Resume Construction Program Manager by bma18688

VIEWS: 30 PAGES: 9

More Info
									                     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

								
To top