Project Status Processing Template

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Project Status Processing Template document sample

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Addendum to Exhibit A
STATEMENT OF WORK AND DELIVERY SCHEDULE

AMENDMENT No. ____ to WOC No. __
ATA No. _______ , Key No. _______

Local Agency:________________
Project Name: ________________ (Project)
Project Location: ________________

Agency’s Consultant’s
WOC Project Manager (WPM) Project Manager (PM)
Name: ______ Name: ______
Address: ______ Address: ______
______ ______

Phone: ______ Phone: ______
Email: ______ Email: ______

GENERAL INFORMATION & REQUIREMENTS .................................................................................. 2
WORK TASKS ........................................................................................................................................... 6
TASK 1 PROJECT MANAGEMENT/WOC ADMINISTRATION ............................................. 6
Task 1.1 WOC Administration .................................................................................................... 6
Task 1.2 Status Reports and Schedule Updates........................................................................... 6
Task 1.3 Structure Cost Data ....................................................................................................... 7
TASK 2 CONSTRUCTION CONTRACT ADMINISTRATION/CONSTRUCTION
ENGINEERING (CA/CE) .................................................................................................................... 8
Task 2.1 Pre-Construction Meeting ............................................................................................. 8
Task 2.2 Partnering Meeting ....................................................................................................... 8
Task 2.3 Final Construction Quality Assurance Plan (CQAP) ................................................... 8
Task 2.3 Construction Quality Assurance Plan (CQAP)............................................................. 9
Task 2.4 Construction Contract Administration .......................................................................... 9
Task 2.5 Project Progress Meetings .......................................................................................... 11
Task 2.6 Shop Drawing and Submittal Review......................................................................... 11
Task 2.7 Consultation during construction ................................................................................ 12
Task 2.8 Design Modifications.................................................................................................. 12
Task 2.9 Claim(s) Support [CONTINGENCY TASK] ............................................................. 13
TASK 3 CONSTRUCTION MONITORING/INSPECTION ...................................................... 13
Task 3.1 Work Zone Monitoring ............................................................................................... 14
Task 3.2 Construction Activity Monitoring .............................................................................. 14
Task 3.3 Quality Control Monitoring ........................................................................................ 14
TASK 4 CONSTRUCTION SURVEYING (OR ―RESERVED‖ if not necessary) .................... 15
TASK 5 PROJECT CLOSE-OUT ................................................................................................ 16
Task 5.1 Final On-Site Inspections ........................................................................................... 16
1
Task 5.2 Prepare As-Constructed Drawings ............................................................................. 16
Task 5.3 Structure Load Rating ................................................................................................. 17
Task 5.4 Submit Final Project Records ..................................................................................... 18
SCHEDULE ........................................................................................................................................... 19
COMPENSATION ................................................................................................................................. 21
ACRONYMS & DEFINITIONS ............................................................................................................ 23
Summary of Estimate for Services .......Error! Bookmark not defined.Error! Bookmark not defined.
Monthly Project Status Report – CE Phase ............................................................................................ 25
NOTICE OF NONCONFORMANCE ................................................................................................... 27
CE PERFORMANCE TRACKING FORM ........................................................................................... 29

GENERAL INFORMATION & REQUIREMENTS

A. LIST of ATTACHMENTS:

ATTACHMENT A: Acronyms and Definitions
ATTACHMENT B: Summary of Cost Estimate
ATTACHMENT C: Monthly Project Status Report (Template)
ATTACHMENT D: Notice of Nonconformance (Form)
ATTACHMENT E: CE Performance Tracking Form

B. WOC OVERVIEW
The purpose of this WOC Amendment No. 2 (which includes this Addendum to the Exhibit A
Statement of Work and Delivery Schedule of the original WOC) is to add the Construction
Administration/Construction Engineering (CA/CE) Services phase. The CA/CE work is a new phase
of the Project, distinct from and in addition to the previous Project phases. For convenience to the
reader, the task numbering starts over at Task 1 for the CA/CE phase, but this Amendment does not
delete, revise, or replace the tasks or requirements for the original WOC or any earlier amendment for
previous phases of the Project, unless otherwise specifically provided in this Amendment.

C. BACKGROUND
(This Section will provide Project Specific information to outline the general scope of the construction
project. If the Background is unchanged {as it normally should be}, just leave this section blank
except for a note that says ―The Background is unchanged from the original WOC‖.)

The General Description and Background for the Project remain unchanged from the original WOC.

D. PROJECT PHASING
The engineering work for this Project is divided into ____ phases:
 (List previous PE phases for this Project)
 CA/CE

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Key # ; Project Name:
This Amendment (which includes this Addendum to the Exhibit A SOW, as previously revised,
addresses the CA/CE phase of the Project. The CA/CE phase will culminate with final acceptance of
the As-Constructed drawings and the final quality and quantity documentation. Completion of the
CA/CE phase of the Project will be the final phase of this WOC.

E. PROJECT COMMUNICATION
Communication is an important element to the successful completion of the Project. Changes to
Consultant’s Project Manager as identified on page 2 are subject to Agency approval and require
written notice to Agency. All communication and deliverables covered under this WOC shall be
directed to the WPM assigned to this Project as identified on page 2 (or such other individual as
designated in writing to Consultant).

To the extent possible, all transmittals from Consultant to Agency must include the ATA#, WOC#,
Project name and the Project key number. The key number must be used as part of the document
control system established by Agency and Consultant. Formats for the document control system shall
be discussed at the initial meeting between Agency and Consultant pertaining to these CA/CE phase
Services.

The construction contractor (CC) for this Project will be determined through the competitive bidding
process. When the CC has been determined, Consultant shall establish appropriate contacts with that
firm prior to the pre-construction meeting.

F. ROLES AND RESPONSIBILITIES
Agency
The WPM is Agency’s primary point of contact for Consultant. The WPM has the authority to review
and accept all Consultant deliverables. The WPM may distribute deliverables for this phase of the
work to appropriate agency personnel for review and approval.

As owner of the facility, Agency has overall authority in scope, schedule and budget of the Project.
Agency shall review and approve all change orders prepared by Consultant prior to implementation by
the CC. Authority to approve change orders shall be as outlined in the Delegated Authority Section of
the Construction Manual and in Delegation Letters. For purposes of this WOC, the WPM has the
authority delegated to the ODOT Project Manager.

Agency is responsible for the following:
 Execution of Intergovernmental Agreements (IGAs) related to this Project
 Material verification sampling and testing
 Concrete and Asphalt mix design review
 Approving Construction Contract Change Orders
 Inspecting Project specific fabricated items
 Reviewing and processing monthly pay estimates for construction contract through ODOT
Consultant payment system
 Providing Agency’s construction forms in electronic and hardcopy
 Installation of Agency’s Contract Payment System (CPS) software on Consultant computer
 Provide training to Consultant on CPS software

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Key # ; Project Name:
Consultant
Consultant is the Engineer of Record for the Project. Consultant must notify Agency immediately
(within 2 business days) upon discovery of any changes in the Project that impact scope, schedule or
budget. Consultant shall prepare and document changes in the Project as described in the Project
Communication section of this Addendum to Exhibit A.

Consultant may be liable for any change orders authorized without obtaining prior review and approval
by Agency.

Consultant shall provide all labor, equipment, and materials to provide the CA/CE Services as outlined
in this WOC.

Overview of Consultant’s tasks:
 Provide staff, materials and resources to complete the work described in this document
 Provide construction Project management and contract administration/ documentation for
construction of the Project
 Provide Certified Inspectors as required (see Task 3)
 Conduct Pre-Construction meeting with the CC and Agency
 Provide survey control to the CC
 Review and approve (when appropriate) all Construction Shop Drawings
 Perform construction monitoring and inspection utilizing Agency-certified inspectors.
 Perform field measurement and calculations and prepare documentation for monthly
construction progress estimates
 Perform environmental and permit coordination and compliance monitoring during
construction of Project
 Complete and submit as-constructed plans
 Schedule, prepare agendas for, attend, participate in, facilitate and prepare minutes of Project
progress meetings
 Review and recommend needed design changes
 Develop and submit Project manager’s narrative report(s) on construction
 Review documentation with Agency’s assigned Region Assurance Specialist (RAS) at regular
intervals throughout the Project
 Prepare and submit final Project documentation as outlined in the Construction Manual
 Provide detailed monthly updates on CC’s progress

G. DESIGN STANDARDS
Consultant shall complete the CA/CE Services in accordance with ODOT’s Construction Manual, the
Manual of Field Test Procedures and the ODOT Inspectors Manual. All CE Inspection work must be
performed by Agency-certified Inspectors as required by the Agency’s Inspection Quality Assurance
Program (IQAP). Consultant’s qualified staff shall diligently monitor the work of the CC in order to
determine whether the Project is constructed in compliance with the Construction Contract Documents
and any applicable current standards and Agency manuals, including but not limited to those listed in
the ATA. Consultant shall immediately advise Agency of any construction which Consultant knows, or
with the exercise of professional care should know, fails to conform to the Federal or State standards
applicable to construction of the Project.

H. ASSUMPTIONS FOR BUDGETING PURPOSES
For budgeting purposes, assumptions may be specified within individual tasks in this SOW.
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I. PROJECT COOPERATION
Throughout the term of the WOC, Consultant shall facilitate, manage, and expedite the Services to the
extent possible meet milestone dates or delivery schedules. Consultant shall cooperate in every way
possible with Agency and Agency representatives, and any other contractors and consultants under
contract with Agency for activities related to the Project or contracting with Agency for any other
reason. Consultant acknowledges that Agency will have a separate contract with a construction
contractor (or design-builder) for the construction services for the Project. Consultant shall support
Agency's efforts to create and maintain a cooperative working relationship between and among the
construction contractor (or design-builder), Consultant, Agency, governmental jurisdictions, and others
involved in the Project, and their respective representatives, to further the interests of Agency to result
in the Project being successfully completed on time and within budget.

This statement of work describes the responsibilities of all entities involved in this cooperative project.
In this WOC Consultant shall only be responsible for those responsibilities and deliverables identified
as being assigned to Consultant (or its subconsultants) in this WOC and the statement of work. All
work assigned to other entities, other than subconsultants, is not subject to this WOC, but shall be the
subject of separate Intergovernmental Agreements or contracts. Any tasks or deliverables assigned to a
sub-consultant shall be construed as being the responsibility of Consultant.

Any Consultant tasks or deliverables which are contingent upon receiving information, resources,
assistance, or cooperation in any way from another entity (other than Subconsultants) as described in
this statement of work shall be subject to the following guidelines:

a. At the first indication of non-cooperation or delay, Consultant shall provide written notice to
ODOT WOC Administrator of the specific acts or inaction indicating non-cooperation and of any
deliverables that may be delayed by other entities beyond Consultant’s reasonable control.

b. ODOT WOC Administrator shall contact the non-cooperative entity/s to discuss the matter and
attempt to correct the problem and/or expedite items determined to be delaying the Consultant/project.

If Consultant has followed the notification process described in section ―a‖, and delinquency or delay
of any deliverable is found to be a result of the failure of other referenced entities to provide
information, resources, assistance, or cooperation, as described in the statement of work, Consultant
will not be found in breach or default of contract; nor shall Consultant be assessed or liable for any
damages. Neither shall ODOT be responsible or liable for any damages to Consultant as the result of
such non-cooperation by other entities. ODOT WOC Administrator will negotiate with Consultant in
the best interest of the State, and may revise the delivery schedule to allow for delinquencies beyond
any reasonable control of Consultant. Revised delivery date beyond the expiration date requires an
amendment to the WOC."

J. AGENCY REVIEWS
Agency will complete initial reviews for Substantial Conformity Acceptance of final deliverables
within 3 business days. A detailed review for deliverable Acceptance will be completed within 3 weeks
(unless a different timeframe is stated in individual tasks).

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Key # ; Project Name:
K. DELIVERABLES and MEETINGS OVERVIEW
Deliverables: Consultant shall submit all deliverables to WPM or designee unless otherwise noted. All
deliverables must be submitted electronically (if prepared electronically) and in hard copy.

Consultant shall prepare and submit deliverables in electronic format compatible with Microsoft
Windows or NT based platforms running Microsoft Office 2000 software including MS Word, MS
Excel, and MS Project. Agency may designate an FTP site for submittal of electronic deliverables.

Meetings: Consultant shall schedule, attend, participate in and facilitate all Project meetings.
Consultant shall prepare agendas and distribute at least 2 business days prior to meeting date (unless
stated otherwise in a particular task, or if other timeframe is approved). Consultant shall prepare
meeting minutes and distribute within 5 business days of meetings.

L. (RESERVED)

WORK TASKS
Consultant is responsible for all tasks, subtasks and deliverables identified in this SOW unless
specifically stated otherwise. Consultant shall provide all labor, equipment and materials to manage,
coordinate, and complete the work.

TASK 1 PROJECT MANAGEMENT/WOC ADMINISTRATION
This activity is continuous throughout the duration of the Project. Consultant shall guide and direct the
overall processes and Project team in conformance with the Project’s goals and objectives. Consultant
shall monitor progress of the Project.

Task 1.1 WOC Administration
Consultant shall provide leadership, direction and control of work tasks within the CA/CE Phase of
this WOC.

Consultant shall:
 Direct Consultant’s team with regard to overall Project activities and team meetings.
 Maintain liaison and coordination between Consultant’s staff, CC and Agency staff to facilitate
timely, efficient operations for all involved.

Task 1.2 Status Reports and Schedule Updates

Consultant shall prepare a monthly status report to show progress throughout the duration of this WOC.
Consultant shall use the standard Monthly Project Status Report included as Attachment C of this WOC
Amendment.

If the construction Project Schedule is revised, Consultant shall attach the updated Project Schedule and
submit with monthly Project Status Report. Consultant shall submit the Monthly Project Status Reports to
WPM no later than the 5th calendar day following the end of the reporting month

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Key # ; Project Name:
Deliverables
 Monthly Project Status Reports (with Project Schedule updates as necessary). A copy of the
Monthly Project Status Report must be submitted with monthly invoice.

[Structure Cost Data is an FHWA requirement. Include this task if there are federal funds, or any
chance of federal funds, in the project. Alternatively, if Agency staff are available, they may complete
this task. If state funds only or if there is no structure involved with this project, this task may be
deleted. Currently, the data cannot be input remotely into the database.]
Task 1.3 Structure Cost Data

Contractor shall input structure cost data information for each structure and file hard copy as labeled
―Final Disposition of the Job Record Folder‖ in the Agency’s Bridge Office Practice Manual section
3.1.6.1 (available on the Internet at:
http://www.oregon.gov/ODOT/HWY/BRIDGE/standards_manuals.shtml#Office_Practice_Manual_2003 )

Consultant shall:

a) Use Agency Bridge Engineering computer to input structure cost data of the 3 lowest
bidders (tabulated bid data is available from Agency's Construction Contracting Unit
Web-site: http://www.oregon.gov/ODOT/CS/CONSTRUCTION/bid_tabs.shtml).
Make advance arrangements to schedule use of ODOT Bridge Engineering Section’s
facilities in Salem, Oregon (Section Phone number: 503-986-4200).

Deliverables:

Final estimates and cost data files entered on Agency computer.

b) Make copies of appropriate sheets and prepare data sheets according to Agency’s
Bridge Office Practice Manual section 3.1.6.1 in individual structure folders.

Deliverables:

File folder (labeled and unbound) containing the following:
 Print outs of the final estimate and cost data (from Agency computer)
 8.5x11 inch letter size paper copy of plan and elevation sheet
 Plans or vicinity maps with notes critical to design
 Original of checked final estimate sheet(s)
 Prints of the cost data files
 Paper data sheet prints for structures
 Paper print of seismic design/retrofit data sheet using Agency (MS Word) template
(if applicable)
 Paper print of overhead sign inventory sheet using Agency (MS Word) template (if
applicable)

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Key # ; Project Name:
TASK 2 CONSTRUCTION CONTRACT ADMINISTRATION/CONSTRUCTION
ENGINEERING (CA/CE)
Consultant shall support the Project’s needs by providing CA/CE services required to assure the
construction of the Project is completed in substantial accordance with the plans and specifications for
the Project. Consultant shall provide engineering services required to prepare design changes that are
necessary during the construction phase of the work.

Task 2.1 Pre-Construction Meeting
Consultant shall prepare for and lead the preconstruction meeting with the CC, Agency, permitting
agencies, local officials and others as may be appropriate. Consultant shall consult with the CC and
the WPM to determine participants and schedule the pre-construction meeting at an agreeable time.

Consultant shall:

 Schedule Meeting.
 Prepare and distribute the meeting agenda and minutes.
 Attend, facilitate and participate in meeting.

Deliverables:
 Meeting Agenda – 1 copy to each meeting attendee and the WPM 4 business days prior to the
scheduled meeting
 Meeting minutes – 1 copy to each meeting attendee and the WPM within 1 week of the meeting

Task 2.2 Partnering Meeting

(Use this task (Task 2.2) only if you intend to include a formal partnering session for the Project.
If Partnering is included on this Project, contact the ODOT Contract Administration Engineer
to identify the ODOT Partnering consultant.)

Consultant shall work with the CC, the WPM and ODOT’s Partnering Consultant to schedule a formal
partnering meeting at an agreeable time prior to the pre-construction meeting. Consultant shall:

 Schedule Partnering Meeting.
 Work with Partnering Consultant to build agenda.
 Attend and Participate in Partnering meeting.
 Follow through with any commitments made at Partnering meeting.

Deliverables:
 Agenda for Partnering Meeting, 1 copy to each meeting attendee and the WPM 4 business days
prior to the scheduled meeting
 Brief summary of Partnering Meeting and list of Action Items, 1 copy to each meeting attendee and
the WPM within 1 week of the meeting

[DELETE ONE OF THE FOLLOWING TASKS 2.3 AS APPLICABLE FOR YOUR
PROJECT. THE DRAFT CQAP MAY HAVE BEEN COMPLETED AS A TASK IN THE
LATEST VERSION OF FINAL DESIGN TEMPLATE]
Task 2.3 Final Construction Quality Assurance Plan (CQAP)

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PA #, WOC # Amd # CE Template, Dec 2008
Key # ; Project Name:
Consultant shall prepare the final CQAP as an update to the draft CQAP prepared during Final Design
Phase. The update must include any necessary information that was not available prior to construction
bid award and must address any draft comments received from Agency. The final CQAP must include
all information requested in the CQAP form and must be applicable to the specific construction project
administered under this WOC. All procedures Consultant establishes and follows are intended to
comply with the requirements of the construction contract plans and specifications, the ODOT
Construction Manual, the ODOT Manual of Field Test Procedures, The Non-Field Tested Materials
Acceptance Guide, and all other requirements of this WOC. Agency’s review and acceptance of
Consultant’s CQAP does not constitute a waiver of any of the stated requirements in this paragraph.

Deliverables:
Final CQAP
Task 2.3 Construction Quality Assurance Plan (CQAP)

Consultant shall prepare a draft and final Construction Quality Assurance Plan (CQAP) using the latest
version of the CQAP form as provided by Agency. The CQAP must be completed with Project-
specific information. All procedures Consultant establishes and follows are intended to comply with
the requirements of the construction contract plans and specifications, the ODOT Construction
Manual, the ODOT Manual of Field Test Procedures, The Non-Field Tested Materials Acceptance
Guide, and all other requirements of this WOC. Agency’s review and acceptance of Consultant’s
CQAP does not constitute a waiver of any of the stated requirements in this paragraph.

The CQAP must provide the following:
 Names/contact information and roles and responsibilities for the home and field office staffs
 Implementation and description of an auditable contract administration system
 Communication tools and procedures between Agency, CC, Consultant and other stakeholders (for
example residents, traveling public, etc.)
 Verification of quantity and quality prior to processing and payment Inspection procedures
 Health and Safety Reporting and Protocol (including safety practices and after hours or emergency
contacts)
 Project closeout procedures

Consultant shall:
 Prepare and submit a draft CQAP within 2 weeks of NTP.
 Respond to Agency comments and revise draft CQAP as necessary.
 Prepare and submit final CQAP within 1 week of receipt of Agency comments.

Deliverables:
 Draft CQAP
 Final CQAP

Task 2.4 Construction Contract Administration

Consultant shall provide day-to-day administration of the construction contract.

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Key # ; Project Name:
Consultant shall:

 Issue First Notification (original to Agency, copy to CC ) when on-site construction work begins.
 Monitor overall Project budget and costs included in the Project authorization.
 Monitor and evaluate the construction schedule to determine whether the CC is proceeding in a
manner to ensure timely Project completion in conformance with the contract documents.
 Maintain Project Construction quality and quantity documentation as outlined in the Construction
Manual, the Manual of Field Test Procedures, the Non-Field Tested Materials Acceptance Guide
and the contract Plans and Specifications. Maintain this documentation on an on-going basis as
materials are incorporated into the Project.
 Prepare General Daily Progress Reports for construction for each site visit. (see Task 3.2)
 Prepare and submit minutes of weekly progress meetings to the WPM. (see Task 2.5)
 Measure and document construction quantities for monthly pay estimates (Pay Notes).
 Each month, complete data entry of Pay Notes (up until the last day of the month) directly into
CPS program for work performed throughout the month.
o Generate the monthly Pay Estimate using CPS program, print it out and review it with the CC
for concurrence on quantities being paid for the previous months work.
o No later than the 5th of the month, transfer final monthly Pay Estimate CPS file to WPM via
email or on floppy disk along with a snapshot version of the actual Pay Estimate. (Following
review, WPM will upload Pay Estimate onto the mainframe computer no later than the 8th of
the month).
 With each monthly Progress Estimate provide a breakdown of the payment amounts to indicate
which source of funds is charged for each bid item or anticipated item, including:
o All work funded by OTIA I funds
o Sidewalk work funded by City of Yamhill funds ($40,000 maximum)
o City utility relocation work funded by City of Yamhill

ASSUMPTIONS FOR BUDGETING PURPOSES:
o OTIA I funds will pay for all work other than the first $40,000 of sidewalk work.
o City funds will pay for the first $40,000 of sidewalk work.
o City funds will pay for all City utility relocation work.
 Conduct labor compliance interviews and reports.
 Prepare Equal Employment Opportunity (EEO)/Disadvantaged Business Enterprises (DBE)
compliance reports.
 Document CC’s performance and progress on construction. (see Tasks 1.2 and 2.5)
 Measure and document final construction quantities.
 Maintain documentation and update all reports on an on-going basis throughout the term of the
WOC.

Deliverables
 Monthly Pay Notes for construction activities
 Electronic Pay Estimate to the WPM by the 5th of the month following each month in which CC’s
work was performed
 Monthly breakdown of the payment amounts to indicate which source of funds is charged for each
bid item or anticipated item
 CC’s weekly payroll reports, Employee Interview reports and Project Manager’s Labor
Compliance Certification. (Available for review throughout the Project. Copies to Agency with
the Labor Compliance Certification in the final document submittal per Task 5.4.)
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PA #, WOC # Amd # CE Template, Dec 2008
Key # ; Project Name:
 EEO and DBE compliance reports

Task 2.5 Project Progress Meetings

Consultant shall conduct Project progress meetings with the CC and others as needed, including but
not limited to, Agency, permitting agencies, local officials. The Project progress meetings are intended
to assure Project is progressing effectively, that the Project working relationships are effective, and that
issues are being addressed and resolved.

Consultant shall:

 Schedule Project progress meetings as needed. Project progress meetings are normally held weekly
during active construction periods, but may be held less frequently during periods of low
construction activity.
 Prepare agendas and inform attendees.
 Attend and participate in meetings.
 Record and distribute meeting minutes.

Deliverables
 Meeting agendas – 1 copy to each attendee and 1 copy to WPM 2 business days prior to scheduled
meeting
 Meeting minutes – 1 copy to each attendee and 1 copy to WPM within 1 week of meeting

ASSUMPTIONS FOR BUDGETING PURPOSES: Construction meetings are assumed to be
weekly (during active construction) with no more than 3 Consultant staff attending.

Task 2.6 Shop Drawing and Submittal Review

Consultant shall review construction shop drawings and working drawings submitted by the CC.
Consultant shall log in the submittal when it arrives, track the submittal to ensure timely response, and
log out the reviewed submittal when it is returned to the CC. Consultant shall conduct submittal review
in accordance with Section 150.35 of the Standard Specifications for Highway Construction. Of the
multiple copies of each shop drawing received from CC, Consultant shall:
 Maintain one of the as-submitted copies in the Project files.
 Conduct review and prepare 5 mark-up/comment copies of the shop drawing. Drawings must be
stamped, signed and dated by Engineer of Record and marked as either ―Approved Without
Change‖, ―Approved With Comments‖, or ―Rejected and Resubmit‖.
 Include construction contract number on all shop drawings.

Consultant shall review the following submittals as required using the guidelines in ODOT’s
Construction Manual:

 CC’s construction schedule
 Erosion Control Plan
 Pollution Control Plan
 Rebar Shop Drawings
 Prefabricated Steel Shop Drawings
 Prefabricated Concrete Shop Drawings
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Key # ; Project Name:
 Pile Hammer submittal
 Others as required by construction contract specifications

Deliverables:
 Approved return shop drawings with comments –
 1 copy to WPM (transmittal only)
 2 copies (1 for field and 1 for home office) to CC within time frame established in Construction
Contract specified requirements
 1 copy maintained in Project files
 1 copy to Agency Materials unit (Portland office for steel shop drawings; Portland or Eugene
office for pre-cast shop drawings, depending on location of fabrication facility.)
 File of all reviewed submittals retained by Consultant

Task 2.7 Consultation during construction

Upon request of the CC during construction, Consultant shall:
 Clarify construction contract documents.
 Respond to field inquiries.
 Monitor design assumptions.

NOTE: Design requests must be initiated by either Agency or Consultant using a Change
Request Form or a Request for Information (RFI). A response to an RFI may also initiate a
change request or a formal contract amendment for Consultant or CC. No work shall be
conducted on a change request until the WPM approves the request. Change Request must
clearly outline Consultant’s cost, the estimated construction cost, and the cause of the change.

Deliverable:
 Written documentation to WPM of responses to CC inquiries within 2 business days of inquiry

Task 2.8 Design Modifications

If Consultant or CC determines that design modifications may be necessary, Consultant shall discuss
potential changes with WPM prior to verbally agreeing on changes with CC or preparing Change
Order documents. Upon request of the WPM, Consultant shall prepare detailed engineering design
revisions necessitated by conditions encountered during construction. These design revisions must be
accompanied by the necessary Change Order documents to make them a part of the construction
contract.

Deliverables:
 Design details for appropriate changes to Project design, submitted to WPM at date agreed to when
work was requested.
 Draft Change Order documents with supporting documents (cost estimate and justification)
submitted to WPM at date agreed to when work was requested.

CONTINGENCY TASK: Task 2.9 identifies specific deliverables that Agency at its discretion may
elect to authorize Consultant to produce. Consultant shall only complete task 2.9 and the identified
deliverables if written (email acceptable) NTP is issued by WPM. The Not-to-Exceed (NTE) amount
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Key # ; Project Name:
for completing this contingency task is $ _______ and is only billable if authorized per NTP and
after acceptance of Deliverables. If Agency chooses to authorize this work, Consultant shall
complete this task and Deliverables at least 4 weeks prior to the expiration of this WOC.

Task 2.9 Claim(s) Support [CONTINGENCY TASK]

If authorized by WPM, Consultant shall provide support to Agency to comply with any and all claims
submitted by the CC as specified in Section 00199 – Disagreements, Protests and Claims in the Oregon
Standard Specifications for Construction 2008. Consultant tasks for claim(s) support may include but
are not limited to:
 Preparation of memoranda and supporting documentation (photo logs, inspection reports, memos,
drawings, etc) related to claims
 Consultation related to claims (in person, via telephone or email).
 Attendance at resolution meetings.

ASSUMPTIONS FOR BUDGETING PURPOSES: this Task assumes no more than ______ hours
for claims’ assistance

Deliverables
The deliverables for claim(s) support may include but are not limited to:
 Memoranda and supporting documentation (photo logs, inspection reports, memos, drawings, etc)
related to claims
 Consultation related to claims (in person, via telephone or email)
 Attendance at resolution meetings

TASK 3 CONSTRUCTION MONITORING/INSPECTION

Consultant shall provide necessary on-site inspection of construction for conformance with contract
documents. Consultant shall coordinate closely with CC to assure on-site inspections do not adversely
impact the construction schedule. Inspections must occur at critical times during the construction
process as identified by Consultant and as outlined in the Construction Manual, the Manual of Field
Test Procedures and the ODOT Inspectors Manual. Consultant shall have an inspector on site during
all critical times during the construction process. Consultant shall monitor the CC’s quality control
process to assure CC is meeting the construction contract requirements. All persons involved in
performing inspection duties must be Interim Qualified Inspectors (IQI) through the Agency's
Inspection Quality Assurance Program (IQAP).

All persons assigned to inspect construction of traffic signals and related items must also be Agency-
certified Traffic Signal Inspectors (CTSI). Inspector certification requirements apply to all Inspection
work performed under this work order after April 1st, 2005.

Inspection of all bridge construction and related items must be performed by an Agency-certified
Bridge Construction Inspector (CBCI) effective April 1, 2006.

Following are additional ODOT Certifications required for inspectors after April of 2007:
 Certified General Inspector
 Certified Erosion Control Inspector
 Certified Hot Mixed Asphalt Concrete Inspector
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 Certified Drilled Shaft Inspector, and;
 Certified Traffic Control Supervisor/Inspector

Task 3.1 Work Zone Monitoring

Consultant shall monitor the following for compliance to construction contract requirements:
 Permit compliance during construction
 Temporary Traffic Control measures
 Erosion Control installation and maintenance

Consultant shall submit a Notice of Non-Conformance (Attachment D) to WPM of items not in
compliance of construction contract requirements within 4 business hours of identifying non-
compliance.

Task 3.2 Construction Activity Monitoring

Consultant shall monitor construction activities during construction of the Project utilizing qualified,
Agency-certified Inspectors. Consultant shall provide inspection concurrently with the CC's operation.
Consultant shall coordinate closely with CC to assure on-site inspections are coordinated with the
construction schedule. Consultant shall perform inspections as detailed in the Construction Manual and
the ODOT Inspectors Manual. Consultant shall prepare General Daily Progress Reports of construction
for days Consultant is on site. Consultant shall take photos of the various construction activities and
keep a current digital photo-log of critical construction activities. The photo-log must be kept up to
date throughout construction and available for review by Agency. Consultant shall produce a CD of
the photo-log to submit to WPM.

Consultant shall notify CC and WPM of any non-compliance issues. Consultant shall direct a Notice of
Non-Conformance (see Attachment D) to the WPM, within 4 business hours of discovering that
materials, work practices or work products are non-compliant with requirements of the construction
contract documents.

Deliverables:
 General Daily Progress Reports of construction for days in which Consultant is on site. (Available
for review at Consultant’s field or home office. Copies to Agency with final documentation
submittal per Task 5.4)
 Current Digital Photo-log of construction activities to WPM (do not submit to Agency’s
Construction Office).
 A CD of Project photos to WPM (do not submit to Agency’s Construction Office).
 Field Inspection Reports as required by the Construction Manual and the Non-field Tested
Materials Acceptance Guide. Maintain with test summary throughout the Project and keep
available for review. Submit to Agency with final Project documentation.
 Notice of Non-Conformance, Attachment D (submit to WPM within 4 business hours of the
finding of non-conformance.)

Task 3.3 Quality Control Monitoring

Consultant shall monitor the CCs Quality Control program to assure it meets the requirements of the
Manual of Field Test procedures. Consultant shall coordinate with the ODOT Region Quality
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Assurance Coordinator to assure adequate Verification and Independent Assurance testing is
performed. Agency staff shall perform the Verification and Independent Assurance testing; it is not a
part of this WOC.

Consultant shall:
 Maintain the Non-Field Tested Materials Test Summary as detailed in the Construction Manual
and the Non-Field Tested Materials Acceptance Guide.
 Maintain the Field Tested Materials Test Summary as detailed in the Construction Manual and the
Manual of Field Test Procedures.
 Monitor CC’s quality control technicians to assure proper certification, proper testing frequencies
and procedures are being followed. Monitoring must be done by individuals certified by ODOT’s
technician certification program for the specific tests being monitored.
 Obtain, review and compile Project Quality Documentation from CC’s, in accordance with ODOT
Construction Manual.
 Communicate with Agency Region Quality Assurance Coordinator to assure timeliness and
efficiency in the verification testing work.
 Compare CC’s quality control test results to ODOT’s verification test results to assure they are
within Independent assurance parameters.
 Work with WPM to resolve any discrepancies between CC’s quality control test results and the
ODOT verification test results.
 Provide Notice of Non-Conformance to WPM immediately (within 4 business hours) upon finding
materials and/or workmanship which do not meet construction contract requirements.
 Prepare Quality price adjustments as necessary for materials.

Deliverables:
 Test summaries and other Project Quality Documentation (both field tested and non-field tested.
Available for review throughout the Project. Submit to Agency with final Project documentation—
Task 5.4.)
 Notice of Non-Conformance (submit to WPM within 4 business hours of the finding of non-
compliance.)

TASK 4 CONSTRUCTION SURVEYING (OR “RESERVED” if not necessary)

(This section will be very dependent on the construction contract requirements. If CC is
responsible for surveying, then there will be minimal requirements for Consultant. If CC is not
responsible for construction surveying, then requirements will need to be quite detailed. If
Consultant is responsible for any construction survey tasks, the tasks must be detailed in this
section.)

Consultant shall provide review and on-site field checks for accuracy of CC’s survey submittals, grade
calculations and field work. Consultant's licensed land surveyor shall assure that land surveying
practices and deliverables conform to all state statutes pertaining to survey and land boundary laws.
These include, but are not limited to, the following state statutes: ORS Chapter 92, Subdivisions and
Partitions, ORS Chapter 93, Conveyancing and Recording, ORS Chapter 209, County Surveyors, and
ORS Chapter 672, Professional Engineers; Land Surveyors; Photogrammetrists; Geologists."

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Consultant shall prepare:
 Notification of CC’s survey submittal acceptance/rejection.
 Memo indicating dates and times grade calculation checks were performed and the results of the
calculation checks along with copy of notification to CC on items not in compliance from
calculation checks and when/what corrections were made.
 Memo indicating dates and times survey field checks were performed and the results of the field
checks along with copy of notification to CC on items not in compliance from field checks and
when/what corrections were made.

Deliverables:
 Notification of CC’s submittal acceptance/rejection (Original to CC with copy to WPM within 2
days of identifying as non-compliant.)
 Memo and notifications regarding grade calculation checks
 Memo and notifications regarding survey field checks

ASSUMPTIONS FOR BUDGETING PURPOSES: [REVISE THIS ASSUMPTION AS
NECESSARY] For budgeting purposes, assume Consultant’s field surveyors, (2-man crew), will make
up to 4 1-day mobilizations to perform field verifications on CC’s staking.

TASK 5 PROJECT CLOSE-OUT

Consultant shall complete final on-site inspections and submit all final Project records required for
final payment.

Task 5.1 Final On-Site Inspections
(per 150.90 of the Standard Specifications and Section 36 of the Construction Manual)

Consultant shall issue Second Notification when all on-site bid item and change-order work is
completed (per Standard Specifications, section 180.50).

Consultant shall schedule and attend a final Project inspection with CC and Agency within 15 days
after receiving notice from the CC that the project is complete. If additional construction items are
identified, Consultant shall prepare a punch-list of items to be corrected by the CC. Once the punch-
list items have been corrected, Consultant (if requested by WPM) shall meet at Project site with
Agency for a follow-up to the ―final inspection‖. Consultant shall prepare and distribute the
Recommendation of Project Acceptance.

Consultant shall issue Third Notification to CC after all construction contract work and inspections are
complete, and required documentation is submitted (per Standard Specification, section 150.9).

Deliverables:
 Second Notification
 Final inspection report (including follow-up revisions if necessary) to Agency
 Recommendation of Project Acceptance
 Third Notification

Task 5.2 Prepare As-Constructed Drawings

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Consultant shall incorporate As-Constructed mark-ups into electronic files for the Project. Consultant
shall re-issue 11" x 17" roadway Mylar drawings with mark-ups to Agency. Consultant shall
incorporate As-Constructed mark-ups with ink on original Mylar for bridge drawings for Agency.

Deliverables:
Final As-Constructed plans to Agency within 30 calendar days of second notification
 11" x 17" roadway Mylars
 Inked corrections on full size bridge Mylars
 Electronic files of As-Constructed plans

Task 5.3 Structure Load Rating
(DELETE TASK AND REPLACE WITH “RESERVED” IF PROJECT DOES NOT INCLUDE
A STRUCTURE)

Consultant shall use load rating standards, guidelines, requirements, and methodologies as prescribed
in the latest editions, including the latest interim revisions, of the following publications:
AASHTO:
 Guide Specification for Strength Evaluation of Existing Steel and Concrete Bridges, 1989
 LRFD Bridge Design Specifications, Second Edition, 1998
 Manual for Condition Evaluation of Bridges, 1994
 Manual for the Maintenance Inspection of Bridges, 1983
 Standard Specification for Highway Bridges, Sixteenth Edition, 1996.

FHWA:
 Report No. FHWA-PD-96-001, Recording and Coding Guide for the Structure Inventory and
Appraisal of the Nation’s Bridges, 1995
 Report No. FHWA-PD-91-015, Bridge Inspector’s Training Manual 90, 1991, (Rev. 1995).

Agency:
 Bridge Element Coding Guide, 1999
 Bridge Office Practice Manual, 1994
 Bridge Section Load Rating Procedures, 1994
 Oregon Coding Guide for the Inventory and Appraisal of Oregon Bridges, 1994.

Consultant shall conduct the load rating in the following prioritized order:
1. Alder
2. Wildcat
3. BNSF (Madras)
4. BNSF (Terrebone)
5. BNSF (Chemult)
6. Clackamas UPPR (EB only)
7. Rock Creek (EB only)

Consultant shall furnish all data needed for the load rating work. Data not available to Consultant, but
in Agency’s possession, may be requested from ODOT Bridge Engineering Section through the WPM.
All sheets after the Table of Contents shall be numbered consecutively in the upper right corner.

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Load Rating Reports must be prepared by, signed by and stamped with the seal of an engineer
registered to practice in the State of Oregon.

Load rating calculations must consider and reflect the structural condition of the bridge including
decay, section loss, damage, cracking, and misalignment of members. Consultant shall utilize existing
bridge inspection reports and crack measurements prepared by Agency.

All load rating of structure types listed in Section 8A of the ODOT Bridge Section Load Rating
Procedures, August 30, 1995, must be performed using the latest version of the structural analysis
software BRASS, developed by the Wyoming Department of Transportation (WYDOT).

Load rating of crossbeams must be performed using the Crossbeam Load Rating Software, which,
together with user manual, is available from Agency free of charge. This software is a Microsoft Excel
Version 5.0 application.

Deliverables:
 Load rating electronic files (files shall be located under bridge number subdirectories)
 Report and supporting information bound in a labeled pressboard report cover with provisions for
diskette/CD storage
 Reports shall be bound in the following order:
1. Posting Summary Sheet
2. Table of Contents
3. Load Rating Summary Report
4. Reduced Copy of Plans (or sketches)
5. Inspection Report
6. Structure Inventory and Appraisal
7. Relevant Correspondence
8. Printout of FILELIST.TXT (this may be combined with the table of contents and
omitted)
9. Preliminary (pre-BRASS) file(s)
10. BRASS_E (LRFD sErvice) output file for the 1st beam line, if prestressed girder or slab
11. BRASS_T (LRFD sTrength) output file for the 1st beam line
12. BRASS_N (NBI Load Factor) output file for the 1st beam line
13. Repeat the sequence of items 10, 11, & 12 for each additional beam line investigated
14. Cross Beam calculations completed for the 1st cross beam investigated
15. Repeat item 14 for each cross beam investigated

Task 5.4 Submit Final Project Records

Consultant shall organize and submit final quantity documentation, final construction estimate, test
summaries and construction Project records as detailed in the ODOT Construction Manual. Consultant
shall review documentation with Agency’s assigned Region Assurance Specialist (RAS) prior to
submitting to Agency.

After second notification is issued, the RAS and Consultant shall jointly make a final review of all
Project quality, quantity and labor documentation and mutually agree that all contractual requirements
have been met and recommend acceptance. After final joint review, the final Labor Compliance
documentation shall be submitted to Civil Rights Field Coordinators for approval. All other

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documentation shall be submitted to ODOT Construction Section, Contract Administration Unit for
processing and archiving.

Deliverables:

Final Documentation as outlined in the ODOT Construction Manual. Following is a list of items
generally required:

 General Documentation:
Transmittal letter listing the documentation being submitted. Final progress estimate and cost
report, narrative report, State force order completion certification, letter of acceptance from Local
Agency, general daily progress reports, FHWA form PR-47 for projects over $1,000,000, Final
Materials Certification and Documentation Review Report. Consultant shall distribute the ―As-
Constructed‖ Plans and Project Narrative per the ODOT Construction Manual.

 Labor Documentation:
CC’s and CC subcontractor’s certified payrolls, Labor Compliance Certification, Employee
Interview Reports, Commercially Useful Function (CUF) reports for DBE subcontractors.

 Quality Documentation:
Completed Test Result Summaries ―A‖ (non-field tested materials) and ―B‖ (field tested materials),
Summary of Foreign Steel, Field Inspection Reports along with all supporting documentation for
all bid items and Contract Change Orders per Section 12-B of the ODOT Construction Manual.

 Quantity Documentation:
Paynotes (all calculations and supporting data for all bid item and Contract Change Order
quantities as defined in the ODOT Construction Manual), field books, pile books, earthwork
calculations, flagger and pilot car receipts, erosion control reports, price adjustments, Quantity
Ledger Report and statistical asphalt bonus, etc.

SCHEDULE
Table 1- Deliverable Summary and Schedule
Task Due Date Date
Description Received
No.
1.2 Monthly Project Status reports 5th calendar day of month
following reporting month
1.3.a Final estimates and cost data files entered on 30 cal. days following NTP or
Agency computer (projects w/fed funds) bid award, whichever is later.
1.3.b File folder (labeled and unbound) containing 45 cal. days following NTP or
required documentation (projects w/fed bid award, whichever is later
funds)
2.1 Pre-Construction Meeting Agenda 4 business days prior to mtg
2.1 Pre-Construction Meeting Notes 1 wk after mtg

2.3 Draft Construction Quality Assurance Plan within 2 weeks of NTP
(CQAP) {DELETE DRAFT IF
COMPLETED DURING PSE PHASE}
2.3 Final Construction Quality Assurance Plan Within 1 week following receipt
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(CQAP) of Agency draft review
comments
2.4 First Notification When on-site construction
begins
2.4 Monthly Pay Estimates 5th of Month
2.4 Electronic progress estimate 5th of Month

2.4 CC’s weekly payroll reports, Employee w/ Labor Compliance Cert.
Interview reports and Project Manager’s
Labor Compliance Certification
2.5 Meeting Agendas 2 business days prior to mtg
2.5 Meeting Minutes 1 wk after mtg
2.6 Submittal Review Project Files
2.6 Submittal Files 2 business days after consult
2.7 Written CC Consultation Responses As Needed
2.8 Change Design Details As Needed
2.8 Draft Contract Change Orders At least 1 wk prior to expiration
of WOC
3.1 Notice of Non-Conformance (for work zone) Within 4 business hours of the
finding of non-conformance (and
Project Files)
3.2  General Daily Progress Reports Project Files—see Task 5.4.)
 Field Inspection Reports
3.2  Photo-log End of Project; Submit to WPM.
 CD of Project photos
3.2 Notice of Non-Conformance (to WPM) Within 4 business hours of the
finding of non-conformance (and
Project Files)
3.3 Test Summaries; (available for review Project Files—see Task 5.4.
throughout the Project.)
3.3 Notice of Non-Conformance (to WPM) Within 4 business hours of the
finding of non-conformance (and
Project Files)
3.3 Project Quality Documentation Project Files—see Task 5.4
4 Notification of CC’s submittal Within 2 days of identifying
acceptance/rejection acceptance/rejection
4  Memo and notifications regarding grade Within 5 days of checks
calculation checks
 Memo and notifications regarding survey
field checks

5.1 Second Notification (original to Agency, when all on-site bid item and
copy to CC) change order work is completed
5.1 Final Inspection Report Per Standard Specifications
5.1 Recommendation of Project Acceptance Per Standard Specifications
5.1 Third Notification (original to Agency, copy Per Standard Specifications
to CC)
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5.2 As-Constructed Plans 30 cal. days after 2nd Note
5.3 Structure Load Rating Reports (Delete if not 30 cal. days after 2nd Note
applicable to project)
5.4 Final Documentation & Project Files (not 60 cal. days after 2nd Note
including documentation for plant
establishment)
5.4 Documentation related to plant establishment 14 cal. days after Third Note
(Delete if not applicable to project)

Table 2- Contingency Tasks
Due Date Date
Task Description Received
No.
2.9 Claims Support; Deliverables may include but not be Project Files—see Task
limited to: 5.4.)
 memoranda and supporting documentation (photo
logs, inspection reports, memos, drawings, etc)
related to claims
 Consultation related to claims (in person, via
telephone or email)
 Attendance at resolution meetings

SCHEDULE ASSUMPTIONS

The Project is scheduled for a _____ bid opening. It is anticipated that the CC will receive a notice to
proceed no later than _____. Agency shall issue the CC Notice of Award and a Notice to Proceed in
accordance with the Section 00130 of the 2002 Standard Specifications for Highway Construction.
 All construction work, with the exception for plant establishment work is assumed to be completed
by _______.
 The plant establishment period is assumed to be a 1, 2, or 3 –year period.
 All work for this WOC is to be completed within 14 calendar days of Consultant issuing Third
Notification to the CC.
 Construction Contract Completion Date is ________.
 The third notification to the CC will be issued on or before __________.

All tasks and deliverables except Claims Support (if applicable) must be completed no later than
(Insert date that is at least 60 days prior to expiration date of WOC) ________ .

COMPENSATION
All Compensation for this phase of work is on a Time and Materials (T&M)/Labor Hours basis and is
only for the tasks identified in this SOW up to the Not–to-Exceed (NTE) amount identified on page 1
of this WOC amendment. No compensation is provided to Consultant for negotiations of this WOC or
preparing and revising cost estimate for services.
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Details of the Consultant’s cost estimate for the CA/CE phase Services under this WOC are found in
attachment B.

INVOICES

Submit invoices to WPM in Agency approved format by the 20th of each month along with a copy of
monthly progress/status report.

Invoices for T&M work must include an attached breakdown of actual hours, identifying staff and
classification by task and direct non-labor costs and any other information as detailed in the ATA.

(Breakdown of Costs from Consultant must include breakdown of all costs for each task)

Contingency Task Cost:
(List the breakdown of hours and direct non-labor costs for contingency tasks in a separate
worksheet from the worksheet for the non-contingency tasks.)

Each contingency task must be listed as a separate line-item that includes a breakdown of labor and all
allowable expenses for each respective task. Please do not just calculate labor costs for the contingency
task amount, and then include expenses such as travel or computer time in with the direct non-labor
costs for the overall project (or as an overall amount for contingency tasks)

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ATTACHMENT A

ACRONYMS & DEFINITIONS

Acceptance In this WOC, ―Acceptance‖ or ―Accept‖ means that Agency has reviewed the
deliverable(s) submitted by Consultant and finds the deliverable(s) submitted in
reasonable compliance with WOC/ATA requirements. Agency Acceptance
does not release Consultant from liabilities due to any Errors or Omissions with
respect to Consultant's services and/or deliverables.
Agency/ODOT Oregon Department of Transportation
ATA Agreement to Agree
CA Contract Administrator
CA/CE Contract Administration/Construction Engineering
CC Construction Consultant
CE Construction Engineering
CPS ODOT Contract Payment System
CQAP Construction Quality Assurance Plan
CUF Commercially Useful Function
DBE Disadvantaged Business Enterprises
EEO Equal Employment Opportunity
IGA Intergovernmental Agreement
NTP Notice to Proceed
PA Price Agreement
QA Quality Assurance
QC Quality Control
RAS Region Assurance Specialist
SOW Statement of Work
Substantial In this WOC, "Substantial Conformity Acceptance" means that Agency has
Conformity received the deliverable and completed a cursory review that verifies the
Acceptance content is in reasonable conformance with requirements specified for
submittals, i.e., is in the specified format and contains all the major elements
required by the ATA & WOC, including any required professional certification.
WOC Work Order Contract
WPM Work Order Project Manager

C:\Docstoc\Working\pdf\d9b119fc-21d9-4120-8144-d61f698d1520.doc Page 23 January 2006
ATTACHMENT B

Breakdown of Costs
Time & Materials (with NTE)

 Use option 1 below to incorporate or option 2 to insert rate schedules and BOC (overhead schedules
should never be inserted in Contract). If incorporating rate schedules and BOC by reference, examples
of the ―Appendix 1‖ approach can be reviewed at the following link:
\\scdata2\OPOBillingRateData\AcceptedRates\Resources\Forms Note: When emailing for fax
signatures on CPFF or T&M WOCs, the BOC is not required to be pasted into the WOC and may
be sent in the email as a separate attachment.]
 If Option 2 is used, also place a copy of the BOC and rate schedules used in the cost data folder for the
WOC Amendment. This option may be suitable for small WOC without multiple rate schedules or
where only NBRs are used.
 Delete whichever optional paragraph below is not used.

[Option 1] The Breakdown of Costs (BOC) dated insert date and Appendix 1-WOC Rate Matrix dated insert
date are not physically attached but incorporated into this WOC Amendment by this reference with the same
force and effect as though fully set forth herein. Copies of the final BOC and Appendix 1 have been provided
to Consultant prior to WOC execution.

[Option 2] The BOC and Appendix 1-WOC Rate Matrix approved for this WOC Amendment are inserted
below.

C:\Docstoc\Working\pdf\d9b119fc-21d9-4120-8144-d61f698d1520.doc Page 24 January 2006
ATTACHMENT C
Monthly Project Status Report – CE Phase
DATE: PROJECT INFORMATION:
FROM: KEY #:
TO: CONTRACT #:
AUTHORIZED BUDGET:
EXPENDITURE TO DATE:
NOTICE TO PROCEED DATE:
CONTRACT COMPLETION
DATE:
REVISED COMPLETION
DATE (if applicable):
THIS IS MONTH NUMBER SINCE NTP FOR CE PHASE. Consultant shall complete CE
Performance Tracking Form (Attachment E of CE WOC) every 6 months and at end of CE phase; submit
with Monthly Project Status Report.
Directions:
 Comment fields must be filled in for any bold ―Yes‖ or ―No‖ that is checked.
 Consultant submits this form to WPM by 5th of month following reporting month. If invoice is submitted
later, a copy of Monthly Project Status Report must also be attached to invoice (along with other required
back-up data).
 WPM reviews and discusses/revises with Consultant as necessary. WPM sends copy to ADU with
invoice and EA coding sheet.

1. Is the project on schedule?
Yes No Comments:

2. Construction contractor’s monthly progress report:
a. Did your office receive the monthly progress report from construction contractor? [Special
Provisions 00180.41; A3, A4]
Yes No Comments:
b. If not, did your office withhold the monthly estimate until it was received as required? [Special
Provisions 00180.41; A4]
Yes No Comments:
c. Does the Consultant’s monthly progress schedule state the project is on schedule?
Yes No [If yes, skip to question 3] If no, what specific reasons does it state as to why
the project is not on schedule? Comments:
d. Does the construction contractor’s monthly progress schedule indicate they believe ODOT is
responsible for the project not being on schedule?
Yes No Comments:
e. If the project is not on schedule, has the construction contractor requested an extension of contract
time (for the reasons beyond the construction contractor’s control that affect the completion of the
contract)?
Yes No Comments:
3. Are the Inspector’s Dailys tracking the project schedule activities (Do our records match the
construction contractor’s monthly progress report with regards to any delay, causes of delay and
alleged responsibility for delay)?
Yes No Comments:

4. Are we within project budget? (If the budget is tight, what are the plans to either stay within budget
or request an overrun or increase)
Yes No Comments:

5. Are there any disputes or disagreements about the contract work?
Yes No If so, what are they? Comments:

6. Has the construction contractor submitted any ―written notice‖ of disputes or disagreements [Special
Provisions 00199.20]?
Yes No Comments:

7. Has the construction contractor submitted any ―written notice‖ of delay [Special Provisions
00180.60] or notice of unreasonable delay by Agency [Special Provisions 00195.40]?
Yes No Comments:

8. Are there any disputes, notices or claims on the project?
Yes No If so, what are we doing to resolve or elevate the issues?Comments:

9. Are there any safety, traffic control, or other issues that WPM/Region needs to be aware of?
Yes No Comments:

10. Briefly describe the previous month’s Project activities and the planned activities for the next month.
Comments:

11. CE PERFORMANCE EVALUATION DATA
Criteria Description Yes No Date
(X) (X) Comments
Final CQAP submitted on
schedule
First Notice submitted on
schedule
Pay Est. submitted by 5th

RAS (or WPM) evaluation
deficiencies found
RAS (or WPM) evaluation
deficiencies resolved
Second Notice submitted
on schedule
Final Documentation
submitted on schedule
ATTACHMENT D
NOTICE OF NONCONFORMANCE
(PAGE 1)

Project (Section): ___________________________________________ Contract No:_______________
Highway: ______________________________________________________________________
Consultant: ____________________________ N/C Report No._____________PG_______Of___

THIS NOTICE OF NONCONFORMANCE (N/C) WAS INITIATED BY… □ CONTRACTOR □ AGENCY
REP. □ AGENCY □ OTHER

ATTENTION: _________________________________________________ DATE: ___________________________
(Name of Agency’s Consultant Project Manager)

ADDRESS:
___________________________________________________________________________________________

NOTICE IS HEREBY GIVEN THAT THE TERMS, MATERIALS AND/OR ITEMS OF THE WORK, AS
FULLY DESCRIBED BELOW, WERE REVIEWED, INSPECTED AND/OR TESTED BY THIS OFFICE AND
WERE FOUND TO BE NOT IN CONFORMANCE WITH THE REQUIREMENTS OF THE SUBJECT
CONTRACT.
YOUR IMMEDIATE ATTENTION AND CORRECTIVE ACTIONS ARE REQUIRED!

NO PAYMENT WILL BE MADE BY THE AGENCY FOR WORK DEEMED TO BE IN NONCONFORMANCE WITH
THE CONTRACT UNTIL SUCH TIME AS CORRECTIVE ACTIONS HAVE BEEN SUBMITTED, APPROVED AND
PERFORMED. (SEE PAGE 2 OF THIS FORM FOR CORRECTION ACTION).

DESCRIPTION OF NONCONFORMING ITEMS:

CONTACT REFERENCE:

BY:_________________________________
(NAME AND TITLE)

RECEIPT ACKNOWLEDGEMENT IS REQUIRED!

RECEIPT BY:
___________________________________________DATE:________________________________________
NOTICE OF NONCONFORMANCE
(PAGE 2)

Project (Section): __________________________________________Contract No:_____________
Highway: _________________________________________________________________________
Consultant: ____________________________N/C Report No. _______________PG____Of _____

ATTENTION:
__________________________________________________DATE:______________________________

I. PROPOSAL: CONTRACTOR’S DESCRIPTION OF PROPOSED CORRECTIVE ACTION (USE
ATTACHMENT IF NECESSARY)

PROPOSAL DATE: _______________________________PROPOSAL BY: _________________________________

II. ACCEPTANCE: □ ENGINEER OF RECORD □ AGENCY □ OTHER ___________
(REVIEW OF CORRECTIVE ACTION PROPOSAL)

RESPONSE DATE: ___________________________RESPONSE BY: _____________________________________
 ENGINEER OF RECORD MUST ACCEPT ALL DESIGN RELATED PROPOSALS FOR CORRECTIVE
ACTION.

III. PERFORMANCE: FIELD INSPECTION REMARKS (REFERENCE INSPECTION REPORT NO.)

INSPECTION DATE: _________________________INSPECTION BY: _______________________

_______________________________________DISPOSITION________________________________________
THE STATUS OF THE SUBJECT NONCONFORMING ITEM(S) AND OF PROPER CORRECTIVE ACTION(S) IS
AS FOLLOWS:

BY: __________________________________
Project Manager

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ATTACHMENT E
CE PERFORMANCE TRACKING FORM
(Complete One Form For Each Project Every Six Months; Instructions on pages 2-3)
Name and Address of Consultant: Evaluation Type
 Interim  Subconsultant
PSK Number: WOC Number:
Project Title:
The following criteria will be scored:
 Auditable contract administration processes/payment-system established per ODOT Construction Manual (on schedule)
 Monthly Progress Payment Estimates for construction contractor submitted by 5 th of each month
 Deficiencies in project quality and quantity documentation found by WPM or during quarterly Region Assurance Specialist
(RAS) reviews resolved prior to next RAS review (Consultant shall submit memorandum to WPM stating corrective measures
taken within 30 business days of deficiencies found by WPM or during RAS review).
 At completion of all on-site construction contract and CCO work, second notification issued along with a thorough list of
deficiencies provided to construction contractor.
 Final project documentation reviewed and submitted within 60 calendar days after second notification (delays outside of
Consultant’s reasonable control will not count against contractor). The RAS and Consultant shall mutually agree that all
construction contract requirements have been met and jointly recommend acceptance.
Scores for PE work and CE work will be combined and are cumulative for all projects (to a maximum of 5 points).
CE Criteria Scoring Table
Criteria Description On Late: No Deficiencies Deficiencies
Time: Minus or Deficiencies Not Resolved: Comments
0 Points ¼ Point Resolved: Minus ½ Point
0 Points
Auditable Contract
Administration System
Month 1-- Pay Est. by 5th
Month 2-- Pay Est. by 5th
Month 3-- Pay Est. by 5th
Month 4-- Pay Est. by 5th
Month 5-- Pay Est. by 5th
Month 6-- Pay Est. by 5th
RAS (or WPM) Evaluation
Deficiencies resolved
Second Notice submitted
on Schedule
Final Documentation
submitted on Schedule

Score Totals Total Score___________
Agency Comments:

_______________________________
Agency Signature Date
Consultant Comments:

_______________________________
Consultant Signature Date
Consultant shall complete the CE Form and email to Agency’s WPM within 5 business days of the end of the six-month review
period. WPM shall review and approve or discuss any necessary revisions with Consultant within 5 business days of receipt.
Agency reserves the right to adjust milestone score(s) upon Agency’s finding of good cause.

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CE PERFORMANCE EVALUATION OVERVIEW AND INSTRUCTIONS

Throughout each assigned project, the Agency expects the Consultant to facilitate, manage, and expedite the
project to meet milestones and project delivery schedules. Agency intends to conduct performance
evaluations according to criteria established in this exhibit. Written performance evaluation results may be
used to address areas of Consultant’s performance throughout the term of the parent PA Agency may, in its
sole discretion, use these performance evaluation findings as deemed necessary, including, but not limited to,
determining Consultant eligibility for WOC assignments, corrective action, and as a criterion for selection
for future Agency contracts.

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(Delete these 2 pages of instructions prior to sig routing)
INSTRUCTIONS FOR WOC/SOW PREPARATION & SUBMITTAL

The attached template includes standardized language that has been approved by the Construction
Office. Adherence to the instructions for WOC/SOW preparation & submittal will help expedite
review and approval of your WOC/SOW submittals. The color-coding refers to the WOC template
attached to these instructions.
 When preparing an SOW, only use current templates stored at ADUshare/STANDARD DOCs/WOC
Templates. Do not use versions stored in your project files or email attachments as they may not be
current (occasional revisions are anticipated).
 Track Changes -- Make sure Track Changes are on when editing.
 If a particular task is not needed, for consistent number formatting the number would remain but the task
heading would be changed to "Reserved".
 Brown (Dark Red) text is intended to be standard boilerplate and should not be revised unless there is a
good reason to do so. (Entire tasks or subtasks may be deleted, and bullets may be added per embedded
comments)
 Blue highlighted areas indicate fields that need to be filled in and/or quantities or language that may need
to be revised with specifics for your project.
 Some areas have embedded comments or instructions that should be reviewed.
 Yellow highted areas include instructions that will need to be deleted before the WOC or WOC
amendment is executed.
 Leave blue highlighter and blue text in document—it will be revised after ODOT Procurement Office
(OPO) and DOJ complete final reviews. Embedded comments and yellow highlighted text can be deleted
or left for ADU to delete.
 Credit for Deleted Tasks: If there are tasks in the original WOC or previous amendments that are being
deleted, a credit must be shown as a separate line item for each deleted task. The credit should be based
on the amount included in the Consultant’s original estimate submitted for the work. If it’s a subtask
without a clear amount established, WPM should negotiate a reasonable credit based on the percentage of
the level of effort that subtask represents, when compared to the overall task effort and cost.
 Credit for Unneeded Contingency Tasks: If there are contingency tasks in original WOC or previous
amendments that are known not to be needed, the contingency tasks should be deleted and a credit must
be shown as a separate line item for the unused amount of each deleted contingency task.
 Additional Task Cost: Consultant must submit spreadsheet with breakdown of cost estimate for
additional work. Final cost is negotiated as usual based on agreement of reasonable estimates for level of
effort required times applicable billing rates. WPM must document the negotiations on a Record of
Negotiations form and submit to ADU.

SOW REQUIREMENTS:
1. Must use ―active voice‖ and specifically obligate Consultant on all tasks assigned to Consultant (see
SOW writing guide); (―Consultant shall...‖, ―Agency will...,‖ ―The {Object or deliverable} must...‖)
2. Deliverables are listed as nouns; verbs are used in the task section.
3. Consistent use of terminology and acronyms;
4. Acronyms and Definitions Table (as Attachment at end of SOW);
5. Clearly defined tasks and measurable deliverables. Deliverables must correlate with all items produced in
task; (i.e.; if Consultant is conducting traffic analysis, there should be a traffic analysis report listed as a
deliverable. Likewise, if there is a traffic analysis report listed as a deliverable, there should be something
in the associated task about conducting traffic analysis.

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6. Format of deliverables (including software type and version, hard copy or electronic, and size (if
applicable for presentation materials, plan sheets, drawings, etc.);
7. Proposed schedule for tasks and deliverables. Delivery schedule must be in table after Work Task section
(do not list delivery dates in task section).

WOC SUBMITTAL
 WPMs are encouraged to contact ADU Coordinator at any time with questions related to SOW
preparation, project approach, contingency tasks, format, etc.
 WOCs should not be submitted to ADU for comprehensive review until WPM and Consultant agree to
project task language.
 WOCs may be submitted to ADU for review without cost pages (if negotiations aren’t quite complete);
however, OPO will not assign the WOC for review until all documentation is submitted, including:
1. Complete SOW along with appropriate Request Form (fill in highlighted fields). Request Forms are
on ADUshare/STANDARD DOCs/WOC Requests.
2. Cost estimate breakdown with staff classifications and billing rates that match those approved in
the ATA (if they don’t match, ADU and/or ODOT Procurement Office (OPO) will request revised
cost data which will add to processing time).

Please email WOC submittals to ―ADU Contract Requests‖ mailbox.

EMAIL SUBJECT LINE AND FILE NAMING CONVENTIONS
(For WOC/SOW submittals to ADU or OPO):
 Email Subject Line--Please include on the subject line the ATA#, WOC#, Amendment # (numbers are
easily cross-referenced from the ADU Project List), and project name ―handle‖ that includes at least part
of the official project name (key # is optional).
Sample: 22544 W2 A1 Roosevelt Blvd

 File Names—Document File names are the same format as email subject line except that a version
number with initials is changed for each review iteration:
Sample 1: 22539 W1 A2 Talent ver3.doc
Sample 2: 22539 W1 A2 Talent ver4kr.doc
Sample 3: 22539 W1 A2 Talent ver5tf.doc
Sample 4-Cost Data: 22539 W1 A2 cost.xls

WOC REVIEW and APPROVAL
 WOC reviews and signature routing will typically take 3 weeks to complete from initial date submitted
to ADU and may take longer if there are problems or if a substantial rewrite is necessary.
 Milestone and delivery dates can be adjusted, if necessary, after reviews are complete and before
routing for signatures. Notice-to-Proceed must be issued by Agency (normally WPM) before any work
is authorized.