10/21/2016 Ohio Department of Transportation Local Government Programs Andrea Stevenson, Local Programs Manager Jeff Peyton, Local Projects Coordinator ODOT Office of Systems Planning and Program Manager John R. Kasich, Governor • Jerry Wray, Director w w w. t r a n s p o r t a t i o n . o h i o . g o v LPA Administered Projects Supervision and Staffing - • Compliance with all applicable Federal and State requirements. • The local public agency is adequately staffed and suitably equipped to undertake and satisfactorily complete the work. • Local public agency shall provide a full-time employee of the agency to be in responsible charge of the project. 2 1
10/21/2016 Locally Administered Projects • “Person in Responsible charge” means: • Aware of day-to-day operations on the project • Aware of and involved in decisions about changed conditions that require change orders • Aware of qualifications, assignments, performance of consultant staff at all stages of the project • Visiting the project on a frequency that is commensurate with the magnitude & complexity of the project. 3 Person in Responsible Charge vs. Construction Project Engineer (CPE) The “Person in Responsible Charge” must be a permanent employee of the Local Agency. - Not required to have an Engineering License but may also act as the Construction Project Engineer (CPE) if Licensed to do so. The CPE can work under contract or agreement for the LPA, but cannot serve as the “Person in Responsible Charge” unless permanently employed by the LPA. 4 2
10/21/2016 LPA Communication to ODOT Pre-con notifications (Coordinate date) Progress Meetings Regular Status updates - Weekly or Bi-weekly - Change Order notifications – All Final Inspections – Walk through 5 Preconstruction Conference • Discuss the details of project construction – • Project Staffing / Contacts • List of Material Suppliers • Plan and Proposal Notes / As Per Plan Items • Progress Schedule / Completion • Method of Payment – Direct by ODOT or thru LPA • Change Order Review / Claims Process • Status of Utility Relocations / Railroad Coordination • Prevailing Wage / EEO / DBE Responsibilities • EPA Commitments • Maintenance of Traffic – Any closing of the road • Erosion Control • Set up a date with the ODOT Construction Monitor (Jon Milesky) 6 3
10/21/2016 Progress Meetings • Frequency based on project complexity. • Minimum requirement of one per month. (while work is being performed) • Attendance at progress meetings is required for the Contractor’s Superintendent, Construction Project Engineer and others including Subcontractor representatives, suppliers, utilities, and railroads. • The CPE must record minutes and provide them to attendees, and ODOT should the Department not be in attendance. • Agenda should include – • Outstanding Issues • Safety • Work in Progress – Look Ahead • Progress Schedule – Critical Path Activities / Completion Date • Critical / Non-Critical Delays / Time Extensions • RW / Utilities / Environmental Commitments • Testing / Materials • Project Submittals • Dispute Resolution / Claims • DBE 7 Administration and Documentation 8 4
10/21/2016 Project Files • Schedules • Plan Revisions • Correspondence • Right-of-Way • Change Orders • Railroad • Invoices • Utilities • Property Owner • Other Agreements • Materials • Complaint Log • Daily Diaries • Finalization • Certified Payrolls 9 Project Documentation Major areas of documentation • Daily diaries or Inspector’s daily reports • Method of Measurement & Basis of Payment • Materials submittals • (certificates of compliance, test reports, etc) • Shop drawings • NPDES/environmental compliance • Work Zone safety & traffic control • Change Orders, Extensions of Time • Claims 10 5
10/21/2016 Documentation Best Practices • State facts, not opinions (include digital photos) • Maintain organized support documents • Job Progress Meeting Minutes • Utility Meeting Minutes • Referenced Memos or Reports by Others • Materials Inspection Reports • Inspector’s reports - Daily Diaries - Inspection forms and pay item summaries 11 Project Diaries • Complete, concise, accurate • Factual (no hearsay) • Signed & dated by inspector • Major items to include: • Items of work • Weather • Contractors & Equipment • Traffic control – MOT • NPDES • Testing • Compliance issues • Measurements • Pay quantities • Decisions made on-site • Force account work • WHY?? Legal document for Disputes, Claims, Audits, etc. 12 6
10/21/2016 Project Diaries Document the actual pay item(s) of work performed each day. - Include the appropriate C&MS Item number - Also include the Project Reference number 13 Materials Acceptance • All materials incorporated into the Work need to be documented . • Use C&MS Section 700 for documentation guidance “700 Minimum Requirements for Sampling Materials” (Page 663 of the 2016 C&MS) • Temporary materials are to be documented in this manner as well. 14 7
10/21/2016 Materials Acceptance • Make sure the Contractor provides a list of materials to you at the preconstruction meeting per C&MS 108.02 • The Prime Contractor must provide a list of materials to be used by all of the subcontractors as well. • The (CPE) Construction Project Engineer is responsible for ensuring ALL materials are approved before use on site. 15 Reference / Pay Item Files • Provide individual folders for each Pay item of work. Include all required materials documentation in the folder. This simplifies the auditing process. • Field Documentation Inspection Forms • Seven identifiers • Project Number, Item Number, Plan Reference Number, Work Description, Location, Date, Signature • Plan quantity vs. Actual Quantity? • Don’t just pay plan quantity. (Often becomes a red flag when auditing) • Properly document field measurements and calculations. 16 8
10/21/2016 Reference / Pay Item Files • Summarized final quantity sheet in each Pay item Folder Include Dates of work, Locations, Daily Payment Amounts and the Running Totals to date. Summary sheets should cross check with the inspector’s Daily Diary Entries. • Non-performed items still require documentation 17 Change Orders 18 9
10/21/2016 Change Orders Read, Understand, and follow C&MS 109.05 Know how to determine State Average Prices and Comparables. Follow The LPA Manual of Procedures, Refer to Appendix “K” and “L” 19 Footer (use Insert>Headers & Footers to change) 10
10/21/2016 CMS 109.05.B Negotiated Prices • Original Contract prices adjusted for increases or decreases in material costs, labor costs, or equipment costs. • State-wide average unit prices. • Average price awarded on three different projects of similar work and quantity. • Prices computed by Office of Estimating. • Cost analysis of labor, material, equipment, and allowed mark-ups. • Cost analysis of compensable delays. • CMS 105.09.C Force Account • Last resort, only use when unit prices can not be agreed upon. 22 11
10/21/2016 Change Orders • Obtain the Construction Monitor’s Prior concurrence for all “significant” change orders. • “Significant” change orders are as follows: $25,000 for projects <$500,000 Lesser of 5% of total bid contract or $100,000 for projects >$500,000 Over $500,000 ($25,000+2.5% of invoice over amount over the $500,000 Changes that impact project limits, scope, environmental, or structural design 23 Footer (use Insert>Headers & Footers to change) 12
10/21/2016 LPA Invoicing 25 Pay Items that are NOT eligible for Reimbursement? • Does your project have funding splits or include different reimbursement percentages? • Know what items of work are Eligible and those that are not. Urban Paving projects (Curb to curb, Top 3-1/2” of Pavement) Extra work? Decorative/ Local preference items? (light poles, banners etc.) Work beyond original scope or outside the R.O.W? 26 13
10/21/2016 Submitting Invoices to ODOT: Local Let Summary and Payable Invoice (LLS&PI) Don’t just sign and send !! The CPE or Person in Responsible Charge has an obligation to review and insure that the reimbursement amounts are true and accurate. Does everything make sense?? 27 Submitting Invoices to ODOT: By signing and dating, you are attesting that you have audited all the calculations and quantities for payment. ODOT personnel discover numerous errors that are simply unacceptable. Invoices with errors will be rejected and sent back for revision. 28 14
10/21/2016 Submitting Invoices to ODOT Dist-08 All reimbursement submittals should be sent Directly to the District LPA Construction Monitor: ODOT Jon Milesky, PE, PS 505 South SR. 741 Lebanon, OH 45036 Include Original and Two complete copies of the Contractor or Consultant’s Invoice with all pertinent support documentation. 29 Project Close Out 30 15
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