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Project Timeline for Office Managers

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Project Timeline for Office Managers Powered By Docstoc
					Project Time Line for Office Managers
January 2005
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Documents, Forms, Duties, and Information From Prior to Letting Date of Project to Final Documentation of Project
District II Donna Danley and Sandy Gililland

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REFERENCE MATERIAL OBTAINED FROM THE FOLLOWING:
Gary Shubert, District II DE Paul Zagone, District II ADE Earle Smith, PM, Crew 5218, District II Anselmo Rael, PM, Crew 5220, District II Billy Warren, PM 2, District II Cliff Lucas, Acting DLS, District II Gary Eberhart, CET-A, Crew 5219, District II Mary Miller, Audit Supervisor, District II Betty Helgeson, Construction Liaison, GO Jeff Anderson, CET-A, Crew 5213, District II Sandra Gililland, CET-B, Crew 5218, District II Donna Danley, CET-O, Crew 5220, District II Construction Bureau, General Office Paul Little, District 1 DE District 1 District II District III District VI
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PROJECT OFFICE PROCEDURES
The duties of a Construction Project Office Manager are a combination of technical skills, administrative knowledge, clerical ability, and public and human relations. The Presentation is intended to serve as a guide in the use of forms and other aspects of office procedures. The Presentation is for guidance of the employees. It is advantageous for each employee to become familiar with its contents.
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Presentation- Guideline Only
The intent being to help each employee understand the work they are doing and prepare themselves for future advancement. The Presentation is not designed to, or does it establish, a legal standard. The Presentation is solely for information and guidance. The information within this presentation, excluding the forms, may not be a mandatory practice, but you are encouraged to use to help you with your day to day duties. We realize the duties of Office Managers will change and we hope to keep the Presentation updated as changes occur.

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Responsibilities of Office Manager
The Office Manager is responsible for establishing and maintaining complete, neat, and accurate records relative to Highway Construction Contract Documentation and Administration, this includes checking all field inspector’s work, computations and pay quantities. Office Manager also needs to verify the Compliance for Material Certification. Maintain accurate flow of paperwork and information within the Project Crew, and between Project Personnel and the Contractor, the District Office, the General Office and the General Public under the Supervision of the Project Manager. Keep an open line of Communication with Project Manager, Technicians, District Personnel, and Contractor.

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COMPUTER EXPERIENCE NEEDED
As Office Manager it is important to learn as many Computer Skills as you can. You should be very familiar with:

Microsoft Word, Excel, Outlook, Infomaker, Time & Attendance, and Site Manager.
Use Reference Materials, Supervisors, and Experienced Office Managers to help you sharpen your Skills.

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***General Information
Helpful Information on how a Project Develops Prior to Letting
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Contract Administration (Meaning)
On some Employee EDA (Employee Development Appraisal) Job Tasks there is a statement that reads: “Assists the PM in administering the contract”. The Project Manager has the authority to administer the contract. What is the definition of “administrate”? Authority to administrate the contract means that the Project Manager has the responsibility to:
Guide Advise Manage Control Supervise Overlook Govern Have Charge Of Direct Instruct 9

FHWA-1273
The FHWA-1273 Form is a Required Contract Provision that is incorporated into every project which involves federal funds. The most recent updated form is available on the FHWA website.
http://www.fhwa.dot.gov/programadmin/contracts/index.htm

This form authorizes Federal Participation for the Project.

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Contract Administration
Any project taken from the planning stage to actual construction is a complicated process that involves the work of many of the Departmental agencies. Construction of a project is first of all dependent on Legislative funding, i.e., Federal or State. The order of priority in which projects are selected for construction is something that we in the field are not fully informed, as far as how the process works.
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Departmental Sections that are involved in the Planning and Design of the Future Project are as follows:
**District Offices **Transportation Planning Division **Engineering Design Division **Preliminary Design Bureau **Right-Of-Way Bureau **Environmental Division **FHWA **Construction Bureau

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District Office
The District Office identifies the need for construction projects. The project scope, preliminary construction costs, letting date, and type of funding (Contract Maintenance, Statewide Transportation Improvement Plan (STIP), or GRIP) that will be used is determined by the District. The District Office coordinates with various sections and agencies to develop the projects during the design stages. The projects are determined by taking into account road conditions, accident data, current maintenance expenditures and traffic data. Some projects are developed based on input from Planning, or other sections.
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Transportation Planning Division
Advance Planning Bureau Planning Systems Bureau Program Development Bureau Operations Research Bureau Traffic Data Bureau Transportation Statistics Bureau
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Engineering Design Division Design Bureau Bridge Design Section Highway Design Section Internal Design P.S. & E. Section
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Preliminary Design Bureau
Drainage Section Environmental Section (& Archaeological) Environmental/Geology Section Pavement and Geo-technical Design Section Project Development/Consultant Section Project Development/Internal Section Surveys and Lands Engineering Section
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Right-Of-Way Bureau R/W Administration Section R/W Operations Section R/W Settlement & Review Appraisal Section Railroads & Utilities Section
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Process in General…… …(affected geographical area)
Let’s take for example that a new project has been identified for construction. A legal description of the affected geographical area and landowners must be located through the appropriate County Clerk’s office. Once this legal location has been found, a survey crew is assigned to locate and establish project boundaries. A map is then drawn up showing the project dimensions and landowners. Each affected parcel of land is issued a “parcel number” and is shown on a separate listing along with the name(s) of the owners and Final Right Way Maps. Acquire Right of Way information from the County Clerks office. Determine if the Department owns the Right of Way or if the area needs purchased from a landowner.
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…(Right of Way Personnel Assigned)
Right-Of-Way personnel are then assigned the task of meeting and negotiating with individual landowners. If the landowner is satisfied with the monetary offer, usually “fair market value”, a standard agreement is executed by both parties and recorded with the county clerk’s office. There are times when a landowner does not agree with the sum offered and the affected parcel goes into “condemnation”. Condemnation is a legal term in which the State takes the case to court under what is called “Eminent Domain”. Eminent Domain means “a right of a government to take private property for public use by virtue of the superior dominion of the sovereign power over all lands within its jurisdiction”. When a case does go to the courts, the judge will review the case and take both sides’ monetary proposals and make a determination as to the final amount that the landowner will receive for the property. Right-Of-Way personnel are trained to negotiate with landowners fairly and to use condemnation as a last resort.

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…(Right of Way Utilities Relocation Section)
The Right-Of-Way Utilities Relocation Section also notifies utility owners of encroachments within the project limits. A Department representative usually meets with the affected utility company, reviewing the area, and a work permit is issued. A work permit is required due to the utility being located on Department R/W. Cost of some utility relocations are reimbursable to the owner.
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….(Public Opinion)
Also during this time, the Environmental Section in conjunction with possible contracted consultants performs studies of the area(s) that will be effected by project construction. An Environmental Assessment will be conducted and a document and an Impact Statement prepared. A series of “Public Environmental Assessment Meetings” may also be conducted in order to obtain public opinion and comment(s). The public’s concerns are seriously considered and are factored into the design of the proposed project.
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…(Survey Crew to Establish Lines)
A survey crew or monumentation crew will then be assigned to establish lines, dimensions, elevations, structure locations, etc. Also, a complete inventory is taken showing exact locations and recorded in bound books. This inventory includes utility locations, existing buildings, wells, fences, trees, cemeteries, windmills, and any physical features. All existing structures are measured and a brief description and exact location is shown; for example, notes may include: “20’ x 40’ adobe stucco dwelling, poor condition”, or, “100’, 4 strand barbed wire fence, good condition”. In addition, geometric data is noted such as degrees of curves, vertical curve data, etc. Depending on the length of the project, location, terrain, etc., the monumentation crew may set large white plastic “crosses” at strategic locations. These are installed for the purpose of aerial photogrammetry location work. Aerial photographs and, at times, radar imagery are taken of the proposed project, which are used for preparing the individual plan & profile sheets (P&P Sheets).
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…(“Field Design Meetings/Reviews”)
As this information is gathered, a preliminary set of plans may be prepared, assembled, and distributed to the District Construction Engineer and subsequently to the District Technical Support Engineer and the prospective project manager. “Plan-in-hand” meetings are conducted in which the Project Development Engineer and his staff meets with District representatives, (Technical Support Staff), the project manager. The Area Maintenance Supervisor and the local Patrol Supervisor are also encouraged to attend. If deemed necessary, utility company representatives are also in attendance. The plans are thoroughly examined for completeness and/or possible errors and compared to actual field conditions. Any errors, omissions, etc. are noted and corrections and/or revisions are made prior to production of the final plans. The final plans, or “official set” are signed and dated by the Design Division Director. The entire process from the time of project inception to the time that the final plans are prepared is on a time schedule with respective Dept. divisions having to meet advertisement and bidding date deadlines.
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Project Advertisement (§ 102)
Advertisement, (also called Invitation For Bids), is a public announcement inviting bids for work to be performed or materials to be furnished. [1] Project advertisement is issued approximately one month before the bid date. The Department has the right to issue addenda, which is a change in the plans or specifications after the advertisement but prior to the bid opening. Addendums are numbered consecutively and are attached to the contract booklets and become part of the contract. After the advertisement has been made, an invitation for bids shall be mailed to interested parties informing them that bids shall be received for the construction of specific projects. The invitation shall indicate the project number, length, locations and descriptions, and the time and place for the public opening and reading of the bids received. Information concerning the cost and availability of plans and bid forms shall also be indicated in the invitation for bids. The publication also shows number of working days allowed or a mandatory project completion date, and the established goal for disadvantaged business. During the time between the project advertisement and the bid opening date, interested contractors will contact the assigned project manager for the purpose of reviewing the proposed project. The project manager or his representative should bear in mind that the prospective bidder shall be furnished as much information about the project as possible, and that all prospective bidders are given the same information. State & Federal Statutes prohibit Dept. personnel from revealing the names of other prospective bidders that have reviewed, or are scheduled to review the project.
[1]

Usually by the “Advertisement Date”, the respective Project Manager has been officially assigned by the District Construction Engineer by letter. This letter should be filed with the Project Files.

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Electronic Bidding
As an option, the Department has implemented electronic bidding. Upon request, the Department will provide diskettes which include the bid schedules for all projects. The charge is $5.00 per diskette. When an addendum is issued, the contractor will receive another diskette at no additional charge. This diskette will include all item/quantity changes as per the addendum. Contractors present their bids in a sealed envelope that includes the appropriate contract book with the paper copy of the bid, and the diskette. At this time the paper copy governs over the electronic data. Consequently a contractor can make last minute revisions on the paper copy without updating the electronic data. When the Department loads the electronic files, the Department will then revise the electronic data to match the paper copy.
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Bids Opened
The bid opening or “letting” is held at the time and place indicated on the Invitation For Bids. Each bid is opened and publicly read. The contractor with the lowest bid is then referred to the “Apparent Low Bidder”. The proceedings are adjourned after all bids have been opened for all projects that are let that particular day. The Department will then review all bids for mathematical accuracy. The Department reserves the right to reject any bid per §103. Once the bid has been certified as correct, the contractor will receive a notification of Preliminary Award Of Contract, from the Cabinet Secretary or designee. Included with the notification letter are the Contract Documents which must be executed by the Contractor and returned to the NMDOT General Office, for final approval, within 15 calendar days after receipt.

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-Following Final Approval…..
Following final approval of the Contract, a “Notice To Proceed” letter is sent to the contractor. This document shows the name of the contractor and the name of the surety, and most importantly, indicates when the contract time will begin. The Project Manager receives a copy of these 2 documents, which are to be included in the project files. Contract booklets are assembled and distributed to affected or interested divisions of the General Office, the District Engineer, the Assistant District Engineer, Construction Audit, and the Project Manager.
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-Contract Booklet Contain…..
Contract booklets contain copies of all executed contract documents, including the bid items, unit prices, and total contract amount. Also included are: Invitation For Bids Notice To Contractors (Project Specific) Notice To Contractors (General Requirements) Wage Rates-State and/or Federal Special Provisions Supplemental Specifications Certificate of Payment of Claims Addendums Various Bonding Surety Insurance If the project is “District Design”, usually on crushing & small resurfacing projects or some small district jobs, the Construction Plans will be included therein. Note: On this type of project, the contract booklet will be used as the “As-Built Plans”.
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Some Requirements for the Department:
The Engineer’s Estimate for the project that shall contain the cost for each bid item needs to be prepared prior to the letting of the project. This Engineer’s Estimate is confidential and shall not be disclosed to, or be subject to inspection by members of the public prior to the public opening of the bids. When all responsive bids for the project have been received and read during the opening of bids, the Engineer’s Estimate for the project shall be publicly disclosed. The Dept. reserves the right to refuse to issue a bid form to a prospective bidder and to refuse to receive or open a bid form, once issued, or reject a bid. The reasons for this are listed in §102.5 of the NMDOT Standard Specifications.
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Division 100 of the NMDOT Standard Specifications
§101; Abbreviations, Symbols, Terms and Definitions §102; Bidding Requirements and Conditions §103; Award and Execution of Contract §104; Scope of Work §105; Control of Work §106; Control of Materials §107; Legal Relations Environmental Requirements and Responsibility to the Public §108; Prosecution and Progress §109; Measurement and Payment
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-Claims
***Procedures can be found near the end of this Presentation- Final Documentation-

***Communication and Documentation between Contractor and the Department can help avoid a Claim Situation.
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*Prior to Letting *

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Prior to Letting
Letter of Assignment from ADE to Project Manager Environmental Documentation Categorical Exclusion (if no environmental impacts) Right of Way Agreement Construction Maintenance Easements Temporary Construction Permits Work Permits Environmental Impact Property Owner Interviews Cross-Section from PDE Earthwork Computations from PDE Receive Plans and Unsigned Contract Books—Verify quantities
***Footnote- All items may not be required for ALL PROJECTS.
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**Letting Date to Date of Construction

**
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Documents that will be Received
Award of Contract- will receive by E-Mail Notice to Proceed- will receive by E-Mail Notice Of Intent (NOI) Service Contract-Purchase Order Project Summary/ Final Detailed Estimate CHAMPS to Project Manager- will receive by E-Mail

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-Award of Contract

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-Notice to Proceed (explanation)
NO TICE TO PRO CEED
W ritten notice to the C ontractor to proceed with the contract w ork including, when applicable, the beginning of contract tim e. M ay be referred to as “W ork O rder”. K ey C om ponents: D ate of N otice(W ork O rder) C ontractor’s N am e and Address Project N um ber, C ontrol N um ber and C ontract N um ber Project Term ini(Location) C ontractor’s Bonding C om pany The M andatory D ate of C onstruction (S tart of C ontract Tim e) C ontract Tim e allotted N O TE: This is a crucial docum ent that provides key inform ation for the Project M anager and the O ffice M anger. It is presently being E M ailed from C ontract A dm inistration(G eneral O ffice) to the C ontractor and the A ssistant D istrict E ngineer. The C ontract Tim e C harged in the Project M anager’s D iary in S ite M anger, N otice of C onstruction S tatus and the W eekly S tatem ents of W ork D a ys have to correspond w ith the dates show n on the N otice to Proceed. The D ate of the N otice, M andatory D ate of C onstruction and the C ontract Tim e Allotted will need to be included on the Sum m ary of W ork D ays, a required docum ent included in the Final Estim ate Package. The M andatory D ate of C onstruction should be the second date listed, “no later than” date.
Pro ject F ile 2-C

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-Notice to Proceed

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-Purchase Order/Service Contract

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-NOI – (Notice of Intent)-Procedures
PROJECT MANAGER SHOULD TAKE PHOTOGRAPHS OF THE PROJECT TO BE DISTURBED PRIOR TO BEGINNING OF CONSTRUCTION. INCLUDE THE AREA AMS AND PATROL SUPERVISOR IN PHOTO TAKING/ PRE-CONSTRUCTION INSPECTION Receive Contractor’s NOI (Notice of Intent) at Pre-Con or earlier. (NOI’s must have EPA approval 2 days before ground is disturbed). Send Department NOI to Management Analyst @ D2 for DE signature. Send contractor’s original along with Department’s original to Management Analyst @ D2. (keep a copy for PO files). Department and Contractor Notices of Intent will be mailed to EPA together by Management Analyst. Copy of the Department signed NOI will be sent to PO office for project file. Post NOI copy and/or permit where required for public notification. Copy any EPA notices/letters and permit to Management Analyst @ D2 for Management Analyst and Audit files. Receive copy of Contractor’s NOT (Notice of Termination) – copy to Project Office files and Management Analyst and Audit. Upon project completion, SWPPP transmitted to Maintenance Patrol with signed acknowledgement letter of transmittal. A copy of the letter to Management Analyst @ D2 for Management Analyst and Audit files. If project reached 70% return of vegetation. NOT is filed with EPA.
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-NOI- Application

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-NOI- Application Instructions

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-Project Summary Log /Final Detailed Estimate –
(page 1 of 3)

This document is also called the “Project Agreement Cost” and is prepared by the G.O’s. Letting Administration and Contracts Unit. The header sheet includes pertinent project information as follows:
Project Number Control Number Termini Project Status Type of Construction Total Project Length Total Bridge Length District Counties Letting Date Contractor
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-Project Summary Log /Final Detailed Estimate –
(page 2 of 3)
Each contract item is listed on the document as follows: Line No. Line numbers are assigned to each item for identification and entry into Site Manager. (no two are alike). Note: Care should be taken when entering quantities into Site Mgr. to assure that the quantity is entered into the correct category. If using hand written source books, it is a good idea to include the Line No. for each item when the books are prepared. Item No. The Item Number identifies each item utilizing a six digit code. Note: The first three numbers correspond to the similarly numbered section of the Standard Specifications, i.e., 200-Earthwork; 300-Bases; 400Surface Treatments & Pavements; 500-Structures, etc., etc. Estimated Quantity The estimated quantity shown on the plans. Item Unit The unit of measurement, i.e., Cubic Yard, Ton, Linear Foot, Pound, Acre, etc. Unit Price The cost per unit as bid. Amount The total cost of the contract item (estimated quantity x unit price). The total of each category is shown and the project total is summarized on the last sheet of the document.

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-Project Summary Log /Final Detailed Estimate –
(page 3 of 3)
A familiar question is “why do they break a project into units, like Roadway Unit I and Roadway Unit II”? Funding is the main reason, or the project termini may cover two counties or lie within city limits. Different counties have different Gross Receipt Tax Rates, as do cities or local municipalities. The last page of the document is the Funding Summary which shows each category and its cost. If Federal Funds are involved, these amounts are also shown. One item of mystery is the column entitled “E & C”. This means “Engineering and Contingencies”. The amount is calculated at 8 percent of the estimated project cost. The “E” is defined as the Departments cost for building a Project. The word “contingent” or “contingencies” is defined as: Possible Feasible Practical Imaginable Performable Achievable Within reach Within the bounds of possibility The Project Summary / Final Detailed Estimate is utilized by the Construction Audit Section to enter and set up the project in SiteManager. Check to see that the total on the Project Summary agrees with the information in SiteManager. 45

Required Actions
State or Federally Funded or Both –Is Champs Diskette required? Receive signed Contract Books – Check Insurance Expiration Date Contract Time Charging Time to Site Manager- Use Correct Procedures Submit NOI for DE Signature EEO- is the Project Federally and/or State Funded? Did Contractor get Notice to Contractor? Compare Addendums to Project Summary/ Final Detailed Estimate. Check Line and Item Numbers in Contract Book compared to Project Summary / Final Detailed Estimate Check Lab Equipment- If Superpave Lab, Federal Monies should payIf not State should pay.
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-Contract Time- (Page 1 of 2)
CONTRACT TIME The time specified in the invitation for bids for completion of the contract. This time may be defined as a specified fixed date, a given number of work days, or a given number of calendar daysor a combination of the above. The contract time may be amended by mutual written agreement to include authorized extensions of time as the performance of the contract requires. SUBSTANTIAL COMPLETION DATE: The point at which the project is complete such that it can be safely and effectively used by the public without further delays, disruption, or impediments as requested by the Contractor and approved by the District Construction Engineer. For conventional bridge and highway work, it is the point at which all the following work is complete(or as otherwise defined in the contract): A. Bridge deck B. Parapet C. Pavement structure D. Shoulder E. Permanent signing F. A minimum of one application of striping G. Traffic barrier, and H. Safety appurtenances

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-Contract Time(continued Page 2 of 2)
PHYSICAL COMPLETION OR “COMPLETION DATE”: All the work is physically completed on the project and it is accepted by the Project Manager. All documentation required by the contract and by law does not necessarily need to be furnished by this date. MANDATORY COMPLETION DATE: The date on which the project shall be completed. This may be either Substantial Completion or Physical Completion as specified in the contract documents. If neither is specified, it shall mean “Substantial Completion”. CALENDAR DAY: Each and every day shown on the calendar, beginning and ending at midnight. WORKING DAY: Each day exclusive of Saturdays ( if Contractor works Saturday then the day should be a Charge Day), Sundays and Holidays – as set out earlier – on which work can be effectively prosecuted for six hours or more. Determination of whether a working day will be charged will be made by the Project Manager and after the end of the work day, and by noon of the next work day. Based on a review of weather conditions and any actual work performed by the Contractor. If the Contractor was able to effectively prosecute work on a critical path item (that is, paving, grading, structures, etc..) for six or more hours, a working day will be charged.

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-Charging Time in Site Manager
CHARGING TIME IN SITE MANAGER: Need to be aware that Site Manager will automatically charge a day towards the contract time for any date that there is a Project Manager’s Diary(PMD) entry. For contract time not to be charged against a date when there is a Project Manager Diary, the Project Manager must go to the “Charge” Tab to change screens, highlight the Charge Type “No Charge” and then select the corresponding “Credit Reason”. The Charge Tab cannot be accessed until the selected “Record Date” has been saved.
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-Charging Time in Site Manager
Prior to the Start of Construction
PRIOR TO THE START OF CONSTRUCTION: Due to preliminary work performed by construction personnel prior to the actual start of construction, Daily Work Reports and Project Manager’s diary entries will be made in Site Manager prior to the actual start of construction. (Please note that the District Audit Section is responsible for loading the Contract and authorizing personnel access into Site manager, this is normally done once District has received the Detailed Estimate, Service Contract and a copy of the signed contract.) The Project Manager, once these record dates have been saved, will need to go to the “Charge Tab” and highlight “No Charge” and address the corresponding “Credit Reason”. This will be required for each date until such time that the Project Manager determines that the contract time count should begin, this will be dependent upon which “Type of Contract Time” is specified in the Contract, the dates noted on the Notice to Proceed (Work Order) and/or the date the Contractor actually begins construction. Once the Project Manager has determined the date that the contract time count should begin, this is also referred to as the “Start Date”, enter this date on the “Notice of Construction Status”(Form A-1080) and forward to the District Audit Section. At this point, the Project Office should begin submittal of the “Weekly Statement of Work Day”(Form C-109 ), it is crucial that the start date match
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-Charging Time in Site Manager
Key Notes
KEY NOTES: You can make a correction to the Charge Type after a Progress Payment has been approved, utilizing Diary Adjustment. This is not highly recommended, it is easier to correct prior to approving a progress payment. Also, a “Summary of Work Days” report is available utilizing “Info-Maker”, it is recommended that a “Summary of Work Days” be generated at least monthly at the close of the estimate period and any corrections made prior to approving the progress payment. When utilizing the “Summary of Work Days” you need to ensure that the report is picking up any Diary Adjustments that have been made or the “Summary of Work Days” will not be correct. The Project Office should be submitting a “Weekly Statement of Work Days”, the Project Office should be verifying the Day Count between the “Weekly Statement of Work Days” and the “Summary of Work Days” and the entries in the comment section of the Project Manager’s Diary in Site Manager on a regular basis.
DON’T WAIT UNTIL THE END OF THE PROJECT
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Pre-Con Meeting-Set Date, Time, and Place -Contact Individuals to Attend -Set Up Agenda -Set Up Sign in Sheet -Tape Recorder Preparation -Minutes need to be taken during the Pre-con and used in preparing the minutes along with the Tape Recording of the meeting. The minutes then need to be attached to SiteManager Daily. ***To be set up once a Contractor has been awarded Contract. Prior to receiving Notice to Proceed. Time and Place should be agreed upon between Department and Contractor. ***Minutes of Meeting to be documented for Project Manager’s approval. A copy needs to be sent to ADE, Contractor, Original filed in Project Office Files, and a copy attached to SiteManager.
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-Invitation List to Pre-Con
Invitation list should include (You may not need to invite all for all projects):
ADE District Traffic Engineer Audit Supervisor Patrol Supervisor AMS Lab Supervisor Construction Liaison Engineer Safety PDE/Technical Support Local Gov’t Do you need Utility Companies? EEO Officer Bridge Engineer Foundation Engineer Internal Audit Resource Agencies-BLM, Forest Service FHWA Area Engineer Environmental Section If Urban Project- ADA Coordinator Contractor needs to bring Traffic Control Supervisor OSHA- Representative from Department of Labor 53

Pre-Con Sign In Sheet
N ew M exico D epartm en t of T ran sp o rtation & W .W . C O N S TR U C TIO N , IN C .

P R E -C O N S TR U C TIO N M E E TIN G -C N :1245 P roject N u m b er: M G S -0048(16)09 W ednesda y O ctober 22, 2003 , 9:30 AM
Bill R ic h ard so n G o ve rno r

N AM E 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28.

C O M P AN Y

TELEPHONE NO.
Rh o nd a G . Fa ug ht P.E. C a b ine t Se c re ta ry

C o m m issio n

Jo hn ny C o pe C h a irm a n

D istric t Tw o O ffic e P.O . Bo x 1457 R o sw ell, N M 88202-1457 505-637-7200 G a ry Sh ub e rt Eng inee r D istric t 2

G e n e r a l

O f f i c e

P. O.

B o x

1 1 4 9

S a n t a

F e,

N M

8 7 5 0 4 – 1 1 4 9

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Pre-Con Meeting- Agenda
(Page 1 & 2 of 11 pages)
AGENDA PRE-CONSTRUCTION CONFERENCE New Mexico Department Of Transportation & W.W. Construction, Inc. Pre-Construction Conference Date: To Be Announced Time: To Be Announced Place: To Be Announced
Project Number: MGS-0048(16)09 Control Number: CN:1245 Project Termini: NM 48, NM 532 to NM 37 Completion Date: Overall mandatory completion date: May 6, 2005
I NMDOT Project Manager: David Dawson, Staff Manager 2 A. Introduction of Participants (Please do not forget to sign Attendance List) B. Purpose of Meeting: The purpose of this pre-construction conference is to discuss the project specifications, unusual conditions or requirements, receive submittals from the contractor, receive contractor’s schedule of operations and other items pertinent to the successful completion of the project. C. The 2000 Edition of the New Mexico State Highway & Transportation Department Standard Specifications for Highway and Bridge Construction, shall govern construction for this project. II Submittals by the Contractor: A. Progress Schedule - “ One week before the pre-construction conference or at the pre-construction conference if so approved by the project manager, the Contractor shall furnish the Project Manager with a “progress schedule” for the Engineer’s approval.” “The progress schedule shall be submitted in Critical Path Method (CPM) format unless specified in the Contract or waived by the Project Manager, in which case it may be submitted in Bar Graph form.” - Ref: Subsection 108.3 - “The contractor shall submit a monthly updated CPM progress schedule at each progress payment cutoff date or as mutually agreed to by the Project Manager.” - Ref: subsection 108.321 B. Letter designating Project Superintendent - Ref: Subsections 101.3, and 105.5. D. Letter of Authorization with signatures for Change Orders and Monthly Estimates. E. Letter designating Project Safety Officer and assigned responsibility. Letter designating Project EEO Officer.

- Ref: Contract, “Required Contract Provisions Federal-Aid Construction Contracts”, Section II., para. 2. A. Letter of Authorization with signatures for Certified Payrolls and related documents. - Ref: Section 702-A, par. 1.01 B. Safety and Emergency telephone numbers C. Letter appointing individuals to respond to third-party claims - Ref: Subsection 107.38 J. Letter listing all intended subcontractors and material suppliers. - Ref: subsection 108.1 K. Office Location - Mailing Address - Telephone Number L. M. EEO & Labor Compliance (Submittals listed under Part VII, C, of Agenda) N. Construction Staking Schedule, “The Contractor shall furnish a construction staking schedule to the project manager for approval at the Preconstruction Conference.” - Ref: Subsection 801.11. O. Traffic Control Plan, “the Contractor shall submit the TCP to the Project Manager for approval at least two(2) weeks prior to the pre-construction conference. A minimum of five (5) copies shall be provided to the Project Manager. Additional re-submittals to obtain final approval may be necessary. The approved Contractor-developed TCP will become a part of the contract. The Contractor will not be allowed to initiate any work on the project until the Contractor-developed TCP is approved.” - Ref: Special Provision, Section 702-A, Subsection 1.4 III Plans, Specifications, and Contract – Project Manager A. Forms, Policies and Procedures - Permission to Subcontract Request Forms (diskette) - Contractor Pre-Qualified List, October 2003 (diskette) - NMSH&TD Drop-Off Policy (diskette) - R-value Policy (diskette) - NMDOT approved Testing Labs (diskette) - SuperPave Binder price reduction guideline (diskette) - Standard Practice for Certifying Supplies of PG Asphalt Binders, May 25, 2001, Section 13, Sampling Guidelines (diskette) - PMBP Construction check List (diskette) - Approved Gyratory compactors (diskette) - Approved LA Wear and soundness Loss Testing Labs (diskette) - Materials Certification Statement (diskette) - Laboratory Report Forms (diskette) - Contractor Process Quality Control Plan Guidelines (diskette) B. Plans - Errors or Omissions in Plans C. Required Submittals for Construction Operations 1. Sheet 1-7, General Note #11, the Contractor shall verify all control points and grade elevations prior to construction and provide them to the PM, 2 weeks in advance of any construction.

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Pre-Con Meeting- Agenda
(Page 3 & 4 of 11 pages)
1. Sheet 1-7, General Note #13, the contractor shall provide ingress & egress to local businesses and residents for the duration of the project. The contractor shall advise of and schedule access modifications, at least 24 hours in advance with property owners and the PM. 2. Sheet 1-7, General Note #14, the contractor shall notify the PM one week prior to any movement of traffic with respect to lane closures and inform news media at least 2 days prior. 3. Sheet 2-28, Note 1.1, Geogrid Reinforcement Soil Slopes, once the actual slope heights are determined in the field, final layout shop drawings shall be submitted by the contractor to the PM at least 30 days prior to beginning any work for review and approval for conformance with the schedules and requirements provided for the geogrid reinforced steepened slopes. 4. Sheet 5-1, Bridge, Note: Proctor curves of the A-1-a and the normal embankment material and field density test reports of the 100% standard proctor zones shall be submitted to the Bridge foundation Engineer. 5. Sheet 6-1, Note #18, Construction Signing Notes, the contractor shall submit the Traffic control Plan to the PM for review and approval prior to implementation. 6. Contract Book, Information to Contractors, a monthly water report will be forwarded to the Office of the State Engineer in Roswell, and to NMDOT, Attn: Leroy Vigil. 7. Contract Book, Notice to Contractors, submit weekly payrolls. 8. SP, Section 105, Engineer will review as-built plans in coincidence with the Progress Schedule, failure to submit complete & accurate as-built plans will result in progress payments being withheld. D. Traffic Control and Traffic Control Management - Ref: Section 618 and Special Provision Section 702-A - Submit proposed Traffic Control Plan for review by the PM and approval by the District Traffic Engineer - Submit Letter of Assignment for Traffic Control Supervisor (TCS) - Submit weekly schedule of who will be in charge of Traffic Control if more than one TCS is assigned. - Submit copy of TCS “Work Zone Safety Supervisor Certificate” issued by the American Traffic Safety Services Association (ATSSA) or the Associated Contractors of New Mexico (ACNM). - The Contractor shall obtain a bound Traffic Control Diary from ACNM. - Entries in the Traffic Control Diary will be checked by a NMDOT inspector every Wednesday. TCS duties are listed in Subsection 618.23. Some of the duties are: - TCS shall personally provide management and supervision services at the project site. - TCS shall coordinate the training of flagging and signing personnel. - TCS shall supervise the flagging and signing personnel. - TCS shall prepare and submit statements concerning road closures, delays and other project activities to the news media as required. News releases shall be submitted to the PM for review and approval prior to the Contractor’s submittal to the news media. Information from these statements will be used to update the NMDOT Road Advisory web site. - The TCS shall be responsible for notifying the PM, or designee, of all accidents related to the project traffic control. The time and date of the notification shall be documented in the Traffic Control Diary. - The TCS assigned to the project shall attend the pre-construction conference.

- TCS sole assigned duty is Traffic Control Management E. Environmental Issues: • Sheet 1-7, General Note #18, the Contractor shall contact Colleen Vaughn of NMDOT two weeks prior to constructing Bat Boxes. 827-3234. • Sheet 1-9, Note #10, within 2-weeks of the start of construction activities, the contractor shall contact the NMDOT Environmental Section, 8273234, prior to the placement of herbicide for Musk Thistle; locations listed on Sheet 1-9. • Contract Book Letter, dated July 21, 1998, Para #7, of the letter. The NM Environmental Dept. Surface Water Quality Bureau, must be notified at least 7-days before work is started. Contact Cecilia Brown at 827-0106. • The Contractor shall not begin clearing of removal operations involving mature vegetation in any work area until the PM has authorized him to do so in writing. Ref: Addendum No. 1, Resource Protection Plan, section 3, last sentence. • The Contractor shall submit to the Project Manager, prior to initial soil disturbance, an SWPPP based on the planned phasing and schedules of construction. Ref: Subsection 630.123, Standard Specifications. No earth-disturbing activities shall commence until the Project Manager has accepted the SWPPP in writing. Ref: Subsection 630.123, Standard Specifications. A copy of the Contractor’s NOI shall be submitted to the Project Manager. Ref: Subsection 603.14, Standard Specifications. Earth-disturbing operations shall not be initiated until the Project Manager has accepted the SWPPP, the NOI has been submitted, and the appropriate erosion control measures are in place. If the Contractor proceeds with construction without complying with any of the above, then the Contractor shall pay damages to the Department according to amounts set forth in subsection 603.4, Liquidated Damages. Ref: Subsection 603.321, Standard Specifications.

•

• •

106.1 CONTRACTOR-FURNISHED AGGREGATE AND BORROW SOURCE. • When materials sources are requested for approval by the Contractor, the requirements for environmental acceptability shall apply, and the Contractor shall submit all environmental resource studies and cultural resource studies to the Project Manager, with copies to the Environmental Program Manager. Environmental acceptability. Environmental acceptability includes completing the environmental and cultural resource requirements of

56

Pre-Con Meeting- Agenda
(Page 5 & 6 of 11 pages)
• • • • subsection 107.14, Contractor’s Responsibility for Environmental and Cultural Resources Approval. The Project Manager shall notify the Contractor when approval from the Environmental Program Manager has been obtained. It may take 30 days from the date copies of documentation are delivered to the Environmental Program Manager to obtain approval. The requirements of subsection 104.2, Significant Changes in the Work, shall apply if the time needed to obtain regulatory approval exceeds statutory requirements. Environmental acceptability also includes completing, if required, the environmental and cultural resource management recommendations, such as construction of protective fences, or other environmental mitigation. The Project Manager shall notify the Contractor when approval from the Environmental Program Manager has been obtained.
E. Unusual or Problem Items Specifications, Special Provisions, Supplemental Specifications New Provisions or Job Specific Provisions Blasting Operations, SP Section 203, Excavation, Borrow and Embankment • Blaster in Charge, pg. #12 of Special Provisions, 30 calendar days before delivery and use of explosive material, the contractor shall submit for approval the name and qualifications of person licensed by the state to possess, transport and use explosives. • Blasting Specialist, pg. #12 of Special Provisions, at least 30 days before the delivery and use of explosive material, the contractor shall submit for approval the name and qualifications of a professional Blasting specialist. • General Blasting Plans, pg. #13, of Special Provisions, the contractor shall submit a General Blasting Plan for each cut that requires blasting. The General Blasting Plan shall be submitted to the PM, no less than 2-weeks prior to commencing drilling and blasting operations on the specified cut. • Detailed Blasting Plan, pg. #13, of Special Provisions, at least 48-hours prior to an individual blast, the Contractor shall submit a Detailed Blasting Plan for the blast. Geogrid Reinforcement Soil Slope Reinforcement (GRS Slope Reinforcement), Sheet 2-28, and Addendum No. 1. • “ The GRS Slope Reinforcement schedule shall be applied to the height of the slope required. The maximum slope height is shown for each slope segment. The Contractor will determine by field survey the stationing at which the actual slope height will allow lower slope height reinforcement schedule requirements. Once the actual slope heights are determined in the field, final slope layout shop drawings shall be submitted by the Contractor to the Project Manager at least 30 days prior to beginning any work for review and approval for conformance with the schedules and requirements provided for the Geogrid Reinforced Steepened Slopes.” • Geogrid reinforcing manufacture’s certification shall be approved by the Project Manager meeting the requirements of the Special Provision for Geogrid Reinforcement Section 604C. • Addendum No. 1, “Welded wire Forms will be required for the geogrid steepened slopes with soil blankets similar to the details for the wrapped rock face. Wire and tie struts for welded wire forms shall be 5mm (0.20 inch). End loops of tie struts shall be 100mm (4”) in length minimum. All welded wire forms are incidental to the project and no direct payment will be made therefore.

•

•

Stockpile Payments
• • • Stockpile payments will be made in accordance with Subsection 109.8. A written request for stockpile payments must be submitted before the monthly estimate cut-off date. The material to be paid in the stockpile payment must include all test results at the listed testing frequencies for the tests listed in Table 901-C, Minimum Process Control Guidelines. The tests must be conducted by a TTCP Certified Technician and the results must be signed by the Certified Technician.

•

E. Cultural Issues: Subsection 107.14, Standard Specifications • The documentation prepared for the environmental and cultural resources studies shall be submitted to the Project Manager and, if required, to other regulatory authorities with jurisdiction over the land or resources that are present. • Copies shall also be submitted to the Environmental Program Manager. • The Environmental Program Manager shall submit the cultural resource studies to the State Historic Preservation Officer. • The Contractor shall complete any other coordination required by environmental regulations. • The Project Manager shall notify the contractor when cultural resource approval from the Environmental Program Manager has been obtained.

Utility Relocation Notice to Contractors, Coordination of Utility Relocations / Installations: Work Description • The highway contractor’s work shall include coordination efforts with respective utility owners, including the time required for utility facilities located within the project limits to be relocated. • This Notice to Contractor does not charge the requirements as outlined in the Standard Specifications for Highway and Bridge Construction regarding utilities. Construction Requirements

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Pre-Con Meeting- Agenda
(Page 7 & 8 of 11 pages)
• • • • • • The following utility facilities will be relocated or installed concurrent with highway construction and will require close coordination between the utility’s operations and the Highway Contractor’s operations. The Highway Contractor shall make the necessary arrangements with the utility owner(s), and shall submit a schedule of highway work to be accomplished. This shall be officially acknowledged and verified by a representative of the utility owner, and a copy provided to the Project Manager. The schedule of work shall provide not less than the number of calendar days listed below for the utility owner to complete their work. The utility owner will provide construction staking and layout for the utility relocations and / or installations. After the staking and layout have been completed, and specific work areas are made available to the utility, the utility facility will be relocated within the listed calendar days.

General Notes: • The contractor is hereby advised that utility relocation work by the utility owners may have to be performed concurrent with construction. The Contractor shall provide for utility work in conjunction with construction operations and shall be required to coordinate the scheduling of work with the respective utility owners. Any claims for delays shall be controlled by the terms and conditions of the Standard specifications for Highway and Bridge Construction, 2000 Edition. Ref: General Note No. 16. • Ten (10) working days prior to any excavation, the contractor must contact Local utility companies for the locating of existing utilities. The locations of underground utilities shown on the plans are approximate only. It is the Contractor’s responsibility to contact the utility companies for the exact location. Ref: General Note No. 23. • General Discussion E. Addendum’s and Notice to Contractors - Addendum No 1: 1. Revised completion date of May 6, 2005 2. Blasting operations limited to Monday thru Thursday, 1:00 PM to 3:00 PM. A penalty of $2,300.00 for each half-hour in excess of the above listed time fame that work is not completed and open to traffic. 3. Welded Wire Forms will be required for the geogrid steepened slopes with soil blankets similar to the details for the wrapped rock face. Wire and tie struts for the welded wire forms shall be 5 mm (0.20 inch). 4. A Resource Protection Plan (6/10/03) has been incorporated in the contract. 5. The following has been added to subsection 203.53 work Included in Payment: All Production Blasting. 6. A Material Certification Statement has been incorporated into this contract. 7. with reference to the reinforcing bars on plan sheets 5-6, 5-10. All reinforcing bars for the bridge superstructure are to be epoxy coated and are detailed on plan sheet 56. all reinforcing bars for the approach slabs are to be epoxy coated and are detailed on sheet 5-10. The abutment and wingwall reinforcing bars are to be uncoated and are detailed on sheet 5-12. 8. The contractor is required to perform initial cross sections and submit copies to the project office prior to construction of mainline scheduled for March 29,

2004. Payment for cross sections will be included in the payment for item No. 801000 – Construction Staking By The contractor. 9. The contractor shall utilize Cor-Ten (Brown) guardrail item in lieu of standard guardrail. Payment for Cor-Ten shall be paid for under item No. 606000, Metal Barrier W-Beam and Item No. 606010, Metal Barrier Thrie Beam as indicated in the plans. 10. Standard Serial Drawing M606-1A, Metal Barrier End Treatment Grading And Installation Details (Outside Shoulder Application) shall be used for this project. 11. Item No. 603220 – Check Dam Type I, has been modified to have “Compost Filter Berms” installed in lieu of the Silt Fence. The Compost filter Berm is 1.5 ft high and 3 ft wide. They will be paid at the Bid price for at the bid price for Item No. 60322- Check Dam Type I. 12. Turnout quantities on Sheet 2-8 of the plans have been revised. The revised sheet is part of the Addendum. 13. Reference is made to Sheet 2-47, 2-49 and 3-8 of the plans. Curve data at PI station 30+958.37 (Sheet 2-47) and curve data at PI Station 33+989.69 (Sheet 249 & 3-8) have been incorporated into this contract. The plan sheets are part of the Addendum. 14. Additional work to the contract as follows: the placement of 2780 Square meters of shotcrete (New Item No. 519000) to cut slopes on US 70 from MP 257.08 to MP 257.29 approximately 3 miles west of the junction of US 70 with NM 48 in Ruidoso. A detail is included along with corresponding Plan and Profile sheets from CN 2514R, Project No. NH-070-4(30)254, to better understand the extent and location of work to be completed as part of this contract. Traffic Control to create a lane drop work zone to complete the shotcrete work will be included in the Lump Sum Pay Item for Traffic control on CN 1245. This work shall not be completed for the shotcrete until the contractor of the US 70, CN 2514R project has demobilized. The locations shall be approved by the Project Manager prior to construction. Three plan sheets are included in the Addendum. 15. The quantities for Item No. 207000 – Subgrade Preparation, No. 306101 – Lime Treated Subgrade 225 mm, No. 417000 – Miscellaneous Paving, No. 511000 – Structural Concrete Class A, and No. 570024 – 600 mm Culver Pipe have been revised. The locations for lime treated subgrade placement shall be approved by the Project Manager prior to construction. The effected estimated quantities are included in the Addendum. I. Quality Control / Quality Assurance • Reference Special Provision, Section 901, QC/QA, February 5, 2003 Quality Control Plan, “At the pre-construction conference the contractor shall be prepared to present and discuss the quality control responsibilities for specified items as included in the contract. The Contractor shall submit a proposed Quality control Plan for appropriate items to the Project Manager for approval at least two weeks before the start of work. The plan shall detail the inspections, testing procedures, sampling and testing frequencies, corrective action strategies that will be used by the Contractor to control the quality of the work and to assure contract compliance. The contractor shall utilize the Department’s furnished “Contractor Process Quality Control Plan Guidelines” available from the Project Manager or Department’s Construction Bureau in developing the Quality Control Plan. No payment including stockpile

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Pre-Con Meeting- Agenda
(Page 9 & 10 of 11 pages)
• • • payment will be made for materials produced that are subject to specific Quality control requirements without an approved and implemented Quality control Plan.” Portland Cement Concrete, Special Provision, Section 510, November 20, 2002. Subsection 510.5, “The Contractor shall be responsible for providing a concrete mixture that has been reviewed and approved by the State Materials Bureau.” Plant-Mix Bituminous Pavement (Superpave QC/QA), Special Provision, Section 423, April 08, 2002. Subsection 423.28 – Mix Design, “The contractor shall provide a mix design developed by an approved testing laboratory. “… “Once the State Materials Bureau has concurred with the developed mix design, it shall then be submitted by the Contractor to the Project Manager for use on the project.” Open Graded Friction Course (QC/QA), Special Provision, Section 403, February 5, 2003. Subsection 403.24 – Mix Design, “The District Laboratory will develop the OGFC mix design.” Flowable Fill, Special Provision and Standard Specification, Section 516. Subsection 516.21, “The mix design for flowable fill shall be approved by the Central Materials Laboratory.” Cement-And Lime Slurry-Treated Subgrade, Special Provision, Section 306. Subsection 306B.31, “Where designated, the compacted depth of lime treated subgrade shown on the plans shall be treated with amounts of hydrated lime, quicklime, or lime-slurry established by the Department’s state Materials Bureau’s mix design based on testing with hydrated lime. If quicklime is used, it shall be at the same percentage as hydrated lime as determined by the mix design.”
A. Integrity of Employees B. Procedures in regard to claim IV. Safety A. The contractual obligation of the Contractor for complying with State and Federal Regulations (OSHA). - Insure use of safety gear (company policy) and warning devices on all equipment (back-up alarms). - Contractor’s Project Safety Officer (Assignment and Responsibility) - Proper storage of equipment (Clear Zone (30 ft.) from edge of driving lane) and materials. - Drop Off Policy (NMSHTD) B. Contractor assure subcontractors comply with safety requirements (OSHA)

• • •

V.

IV.

Administrative Procedures – Project Manager A. Certificates of Compliance (COC) - Addendum No. 1, incorporated a Materials Certification Statement into the contract. The “Materials Certification Statement” must be included as part of each Progress Payment and the Final Payments. B. Contractor’s Proposed Work Hours C. Cut off date for Progress Estimates D. Weekly Work-Day Statement - Ref: Subsection 108.6 E. Other Issues F. Monthly water report to PM. Ref: “Information to Contractors” Control Number 1245”. K. Final acceptance: Contractor notify PM in writing of projected completion date. PM will inspect and then schedule the Final Inspection. - Ref: Subsection 105.17, B. L. Post Construction Conference: “Within 30 days, once the project is substantially completed as per subsection 101.3, a post-construction conference shall be conducted…” - Ref: Subsection 109.9. General Discussion – District (District Engineer and Assistant District Engineer) A. Public Relations B. Engineer - Contractor Relations

V.

E.E.O. and Labor Compliance A) Review Contract a) Check for Indian Preference; None listed in the contract b) Check for Percent of Minorities Required by County. • Goals for Female participation in each trade: 6.9% • Goals for Minority participation for each trade: • 38.3% (SMSA Counties: Bernalillo and Sandoval • 45.9% (Non SMSA Counties: Catron, Colfax, DeBaca, Guadalupe, Lincoln, Los Alamos, McKinley, Mora, Rio Ariba, San Juan, San Miguel, Santa Fe, Socorro, Taos, Torrance, Valencia and Cibola. • 49% (Non SMSA Counties: Chaves, Dona Ana, Eddy, Grant, Hidalgo, Luna, Otero and Sierra • 19.5 (Non SMSA Counties: Lea and Roosevelt • 11% (Non SMSA Counties Curry, Harding, Quay and Union. c) Check Invitation for Bid for Statewide Annual Goal d) Check for Special Provision Requiring PR-1391 Monthly: Included in Notice to Contractor B) Contractor submittals: a) Company EEO policy statement b) EEO Officer notification letter c) Recruitment letters (Attachments E-K of the EEO package) d) Superintendent’s indoctrination letter (attachment D of the EEO package) e) On-the-job training letter (Attachment R of the EEO package, if applicable. The trainee classification letter must include the number of trainees to be trained, the training program to be used, the classification of each trainee and the approximate start date. f) The complete Civil Rights/EEO Pre-Construction Report. g) Write briefly in the comment’s section items required of the contractor. h) Have Contractor sign the report. C) Request Required Items a) Letter designating Company EEO Officer b) Minority Group/Female Referral Contact Letters c) Letter of indoctrination to supervisory personnel on Company EEO Policy d) Notification of Award to OFCCP D) PR-1391 a) Submit by the first of every month to Project Office

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Pre-Con Meeting- Agenda
(Page 11 of 11 pages)
a) The week in the preceding month with the largest payroll should be used to complete this form. b) Prime contractor is responsible for the submittal of subcontractor’s PR-1391. B) DBE Diskette or E-File (CHAMP EEO software) a) Contractor submits prior to processing the monthly progress estimate b) E-Mail conformation from the OEOP Bureau of acceptability c) Note: Monthly progress estimate payment will not be processed for payment until the Office of Equal Opportunity programs Bureau (OEOPB) has confirmed the acceptability of the Contractor’s monthly CHAMP submittal. C) Required percent of Minorities and Women a) Quote percent for the particular county: (Example: Quay county is 11%) b) 6.9% Females/Classification D) Posters a) Make sure contractor gets the Wage Rate Posters provided by PS&E Section b) Inform contractor that the remaining posters can be purchased from OEOP Bureau. 2. Labor Compliance A) Payrolls a) Statement of Intent to Pay Prevailing Wages must be completed by all contractors and subcontractors within three (3) days of contract award. b) Affidavit of Wages paid must be filed prior to the final payment to a contractor. c) Contractor/Subcontractor and all tiers shall deliver or mail certified weekly payrolls no more than five working days following the close of the second payroll period. d) Weekly payrolls shall be submitted biweekly. e) Any mistakes on payroll will require submittal of a supplemental payroll with corrections. f) Only classifications in the wage decision can be used - a written request to the Labor Division can be made for the use of other classifications. g) Trainees/apprentices not certified/indentures will be paid the full journeyman’s wage. B) Notice to all Contractor/Subcontractor Employees shall be posted as all sites in lieu of conducting Wage Rate Interviews. IV. IX. Open Discussion of the Project Adjourn meeting, Time .

The following pages has been an example of a PreCon Agenda. You may not use the entire format of the example- but you will be able to revise it to meet your particular project.
60

Source Book & Office File PreparationPrepare Source Books--- After receiving Project Summary / Final Detailed Estimate- complete Source Books- Request numbers from District Audit. If formats are not available in Project Office, inquire with Audit. Also you will need numbers for the Traffic Control Diaries, NRC, and Survey Books. Electronic Source Books are an option- Computation Book is necessary. Be sure to note Calculations for the item on the top of the spreadsheet. One book is all that is necessary. Make sure that remarks and calculations are entered. Two CD’s are required to send to Audit with the Source Book. Set up Office Files- Using a Table of Contents make files for the project. Set up Lab Files
61

-Source Book Cover
SE E D IN G
A C -T C -(M IP )-0 5 4 -1 (2 6 )5 6

C N 3230 2 9 8 5 -L

62

-Source Book Spine

AC-TC-(MIP)-054-1(26)56

SEEDING

2985-L

63

Source Book(Inside Cover Certification by Project Manager) The Certification needs to be stamped and signed by Project Manager in the Source Book when first Estimate is Paid
Date________________ I Certify that the Contents of this book have been checked under my supervision and the quantities contained herein are correct to the best of my knowledge and belief. ______________________________________ Project Manager Signature

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Source Book-Titles
**Formatting of Source Books can be found on the Conshare Drive-

<\\hoflsv02\consharecb>
-Bridge Bridge -Const Eng -Const Eng 2 -Const Signing -Const Signing2 -Oil Book Template -Roadway -Roadway 2 -Tack Coat
Roadway Tack Coat Const\ruction Eng Const Eng 2 Const Signing Const Signing 2 Oil Template

Roadway 2

-Utility

Utility

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File Drawer Label
TPS-7500(24) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 CN1245

20

CHANGE ORDERS CONTRACT DOCUMENTS CORRESPONDENCE EARTHWORK ESTIMATE-FINAL ESTIMATE-MONTHLY PRELIMINARY ESTIMATE INSPECTIONS PREPORTS LABOR COMPLIANCE PAYROLL PROJECT EXPENDITURES PROJECT MANAGEMENT RIGHT OF WAY, PITS, UTILITIES, SURVEY 13-1 ENVIRONMENTAL SAFETY & SIGNING SPREAD CHARTS STRUCTURES PROJECT PERSONNEL DAILY REPORTS PROJECT OFFICE TEST FILES-LAB 18A DAILY SAMPLE LOG SHEET 18B SUBGRADE 18C BASE COURSE 18D PMBP 18E OGFC 18F CONCRETE 18G MISCELLANEOUS CERTIFICATIONS MISCELLANEOUS CN 1245 MGS-0048(16)09

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File Section Labels
1-CHANGE ORDERS 2-CONTRACT & SUBCONTRACT DOCUMENTS 3-CORRESPONDENCE 4-EARTHWORK 5-ESTIMATE-FINAL 6-ESTIMATES - MONTHLY 8-INSPECTION REPORTS 9-LABOR COMPLIANCE 10-PAYROLLS 11-PROJECT EXPENDITURES 12-PROJECT MANAGEMENT 13-RIGHT OF WAY, PITS, UTILITIES, SURVEY 13-1-ENVIRONMENTAL 14-SAFETY & SIGNING 15-SPREADCHARTS 16-STRUCTURES 17-PROJECT PERSONNEL DAILY REPORTS 18-PROJECT OFFICE TEST FILES 18-B-SUBGRADE 18-C-BASECOURSE 18-D-PMBP 18-E-OGFC 18-F CONCRETE 18-G-MISCELLANEOUS CERTIFICATIONS 20-MISCELLANEOUS

67

Labels for Files

SAMPLE FILE LABEL

Number and Name of File Section of Files Project Number and Control Number

16-G STRUCTURE STEEL CERTIFICATION STRUCTURES MGS-0048(16)09 CN 1245

***Label used on files: Avery 5266 File Labels or Equivalent *** Font size: 9, Bold

68

-Project Files
The Project Files is designed to be used so that documents are properly filed and also to aid in trying to locate a certain document with little effort. Each Office should utilize the same format to make it easy to move from one office to another. The next few pages you will find a list of the Project Office Files. Use this format as a Table of Contents to aid you in filing documents properly. The list for the Office File Labels can be found on the Conshare Drive at:
\\hoflsv02\consharecb\Forms\Project Office\Project Files.xls

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-Project Files-page 1
TABLE O F CO N TEN TS – CN 1245
1 CH AN GE O RDERS 1-A Change O rders in Progress 1-B Change O rders A pproved CO NT RACT & SUBCO NT RACT DO CUM EN T S 2A Subcontractors 2A -1 2A -2 2B W ork D etail Estim ate 2C Pre-Con Conference M eeting 2D W eekly Progress M eeting and Partnering M eeting 2-D-1 W eekly Progress M eeting 2-D-2 Partnering M eeting 2E Contractor Certifications 2F CPM Schedule (original and m onthly updates) CO RRESPO N D EN CE 3A Correspondence -In 3A -1 Correspondence–In-Contractor 3A -2 Correspondence–In-District 3A -3 Correspondence–In-O ther 3B Correspondence – O ut 3B-1 Correspondence–O ut-Contractor 3B-2 Correspondence–O ut-District 3B-3 Correspondence–O ut-O ther 3C Confermem os 3D Transm ittals EART H W O RK 4A Com puter Q uantity & Com putations 4B Com puter Print O ut of Slope Stakes 4C Unclassified Excavations 4D Excavation of Contam inated soil 4E Pre-Blast condition survey 4F Lim e Treated Subgrade ESTIM A TE – FIN AL 5A Final Estim ates ESTIM A TES – M O N T H LY 6A Paid M onthly Estim ates & Cham ps N otification 6B M onthly Estim ates in Progress

2

3

4

5 6

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-Project Files-page 2
7 6C Computations and Drawings 6D Weekly Work Day Reports 6E Cash Flow Reports 6F Stockpile computations/invoices AGREEMENTS WITH OUTSIDE ENTITIES 7A Maintenance Agreements 7B Co-op Funding INSPECTIONS REPORTS 8A FHWA 8B GO and District 8C DistrictAudit 8D General Reports LABOR COMPLIANCE 9A Correspondence 9B Labor and EEO Compliance Interviews, Form C-149 (Champ) 9C Form PR-1391 and Bulletin Board Check List 9D Form PR-1409 9D On-the-Job Training (OJT)One for each trainee, including Certification Notice, etc. PAYROLL- CONTRACTORS (include attachments of: WH-348
Statement of Compliance; A337 Fringe Benefit Statement; C-147 Contractor’s and Sub-Contractor’s Payroll Check; C-148 Contractor’s Payroll and Fringe Benefit Register)

8

9

10

10A W.W. Construction Inc. 10A-1 10B Subcontractors Payroll 10B-1 11 PROJECT EXPENDITURES 11A Expenditure Printout 11B Current Expenses (Store Receipts, etc) 12 PROJECT MANAGEMENT 12A SWPPP 12B NOI, NOT 12C NPDES INSPECTIONS 12D 401 & 404 Certifications 12E Environmental Correspondence

71

-Project Files-page 3
13 RIGH T O F W A Y, PIT S, and U T ILIT IES 13A Right-of-W ay A greem ents 13B Perm its 14 S A FET Y & T RA F FIC C O N T RO L 14A Safety Correspondence 14B Traffic Control Reports 14C A ccident R eports 14-C-1 Contractor A ccidents 14-C-2 D epartm ent A ccidents 14-C-3 Public A ccidents 14D A ccident Photographs 14E Traffic Control Changes - Pending 14F Traffic Control Changes - A pproved 14G Traffic Control Changes - R ejected 14H Contractor S afety M eetings 15 SPR EA D CH A RT S 15A Q C/Q A S preadsheets 15B Profilograph Spreadsheets 15C A sphalt Content S preadsheets 16 ST RU CT U RES 16A Revised S tructure List 16B Com putations 16C Shop D raw ings- A pproved 16D Shop D raw ings- In Process 16E Shop D raw ings- Rejected 17 PRO J EC T PER S O N N EL D A ILY REPO RT S (100 per fold er) 17A -1 Project D aily Reports (0-99) 17A -2 Project D aily Reports (100-199) 18 PRO J EC T O FFICE LA B FILE S 18A D aily S am ple Log Sh eets 18A -1 L.A . W ear and S oundness 18B SU BG RA D E 18B-1 Surfacing Required 18B-2 N atural G round D ensity 18B-3 Em bankm ent D ensity 18B-4 Subgrade Prep. D ensity 18B-5 D istrict Lab Record Test 18C BA S E CO U RS E Q uality Control Plan 18C 18C-1 M onthly D ensity 18C-2 Log of D epths 18C-3 M onthly G radations

72

-Project Files-page 4
18C-4 Crusher Gradations 18-C-4-a Crusher Gradations- Contractor 18C-5 Contractor Roadway Gradations 18C-6 Record Tests 18C-7 QC/QA 18D PMBP 18D-1 Pre-Paving Conference 18D-2 Central Lab Test Results 18D-3 Inspectors Daily Reports 18D-3A Inspectors Daily Reports 18D-3B Inspectors Daily Reports 18D-3C Inspectors Daily Reports 18D-4 Record Test 18D-5 Bituminous Certification 18D-6 Lime or Anti-Stripe Certification 18D-10 Prime 18D-11 QC/QA 18D-12 Fine Aggregate Weekly Gradation 18D-13 Intermediate Aggregate Weekly Gradation 18D-14 Course Aggregate Weekly Gradation 18D-16 HFE 150 Certification 18D-17 Asphalt for Tack 18E OGFC 18E-1 Mix Design 18E-2 Inspectors Daily Report 18E-3 Record Test 18E-4 Oil Certification 18E-6 QC/QA 18F CONCRETE 18F-1 Mix Design- Class “A” 18F-2A Mix Design- Class “F” 18F-3 Central Lab Test Results 18F-4 Concrete Aggregate Gradation Monthly 18F-5a Inspectors Daily Report Class “A” 18F-5b Inspectors Daily Report Class “A” 18F-5c Inspectors Daily Report Class “A” 18F-6a Inspectors Daily Report Class “F” 18F-6b Inspectors Daily Report Class “F”

73

-Project Files-page 5
18F-7 Record Test 18F-8 Cement Certification 18F-9 Fly Ash Certification 18F-11 Reinforcing Bars Certification 18F-11a Reinforcing Bars Certification 18F-12 Curing Compound Certification 18F-13 Concrete Additive Certification 18F-14 Moisture Correct Certification 18F-15 HMWM Crack Seal Certification 18F-16 Polymer Joint Seal Certification 18G STRUCTURES/CULVERTS 18G-1 Revised Structure 18G-2 Culvert & Reinforcing Comp. 18G-5 Foundation Density Report 18G-6 Backfill Density Report 18G-7 Pipe Inspection Report 18G-8 Record Test 18G-9 Structure Steel Certification 18G-10 Pipe Certification 18H MISCELLANEOUS CERTIFICATIONS 18H-1 Seeding 18H-3 Extruded Panel Signs 18H-4 Lighting 18H-5 Riprap Aggregate Fabric Certification 18H-6 Welded Wire Certification 18H-7 Construction Signing 18H-8 Reflect Traffic Markers 18H-10 Guardrail 18H-11 Cattle Guard 18H-12 Fencing 19 PROJECT FIELD LAB FILES (FILES KEPT IN FIELD LAB) 20 SITEMANAGER 20A SiteManager Correspondence 20B Project personnel assignments in SiteManager

74

Certifications-Scale -Truck Scales, Asphalt Plant Scales, Concrete Plant Scales -Weigh Master -Traffic Control -Lab Technicians -SWPPP ***Set up spreadsheet with all technicians for State and Contractor and indicate what Certifications they may have and the expiration dates.
75

-Certifications for Technicians on Project
TTCP CERTIFIED TECHNICIANS MGS-0048(16)09 CN: 1245

CONCRETE TESTING

John Vigil Chuck Brill Richard Bryan Donna Danley Brian Torres Bill Grimes Lawrence Gonzales TBA

NMDOT-5219 NMDOT-5219 NMDOT 5219 NMDOT-5218 NMDOT- 5219 NMDOT- 5219 NMDOT-5218 WWC NMDOT- 5219

12/31/2006 12/31/2006 12/31/2006 12/31/2005 12/31/2005 12/31/2004 12/31/2004

NAME AGGREGATE
Tom Rodriquez Jason Ramsey Donna Danley Jerry Hickman Dave Dawson John Vigil Chuck Brill Gary Eberhart TBA

COMPANY
NMDOT- 5219 NMDOT- 5219 NMDOT-5218 NMDOT- 5219 NMDOT- 5219 NMDOT-5219 NMDOT-5219 NMDOT- 5219 WWC NMDOT- 5218 NMDOT -5218 NMDOT- 5219 NMDOT-5219 NMDOT 5219 WWC NMDOT- 5218 NMDOT- 5219 NMDOT- 5219 NMDOT 5219 NMDOT- 5219 WWC NMDOT-5218 NMDOT-5219 NMDOT- 5219 NMDOT- 5219 NMDOT-5219 NMDOT-5218 NMDOT- 5219 NMDOT- 5219 NMDOT- 5219 WWC

EXPIRATION DATE
12/31/2005 12/31/2005 12/31/2004 12/31/2004 12/31/2004 12/31/2004 12/31/2004 12/31/2003

CONCRETE LAB

Gary Eberhart

12/31/2005

SOIL

Donna Danley Steve Henthorn Tom Rodriquez Chuck Brill Richard Bryan TBA

12/31/2005 12/31/2004 12/31/2003 12/31/2005 12/31/05***Need Agg Cert

PROFILOGRAPH

Donna Danley Brian Torres Chuck Brill TBA

NMDOT- 5218 NMDOT- 5219 NMDOT-5219 WWC

12/31/2004 12/31/2004 12/31/2004

ASPHALT / SUPERPAVE

Donna Danley Tom Rodriquez Jerry Hickman Richard Bryan Gary Eberhart TBA

12/31/2005 12/31/2004 12/31/2004 12/31/2006**Need Agg Cer 12/31/2003

STORM WATER COMPETENT PERSON (SWPPP)

Steve Henthorn Donna Danley Rick Keller TBA

NMDOT-5218 NMDOT-5218 NMDOT- 5219 WWC

12/31/2007 12/21/2007 12/31/2005

TRAFFIC CONTROL
NUCLEAR DENSOMETER
Steve Henthorn John Vigil Gary Eberhart Bill Grimes Chuck Brill Lawrence Gonzales Rick Keller Jerry Hickman Brian Torres TBA 12/31/2006 12/31/2006 12/31/2006 12/31/2005 12/31/2005 12/31/2003 12/31/2003 12/31/2003 12/31/2003

TBA

WWC WWC

WEIGH MASTER

TBA

76

-SWPPP
A-1085 Rev 2/04

New Mexico Department of Transportation
Storm Water Pollution Prevention Plan Qualification

Control Number: Termini: Contractor: Address: Phone No:

Project Number:

List of SWPPP Competent Person(s) on the Project: Name Certificate Number Expiration Date

Please attach copies of SWPPP Competent Person Training Certificate. Name of person filling out the form:

Signature:

Date:

77

Information from Contractor-Intent to Pay Prevailing Wages--Must be completed by all contractors and subcontractors within 3 (three) days of award of contract. -Progress Schedule (2 Week prior to Pre-Con or upon PM approval, at Pre-Con) -Check with Contractor to see if GRT will be on a Cash or Accrual Basis -Letter designating Project Superintendent -Letter of Authorization of Signatures for Change Orders and Estimates- A copy of this letter needs to be sent to District Audit. -Letter designating project Safety Officer and his/her responsibilities -Letter designating project EEO Officer -Letter of Authorization of Signatures for Certified Payrolls and related Documents
78

Information from Contractor-con’t
-Safety and Emergency Telephone Numbers-Including a 24 hour Contact for Traffic Control. -Letter appointing individuals to respond to third party claims -Letter listing all intended subcontractors and material suppliers -Office Location, Lab Location, mailing address and telephone numbers -Traffic Control Plan; Submitted and reviewed by PM and Approved by District Traffic Engineer -Letter of assignment for Traffic Control Supervisor -Contractor's proposed work schedule -Designated Pit(s) -Haul Road Clearance -Cut off date for Progress Estimates- Decided at Pre-Con -Electronic Funds Transfer
79

-Intent to Pay Prevailing Wages

80

-Progress Schedule from Contractor

81

-Progress Schedule- “Bar Graph”

82

-Designation of Project Superintendent

83

-Letter of Authorization of Signature for Change Orders and Estimates
(Send Copy to Audit)

84

-Designation of Safety Officer

85

-Designating Project EEO Officer

86

-Letter of Authorization of Signatures for Certified Payrolls and Related Documents

87

-Safety and Emergency Telephone Numbers(Include 24 Hour Contact)

88

-Individual Appointed to Respond to Third Party Claims

89

-Intended Subcontractors and Material Suppliers

90

-Contractor’s Address and Telephone Numbers

91

-Traffic Control Plan

92

-Assignment for Traffic Control Supervisor

93

-Contractor’s Proposed Work Schedule

94

EEO Package from Contractor
-Check for Indian Preference -Check for Percent Minorities Required by the County -Invitation For Bid statement of approved FY (year) State DBE Goal on Federally assisted projects at what %. -Completed and signed Civil Rights/EEO Pre-Construction Report. -PR-1391- Submitted Monthly by Prime Contractor -DBE Diskette or E-File (CHAMP EEO software) Submitted by Contractor prior to processing monthly estimate and receive conformations from the OEOP Bureau of acceptability through EMail. -Make sure contractor gets the Wage Rate Posters provided by EEO Section

95

-PR-1391(Not Required on 100% State Funded Projects)

96

Bulletin Board InformationEEOC-P/E-1 "Federal Labor Laws - Equal Employment Opportunity is the Law." Published by the US Equal Employment Opportunity Commission. Summarizes affirmative action and discrimination-related laws and who to contact to report violations. OSHA-2203 "Job Safety & Health Protection." Published by the US Dept. of Labor, Occupational Safety and Health Administration. Summarizes the Occupational Safety and Health Act of 1970 and who to contact to report violations or get more info. WH 1321 "Notice to All Employees Working on Federal or Federally Financed Construction Projects." Published by US Dept. of Labor, Wage and Hour Division. Summarizes minimum wage, overtime and who to contact to report violations. WH-1420 "Your Rights Under the Family and Medical Leave Act of 1993." Published by US Dept. of Labor, Wage and Hour Division. Summarizes FMLA and how to get more info. WH-1462 "Notice - Employee Polygraph Protection Act." Published by US Dept. of Labor, Wage and Hour Division. Summarizes the Employee Polygraph Protection Act. WH-1088 "Your Rights Under the Fair Labor Standards Act." Published by the US Dept. of Labor, Wage and Hour Division. Summarizes info on minimum wage, overtime, child labor and who to contact for more info. FHWA-1022 "Notice - The highway construction underway at this location is a Federal or Federal-aid project and is subject to applicable State and Federal laws ..." Published by the US DOT, Federal Highway Administration. Summarizes Title 18 and who to contact to report violations. Notice to All Contractor/Subcontractor Employees (no form number) (In English and in Spanish). Gives US Dept. of Labor contact info if employee has any concerns regarding wages. Emergency Phone Numbers (no form number) Fill in local phone numbers for physician, hospital, ambulance, fire dept. and police (in case of emergencies). Notice of Intent

97

Other Required InformationNotice of Construction Status- Send Original to District Audit (Date Construction Started) -Form No. A-1080 and file copy in Project Files Purchase Order/Service Contract Pit Information Permission to SubContract- Form A-1086 and Form 1087-A Sub-Contract Checklist- Insure all documents have been attached with subcontracts. Ensure lab personnel checks that current lab reports are obtainedLab personnel should check with Construction Bureau for proper QC/QA reports. Forms change from project to project. Notice of Interference- Form needs filled out for every Project regardless if there is any restrictions or not- This is one of the ways to keep everyone informed of the on-going Projects. Patsy Leyba in Santa Fe, Bridge Division, is the Contact Individual. Fax to Permit Office.
98

-Notice of Construction Status
(Send to Audit)
Form No. A-1080 Revised 2/04

New Mexico Department of Transportation

NOTICE OF CONSTRUCTION STATUS
Project Number: District Number: Contractor: Address: Telephone: The status of work on this project is (check appropriate box);
Construction Started
Dat e

Control Number:

Construction Suspended
Date

Partially Suspended
Dat e

Construction Resum ed
Date

Milestone Started **
Dat e

Substantial Work Com plete
Date

Milestone Com plete **
Dat e

Physical Work Com plete
Date

Provide Comments below (e.g. reason for suspension, etc. )

Name: Address: Telephone: Signature:

Type Project Manager Name type your office mailing address Fax: (505) Your # (505) Your #

Title:

your title/classification

Date:

This form shall be filled out w hen the w ork is started, partially suspended, suspended, resum ed, w hen the project is substantially / physically com pleted, and w hen a m ilestone is started / com pleted. copy:

99

-Pit Information
Borrow Pit Issues
W hen dealing with the Bureau of Land Management (BLM) office in Las Cruces concerning the use of a potential borrow pit or surfacing pit for a Project; BLM Agent , Al Chavez,suggested the following procedure in the Spring of 2002, to expedite the process: • Contractor submits required documentation to NMSH&TD, Right-of W ay Agent, Mary Pacheco. Mary Pacheco coordinates with FHW A, Right-of W ay Officer, Joe Edwards. Joe Edwards coordinates with BLM Agent, Al Chavez. • Contractor submits Mining Plan detailing what they intend to do, estimated amount of material to be rem oved and intended use of the m aterial. • Contractor submits 7 ½ deg. topographical maps showing the area requested for use. Indicate proposed haul roads, storage areas, hot mix plant sites, crushing locations, surfacing pit locations and stockpile locations. • The BLM will do an initial scooping of the area. • If no known problem s exist in the area after the initial scooping, the Contractor is encouraged to hire a consultant to study the area and submit an Environmental Assessment report of the area. The BLM reserves the right to approve/disapprove the Environmental Assessment report. • The Contractor is encouraged to submit the first draft of the Environm ental Assessment report to the BLM as soon as possible. Clearance requirements through the Department are stated in the NMSH&TD, Standard specifications for Highway and Bridge Construction, 2000 edition. • In accordance with Standard Specification, paragraph 107.14, reports prepared by a qualified Environm ental Scientist and a Cultural Resource Professional are to be subm itted to the Project Manager, and the NMDOT Environmental Program Manager. • The NMDOT Environmental Program Manager submits the Cultural Resource Studies to the State Historic Preservation Officer (SHPO). • Upon completion of the evaluation the NMDOT Environm ental Program Manager will issue a Categorical Exclusion statement if the findings of the reports are accepted. • The Project Manager will notify the Contractor upon receipt of the Categorical Exclusion statem ent from the NMDOT Environmental Program Manager. • No soil-disturbing activities are perm itted until approval from, “State, tribal, or federal land-managing agency, if applicable, and coordination with regulatory authorities and the State Historical Preservation Officer…”. • See Sections 106 & 107 of the Standard Specifications. Other Borrow Pit considerations: • Upon completion of project, seed the pit in accordance with Section 632. • Borrow Pits shall not change the general pattern of existing drainage. Pits shall be contour graded to blend with the natural topography of the surrounding area. Ref: subsection 104.7. • The contractor shall provide documentation that all sources are acceptable in accordance with subsection 106.1. • Reference for Pit Release Letter from the Contractor:

100

Contractors Must Pre-Qualify
Contractors must Pre-Qualify in order to work a State Project- Please see PreQualifying Process.

Current Pre-Qualified Contractors List can be found on the: Conshare Drive/ Construction/ Procedures Guidelines/ Pre-Qualified
101

-Permission to Subcontract
Form No. A-1086 Rev. 7/04

New Mexico Department of Transportation

Form No. A-1086a Rev. 7/04

New Mexico Department of Transportation

PERMISSION TO SUBCONTRACT REQUEST
No.: Date: I/We, request your permission to subcontract the work listed on form A-1086a in connection with my/our Project No.: Contracting Firm: Address: City, State, Zip This subcontractor This subcontractor (a) (a) is is (b) (b) is not is not License Classification: (check (a) or (b) as appropriate) a DBE Firm. (check (a) or (b) as appropriate) prequalified with NMDOT. Control No.: License No.:

PERMISSION TO SUBCONTRACT REQUEST ATTACHMENT
CN: Contractor: Project No: Sheet No.: of

Subcontractor:

WORK TO BE SUBCONTRACTED
Line No. Item No. Description Unit Quantity Contract Unit Price Amount

WORK TO BE SUBCONTRACTED use form A-1086a
I/We verify that the subcontractor has the appropriate license classification to perform the work, certify that the same plans, specifications, special provisions, and all other contract provisions are to apply to the work under the subcontract as apply t Copies of the following documents are hereby attached to this application: letters of consent from the bonding company; copy of subcontract; a completed copy of the statement of intent to pay prevailing wages; assignment of anti-trust claims copy of subc

I/We certify that the following checked provisions are incorporated into the subcontract and that the subcontractor has these provisions in his possession with a signed original form of the subcontract:

* * * *

Form FHWA-1273 (Rev. 8-89) Special Provision Specific EEO Resp. (23 U.S.C. 140) Std. EEO Const. Contract Specification (E.O. 11246) Notice to contractors modify above item * No. * *

Notice to Contractors DBE Program (10-6-99) Requirement for Affirmative Action to ensure EEO (E.O. 11246) Notices to Prospective Fed. Aid Const. Contractors (9-18-75) General wage decision, No.

NM Minimum wage rates decision, Wage Rates Notice to Contractors (2-11-00) Special Provisions for submission of weekly payrolls (8-9-00) Selected DBE Program Provisions

* NOT REQUIRED ON 100% STATE FUNDED PROJECTS I/We certify that the provisions checked above are in my/our possession and attached to my/our copy of the subcontract.

TOTAL SUBCONTRACTED AMOUNT $
Name of Subcontracting Firm Signature and Title of Official from Subcontracting Firm Date

This subcontracted amount is

% of $

the total contract amount.

I/We certify this to be correct and agree to allow audit verification by the New Mexico Department of Transportation.

Previous amount subcontracted under this contract…………… $ Total amount subcontracted to date……………………………… $

Name of Prime Contracting Firm RECOMMENDED:

Signature and Title of Official from Prime Contracting Firm CONCURRED:

Date

Total % subcontracted to date………………………………………%

Project Manager

Date

Assistant District Engineer

Date

102

-Permission to Subcontract2nd Tier
Form No. A-1087 Rev. 7/04

New Mexico Department of Transportation

Form No. A-1087a Rev. 7/04

New Mexico Department of Transportation

PERMISSION TO SECOND TIER SUBCONTRACT REQUEST
CN:

PERMISSION TO SECOND TIER SUBCONTRACT REQUEST ATTACHMENT
Project No: Sheet No.: of

No.: Date: I/We, request your permission to subcontract the work listed on form A-1087a in connection with my/our Project No.: Contracting Firm: Address: City, State, Zip This subcontractor (a) This subcontractor (a) is is (b) (b) is not is not License Classification: (check (a) or (b) as appropriate) a DBE Firm. (check (a) or (b) as appropriate) prequalified with NMDOT. Control No.: License No.:

Contractor:

Subcontractor: 2nd Tier Subcontractor:

WORK TO BE SUBCONTRACTED
Contract Line No. Item No. Description Unit Quantity Unit Price Amount

WORK TO BE SUBCONTRACTED use form A-1087a
I/We verify that the subcontractor has the appropriate license classification to perform the work, certify that the same plans, specifications, special provisions, and all other contract provisions are to apply to the work under the subcontract as apply t Copies of the following documents are hereby attached to this application: letters of consent from the bonding company; copy of subcontract; a completed copy of the statement of intent to pay prevailing wages; assignment of anti-trust claims copy of subc

I/We certify that the following checked provisions are incorporated into the subcontract and that the subcontractor has these provisions in his possession with a signed original form of the subcontract:

* * * *

Form FHWA-1273 (Rev. 8-89) Special Provision Specific EEO Resp. (23 U.S.C. 140) Std. EEO Const. Contract Specification (E.O. 11246) Notice to contractors modify above item * No. * *

Notice to Contractors DBE Program (10-6-99) Requirement for Affirmative Action to ensure EEO (E.O. 11246) Notices to Prospective Fed. Aid Const. Contractors (9-18-75) General wage decision, No.

NM Minimum wage rates decision, Wage Rates Notice to Contractors (2-11-00) Special Provisions for submission of weekly payrolls (8-9-00) Selected DBE Program Provisions

* NOT REQUIRED ON 100% STATE FUNDED PROJECTS I/We certify that the provisions checked above are in my/our possession and attached to my/our copy of the subcontract.

Name of Second Tier Subcontracting Firm
TOTAL SUBCONTRACTED AMOUNT $ This subcontracted amount is % of $ the total contract amount.

Name of Subcontracting Firm

Signature and Title of Official from Subcontracting Firm

Date
Previous amount subcontracted under this contract…………… $

I/We certify this to be correct and agree to allow audit verification by the New Mexico Department of Transportation.
Total amount subcontracted to date……………………………… $ Total % subcontracted to date………………………………………%

Name of Prime Contracting Firm RECOMMENDED:

Signature and Title of Official from Prime Contracting Firm CONCURRED:

Date

103

Initial-Subcontractor Check Off List
SUBCONTRACT CHECK-LIST
Control Number: Name of Subcontractor: Date:

Check-List onditions Met: (Circle One) Yes / NO

Conditions: Subcontractor is on the current “Prequalified Contractor and Subcontractor List”. Documents Needed:

Yes / NO

Completed Form No. C-124, NMDOT Permission to Subcontract Request (note: If second tier subcontract, use Form No. C-197, NMDOT Permission to Second Tier Subcontract Request). Letters of Consent from the Bonding Company. Copy of Subcontract. A completed copy of the statement of intent to pay prevailing wages. Assignment of anti-trust claims signed by the subcontractor.

Yes / NO

Yes / NO Yes / NO

Yes / NO

104

-Subcontractor Check Off List
New Mexico Department of Transportation
Form No. A-1108 New 6/04

SUBCONTRACT CHECKLIST
Below are guidelines for checking Subcontract Packages. Please ensure the following checks are performed prior to submitting to the District Audit Section. Ensure Application for Permission to Subcontract Request, Form A-1086 Rev. 7/04 or Permission to Second Tier Subcontract Request, Form A-1087 Rev. 7/04 is attached. Ensure Subcontractor has indicated whether Prequalified with NMDOT and/or a DBE Firm? Verify information is correctly stated. If the Subcontractor is not prequalified, ensure prequalification is established and written justification is provided and approved by the Assistant District Engineer before work is performed by the subcontractor. Ensure Letter of Consent from Surety is attached. Ensure copy of Subcontract is attached, signed and complete with all attachments listed in the Subcontract. Ensure completed copy of Statement of Intent to Pay Prevailing Wages is attached (from the subcontractor or from the second tier subcontractor) with Department of Labor (DOL) approval. Ensure Assignment of Anti-Trust claims is attached and signed by the Subcontractor. If applicable, ensure Form A-585A (DBE A-1), Race Conscious Measure Project Contract Goal for Disadvantaged Business Enterprise in Highway Construction is attached. Ensure subcontracted Items are checked for correct Line Number, Item Number, Description, Unit, Quantity, Contract Unit Bid Price and Dollar Amount (Dollar Amount, Bid Price or Quantity could vary from the contract if the item is partially subcontracted.). Verify previous amount subcontracted, total amount to date and total (%) percentage subcontracted to date are correctly stated. Verify Project & Control Numbers are correctly stated on the Permission to Subcontract Request Form. Ensure the Subcontracting firm, Prime Contracting firm, and the Project Manager signed and dated the Permission to Subcontract Request.

1.

2. 3. 4.

5. 6.

7.

8. 9. 10.

11.

*Not required to be submitted w/package, but must be checked off by Contractor. * 12. * 13. * 14. * 15. * 16. * 17. * 18. * 19. * 20. * 21. * 22. Form FHWA-1273 (Rev. 8-89) - Required Contract Provisions Federal-Aid Construction Contracts Special Provision Specific EEO Resp. (23 U.S.C. 140) Standard EEO Construction Contract Specification (E.O. 11246) Notice to contractors modifying above item. Notice to Contractors DBE Program (10-6-99) Requirement for Affirmative Action to Ensure EEO (E.O. 11246) Notice to Prospective Federal Aid Construction Contractors (9-18-75) General Wage Decision Number New Mexico Minimum Wage Rates Decision Number Wage Rates Notice to Contractors Special Provisions for submission of weekly payrolls

105

-Notice of InterferenceNotify the Bridge Maintenance
(This should be filled out for EVERY PROJECT)
2 /0 4

IN T R A - D E P A R T M E N T A L C O R R E S P O N D E N C E
SUBJECT: TO: N o tic e o f In te r fe r e n c e to N o r m a l T r a ffic P a ts y L e y b a DATE: F IL E R E F E R E N C E : 1 2 - 1 7 -0 2

FROM: P r o je c t M a n a g e r

A T T E N T IO N O F :

P a ts y L e y b a

R ic A . N a v a rr e tte Phone: ( 5 0 5 ) 8 8 7 -0 4 6 0 C o n ta c t P e r s o n fo r A d d itio n a l In fo r m a tio n P r o je c t N o : B R - 0 0 3 1 - (1 2 ) 0 3 ; C o n tr o l N u m b e r 3 6 8 1 T y p e o f W o rk : B r id g e R e p la c e m e n t o v e r th e P e c o s R iv e r R e s tr ic tio n s : N o W id e L o a d s in e x c e s s o f 1 1 ’ L o c a tio n : B r id g e o v e r th e P e c o s R iv e r . R o u te : N .M . 3 1 B O P (M P ) 1 0 3 .3 E O P (M P ) 1 0 4 .0

Name:

D a te o f Im p le m e n ta tio n :

1 2 - 1 7 -0 2 ( A d v is e B rid g e M a in te n a n c e U n it T w o W e e k s P r io r to Im p le m e n ta tio n )

B a r rie r In f o r m a t io n : M o v e a b le B a r rie r : Y N T y p e o f B a r rie r :

D e t o u r In f o r m a t io n : D e to u r A v a ila b le ? : Y N Y L o c a tio n o f D e to u r T e m p o r a r y B r id g e a n d D e to u r o n th e n o r th s id e o f th e e x is tin g B rid g e S p a n n in g th e P e c o s R iv e r . T ra ffic to b e s w itc h e d to D e to u r 0 1 - 0 3 -0 3 . S p e e d L im it r e d u c e d to 3 5 m p h th r o u g h th e D e to u r .

L is t S tru c tu r e s a n d R e s tric tio n s o n D e to u r ( H e ig h t, W e ig h t, W id th , E tc .) : N o w id e lo a d s in e x c e s s o f 1 1 ’.

P ro je c t M a n a g e r is re s p o n s ib le f o r c o n t a c t in g t h e M a in t e n a n c e M a in t e n a n c e U n it w h e n re s t ric t io n s h a v e b e e n re m o v e d . D a te o f C o m p le tio n : P r o je c t M a n g e r /E n g in e e r :

S u p p o rt

S e c tio n /B rid g e

106

***Date of Construction to Final Inspection
(During ongoing Project) ***
107

HELPFUL INFORMATION FOR OFFICE MANAGERS

Routing Instructions E-Mail Information Contact Information Weekly Tasks Calendar (Franklin Planner)
108

-Routing Instructions
ROUTING INSTRUCTIONS
SUBJECT
ADVANCE PER DIEM:

ROUTE TO
Complete Advance Per Diem Request (signed by PM) along with two Reimbursement Voucher- One for 80% and one for 20%- Send 80% Voucher along with Advance Per Diem Request to Management Analyst for DE Signature at least two wks before per diem is needed. Once period has passed send in the 20% Voucher to MA for DE Signature. Only Supplemental Agreements are required to be signed by Contractor unless otherwise specified. -White Copy to Cathy Baker (Inventory) -Yellow Copy to Originator -Pink Copy to Delivery Point -Copy of Original to Mary Katzdorn -Email Pat Motes/Donna Hudson with FA numbers if transfer is a vehicle. -Contractor signs: a) Contractor receives a copy-b) Project Office Copy c) Original to Audit -Susie Rodriguez – Human Resources -Sherrie Moss – District Lab -Frank or Georgina - Networking -Mary Katzdorn - Shop -Bob Tellez – Equipment Manager -Vivian Smith, 1596 Pacheco St Suite 107, Santa Fe, NM 87505 -Tom - Accounting -Judy Bieling - Accounting -Original to File -Copy to Teresa Wilson– Accounting -Copy of PM’s to Lorraine Crane - MA -Jim Parkhill; cc; Susan Welch and Savino Sanchez -Christine Amicone -Donna Hudson – Communications -Shirley Stillman – Front Desk -Pat Motes - Communications -Teresa Wilson- Payroll -Vivian Smith-1596 Pacheco Street, Santa Fe, NM 87505

CHANGE ORDERS: EQUIPMENT TRANSFERS:

ESTIMATES: INSURANCE & LEGAL: LAB REPORTS: LOG IN REQUEST: MILEAGE REPORTS : PREVENTATIVE MAINTENANCE: PR-1391: PURCHASE RECEIPTS: REIMBURSEMENT VOUCHERS: REQUEST FOR LEAVE SLIPS:

Store Orders: TRAINING REQUEST: EMPLOYEE TRANSFERS/CHANGES:

EEO REPORTS:

109

-E-Mail Information
E-MAIL LIST Subject: E-MAIL TO: CC TO:

OVERTIME REQUEST Project Manager FOR APPROVAL: Lorraine Crane (Friday’s) ACTUAL OVERTIME: Lorraine Crane ( Monday’s)

She will forward to Payroll

EEKLY PROJECTSTATUS: Paul Zagone

(Monday’s)

Lorraine Crane
Susan Welch and Savino Sanchez

STORE ORDER: James Parkhill

110

-Contact Information
CONTACTS - DISTRICT II Reference to: Contact Person: Audit Mary, Doug, Denny Crew Roster Lorraine Crane Gas Cards Lowell Winkle Insurance Susie Rodriguez Inventory/Fixed Assets Cathy Baker Logon ID Request Frank Banda-Georgina Yeager New Vehicles Bob Tellez Payroll Linda Noriega Permits Doug Stewart Personnel Ruth Montoya-Karen Deeter Phone Logs Linda Noriega Purchase Orders Tom Melendez-Irene Navarrette Radio-Related Items Donna Hudson-Pat Motes Risk Mgt-Safety Richard Villescas-Bob Brown Site Manager Set Up Mary Miller Store Orders Jim Parkhill-Gisella Aranda Traffic Signing Bob Kurtz (DTE) Training Request Christine Amicone Vehicle Repairs Bill Montgomery-Mary Katzdorn Department: Audit Mgt. Analyst Equipment Section Human Resources Inventory Control Networking Equip. Manager Accounting Technical Support Human Resources Accounting Purchasing Communications Risk Management Construction Audit Store Traffic Control
Training Coordinator

Shop

111

-Weekly Tasks
WEEKLY TASKS Mondays -Copy Time and Attendance from Previous Week. Verify -Record Actual Overtime and forward to Lorraine Crane (Management Analyst). -Weather Work Day Report for current project, have PM approve and sign, then send original to Contractor and file one copy.

Tuesday thru Thursday -Any activity that may transpire Fridays -Weekly project status for current project. Get information from PM or Lead
Tech and email as directed.

-Update the Web using CARS -Submit Overtime request to PM for approval and then email to ADE for approval. -Update Crew Roster on the “P” drive, even if it is just to change the date -Time and Attendance input to computer. EOM (End of Month)
(weekly).

-Equipment Usage Reports (Mileage) - Forward to Shop - Due by 5 th -Preventative Maintenance Reports – Forward to Equipment Manager – Due by 5th

Questions? I contact the following persons:
-Payroll – Linda Noriega in Accounting -Source Books – Mary Miller- Construction Audit -Computer – Frank or Georgina – Networking -Training Request – Send to Christine Amicone- Training Coordinator -Insurance – Susie Rodriguez - Human Resources -Personnel or Vacancies – Karen Deeter or Ruth Montoya – Human Resources

Estimates Due -Usually by the 25th or 30th of the month. Will be determined by contractor at
Pre-Construction Conference.

112

DailyDaily verification of Haul Tickets- **Watch for English or Metric Tonnage-Verify tonnage with Contractor on a daily basis; Run two adding tapes to verify total; check to make sure start station and end station are on the tickets- if not get the information from the inspector; verify that Haul Tickets have been signed by the Contractor and Inspector; Verify Tare Weights on Haul Tickets (Obtaining the Tare Weights from the Contractor Weigh Master to enable you to Verify if Legal Loads are being hauled). Wrap addition tapes to the Haul Ticket and affix a label with proper info. Lab Reports (when applicable)Use Forms from Conshare Drive; Construction. Concrete Reports (when applicable)Use Forms from Conshare Drive; Construction. Tracking of Tonnage of PMBP, OGFC, Base Course, etc.— Create Spread Sheets to keep track. Input information in SiteManager on Daily Tracking Correspondence Filing Documents in Proper File Answer Base Radio and Log in usage. Answer Telephone and Direct Call accordingly Pick up Mail; have Project Manager initial and route or file accordingly.
113

Correspondence
Office Managers are responsible for tracking the Correspondence that arrives and leaves a Project Office. Office Managers are required to keep track of several types of Correspondence- Including the following:

• Correspondence In (Contractor) • Correspondence Out (Contractor) • Correspondence In (Department) • Correspondence Out (Department) • Correspondence In (Other) • Correspondence Out (Other) • Letter of Transmittals • Confermemos • RFI’s (Request for Information)
•

Separate File should be set up for each along with a tracking sheet that goes on the inside cover of file on the left. Correspondence should be numbered in the order it is received and noted on the tracking sheet. It is VERY IMPORTANT to keep an accurate record.
114

Sample of Correspondence Tracking
3A CORRESPONDENCE- IN- TRACKING - CONTRACTOR (CN3874)
No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 DATE 12/20/01 01/02/02 01/10/02 01/10/02 02/06/02 02/08/02 02/25/02 02/27/02 04/05/02 04/10/02 04/16/02 04/17/02 04/25/02 05/17/02 06/11/02 06/12/02 06/20/02 07/23/02 TO MESA VERDE MESA VERDE EARLE SMITH EARLE SMITH NMSHTD NMSHTD MESA VERDE Agapito Quintana EARLE SMITH EARLE SMITH NMSHTD EARLE SMITH EARLE EARLE EARLE EARLE SMITH SMITH SMITH SMITH FROM NMSHTD NMSHTD MESA VERDE MESA VERDE MESA VERDE MESA VERDE NMSHTD SON HUFFMON/MVE CAL McNATT/MVE CAL McNATT/MVE MESA VERDE CAL McNATT/MVE CAL CAL CAL CAL McNATT/MVE McNATT/MVE McNATT/MVE McNATT/MVE SUBJECT NOTICE TO PROCEED NOTICE TO PROCEED, Revised AUTHORITY LEVELS THANK YOU FOR CONTRACT EEO DOCUMENTS EEO COMPLIANCE PACKAGE PURCHASE ORDER Traffic Control for Profilograph RECOVERING MILLINGS BASE COURSE ISSUES PROPOSAL BID FOR HW Y 2001 BID PRICE FOR COLD M ILLING REDUCTION IN COLD M ILLING BID PRICE PRICE REDUCTION ON PMBP SUMMARY OF DENSITY TESTS REQ. FOR EARLY ESTIM ATE CLARIFY LOCATION OF DENSITY TESTS PROOF OF PAYMENT FOR CHAMPS

EARLE SMITH SANDY GILILLAND

CAL McNATT/MVE BOBBIE GUTHRIE

115

-Planning Activity Codes for Diary
PLANNING ACTIVITIES
01 02 03 04 05 11 12 13 14 15 16 21 22 23 31 32 33 34 35 41 42 43 51 52 61 62 63 64 65 66 71 72 80 81 82 83 84 85 86 Roadw ay Layout Staking Cross Sectioning and Sloping Grade Control – Subgrade Urban Utility Inspection Earthw ork Inspection Box and Pipe Culvert Staking Box Culvert Inspection Pipe Inspection up to 762m m (30”) Pipe Inspection 914.4m m (36”) – 1371.6m m (54”) Pipe Inspection 1524m m (60”) -- 2133.6m m (84”) Pipe Inspection 2438.4m m (96”) and greater Aggregate Construction-Paving-Staking Untreated Aggregates C onstruction Inspection Roadw ay Treated Aggregate Construction Inspection Asphalt Paving Inspection Cold M illing Inspection Fabric R einforcem ent Inspection Heater Scarification Inspection Crack Sealing Inspection Portland C em ent Concrete Paving Inspection Joint Repair Inspection PCC Paving Unique Area Structure Staking Structure Inspection M iscellaneous Item Staking M iscellaneous Item Inspection Guardrail Inspection Fence Inspection Seeding Inspection Curb and Gutter Inspection Special Feature Staking Special Feature Inspection Technical O ffice W ork General Office W ork Project Supervision and M anagem ent Standby Travel Training, Supplies, and Equipm ent M aintenance Field Testing Lab

116

Weekly-Current Project Related
Weekly Activity Report Weekly Work Day Report- Calendar Day; Mandatory Completion Date; Dual Day Count Weekly Payrolls from Contractor and Subcontractors Lab Reports (when applicable) Weekly Overtime Request- Send to Management Analyst weekly Traffic Control Diaries from Contractor- Make Copy and place in Office Files. Verify Material Certification of Compliance Monitor and Verify Pay Items- Source Books and Sitemanager Weekly Project Meeting – Between Department and Contractor Update Road Construction Web Site- CARS at: http://www.carsprogram.org/nm/
117

-Weekly Activity Report
NEW M EXICO D EP AR TM EN T O F TR AN SPO RTATIO N
DISTRICT TW O W EEKLY ACTIVITY REPO RT
Crew 52-15, Carlsbad Ric A. Navarrette, S.M .
W EEK ENDING : 02/27/04
PR O JECT NO / C O N T R O L N O : PRO JECT T ERM INI: C O N T R AC T O R: D EP AR T M EN T LE AD: ST AT US O F W O RK:
Is progress of construction Satisfactory or Unsatisfactory? Explain if the progress of work is unsatisfactory. Is the project on tim e and budget per the Contractor’s Progress Schedule?

RED FL AG IT EM S:
Address issues that m ay generate phone calls or letters to the G eneral O ffice and/or District Office. Address issues that m ay result in claim s, penalties, im pacts on the contractor’s schedule or construction cost.

PR O JECT NO / C O N T R O L N O : PRO JECT T ERM INI: C O N T R AC T O R: D EP AR T M EN T LE AD: ST AT US O F W O RK:
Is progress of construction Satisfactory or Unsatisfactory? Explain if the progress of work is unsatisfactory. Is the project on tim e and budget per the Contractor’s Progress Schedule?

RED FL AG IT EM S:
Address issues that m ay generate phone calls or letters to the G eneral O ffice and/or District Office. Address issues that m ay result in claim s, penalties, im pacts on the contractor’s schedule or construction cost.

118

-Working Day
(Weather Work Day, Page 1 of 2)
WORKING DAY(WEATHER WORK DAYS) The time count associated with the Project manager’s diary should not begin until such time that the Contractor actually begins works, unless the date is after the Mandatory Date of Construction shown on the Notice to Proceed. The time count has to begin between the two dates shown on the Notice to Proceed. Use the Mandatory Date of Construction(no later than date) if the Contractor actually starts construction after the Mandatory Date of Construction. The Project Manager should note in his diary comments: the date the time count starts(WWD #1), if it is the Mandatory Date of Construction and/or if it is the Actual Start of Construction. Please note that from this date forward the Project manager must address each date in the Site Manager Diary until such time the project is substantially complete, the daily diary comments should reference the actual Weather Work Day Count to date. Each Saturday, Sunday and Holiday must be addressed, if the Contractor does not work, it should be noted in the diary comments, “Saturday, No Work Performed”, then the Project Manager needs to select “No Charge” and highlight “Saturday” on the corresponding “Credit Reason”. The Project Manager must address the “Charge Type” and “Credit Reason” for each date the Contractor does not work; weekends, holidays and/or weather related dates that no work is performed and a non-work date may be charged in accordance with the contract provisions. These “No Charge” dates should also be noted in the diary comments and a reason stated as to why a work day is not being charged.

119

-Working Day
(Weather Work Day, Page 2 of 2)
As mentioned above the Project Manager must address every day, whether or not actual work is performed, until the project is Substantially Complete. Once the Project Manager has deemed the Project as being Substantially Complete, then it should be duly noted in the diary comments and from that date forward, a “No Charge” type should be selected and the “Substantially Complete” Credit Reason should be highlighted. Once the project is Substantially Complete, the Project manager will have to address the Charge Type and highlight the Substantially Complete Reason Code for each Daily Work Report and/or Diary entry generated thereafter. This is only for the dates that a report and/or a diary are actually generated once the project is deemed Substantially Complete. Once the date has been determined to deem the project “Substantially Complete” and the time count stopped, then this date should be considered the “Completed Date”, enter this date on the “Notice of Construction Status”(Form A-1080) and forward to the District Audit Section. The Project Office should also document this date on the “Weekly Statement of Work Day” (Form C-109 ) . Again, it is crucial that the date match on all documents. KEY NOTES: Under this type of contract time, a minimum of two(2) “Notice of Construction Status”(Form A-1080) must be completed and forward to the District Audit Section. Submit one for the start of construction, the Mandatory Date of Construction or the date the Contractor actually begins works, whichever comes first. Submit another for the actual date that the Project is Substantially Complete. The Project Manager should clearly make reference to these milestones in his Diary Comments in Site manager on the corresponding dates. Additional notices will be required if the time count is suspended. The project office IS REQUIRED to submit a “Weekly Statement of Work Days”(Form C-109) 120

-Calendar Day (page 1 of 2)
CALENDAR DAY: Again, the time count associated with the Project manager’s diary should not begin until such time that the Contractor actually begins work, unless the date is after the Mandatory Date of Construction shown on the Notice to Proceed. Any dates prior to this shall be addressed as “No Charge”. On a Calendar Day basis, the Project Manager will be required to have a Diary entry for every day until such time the Project Manager deems the project Substantially Complete. A Diary entry is required for every day, whether or not any work is performed on the project, whether or not is a weekend or holiday. The Project Manager should keep a daily count of Calendar Days in the comments of his daily diary entries, (CD #55). Please remember that the default is for a date to be Charged for each entry, therefore the Charge Type will not have to be addressed until such time the project is deemed Substantially Complete. Once the project is Substantially Complete, the Project manager will have to address the Charge Type and highlight the “Substantially Complete” Reason Code for each Daily Work Report and/or Diary entry generated thereafter. This is only for the dates that a diary is actually generated once the project is deemed Substantially Complete. Once the date has been determined to deem the project “Substantially Complete” and the time count stopped, then this date should be considered the “Completed Date”, enter this date on the “Notice of Construction Status”(Form A-1080) and forward to the District Audit Section. The Project Office should also document this date on the “Weekly Statement of Work Day”( Form C-109 ) . Again, it is crucial that the date match on all documents.
121

-Calendar Day (page 2 of 2)
KEY NOTES: Under this type of contract time, a minimum of two(2) “Notice of Construction Status”(Form A-1080) must be completed and forward to the District Audit Section. Submit one for the start of construction, the Mandatory Date of Construction or the date the Contractor actually begins works, whichever comes first. Submit another for the actual date that the Project is Substantially Complete. The Project Manager should clearly make reference to these milestones in his Diary Comments in Site manager on the corresponding dates. Additional notices will be required if the time count is suspended. The project office IS REQUIRED to submit a “Weekly Statement of Work Days”(Form C-109)

122

-Mandatory Completion Date
(page 1 of 2)
MANDATORY COMPLETION DATE There is no actual time count associated with a specified mandatory completion date, but the time count associated with the Project manager’s diary should be addressed the same as a Calendar Day Count. The charged time in Site Manager should not begin until such time that the Contractor actually begins work, unless the date is after the Mandatory Date of Construction shown on the Notice to Proceed. Any dates prior to this shall be addressed as “No Charge”. Since, there is no actual time count associated with a specified mandatory completion date, the Project Office is not required to submit the “Weekly Statement of Work Days”. Although there is no actual time count associated with a specified mandatory completion date, the Project Manager will be required to have a Diary entry for every day until such time the Project Manager deems the project Substantially Complete. The Project manager is not required to maintain a day count in his daily diary comments, a Diary entry is required for every day, whether or not any work is performed on the project, whether or not it is a weekend or holiday. Once the project is Substantially Complete, the Project manager will have to address the Charge Type and highlight the “Substantially Complete” Reason Code for each Daily Work Report and/or Diary entry generated thereafter. This is only for the dates that a diary is actually generated once the project is deemed Substantially Complete. Once the date has been determined to deem the project “Substantially Complete” and the time count stopped, then this date should be considered the “Completed Date”, enter this date on the “Notice of Construction Status”(Form A-1080) and forward to the District Audit Section.
123

-Mandatory Completion Date
Key Notes (page 2 of 2)
KEY NOTES: Under this type of contract time, a minimum of two(2) “Notice of Construction Status”(Form A-1080) must be completed and forward to the District Audit Section. Submit one for the start of construction, the Mandatory Date of Construction or the date the Contractor actually begins work, whichever comes first. Submit another for the actual date that the Project is Substantially Complete. The Project Manager should clearly make reference to these milestones in his Diary Comments in Site manager on the corresponding dates. In most incidents the project office IS NOT REQUIRED to submit a “Weekly Statement of Work Days”(Form C-109), You will need to check the Spec’s for that Project to see what is required. “When the contract time is based on a specified mandatory completion date, work on the project shall be in Substantial Completion on the date specified in the contract. Only by mutual written agreement (Supplemental Agreement) shall the completion date be extended or amended except when the Department orders extra work.” There is no suspension of time associated with this type of contract time.
124

-Dual Day Count (page 1 of 4)
Dual Day Count

The Dual Day Count is not presently addressed in the Department’s Standard Specifications. If a project is designated as a “Dual Day Time Count” a “Notice to Contractor’s” will be included in the “Contract Documents” (Bid Package). Normally this notice will provide a “Contract Completion Date”, which is a Mandatory Physical Completion Date on which all work on the Contract shall be complete. Also provided will be a Calendar Day Count in which all work within the Roadway Prism shall be built to Substantial Completion. Normally the Contractor will be assessed only six(6) Calendar Days per Week. This Notice is a crucial document that is project specific and provides key information for the Project Manager and the Office Manager. Since there is no actual time count associated with a specified mandatory completion date, the time count associated with the Project Manager’s Diary should be used to track the Calendar Day Count associated with the work within the Roadway Prism.

125

-Dual Day Count (page 2 of 4)
The time count associated with the Project manager’s diary should not begin until such time that the Contractor actually begins works within the Roadway Prism, this is to be a date agreed upon by the Project Manager and the Contractor prior to the start of work within the Roadway Prism. Normally this is the date that traffic is impacted. Any dates prior to the start of the Roadway Prism Calendar Day count shall be addressed as “No Charge”. The Project Office should begin submitting the “Weekly Statement of Work Days”(Form C-109) at this time, to track the Roadway Prism Calendar Day Count, continuing until such time that the Project manager deems the work within the Roadway Prism is Substantially Complete. On a Calendar Day basis, the Project Manager will be required to have a Diary entry for every day until such time the work within the Roadway Prism is Substantially Complete.

126

-Dual Day Count (page 3 of 4)
Since the Contractor is normally charged only six(6) Calendar Days per week, the Project Manager will be required to address one(1) day per week as “No Charge” (normally Sunday). During this period a diary entry is required for every day, whether or not any work is performed on the project, whether or not it is a weekend or holiday, a “Charged” or “No Charge” day. Once the Project Manager has determined a completed date type, “No Charge” and highlight the substantially Complete Reason Code for each Diary entry generated thereafter. This is only for the dates that a Diary is actually generated once the project is deemed “Physically Complete”. There should be a Diary entry and comments for every Calendar Day between the start of construction date, any date outside the Roadway Prism tinme count shall be a “No Charge” day.
127

-Dual Day Count
(page 4 of 4, Keynotes)
KEY NOTES: Under this type of time, a minimum of four(4) “Notice of Construction Status”(Form A-1080) must be completed and forward to the District Audit Section. Submit one for the start of construction, the Mandatory Date of Construction or the date the Contractor actually begins works, whichever comes first. Submit another for the actual date that the Roadway Prism Time Counts starts. Submit another for the actual date that the Roadway Prism Time Count is complete. Submit another for the actual date that the Project is Physically Complete. The Project Manager should clearly make reference to these milestones in his Diary Comments in Site manager on the corresponding dates. It is noted that there is a minimum of four(4) notices required, additional ones will be required if the time count is for the Roadway Prism Completion time is suspended. There are no provisions for granting a suspension associated with the Contract Completion Date. Regardless of weather.

128

-Weekly Statement of Work Days
(FORM C-109) IS REQUIRED!!!

The project office IS REQUIRED to submit a “Weekly Statement of Work Days” (Form C-109) tracking the Calendar Days associated with the “Roadway Prism Day Count”, normally only six(6) calendar days are assessed per week.

It is crucial that the dates match on all documents and correspond to the days charged in SiteManager.
129

-Weekly Work Day Report
NEW MEXICO DEPARTMENT OF TRANSPORTATION WEEKLY STATEMENT OF WORK DAYS Project Number TPS-7500(24) CN: 7660

Contractor Surface Preparation Technologies, Inc. ---------------- ---------For the Period 07/27/03 Thru: Date Legend ---------------- ---------Sunday 07/27 SU --Monday 07/28 WD --Tuesday 07/29 WD --Wednesday 07/30 WD --Thursday 07/31 WD --Friday 08/01 WD Saturday 08/02 SA

08/02/03

16 17 18 19 20

WD USED THIS PERIOD : WD PREVIOUSLY COUNTED TOTAL WD COUNT TO DATE NUMBER OF WD ALLOWED: :

5 ---------15 20 ---------90 ----------

WORK DAYS REMAINING

:

70 ----------

Legend: Working Day = = WD Rain =R Snow = SN High Wind = HW Frozen Ground = GR Wet Ground = WG Cold =C Holiday =H

EARLE SMITH PROJECT MANAGER Remarks: Date Project Started: 7/7/03 Contract Time: 90 Working Days Estimated Work Day Completion Date: 11/12/03

Saturday Sunday

= SA = SU

130

-Weekly Work Day Report -Dual Day Count
Project Number: AC-NH-054-2(20)85 Contractor: James Hamilton Construction Company For the Period: Contract Completion Date: October 31, 2002 (227 Calendar Days from 3/19/02, to 10/31/02) Calendar Day Count until Contract Completion Date Actual Work Date Legend CD# Sunday 27-Oct NWD 223 Monday 28-Oct WD 224 Tuesday 29-Oct WD 225 Wednesday 30-Oct WD 226 Thursday 31-Oct WD 227 Friday 1-Nov NWD 0 Saturday 2-Nov NWD 0 CD USED THIS PERIOD : CD PREVIOUSLY COUNTED: TOTAL CD TO DATE: NUMBER OF CD ALLOWED: CD DAYS REMAINING : (Until Contract Completion Date) Legend: Work Conducted by Contractor = No Work Conducted by Contractor = Suspension = Partial Suspension = Roadway Prism Work Day= 7th Non-Assessed Roadway Prism WD = Rain = Snow = High Wind = Frozen Ground = Wet Ground = Cold = Holiday = 7 Roadway Prism Days Used this Period: 222 RW Prism Days Previously Counted: 227 Total RW Prism Day to Date: 227 Number of RW Prism Days Allowed: 0 RW Prism Days Remaining: WD NWD SUSPEN PSUSPEN RWPWD 7th R S HW GR WG C H 0 140 140 136 6 CN:3873 10/27/2002 Thru: 11/2/2002 Roadway Prism Completion Date: 140 Calandar Days Roadway Prism Day Count RW Prism Date Legend RWPWD # Sunday 27-Oct 7th 0 Monday 28-Oct RWPWD 137 Tuesday 29-Oct RWPWD 138 Wednesday 30-Oct RWPWD 139 Thursday 31-Oct RWPWD 140 Friday 1-Nov NWD 0 Saturday 2-Nov NWD 0

EARLE SMITH PROJECT MANAGER Remarks: Date Project Started: 3/19/2002

131

-Weekly Overtime Request
Overtime Justification: Continuation of Rumble Strip Project For WEEK of: August 2, 2003 thru August 8, 2003

EMPLOYEE(S)

CLASSIFICATION

CONTROL NUMBER

HOURS REQUESTED

Earle Smith

Project Manager

7660

10

Donna Danley

HET II

7660

10

Sandra Gililland

HET I

7660

10

Lawrence Gonzales

HET III

7600

10

Lynn Rogers

HET II

7660

10

PAY PERIOD ENDING Earle P. Smith Requestor

8/15/2003

Total Hours Requested L or r ain e Cr an e , Authorized Official M A

50

Division Director

132

-Weekly Project Meeting
(Department and Contractor)
WEEKLY PROJECT MEETING
Project Name: US 54, Dog Canyon to Jct. Of US 70 Project No.: CN: 3230, AC-TC-(MIP)-054-1(26)56 Meeting Date: Location: Attendance: Name/Organization W.W. Construction Inc. Name/Organization NMSH&TD

UNFINISHED BUSINESS By Contractor

Comments: UNFINISHED BUSINESS By NMSH&TD

Comments:

133

Weekly-Routine Office DutiesWeekly Update to Crew Roster on the P-drive: P-drive, Crew Roster, your Org Number (file is set up for each org) Monitor Weekly NMDOT Payroll-including accuracy of Time and Attendance and Per Diem Input. Time Sheets
134

-Crew Roster
(Includes: Org #, E#, Title, Radio Call #, Status, Badge, Vehicle FA, Vehicle Description, Radio FA, Radio Serial #, and Lap Top FA)

District 2 Crew & Equipment Roster Date: October 10, 2003
ORG # 5218 5218 5218 5218 5218 Employee Smith, Earle Danley, Donna Gililland, Sandra Henthorn, Stephen E# 40281 41648 41675 39996 Title
SM-2 CET-O CET-B CET-A CET-A

Crew: 5218
LAPTOP FA
4189L 1728L 4209-L

R Call
2648 2755 2785 2653 2655

Status
PERM PERM PERM PERM PERM

Badge
YES YES NO YES Yes

VEH FA
03-16609 03-13699

VEH Desc.
2002 Chevy Tahoe 2000 Ford F-150

RA FA
18745 9230

RA S/N
172617 277148

Gonzales, Lawrence 35888

03-37488

1999 Dodge Ram

34183 18792

179947 176867

1727-L 1691-L

03-37018 1998 Chevy ½ Ton PU

Red = On loan or transferred to another crew or is non-Highway employee

135

-Time Sheet
TIME SHEET FOR CREW 52-18 WEEK 1 07/07/01 EMP. # 40281 NAME EARLE SMITH Per Diem (ORGAN) 35776 GARY CHAVEZ Per Diem 35826 (ROSWELL) SATURDAY 07/08/01 SUNDAY 07/09/01 07/10/01 07/11/01 07/12/01 07/13/01 MONDAY TUESDAY WEDNESDAYTHURSDAY FRIDAY

ROY WILKINSON Per Diem (CARLSBAD)

38345

AGAPITO QUINTANA Per Diem (ROSWELL)

41648

DONNA DANLEY LA LUZ

41659

FREDDY LEAL TULAROSA WEEK 2

07/14/01 EMP. # 40281 NAME EARLE SMITH Per Diem (ORGAN) 35776 GARY CHAVEZ Per Diem 35826 (ROSWELL) SATURDAY

07/15/01 SUNDAY

07/16/01

07/17/01

07/18/01

07/19/01

07/20/01

MONDAY TUESDAY WEDNESDAYTHURSDAY FRIDAY

ROY WILKINSON Per Diem (CARLSBAD)

38345

AGAPITO QUINTANA Per Diem (ROSWELL)

41648

DONNA DANLEY LA LUZ

41659

FREDDY LEAL

136

Monthly- Current Project RelatedMaterial Certifications from Contractor Monthly Cash Flows-Use of Progress Schedule SuggestedDue 5th of Month Monthly Estimates-Date determined at Pre-Con between Contractor and Project Manager Monthly Water Report from Contractor to PM (If applicable) Lab Reports (when applicable)- Use Forms from folder on Conshare Drive Verify Inspectors source book entries and calculations Monthly sign in and out sheet for Nuclear Densometer.
137

-Material Certification
Verifying Material Certification is a very important step that needs to taken before quantities should be paid on a Estimate. Spreadsheets can be utilized to make the process simpler and more convenient to track material being used on the project.

138

-Monthly Cash Flow
CASH FLOW REPORT Aug-02 CONTROL NO. PROJECT PROJECT MANAGER LOCATION CONTRACTOR (Original) CONTRACT AMOUNT (Current) CONTRACT AMOUNT GRT @ 5.375% TOTAL (Current Contract Plus GRT) LESS PREVIOUSLY PAID REMAINING CONTRACT AMOUNT LETTING DATE 85.44% 2002 JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER Federal Funds including GRT $694,059.16 $312,373.08 $434,620.63 $593,894.08 $632,162.65 14.56% State Match and State Funds including GRT

– (Due by 5th)
3042 SP-054-2(206)101 EARLE SMITH US 54 MP 101.4 - 119.1 Hamilton Construction Company

$2,962,388.63

$2,962,388.63 $159,228.39 $3,121,617.02 $ 812,335.16 $2,309,281.86 5/17/2002

TOTAL $812,335.16 $365,605.17 $508,685.19 $695,100.75 $739,890.75

BALANCE $2,309,281.86 $1,943,676.69 $1,434,991.50 $739,890.75 $0.00

$118,276.00 $53,232.09 $74,064.56 $101,206.67 $107,728.10

CURRENT PAYMENT AMOUNT PROJECTED DEVIATION

$ $

812,335.16 832,456.23 -2.42%

REASON FOR DEVIATION:

Pay stockpile pmt, mobilization, and traffic control.

139

-Monthly Water Report from Contractor to PM
Basin Supervisor State Engineer Office 1900 West Second St. Roswell, New Mexico 88201 Dear Sir: In accordance with the State Engineer regulation, which requires that monthly reports of meter readings be submitted on or before the 10th day of each month, the following information is submitted: 1. File No. Name: Address: WELL DESCRIPTION S.E. File No. Location: Subdv. 3. TOTALIZING METER Serial No. Make 4. READING Date: Quantity of water used 5. REMARKS: Reading Quarter, 20 , Units Multiplier Sec. Company Well No. Twp. Rge. Date:

2.

By: INSTRUCTIONS: (1)and (2) self explanatory. (3) Description of meter, including multiplier or constant by which reading must be multiplied to obtain actual quantity of water. Units refer to acre, feet, gallons, barrels, etc. (4) Reading of figures on the meter and amount obtained by multiplying reading by multiplier. (5) Under Remarks, give any pertinent information such as reading and date of installation of meter if a first report, information concerning repair of meter and dates out of service, etc. FILE NO. LOCATION NO.

140

-Lab Reports
Use Lab reports from Conshare-Drive; \\hoflsv02\consharecb Contact Construction Bureau for QC/QA Reports for each Project. Profilograph- Smoothness
141

-Nuclear Densometers Storage Inventory
MONTH_______ DISTRICT II YEAR _________

STORAGE INVENTORY Nuclear Densometers
1.) 2.) Utilization Logs must be completed after each days usage. Insure all necessary equipment is included for testing: stand, plate, battery, Log Book, signing, and locks,
F.A. NO. DATE TIME OUT TIME IN LOCATION

REMINDER:

DENSOMETER SN

THIS FORM MUST BE ATTACHED TO THE STORAGE DOOR THIS FORM TO BE COMPLETED AND RETURNED TO THE DISTRICT LAB THE FIRST OF EACH MONTH

PROJECT MANAGER

DISTRICT LAB SUPERVISOR

142

-Nuclear Densometer Utilization Log
(Copy needs to be sent to District Lab Monthly)
7/16/2003

New Mexico Department of Transportation District 2

MOISTURE/DENSITY GAUGE UTILIZATION LOG
1) Gauge S/N 4) Project Manager: 6) Person Delivering Mete 2) Gauge F/ 3) Date of Issue 5) Factory Standard Counts (F.S.C.): Dens. (D) Factory Standard Counts (F.S.C.): Moist. (M)

± ± To
TEST #40 TEST #4M AVERAGE AVERAGE

Allowable Deviation = F.S.C. ± 1.96 √F.S.C Density
DATE TIME OUT TIME IN OPERATOR DENSITY*

To
TEST #10 TEST #20 TEST #2M

Moisture
TEST #30 TEST #3M

NO. TESTS COMMENTS

MOISTURE* TEST #1M
DENSITY

No.

Comments:

MOISTURE DENSITY

No.

Comments:

MOISTURE DENSITY

No.

Comments:

MOISTURE DENSITY

No.

Comments:

MOISTURE DENSITY

No.

Comments:

MOISTURE DENSITY

No.

Comments:

MOISTURE DENSITY

No.

Comments:

MOISTURE DENSITY

No.

Comments:

MOISTURE

* Standardization Test Results

143

Monthly – Routine Office DutiesVehicle ReportsEquipment Usage and Preventive Maintenance – Due to District Shop by the 5th of the Month

144

Monthly- Due 5th of Month to District Shop -Vehicle Reports- Equipment Usage
New Mexico Department of Transportation

EQUIPMENT USAGE REPORT
EQ UIP MENT O RG . CO DE P ERIO D ENDING MO NTH AND Y EAR

May-02

02
(DIS TRICT )

52-18
TRAVEL FROM TO MILEAGE BEGIN END DAILY MILES
HOURLY EQUIP

DATE MO/DAY

ORG. NUMBER OBJ.

SUB OBJECT ACTIVITY PROJECT CODE

TIME USED*

1-May 2-May 3-May 6-May 7-May 8-May 9-May 23-May 28-May 29-May 30-May 31-May

TULIE 3874 TULIE Roswell,return TULIE 3874 TULIE 3874 TULIE 3874 TULIE 3874 TULIE Body Masters Body Masters Project Office TULIE 3874 TULIE Orogrande TULIE 3874 TULIE Orogrande

70898 70916 71135 71172 71191 71209 71257 71267 71277 71296 71400 71433

70916 71135 71172 71191 71209 71257 71267 71277 71296 71400 71433 71529

0 0 0 0
* REPORT TO THE NEAREST TENTH OF AN HOUR

0

18 219 37 19 18 48 10 10 19 104 33 96 0 0 0 0 0 0 0 0 0 0 0
TOTAL MILEAGE
TOTAL HOURS

52-18 52-18 52-18 52-18 52-18 52-18 52-18 52-18 52-18 52-18 52-18 52-18

0028 0028 0028 0028 0028 0028 0028 0028 0028 0028 0028 0028

10 10 10 10 10 10 10 10 10 10 10 10

000P 000P 000P 000P 000P 000P 000P 000P 000P 000P 000P 000P

03784QBK 03784QBK 03784QBK 03784QBK 03784QBK 03784QBK 03784QBK 03784QBK 03784QBK 03784QBK 03784QBK 03784QBK

SUB ORG. OBJ. OBJECT ACTIVITY PROJECT CODE

SUMMARY
SUPERVISOR SIGNATURE ENGINE HOURS BEGIN CHECKED FOR ACCOUNTING BY

631
END

52-18

0028

10

000P

03784QBK

Distribution: White- G.O. Rec ords Yellow- D.O. or G/O. Sec tion Pink- Originator

145

Monthly- Due 5th of Month to District Equipment Manager

-Vehicle Reports- Preventive Maintenance
Form No. M- 264 Rev. 3/99

New Mexico Department of Transportation

PREVENTIVE MAINTENANCE REPORT
(Autos & Pickups)
CODES

FA No.: Begin Mileage Org. Code: End Mileage Month & Year:
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

0 X ?

Need Repair Meets Required Standards Not Required on this Equip. Number of Quarts, if Added

CHECK OR DO

**DAILY**
Walkaround Inspec tion Lights & Mirrors Glass & wipers Tires Engine Warm Up Brakes Horn Clean Interior

x x x x x x x x

x x x x x x x x x x x x x x x x

x x x x x x x x x x x x x x x

x x x x x x x x x x x x x x x x

x x x x x x x x x x x x x x x x x x x

x x x x x x x x x x x x x x x x x x x x x x x x x x x

x x x x x x x x

x x x x x x x x x x x

x x x x x x x x

x x x x x x x x

x x x x x x x x

x x x x x x x x

x x x x x x x x x x x

x x x x x x x x

x x x x x x x x

x x x x x x x x

x x x x x x x x x x x

**AT EACH REFUEL INTERVAL**
Engine Oil Level Collant Level Belts

**MONTHLY**
Auto. Trans. Fluid Level Power Steering Fluid Level Battery Air Cleaner Element

Operator's Initials
I hereby certify that the preventive maintenanc e indicated was performed.

SPECIAL PROBLEMS SUPERVISOR DATE PROBLEM (Repairs Needed, etc.) INITIALS ACTION TAKEN

SERVICING COMPLETED DATE MI/HR ITEMS USED (Oil,Filters, etc.) AMOUNT (Qts.,No.,etc.) ITEM TYPE (10-W-30, ect.) SERVICED BY E EMPLOYEE'S SIGNATURE

146

Progress PaymentsMonthly Estimates- generate within 3 work days of agreed monthly date between Department and Contractor GRT Worksheet- Tax rates change every 6 months, New rates can be found on Internet at: http://www.state.nm.us/tax/pubs/gr_rates_jul_04.pdf – GRT worksheet must be submitted with signed Estimate to District Audit (don’t forget to include any Stockpile Payments or Adjustments when figuring the GRT). If Estimate is signed Electronically by the Contractorcopy of unsigned Estimate needs to forwarded with GRT worksheet to District Audit. Verify Source Books- Daily, weekly, monthly before payment is made to Contractor. Verify that all Certifications are in for Material being paid for. Utilize a Material Certification Check off List. Stockpile Payment Champs- Ensure verifications of Monthly Submittals.
147

-Info Needed to Generate Estimate
***You will use SiteManager, Infomaker Reports, and GRT Excel Worksheet. ***Ensure that all items to be paid have been recorded in the proper Source Book and that entries have been paid in SiteManager. You can check the payments from a couple of programs. The Installed Work Report from SiteManager or Final Quantity Report from Infomaker. ***Verify that all Material Certifications have been received for Quantities to be Paid. ***Correct GRT Tax Rate ***GRT Worksheet ***Stockpile Payment Worksheet from Infomaker or spreadsheet developed to keep track of Stockpile Quantities. ***Are there any Adjustments? ***Paid to Date Summary
148

Estimate Discrepancies
REM INDERS FO R P RO JECT M ANAG ERS AND OFFICE PERSO NNEL Estim ate Discrepancies There are six types of discrepancies that are associated with an E stim ate. a. Overrun Discrepancy b. M aterial Test Discrepancy c. Payroll Certification Discrepancy d. Milestone and Contract Com pletion Discrepancy e. Checklist Event Discrepancy and f. DBE Com pliance Discrepancy These discrepancies are of two levels; a. Estim ate Lev el b. Item Lev el (Contract item with installed quantities for the E stim ate period.) O r, if there is a deficiency in testing requirem ents or overrun situations, the discrepancies are associated with the line item . The "Estim ate Discrepancy" will be listed at the top of the panel and item discrepancies will be listed after them . The Status field values will be either "UNRES O LVED" O R "OV ERRIDE ". W hen "Identify Discrepancy Function" is requested by "REFRESH" choice (or by G enerate Estim ate process) the discrepancy is re-determ ined. It is up to the P roject M anager to resolve discrepancies either at estim ate tim e or at the end of the project. The Final Estim ate can not be generated until all discrepancies are taken care of. If you need help please contact A udit, so that this can be taken care of instead of waiting till the end of the project.

149

-Step-by-Step Estimate Generation
Crew 52-18 Estimate Generation, Step-by-Step February 23, 2004
ADDITIONAL HELPFUL HINTS
Steps to Print out, “Listing of Estimate by Category” 1) Select My Computer, Double Click 2) Select G-Drive. 3) Select Infomaker Reports 4) Select Tot PD to Date Rpt 5) Select top-left Tree ICON 6) Select, “r_new_mexico_est_catg_rpt2” 7) Select Magnifying Glass ICON 8) Enter Contract ID: 0000XXXX 9) Enter Estimate Nbr. 000X 10) Print Report Steps to Print out, “Total Paid to Date Report” 1) Select My Computer, Double Click 2) Select G-Drive. 3) Select Infomaker Reports 4) Select Tot PD to Date Rpt 5) Select 2nd row, bottom-left ICON 6) Enter criteria: 0000XXXX 7) Select , “OK” 8) Select Design 9) Select Zoom 10) In write-in block, erase 100%. Enter 75%. 11) Print report Steps to Re-Print Estimate 1) Select SiteManager Contract Payment 2) Select Process List 3) Double Click Summary to Contactor 4) Choose Estimate and Contract Number 5) Click on Parameters 6) Check Mark “Generate Online” and click OK

1) Enter pay items in daily in Site Manager 2) P.M. needs to approve the Daily in the P.M. Diary 3) Print Infomaker and Installed Quantity Paid to Date Reports and/or listing of Estimate Payment by Category. (See procedure list) 4) Complete Stockpile Payment in Site Manager 5) Complete GRT Tax Worksheet. Print worksheet. 6) Select Diary, Un-approve the last daily, Save. 7) Open last daily report. 8) Pay GRT calculated from the worksheet. 9) Select Diary, Approve the Daily with the GRT entry, Save. 10) If there are any discrepancies, SM will prompt you to explain. Must be resolved. 11) Select Contractor payments, Estimate, Select Generate Estimate, Double Click on Project #, Select the End Date for the estimate, Select Generate Estimate ICON. 12) Select Contractor Payments, Select Process List. Click on Running Man, that gives you a list-select Contract & Estimate, click on Parameters, then Generate On Line, then Submit. Click View then click Size icon and select smallest. Click print icon then Close Window, Close Process. 13) Review Estimate for accuracy. 14) Assemble Estimate: • Estimate Print-out. • GRT Worksheet • Stockpile Worksheet printed from SM • Materials Certificate of Compliance verified for items paid. • Progress Payment Report by Item/Category. • Copy of Brenda Luna’s e-mail accepting the CHAMP file for the estimate. • Copy of Infomaker Total Paid to Date Report for the project.

7) Click Submit 8) On top tool bar- Choose Services and click Process Status 9) Click on RCPCSUM Complete 10) Double Click on Output.html 11) On top tool bar- Choose View, Text and choose small or smallest 12) Print

150

Estimate Info to Audit
Each estimate that is sent into Audit for processing should have the following information attached: a. Champs information if available (estimates will not be processed unless champs is received, unless no one is available to approve champs at the GO). b. Insurance expiration date written on the estimate c. GRT Worksheet (to include any contract adjustment + or -, or retainage held or paid). If corrections for GRT are being made then it needs to be noted why and which estimate is being corrected. d. Stockpile worksheet for all items. e. Certification of Materials (Audit will pass on to the lab). (By Summary Sheet or letter from the Contractor, if called for in the Contract) f. Release from the Surety at 95% of work completed, without GRT g. If the contractor approves an estimate electronically please attach a hard copy to the estimate. h. Please e-mail Audit when a electronic estimate is ready to be processed. i. Updated cash flow report that Audit will use for the cash flow report. Audit will be reviewing the estimates as they come into the office. Audit will then pull an under and over report, if an item is over 25%, it will be indicated on the PM's copy of the estimate that a change order is needed.
151

Monthly Estimate
Page 1 and Page 2
Rpt-ID: RCPCSUM1 User: NEW MEXICO DEPARTMENT OF TRANSPORTATION Estimate Summary to Contractor Vendor ID: 5365262 Contract ID: 00001245 Vendor Name: W.W.C., Inc. Estimate Number: 0002 Pay Period: 11/26/2003 to: 12/23/2003 Date: 12/23/2003

Project Number: 01245 Line Item Number Category Number Item Code / Description 0020 0001 203000 $ Unit Price 5.000 Qty This Est Units $ Quantity Paid 98,895.00 $ Cumulative Amount 98,895.00 19,779.000 m3

UNCLASSIFIED EXCAVATION 0360 0001 603200 SILT FENCE 0470 0001 621000 MOBILIZATION 0530 0002 702610 $ 25,000.000 3.000 EACH $ 75,000.00 $ 75,000.00 $ 900,000.000 0.250 LS $ 225,000.00 $ 225,000.00 $ 6.000 102.900 m $ 617.40 $ 617.40

Contract Location: NM 48, NM 532 to NM 37 for 6.580 km.

Time Allowed: Time Charged: Percent Time:

561.0 days 58.0 days 10.34 %

PORTABLE CHANGEABLE MESSAGE SIGN 0540 0002 702800 TRAFFIC CONTROL PLAN 0690 0004 622100 $ 15,000.000 1.000 EACH $ 15,000.00 $ 15,000.00 $ 700,000.000 0.026 LS $ 18,200.00 $ 18,200.00

Contractor: W.W.C., Inc. 1000 Gabaldon Road, N.W. Albuquerque, NM 87104 Phone: 505.247.9336 Date Let: Date Awarded: Date Contract Executed: Date Notice to Proceed: Date Work Began: Date Time Stopped: Date Accepted: Escrow Agent: Surety Co: American Home Assurance Co. Estimate Paid: NO Counties: Lincoln Project Number 01245 PCT 100.00 Fed State Project Number MGS-0048(16)09 8,921,595.25 8,921,595.25 10.16 % Total to Date Participating Non-Participating Total Earnings Stockpiled Materials Gross Earnings Retainage Escrow Amount Securities Encumbered Net Earnings Liquidated Damages Incentives Disincentives Fuel Adjustment Bituminous Adjustment Autopay Adjustment Amount Due Other Adjustments Payments $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 774,201.59 $ 131,933.21 $ 906,134.80 $ 0.00 $ 906,134.80 $ 0.00 $ 0.00 $ 0.00 $ 906,134.80 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 906,134.80 $ 0.00 $ 906,134.80 $ Prev to Date 372,375.82 $ 63,457.29 $ 435,833.11 $ 0.00 $ 435,833.11 $ 0.00 $ 0.00 $ 0.00 $ 435,833.11 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 435,833.11 $ 0.00 $ 435,833.11 $ This Estimate 401,825.77 68,475.92 470,301.69 0.00 470,301.69 0.00 0.00 0.00 470,301.69 0.00 0.00 0.00 0.00 0.00 0.00 470,301.69 0.00 470,301.69 Roadway Reconstruction Description 1 08/22/2003 09/05/2003 09/24/2003 10/24/2003 10/24/2003 00/00/0000 00/00/0000

SUPPLEMENTAL FIELD LAB 0720 0004 801000 $ 160,000.000 0.085 LS $ 13,600.00 $ 13,600.00

CONSTRUCTION STAKING BY THE CONTRACTOR 9000 9000 940020 GRT 9001 9001 940040 GRT Project Current Amount Contract Current Amount $ $ 470,301.69 $ 470,301.69 $ 470,301.69 470,301.69 $ 1.000 1,537.250 EACH $ 1,537.25 $ 1,537.25 $ 1.000 22,452.040 EACH $ 22,452.04 $ 22,452.04

Current Contract Amount $ Original Contract Amount $ Percent Complete

Approved for Payment By: ______________________________________ Date: __________

152

-GRT Worksheet(Don’t forget to include any Stockpile Payment or Adjustments)
GROSS RECEIPTS TAX WORKSHEET
Project No. City: County: 9000 Category No. 0001 0003 Tax Rate 0.053750 0.053750 This Payment $ 1,537,743.54 $ 14,325.26 $ $ Tax Total 82,653.72 769.98 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Stockpile Payment

SP-054-2(206)101

CN:3042 Period End: November 3, 2002

Contract No. EX03042 City: County: Lincoln 9001 Job No. 0002

James Hamilton Construction Company

Lincoln

Estimate No.

4

Estimate No. This Payment 32,610.00

4 Tax Total 1,752.79 0.00

Tax Rate 0.053750

0.053750 This Payment

$ $

(758,515.52) $ 793,553.28 $ Use

(40,770.21) $42,653.49 103,112.29 $145,765.78 $42,653.49 This Payment $ 32,610.00 $ Use $1,752.79 3,294.35 $5,047.14 $1,752.79

Plus Tax Previously Rpt'd. Total GRT To Date

Plus Tax Previously Rpt'd. Total GRT To Date

City: County: Lincoln Category No. Tax Rate Estimate No. 4 This Payment Tax Total

City: County: Lincoln Job No. Tax Rate Estimate No. 4 This Payment Tax Total

This Payment Total GRT To Date

$0.00

$0.00

This Payment Total GRT To Date

$0.00

$0.00 0.00 $0.00

Plus Tax Previously Rpt'd. Use Estimate No: 4 Work Paid: $ Total GRT: 826,163.28 $44,406.28 Use $0.00

Plus Tax Previously Rpt'd. Use

$0.00

Total Payment

$

826,163.28

153

-GRT –Tax Table for each County
<http://www.state.nm.us/tax/pubs/gr_rates_jul_04.pdf >

154

-Stockpile Payment
WORK SHEET FOR STOCKPILE PAYMENT Project Number Cn: XXXX EXAMPLES Invoiced Material Paid at 0.95% of invoiced price not to exceed the unit bid price including all hardware Invoice price pipe 0002 570024 24" culvert pipe $ 12,500.00 $ Invoice price bands 1,200.00 Bid Quantity 45000 Bid Quantity 34160 Bituminous Material 6130 Hydrated Lime 1040 Aggregate Only 26990 $ Invoice price bolts 250.00 total $ 13,950.00 Lin Ft 450 $ Invoice Price per lin ft 31.00 $ 0.95% of invoice price 29.45 XXX-XXX-XXX-XXX Estimate No.______ Sheet____of_______

Stockpile pay factor Untreated Material 0001 304000 0.75% Base Course Stockpile pay factor Asphalt Treated Material 0001 Note Item Category 0001 0001 0002 Number 401660 304000 570024 Item Description P.M.B.P. SP-III Base Course 24" culvert pipe 401660 0.60% P.M.B.P. SP-III

Combine stockpile and paid quantities shall not exceed bid quantity Bid Pay-Unit tons tons Lin Ft Quantity 26990 45000 1200 $ $ $ Bid Price 20.50 11.50 50.00 Stockpile Unit-price $ $ $ 12.30 8.63 29.45 Stockpile Quantity 9999 22000 450 $ $ $ Stockpile Amount 122,987.70 189,750.00 13,252.50 Paid o Quantity 1000 5000 130

155

Duties that May VaryCurrent Project RelatedChange Orders (when applicable, see Office Manager Procedure Manual for how to) Cost Reduction Proposal Summary of Cost Reduction Proposal for Determination of Merit Notice of Construction Status, Send to Audit –Form A-1080 (Date Construction Suspended and Resumed if Project is Suspended) DB Report Verification and/or Completion –found in Contract Book on Bid Form Notice of Nuclear Storage- Proper Signage on Storage Area should include “CAUTION RADIOACTIVE MATERIAL”, “NOTICE TO EMPLOYEE”, and “NOTICE TO FIREMEN” Sign in and Out Sheet for Nuclear Densometer to be sent to District Lab Monthly. Notice to Fire Department Nuclear Densometer Transfers- Notice of Storage/Fire Department required when transferring in or out. RFI- Request for Information Letter of Transmittal Confermemo Correspondence Tracking Payroll / Fringe Tracking along with Contractors and Subcontractors Payroll Check
156

Change Order Header
(Needs to be included with Change Order when sent to Audit)
CHANGE ORDER HEADER
(This shall be included with the Change Order)

157

Change Order
E X A M P LE O F A C H A N G E O R D E R

158

Change Order Status Tracking
CN 3230 - CHANGE ORDER STATUS
CO #
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39

DESCRIPTION

+/- DAYS
0 16 0 0 0 0 0 5 20 22 0 0 0 0 0 25 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

CO AMOUNT
$201,318.00 $0.00 $0.00 $2,406.00 $1,415.24 $38,359.40 $98,721.00 $0.00 $73,675.00 $0.00 $23,400.00 $992.86 $0.00 $3,560.00 $0.00 $0.00 $1,625.00 $308,428.10 ($3,237.31) $0.00 $5,525.73 ($27,748.00) $400.00 ($173,070.38) $4,713.19 ($58,413.16) ($41,082.42) $69,668.01 $7,933.32 ($35,045.84) $210,560.68 ($15,771.95) $459,598.35 ($17,132.76) $0.00 $532,080.53 ($15,975.00) $12,776.19 $115,573.00

STATUS
Approved 10/27/00 Approved 10/27/00 Approved 03/26/01 Approved 03/23/01 Approved 12/18/00 Approved 01/08/01 Approved 01/12/01 Approved 02/01/01 Approved 03/02/01 Approved 03/05/01 Approved 07/20/01 Approved 04/11/01 Approved 04/16/01 Approved 07/20/01 Approved 06/18/01 Approved 06/18/01 Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved 09/17/01 08/15/01 10/31/01 06/17/02 11/01/01 12/12/01 11/30/01 01/18/02 12/06/01 01/18/02 01/18/02 03/01/02 03/22/02 05/06/02 02/04/02 02/06/02 11/08/02 05/31/02 06/17/02 09/23/02 10/18/02 11/0802 06/30/03

Plan Quantity of Borrow increased due to profile grades being raised. Increase workdays due to Designer's change in profile grade. Delete Special Provisions fro Dense Graded PMBP Add Construction Striping and Delete Street Light. Add Partnering Agreement Add/Delete Curb & Gutter. Add Cold Millings and Mobilization. Add/Delete Cattle Guards. Add Gates. Add workdays due to grade changes Culverts 12, 13, and 14. Increase Plan Qty. of Unclassified Excavation due to low R-Value. Add workdays for additional 11 Cattle Guards and 19 Gates. Add 13 each Guard Rail End Sections to provide cross-over. Add removal of median Curb & Gutter to provide cross-over. Elimination of Asphalt Content as a QC/QA pay factor Add 2 each Median Drop Inlets. Increase Plan Qty. of Class A Seeding. Delete Class D and Steep Slope Seeding. Increase workdays for Frontage Road Extensions, Cattle Guard Extensions, Curb & Gutter Replacement Delete/Add Curb & Gutter. Add Mill & Inlay and OGFC. Adjust Items to Final Quantity. Items created on incorrect spec year. Increase Quantities for Permanent Signing. Deletion of Items not used. To Establish 450 mm Culvert Pipe End Section. Adjust Items to Final Quantity. Adjust Items to Final Quantity. Adjust Items to Final Quantity. Adjust Items to Final Quantity. Adjust Items to Final Quantity. Adjust Items to Final Quantity. Incentive and Disincentive Payments Adjust Items to Final Quantity. Adjust Items to Final Quantity. Adjust Items to Final Quantity. Adjust Items to Final Quantity. Items created on incorrect spec year. Settlement of Claim #1 Delete Temporary Soil Stabilant Unclassified Ex Final Adjustment Settlement of Claim #2 (Pit Relocation)

TOTALS:

88

$1,785,252.78 ADDED BY CHANGE ORDERS $6,953,946.80 $8,739,199.58

Initial Contract Amount: REVISED CONTRACT AMOUNT(Including Change Orders):

159

- CO Prior Approval Form A-1090
A-1090 Rev 2/04

AUTHORIZATION TO PROCEED WITH WORK PENDING SUBMISSION OF CONTRACT CHANGE ORDER
Project No. District: Change Order No. Requested By: Proposed Change: Control No. County: Amount: Date:

Reason for Change:

Time Extension: Approved by ___________________________________ FHWA Area Engineer (Federal Oversight) Or Approved by___________________________________ Const. Liaison Engineer (State Oversight) Date: __________________

Date:___________________

160

Quick Reference Guide for FIELD SHEET Change Order Approval Levels
(Field Sheet will go no further than the DE)
New Change Order Approval Rules Quick Reference Guide District Two August 2003 Supersedes March 2003 FIELD SHEET - Federal Oversight Projects - Overrun/Underrun - With all items at/below 999 Percent Change. Approval Levels Project Manager • Contractor • Project Manager Project Manager Mary Miller • Engineer Audit Supervisor Ralph Meeks (West) Paul Zagone (East) • Assistant District Engineer Gary Shubert • District Engineer Gary Shubert • FHWA Area Engineer ........................................................................................................................................................... FIELD SHEET - Federal Oversight Projects - Overrun/Underrun - With any item exceeding 999 Percent Change (Example: ALL adjusting GRT Field Sheets), or if an existing contract item is added to another category, which will result in selecting Extra Work, thus defaulting to Supplemental Agreement approval rules. Note: Contact District Audit Supervisor to apply Override Approval Rules Approval Levels - After Override Approval Rules have been selected Project Manager • Project Manager Mary Miller • Engineer Audit Supervisor Ralph Meeks (West) Paul Zagone (East) • Assistant District Engineer Gary Shubert • District Engineer Gary Shubert • FHWA Area Engineer ........................................................................................................................................................... FIELD SHEET - State Oversight Projects - Overrun/Underrun - With all items at/below 999 Percent Change. Approval Levels • Contractor Project Manager Project Manager • Project Manager Mary Miller • Engineer Audit Supervisor Ralph Meeks (West) Paul Zagone (East) • Assistant District Engineer Gary Shubert • District Engineer ........................................................................................................................................................... FIELD SHEET - State Oversight Projects - Overrun/Underrun - With any item exceeding 999 Percent Change (Example: ALL adjusting GRT Field Sheets), or if an existing contract item is added to another category, which will result in selecting Extra Work, thus defaulting to Supplemental Agreement approval rules. Note: Contact District Audit Supervisor to apply Override Approval Rules Approval Levels - After Override Approval Rules have been selected • Project Manager Project Manager Mary Miller • Engineer Audit Supervisor Ralph Meeks (West) Paul Zagone (East) • Assistant District Engineer District Engineer Gary Shubert

161

Quick Reference Guide for SUPPLEMENTAL SHEET Change Order Approval Levels
New Change Order Approval Rules Quick Reference Guide August 2003 Supersedes March 2003 >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> SUPPLEMENTAL AGREEMENT - Federal Oversight Projects - Extra Work, *Time Adjustment, Force Account, Zero Dollar, with all items at/below 999 Percent Change. Approval Levels • Contractor (Contractor's Signature required) • Project Manager • Engineer Audit Supervisor • Assistant District Engineer • District Engineer • Construction Liaison Engineer • * State Construction Engineer • FHWA Area Engineer
New Change Order Approval Rules Quick Reference Guide August 2003 Supersedes March 2003 >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> SUPPLEMENTAL AGREEMENT - Federal Oversight Projects - Extra Work, *Time Adjustment, Force Account, Zero Dollar, Deleting an item with overrun/underrun function selected, or with any item over 999 Percent Change. Approval Levels • Contractor required) • Project Manager • Engineer Audit Supervisor • Assistant District Engineer • District Engineer • Construction Liaison Engineer • * State Construction Engineer • FHWA Area Engineer

Project Manager (Unless Contractor has access) (Contractor's Signature Project Manager Mary Miller Ralph Meeks(West) Paul Zagone (East) Gary Shubert Betty Helgeson * Lee Onstott Frank Lozano (West) Doug McDonald (East)

Project Manager (Unless Contractor has access) Project Manager Mary Miller Ralph Meeks (West) Paul Zagone (East) Gary Shubert Betty Helgeson * Lee Onstott Frank Lozano(West) Doug McDonald (East)

Note: Override Approval Rules will be required before changing to Pending, contact District Audit Supervisor. * Note - Supplemental Agreements that modify Time or are the result of a Claim Settlement, will require an additional Approval Level for the State Construction Engineer - Lee Onstott. --------------------------------------------------------------------------------------------------------------------------------SUPPLEMENTAL AGREEMENT - State Oversight Projects - Extra Work, * Time Adjustment, Force Account, Zero Dollar, Deleting an item with overrun/underrun function selected, or with any item over 999 Percent Change. Approval Levels • Contractor required) • Project Manager • Engineer Audit Supervisor • Assistant District Engineer • District Engineer • Construction Liaison Engineer • * State Construction Engineer

* Note - Supplemental Agreements that modify Time or are the result of a **Claim Settlement, will require an additional Approval Level for the State Construction Engineer - Lee Onstott. **Note: Override Approval Rules will be required before changing to Pending, contact District Audit Supervisor. --------------------------------------------------------------------------------------------------------------------------------SUPPLEMENTAL AGREEMENT - State Oversight Projects - Extra Work, * Time Adjustment, Force Account, Zero Dollar, with all items at/below 999 Percent Change. Approval Levels • Contractor (Contractor's Signature required) • Project Manager • Engineer Audit Supervisor • Assistant District Engineer • District Engineer • Construction Liaison Engineer • * State Construction Engineer

Project Manager (Unless Contractor has access) (Contractor's Signature Project Manager Mary Miller Ralph Meeks (West) Paul Zagone (East) Gary Shubert Betty Helgeson * Lee Onstott

Project Manager (Unless Contractor has access) Project Manager Mary Miller Ralph Meeks (West) Paul Zagone (East) Gary Shubert Betty Helgeson * Lee Onstott

Note: Override Approval Rules will be required before changing to Pending, contact District Audit Supervisor. * Note - Supplemental Agreements that modify Time or are the result of a Claim Settlement, will require an additional Approval Level for the State Construction Engineer - Lee Onstott.

* Note - Supplemental Agreements that modify Time or are the result of a **Claim Settlement, will require an additional Approval Level for the State Construction Engineer - Lee Onstott. **Note: Override Approval Rules will be required before changing to Pending, contact District Audit Supervisor.

Final Note: DO NOT USE "Final Quantity" in the Functions on the SiteManager Change Order Header.

162

-Cost Reduction Proposal
N ew M exico D ep artm en t of T ran sp o rtation

C o st-R ed u ctio n P ro p o sa l
T he follo w in g C o st-R edu ction P r o po sal shall be ca pa b le o f sta ndin g on its o w n m erit an d shall re qu ir e on ly a m inim u m o f ver ificatio n by th e D epartm ent. I t m u st in clu d e as a m inim u m all ite m s listed b elo w . U se ad ditio nal sh eets if n ecessary.

N am e: T itle: C om pany: P roje ct N o:

D ate: D istric t: O rig C ontr act A m nt: CN:

1. D escribe the per form ance of th e w ork und er the existin g contract r equirem ents:

2. D escribe the per form ance of th e w ork und er the p roposed change s:

3. L ist an d attach any pe rtinen t engine er ing analysis, draw ings, com p utations, an d other docum e nts nec essary for evaluation by the D e partm e nt:

4. L ist c ontract re quir em ents th at m ust b e ch an ged if the p roposal is adop ted , and a rec om m e ndation as to th e m an ner in w h ich the c hange(s) sh ould be m ade:

163

-Summary Cost Reduction Proposal
N ew M exico D ep artm en t of T ransp o rtation

Su m m ary of C ost-R eduction P roposal
F or D eterm ination of M erit
I h er eb y requ est deter m ina tion of m er it of this C ost-R edu ctio n Propo sal for the p roject referen ced b elo w . I u nd erstan d that su bm ittal o f a fa vora ble recom m enda tio n to the C on tractor w ill n ot b e co nstru ed a s a cceptance o f th e entire su m m ary or a ny part o f th e sub m ittal. U se ad ditio na l sheets if necessary.

N am e: T itle: C om pany: Project N o:

D ate: D istrict: O rig C ontract A m nt: CN:

1. Describe the perform ance of the w ork under the existing contract requirem ents:

2. Describe the perform ance of the w ork under the proposed changes:

3. E stim ated N et Savings:

$________________________________ Y es N o E stim ate of tim e im pact ______________

4. W ill this proposal im pact contract tim e?

5. A dditional inform ation that m ay assist the D epartm ent in evaluating this request:

N M SH T D U SE O N L Y B E L O W T H IS L IN E :

C om m ents:

P ro po sal ap pears to h av e m erit. Su bm itta l of form al pro po s al is enco uraged .

A ppro v al o f P ro po sal is unlikely for reaso ns st ated abov e.

_______________________________________ D istrict E ngineer/D esignee _______________________________________ State C onstruction E ngineer/D esignee

_______________ D ate _______________ D ate

(C ontra ctor: Su bm it O riginal + 2 copies to Project M a nag er) ; ( PM - C o py to A ssistan t D istrict E ngin eer; C o py to S tate C on structio n E n gin eer, N M SH T D , P .O . B ox 1 1 49 , SB -4 , Sa nta Fe N M 8 7 5 04 -1 1 49 , Fax (5 0 5) 82 7 -5 6 40 )

164

-Required Signage for Nuclear Densometer Storage

165

-Notice to Fire Department
(Copy needs to be sent to District Lab and one for File)

General Office
November 25, 2003

P. O. B o x 1 1 4 9

S a n t a F e, NM

87504–1149

Bill Richardson Governor Rhonda G. Faught P.E. Cabinet Secretary Commission Johnny Cope Chairman District Two Office P.O. Box 1457 Roswell, NM 88202-1457 505-637-7200 Gary Shubert Engineer Earle Smith Project Manager for Bridge Capitan Project Office Capitan Patrol Yard Mailing Address: P.O. Box 546 Tularosa, NM 88352

Bonito VFD Chief Carl Bartley P.O. Box 135 Alto, NM 88312 ATTENTION: FIRE CHIEF/FIRE MARSHALL To Whom It May Concern: This is to notify you and your firefighters of the temporary storage of radiation emitting equipment at the following location: A 12 ft. x 40 ft. trailer located off of NM 48, East at MP 13.8, on Contractor’s Pit Road, for 1.1 miles. There are three at that location; this trailer is the middle trailer. The trailer number is #55-9907. The facility is properly marked and posted as required by existing laws and regulations. Firemen can safely enter the facility in times of emergency. The storage area for the instrument is within the facility at the location mentioned above. The nuclear densometer is in a closet with a locked door that is clearly marked with radiation hazard placards located by the front door. It can be accessed from the front door and turning right, where it is located in a locked cabinet. This particular equipment is used by all badged NMDOT construction personnel during construction projects. The following instrument may be in use at any given time. Model: Seaman C-200 Serial # L428, FA# 18454, with a radio active source of AM241 (Be) Cs-137 4.5 mCi Radium 226 Berylium You will be notified when the equipment is no longer stored on the premises. Should your office require additional clarification or wish to further discuss this correspondence, please do not hesitate to contact me at one of the following phone numbers: Office: 505-257-8424 Cell: 505-681-9761 Home: 505-258-2475 Respectfully, David Dawson Project Manager
XC: Gary Shubert, DE Virginia Lorenz, ADEW Earle Smith, PM Gary Eberhart, CET-A David Dawson, PM District II Lab Project File (via e-mail) (via e-mail) (via e-mail) (via e-mail) (via e-mail)

166

-Notice to Fire Department- Removal
(Copy needs to be sent to District Lab and one for File)

General Office
November 25, 2003

P. O. B o x 1 1 4 9

S a n t a F e, NM

87504–1149

Bill Richardson Governor Rhonda G. Faught P.E. Cabinet Secretary Commission Johnny Cope Chairman District Two Office P.O. Box 1457 Roswell, NM 88202-1457 505-637-7200 Gary Shubert Engineer Earle Smith Project Manager for Bridge Capitan Project Office Capitan Patrol Yard Mailing Address: P.O. Box 546 Tularosa, NM 88352

Bonito VFD Chief Carl Bartley P.O. Box 135 Alto, NM 88312 ATTENTION: FIRE CHIEF/FIRE MARSHALL

Subject: Removal of Nuclear Densometers Reference: AC-NH-54-2(20)85, CN:3873 To Whom It May Concern: This to inform you that the radiation emitting equipment, Nuclear Densometers, previously reported as being in storage at the location stated below have been removed. Location: Project Lab Trailer Mile Post 96.7 US 54N Three Rivers, NM

Densometer ID#: Densometer ID#:

SN: L114 FA# 10852 Model: Seaman C-200 SN: A-996 FA#20322

Should your office require additional clarification or wish to further discuss this correspondence, please do not hesitate to contact this Project Office at (505) 585-3285. The mailing address is: NMSH&TD Crew 52-18 P.O. Box 546 Tularosa, NM 88352 Respectfully,

Earle P. Smith Project Manager
Cc: Virginia Lorenz, ADE Gary Eberhart, DLS Xc: District II Lab File Via e-mail Via e-mail

167

-RFI INFORMATION
NMDOT DOCUMENT CONTROL PROCEDURES
Request For Information (RFI)
The RFI will document the flow of information concerning various requests for additional information, clarifications, field conflicts, and specification or plan interpretations. An RFI may be issued by the Contractor to the Project Manager or in some instances from the Project Manager to others. It is essential that all Contractor generated RFI’s be dispositioned in as timely a manner as possible.

NMDOT Project Personnel Generated RFI
Project Personnel identifying a problem in the field or error in the plans in which more information or clarification is needed shall initiate an RFI. The initiator of the RFI shall ensure the RFI clearly describes the problem, conflict or request for additional information and where possible provides a suggested resolution. The completed RFI form, including a sequential RFI Number (A-XXX, A is for Agency, xxx is the number), will be forwarded to the Project Manager for disposition. The Project Manager will forward a copy to the Office Manager for logging into the RFI Tracking Spreadsheet. The RFI may be in electronic or hard copy form. The Project Manager will determine if disposition can be made at the field level. If so, the RFI disposition section will be completed, the RFI executed, and the executed original RFI returned to the originator. A copy of the executed RFI will be forwarded to the Office Manager for logging into the RFI Tracking Spreadsheet. If the RFI cannot be addressed by the Project Manager, the Project Manager will forward the RFI with an attached transmittal letter to the Design Group, Area Engineer, Assistant District Engineer, or other Department Section. The date of the transmittal will be recorded in the RFI Tracking Spreadsheet. Upon disposition of the RFI, the executed RFI will be returned to the Project Manager for forwarding to the initiator, distribution and logging to the RFI Tracking Spreadsheet. If a design change is required as a result of the RFI, the Design Group will prepare the design change and revise documents as required. If the RFI results in a design change, plan clarification or otherwise affects the contract, the Project Manager will forward a copy of the RFI to the Contractor. The Project Manager will initiate a Project Change Order if required.

Contractor Generated RFI
The initiator of the RFI shall ensure the RFI clearly describes the problem, conflict or request for additional information and where possible provides a suggested resolution. The completed RFI form, including a Contractor applied Sequential RFI Number, will be forwarded to the NMDOT Project Manager by fax or hard copy. Email will not be accepted. The NMDOT Project Manager (with assistance from staff) will evaluate the RFI to determine if disposition can be made at the project level. If so, the RFI disposition section will be completed, the RFI executed, and the executed original RFI returned to the Contractor. For all RFI’s, NMDOT Project Manager shall: • Review, disposition or forward to others for disposition • Maintain a copy of the RFI in the Project Office Files • Forward a copy of the RFI to the Project Office Manager for distribution and logging. The Office Manager will maintain an electronic RFI spreadsheet wherein traceable information for each RFI will be recorded (RFI Tracking Spreadsheet). Additionally, the Office Manager will maintain a separate, physical file, for each contract, of received and dispositioned RFI’s. It is likely that there will be Contractor generated RFI’s relating to design or other issues which cannot be addressed in the field. In these situations, the NMDOT Project Manager will forward the RFI with an attached transmittal letter to the Design Group, Area Engineer, Assistant District Engineer, or other Department Section. The date of the transmittal will be recorded in the RFI Tracking Spreadsheet. Upon disposition of the RFI, the executed RFI will be returned to the Project Manager for forwarding to the Contractor, distribution and logging to the RFI Tracking Spreadsheet. If a design change is required as a result of the RFI, the Design Group will prepare the design change and revise documents as required. The Project Manager will initiate a Project Change Order if required.

Forms Required
To ensure project-wide consistency and to facilitate review, contractors and the Department will use the Standard RFI form C-01-005 and RFI Tracking Spreadsheet SS-01-001 attached. At the Pre-construction Conference, Contractors will be given a diskette with the form included for their use if they choose to create RFI’s on the computer. The RFI form shall not be modified or changed in any way. If modifications are needed, the Construction Bureau’s Constructability Engineer shall be notified of the suggested revisions. If the revisions are adopted, the Constructability Engineer will initiate the change on the Master Copy and will make distribution accordingly. The spreadsheet may be modified to suit the needs of the project provided the general content is maintained. It will be a requirement that all RFI’s contain a sequential RFI number.

168

-RFI FORM
REQUEST FOR INFORMATION
RFI No: Contractor: Originator: Reference Document:
Problem Identification or Question:

Date of Request: Package No.:

Date Response Required: CN:

Attachments:

Initiator of Request: Suggested Resolution:

Date:

Suggested Resolution By: Resolution:

Date:

Resolution By

Company / Section

Title

Date

Reviewed By Distribution:

NMSHTD

Project Manager Contractor Originator

Date

Project Manager, NMSHTD District Engineer, NMSHTD Resident Engineer, NMSHTD Asst. District Eng., NMSHTD Office Manager Const. Liaison Eng., NMSHTD FHWA Designer __________________________________________

Other_____________

169

-RFI Tracking

New Mexico Department of Transportation RFI TRACKING SPREADSHEET
Project: CN: Location: District: Sent for Review to Date Rcv'd by Required Proj Spec Response RFI No. Office Reference Date

Description of Problem/Question Suggested Resolution

Disposition and Date

PM

Area Engr

ADE

Dist Lab

Cntrl Lab

Constr Design G.O. Bureau Group Section

170

-Letter of Transmittal
New M exico Department of Transportation
Tularosa Project O ffice PO Box 546 Tularosa, NM 88342 Ph: (505) 585-3285 Fax : (505) 585-3287

LETTER OF TRANSM ITTAL
Date: 11/21/02 Attention: Alan Stott CN: 3873/3042

To: Alan Stott James Hamilton Construction Co. P.O. Box 1287 Silver C ity, NM 88062-1287
W E ARE SENDING YO U Shop drawings Samples CO PIES 1 1 DATE 11/21/02 11/21/02 NO . Attached Change Orders Specifications

RE: Change Orders for your approval.

Under separate cover via ___________________ the following items: Plans Copy of Letter Pay Estim ate

________________________________________________

DESCRIPTIO N Change order # 8 Control Number 3873 Change Order #6 Control Number 3042

TH ESE ARE TRANSM ITTED as checked below: For approval For your use As requested For review and com ment Approved as subm itted Approved as noted Returned for corrections Resubm it _______________ copies for approval Submit _______________ copies for distribution Return ________________ corrected prints

_____________________________________________________________

Rem arks: _______________________________________________________________________________________________

Copy To: ____________________________________ _____________________________________

Received By: __________________________________________ Date: ________________________

171

-Confermemo
New Mexico Department of Transportation

CONFERMEMO
TO DATE

SIGNED PLEASE REPLY HERE TO DATE

SIGNED
NOTE- INDIV IDUAL ORIGINATING CONFERME MO RE TAINS YELLOW COPY , FORWA RDING FIRST A ND TRIPLICA TE INTA CT WITH CA RBONS, ADDRE SSEE REPLIES, E XTRA CTS CA RBON: RE TAINS TRIP LICA TE, RE TURNING FIRST PART TO ORIGINA TOR OF CONFERME MO.

172

-Contractors & Subcontractors Payroll Check
Form No. C- 147 Rev. 07/04 NEW MEXICO DEPARTMENT OF TRANSPORTATION CONTRACTORS AND SUBCONTRACTORS PAYROLL CHECK Date: PROJECT NO: PAYROLL PERIOD: to: CONTRACTOR OR SUBCONTRACTOR: PAYROLL NO: CONTROL NO: YES 1. Is employee's full name, address, and social security number shown on the first payroll on which his name appears? 2. Are classifications in accordance with wage decision? 3. If used, has classification code been submitted? 4. Is 40-hour week complied with? 5. Are wage rates not less than those shown on wage decision? 6. Are all deductions and net wages shown? 7. Are the deductions shown on the payroll and Federal Fringe Benefit Statement allowable? 8. Are apprentices in an approved program and is status shown? 9. Is apprentice ratio satisfactory? 10. Does payroll have the required certification? 11. Does payroll have statement of anti-kickback compliance? 12. Is applicable fringe benefit statement correctly completed? 13. Are foremen classified as working or non-working with a "W" or "NW"? If any of the above questions are answered "NO", action must be taken as stated in the Labor Compliance Handbook, current edition. This check sheet is to be filled out and attached to project copy of each payroll. COMMENTS AND ACTION TAKEN, if any: NO DATE RECEIVED: DATE PAID:

Checked By: NMDOT Signature

173

-Payroll / Fringe Tracking (for Contractors)
NEW MEXICO DEPARTMENT OF TRANSPORTATION

CONTRACTORS PAYROLL AND FRINGE BENEFIT REGISTER
PROJECT NO.
Payroll Num ber

SP-054-2(206)101
Period Ending Date Received Payroll Fringe Date Out Remarks

CN 3042

1 2 3 4 5 6 7 8 9 9 10 10

07/28/02 08/04/02 08/11/02 08/18/02 08/25/02 09/01/02 09/08/02 09/15/02 09/22/02 09/22/02 09/29/02 09/29/02

08/20/02 08/16/02 08/16/02 08/23/02 08/29/02 09/05/02 09/16/02 09/20/02 09/30/02 10/04/02 10/04/02 10/10/02

√ √ √ √ √ √ √ √ √ √ √ √

√ √ √ √ √ √ √ √ √ √ √ √

08/20/02 08/19/02 08/19/02 08/23/02 08/30/02 09/06/02 09/16/02 09/20/02 09/30/02 10/08/02 10/08/02 10/10/02

Payroll Posted Payroll Posted Payroll Posted Payroll Posted Payroll Posted Payroll Posted Payroll Posted Payroll Posted Payroll Posted Payroll Posted (Addition) Payroll Posted Payroll Posted (Addition)

174

Duties that Vary- Routine Office Duties
Equipment Transfers (when applicable) – If transferring:
1) computer, office equipment, office furniture forward copy of transfer to Inventory Control. 2) When Transferring Vehicle with no radio, send copy of transfer to Inventory Control and District Shop. 3) When Transferring Vehicle with Radio, send copy of transfer to Inventory Control, District Shop and Communications Dept.

Fax Cover Sheet NMDOT Employee Leave Slips; place copy in file and send copy to Payroll. Send Project Managers Leave Slip to Management Analyst for signature. Training Request- Each employee is required to acquire 80 hours of Training for each year. You must go through the District Training Coordinator to schedule classes.
Mandatory Classes include: First Aid/CPR required every 2yrs; Defensive Driving required every 3 yrs; Sexual Harassment required every 3 years. Other Training can be obtained through TTCP, Web-based Training or other scheduled classes.

Keep a “Wish List” for ordering materials and supplies from District Store. Store Order – Office and Automotive (DR) Routing Slip- Used to Route items within the Dept. Use of Department Letterhead Use of IDC- Inter Department Correspondence ID Request for New Employees for Network and SiteManager Use
175

Routine Office Duties that May Vary- Cont.
Verify Long Distance Telephone Calls Request PO number from District Shop for Employees to have Oil Changed. Track Oil Changes needed for Vehicles assigned to Org. Notice of Accident Advance Per Diem Request Form (Two Employee Reimbursement Vouchers will need filled out along with request; one for 80% of total per diem requested two wks prior to trip; and the one for the 20% after the trip- send to Payroll) Current Project List Print and Post Job Vacancies Communications- keep current Telephone Numbers handy including Cellular Telephone Numbers; Radio Call Numbers for those Employees in Area Inventory Control– Fixed Assets / Inventory Control will request a Inventory at least twice year. This includes Office and Lab Equipment. Inventory Exception Sheet Form A-149 will be maintained on each employee and the property they have in possession that is property of NMDOT. Delete Inspectors from Projects in SiteManager once Projects are Final and Complete
176

Routine Office Duties that May Vary- Cont.
Request for Materials– There may be times that your office needs items that the District Store does not offer- You need to request items on a Requisition of Materials Form. Fill Vacancies- You may be asked to fill out the form to request a vacancy to be filled and then set up interviews. Transfer of Employees. Safety Meetings- Held by Project Office for the Crew. Information required- Drivers License, Defensive Driving, and First Aid verification. Work Orders and Procedures- When vehicle needs to go to shop Track Long Distance Telephone Calls Track usage of Base Radio Monitor NMDOT Payroll and Per Diem
177

-Equipment Transfers
Date:
INSTRUCTIONS: USE ONE TRANSFER ORDER FOR EACH TYPE OF EQUIPMENT
THE FOLLOWING DESCRIBED EQUIPMENT HAS BEEN TRANSFERRED

CHECK ONE

TYPE OF EQUIPM ENT CHECK ONE

STORAGE

FROM:

SERVICE CENTER
PATROL, PROJECT OFFICE OR SHOP USE REPAIRS

FURNITURE & FIXTURES

X
DA TA P ROCES. EQUIP EQUIP . & M A CHINERY

4208
ORG. CODE

ROSWELL
LOCATION AUCTION

A IRCRA FT M A JOR ROA D
CHECK ONE

X

TO:

CONSTRUCTION - BOYD
STORAGE USE

LIB RA RY & M USEUM A UTOM OTIVE

X
B LDGS & TA NKS OTHER

5213
ORG. CODE

ROSWELL
LOCATION REPAIRS AUCTION

NOTE: REPRESENTATIVE OF BOTH LOCATIONS M UST SIGN AT BOTTOM

FIXED ASSET NO.

CLASS/ MILEAGE OR SUB HOURS BOOK VALUE CLASS

09955

02D

115,603

DESCRIPTION 1991 Chev Caprice Full Sedan 4 door $12,339.00 S#1G1BL5334MR144374 License GO2204

THIS TRANSFER WAS AUTHORIZED BY:

TITLE:

DEM

Robert F. Tellez
DELIVERED BY: RECEIVED BY: SIGNATURE
DISTRIBUTION: 1ST COPY - RETAIN FOR YOUR RECORDS 2ND COPY - ADMINISTRATOR OF RECEIVING ORG.

E. NO.

3RD COPY - ADMINISTRATOR OF DELIVERING ORG.

178

-Fax Cover Sheet
NEW MEXICO DEPARTMENT OF TRANSPORTATION CONSTRUCTION CREW 52-18 Capitan Project Office ATTENTION: SUBJECT: DATE: FAX Number:

District II

FROM:

TOTAL PAGES: 1 of

MESSAGE:

EARLE SMITH PROJECT MANAGER PO BOX 546 TULAROSA, NEW MEXICO 88352 (505)585-3285 OFFICE (505)585-3287 FAX
IF YOU DO NOT RECEIVE ALL PAGES ,OR SOME ARE NOT CLEAR, PLEASE CONTACT THIS OFFICE IMMEDIATELY

179

-NMDOT Employee Leave Slips
Form No. A-308 Rev. 6/96

New Mexico Department of Transportation

REQUEST FOR LEAVE
Date

Permission is requested for: VACATION LEAVE SICK COMPENSATORY TIME PERSONAL HOLIDAY JURY LEAVE MILITARY LEAVE ADMINISTRATIVE LEAVE NO PAY LEAVE *

from date from date from date from date from date from date from date from date

hour hour hour hour hour hour hour hour

To To To To To To To To

date date date date date date date date

hour hour hour hour hour hour hour hour 0

*Not exceeding 30 days If more than one work day, District Engineer/Bureau Chief approval required Employee:

E. No.

Hours Vacation Hours sick Hours Comp. Hours Pers.Hol. Hours Jury-Mil. Hours Admin. Donated Leave TOTAL HOURS Approved by:
Designated Supervisor

Checked-posted

180

-Training- 80 Hours Required Training Per Year Per Employee
All Training Requests need to go though your District Training Coordinator to register for any class, TTCP, Mandatory, or any other class you wish to enroll in. The following pages will give you the request form, OJT tracking form, OJT required, and mandatory classes. Classes are on line- Web-Based Traininghttp://intrans/Training/NMDOTWBT/ The NMDOT Login has been simplified to better accommodate the employee. Your user ID is your employee number, and the default password is nmdot in lower case
181

-Training Requirements
Mandatory Classes Include: First Aid/CPR every 2 years; Defensive Driving every 3 years; and Sexual Harassment every 3 years. TTCP OJT Requirement All certification classes, except Profilograph, require on the job training hours:
OJT Required **Aggregate 120 Hours **Soils 56 Hours **Asphalt/Superpave 168 Hours, 48 must be Superpave **Densometer 40 Hours **Concrete Field Tech 120 Hours

Please note – A copy of the OJT form or a letter signed by the Supervisor shall accompany the TRF when submitted to the Training Coordinator. If an employee is re-certifying, please state that on the Training request under "Program Relevance." If an employee is requesting per-diem, please make sure the amount is entered.
182

-Training Request
For m N o . A -7 3 5 R e v. 2 -0 2

N ew M ex ic o D ep a rtm ent of T ra nsp orta tion

T R A IN IN G R E Q U E S T F O R M
E M P L O Y E E IN F O R M A T IO N
N a m e: D o n na D a n le y C la ssificat io n: C E T -0 E m p lo y m e nt S tatu s: P erm E#: 41648 D istr ict/B u reau : 2 W o rk P ho ne: 5 0 5 -3 5 4-0 8 3 0 O rg . C o d e: 5 2 1 8 E -m a il A d d ress: d o nna.d a n le y@ n m shtd .state.n m .u s

C O U R S E IN F O R M A T IO N
C o u rse T itle: A d va nc ed C o nstru ctio n M ath D ate(s): **A pril 1, 2004 L o catio n: T rain in g A c ad e m y S p o nso r/V end o r: N M D O T T otal H o urs o f A ttendance: 8

T im e(s): 8 :00 am to 4:00 pm C o st $ : 0

P ro g ram R e le va n ce (W h y sho u ld yo u attend ?) G a in m o re ed u catio n o n C o nstru ctio n M ath P lea se ch eck the bo x if yo u are req u ired to enro ll in th is c la ss: C h eck O n e: Is p er d ie m req u ested ? ? R eq u ired

? Y es

? No

If Y e s, am o u nt $ 0 .0 0 D ate: 2 /2 0 /0 4

* * * N o te: O rig in a l (h a rd co p y ) sig n a tu res a re req u ired . * * * E m p lo yee S ig n atu re:

* ** A P P R O V A L S
C hec k O ne: R eco m m e nd ed
Y es Y es No No Y es No

B udg et A v aila ble?

S ig natu r e
_ _ _ _ _ _ _ __ _ _ _ _ __ _ _ _ ___ _ _ __ __ _ __ Im m e diate S u perv iso r _ _ __ _ _ _ _ __ _ _ _ _ __ _ _ _ _ __ _ _ _ __ _ _ _ T ra in in g Lia iso n/ D ivisio n A d m in istra to r _ _ _ __ _ _ _ __ _ _ _ __ _ __ _ __ _ __ __ _ _ __ D istric t A d m inistra to r(fo r distric t p e rso nn e l o nly ) _ _ _ _ _ _ _ __ _ _ _ _ __ _ _ _ ___ _ _ __ __ _ __ D ivisio n D ire cto r/D istrict E n gin ee r

D ate

Y es Y es No

No

* * N O T E : PR O G R A M S L A ST IN G M O R E T H A N T H R E E D A Y S M U S T B E A PPR O V E D B Y T H E D IV IS IO N D IR E C T O R O R D IS T R IC T E N G IN E E R .

C o m m e nts: P lea se rev iew A d m in istrativ e D irect ive N o .6 1 4 (ava ila b le o n InT ran s at http ://intran s/ad /q b/tra in in g /intran strain/ho m e.ht m ) fo r an y S taff D e ve lo p m e nt po lic y q u e stio n s.

183

-OJT (On the Job Training) Tracking
DISTRICT II TTCP DETAILED PROGRESS & OJT HOURS REPORT
Name: Current Org # E# 52-10 Asphalt/Superpave Certification 120 OJT Hours Asphalt plus 48 Hours Superpave required. Soils Certification 56 OJT Hours Required Trainee Recert
OJT Blank 11

Aggregate Certification 120 OJT Hours Required

Densometer Badge Cert 40 OJT Hours Required

Aggregate Training
(40 Hours)

Hours

Training Date (week ending) Project # Dates: (week ending) Project # Dates: (week ending) Project # Dates: (week ending) Project # Dates: (week ending) Project # Dates: (week ending) Total Hours 0

Asphalt/Superpave Training (40 hours) Training Date Project # ___________________ Dates: Project # ___________________ Dates: Project # ___________________ Dates: Project # ___________________ Dates: Project # ___________________ Dates: Total Hours

Asphalt Hours

Superpave Hours

Soils Training (16 Hours) Training Date

Hours

Densometer Training (16 Hours) Training Date Project# Dates: (week ending) Project # Dates: (week ending) Project # Dates: (week ending) Project # _________________ Dates: Project # _________________ Dates: Total Hours

Project # _______________ Dates: Project # _______________ Dates: Project # _______________ Dates: Project # _______________ Dates: Project # _______________ Dates: Total Hours

I hereby certify that the above On The Job Training information is true and correct. NOTE: A copy of this completed form must accompany the Training Request Form. The original must be taken by the student to class.

Signature Date

Title (Supervisor or Project Manager)

184

-OJT Letter from PM
(not needed if re-certification)

Sample:
T o W h o m it M a y C o n c e r n , R e : B r ia n J . T o r r e s O J T f o r C o n c r e t e B r ia n h a s 1 2 0 O J T tr a in in g h o u r s o n v a r i o u s p r o j e c t s i n t h e p a s t t w o y e a r s . H e h a s w o rk e d o n S P -4 9 1 6 (2 0 0 ) C N 1 9 7 0 , S P -4 9 1 6 (2 0 2 ) C N 3 6 5 0 , a n d S P -S T -4 9 1 6 (2 0 1 ) C N 3 3 9 0 . T h is g i v e s h i m w e ll o v e r t h e r e q u ir e d 1 2 0 h o u r s n e e d e d f o r t h e O J T r e q u ir e m e n t . P le a s e c a l l if y o u h a v e a n y q u e s t i o n s . R es p ec tfu lly ,
B ill R ic h a r d s o n G o v e rn o r R h o n d a G . F a u g h t P .E . C a b in e t S e c r e ta r y

A n s elm o R a el P r o je c t M a n a g er
C o m m is s io n

Jo hnny C o p e C h a ir m a n

D i s t r ic t T w o O f f i c e P .O . B o x 1 4 5 7 R o s w e l l, N M 8 8 2 0 2 - 1 4 5 7 5 0 5 - 6 3 7 -7 2 0 0

G a ry S h u b e rt E n g in e e r D is tr ic t 2

G

e

n

e r a

l

O

f f i c

e

P . O .

B o

x

1

1 4 9

S a

n

t a

F

e ,

N

M

8 7 5 0

4 –

1

1 4 9

185

-”Wish List”
WISH LIST
CN 1245

CREW 5218

186

-Store Order Form – Office and Automotive (DR)
(Catalog can be found on the P-Drive; Store)
New M exico Department of Transportation

District 2 Store Request Form
REQUEST ING ORG 52-18 DAT E TO BE PICKED UP 08/05/03 PROJECT CN 07660 SUB PROJECT LN# ST OCK# IT EM# REQUEST ING D ATE 08/04/03 AUT HORIZED BY Earle Smith Q PH ASE 4K PART /NON DESCR IPT ION

Vender:
TOWN:
000P

STORE
ROSWELL

DATE 08/04/03 ORG. 5218

DPO
Issued By:

NA
NA

DR

NEW MEXICO STATE HIGHWAY & TRANSPORTATION DEPARTMENT

DR# Issue BY Request BY:

QT Y UNIT CHG LN #

DISTRICT 2 AUTOMOTIVE STORE ORDER FORM
Submit to
Requesting Org Requesting Date
LN STOCK# or # INVOICE 1 2 3 4 5 6 7 8 9 10 5218 08/04/03

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21600 21600 22208

224 074 001

BOX SEALIN G TAPE 2” x 50 yd roll FO LDERS, HAN GIN G SPRAY PAINT - ORANGE (inverted)

2 1 6

Ea. Box Ea.

1 1 4

Date Entered: Entered BY: OC#

Charge Line 5290-400-0026-00
Store Comd.

Description Baldwin Air Filter PA4075

Org. CL
5218

FA#

WO# Employee# 41648

Miles /Hrs RC 42958.2

Qty Unit

01819

284

03FA13699 2408

1 Ea.

AND NOTHING M ORE

11 12 13 14

Order Filled By:
CHG LN # ORG APPR ACT Y OBJECT

Order C hecked By Requesting Org:
PROJECT # DESCRIPTION OF M ERCHANDISE

15 16 17 18 19 20

USE THE FOLLOW ING CH ARGE LINES B ELO W FO R TH E FO LLOW ING M ERCHANDISE

1 2 3 4 5 6 7 8 9

9952 4216-4298-5299 4216-4298-5299 9RM2

400 400 400 400 400 400 400 400 400

000N

0041 00 0035 00 0042 00 0044 00 0061 00 0041 00 0046 00 0031-10 0031-20

85212 46P

OFFICE SUPPLIES-BATTERIES JANITORIAL SUPPLIES-GO-JO SAFETY-FILM-FIRST AID-GLOVES FIELD&LAB SUPPLIES-TOOLS-W ATER STAMPS COPY PAPER - CARTRIDGES CD’S - DISKETTES BUILDINGS AND GROUNDS REST AREA MAINT.

Total:

420E
Order Filled By Order Checked By: Print Name

Received By -

Print Nam ePage 1 of 1

Received By -

187

-Routing Slip
New Mexico Department of Transportation District Two Routing Instructions Date:

DISTRICT ENGINEER Personnel/Insurance Risk Management DISTRICT ADMINISTRATION Fiscal Unit Accounting A/P-Invoices Bulk/Stockpile Payroll Inventory Control/Fixed Assets Support Services Radio Switchboard Store Purchasing Computer Operations Attention of: Appropriate Action REMARKS:

EQUIPMENT MANAGER Equipment Inspector Shop Service Center TRAFFIC SERVICES R/W & Permits MAINTENANCE ENGINEER Bridge Maintenance Management AMS Maint. Crew TECHNICAL SUPPORT Survey CONSTRUCTION ENGINEER Lab Construction Audit Const. Crews

Approval & Return

From:

188

-Routing Instructions
RO U T IN G IN STRU CT IO N S SUBJECT RO UTE TO N o tif y A u d it- S ig n e d E le c t r o n ic a lly ; C o n tr a c to r o n ly n e e d s t o s ig n S u p p le m e n t a l A g r e e m e n ts -W h it e C o p y t o C a t h y B a k e r (I n v e n to r y ) -Y e llo w C o p y to O r ig in a to r -P in k C o p y to D e liv e r y P o in t -C o p y o f O r ig in a l to M a r y K a tz d o r n -E m a il P a t M o t e s / D o n n a H u d s o n w it h F A n u m b e r s if tr a n s f e r is a v e h ic le . -C o n tr a c tor s ig n s : a ) C o n tr a c to r r e c e ive s a c o p y -b ) Pro je c t O f f ic e C o p y c ) O r ig in a l to A ud it -S u s ie R o d r ig u e z – H um a n R e s o ur c e s -S h e rr ie M o s s – D is t ric t L a b -F r a n k o r G e o r g in a – N e tw o r k in g -M a r y M ille r - S ite M a n a g e r - M a r y K a tz d o r n - S h o p

CHAN GE ORDERS:

EQ U IPM EN T TRA N S FERS :

ES T IM A T ES :

IN SU RA N CE & LEG AL: LA B RE PO R T S : LO G IN REQ U ES T: M ILEA G E R EPO RT S : PRE VE N T A T IV E M A IN T EN A N C E: PU RCH A S E R ECEIPT S : REIM BURS EM EN T VO UCH ERS: REQ U ES T F O R LE A V E S LIPS :

- B o b T e lle z – E q u ip m e n t M a n a g e r
-T o m - A c c o u n t in g -J u d y B ie lin g - A c c o un t in g -O r ig in a l t o F ile -C o p y to P a y ro ll -C o p y o f P M ’s t o L o r r a in e C r a n e - M A -E -m a il t o J a m e s P a rk h ill -C h r is t in e A m ic o n e -D o n n a H u d s o n – C o m m u n ic a tio n s -S h ir le y S tillm a n – F r o n t D e s k - P a t M o te s - C o m m u n ic a t io n s -B illie -J o G u e v a r a - Pa y r o ll V iv ia n S m ith -15 9 6 P a c h e c o S tr e e t, S anta Fe, N M 87505

STO RE O RD ER: TRA IN IN G REQ U EST: EM PLO YE E T R A N S FERS /C H A N G E S :

EEO REPO RTS:

189

-Department Letter Head

Bill Richardson Governor Rhonda G. Faught P.E. Cabinet Secretary

Commission

Johnny Cope Chairman

District Two Office P.O. Box 1457 Roswell, NM 88202-1457 505-637-7200

Gary Shubert Engineer District 2

G e n e r a l

O f f i c e

P. O. B o x

1 1 4 9

S a n t a

F e,

N M

8 7 5 0 4 – 1 1 4 9

190

-IDC
New Mexico Department of Transportation

INTRA-DEPARTMENTAL CORRESPONDENCE
SUBJECT: DATE: October 28, 2003

TO:

FILE REFERENCE:

FROM: Crew 52-18, Tularosa

ATTENTION OF:

191

-LOGON ID Request
Form No. A-902 A Rev. 09/02

New Mexico State Highway and Transportation Department

LOGONID REQUEST FORM FOR DEPARTMENT EMPLOYEES
ITCSB Client Services Help Desk Call ID#

RETURN SIGNED COPY TO: HELP DESK, Client Service Unit, GO Annex B-28 Phone: 827-5301 FAX: 827-5293

TO BE COMPLETED BY REQUESTOR
Request Date: Requestor: Name: Job Title: Division/District: Bureau: Employee Number: Job: 1 1 2 3 NT ID *INTERNET HMMS FILENET ADABAS ACTIVATION DATE Justification for system(s) access and dial-up access: Replaces a Org. Code: 2 Transferred employee (including ITMO) or Terminated employee. Action Effective Date: Current Logon Ids: Social Security Number: Telephone Number: Physical Location: Section: Cost Code: Unit Bin No:

THIS PERSON

Performs same functions as peer. Requires UNIQUE ACCESS. (Enter Add, Change or Delete) ISD TSO Prod Test TSO w /SHARE w /*DIAL-UP/VPN SITE MANAGER FMIS INTRANS FLEET ANYWHERE VM ID ALL IN ONE (P/S Menu) EXPIRATION DATE: OTHER SHD CICS Prod Test

REQUEST ACCESS AUTHORITY FOR THE FOLLOWING SYSTEM(S):

* With Prior Approval

REQUIRED APPROVAL
DIVISION DIRECTOR/DISTRICT ENGINEER INFORMATION SECURTY OFFICER ASSIGNED PASSWORD SECURITY GROUPS DATE REQUEST DATE ACTION EFFECTIVE DATE

TO BE COMPLETED BY IT PERSONNEL
ASSIGNED NAME OR LOGON ID NT SHARED DIRCTORY VM SHD CICS FMIS ISD CICS FILENET ADABAS DIAL-UP (RAS) ALL IN ONE HELP DESK E-MAIL ADDRESS IT Personnel Date

192

-Track Oil Changes
CREW 5218 VEHICLE ASSIGNMENTS CONSTRUCTION CREW 52-18 OIL CHANGE SCHEDULE DATE: 6-Oct-03 NEXT OIL Employee # 40281 41675 41648 41907 35888 39996 EMPLOYEE NAME Earle Smith Sandy Gililland Donna Danley Kim Tribble Lawrence Gonzales Stephen Henthorn TITLE PM CET-B CET-O CET-O CET-A CET-A VEH FA# 03-16609 N/A 03-13699 03-13698 09-37488 03-37071 2000 2000 1999 1998 FORD FORD DODGE CHEVY F-150 F-150 RAM 1/2 T P/U 9230 36508 34183 18792 42933 52331 111865 47933 57331 116865 YEAR 2002 MAKE CHEVY MODEL TAHOE RADIO FA# 18745 LAST OIL CHANGE 25994 CHANGE DUE 30994

Project Manager: Date Submitted:

Earle P. Smith 10/29/03

193

-Notice of Accident
(Accident Forms can be found one Slides 254-256)

From: Sent: To: Cc: Subject: Richard,

Smith, Earle Monday, November 04, 2002 8:54 AM Villescas, Alvino R; Brown, Bob A Esquibel, Abel; Kurtz, Robert C; Gililland, Sandra CN3873, Accident at MP 98

There was an accident on US 54, on project CN:3873. The accident happened this morning at approx. 6:30 AM, three people were taken to the hospital. I will send more details as soon as I find out what happened. Earle Smith

194

-Advance Per Diem Request
NEW MEXICO DEPARTMENT OF TRANSPORTATION INTRA-DEPARTMENTAL CORRESPONDENCE
SUBJECT: ADVANCE PER DIEM REQUEST DATE: 09/04/03

TO: PAYROLL FROM: Donna Danley ORG: 52-18 EMPLOYEE NUMBER: 41648

eduled for 09/15/2003

DECISION MAKING to 09/17/2003.

in

Albuquerque, New Mexico

Attached is my “Travel Reimbursement Voucher” for the total amount which I anticipate being entitled to. I understand that the advance will only be for 80% of that that amount. The balance (20%) will be paid upon verification of completion of the class on another “Travel Reimbursement Voucher”, and will be followed in accordance to the Administrative Memorandum #20-93.

PER DIEM AMOUNT REQUESTED: ADVANCE AMOUNT (80%) REQUEST: APPROVALS:

$211.00 $168.80 balance due $168.80 balance due

SUPERVISOR SIGNATURE SECTION HEAD

Date Date

DISTRICT TWO ENGINEER

Date

195

-Employee Reimbursement Voucher
(Form No. A-190)
New Mexico Department of Transportation

EMPLOYEE REIMBURSEMENT VOUCHER
Date Prepared: Name of Payee: Location Code: Vendor Code:

STATEMENT OF PER DIEM
HR DEPARTED

DATE

AND HR RETURNED

HRS DAYS

ORIGIN / DESTINATION

FND

ORG

APPR OBJECT SUB- JOB NO./ AMOUNT UNIT JECT REP. CAT.

STATEMENT OF MISCELLANEOUS REIMBURSEMENTS
DATE MISC. EXPENSE (ATTACH RECEIPTS) FND ORG APPR OBJECT SUB- JOB NO./ AMOUNT UNIT JECT REP. CAT.

TOTAL EXPENSES CLAIMED ----------------> $ TRAVELED IN:
SHTD VEHICLE NO., BUS, PRIVATE CAR, PLANE, TRAIN I HEREBY CERTIFY THAT THE ABOVE ITEMIZED ACCOUNT IS JUST AND TRUE IN ALL RECPECTS.

PURPOSE OF TRAVEL:

SIGNATRUE OF PAYEE: APPROVED OF

PAYEE'S TITLE:
I certify that the services have been performed and the expenses incurred as stated above; that they w ere necessary and proper; that this voucher has been examined; that the total claimed is just and reasonable; that no part thereof has been paid:

TRAVEL AND CHARGE

Signature:
IMMEDIATE SUPERVISOR
Whit e Copy - Account ing Yellow Copy - Originat ing Of f ice Pink Copy - Employee

TITLE

196

-Per Diem Rates
ADMINISTRATIVE SERVICES DIVISION INTRA-DEPARTMENTAL CORRESPONDENCE

TO: FROM: DATE:

All DOT Employees S. Vincent Martinez, Director January 5, 2004

RE: Per Diem Rates ___________________________________________________________ Effective January 15, 2004, new Per Diem rates for state employees and public officers are as follows: 1. Partial day and return from overnight travel per diem rates: a) less than 2 hours of travel = None b) 2 hours but less than 6 hours = $12.00 c) 6 hours but less than 12 hours = $20.00 d) 12 hours or more = $30.00 2. Overnight travel per diem rates: a) in-state = $85.00 b) in-state special area (Santa Fe only) = $135.00 c) out of state = $115.00 d) out of state special areas = No areas designated special areas 3. Operational per diem (long term overnight travel-over 15 days) rates for NMDOT employees only = $68.00 4. Actual expenses in lieu of per diem rates (receipts required): a) lodging = lodging expenses in excess of $215.00 per night requires signature of agency head. b) meals in-state travel = $30.00 c) meals out-of-state travel = $45.00 5. Board, commission and committee members = $95.00 per meeting day

Bill Richardson Governor Rhonda G. Faught P.E. Cabinet Secretary

Commission

Johnny Cope Chairman District 2 David Schutz Vice Chairman District 5 Gregory T. Ortiz Secretary District 6 Norman Assed Commissioner District 3 Jim Franken Commissioner District 4 Bud Hettinga Commissioner District 1

G e n e r a l

O f f i c e

P. O. B o x

1 1 4 9

S a n t a

F e,

N M

8 7 5 0 4 – 1 1 4 9

197

-Per Diem- Sample Normal Week
(You will input hours and over night stays)
Per Diem- Normal Week

198

-Per Diem- Sample Weekend Worked

199

-Sample- Telephone Directory
T E L E P H O N E N U M B E R S A N D R A D IO C A L L N U M B E R S N M D O T – P O B o x 1 4 5 7 , R o s w e ll , N M 8 8 2 0 1 R A D IO CALL: T u la ro s a 5 2 -1 8 A lv e r e z , C a t h y A ra g o n , J e ff, 4 2 -5 3 B abek, H ope B a n d a , F ra n k B o y d , M a rk, 5 2 -1 3 B ro w n , B o b B ro w n , D w a y n e C ra ft, H o w a rd C la y t o n , L a r r y C o sp e r, D a n D a n le y , D o n n a D a w s o n , D a v id , 5 2 - 1 9 D e n n is , R o n D i s t II D i s t II , A u d i t D i s t II , L a b D i s t II , S e r v i c e C e n t e r D i s t II , S h o p D i s t II , S t o r e i s t II , T r a in in g A c a d e m y E b e rh a rt, G a ry E s q u ib e l, A b e l F is c h e r , K e n d a ll G ililla n d , S a n d r a 6 3 7 -7 2 4 7 5 8 5 -4 4 7 4 6 3 7 -7 2 0 2 6 2 3 -6 0 8 8 6 3 7 -7 2 6 1 6 3 7 -7 2 0 9 6 3 7 -7 2 1 4 2 5 7 -2 3 0 0 5 2 7 -1 7 0 0 5 8 5 -3 2 8 5 2 5 7 -8 4 2 4 /8 4 2 5 8 0 0 -4 3 2 -7 8 4 5 6 3 7 -7 2 2 6 6 3 7 -7 2 1 1 6 3 7 -7 2 0 6 6 3 7 -7 2 6 0 6 3 7 -7 2 4 3 6 2 4 -6 0 8 0 6 3 7 -7 2 7 0 6 3 7 -7 2 7 2 8 2 7 -5 4 3 1 5 8 5 -3 2 8 5 6 2 6 -1 5 7 3 6 2 6 -3 3 0 5 6 2 6 -9 1 0 0 6 2 6 -9 8 8 4 6 2 4 -2 6 7 8 25300 23100 21600 2770 E a r le S m it h P O B ox 546
T u la r o s a , N M 88352 O ff ic e: O ff ic e: F ax: O ff ic e: O ff ic e: F ax: 5 8 5 -3 2 8 5 5 8 5 -3 2 8 6 5 8 5 -3 2 8 7

NAM E:

NUMBER:

CELL:

FAX:

T u la ro s a 5 2 -2 0 A n s e lm o R a e l

5 8 5 -2 0 9 0 5 8 5 -2 1 4 5 5 8 5 -2 1 0 8

2664 2 5 7 -2 0 9 8 5 8 5 -3 2 8 7 2 5 7 -8 4 2 6 6 3 7 -7 2 1 7 6 3 7 -7 2 8 7 N o F ax 8 8 8 -3 2 6 -6 2 5 9 R u id o s o 5 2 -1 9 D a v id D a w s o n 1 0 0 C re e M e a d o w s R u id o s o , N M 8 8 3 4 5
O ff ic e: O ff ic e: F ax: C e ll : Lab: 2 5 7 -8 4 2 4 2 5 7 -8 4 2 5 2 5 7 -8 4 2 6 6 8 1 -9 7 1 6 4 6 4 -1 3 1 3

6 8 1 -9 7 1 6 3 4 7 -9 7 9 4 6 3 7 -7 2 0 0 /S B

2755 2642 2692

6 2 4 -6 0 8 5 2675 2 6 9 -4 0 0 7 6 3 7 -7 2 1 7 8 2 7 -0 7 0 9 5 8 5 -3 2 8 7

2785

200

-Sample- Radio Call Sheet
R-Call # 5218-Tularosa-Buck/Bn Org #

02648 02755 02785 02754 02789 02766 02653

Smith, Earle Danley, Donna Gililland, Sandy Leal, Fernando Quintana, Agapito Tribble, Kim Gonzales, Lawrence

5218 5218 5218 5218 5218 5218 5218

201

-Inventory Exception Report
New Mexico Department of Transportation

Fixed Assets Inventory Exceptions Report
(To be used with the Annual and Semi-annual Inventory of Fixed Assets) Bureau or District _______________________________ Org # ____________ (Use the X018 for this No.)
Fixed Asset Number
(Last 5 Numbers)

Date_________________ Page _____ of _____
New Assigned Org # FMIS Transaction ID # Used To Correct Exception or Discrepancy
(FA, FB, FC, FD, FT)

Type of Fixed Asset
(B, E, L, or V)

Exception / Discrepancy

____________________________________________ Signature of Person Conducting Inventory ____________________________________________ Bureau Chief/District Engineer

________________________ Date ________________________ Date

202

-Form A-149
Please remember to complete the A-149 form completely. Just listing the item(s) is not enough; serial numbers need to be listed.
Form No. A-149 Rev. 08/03

New Mexico Department of Transportation INVENTORY OF EQUIPMENT Date: Employee Name: Org. Code: TAG/FA NO. ITEM Division/Bureau: Section: DESCRIPTION (BRAND, MODEL, COLOR ETC.) SERIAL NO. ID

Employee Signature
1. Digital Camera's 2. Computers 3. Printers 4. Radio's (not listed on X018) 5. All IT Equip. (routers, switched etc..) 6. Machinery (not listed on X018)

Supervisor Signature

Classification

7. Office Equip. ( Ten Keys, Copiers, Fax Machines, Elec. Staplers) 10. Protective Gear 8. Cell Phones 9. Lab Equip. ( not listed on X018 within reason) 11. Any item the Supv would lik documented assigned to an employee

203

-Requisition of Materials
Form No. A-506 Rev. 5/96

New Mexico Department of Transportation

REQUISITION DOCUMENT
APPROVED APPROVED Recommended Source: Ship To: Bill To: P.O. #

Attn: Charlotte Larragoite PO Box 1149 Room 123 Santa Fe, NM 87504
Phone: 0 Vendor No.
ORG FND APPR OBJ/SUB

P.O. Box 1457 Roswell, NM 88201
Invoice: Date:
Yes

P.A. Del.Date:
ACTV PRO/JOB# COMM

Exp. Date: Crew No 52-18
AMOUNT

Requested By:
Budget Approved:

Donna Danley

06-07-01
No

JUSTIFICATION: BATES LABELS, CN3390 AND CN 3650 30,000 LABELS EACH, TOTAL OF 60,000
LN COMMODITY DESCRIPTON COMM CREW TASK FA QTY U/M UNIT PRICE TOTAL PRICE

15 Packets AVERY LABELS 5267, CN3390
(15 PACKETS X 2000 = 30,000 LABELS CN3390)

15 Packets AVERY LABELS 5267, CN3650
(15 PACKETS X 2000 = 30,000 LABELS CN3650)

30 PACKETS TOTAL of AVERY LABELS 5267
(30 PACKETS X 2000 = 60,000 LABLES TOTAL ) PLEASE SEND TO MR. KENDAL FISCHER’S, ATTY OFFICE Attention: Charlotte Larragoite PO Box 1149 Room 123 Santa Fe, NM 87504

TOTAL APPROVED: APPROVED:

F.O.B.

SECTION SUPERVISOR/PROCUREMENT OFFICER
Copy - Requestor

DIVISION/DIST. ENGINEER OR DESIGNEE

Original - District Purchasing Office

204

-Request to Fill Vacancy
New Mexico Department of Transportation REQUEST TO FILL A VACANT POSITION DATE: March 16, 2001 Class Title: Hwy. Eng. Tech. I (Temp) Position (Temp) Number Immediate Supervisor District Two - Construction Earle Smith Location (City) Tularosa Division (Include Bureau, Section and/or Unit) Reason for Vacancy

Elida Navarrette vacated this position upon her promotion.

Job Related Qualification Standards: Justification for filling this vacancy. Immediate need at this location for a Highway Eng. Tech I Purpose of Position: Provide assistance in the Construction Office in clerical duties, such as filing, inventory control, preparing correspondence, monitor training, etc.. Education: HS Graduate or GED (May be required to provide proof). Experience: Six (6) months experience in computer applications of Microsoft Word, Excel and/or Access.

Special Requirements Submit application to State Personnel Office in Santa Fe and a copy to NMSH&TD,Human Resources, PO Box 1457, Roswell, NM 88202-1457. Special Conditions of Employment: Valid NM Drivers License Pass physical examination. Must be willing to accept change in geographic location.

Working Conditions: (ADA/Essential Functions): Extended periods of sitting and working on a computer, walking, some lifting, some travel.

WE CERTIFY THAT EVERY EFFORT HAS BEEN MADE TO ABSORB THE RESPONSIBILITIES OF THIS POSITION AND THE PUBLIC WILL BE DISSERVED IF THIS VACANCY REMAINS UNFILLED. Hiring Supervisor: Date: Yes
District Administrator Date

or

No
Date

Approved for Fill:

Yes
District Engineer Date

or

No
Date

Approved for Fill:

205

-Interview Set Up Form
NEW MEXICO STATE PERSONNEL OFFICE SELECTION DOCUMENTATION DETAIL FORM Position Title: HWY ENG TECH II
NAME OF CANDIDATE: Jeffrey L. Anderson ACTIONS ATTEMPT TO CONTACT FOR INTERVIEW x By phone: Time1:15 pm Date:4/25/02 In Person By Mail By E-mail Time: Date Sent: Date Sent: No attempt (Explain) Date:
CERTIFICATE #: DATE ISSUED:

TOOL#:0805522000000013

To be completed by supervisor or interviewer to document efforts to contact applicant.

SUPERVISOR/INTERVIEWER: Earle Smith RESULTS AND/OR COMMENTS Phoned District office and spoke with Jeff

RESPONSE FROM CANDIDATE By Phone Time:. In Person By Mail By E-mail Time: Date Sent: Date Sent:

Date Date:

RESULTS OF CONTACT Declined Interview – No longer available. Declined Interview – Due to salary. No Interview arranged. (Explanation needed) Interview Scheduled. Date: 4/29/02 Time: 4:00 p.m. RESULTS OF SCHEDULED INTERVIEW Failed to appear Qualifications challenged (Please explain) Interviewed but not selected Selected: Accepted Declined (Explain) CANDIDATE NOTIFIED OF RESULTS OF INTERVIEW: By phone Time: Date: In person By mail By E-mail Time: Date Sent: Date Sent: Date:

206

-Employee Transfer

INTRA-DEPARTMENTAL CORRESPONDENCE
SUBJECT: Transfer Order Gary Card DATE: April 15, 2002

TO: Ruth Montoya Human Resource Admin. Senior FROM: Abel Esquibel Resident Engineer

FILE REFERENCE:

Name Classification:

Gary Card HET 2

Employee No. Tool Number: April 15, 2002

35776

Permanently transferred, reporting date of Effective date on PA From: Supervisor: Organization No. To: Supervisor: Organization No. Ricky Keller 52-17 Earle Smith 52-18

Title: Location Title: Location

CET-A Alamogordo Staff Manager Tularosa 52-18

Please adjust payroll and cost code accordingly to Organizational No.
Cc: Virginia Lorenz, ADE West Robert Sena, MA Earle Smith, SM Rick Keller, CET-A Gary Card, HET-2 Judy Bieling, Accounting
AE:en/112401

207

-Safety Meetings
F o r m N o . A-8 9 2

N E W M E X IC O D E P A R T M E N T O F T R A N S P O R T A T IO N S A FE T Y M E ET IN G R EP O R T

N ew 1 0 /9 1

__________________________________________________________________________________________ E M P LO Y E E N A M E (P lease P rint) E. No. E M P LO Y E E N A M E (P lease P rint) E. N o .

__________________________________________________________________________________________ S U B JE C T S D IS C U S S E D : (T raining a id s used – m o vies, tapes, etc.)

__________________________________________________________________________________________ S U G G E S T IO N S /A D D IT IO N A L C O M M E N T S : (U se back page, if necessary)

O R G :_________________

D A T E :________________

T IM E :________________________

_______________________________________________ E M P LO Y E E C O N D U C T IN G M E ET IN G __________________________________________________________________________________________ S U P E R V IS O R ’S A C T IO N O N S U G G E S TIO N S /R E C O M M E N D A T IO N S :

O rigin al-Risk M an age m e nt

C o p y-F ile

X C op y-T rainin g C o o rdin ato r

208

-Drivers License, Defensive Driving and First Aid Verification
ORG: For MONTH of: Date: Employee Number DRIVERS LICENSE INFORMATION Employee Name License Number Class DDC INFORMATION FIRST AID Expir. Completion Expir. Date Card Number Date Card Number Date

Submitted by: **Print or type all Information** White- Safety Office Yellow-Section Supervisor Pink- File

209

-Work Order Procedures
W ORK ORDER PROCEDURES- STEP BY STEP.

Step-by-Step procedures for working on and purchasing parts for major road equipment. 1. 2. 3. 4. 5. Determine what is going to be repaired on vehicle. Have FA number ready. Have mileage ready. Have E number of employee ready. Call the shop and have the information in steps 1 – 4 ready to give to the shop, retain work order number from the shop. 6. W hen purchasing parts from vender have the work order number ready. 7. Have the invoice number ready. 8. Have the FA number ready. 9. Call the shop 624-3360, 624-3359, or 1-888-326-6259 10. At that time the shop personnel will get purchasing on the line for a 3-way call. 11. The information that needs to be on the invoice is. a. Purchase order number b. FA numbers next the part for that FA. c. Repair Code next to the part. d. Invoice must be signed. 12. Invoice needs to be turned into the shop office as soon a practically possible. 13. All proper information from the invoice needs to be put on the work order. ( note vender name may be substituted for vender number on work order if you do not know the vender number ). 14. A copy of the invoice needs to be attached to the work order if possible. 15. W hen acquiring parts from the District Store fill out the Store Automotive Request from using step 1-4 and send it to the shop. ( e-mail, mail, or hand carry ) 16. W hen requesting parts through the District 2 Shop use steps 1-4 to fill out a parts request form and send to the District 2 Shop. ( e-mail, mail, or hand carry) 17. DO NOT GUESS at any of this information- double check first- mistakes are hard to correct and sometimes impossible to fix.

210

-Work Order
Work Order No.
Must be obtained from SHOP

DATE IN: DATE OUT:

F.A. NUMBER: ORG: MILES/HOURS: TRANSFERED IN: TRANSFERED OUT: TASK DESCRIPTION OF WORK

PM COMERCIAL REPAIR DATE MO./DAY EMPLOYEE NO.

REASON: PRIORITY: HOURS

PARTS TASK PART NUMBER VENDER NUMBER QTY PRICE PER ITEM PARTS DISCRIPTION

211

-Long Distance Telephone Log
New Mexico Department of Transportation
Telephone Toll Service Phone No.: Town: Crew: Date Person Calling PHONE LOG Person Called Phone Number Subject

212

****Final Inspection to Final Documentation
****

213

Procedures and DocumentsFinal acceptance; Contractor will notify PM in writing upon completion of project. Affidavit of Wages paid must be filed prior to the final payment to a contractor Post Construction Conference- Within 30 days, upon project being substantially completed Notice of Construction Status- (Date Construction Completed) Send to District AuditForm A-1080 Final Payroll from Contractor and Subcontractors Change Order to Adjust Items to Final Quantity Final Change Order for GRT-Taken Care of at District Audit Office Change Order for QC/QA Incentive or Disincentive Payments for PMBP, OGFC, Base Course, and Smoothness (if applicable) Final Punch List – Project Manager prepares list of items that need cleared up prior to Final Inspection Final Estimate- Normally done at District Audit. Stockpile Information-- Survey of Stockpile, Transfer to Maintenance. Salvage Material, such as Cold Milling, Base Course, etc. Refer to Administrative Directive 201. Material Certification Summary

214

-Affidavit of Wages Paid

215

-Notice of Construction Status-Completion
(Send to District Audit)
Form No. A-1080 Revised 2/04

New Mexico Department of Transportation

NOTICE OF CONSTRUCTION STATUS
Project Number: District Number: Contractor: Address: Telephone: The status of work on this project is (check appropriate box);
Construction Started
Date

Control Number:

Construction Suspended
Date

Partially Suspended
Date

Construction Resumed
Date

Milestone Started **
Date

Substantial Work Complete
Date

Milestone Complete **
Date

Physical Work Complete
Date

Provide Comments below (e.g. reason for suspension, etc. )

Name: Address: Telephone: Signature:

Type Project Manager Name type your office mailing address Fax: (505) Your # (505) Your #

Title:

your title/classification

Date:

216

Final Documents--Cover Letter -Letter of Transmittal -Summary of Previous Payments -Summary of Contract Time (Work or Dual Days) -Pit Release Letters (If applicable) -Copy of Insurance Bonding Release-This is needed upon 95% completion of the Project. (Final Surety Release) -Affidavit of Wages Paid (Prime & Subs) -Pit Materials Sheet - Form C-135 (Non-Commercial Sources) -R/W Encroachment Letter or R/W/Certifications - Form A-269 -Final Acceptance from PM > ADE > DE > SCE Certificate of Payment of Claims- found in the back of Contract BookEach Contract may vary, so be sure to use the Contract Book for the Project you are working on. Auditor will initial and date upon accepting or if more items are required.
217

-Final Document Check Off List
FINAL ESTIMATE PACKAGE (Project Office Worksheet) CN :__________________________ TERMINI :___________________________

Initial and Date

Letter of Transmittal -5A Insurance Bonding Release -5A Summary of Contract Time -5A Previous Payment Summary -5A R/W Encroachment Letter (A-269) -5A Final Acceptance from PM > ADE > DE > SCE -5A Pit Releases {PM or Contr Stmt for Commercial}-5A ____________Affidavit of Wages Paid (Prime & Subs) –9A Pit Materials Sheet C-135 (Non-Commercial) –4A ____________As Built Plans

__________<<Auditor Initial @ Accepting Date >> _____________

__________<<Auditor Initial @ Items Required /Date >> _________

218

-Cover Letter (final voucher)
FORM A - 211-A Rev 2/04

NEW MEXICO DEPARTMENT OF TRANSPORTATION P. O. BOX 1149, SANTA FE N. M. 87504 - 1149 ******************************************************************************************************************************************* FIN AL P AYME N T VOUCHER ******************************************************************************************************************************************* CONTRACT NUMBER DATE PREPARED PAYMENT NUMBER CONTRACTOR VOUCHER NUMBER ._____________ FMIS VENDOR NO. PAYEE MUST SIGN THE CERTIFICATION BELOW AND RETURN THIS VOUCHER TO THE DEPARTMENT OF TRANSPORTATION BEFORE PAYMENT CAN BE MADE. WORK PERFORMED FROM PROJECT NUMBER : CONTROL NUMBER: COUNTY THROUGH AS ITEMIZED WITHIN

ACCEPTANCE OF FINAL PAYMENT: THE UNDERSIGNED HEREBY ACCEPTS THE AMOUNT SHOWN IN THIS FINAL ESTIMATE VOUCHER AS PAYMENT IN FULL FOR ALL WORK PERFORMED ON THE WITHIN PROJECT(S) AND AGREES TO FILE NO FURTHER CLAIMS AGAINST THE STATE OF NEW MEXICO OR ITS DEPARTMENT OF TRANSPORTATION ON ACCOUNT OF THIS CONTRACT FOR WORK PERFORMED ON THE PROJECT(S)

PAYEES CERTIFICATION: (SIGNATURE MUST BE IN INK OR INDELIBLE PENCIL) I CERTIFY THAT THE ABOVE BILL IS CORRECT AND JUST AND THAT PAYMENT THEREFORE HAS NOT BEEN RECEIVED PAYEE: BY: TITLE:

(PARTIES OF SECOND PART) ACCOUNTS SB TO BE CHARGED ACTIVITY PROJECT

ORG

OBJCT

CONTRACT NO. $ $ $ $ $ $ $ $

AMOUNT -

ESTIMATE NO.

219

-Letter of Transmittal
F orm N o. A -1 1 0 R ev. 3 -9 5

N e w M e x ic o D e p a r tm e n t o f T r a n s p o r ta tio n

IN T R A - D E P A R T M E N T A L C O R R E S P O N D E N C E
SU B JEC T:

F IN A L E S T IM A T E D O C U M E N T S A C -N H -0 5 4 -2 (2 0 )8 5 C N 3 8 7 3 G a ry S h u b e rt D i s tr i c t T w o E n g i n e e r E a r le S m ith P r o je c t M a n a g e r

D AT E :

F e b r u a r y 5 ,2 0 0 3 CN 3873

F IL E R E F E R E N C E : TO:

A T T E N T IO N :

M a r y M ille r

FROM:

T r a n s m it t e d h e r e in f in d f in a l e s t im a t e d o c u m e n t s f o r s u b je c t p r o je c t c o n s is t in g o f : 1 . P e rm a n e n t B o o k s : 2 0 3 5 7 -L 2 0 3 5 8 -L 2 0 4 0 5 -L 2 0 3 5 5 -L 2 0 3 5 6 -L 2 0 3 7 5 -L Roadw ay C o n s t r u c t io n E n g in e e r in g , C o n s t r u c t io n S ig n in g S tra p T r a f f ic C o n t r o l C o n t r a c t o r T r a f f ic C o n t r o l C o n t r a c t o r F in a l Q u a n t it y B o o k

2 . F in a l D o c u m e n t s 3 . P e r m a n e n t F ile s : 4 . A s B u ilt P la n s
E a r le S m ith P ro je c t M a n a g e r

O f f ic e a n d L a b o r a t o r y

220

-Summary of Previous Payments
ORIGINAL CONTRACT AMOUNT $ 1,397,485.16

CO # 1

DESCRIPTION Deleted overhead sign structure and associated panel signs that were installed on adjacent project. Establish a detour to provide two lanes of traffice flow in each direction. Additional Traffic Control items required. Establish Geogrid Base Reinforcement and Geotextile Class D (Type 3) Revise the Factor "F" of the Asphalt Content measured Characteristic from 50 to 0 under Section 401.71 of the Special Provisions Modifying ment QC/QA Section 401 Plant Mix Bituminous Pavement Q dated October 3, 2000. Eliminate of Asphalt Content as a QC/QA Pay Factor. Add Mobilization and Traffic Control and increase the quantities for Rigid Conduit 50.8 mm (Dia), Pull Box (Std) and Communicaton Cable 12 Pair to the Contract for Traffic Signal Interconnect between Projects CN 3597 and CN 1970. 50% price reduction for PMBP-SPIII due to high air voids Adjust Items to Final Quantities. Additional days added. To establish incentive and disincentive payments.

+/- DAYS 0

2

0

3

0

4

0

5

0

6

0

7 8 9

0 47 0

221

-Summary of Work Days
AC-NH-070-4(30)254 CN 2514R CD=CALENDAR DAY WD=WORK DAY
Jan-03
pe Ty t un Co

Feb-03

Mar-03

Apr-03

May-03

Jun-03

Jul-03

Aug

CD

WD

CD

WD

CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD 31

WD WD SUN WD WD WD WD WD WD SUN WD WD WD WD WD WD SU WD WD WD WD WD WD SUN WD WD WD WD WD WD SUN WD 26

CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD 30

WD WD WD WD WD WD SUN WD WD WD WD WD WD SUN WD WD WD WD WD WD SUN WD WD WD WD WD WD SUN WD WD WD 26

CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD 31

WD WD WD WD SUN WD WD WD WD WD WD SUN WD WD WD

CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD 30

WD

CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD 31

WD

CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD 31

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 0 0

CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD CD

WD WD WD WD WD WD SUN WD WD WD WD WD WD SUN WD WD WD WD WD WD SUN WD WD WD WD WD

25

23

12

0

0

Date on Work Order: November 22, 2002 Mandatory Date of Construction: Construction Started: February 3, 2003 Construction Completed: August 30, 2002 Calendar Days Allowed: 480 Calendar Days Used: 87 Roadway Prism Days Allowed: Roadway Prism Days Used: Mandatory Project Completion Date: May 28, 2004

LEGEND: Working Day Rain Snow High Wind Frozen Ground Wet Ground Cold Holiday Saturday Sunday Calendar Day Non-Charge Day

= WD =R = SN = HW = GR = WG =C =H = SA = SU = CD =NCD

Msy 14, 2003, CD: Msy 14, 2003, WD: "WD" = "CD" =

100 87 ?????? 87 209

Estimate #4 has 78 c

222

-Pit Release Letters (If applicable)
N ew M exico D ep a rtm en t of T ra n sp orta tion
A N EQ U A L O PP O R TU NITY E M PLO Y ER

F eb rua ry 3, 2 0 0 3
G A R Y E. J O HN S O N G O VE R N O R
C O M M ISS S IO N H OLM B U RS U M , III C H A IR M A N , S O CO RR O E D W A R D T . B EGA Y V IC E C H A IR M A N , G A LLU P P E T E R T . M OC HO , S R . S E C R E T A R Y , A LB U QU E R QU E S HE R RY L. G A LLOW A Y M E M B E R , F A RM IN GT O N R A Y L IT H E R LA ND M E MB E R , L A S V EGA S S ID NE Y G . S T R E B E C K M E MB E R , P O RT A LE S D EP A R T M E N T Secretary Pete K . R ahn G eneral O ffice P.O . Box 1149 S anta F e, N M 87504-1149 505-827-5100 D istrict O ne O ffice P.O . B ox 231 D em ing, N M 88031-0231 505-546-2603 D istrict T w o O ffice P.O . Box 1457 R osw ell, NM 88202-1457 505-624-3300 D istrict T hree O ffice P .O . B ox 91750 A lbuquerque, N M 87199-1750 505-841-2700 D istrict F our O ffice P .O . B ox 10 Las Vegas, N M 87701-0030 505-454-3600 D istrict F ive O ffice P.O . Box 4127 C oronado S tation S anta F e, N M 87502-4127 505-827-9500 D istrict S ix Office P.O . Box 2159 M ilan, N M 87021 505-285-6623

T o W h o m It M a y C o n cern :

R e fe re n ce : N M S H T D P ro je ct S P -0 54 -2 (20 6)1 0 1 C N 3 0 42 , U S 5 4 M P 1 0 1 .4 TO M P 1 19 .1

T his is to certify tha t all su rfa cin g m a te rials use d on N M P ro je ct S P -0 5 4 -2 (20 6 )1 01 C N 3 0 4 2, w e re ob tain ed from th e fo llo w ing sou rce : BUREAU O F LAND M AN AGE MENT 1 8 0 0 M a rq ue ss L a s C ruc e s , N M 8 8 0 0 5

S in ce rely,

E a rle S m ith P ro ject M a n a g e r

223

-Copy of Insurance Bonding Release

224

-Project Engineer Statement or Project Certification (Signed)
Form No. A-1081 Rev. 2/04

Date: New Mexico Project No: Control No:

Project Certification
I, the undersigned, as the representative of the New Mexico Department of Transportation: 1) Certify that the contractor has satisfactorily completed the work in accordance with the terms and conditions of the contract. 2) The Final Amount was prepared and to the best of my knowledge and belief the work and quantities set forth on the referenced Project have been performed and are correct. . The Final Project Total Amount including GRT is

Signed: _______________________________ Title: __ (SEAL) Registered Professional License No. __

225

-Affidavit of Wages Paid
(Prime & Subs)

226

-Pit Materials Sheet - Form C-135
(Non-Commercial Sources)
FORM No. C-135 Rev. 4-19-72

New Mexico Department of Transportation SUPPLEMENTAL SHEET TO FINAL ESTIMATE Project Number: SP-054-2-(206)101 Pit Sources of Surfacing & Borrow Material SURFACING MATERIALS Tons Final Estimate Cu. Yards Final Estimate
CN 3042

Pit No MP 98

Location US 54, E1/2 of Section 21, T. 11 S., R. 9 E

Owner & Address BLM 1800 Marquess Las Cruces, NM 88005

PMBP OGFC BASE COURSE PAID BASE COURSE NOT PAID ESTIMATED BASECOURSE STOCKPILE QUANTITY DUE TO OVER CRUSHING

49,901.59 6,924.00 2,888.00 3,984.00 3,000.00

The tons will exclude Oil & Lime Content

BORROW MATERIAL Pit Letter N/A

Location N/A

Owner & Address N/A

Cubic Meter N/A

Metric Ton N/A

227

-R/W Encroachment Letter or R/W/Certifications - Form A-269
Form No. A-269 Rev. 2/04

NEW MEXICO DEPARTMENT OF TRANSPORTATION

ENCROACHMENT REMOVAL CERTIFICATE
This is to certify that all encroachments within the right of way on Project CN:

Located at:

within

County (s), have been

removed in compliance with Section 1.23, Title 23, Code of Federal Regulations.

Signature

Print Name & Title

Date

228

-Final Acceptance from PM > ADE > DE > SCE
A-1079 Rev 2/04

THE NEW MEXICO DEPARTMENT OF TRANSPORTATION
INTRA DEPARTMENTAL CORRESPONDENCE
SUBJECT: Final Acceptance Project Number TO: Lee Onstott State Construction Engineer FROM: Project Manager The final inspection for this project was conducted on . All exceptions noted during the inspection have been completed or corrected as of Enter Physical Completion Date . . In accordance with Sections 105.18(B) and 109.9 of the Standard Specifications for Highway and Bridge Construction 2000 edition, Contractor's Name is herein released of any further responsibility for this project. All required documentation has been submitted. Acceptance of the project and payment of the final estimate is recommended. Concur: _______________________________ Assistant District Engineer Concur: ______________________________ District Engineer Concur: ______________________________ State Construction Engineer ______________________ Date ______________________ Date ______________________ Date DATE: FILE REFERENCE: CN:

229

DocumentsSource Books and As Built Plans
Source Books- Need a number from Audit and need to be stamped with Certification Stamp and Signed by Project Manager. Traffic Control Diaries, NRC and Survey Books- Need a number from Audit and Stamped with Certification Stamp by the Project Manager. As Built Plans- Update to final quantities and locations indicating any changes or additions- Utilize As Build Check off List ; AS Built Check Off List. Needs Stamped with Certification and Signed by Project Manager. Final Champs
230

DocumentsNecessary Files to Audit
Project should be finalized including all documents and files being completed and audit verification within 120 days. The time starts at the time the Physical Completion to date of Final Payment. Project Files will need to be Boxed up Neatly and Orderly and Sent to District Audit once all Documentation has been received. Send a Paid to Date Report to Contractor to be sure everyone agrees on quantities paid. Claims Procedures Certification Of Payment Of Claims
231

-Label for Project Files to District

PROJECT #: SP-054-2(206)101 CN #: 3042 TERMINI: US 54 ROADWAY REHABILITATION
MP 101.4 TO MP 119.1

BOX: 1 of 1

CONTRACTOR: JAMES HAMILTON CONSTRUCTION CO. COUNTY: LINCOLN PROJECT MANAGER: Earle Smith CREW #: 52-18 THIS BOX CONTAINS: PROJECT FILES AND FINAL DOCUMENTS

232

-Claims Procedure (1 of 5 pages)
Claims 1. A Claim is an unresolved change. 2. It is usually a demand for money, time, or both. 3. A claim can exist when: a. The contractor believes a change in scope exists, but the contracting agency (NMDOT) disagrees. b. Both parties agree that a change exists, but cannot agree on the impacts and/or costs of the change.

A claim can be defined as a demand for additional compensation that is formally submitted to someone in the NMDOT outside of the normal process for change approvals. In simple terms, a continued demand for payment is termed a claim if it has been previously denied under the Department’s normal procedures for change approval. Both the Department and the contractor share in the responsibility for claims. Many claims could be avoided if reviews of the contract documents were more thorough, both in preparation of the project and in bidding the project. Problems occur most often when a contracting agency rushes a project with incomplete or inadequate plans through the letting process. Due to public and political pressure, States sometimes promise to get work under construction or to open highways on some predetermined date. Similarly, shelf projects, those projects with plans that were developed several years earlier, can be especially disputeprone because traffic patterns and other field conditions may have changed. Most States acknowledge that projects containing known errors are sometimes let for bid because the time frame does not allow for errors to be corrected. Contractors may contribute to claims through ineffective project management, scheduling practices and substandard work.

233

-Claims Procedure (2 of 5 pages)
C la im p ro c e d u re (s ) a re c o v e re d in § 1 0 5 .1 8 , 1 0 5 .1 9 , 1 0 7 .2 9 , & 1 0 8 .6 o f th e N M D O T S ta n d a rd S p e c ific a tio n s F o r R o a d & B rid g e C o n s tru c tio n , E d itio n o f 2 0 0 0 . If F e d e ra l fu n d in g is in c lu d e d , th e F H W A s h o u ld b e n o tifie d im m e d ia tle y a n d k e p t in fo rm e d o f th e s ta tu s o f c la im s . T h e F H W A h a s e s ta b lis h e d p ro c e d u re s o f th e ir o w n a n d c a n o p t to e ith e r p a rtic ip a te o r n o t p a rtic ip a te in a c la im s e ttle m e n t a m o u n t. It is th e c o n tra c to r’s re s p o n s ib ility to p ro v id e n o tic e o f c la im . T h e c la im m u s t b e m a d e in w ritin g .

234

-Claims Procedure (3 of 5 pages)
Once a notice of claim has been received, the three most important thing that field inspectors should do is:
Document, Document, and DOCUMENT.

All pertinent data should and must be entered into the Daily Work Report (DWR) in Site Manager. Let’s assume, for example, that “Dewey, Cheatum, and Howe Construction Co.” has contacted the project manager with intent to file a claim alleging that he is experiencing a horrendous, devastating delay on constructing a concrete box culvert because there were underground fiber optic cables that were not noted on the plans.

235

-Claims Procedure (4 of 5 pages)
T he project manager should inform the assigned inspector(s) im mediately. T he facts that should be recorded in the inspector’s DW R are: Is the work on the C BC progressing or has it indeed been stopped due to fiber optic cables? W hen did the work on the C BC start? Show the date and time. W hen did the work stop? Show the date and time. H ow many days has the work been impacted? O n a daily basis, show the nu mber, classification, and hours of the contractor’s work force for the location in question. Include the foreman or foremen, and any contractor’s testing personnel. Are there any workers on standby? If so, how many hours? List all of the equipment, showing make, model, and if possible the serial number. “All” means just that. Include heavy equipment, air compressors, vibrators, generators, pickups, etc. Show the nu mber of hours for all equipment. Indicate whether the equipment is owned by the contractor, or if it is a rental. If you’re not sure, ask the foreman. Is any equipment standing by idle? If so, how many hours?

236

-Claims Procedure (5 of 5 pages)
If the encroaching utilities are cleared and the contractor is able to proceed, then note: Who moved the utility or enroachment? What date and time was it moved? How long did it take? When was the contractor able to resume full operations? Show date and time. Record any and all pertinent discussions with the contractor’s personnel. Keep the comments factual, impartial, impersonal, and professional. Comments like “these guys are a bunch of idiots”, or “I could have told them how to do it better”, or “well stuff me with a marshmallow and call me a moon pie, they got done”, have absolutely no place in DWR’s. Other comments to avoid are personal squabbles between you and co-workers DWR’s, Project Manager Diaries, Source Books, Project and Lab files are Public Records and are subject to review and inspection as provided by law. A simple thing to remember is: Anything written in a document that is public record may be read back to you in a court of law, and you will be required to explain your comments.

237

****Office managers HINT!!!
SUGGESTIONS:
1) KEEP A COPY OF EVERYTHING 2) MAKE SURE IT IS "RIGHT" BEFORE "YOU" SIGN IT AND/OR SEND IT OUT!!!!

238

-Mapping Of Drives from Net Work SiteManager Internet
http://intrans/webapps/TSWeb/default.htm
Path

Construction G-Drive: \\d2flsv01\const$ Public P-Drive: \\d2flsv01\public Construction Bureau T-Drive: \\hoflsv02\conshareCB Specifications E-Drive: \\htdrms\psespecs H-Drive: \\d2flsv04\userdirs$ Site Manager S-Drive: \\hosmfiles\sm_files PSE Drive: \\asgopinon\pseshare PSE Drive Information: \\d2flsv01\public\pse_section.
239

Infomaker Libraries
TO GET CATEGORIES TO LIST ON INFOMAKER REPORT FOR ESTIMATE PURPOSES

********** INFOMAKER ICON TREE OPEN (SECOND ICON ON SECOND ROW) LOOK IN “G-DRIVE” INFOMAKER Nmshtd.pbl To get all options for INFOMAKER Library INFOMAKER ICON TREE OPEN Look In: S-DRIVE INFOMAKER TK

ale-rpts.pbl

240

Add ICON to Desk Top
Instructions to ADD ICON to Main Screen Windows 2000 C- Drive Documents and Settings All Users Start Menu Site Manager Right Click on Site Manager Create Short Cut Drag ICON To Main Screen

241

Add Project to Lap Top
Instructions to ADD PROJECT TO LAP TOP Site Manager Pipeline and Zip Server to PM Open Select Project Check Basic Contract Services Pipeline Data

242

English Application Rate
(length and width in feet)

APPLICATION RATE
Determine how many Square Yards: Determine APPLICATION Rate: L x W = ? / 9 = Sq Yds Gallons Used / Sq Yds = Application Rate

243

Customize Your Microsoft Word Toolbar
Customizing your Personalized Toolbars
The buttons that are shown on each toolbar can be quickly tailored to suit your preferences. To determine which buttons display on a toolbar: 1.Click the chevron button (the button with the arrow or arrows) located at the end of the toolbar you wish to customize. Select Add or Remove Buttons. 2. Select the buttons you want displayed on the toolbar by adding a check next to the button's icon and description. Uncheck the buttons you want visually suppressed from the toolbar. If you wish to disable Personalized Toolbars, click on the Tools menu, select Customize, and choose the Options tab. Eliminate the check in the check box next to Standard and Formatting toolbars share one row and click Close. Each toolbar you have selected for viewing on the screen is given its own exclusive and complete row.

244

Microsoft Word Clear Toolbar
Computer Tips Office 2000
Clearing Personalized Menu and Toolbar Settings To clear menu and toolbar settings that Office 2000 automatically saves when you choose menu commands and toolbar buttons, go to the Tools menu, select Customize, and choose the Options tab. Then click the Reset my usage data button. This button resets the toolbar buttons shown on a built-in toolbar if it is not wide enough to display all the buttons. The Reset my usage data button also resets the menu commands shown on the short version of a menu if the Menus show recently used commands first check box is selected. Clicking the Reset my usage data button does not change the location of toolbars, does not remove any buttons or commands you've added by using the Customize dialog box, and does not add buttons or commands you've deleted.

245

Did You Get The E-Mail?
Did You Get the E-Mail Message I Sent? I Can Find Out With the Read Receipt feature in Outlook, you can track if and when someone has read an e-mail message you've sent. So, instead of wondering, "Has he read my e-mail yet?", you can know for sure. Here's how: Before you send your message, on the View menu, click Options. Select the Request a read receipt for this message check box and click Close. To automatically track all e-mail that you send: On the Tools menu, click Options. On the Preferences tab, click E-mail Options, and then click Tracking Options. Select the Request a read receipt for all messages I send check box and click OK. Now as soon as the recipient opens an e-mail message you've sent, Outlook automatically sends a message back notifying you that it's been read. Or if the recipient deleted the message without reading it, you'll know that too.

246

Retrieve E-Mail
Sent an Embarrassing E-mail? Retrieve It Have you ever accidentally sent an e-mail you wish you could "unsend"? Well, maybe you can. If you use Microsoft Exchange Server as your e-mail server, and the recipient uses Outlook, you can recall the message before the person has a chance to read it. To recall a message after you've sent it: Open your Sent Items folder. Double-click the message you want recalled. On the Actions menu, click Recall This Message. To recall the message, click Delete unread copies of this message. To replace the message with another one, click Delete unread copies and replace with a new message, click OK, and then type a new message. To be notified about the success of the recall or replacement for each recipient, select the Tell me if recall succeeds or fails for each recipient check box. Click OK.

247

SiteManager Internet Path

http://intrans/webapps/TSWeb/default.htm

248

Simple SiteManager
LOG ON TO SITEMANAGER
First double click the SITEMANAGER icon. You will have to enter your user ID and then your PASSWORD. Keep in mind that if at first and second time you don’t succeed, do not try a third time. Close it and start over. On main menu, double click the DAILY WORK REPORTS icon. Then double click the DAILY WORK REPORTS again. That should get you into the Daily Work Reports. First thing to do is click on the NEW icon. Next click on SERVICES, then click on CHOOSE KEYS. Next you double click DWR DATE and a calendar comes up. Select your date and hit save. Always remember to save your stuff. Then you can enter information in the section required, for example, GENERAL for any general information. VISITOR for any visiting people, ACCIDENTS, etc. Don’t forget to save it. You can click on the CONTRACTOR tab, to select your contractor. To do so, just click NEW, then there should be a drop down box to select from a list of Contractors and Subcontractors. Depending on whom you are working with. Then hit save. Record any Equipment used and type of personnel on the project. You can now click on DAILY STAFF tab. Here you will enter your time worked for the day. First you must click on NEW. There should then be a drop down box for you to make a selection of employees, mainly you. Select yourself, then tab to the WORK CODE area and enter your code. Then tab to enter the amount of hours you are charging. There is a place for your straight time hours and a place for your overtime hours. Then hit save. To pay for quantities, click on the WORK ITEMS tab. There you will get a list of items on your contract. Select your item, or double click it. Then you will begin by clicking NEW. Keep in mind that if the “New” icon does not appear, it is because you did not select a contractor. After you click NEW, then you enter information as required. Happy SiteManagering!

249

Address to GRIP

\\gold\grip

250

Yd2 to Tons
CN:3873 CN:3042 CN:3873, OGFC, QC/QA Plan Qty: 253205 Sq. Yds 7% by weight PAC-20 Plan Unit Weight: 3450 lb/yd3 OGFC Depth: 5/8" 253205 Sq. Yds 3450 lb/yd3 5/8" Tons of OGFC: 2278845 ft2 118690 ft3 15166208 lbs = 2000 7583 tons x 8% 7583 -606.64 = OGFC Aggregate: 60% = x x 0.052083 ft. 127.78 lb/ft3 7583 tons = 118690 ft3 15166208 lbs OGFC = = = 2278845 ft2 127.78 lb/ft3 0.052083 ft. 3-Sep-02 1% by weight Lime

=

606.64 tons of Asphalt & Lime 6976.36 tons of aggregate

6976 tonsCN:3873 253,205 yd2 4186 tons 151,923 yd2

CN:3042, OGFC, QC/QA Plan Qty: 269984 Sq. Yds 7% by weight PAC-20 Plan Unit Weight: 3450 lb/yd3 OGFC Depth: 5/8" 269984 Sq. Yds 3450 lb/yd3 5/8" = = = 2429856 Sq. Ft. 127.78 lb/ft3 0.052083 ft.

1% by weight Lime

Tons of OGFC: 2429856 ft2 126555 ft3 16171198 lbs = 2000 8086 tons x 8% 8086 - 646.88 = x x 0.052083 ft. 127.78 lb/ft3 8086 tons = 126555 ft3 16171198 lbs OGFC

=

646.88 tons of Asphalt & Lime 7439.12 tons of aggregate

251

IF Statement- sample
(Click in the blue numbers on spreadsheet to see formula)
AC-MIP-054-1(31)35 CN 3774 CC=Contract Completion RP=Roadway Prism Completion
Jul-01
pe Ty t un Co

Aug-01

Sep-01

Oct-01

Nov-01

Dec-01

CC

RP

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC 28

RP RP RP RP RSUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP 24

CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC 31

RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP 27

CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC 30

RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN 25

CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC 31

RP RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP 27

CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC 30

RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP 26

CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC CC 30

RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN RP RP RP RP RP RP SUN 25

Date on Work Order: July 19, 2001 Mandatory Date of Construction: August 3, 2001 Construction Started: July 4, 2001

LEGEND: Working Day Rain Snow High Wind Frozen Ground

= = = = =

WD R SN HW GR

"RP" = "CC" =

154 180

252

-Change Order Procedures
A Project Change Order is an order from the Project Manager, with approval by his Superiors, to the Contractor, authorizing and directing the Contractor to make a change in the Contract, Specifications, or Plans, as defined in Paragraphs 101.08, 101.31, and 101.76 of the Standard Specifications. A Change Order serves the multi-purpose of being an engineering document to secure approval to make the change, and an accounting document to inform those concerned about the cost of the change. A Change Order should be written clearly and concisely enough that it can be easily understood. There are Field Sheet and Supplemental Change Orders. The Field Sheet increases or decreases quantities. The Supplemental Change Order adds or deletes a pay item or changes contract with regards to time, specifications or claims. To see how to do a Field Sheet, Supplemental Change Order, Time Adjustment Change Order, Zero Dollar Change Order or a Force Account Change Order you can refer to the S-Drive, Change Order Procedures.
Field Sheet Change Order Procedures Supplemental Change Order Procedures Time Adjustment Change Order Procedures Zero Dollar Change Order Procedure Force Account Change Order Procedures

253

Supervisor’s Report of Incident
(page 1 and 2)

254

Supervisor’s Report of Incident
(page 3 and 4)

255

Vehicle Accident or Personal Injury and Witness Statement of Accident or Injury
New Mexico Department of Transportation Employee (S) Vehicle Accident or Personal Injury Report Location of Accident / Injury: Org. Code: Name of Employee: Home Address: Zip: Phone #:

Witness Statement of Vehicle Accident and/or Personal Injury

Accident of:

Date of Accident:
Name

SSN:

Age:
Name of Witness: Witness Address:

Date of Accident: Employee #

FOR PERSONAL INJURY ONLY Birth Date: Mo: Day: Yr. Married Marital Status: Single Highest Level of Education: No. of Children under 18 yrs. Divorced Separated Widowed

Number

Street

Town

State

Zip

What were your duties at the time of the accident:

Date of Accident: Time: Date / Time Reported to Supervisor: How long employed at similar operation: Nature and extent of injury / accident:

Employee Number: Date Employed: Classification:
What was the employee involved in (or injured employee) doing at the time of the accident?

Was medical attention required (explain)? In your own words, describe in detail what you consider caused this accident:
Did you see the accident? What did you see? Yes No

What do you suggest be done to prevent a similar accident?
Did equipment or tools have anything to do with the accident? If yes, explain: Yes No

Other (Explain)?

Note: USE REVERSE SIDE OF THIS FORM FOR ADDITIONAL DATA

The above statements are true and correct to the best of my knowledge. Signature Print Name Date

Signature:

Date:

256

-Rebar Metric Conversions

Bar designation #10M #13M #16M #19M #22M #25M #29M #32M #36M #43M #57M

Nominal mass kg/m 0.560 0.994 1.552 2.235 3.042 3.937 5.060 6.404 7.907 11.380 20.240

Cross diameter sectional mm area 9.50 12.70 15.90 19.10 22.20 25.40 28.70 32.30 35.80 43.00 57.30 71 127 199 287 387 507 647 819 1007 1452 2579

Perimeter mm 29.8 39.9 50.0 60.0 69.7 79.8 90.2 101.5 112.5 135.1 180.0

maximum gap chord of Maximum Minimum 12.5% of ENGLISH Nominal average average Nominal UNITS BAR mass spacing height perimeter DESIGNATION lb/ft. 6.7 8.9 11.1 13.3 15.5 17.8 20.1 22.6 25.1 30.1 40.1 0.38 0.51 0.71 0.97 1.12 1.27 1.42 1.63 1.8 2.16 2.59 3.6 4.9 6.1 7.3 8.5 9.7 10.9 12.4 13.7 16.5 21.9 #3 #4 #5 #6 #7 #8 #9 #10 #11 #14 #18 0.38 0.67 1.04 1.50 2.04 2.65 3.40 4.30 5.31 7.65 13.60

diameter in. 0.375 0.500 0.625 0.750 0.875 1.000 1.125 1.250 1.375 1.750 2.250

257

-Terminology
(1 & 2 of 14)
TERMINOLOGY • • • • • • • • • • General Material Tests Material Equipment Material of Construction Wearing Surfaces Miscellaneous Construction Surveying Survey Equipment Construction Stakes Acronyms
CONTRACT – The written agreement between the NMDOT and the Contractor setting forth the obligations of the parties thereunder, including, but not limited to, the performance of the work, the furnishing of labor and materials, and the basis of payment. The contract includes the invitation for bids (Advertisement), proposal, contract form and contract bond, specifications, supplemental specifications, special provisions, general and detailed plans, and notice to proceed, also any change orders and agreements that are required to complete the construction of work in an acceptable manner, including authorized extensions thereof, all which constitute one instrument. CONTRACT PAY ITEM – A specifically described unit of work for which a price is provided in the contract. CULVERT – Any structure not classified as a bridge which provides an opening for drainage under any roadway. DETAILED ESTIMATE – A statement of actual prices bid by the contractor on each item in a contract. ENGINEER – The State Engineer of the NMDOT, acting directly or through his duly authorized representatives, who is responsible for engineering supervision of the construction. EXTRA WORK – An item of work not provided for in the contract as awarded but found essential to the satisfactory completion of the contract within its intended scope. EXTRA WORK CHANGE ORDER – A change order concerning the performance of work or furnishing of materials involving extra work. Such extra work may be performed at agreed prices or on a force account basis as provided in the specifications. LABORATORY – The testing laboratories of the NMDOT, or other testing laboratory which may be designated by the Engineer. MEDIAN – That portion of a divided highway which separates the roadbeds. PLANS – The approved plans, profiles, typical cross sections, working drawings and supplemental drawings, or exact reproductions thereof, which show the location, character, dimensions, and details of the work to be done. STANDARD DRAWINGS – Reproduction of approved drawings of standard details for specific items of work. PRELIMINARY ESTIMATE (Engineer’s Estimate) – A statement of the approximate costs of a project by the Department (before the acceptance of bids by contractors). The estimate is prepared on an average unit price basis.

General. BORROW – Material obtained by the contractor from locations outside of the roadway for use in the roadway. FHWA – Federal Highway Administration BRIDGE – A structure, including supports, erected over a depression or an obstruction, as water, highway, or railway, and having a track or passageway for carrying traffic or other moving loads and having a length measured along the center of roadway of more than 20 feet between undercopings of abutments or extreme ends of openings for multiple boxes. Bridge Length. The length of a bridge structure is the overall length measured along the line of survey stationing back to back of backwalls of abutments, if present; otherwise, end to end of the bridge floor; but in no case less than the total clear opening of the structure. Bridge Roadway Width. Bridge roadway width is the clear unobstructed width of bridge deck measured at right angles to the centerline of the bridge that is available for vehicle use. CALENDAR DAYS – Every day shown on the calendar. CATCH POINT – Point of intersection of the template and the natural ground. CONSTRUCTION PLANS (As Built Plans) – Approved originals, copies and revisions of drawings and standard plans for construction showing location, design, details of all structures, lines, grades, typical sections of roadways, and features of steel bridges.

258

-Terminology
(3 & 4 of 14)
PROFILE GRADE – The trace of a vertical plane intersecting the top surface of the proposed wearing surface, as shown on the plans. Profile grade means either elevation or gradient of such trace according to context. PROJECT – The specific section of the highway together with all appurtenances and construction to be performed thereon under the contract. PROJECT ENGINEER OR PROJECT MANAGER – The representative of the Engineer who is in direct charge of the work under the terms of the contract. RIGHT OF WAY – A general term denoting land, property, or interest therein, usually in a strip acquired for or devoted to a highway. ROADBED – The graded portion of a highway within top and side slopes, prepared as a foundation for the pavement structure and shoulders. ROADWAY – That portion of a highway within the limits of construction. SHOULDER – The portion of the roadway contiguous with the traveled way for accommodation of stopped vehicles, for emergency use, and for lateral support of base and surface courses. SPECIAL PROVISIONS – Additions and revisions to the standard and supplemental specifications covering conditions peculiar to an individual project. SPECIFICATIONS – A general term applied to all provisions and requirements pertaining to performance of work. STANDARD SPECIFICATIONS – Standard Specifications for Road and Bridge Construction, Edition of 2000. STREET – A general term denoting a public way within an urban area for purposes of vehicular travel, including the entire area within the right-of-way. STRUCTURES – Bridges, culverts, catch basins, drop inlets, retaining walls, cribbing, manholes, endwalls, buildings, sewers, service pipes, underdrains, foundation drains and other features which may be encountered in the work and not otherwise classed herein. SUBCONTRACTOR – An individual, firm or corporation to whom the Contractor sublets part of the contract. SUBGRADE – The top surface of roadbed upon which the pavement structure and shoulders are constructed.
SUBSTRUCTURE – All of that part of the structure below the bearings of simple and continuous spans, skewbacks of arches and tops of footings of rigid frames, together with the backwalls, wingwalls and wing protection railings. SUPERINTENDENT – The Contractor’s authorized representative in responsible charge of the work. SUPERSTRUCTURE – The entire structure except the substructure. SUPPLEMENTAL SPECIFICATIONS – Additions and revisions to the standard specifications that are adopted subsequent to issuance of the standard specifications. TEMPLATE – Outlines the cross section of a road in conjunction with the natural ground line. WORK – Work shall mean the furnishing of all labor, materials, equipment, and other incidentals necessary or convenient to the successful completion of the project and the carrying out of all duties and obligations imposed by the contract. Materials – Tests AIR TEST – AIR CONTENT – Determination of the percent of total air, by volume, in a sample of fresh concrete. ASPHALT CONTENT – EXTRACTION – Determination of the percent of asphalt, by weight, in a sample of asphalt and aggregate mixture. (Bituminous surfacing.) BEAM BREAK – FLEXURAL TEST – Determination of the flexural strength, in psi modulus of rupture, of a slab of hardened concrete (structure decks and concrete pavement). BRIQUETTE – Determination of the bulk density of a compacted asphalt and aggregate mixture. (Bituminous surfacing.) COMPACTION TEST – COMPACTION CURVE – PROCTOR CURVE – Determination of the maximum density and optimum moisture of material by a given method of compaction. CYLINDER BREAK – COMPRESSION TEST – Determination of the compressive strength, in psi, of a molded or cored specimen of a treated mixture. (Concrete, C.T.B., A.T.B.) FRACTURED FACES – The percent by weight of mechanical fractures of aggregate, based on total weight caused by crushing operations.

259

-Terminology
(5 & 6 of 14)
IN-PLACE DENSITY – Determination of the ratio of compaction of a material in-place, to that of the maximum density of the same material. LIQUID LIMIT – The water content at which a soil passes from a plastic to a liquid state. OGFC- Open Graded Friction Course- composed of aggregate, bituminous material, hydrated lime, and/or anti-stripping agent. Aggregate shall be crushed stone or crushed gravel, composed of hard durable pebbles or fragments so as to provide a material that will meet the grading requirements. PERCENT MOISTURE – Determination of the quantity of water expressed in percent of dry weight, of a material or substance. PLASTIC LIMIT – The lowest water content at which a soil remains plastic. PLASTIC INDEX – The numerical difference between the liquid and plastic limits of a soil. Used to identify the plasticity of a soil. PMBP- Plant Mix Bituminous Pavement- composed of a mixture of bituminous material, aggregate, blending sand, mineral filler, hydrated lime, and liquid anti-strip if required. RAP- Reclaimed Asphalt Pavement- consist of salvaged, milled, pulverized, broken, or crushed bituminous pavement. SAND EQUIVALENT – The relative amount of detrimental fines in graded aggregates and soils. SIEVE ANALYISIS – GRADATION – GRADING – Determination of the particle size distribution of soils and aggregates, using a series of sieves with various sized openings. SLUMP TEST – A measure of the consistency of fresh concrete. SPECIFIC GRAVITY – The ration of the mass of a body to the mass of an equal volume of water at a specified temperature. STABILITY AND FLOW TESTS – A measure of compressive strength and plastic deformation of an asphalt-aggregate mixture, under a given load. SURFACING REQUIRED – The total thickness, in inches, of surfacing components required over a given subgrade, to adequately distribute the traffic loads. Thickness varies with the quality of the subgrade. Materials – Equipment AIR METER – A device for measuring the volume of total air in fresh concrete. ROASTER – WATER BATH – Thermostatically control, water filled container used in preparing specimens for testing. Also used for melting test cylinder capping compound. BEAM BREAKER – A device for measuring the flexural strength, in psi modulus of rupture, of a slab of Portland cement concrete. CAPPER – CAPPING DEVICE – A device for applying smooth and parallel ends to a test specimen in preparation for the compressive strength test. CENTRIFUGE EXTRACTOR – ROTOREX – A centrifuge for separating asphalt from asphalt mixture, through the use of a solvent, to determine the percent asphalt in the mixture. COMPACTION HAMMER AND MOLD (MARSHALL) – Hammer and molds used in compacting bituminous mixtures into briquettes for stability and flow tests. CONCRETE BREAKER – CYLINDER TESTER – A device for measuring the compressive strength, in psi, of molded, cored, or sawed test specimens. EVAPORATING DISH – A porcelainized container, approximately 5 inches in diameter by 2 inches deep, normally used in slaking and mixing small soil samples for various tests. FLOW INDICATOR – A device, used in conjunction with the Marshall Testing Machine, for measuring the plastic deformation of compacted asphalt and aggregate mixture. HOT PLATE – An apparatus of various sizes used in drying material samples. LIQUID LIMIT DEVICE – A mechanical tapping device used in determining the liquid limit of a soil. MARSHALL MACHINE – An apparatus for determining the stability and flow characteristics of molded asphalt and aggregate mixture. MECHANICAL COMPACTOR – An electrically driven device for compacting soil and aggregate test specimens. Used in determining maximum density and optimum moisture of materials. MOLDS – Cylindrical forms of varying dimensions used in forming materials and mixtures into test specimens. OVEN – Thermostatically controlled heating unit for drying materials. PESTLE – A tool or implement for reducing the size of materials.

260

-Terminology
(7 & 8 of 14)
SCALES – BALANCES – Devices of varying capacities and sensitivities used to determine weight. SIEVES – SCREENS (Laboratory) – Wire mesh of various sized openings mounted in wooded or metal frames, used in determining particle size distribution of soils and aggregates. SIEVE SHAKER – SHAKER – A mechanical device used to vibrate sieves-screens in determining the analysis of material particle size distribution. SLUMP CONE – A metal truncated cone form of prescribed dimensions, used to determine the consistency of fresh concrete. WATCH GLASSES WITH CLAMPS – CLIPS – A set of matched concave glass containers with ground edges, used for weighing wet and dry soil samples. Normally used in determining weight of water in liquid and plastic limit test samples. Materials of Construction BASE COURSE, UNTREATED – A layer of crushed (usually), carefully graded material composed of soil and rock (gradation of 100% passing 1” sieve) placed directly on the subgrade. Provides support for the roadway and helps distribute vehicle wheel loads over a large area of the underlying subgrade. BASE COURSE, ASHPALT TREATED – Same material as above mentioned base course but containing a prescribed amount of an asphaltic material which acts as a binder of the soil and rock and prevents the flow of water either into or out of the base course layer. Provides support and distributes vehicle wheel loads. BASE COURSE – CEMENT TREATED – Similar to above except that Portland cement is used as the binder instead of an asphaltic material. EMBANKMENT – GRADE – SUBGRADE – FILL – EARTHWORK - A material composed of soil, soil and rock, or rock placed directly upon the natural ground. Provides support for the roadway and may also serve to elevate the top surface of the roadway above wet or unstable areas of natural ground. NATURAL GROUND – N.G. - The undisturbed area within the right-of-way upon which the new construction is placed. SUBBASE – BALLAST – A layer of crushed (usually), carefully graded material composed of soil and rock (gradation of 100% passing 2”) placed directly on the subgrade. Provides support for the roadway and helps distribute vehicle wheel loads over a large area of the subgrade.
Wearing Surfaces BLACK TOP – Any asphaltic, flexible pavement or surface treatment composed of wellgraded crushed stone and an asphalt cement binder. NOTE: The general term “black top” covers the following: Plant Mix Bituminous Treated Pavement (PMBP), Superpave, hot mix, asphaltic concrete, mat, and asphalt pavement, which terms are not necessarily synonymous. CONCRETE PAVEMENT – A rigid pavement composed of Portland cement concrete. SURFACE TREATMENT – PENETRATION SURFACE – An application of bituminous material covered with crushed stone (cover material, chips, chat, etc.) It may be placed in one or more courses and provides a wearing surface as well as protection for the underlying base course. SEAL COATS – SEALS – An application of bituminous material and a single layer of crushed stone (cover material, chips, chat, etc.) to restore an existing wearing surface and to seal out moisture. Miscellaneous ASPHALT CEMENT – PAVING ASPHALT – PENETRATION ASPHALT – An asphalt specially prepared as to quality and consistency for direct use in paving. Prepared in various grades of penetration. Used in plant mix courses, surface treatment and tack coat. ASPHALTS – OILS – Black to brown semi-solid cementitious materials consisting principally of bitumen that gradually liquefy when heated an which occur in nature as such and as a residue in the refining of petroleum. CURING SEAL – An asphalt material applied to base course, cement treated, to provide a seal which holds mixing moisture within the base course until the curing has been completed. CUTBACK ASPHALTS – LIQUID ASPHALTS – Any asphalt cement dissolved in some agent which makes it temporarily fluid for use. Rapid curing asphalt, medium curing asphalt, and slow curing asphalt are cutback asphalts. Prepared in several ranges, usually from 0 to 5. A medium curing asphalt-5 would have a high viscosity as compared with a medium curing asphalt-1. EMULSIFIED ASPHALT – A mixture in which an asphalt cement in a finely dispersed state is suspended chemically treated water. Used in base course, asphalt treated. MEDIUM CURING ASPHALT – M.C. An asphalt cement diluted by a fairly fast evaporating agent such as kerosene.

261

-Terminology
(9 & 10 of 14)
PRIME COAT – A low viscosity liquid asphalt applied to a prepared base course, prior to placement of a surface course (wearing surface). Provides bonding between courses and protects base course from moisture damage. RAPID CURING ASPHALT – R.C. – An asphalt cement diluted by a fast evaporating agent such as gas or naphtha. Used as a curing seal. SLOW CURING ASPHALT – S.C. An asphalt cement diluted by a slow evaporating agent such as heavy distillate. Used for dust palliative and and in asphalt treated bases. TACK COAT – An asphaltic material applied to an existing surface to insure bond between the existing surface and the next course to be placed. Construction Surveying ALIGNMENT – LINE – A line beginning at a known point delineated by markers at necessary intervals and having a known direction with known distances. ANGLE POINT – A.P. – A point on the alignment where a change in direction occurs. AZIMUTH – An angle that is measured in a clockwise direction using north or south as zero point. Angle is between 0º and 360º. BACKSIGHT – A sight taken with the transit or level in a backward direction. BEARING – An angle measured in an east and west direction using either north or south as the zero point. The bearing N 45º 00º W indicates a direction of NW and is measured to the west of north. The approximate bearing from Deming to Santa Fe is N 27º 00º E. CONSTRUCTION SURVEY – All surveying work necessary to enable the contractor to build the project as prescribed in the plans. DEFLECTION ANGLE – DELTA ANGLE – I - The angle which is measured at an Angle Point or a Point of Intersection. It is that angle between a prolongation of the back tangent ahead of the transit, and the forward tangent. For instance – a line runs from Carrizozo to Alamogordo, thence to Las Cruces. Set up the transit on Alamogordo in a manner such that the transit is aligned along the Carrizozo – Alamogordo road but is facing southerly. While facing southerly, turn an angle to the right to the Alamogordo – Las Cruces road. This is the deflection angle between the Carrizozo – Alamogordo tangent and the Alamogordo – Las Cruces tangent. A deflection angle is equal to the interior angle of a circular curve. DEGREE OF CURVATURE – D – The degree of curvature is defined as the central angle which subtends a 100 ft. arc or the central angle which subtends a 100 ft. chord.
EXTERNAL – E – Distance between the midpoint of the circular curve and the point of intersection. FORESIGHT – A sight taken with the transit or level in a forward direction. GRADE LINE – A cross section of the alignment showing rise or fall of ground level along said alignment. GRADE ROAD – ROD – The difference between the Height of Instrument and a grade elevation. HEIGHT OF INSTRUMENT – H.I. – 1. The actual height of the telescope of a transit or level above the nail, stake, etc., over which the instrument is placed. 2. In leveling, the elevation of the center of the telescope relative to some other known or beginning elevation. HORIZONTAL CURVE – CIRCULAR CURVE – CURVE - A curve of constant radius which is used to change direction of travel with little or no inconvenience to the operator of a vehicle. LENGTH – L – The length of a circular curve (along the curve) between the Point of Curvature and Point of Tangent. LOCATION SURVEY – PRELIMINARY SURVEY – ORIGINAL SURVEY – Initial determination of the location of a proposed project. Shows alignment, grade line, physical features, (improvements, drainage, utilities, plant growth, etc.), and “ties” to land survey markers (section, township, or other corners). LONG CHORD – L.C. – Chord distance between the Point of Curvature and the Point of Tangent. MID ORDINATE – M.O. – The difference in elevation between the Vertical Point of Intersection and the midpoint of the Vertical Curve. MIDDLE ORDINATE – M – Distance from center of Long Chord to the midpoint of the Circular Curve. MINUS ROD – (-) – A rod which is subtracted from the Height of Instrument to obtain an elevation. PERCENT OF GRADE – GRADE – A measure of the rise or fall in elevation of a grade line as determined by the ratio of the number of feet of rise (or fall) to the horizontal distance in which this rise (or fall) occurs. Example, distance measured horizontally = 321.6 feet. Elevation of beginning point = 41.62 and elevation of point at 321.6 feet distance is 43.41. Total rise = (43.41 – 41.62) = 1.79 feet. Ratio of rise to distance =

262

-Terminology
(11 & 12 of 14)
(1.79/321.6) = 0.005659. Then the percent of grade = 0.5659. Rounding off it is written thus: +057% (the plus sign is used since rise is assumed as a plus, and fall is noted as a minus). One foot fall in one hundred feet is written as “–1.00%”. PLUS ROD – (+) – A rod (distance from the bottom of rod to point of reading) which is added to a known elevation to obtain the Height of Instrument. POINT OF CURVATURE – P.C. – Any point of beginning of a Circular Curve. POINT ON THE CURVE – P.O.C. – Any point at any location on the Circular Curve. POINT OF INTERSECTION – P.I. – The point of intersection of two tangents. POINT OF TANGENT – P.T. – The point at which a circular curve ends. SLOPE CHAINING – The determination of vertical and/or horizontal distances by measuring a vertical angle and chaining along a sloping line (instead of chaining horizontally). If vertical angle and slope distance known, both vertical and horizontal distances can be derived by use of trigonometry. SUPERELEVATION – SUPER – The difference in elevation between the outside and inside edges of the roadway on a curve. Measured as rise in feet per horizontal distance in feet. Tilting of the roadway enables a vehicle operator to more easily drive through a curved section of the roadway. TANGENT – A straight line. changes. The alignment tangent between points of direction

HAND LEVEL – A sighting tube containing a small leveling bubble. Used only for rough accuracy. LEVEL – Determines differences of elevation of various points by means of measuring the vertical distance between level surfaces throught the points. LENKER ROD – Used for setting slope stakes, grade stakes, etc. A movable metal strip contains gradations of feet, tenths, and hundredths of feet from zero to ten feet. Used with a hand level or engineer’s level. LEVEL ROD, PHILADELPHIA – used for various level determinations such as bench marks, level lines, grades on structures, grades on bridges, etc. Approximately 13 feet long when extended. Graduated to read in feet, tenths, and hundredths of feet. Base of rod is zero. Used with level or hand level. MEASURING TAPE – CHAIN – A steel tape approximately ¼” wide and usually 100 feet long (numerous other lengths manufactured) used for accurate measuring of all construction stakes, structures, bridges, etc. MEASURING TAPE – CLOTH – A woven tape of plastic or cloth used in 50 and 100 foot lengths for rough accuracy. RANGE POLE – LINE ROD – SIGHT ROD – A six to twelve foot metal or wood rod, approximately 1-1/4” in diameter, having one end fixed with a pointed shoe. Used as a sight with the transit. Painted with alternating one foot long, red and white bands for better visibility. TRANSIT – Used to establish straight lines (tangents) and vertical and horizontal angles by means of a sighting telescope, and horizontal and vertical verners for the measurement of angles. Sensitive bubbles used to level the transit. Construction Stakes BENCH MARK – A semi-permanent stake, nail or other object on which is determined an elevation. Construction stakes may be set relative to this bench mark. BLUE TOPS – Set so that the top of the stake is the final elevation desired. Contractor cuts the subgrade to the top elevation; or excavates for the foundation of a pier to the blue top elevation. CENTERLINE – Delineates the location of the project to be built. CUT OR FILL – Showing the amount of cut or fill to be made from a point on the stake, or from the ground at the stake, to a particular elevation (or grade) desired.

TANGENT LENGTH – T – The length along the tangent between the P.C. and the P.I. and between the P.I. and the P.T. VERTICAL ANGLE – Any angle measured from the horizontal either plus (upward) or minus (downward). VERTICAL POINT OF CURVATURE – V.P.C. – Point of beginning of Vertical Curve. VERTICAL POINT OF INTERSECTION – V.P.I.- Point of intersection of two grade lines. VERTICAL POINT OF TANGENT – V.P.T. – The point at which a Vertical Curve ends. VERTICAL CURVE – VERTICAL – A parabolic curve placed at the intersection of two grade lines to provide a smooth transition from one percent of grade to a different one. Surveying Equipment

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-Terminology
(13 & 14 of 14)
GRADE – Any stake which indicates the grade or elevation, i.e., flowline of pipe, top of footing, deck of a box, etc. PRIME LINE, MAT LINE, BASE COURSE LINE – Showing the location of the edge of the prime coat, or plant mix bituminous pavement, or the base course. May be set at a constant offset from the prescribed location to enable equipment to work without disturbing the stakes. RED TOPS – RED HEADS – Grade stakes set to a tolerance of on or two-tenths of a foot (this amount is variable) so that contractor may ascertain about how near his grade is to the final elevation. RIGHT-OF-WAY – Delineate the Right-Of-Way or Easement within which the project must be built; contractor uses to locate the fence line. SLOPE – Set at the toe of a fill slop or the top of a cut and having the information marked thereon that the contractor needs to construct the typical section (width, height, slopes, etc.) as shown on the plans. STRUCTURE – Location of a centerline or corner of a pipe, box, bridge, etc., is referenced to this stake. Acronyms AASHTO- American Association of State Highway and Transportation Officials. ACNM- Associated Contractors of New Mexico AGC- Associated General Contractors of America AISI- American Iron and Steel Institute ANSI- American National Standards Institute, Inc. APWA- American Public Works Association ASTM- American Society for Testing and Materials ATSSA- American Traffic Safety Services Association AWWA- American Water Works Association BTB- Bituminous Treated Base CBC- Concrete Box Culvert
CMC - Corrugated Metal Culvert

EPA- Environmental Protection Agency EVOD- Emergency Vehicle Optical Detector System FHWA- Federal Highway Administration, Department of Transportation MUTCD-Manual on Uniform Traffic Control Devices NEC- National Electrical Code NOI- Notice of Intent NMMBA- New Mexico Minority Business Association NMSSPWC- New Mexico Standard Specifications for Public Works Construction NPDES- National Pollutant Discharge Elimination System OGFC- Open Graded Friction Course- composed of aggregate, bituminous material, hydrated lime, and/or anti-stripping agent. Aggregate shall be crushed stone or crushed gravel, composed of hard durable pebbles or fragments so as to provide a material that will meet the grading requirements. OSHA- Occupational Safety and Health Administration PCCP- Portland Cement Concrete Pavement PMBP- Plant Mix Bituminous Pavement- composed of a mixture of bituminous material, aggregate, blending sand, mineral filler, hydrated lime, and liquid anti-strip if required. PPP- Pollution Prevention Plan PVC- Polyvinyl Chloride Pipe RCP- Reinforced Concrete Pipe QC/QA- Quality Control (Contractor)/ Quality Acceptance (Department) RAP- Reclaimed Asphalt Pavement- consist of salvaged, milled, pulverized, broken, or crushed bituminous pavement. SSPC-SP- Steel Structures Painting Council Specifications SWPPP- Storm Water Pollution Prevention Plan TESCM- Temporary Erosion and Sediment Control Measures TTCP- Technical Training and Certification Program UBS- Uniform Building Code

264

-Metric Conversions
Metric Conversion Tables can be found on the Internet. There are several sites that can be used. Listed are just a couple: >:: World Wide Metric ::< Metric and English Conversions
265

Payroll Changes
PAYROLL CHANGES
CREW:___________Supervisor: E# Last Name Date Key Hour ( - ) Add Key Hours ( + ) DATE:________ Justification

PAYROLL CHANGES
CREW:___________Supervisor: E# Last Name Date Key Hour ( - ) Add Key Hours ( + ) DATE:________ Justification

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INDEX
ALPHABETICAL INDEX
Description Accident Forms- Vehicle or Personal Injury Activity Report Add ICON to Desk Top Add Project to Lap Top Address to GRIP Advance Per Diem Affidavit of Wages Paid Affidavit of Wages Paid Application Rate Assignment for Traffic Control Supervisor Award of Contract Bulletin Board Information Calendar Day Cash Flow Certifications Change Order Procedures Change Orders Charging Time in Sitemanager Claims Clear Tool Bar Computer Experience Needed Confermemo Contact Information Contract Administration (Meaning) Contract Booklet Contains Contract Time Contractors & Subcontractors Payroll Check Contractor's Address and Telephone Numbers Contractor's Proposed Work Schedule Copy of Insurance Bonding Release Correspondence Cost Reduction Proposals Cover Letter Crew Roster Customize Your Tool Bar Slide No. 254-256 118 241 242 250 195 215 226 243 93 36 97 121-122 139 75-77 253 157-162 49-51 233-237 245 7 172 111 9 28 47-48 173 91 94 224 114-115 163-164 219 135 244

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INDEX-Continued
Daily Date of Construction to Final Inspection Departmental Sections Involvement Designating Project EEO Officer Designation of Project Superintendent Designation of Safety Officer Did you Get The E-Mail Documents Documents- Necessary Files to Audit Documents-Source Books and As-Built Plans Drivers License, Defensive Driving, First Aid Verification Dual Day Count Duties that May Vary- Routine Office Duties that May Vary-Project Related EEO Package from Contractor E-Mail Information Employee Reimbursement (Form A-19) Employee Transfer Equipment Transfers Equipment Usage Estimate Discrepancies Estimate Info to Audit Estimate- sample Fax Cover Sheet FHWA-1273 Final Detailed Estimate / Project Summary Final Document Check Off List Final Documents Final Inspection to Final Documentation Form A-149 (Employee Inventory) General Info GRT Tax Table GRT Worksheet Helpful Hints for Office Managers Helpful Information IDC IF Statement -Sample 113 107-212 12-23 86 83 85 246 35-45 231 230 209 125-128 175-212 156-174 95 110 196 207 178 145 149 151 152 179 10 43-45 218 217-229 213-232 203 8-31 154 153 238 108-112 191 252

268

INDEX-Continued
Index Individual Appointed to Respond to Third Party Claims Info Needed to Generate Estimate Infomaker Libraries Information from Contractor Intended Subcontractors and Material Suppliers Intent to Pay Prevailing Wages Interview Set Up Form Inventory Exceptions Lab Reports Label for Project Files Leave Slips Letter from PM > ADE > DE> SCE Letter Head Letter of Authorization OF Signature for CO & Estimate Letter of Transmittal Letter of Transmittal Letting Date to Date of Construction Logon ID Long Distanace Telephone Log Mandatory Completion Date Mapping Instructions Material Certification Metric Conversion Tables Monthly Project Related Monthly Routine Office Duties Notice of Accident Notice of Construction Status For A-1080 Notice of Contruction - Form A-1080 Notice of Intent (NOI) Notice of Interference Notice to Proceed Nuclear Densometer Nuclear Densometer Storage Inventory Nuclear Densometer Utilization Log Other Information Overtime Request Payroll and Fringe for Contractor Payroll Change Form 266-270 89 148 240 78-96 90 80 206 202 141 232 180 229 190 84 171 220 34-106 192 212 123-124 239 138 265 137-143 144-146 194 216 99 40-42 106 37-38 165-167 142 143 98-106 132 174 266

269

INDEX-Continued
Per Diem Rates and Samples of Week Permission to Subcontract Pit Information Pit Material Sheet (Form C-135) Pit Release Planning Activity Codes for Diary PR-1391 Form Pre-Con Meeting Presentation Guideline Only Preventive Maintenance Prior to Letting Procedures and Documents Progress Payment Progress Schedule from Contractor Project Advertisement, Bidding, Bid Opening Project Engineer Statement Project Meeting Project Office Procedures Purchase Order/Service Contract R/W Encroachment Letter or R/W Certification (Form A-264) Radio Call Sheet-sample Rebar Metric Conversion Reference Material Obtained From Request to Fill Vacancy Required Action Requisition of Materials Responsibilities of Office Manager Retrieve E-Mail RFI's Routing Instructions Routing Slip Safety & Emergency Telephone Numbers-24 hr Contact Safety Meeting Signatures for Certified Payrolls and Related Documents Simple SiteManager Sitemanager Internet Path Source Books & Office File Preparation 197-199 101-105 100 227 223 116 96 52-60 5 146 32-33 214-216 147-155 81-82 24-27 225 133 4 39 228 201 257 3 205 46 204 6 247 168-170 109 188-189 88 208 87 248 248 61-74

270

INDEX-Continued
Statement of Work Days Step-by-Step Estimate Generation Stockpile Worksheet Store Order Forms Summary of Previous Payments Summary of Work Days Telephone Directory- sample Terminology Time Sheet Track Oil Changes Traffic Control Plan Training Water Report Weather Work Day Weekly Project Related Weekly Routine Office Duties Weekly Tasks Wish List Work Order Yards Squared to Tons 129-131 150 155 187 221 222 200 258-264 136 193 92 181-185 140 119-120 117-133 134-136 112 186 210-211 251

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