Get documents about "Resume Construction Program Manager
Description
Resume Construction Program Manager document sample
Document Sample
OREGON DEPARTMENT OF TRANSPORTATION
RESPONSIBILITY FOR COMPLETION & DISTRIBUTION OF
ODOT REQUIRED FORMS
Produced by the ODOT Construction Section, Contract Administration Unit
This document is available online at:
http://www.oregon.gov/ODOT/HWY/CONSTRUCTION/CAIndex.shtml
Page 1 of 9 Revised June 1, 2009
This document is intended to act as a guide to the completion and distribution of ODOT required construction forms. The intended audience for this guide are any entities performing the Project Manager role on an ODOT
construction contract. This document has been developed by the ODOT Construction Section, Contract Administration Unit, and is available online at: http://www.oregon.gov/ODOT/HWY/CONSTRUCTION/CAIndex.shtml.
The following information applies to the contents of this document only:
The term "Project Manager" as used in this document is defined as follows:
The Project Manager (PM) is the owner's representative responsible for administering the construction contract with the Contractor. The PM duties and authorities are specified in ODOT Standard Specification Section
00150.01.
The PM may be any of the following: An ODOT employee;
A Consultant hired by ODOT;
A Consultant hired by a Local Agency on a federally-funded project; or
A Consultant hired by a program management firm who has been hired by ODOT to manage certain construction programs (i.e., OTIA III)
PM's who are not employees of ODOT have the same authorities on projects on which they are performing the PM role, except they can only recommend proposed changes to the contract, proposed time extensions, and may
only recommend payment to the Contractor. An ODOT PM can approve changes to the contract and approve payments within their delegated authority limits.
Definition of "Owner":
Every construction contract has only two 'sides': The Owners side and the Construction Contractors side.
The Owners side includes the agency who awarded the contract and makes the payments to the Contractor. Included on the owners side can be ODOT, a Local Agency (when the project is a local agency federally-funded
project awarded by ODOT), or a Consultant hired by a program management firm hired by ODOT to manage a program.
The Construction Contractors side includes the Contractor, and its Subcontractors. The Construction Contractors side includes both the design and construction entities of the Contractor if the contract has been awarded under
the Design-Build contracting method.
The term "No Action Required" in the LAL / ODOT PM Action Required column refers only to the completion and distribution of ODOT forms. If any issues arise, or if the PM requires assistance in the completion and/or
distribution of the ODOT required forms, the LAL or ODOT PM could be required to perform an appropriate action in relation to the form.
All actions listed in this document are taken directly from the ODOT Standard Specifications, the ODOT Construction Manual, and/or directly off of the forms.
Page 2 of 9 Revised June 1, 2009
Page 3 of 9 Revised June 1, 2009
Specification
Number
FORM #
2008
CONSTRUCTION WHO INITIATES ACTION REQUIRED BY LOCAL AGENCY
FORM NAME WHEN PROCESSED? ACTION REQUIRED BY PROJECT MANAGER (PM)
MANUAL SECTION FORM? LIAISON (LAL) or ODOT PM
PHASE 1- BETWEEN BID LETTING AND FIRST NOTIFICATION
Send the Pre-Construction Conference letter to the Contractor along
Before any work is performed, and within 30 days of Notice to
with the safety questionnaire. Include the request for lump sum
1 Pre-Construction Conference 00180.43 CHAPTER 11 Project Manager Proceed, the PM shall arrange the conference with the
breakdown, training program, DBE work plan proposals and list of
NO ACTION
Contractor and other interested parties.
material sources to be submitted at the meeting.
Project Manager will arrange the date, time and place for the
Pre-Construction Letter and Agenda 00180.43 CHAPTER 11 Project Manager Prior to the Pre-Construction Conference. preconstruction conference and send written notice to the construction NO ACTION
contractor.
Contractor will complete the safety questionnaire and submit to Review the safety questionnaire with the Contractor at the Pre-
Safety Questionnaire 00180.43 CHAPTER 11 Contractor NO ACTION
the PM at the Pre-Construction Conference. Construction Conference.
PM submits original to Office of Civil Rights, OJT Program Coordinator,
Training Program 731-0335 CHAPTER 18 Contractor Contractor submits to PM at the Pre-Construction Conference NO ACTION
for approval
Apprentice/Trainee Approval Contractor submits to PM prior to beginning On-the-Job Training PM submits original to Office of Civil Rights, OJT Program Coordinator,
2 731-0294 CHAPTER 18 Contractor
(OJT) work. for approval
NO ACTION
Request
PHASE 2 - BETWEEN FIRST NOTIFICATION AND SECOND NOTIFICATION (Active Project)
Notification of Commencement LAL / ODOT PM needs to monitor to ensure notice is
3 PM will distribute as shown on the form: Original to Construction
and Completion 734-3233 00130.90 CHAPTER 13 Project Manager Project Manager issues when work commences on the project. issued by the PM when work begins. Maintain copy on
Section with copies to the Contractor, Region, LAL and/or ODOT PM.
First Notification file.
Contractor's Request for Contractor submits to PM prior to Subcontractor beginning on-
4 734-1964 00180.21 CHAPTER 14 Contractor
site work.
PM approves request (non-DBE only) using form 734-1395. NO ACTION
Subcontract Consent
PM completes after receiving request from the Contractor (form
Maintain copy on file. Monitor project to ensure PM is
Report on Contractor's Request 734-1964) , and prior to Subcontractor beginning on-site work.
5 734-1395 00180.21 CHAPTER 14 Project Manager
PM can approve non-DBE subcontracts. DBE subcontracts must
After approved, PM distribute as shown on the form. receiving and approving requests for all
for Subcontract Consent Subcontractors working on the project.
have Civil Rights approval.
DAILY
Original to Project Manager. Maintain on file and submit originals to
6 General Daily Progress Report 734-3474 CHAPTER 12-A Inspector Daily throughout the life of the project.
Contract Services with final project documentation submittal.
NO ACTION
For projects that have more than 2,500 cyd of embankment
Maintain submitted reports on file with the applicable quality
7 Material Daily Progress Report 734-2599 00330.71 Contractor material, Contractor will complete the report daily, and submit to
documentation. Submit with the final project documentation.
NO ACTION
the PM weekly.
Contractors'
Original to Project Manager. Maintain on file and submit originals to
8 TP&DT Daily Reports 734-2474 00225.32 CHAPTER 12-A Traffic Control Contractor submits to PM daily throughout the life of the project.
Contract Services with final project documentation submittal.
NO ACTION
Supervisor
WEEKLY
Erosion & ESCM completes at least once every 7 calendar days or within
Original to Project Manager. Maintain on file and submit originals to
9 Erosion Control Monitoring 734-2361 00280 CHAPTER 12-A Sediment Control 24 hours after more than 0.5 inches of rain within a 24 hour
Contract Services with final project documentation submittal.
NO ACTION
Manager (ESCM) period. Daily during stormy periods
Originals to Project Manager for review. Submit with Labor Certification
WH-38 or Contractor submits to PM weekly throughout the life of the
10 Certified Payrolls 170.65 CHAPTER 19 Contractor
project (including plant establishment work)
Form to the Office of Civil Rights Labor Compliance Officer at the NO ACTION
WH-347 completion of the project (including plant establishment).
Page 4 of 9 Revised June 1, 2009
Specification
Number
FORM #
2008
CONSTRUCTION WHO INITIATES ACTION REQUIRED BY LOCAL AGENCY
FORM NAME WHEN PROCESSED? ACTION REQUIRED BY PROJECT MANAGER (PM)
MANUAL SECTION FORM? LIAISON (LAL) or ODOT PM
MONTHLY
Contractor and Contractor submits originals to PM monthly, by the 5th of the
Monthly Employment Utilization Subcontractors (with month, for its own organization and all Subcontractors. PM PM submits original to Office of Civil Rights Civil Rights Specialist each
11 731-0394 CHAPTER 18
subcontracts of attaches a completed Project Manager's Monthly EEO Report month
NO ACTION
Report (MEUR)
$10,000 or more) form 734-3858.
Monthly Employment and Contractor and Contractor submits originals to PM monthly, by the 5th of the
Subcontractors (with month, for its own organization and all Subcontractors. PM PM submits original to Office of Civil Rights Civil Rights Specialist each
12 Apprenticeship Utilization Report 731-0505 CHAPTER 18
subcontracts of attaches a completed Project Manager's Monthly EEO Report month
(MEAUR) $10,000 or more) form 734-3858.
PM submits originals to Contract Services with final project quantity
ODOT Apprentice/Trainee Monthly Contractor / Contractor submits original to PM by the 10th of each month, for
13 731-0332 CHAPTER 18
each month in which the trainee has performed OJT functions.
documentation. PM notes hours paid on form and submits copy to NO ACTION
Progress Report Trainee Office of Civil Rights each month.
Subcontractors Paid - Summary Contractor completes monthly after each payment received from PM submits original form monthly to the Office of Civil Rights, Civil
14 734-2536 CHAPTER 18 Contractor
ODOT for each Federal-aid project. Submits original to PM. Rights Specialist.
NO ACTION
Report
OTHER
DBE Commercially Useful PM completes early in the DBE's work and whenever a change Original to Civil Rights Specialist and copy to LAL or ODOT PM.
15 734-2165 CHAPTER 18 Project Manager
in the performance or replacement or substitution occurs. Maintain copy in Labor Compliance files.
NO ACTION
Function (CUF), Form 3B
Interim reports are completed after each periodic review of Review DRR's submitted by the RAS after each
Documentation Review Report Region Assurance project documentation. Copies given to PM, LAL or ODOT PM, PM will submit original to Contract Services with final project periodic review. Monitor project to ensure all noted
16 734-1903 CHAPTER 12-B
and designated others. Final report is signed by both the PM and documentation submittal. deficiencies are resolved prior to the next scheduled
(Interim Reviews) Specialist
RAS recommending project acceptance. review.
Contractor / This form must accompany any permanently incorporated iron or PM will maintain the CMO's on file with the accompanying quality
CHAPTER 12-B
17 Certificate of Materials Origin 734-2126 00160.20 Subcontractor / steel materials (on Federal-Aid projects only). Form must be documentation to validate payment for the applicable materials. Submit NO ACTION
CHAPTER 37 with final project documentation.
Materials Supplier received prior to installation of the listed materials.
Subcontractor requests release of retainage from Contractor. PM will process the as indicated on form and in Chapter 37. Original
Request for Release of Retainage
18 734-2510 00195.50(d) CHAPTER 37 Contractor Request form is submitted by the Contractor to the PM when the request submitted to Construction Section, through the RAS, for NO ACTION
for Subcontracted Work Subcontractor's work on the project is complete. processing and release of retainage.
The Contractor may request to have no more retainage withheld The PM will recommend approval or denial and forward to the LAL or
If request is forwarded to the LAL or ODOT PM, either
Request for Reduction of after contract work is 50% complete. Contractor must submit the ODOT PM, or Area Manager. The LAL, ODOT PM or Area Manager to
19 00195.50(d) CHAPTER 25 Contractor
request to the PM in writing. Request must be accompanied by agree or not agree with PM recommendation, and forward to next level.
recommend approval or denial and ensure form is
Retainage forwarded to the Area Manager
consent of surety. Final submittal is to Construction Section for action.
PM will respond to requests for additional time within the time frames,
and under the conditions set forth in Section 00180.80. PM can only
Request is submitted to the PM (along with Consent of Surety if
Contractor's Request for grant days within their level of authority. If not within their level of
20 734-3320 00180.80 Section 13-6 Contractor over 30 days) within the time frames, and under the conditions
authority, forward the request to the next level. Copies of written
NO ACTION
Adjustment of Contract Time set forth in Section 00180.80.
responses should be sent to the Region, LAL or ODOT PM and
Contract Services.
Page 5 of 9 Revised June 1, 2009
Specification
Number
FORM #
2008
CONSTRUCTION WHO INITIATES ACTION REQUIRED BY LOCAL AGENCY
FORM NAME WHEN PROCESSED? ACTION REQUIRED BY PROJECT MANAGER (PM)
MANUAL SECTION FORM? LIAISON (LAL) or ODOT PM
PM will submit a written Suspension of Work order to the Contractor.
The Project Manager may suspend work, or a portion of the
Suspension of Work and Resume Copy the Area Manager, LAL or ODOT PM and Construction Section.
work, for reasons listed in Section 00180.70. The PM must
21 Work Notices 00180.70 CHAPTER 13 Project Manager
evaluate the impact on contract time and issue a Contract
Work cannot resume until a written Resume Work order is sent by the NO ACTION
(Including the required CCO) PM to the Contractor. Copy the same as the Suspension of Work. Must
Change Order to modify the contract time accordingly.
be followed-up with a CCO.
If a Subcontractor or Supplier has not been paid for materials or If the PM receives a Notice of Claim, forward it directly to the Contract
LAL or ODOT PM to maintain a copy on file. Ensure
Subcontractor or labor that it supplied to a project, it may file a claim against the Administration Engineer. The Contract Services group will
22 Claims Against Contractors Bond CHAPTER 26 this information is included in the Contractors
Materials Supplier Contractor's bond. The Notice of Claim should be submitted acknowledge receipt of each Notice with a copy to the PM, and LAL or Performance Evaluation.
directly to the Contract Administration Engineer. ODOT PM.
Surety submits in a request for project status. DO NOT FILL OUT.
Forward directly to the ODOT Contract Services Unit. A Surety Project If the LAL or ODOT PM receives a Request for Project
Surety submits a request for project status periodically
23 Surety Project Status Requests Surety
throughout the project.
Status form will be returned to the PM to complete. PM will complete Status from the Surety, forward directly to the Contract
and distribute as indicated on the form. PM will use this information Services Unit.
when completing the Contractor Performance Evaluation.
The PM will complete the request as shown in Chapter 5 of the
Construction Manual. A Project Overrun/Increase Supporting Data
Request for Overrun or Increase PM secures proper approval for additional funding prior to having The LAL or ODOT PM will submit the signed request to
24 734-3372 CHAPTER 5 Project Manager
the Contractor perform the work.
sheet (734-2538) must accompany the request. The request will be
Contract Administration Unit.
in Project Authorization forwarded to the Region, LAL or ODOT PM (depending on project
type).
Contract Change Orders
734-1169 00140.00 The LAL or ODOT PM will review and/or approve as
Extra Work Orders The PM will compile the CCO or EWO and either recommend approval
734-3208 00195.00 When changed or extra work is identified, and prior to the work defined by current authority levels. Forward the form
25 State Force Orders CHAPTER 15 Project Manager
starting.
or approve if within authority level. Complete Supporting Data Sheet is
as directed on the form and in Chapter 15 of the
734-1105 00196.00 required with each CCO or EWO.
Work or Change Order Supporting Construction Manual.
734-1882 00197.00
Data
The project Inspector completes daily for each day that work is
performed on an Extra Work Order. Both the Inspector and the PM submits to Contract Services, monthly, attached to Force Account
26 Daily Force Account Record 734-3428 00196.00 CHAPTER 12-G Inspector
Contractors representative must agree to and sign the DFAR Summary sheet.
NO ACTION
sheets daily.
Contractor submits monthly invoices for Force Account work to
The PM will submit originals monthly to the Contract Services Unit for
the PM. The PM completes the Force Account Summary monthly
27 Force Account Summary 734-3385 00196.00 CHAPTER 12-G Project Manager
and attaches the DFAR sheets, billings, labor and
review and final processing. Contract Services will return a reviewed NO ACTION
copy to the PM. The PM must enter any corrections into CPS.
equipment/materials invoices.
Construction The employee will complete the form as soon as possible after The PM must forward the original complaint form to the Office Of Civil
ODOT External Civil Rights
28 734-0333 CHAPTER 19 Contractors the alleged discrimination occurs. Although they should discuss Rights. Civil Rights will contact the PM for additional information NO ACTION
Complaint the allegation with the PM, they may contact Civil Rights directly. needed to resolve the complaint.
Employees
Construction The PM must forward the original complaint form to the Office Of Civil
Employee will complete the form and give to PM or Inspector for
29 Prevailing Wage Complaint 734-2547 CHAPTER 19 Contractors
the project.
Rights. Civil Rights will contact the PM for additional information NO ACTION
Employees needed to resolve the complaint.
The PM will submit to form to the Contract Administration The PM will complete the form and submit to the Contract
Record of Construction Contractor
30 734-2595 00199 CHAPTER 27 Project Manager Engineer within 3 days of acceptance of the certified claim Administration Engineer within 3 days of accepting it as a certified NO ACTION
Claim Form submitted by the Contractor. Update as situation changes. claim. Send a copy to the LAL or ODOT PM if applicable.
Page 6 of 9 Revised June 1, 2009
Specification
Number
FORM #
2008
CONSTRUCTION WHO INITIATES ACTION REQUIRED BY LOCAL AGENCY
FORM NAME WHEN PROCESSED? ACTION REQUIRED BY PROJECT MANAGER (PM)
MANUAL SECTION FORM? LIAISON (LAL) or ODOT PM
The PM will record the information gathered during the interviews on
At least once each six months, the PM will interview random
the Employee Interview Report form. The form is submitted to the
31 Employee Interview Reports 734-3475 CHAPTER 19 Project Manager employees of the Contractor and each Subcontractor working on
ODOT Office of Civil Rights Labor Compliance Officer, along with the
NO ACTION
the project during that time frame.
certified payrolls, at the completion of the project.
Page 7 of 9 Revised June 1, 2009
Specification
Number
FORM #
2008
CONSTRUCTION WHO INITIATES ACTION REQUIRED BY LOCAL AGENCY
FORM NAME WHEN PROCESSED? ACTION REQUIRED BY PROJECT MANAGER (PM)
MANUAL SECTION FORM? LIAISON (LAL) or ODOT PM
PHASE 3 - BETWEEN SECOND NOTIFICATION AND THIRD NOTIFICATION
Notification of Commencement
When the PM determines that the work has been completed,
and Completion The PM will submit the original form to the Construction Section with
except for: final cleanup, removal of equipment, minor corrective Ensure notice is issued by the PM when work is
32 734-3233 00180.50(g) CHAPTER 13 Project Manager
work not involving additional payment, submittals required to be
copies to the Contractor, Region, LAL or ODOT PM, and Office of Civil
complete. Maintain copy on file.
Rights.
Second Notification provided to the engineer before 3rd note can be submitted.
LAL or ODOT PM will monitor to ensure statements
If the project has a specified completion date, complete after
The PM sends the original form to the Contractor, with copies to the are being completed and sent to the contractor by the
Weekly Statement of Contract expiration of contract time until 2nd Notification. If the project
33 734-3483 00180.50(c-d) CHAPTER 13 Project Manager
has calendar days, complete for all days between 1st and 2nd
Construction Section, Region and LAL or ODOT PM. Use this form to PM as required. Also ensure that Liquidated Damages
Time Charges assess liquidated damages. are being posted on the estimate if required. Maintain
Notification.
copy on file.
CHAPTER 12-B PM submits original Final Materials Certification to Contract Services
34 Final Materials Certification 734-1979 Project Manager PM will complete at time of final documentation submittal.
with final project documentation submittal.
NO ACTION
CHAPTER 37
CHAPTER 12-B PM submits original to Contract Services with final project
35 Foreign Steel Summary 734-1968 00160.20 Project Manager PM maintains form ongoing throughout life of project.
documentation submittal.
NO ACTION
CHAPTER 37
The Final Documentation Review Report is signed by both the
Documentation Review Report Region Assurance The PM will submit original to Contract Services with final project
36 734-1903 CHAPTER 12-B PM and RAS recommending acceptance of the project quality
documentation submittal.
NO ACTION
(Final Review) Specialist and quantity documentation.
Documentation Review Report The PM will complete the Exception Explanation, when required, and
At the completion of the project, after completion of the final
37 Supporting Documentation: PM 734-2704 Project Manager
documentation review by the Region Assurance Specialist.
attach to the final Documentation Review Report prior to submitting the NO ACTION
Exception Explanation final project documentation to the Region Assurance Specialist.
The PM will complete the form when all certified payrolls The PM submits the original certification form, along with all labor
Project Managers Labor CHAPTER 12-B
38 734-1734 Project Manager (including those for plant establishment work) have been compliance documents, directly to the OCR Labor Compliance Officer NO ACTION
Compliance Certification CHAPTER 37 received from the Contractor. for review and approval.
LAL, ODOT PM, and other pertinent parties perform
When the Contractor has completed all on-site work. The PM, The PM, LAL or ODOT PM, and other pertinent parties perform an on-
an on-site project review. Form is completed by the
Recommendation of Project LAL or ODOT PM, and Area Manager must recommend site project review. Form is completed by the PM, and signed by the
39 734-1384 00195.50/95 CHAPTER 36 Project Manager
acceptance by completing this form, or preparing a memo, with PM, LAL or ODOT PM, and forwarded to the Area Manager for
PM, and signed by the LAL or ODOT PM and
Acceptance forwarded to the Area Manager for signature. Area
signature and dates, stating the same. signature. Area Manager will forward original to Construction Section.
Manager will forward original to Construction Section.
Original to LAL or ODOT PM (if appropriate) with copy to Area
Prime Contractor Performance Annually on the anniversary date of NTP, until 2nd Notification, Review original submitted by PM. Forward original to
40 734-2469 00120.00 CHAPTER 34 Project Manager
and within 60-days of the final 2nd Notification.
Manager. Otherwise, the PM will submit the original to Construction
the Construction Section. Maintain copy on file.
Evaluation Section with a copy to the Area Manager.
The PM will use this form when submitting the final project
Semi-Final Documentation When submitting the final project documentation at the
41 734-2706 CHAPTER 37 Project Manager
completion of the project.
documentation to the Region Assurance Specialist at project NO ACTION
Checklist completion.
When all State Force Work is complete, the PM will notify the ODOT
When all State Force Work on the project is completed, the PM
State Force Order Completion Construction Section by email. If there is NO SFO WORK on the
42 CHAPTER 37 Project Manager will notify the ODOT Construction Section by email that "ALL
project, the PM must still submit a SFO Completion Notice (email)
NO ACTION
Notice SFO WORK IS COMPLETE".
stating such.
Page 8 of 9 Revised June 1, 2009
Specification
Number
FORM #
2008
CONSTRUCTION WHO INITIATES ACTION REQUIRED BY LOCAL AGENCY
FORM NAME WHEN PROCESSED? ACTION REQUIRED BY PROJECT MANAGER (PM)
MANUAL SECTION FORM? LIAISON (LAL) or ODOT PM
When ROW Monumentation work is complete, the PM will notify the
When the ROW Monumentation on the project is completed, the
Right of Way (ROW) ODOT Construction Section by email. If there is NO ROW
43 CHAPTER 37 Project Manager PM will notify the ODOT Construction Section by email that NO ACTION
Monumentation Completion Notice Monumentation WORK on the project, the PM must still submit a
"ROW MONUMENTATION WORK IS COMPLETE".
ROW Monumentation Completion Notice (email) stating such.
PHASE 4 - BETWEEN THIRD NOTIFICATION AND FINAL PAYMENT
Notification of Commencement When the Contractor has completed all on-site work required
and Completion under the contract; removed all equipment, and submitted all PM will submit the original to Construction Section with a copy to the Ensure notice is issued by the PM when work is
44 734-3233 00150.90(b) Section 13 Project Manager
required certifications, bills, forms, warranties and other Contractor, Region and LAL or ODOT PM. complete. Maintain copy on file.
Third Notification documents.
After expiration of the time for submission of a claim (15 days
Project Managers Narrative Report after 2nd Note is issued), and after completion of Post- Project Manager to distribute hard and electronic copies as detailed on
45 734-2756 CHAPTER 37 Project Manager
Construction Review and receipt of Contractors Construction the PM Narrative Form distribution list (on the form).
NO ACTION
Form
Process Feedback, but prior to issuance of 3rd Notification.
As-Constructed Plans are updated continuously throughout the The PM will distribute the As-Constructed files as detailed in Chapter 12-
46 As-Constructed Plans CHAPTER 12-H Project Manager
life of the project. H of the Construction Manual when all work on the project is complete.
NO ACTION
Ensure that all obligation forms are forwarded to the
PM prior to work commencement, and that all forms
At project completion, the PM will complete the obligation form,
PM will note any variations on the form, sign and date, and return to the are signed and returned after work on the project is
Obligations of Oregon sign and date, and forward to the LAL or ODOT PM (if
47 734-3715 CHAPTER 29 Project Manager
appropriate) or directly to the Region Right of Way Manager and
LAL or ODOT PM (if appropriate) or directly to the Region Right of Way complete. The LAL or ODOT PM will forward the
Transportation Commission Manager for processing. signed obligation forms to the Region Right of Way
the ODOT Maintenance District Manager.
Manager with a copy to the ODOT Maintenance District
Manager.
Page 9 of 9 Revised June 1, 2009
Related docs
