responsible Party:

     6010.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.06           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.07           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.08           {Resident Const. Mgr} {Resident Eng'r}
     6010.09           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.10           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6010.11           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:

     6010-01           Additional Work Authorization
     6010-02           Request for Proposal
     6010.03           Work Change Directive
     6010.04           Change Order – Short Form
     6010.05           Change Order – Long Form
     6010-06           Request for Work Order Initiation
     6010.07           Request for Cost Estimate (Work Orders Only)

Administrative and Construction Notes:

     1. Proper documentation of changed work is critical




October 2008 Edition                                                                                       CCA Manual
     2. Establish County sign-off procedures and signatory authority on Requests for Proposals. Sign-off by
        the Resident Engineer, Public Works Director or other designated County representative is important
        in getting to closure with the Contractor so that work can proceed, and in securing the governing body
        approval of a Change Order.

     3. The final project Change Order should include all unit price quantity adjustments. Additionally, the
        date of successful final completion should be included to establish the dates of the 1-year correction
        period                                        and                                          warranties.




October 2008 Edition                                                                                 CCA Manual
TASK NO. 6015—ADDITIONAL WORK AUTHORIZATION
                                                             (fka: Field Change Orders)

Description:

     Provide coordination and review to identify the need for minor changes in the Work consistent with the
     design intent, and issue Additional Work Authorizations to communicate the details of the minor changes
     involving no change in Contract Time or Contract Price and/or to issue additional work compensated via
     the Unspecified Work Allowance.

Associated Activities:

     6015.01           Prepare technical description of the Additional Work Authorization (AWA).
     6015.02           Route Additional Work Authorization (AWA) through established clearing house for
                       numbering, logging and issuance to the Contractor.
     6015.03           Obtain a copy, executed by the Contractor, and route copies to the appropriate project files.

Responsible Party:

   6015.01             {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
   6015.02             {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
   6015.03             {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
Documents:

                       Additional Work Authorization (See Task No. 6010 Form 6010-01)
     6015.01           Additional Work Authorization Log

Administrative and Construction Notes:

     1. Verbal agreements and speed letters are often used, for the sake of teamwork, to accomplish "very
        minor" changes. These vehicles are contrary to the contract provisions, undermining the contract
        nature of the documents, and defeat the mechanisms for recording changes to produce a good set of
        record documents. Verbal agreements and speed letters are fine when it is necessary to be
        expeditious, but BOTH should be followed up with an Additional Work Authorization.

     2. Additional Work Authorizations should be periodically rolled into a no cost, no time-change Change
        Order to reduce the opportunity for the Contractor to make a claim for an extra at the completion of
        the Contract on the basis of the compounding effect of multiple minor changes.

     3. Additional Work Authorizations altering details should always be discussed with the discipline
        designer before issuance. Attach copies of telephone memos, emails, or any other documentation
        that provides background to the Additional Work Authorization routed to the field and home office
        files.

     4. Additonal Work Authorizations are used to track and issue work completed under the Unspecified
        Work Allowance for convential design-bid-build contracts as well as ‘work orders’ issued under
        Annual Contracts.




October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 6015
TASK NO. 6020—COORDINATE AND ISSUE REQUESTS FOR PROPOSALS (RFP'S)
Description:

     Provide coordination and review to identify needed changes in the Work consistent with the design intent
     that involve changes in contract price and/or time, and issue RFP's to communicate the details of the
     changes and request pricing by the Contractor.

Associated Activities:

     6020.01           Collect technical information and evaluate proposed change. Prepare technical description
                       of the RFP using necessary graphic details and specifications.
     6020.02           Prepare Resident Engineer’s Opinion of Cost and evaluation of impact on Contract Time.
     6020.03           Route the RFP through established clearinghouse for numbering, logging and issuance to
                       the Contractor for pricing.
     6020.04           Route copies to the appropriate project files.
     6020.05           Follow and report the status of RFP’s using logs that track the dates of:
                       1) Return from the Contractor with pricing,
                       2) Engineer's review and recommendation of pricing and
                       3) County's acceptance.
     6020.06           Assist Resident Engineer and/or Chief Inspector with negotiations of cost and time

Responsible Party:

     6020.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6020.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6020.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6020.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6020.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6020.06           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:

     6020.01           Issue Resolution Action Record
                       Request for Proposal (See Task No. 6010 Form 6010-02)
     6020.02           Request for Proposal Log
     6020.03           Construction Administration Estimate (fka: Engineer’s Estimate)

Administrative and Construction Notes:

     1. Verbal agreements and speed letters are often used, for the sake of teamwork and expediency, to
        accomplish changes. These vehicles are contrary to the contract provisions, undermining the
        contract nature of the documents, and defeat the mechanisms for recording changes to produce a
        good set of record documents. Verbal agreements and speed letters should never be used to
        accomplish changes that obviously involve changes in cost and/or time.

     2. RFP’s are a negotiating instrument, not a contractual Change Order. They are a means of
        establishing an early meeting of the minds between the Contractor and the County so that Work can
        proceed at a faster pace than possible if each CPR was to be addressed for approval by the
        governing body of the County. For this reason it is important that the County's representative,
        signing the RFP’s, be one on whom the Contractor can have confidence that his/her signature will be
        honored by the governing body if the Work is to proceed before the RFP is incorporated in a Change
        Order. This circumstance also makes periodic preparation of Change Orders incorporating multiple
        RFP’s advisable.

     3. RFP’s altering details should always be discussed with the discipline designer before issuance.
        Attach photocopies of telephone memos, emails, or any other documentation that provides
        background to the RFP routed to the field and home office files.

October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 6020
     4. RFP's may be initiated by the Contractor or the County/Engineer. Provide the Contractor with RFP
        forms at the preconstruction conference.

     6. RFP’s initiated by the Engineer are prompted by one of three common occurrences. The County
        may identify a desirable change in the design, additive or deductive. The design team may discover
        necessary or desirable changes through their review of shop drawings, or the Chief Inspector or
        construction Inspectorss) identify a need for change. In every instance the cost of the RFP should
        be estimated by the appropriate design discipline(s) and verified by the Chief Inspector before
        issuing to the Contractor and the cost estimate placed in an RFP negotiation file. Insist on RFP cost
        estimates from the initiator.

     7. In the past, it has been common practice to require a detailed cost breakdown of the proposed
        pricing of RFP Work. Current thinking is this is not desirable, and could be more of a liability than an
        asset to the administration of changed work.

     8. We want the Contractor’s proposal to be the entire cost of all of the Work associated with the
        change. What if the Contractor leaves out the cost of painting the pipe we added, but the bottom line
        agrees with our opinion of cost? Later when told by the Chief Inspector to paint the pipe, the
        Contractor points out the RFP pricing did not include the painting and we knew that when we
        reviewed the detailed cost breakdown. Who pays? We don’t want to have to negotiate that. RFP
        pricing should be offered and accepted in the same spirit as the original base bid with the Contractor
        taking the risk for the integrity of the bid/proposal. If our review finds we can not agree on bottom
        line price, The Engineer has the option to request a detailed cost breakdown.

     9. Many of our Engineers do not understand that extra work is first either priced in accordance with
        existing unit prices or by mutually acceptable lump sum price. The ‘fee’ does not have to be
        identified. Many get hung up on the ‘cost of the work provisions’ believing they have to draw a line in
        the sand and hold the O.H. & P. to 15 percent so as not to set a precedent of greater O.H. & P. on
        subsequent T&M RFP’s. The ‘cost of the work’ provisions are not invoked unless there is failure to
        negotiate a mutually acceptable lump sum. If we only look at bottom line numbers, we don’t need to
        know what the O.H. & P. rate is and we don’t have to worry about precedent when we have to go to
        the T&M route. Remember, we don’t know what the O.H. & P. rate is on the base bid, and we don’t
        care.




October 2008 Edition                                                                                  CCA Manual
                                                                                                       Task 6020
TASK NO. 6025—WORK CHANGE DIRECTIVES
Description:

     Issue Work Change Directives, as required, to authorize changed or extra Work to proceed on a time
     and material basis when Request for Proposal finalization is not expedient or possible and/or to
     authorize earthwork under existing contract unit price items.

Associated Activities:

     6025.01            Observe time and material work and reconcile T&M costs with Contractor on a daily basis.
     6025.02            Finalize WCD's when associated work is completed in an appropriate Change Order.

Responsible Party:

     6025.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6025.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:

                       Work Change Directive (See Task No. 6010 Form 6010-01)

Administration and Construction Notes:

     1. A Work Change Directive is primarily used as a form of “Unilateral Agreement”. In some instances
        where it is best for modifications of the Work to proceed before firm pricing can be finalized, the
        WCD is the most expedient way to initiate the Work. Work Change Directives do not change the
        Contract Price or Time. They must be included in a Change Order to accomplish this.

     2. WCD’s are generally issued on a time and material (cost of the work) basis. Many times a firm lump
        sum price can be agreed to as the work under the WCD progresses, and the WCD can be replaced
        with a RFP or Additional Work Authorization and/or a Change Order.

     3. The County has established an Unspecified Work Allowance as a contingency in its projects. The
        WCD form has been developed with the flexibility to be used in such instances until an official
        Additional Work Authorization can be established, in which case the WCD does not need to be
        included in a Change Order. WCD form may also be used if work detrimental to completion of the
        project must be achieved and due to unforeseen circumstances there is not enough funds in the
        Unspecified Work Allowance to execute such work.




October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 6025
TASK NO. 6030—REQUEST FOR CHANGE ORDERS & CHANGE ORDERS
Description:

     Coordinate the combining of Requests for Proposals (RFP), Work Change Directives (WCD) and
     Additional Work Authorizations (AWA) into Request for Change Orders (RCO), and assemble the
     documentation, prepare the Request for Change Order package and circulate for execution by the
     Contractor and County.

Associated Activities:

     6030.01           Identify with the County's designated representative the combining of RFP’s strategy and the
                       timing of Requests for Change Orders.
     6030.02           Update RFP, WCD, AWA and Request for Change Order logs and provide status reports
                       tracking the execution of Change Orders.
     6030.03           Assist County in answering questions raised by regulatory (funding) agencies concerning
                       eligibility of changes for funding. (i.e. FDOT and LAP projects)
     6030.04           Monitor Contractor progress payment applications to allow payment only for executed
                       Change Orders.

Responsible Party:

     6030.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6030.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6030.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     6030.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:

                       Request for Change Order (short form and long form) (See Task No. 6010 Forms 6010.02
                       and 6010.03)
     6030.01           Sample Change Order Log

Administration and Construction Notes:

     1. Discuss with the County’s representative the types and amounts of supporting documentation the
        County requires for Change Orders. It is considered good business practice to include signed copies
        of RFP’s, WCD’s, AWA’s, and approved and/or annotated cost breakdown information from the
        Contractor reflecting the agreed to pricing. County’s file copies should include any negotiation notes
        and a copy of the Engineer’s independent estimate of costs and time extensions/deletions.

     2. The final project Change Order should include all unit quantity adjustments (increase & decrease).
        Additionally, the date of successful final completion period should be included to establish in the
        Contract Documents the dates of the warranty period stipulated in the Contract.




October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 6030
TASK SERIES 7000 – MEASUREMENT AND PAYMENT
TASK NO. 7005—REVIEW AND APPROVAL OF SCHEDULE OF VALUES (LUMP SUM
CONTRACTS OR LUMP SUM PAY ITEMS ONLY)
Description:

     Review and approve the Contractor's Schedule of Values (cost breakdown) to establish a reasonably
     balanced distribution of costs to the various elements of the total construction to serve as a basis for
     progress payments and determination of cost impact of changes.

Associated Activities:

     7005.01           Review cost breakdown by comparison to Engineer's Opinion of Probable Construction Cost
                       back-up file.
     7005.02           Notify Contractor with either letter of acceptance or letter of rejection noting exceptions to
                       obvious or apparent areas of unbalanced costs.
     7005.03           Meet with Contractor to reconcile disputed areas of apparent unbalanced costs.
     7005.04           Document reconciliation of disputed items.

Responsible Party:

     7005.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     7005.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     7005.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     7005.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:



Administrative and Construction Notes:

     1. A detailed cost breakdown, by unit or structure and by specification section for each, with reasonable
        values assigned to each element is essential to controlling progress payments and change order
        negotiations.

     2. Stand firm on refusing processing of progress payments until approval of cost breakdown. This is
        the only leverage the County has for obtaining a realistic breakdown. When compelled to waive this
        requirement temporarily, notify the Contractor in writing of this single exception to the contract
        requirements as a good faith gesture based on the County's reliance that a good faith effort in
        reconciling disputed items of the cost breakdown will be met before the next application for payment
        is submitted.

     3. This activity, like many other "preliminary" construction contract administration tasks or daily
        documentation activities, can NOT be slighted with the notion that after the fact (of the project
        becoming troubled) there are actions that can be employed to resolve disputes.




October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 7005
TASK NO. 7010—REVIEW CONTRACTOR’S APPLICATION FOR PAYMENT
Description:

     Receive and review draft application for payment prepared by the Contractor, note and attempt to
     reconcile discrepancies between County’s estimate of progress and Contractor's application. The
     objective of this section is to provide personnel with a guide to assist them in maintaining control of work
     and provide necessary data to review and recommend approval of contractor monthly and final estimates
     of progress. At the pre-construction meeting, each inspector will be issued a Pay Item Record sheet for
     each Pay Item for their individual project that will be populated daily, weekly, and monthly for the duration
     of the project. For monthly and final reports, field notes of accepted work will be used for quantities. The
     inspector’s daily reports, records and diaries shall show the limits of the work done each day. The
     importance of keeping complete and accurate records of pay quantities, showing the increases for each
     month, cannot be overemphasized.
     When materials are delivered to the job site or are stockpiled in an approved holding area near the job,
     the contractor will receive partial payment on the progress estimate based on the Standard-Basis-For-
     Estimating Schedule contained in the Appendix of this manual. No payment can be made until the
     project inspector receives the necessary documentation.

Associated Activities:

     7010.01           Record quantity of pay item acceptable for payment each day on the Daily Report and in the
                       Project Diary.
     7010.02           Populate the Pay Item Record Sheets daily, weekly, and monthly. Quantify and total monthly
                       quantities for preparation of Monthly Pay Application review.
     7010.03           Pay Item Reconciliation - Maintain a monthly update of Pay Item overruns and under-runs
                       (increases and decreases).
     7010.04           Populate the County’s monthly pay application summary sheet for review with Contractor.
     7010.05           Review Contractor’s draft application for payment in comparison to measured or estimated
                       quantities in the monthly pay application summary sheet. Make notations of: deficient work
                       not recommended for payment until corrected; deletion of payment for stored materials
                       and/or equipment which do not have approved shop drawings and/or proper invoices;
                       reduction of value for partially completed items claimed as complete. Return a copy of the
                       reviewed draft to the Contractor with comments.
     7010.06           Conduct review of storage areas and verify existence of invoiced materials/equipment and
                       proper storage.
     7010.07           Meet with Contractor to reconcile discrepancies; Review revised application for payment
                       and, if appropriate, advise Contractor to submit the required number of signed copies for
                       submittal. Sign the pay application recommendation sheet and give a copy to the Contractor.
     7010.08           The Contractor will prepare and send pay application to PW Finance and copy the
                       Construction Admin Office. Include all required support documentation for Additional Work
                       Authorizations and unspecified work. PW Finanace will update retainage calculation tables
                       on a monthly basis.
     7010.09           File a copy of signed Monthly and Final Pay Applications with support data in appropriate
                       project file. File paid receipt by PW Finance once received.

Responsible Party:

     7010.01           {Project Inspector} {Project Controls Specialist}
     7010.02           {Project Inspector} {Chief Inspector} {Project Controls Specialist}
     7010.03           {Project Inspector} {Chief Inspector} {Project Controls Specialist}
     7010.04           {Project Inspector} {Chief Inspector} {Project Controls Specialist}
     7010.05           {Project Inspector} {Chief Inspector} {Project Controls Specialist}
     7010.06           {Project Inspector} {Chief Inspector}
     7010.07           {Project Inspector} {Chief Inspector}
     7010.08           {Project Inspector} {Chief Inspector} {Project Controls Specialist}
     7010.09           {Chief Inspector} {Project Controls Specialist}

Documents:
October 2008 Edition                                                                                     CCA Manual
                                                                                                          Task 7010
     7010.01           Pay Request Approval Checklist
                       Inspector Daily Report (See Task No. 5002 Form 5002-01)
     7010.02           Pay Item Record Sheet
                       Additional Work Authorization (See Task No. 5028 Form 5028-01)
                       Request for Proposal (See Task No. 5028 Form 5028-01)
                       Work Change Directive (See Task No. 6010 Form 6010-01)
                       Request for Change Order (See Task No. 6010 Form 6010-02 & 03)
                       Construction Administration Cost Estimate (See Task No. 6020 Form 6020-03)
     7010.03           Time and Materials Tracking Report
     7010.04           Pay Request Payment Recommendation Letter
     7010.05           Contractor’s Application and Certificate for Payment

Administrative and Construction Notes:

     1. In most cases the Chief Inspector is in the best position to conduct the initial review. Depending on
        the Chief’s experience, either the Chief Inspector or the Resident Engineer, or both, may conduct
        negotiations to reconcile discrepancies.

     2. Chief’s should take care to anticipate areas of dispute and coordinate review notations with the
        Resident Engineer before returning the marked up draft to the Contractor.

     3. Take care to avoid overpayment. DO NOT allow cut-off dates for payment applications to be
        stretched on the basis that the concrete for wall section "N-12" is en route and will be placed and set
        up by the time you finish review of the estimate. Address this at the preconstruction conference and
        impress on the Contractor that the payment application cut-off date will be considered absolute.

     4. DO NOT approve payment for:
        a. Recognized damaged materials/equipment.

          b. Materials/equipment without approved shop drawing.

          c.    Improperly invoiced materials/equipment.

          d. Improperly stored materials/equipment.

          e. Materials stored off-site, unless stored in bonded warehouse naming the Owner as the protected
             party. (Obtain copy of the Bond.)

     5. Work Flow:
           a. Daily Report performed by Inspector every contract day
           b. Daily Report submitted to Chief Inspector for review the following day
           c. Daily Report submitted to Project Controls Specialist for input of Pay Item Record Sheet and
               returned to Chief Inspector for processing.
           d. Project Controls Specialist will populate monthly summary sheet for comparison with
               Contractor’s estimate.
           e. Upon review, discrepancies will be reconciled, a reconciliation daily report will be created.
           f. Pay Estimate will be recommended or denied

     6. Establish at the preconstruction conference the key dates with the Contractor to provide for timely
        processing and distribution of documents.

     7. Periodic or Monthly pay requests will be submitted by the Contractor based on work done and
        materials stored on site.




October 2008 Edition                                                                                 CCA Manual
                                                                                                      Task 7010
     8. It is common practice to provide for reduction of retainage after Substantial Completion to an amount
        sufficient to complete the work should the Contractor default, rather than an arbitrary 5 percent
        retainage. Refer to the Contract Documents (usually the Agreement) for the contractual provisions
        for reduction of retainage. If reduction of retainage is provided for at Substantial Completion, a
        method used successfully on past projects follows these procedures:

          a. Identify remaining items of work.

          b. Assign a value to each item from Contractor cost ("Pay Item") breakdown or through
             negotiations with the Contractor.

          c.    Apply a 200-percent (negotiated) factor to each item to cover the actual cost of the work plus any
                administrative, legal or other fees associated with completing the work under default conditions.

          d. Determine cumulative total of factored value of incomplete or deficient items of work.
             ("Retainage Remaining").

          e. Over subsequent pay request periods, reduce retainage to account for items completed during
             current period ("Earned Retainage").

     10. A determination of what forms will be used for payment (as well as other contract administration
         instruments and forms) should be made at least 60 days prior to Notice-To-Proceed.




October 2008 Edition                                                                                    CCA Manual
                                                                                                         Task 7010
TASK SERIES 8000 – PROJECT CLOSEOUT
TASK NO. 8005—REVIEW SUBSTANTIAL COMPLETION SUBMITTAL
Description:

     Receive and review Contractor's required substantial completion submittal, and determine if Project is
     ready for substantial completion inspection.

Associated Activities:

     8005.01           Develop substantial completion submittal checklist.
     8005.02           Verify submittal of all required documents.
     8005.03           Review Contractor Record Drawings.
     8005.04           Perform intial evaluation of uncompleted items. Refer to Task 5030, Progressive List of
                       Items Requiring Correction.
     8005.05           Review other substantial completion submittal documents for completeness and compliance
                       with Contract provisions.
     8005.06           Schedule substantial completion inspection.

Responsible Party:

     8005.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8005.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8005.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8005.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8005.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8005.06           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:

     None

Administrative and Construction Notes:

     1. A commonly held industry concept is that there are only two inspections on any project; one for
        substantial completion, and one for final acceptance.

     2. Do not conduct substantial completion inspection until requested by the Contractor.




October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 8005
TASK NO. 8010—CONDUCT SUBSTANTIAL COMPLETION INSPECTION
Description:

     Coordinate, conduct and document the substantial completion inspection.

Associated Activities:

     8010.01           Notify design team members of date of substantial completion inspection.
     8010.02           Notify the County's other departments of the date of the substantial completion inspection.
     8010.03           Prepare and distribute the punch list format to the parties attending the inspection.
     8010.04           Compile the punch list, review with the Chief Inspector and transmit to the Contractor.
     8010.05           Review progress of corrective action on punch list items and periodically update and re-
                       issue.

Responsible Party:

     8010.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8010.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8010.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8010.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8010.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:

                       Punch List (See Task No. 5002 Form 5002-03)


Administrative and Construction Notes:

     1. The contract documents require the Contractor to inform the County or Engineer the Contractor
        believes the Project is Substantially Complete, request an inspection and provide the Engineer with a
        list of incomplete items known to the Contractor. Enforce these provisions. This is the best way to
        avoid a contractor using the resources of the County/Engineer to conduct the Contractor’s quality
        control obligations. It sets the stage for the County to be able to recoup the costs of subsequent
        inspections if the Contractor has requested a substantial completion inspection before the Work is
        completed and ready for inspection.

     2. Substantial completion may be recognized for the entire Work of the Project or for portions of the
        Project. The industry has adopted the terminology of “Project Classified Systems”. These are
        portions of the Work in the Project that can function independently of other elements of Work in the
        Project, and there is a benefit to the County of taking possession of them before all Work is
        completed. Project Classifed Systems should be carefully defined in the construction documents. In
        some unusual instances they could be defined by mutual agreement between the County and
        Contractor as the Work progresses. The later case should be documented by a Change Order.




October 2008 Edition                                                                                       CCA Manual
                                                                                                            Task 8010
TASK NO. 8015—ISSUE CERTIFICATE OF SUBSTANTIAL COMPLETION AND
PUNCH LIST
Description:

     Identify tentative date of substantial completion, and prepare and issue Certificate of Substantial
     Completion with a list of stated qualifications (punch list). Obtain concurrence of County and Contractor
     with date of substantial completion and punch list, and issue Certificate of Substantial Completion with
     definitive date of substantial completion.

Associated Activities:

     8015.01           Review the findings of the substantial completion inspection with the Chief Inspector and
                       jointly determine the status of the Work.
     8015.02           Address comments from either the Contractor regarding the tentative date of substantial
                       completion on the punch list.

Responsible Party:

     8015.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     8015.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     8015.01           Certificate of Substantial Completion

Administrative and Construction Notes:

     1. None




October 2008 Edition                                                                                   CCA Manual
                                                                                                        Task 8015
TASK NO. 8025—DOCUMENT PROJECT WARRANTIES
Description:

     Furnish written notification of the start of the warranty period to define for all parties the ending date of
     the period for which the Contractor is responsible for repairing deficient project materials and equipment.

Associated Activities:

     None

Responsible Party:

     8025.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     None

Administrative and Construction Notes:

     1. This date should be recorded as an official part of the contract and included in the final project
        Change Order.




October 2008 Edition                                                                                    CCA Manual
                                                                                                         Task 8025
TASK NO. 8030—REVIEW FINAL COMPLETION SUBMITTAL
Description:

     Receive and review the Contractor's required final completion submittal.

Associated Activities:

     8030.01           Develop final completion submittal checklist.
     8030.02           Verify submittal of all required documents.
     8030.03           Review for completeness and compliance with Contract provisions.
     8030.04           Notify County, Contractor and Regulatory Agency of date of final inspection.
     8030.05           Ensure receipt of Lien Waivers and Consent of Surety.

Responsible Party:

     8030.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     8030.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     8030.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     8030.04           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     8030.05           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     8030.01           Checklist of Project Closeout Submittal
                       Consent of Surety to Release of Retainage (No example provided)
                       Consent of Surety to Final Payment (No example provided)

Administrative and Construction Notes:

     1. Know the contract requirements for closeout submittal items, and follow them unless directed by the
        County in writing to do otherwise.




October 2008 Edition                                                                                  CCA Manual
                                                                                                       Task 8030
TASK NO. 8035—CONDUCT FINAL COMPLETION INSPECTION
Description:

     Coordinate and attend the final inspection meeting and physical walk-through of the Project.

Associated Activities:

     8035.01           Schedule the final inspection date and notify the Contractor, County and Regulatory Agency.
     8035.02           Assemble the various final completion submittal documents for the final inspection meeting
                       and review them with the various parties.
     8035.03           Conduct the final inspection.

Responsible Party:

     8035.01           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     8035.02           {Resident Const. Mgr} {Chief Inspector} {Inspector}
     8035.03           {Resident Const. Mgr} {Chief Inspector} {Inspector}

Documents:

     None

Administrative and Construction Notes:

     1. Periodic punch list reviews up to this event should preclude the need for any detailed inspection.
        The final inspection may then be a formality unless there are punch list items in dispute. If that is the
        case, disputed items should be addressed at the final inspection and reconciled as "acceptable-as-
        is," "acceptable-at-reduced-value" or "unacceptable-and-subject-to-final-payment-reduction." It is a
        must to have the County's concurrence on the status of punch list items.




October 2008 Edition                                                                                     CCA Manual
                                                                                                          Task 8035
TASK NO. 8040—RECOMMEND FINAL PAYMENT
Description:

     Collect all documents required by federal and state regulatory agencies and local statute, and forward
     the documents along with the Contractors Final Application and Certificate for Payment to the County for
     processing by the County.

Associated Activities:

     8040.01           Finalize all project costs and determine the final adjusted amounts for construction as well as
                       reimbursements for engineering or laboratory services owed to the County by the
                       Contractor.
     8040.02           Obtain Contractor's signature on any required Contractor's Certification or Affidavits.
     8040.03           Review and Recommend Final Application for Payment.
     8040.04           Prepare transmittal letter indicating recommendation for Final Payment, and stating whether
                       or not Engineer is aware of any outstanding issues that preclude issuance of Final Payment.
     8040.05           Complete the Vendor Performance Evaluation

Responsible Party:

     8040.01           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8040.02           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8040.03           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8040.04           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}
     8040.05           {Resident Const. Mgr} {Chief Inspector} {Inspector} {Project Controls Specialist}

Documents:

     8040.01           Vendor Performance Evaluation

Administrative and Construction Notes:

     1. See Task No. 6030 regarding Project Closeout Change Orders.




October 2008 Edition                                                                                        CCA Manual
                                                                                                             Task 8040
TASK NO. 8045—POST CONSTRUCTION CONFERENCE
Description:

     Schedule and administer a Post Construction Conference after final acceptance and approval by Board
     of County Commissioners.

Associated Activities:

     8045.01           Construction Division notifies Project Production Team (PPT) Leader that the project is
                       ready for the Post Construction Conference.
     8045.02           Construction Division furnishes the PPT Leader with a list of invitees to include the
                       Contractor and Utilities.
     8045.03           PPT Leader notifies all invitees, including: PPT Members (this may include the original team
                       and those involved during construction), Contractor, Construction Inspector, Highway
                       Department, and Utilities.
     8045.04           The meeting shall be conducted by Construction to go over specific issues that happened
                       during construction (changes that we would make; what we should continue to do), etc.
     8045.05           Meeting minutes along wit recommendations shall be handled and distributed by the PPT
                       Leader to the attendees, including: Director of Public Works, Director of Production & CIP,
                       Construction Division Manager, and Director of Highway.

Responsible Party:

     8045.01           {Chief Inspector}
     8045.02           {Chief Inspector}
     8045.03           {Project Production Team Leader}
     8045.04           {Chief Inspector}
     8045.05           {Project Production Team Leader}

Documents:

     None

Administrative and Construction Notes:

     1. None




October 2008 Edition                                                                                     CCA Manual
TASK SERIES 9000 - CLAIMS ADMINISTRATION
TASK NO. 9010—REVIEW AND DECIDE CLAIMS
Description:

     Receive, review and render decisions on entitlement and magnitude of entitlement in response to written
     notifications of claims made by either the Contractor or the County, in accordance with the provision of
     the Contract Documents, asserting the right to an adjustment in either Contract Price or Contract Time.

Associated Activities:

     9010.01           Review supporting data and request additional supporting data as necessary to facilitate
                       review of the Claim.
     9010.02           Maintain claim documentation files.
     9010.03           Render written decision to each party.

Responsible Party:

     9010.01           {Construction Manger} {Resident Const. Mgr} {Chief Inspector}
     9010.02           {Construction Manger} {Resident Const. Mgr} {Chief Inspector}
     9010.03           {Construction Manger} {Resident Const. Mgr} {Chief Inspector}

Documents:

     9010.01           Claim & Dispute Log

Administrative and Construction Notes:

     1. Be familiar with the stipulated timeline requirements for making claims, deciding claims, and
        appealing decisions on claims. Follow the timeline requirements or obtain, in writing, the
        concurrence of the parties to the contract to modify them when appropriate.

     2. Keep the County aware of its status as a party to the Construction Contract.




October 2008 Edition                                                                                  CCA Manual
TASK NO. 9020—ADMINISTER APPEALS TO DECISIONS ON CLAIMS
Description:

     Upon notification of appeal of a decision of the County by either party on any claim, initiate, coordinate,
     facilitate and document the negotiations between the parties to attempt to resolve the claim without
     proceeding to dispute resolution procedures stipulated by the Contract Documents.

Associated Activities:

     9020.01           Review the appeal, and request supporting data as appropriate.
     9020.02           Prepare an agenda and/or a memo summarizing the positions of the parties and pertinent
                       contract provision to be used to settle the claim.
     9020.03           Attend and/or conduct negotiations and keep minutes of the negotiations.
     9020.04           Prepare memo of negotiations and distribute to appropriate parties and route to established
                       files.
     9020.05           Facilitate the development of appropriate Change Order or Settlement Agreement, or if no
                       settlement is reached, issue appropriate communication advising the parties of the Contract
                       procedures for dispute resolution.

Responsible Party:

     9020.01           {Construction Manger}{Resident Const. Mgr} {Chief Inspector}
     9020.02           {Construction Manger}{Resident Const. Mgr} {Chief Inspector}
     9020.03           {Construction Manger}{Resident Const. Mgr} {Chief Inspector}
     9020.04           {Construction Manger}{Resident Const. Mgr} {Chief Inspector}
     9020.05           {Construction Manger}{Resident Const. Mgr} {Chief Inspector}

Documents:

     None

Administrative and Construction Notes:

     1. This task is a logical approach to avoiding dispute resolution by third party forums where the Parties
        to the Contract lose control of the outcome.




October 2008 Edition                                                                                     CCA Manual
TASK SERIES 10000 – QUALITY CONTROL

TASK NO. – QUALITY CONTROL REVIEWS
Description:

    Conduct Quality Control Review of the Construction Contract Administration process at a minimum at the
    midpoint of the project. Quality Control Reviews may be in accordance with the proposed project schedule
    and specific milestones.

Associated Actvities:

    10005.01 Determine the mid point date of the project and schedule the Quality Control Review prior to
             Notice to Proceed of Construction Contract.
    10005.02 Notify project team as to the time and place of the review.
    10005.03 Construction Manager will appoint a “Reviewer” that is not directly involved with project.
    10005.04 Findings Report and Report Card shall be issued to the Chief Inspector for review and
             corrective action if necessary.
    10005.05 Quality Control Review, Findings Report, Report Card, and Corrective Action Report shall be
             filed in master project files.

Responsible Party:

    10005.01       {Resident Const. Mgr} {Chief Inspector}
    10005.02       {Resident Const. Mgr} {Chief Inspector}
    10005.03       {Resident Const. Mgr}
    10005.04       {Resident Const. Mgr} {Chief Inspector} {Admin.}
    10005.05       {Resident Const. Mgr} {Chief Inspector} {Admin.}

Documents:

    10005.01 Quality Control Review Checklist
    10005.02 Quality Control Review Grading Criteria
    10005.03 Quality Control Review Report Card

Administrative and Construction Notes:

    1. The Owner and Engineer wants to realize an end product which is a quality facility completed on tiem
       and within budget with no unresolved claims at the end. There are a number of checks, controls, and
       operating procedures and methods which contribute to this end. All of them are important and can be
       value-added to either working with the conscionable contractor or dealing with the unconscionable
       contractor.
    2. A proper posture toward the general contractor is one that fosters an atmosphere of teamwork, but
       communicates that the Owner and Engineer were responsible for the project through Notice-to-
       Proceed. The Owner and Engineer are responsible for planning and designing, and communicating
       the requirements of the project. After Notice to Proceed the General Contractor is responsible for
       implementing the plan and is expected to completely coordinate and oversee all aspects of the
       various portions of the work, adhering to or insisting on subcontractor, supplier and manufacturer
       adherence to all provisions of the Contract Documents. The Contract Docments generally
       communicate this. However, excursions outside the provisions of the Contract Documents by the
       Owner/Engineer can serve to obviate the established points of responsibility and accountability and
       result in nnecessary exposure of the Owner or Engineer.
    3. The CCA Staff’s first responsibility is to the Owner. The Owner has every right to expect quality
       commensurate with his expectations as established by the Contract Documents. The CCA Staff has
       an obligation to hold a firm but fair line on substitutions, claims that particular items of work were not
       included in the bid, and claims for extras explicitly denied by the Contract Docments. All issues should
       be addressed and resolved by asking what is reasonably inferable from the Bidding and Contract
       Documents.

October 2008 Edition                                                                                   CCA Manual
    4. The Quality Control (QA) Review for this project will look at the methods and procedures employed by
       the CCA Team to determine that the day-to-day operations reflect these objecives.




October 2008 Edition                                                                              CCA Manual

				
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