Construction Project Administration Manual (CPAM )

1. Construction Project Administration Manual (CPAM) August 18, 2014 Presented By: Judi Sobczak D7 Construction Contracts Manager

2. TRAINING OBJECTIVE This course will provide an introduction to the written instructions for administrating an FDOT project found in CPAM

3. PURPOSE OF CPAM?WHY DO WE HAVE IT? CPAM provides for… Uniform treatment of all Contractors Consistent handling at all levels Keeps Contracts valid and enforceable

4. ONLINE CPAM CPAM can be found online on the State Construction Office website at http://www.dot.state.fl.us/construction/manuals/cpam/CPAMManual.shtm

5. The people responsible for writing each section are shown adjacent to each section

6. Something relatively new – In January of 2013 the Final Estimates Preparation and Documentation Manual was incorporated into the appropriate CPAM chapters All Prep and Doc Manual Information

7. CPAM is now published as a Single Searchable to Printable File!!! Now you can actually find the whole manual – Quickly!

8. CPAM CHAPTERS/SECTIONS Pre-Construction Construction Post-Construction

9. Each Section is broken out into some or all of the following sub-sections: Purpose Authority (typically a Florida Statute) References Definitions General Addendums Guidance Documents / Flow Charts

10. Section 1.1 Plans Review and Comments • Scope Development • Phases of plans review • Phase I Review (Roadway ) • Phase II Review (Roadway) and Bridge plan reviews • Phase III Review and Constructability/Biddability Review • Phase IV Review - 100% Plans • Checklist • Guidance Document 1-1-A – Phase Review Checklists CHAPTER 1 PRE-LETTING ACTIVITIES

11. Section 1.1 Plans Review and Comments CHAPTER 1 PRE-LETTING ACTIVITIES

12. Section 1.2 Contract Duration and Alternative Contracting Techniques • Initiating Specification/Alternative Contracting Techniques • Flextime • Special Working Hours & Periods • Special Events • Schedule • Compressed Time or Time Priority • Incentive/Disincentive • No Excuse Bonus • Time plus Money (A+B) • Lane Rental • Liquidated Savings • Damage Recovery and ITS Damage Recovery • Streamline Contracts • Special Notices/Directions to Contractor CHAPTER 1PRE-LETTING ACTIVITIES

13. Section 1.2 Establishing Contract Duration • Guidelines for Establishing Contract Duration http://www.dot.state.fl.us/construction/SchedulingEng/GuidellinesForEstablishingContractDuration.pdf • Document (how duration was established) • Prosecution (duration is not final until the project is bid) • Training (responsibility of each District) • Forms (Form No. 700-010-04 may be used to estimate time) • Guidelines for Community Awareness Process (involving the Community where applicable in establishing project scopes) CHAPTER 1PRE-LETTING ACTIVITIES

14. Section 1.3 Pre-Bid Questions and Answers • Portal for all pre-bid questions and/or clarification requests https://www3b.dot.state.fl.us/BidQuestionsAndAnswers/Proposal.aspx/SearchProposal • All Central and District Let projects in each District are listed on Pre-Bid question and answer website • DCO Staff will provide responses to posted questions • All questions, clarifications, and responses are submitted to the Contracts Administration Office CHAPTER 1PRE-LETTING ACTIVITIES

15. Section 2.1 Project Scheduling • Contractor’s Schedule • Schedule Distribution • Schedule Revision • Withholding Progress Payments • Section 2.2 Final Estimates Pre-Planning • Plan for documenting final pay quantities • PA must be familiar with specifications, methods of measurement and payment for each item on project • Section will probably be revised once all pay items are included in Plan Matrices CHAPTER 2OFFICE PREPARATION

16. Section 3.1 Preconstruction Conference • Affected Parties • Comprehensive list but not limited to… • Scheduling • After receipt of Notice of Award and prior to any work beginning • Notice • Errors and Omission • Clarification of plans and special provisions • Dispute Review Board members • Florida Department of Environmental Protection – File number • Agenda • Guidance Document 3-1-A CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

17. Section 3.1 Guidance Document 3-1-A • Sample Preconstruction Conference Agenda • (1) Project Description. • (2) Delineation of lines of authority. Names and emergency telephone numbers for the Contractor, Department and others will be entered into the record and established issues escalation matrix. • (3) Proposed Starting Dates - Contractors and subcontractors -- flextime (selected projects) - lead-in time and number of shifts or extra hours they propose to be working, etc. • (4) Each utility representative to give an up-to-date report of the status of utility adjustments, relocations, removal, and new installation. In addition, the utility representative shall furnish the names and phone numbers of contact persons who will be available on call. A Contractor/utility meeting schedule shall also be established. • (5) Contractor to discuss errors and omissions in the plans that are known to exist. Preconstruction minutes should reflect the Contractor's knowledge of errors or omissions in detail. • (6) Maintenance of traffic plans review and discussion. (Remind Contractor, plans must have written approval before construction activities can begin.) Also, Alternative Traffic Control Plans must have written approval before work begins. • (7) Construction schedules and progress chart submittals. When appropriate, establish meeting schedules (weekly-monthly) and locations to discuss job progress and to determine controlling work items for the next review period. Reiterate that schedules should be submitted within 7 calendar days before the monthly estimate cut-off date. • (8) Business and Community Impact Plan. • (9) Hurricane or other emergency evacuation plans should be discussed CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

18. Section 3.2 Quality Assurance / Quality Control of Field Construction Operations • Training Requirements • MUST have completed training directly related to the operation being inspected • Documentation • Become familiar with Contract Documents • Know what is required and how the finished product is evaluated • Know how payment will be made • Preparation for Inspection • Pre-Operations Meeting • Record-keeping preparation • Equipment Preparation • Documenting the Inspection • Daily Work Report CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

19. Section 3.3 Contractor’s Quality Control Plan • Guidance for approval / disapproval of QC Plan • Excellent checklist available in this Section for this purpose • Responsibilities • Format • Sample Letters CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

20. Section 3.4 Dispute Review Board • Project Specific and Regional DRB • Member Selection • Three Party Agreement • Meeting • Use of the DRB • Payment • Request for Hearing • Preparation for Hearing • Recommendation of the Board CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

21. Section 3.5 Quality Assurance Review (QAR) for Final Estimates • State Final Estimate Office (SFEO) responsible for all QAR at the District, CCEI, and Project Levels. • Ensure CCEI and In-House projects conducted according to procedures • Asphalt, Concrete, Earthwork, Bridge Quantities, & Final “As-Built” Plans • District Final Estimate Office (DFEO) monitors District • Final Estimates Review Forms • Frequency of Reviews – at least one QAR in each district annually • Critical Requirements outlined in Final Estimates Guidelist • http://www.dot.state.fl.us/construction/CONSTADM/Guidelist/FinalEst/FEGuidelist.shtm • Quality Assurance Close-Out Process CHAPTER 3PRE-CONSTRUCTION ACTIVITIES

22. Section 4.1 Administration of Consultant CEI Contracts • Role of Consultant CEI The authority of the CCEI’s lead person, such as the Senior Project Engineer, and the Project Administrator shall be identical to the Departments Resident Engineer and Project Administrator respectively and shall be interpreted as such. • Pre-Service Phase to Evaluation • Performance Standards – Attachment 4-1-1 CHAPTER 4Consultant CEI Management

23. Section 4.2 Consultant CEI Accountability • Identification of Errors, Omissions, or Contractual Lapses • Through routine project and quality assurance reviews • Initial Assessment of Responsibility for Errors, Omissions, or Contractual Lapses • Recovery of Identified costs and damages shall be in accordance with Procedure No. 375-020-010 • Consultant Contract Termination CHAPTER 4Consultant CEI Management

24. Section 5.1 Project Diary • Daily Work Reports (Technicians) • This Section has an excellent list of items to be included each day on a Daily Work Report • Diary (Project Administrators) • Become familiar with Contract Documents • Know what is required and how the finished product is evaluated • Know how payment will be made CHAPTER 5PROJECT DOCUMENTATION

25. Section 5.2 Contractor Vehicle Registration • Affidavit • The signed and notarized affidavit shall become a part of the contract file. • Contractor Failure • Withholding of payment • Suspension or Revocation of Contractor’s Certificate of Qualification CHAPTER 5PROJECT DOCUMENTATION

26. Section 5.3 Subletting of Contract • Sublet Agreements are approved at District or local Resident Office • Contractor uses Form No. 700-010-36 • Subcontractor may not start work until the Sublet Agreement is approved • BEGIN AND END WORK / OPERATIONS DATES MUST BE NOTED ON YOUR DWR • Notify the PA of any violations CHAPTER 5PROJECT DOCUMENTATION

27. Section 5.4 Contract Wage Requirements • Required on Federal-Aid Projects over $200,000. • Certified Payrolls must be submitted by Contractor • Must include Statement of Compliance • EEO Interviews must be completed • Guidance Documents are included in this Section • Failure to Submit Required Records may result in suspension of further payments CHAPTER 5PROJECT DOCUMENTATION

28. Section 5.5 Equipment Rentals • Notification to PA in writing of intent to use rental equipment via Form No. 700-010-11 • Technician MUST note any rental equipment on DWR under equipment and personnel • Does not include delivery equipment used by material suppliers when included in the cost of the material • PA will cross check any Notices of Rental Agreement with DWR for equipment/operator information CHAPTER 5PROJECT DOCUMENTATION

29. Section 5.6 Utility Relocation • When Utility Work is performed by the Contractor • Technician will oversee the work • Technician will indicate the date work began and ended on a DWR and detailed notes regarding potential or found conflicting facilities • When Utility Work is performed by the Others • The Utility will bear the cost of the work • Required to follow FDOT Standards • Utilities required to follow Utility Accommodation Manual & Permit CHAPTER 5PROJECT DOCUMENTATION

30. Section 5.6 Utility Relocation • Non-Reimbursable Utility Work • The Utility will bear the cost of the work • Most Utility work falls within this category • Utilities required to follow Utility Accommodation Manual & Permit • Record all activities on Daily Work Report • Complete the Notice of Utility Construction Work, form No. 700-010-48, at the beginning and end of non-reimbursable work. CHAPTER 5PROJECT DOCUMENTATION

31. Section 5.6 Utility Relocation • Reimbursable Utility Work • Department pays to relocate • Record all activities on the Daily Work Report • Daily Work Reports will be used to verify UAO’s invoice for payment – Utility Work Agreements and Certification Process; Procedure No.710-010-050 • Complete the Notice of Utility Construction Work; Form No. 700-010-48 CHAPTER 5PROJECT DOCUMENTATION

32. Section 5.7 Federal-Aid Project Requirements • Identifies work that is Federal-Aid Participating / Non-Participating • Revised Plan Sheets • Federal Approval on Supplemental Agreements and contract changes • Construction Zone Accident Reports • Engineer’s Maintenance of Traffic Evaluation at Crash Site, Form No. 700-010-64 • Buy America • Product Certification – Change of Source • FHWA Final Inspection • Notice to FHWA of Final Acceptance CHAPTER 5PROJECT DOCUMENTATION

33. Section 5.8 Control of Materials • Job Guide Schedule • Methods of Acceptance • Defective Materials • Review Article 6-4 of the Standard Specifications • Provide detailed notes on your DWR as to the deficiency • PA will process with a Disposition of Defective Material (DDM) Form No. 700-011-01 • The same process will apply when an Engineering Analysis Report (EAR) is required Attachment 5-8-1, Resolution of Defective Material Flow Chart CHAPTER 5PROJECT DOCUMENTATION

34. Section 5.9 Process Review of CEI • Process Reviews • Major Categories (asphalt, base concrete…) • Statewide Inspection Guidelists available on SCO website • Updated Annually • Always have current year edition available CHAPTER 5PROJECT DOCUMENTATION

35. Section 5.10 Verification Inspection & Testing • This Section identifies the frequency for testing separate materials and how the testing is documented • Asphalt • Finish Soil Layer • FDOT VT verifies Contractor’s QC according to the Job Guide Schedule • FDOT Technician provides the Random Numbers for testing • FDOT Technician verifies the Random Samples Guidance Flow Charts Available CHAPTER 5PROJECT DOCUMENTATION

36. Section 5.11 Final Estimates Documents • Guidance on the necessary Forms, Affidavits, and Records • NTP, Construction Diary, Certifications, Final Plans, etc. • Documenting Contract Changes • Supplemental Agreements (SA), refer to Section 7 of CPAM • Partial Payment for Certain Material • Attachment 5-11.1 provides list of eligible pay items • Must be in accordance with Section 9-5 of the Standard Specifications • Offsetting Payments Examples for Documents, Contract Changes, Forms, etc. CHAPTER 5PROJECT DOCUMENTATION

37. Section 5.12 Final “As-Built” Plans Process • A complete set of signed and sealed Contract Plans shall be maintained as the Final “As-Built” Plans for each project • Includes all revisions, both design and construction, notes, etc. • Changes after Contract Award require P.E. signature, date, & seal • Necessary parties must be notified • Changes to the Construction Contract • Minor revisions can be incorporated via Work Order, Section 7.4 • Major changes require a Supplemental Agreement, Section 7.3 • Minimum requirements for Final “As-Built” Plans Revisions • Key Sheet, Section Sheet, Pay Items, Plan Sheets, etc. Examples of minimum requirements and Final “As-Built” Plans Flowchart available CHAPTER 5PROJECT DOCUMENTATION

38. Section 5.13 Computation Books • The Computation Book provides a method of accumulating final pay item quantities shown in Final Estimates. • Submitted with Plans, Specifications and Estimates (PS&E) package. • Guidance on Computation Book format and contents • Refer to Computation Methods for Design, Construction, and Final Estimates Handbook Guidance Flow Chart Available CHAPTER 5PROJECT DOCUMENTATION

39. Section 5.14 Field Records • Standard/Non-Standard Bound Field Books • Important site source records for substantiating final estimate quantities • General Instructions on the use and format of Field Books • Tabulation Forms • Site source records for establishing pay quantities • Records truck measured materials by weight or volume • Maintenance of Traffic Devices, Striping, etc. • Payment made by Contractor submitting a Certification of Quantities, refer to Specifications • Fuel and Bituminous Adjustments • Instruction on using completing a Fuel Adjustment Report • Cutoff Period Guidance Flow Chart Available CHAPTER 5PROJECT DOCUMENTATION

40. Section 5.15 Final Measurements • Final Measured Pay Items • Area Measurement Pay Items • Linear Measurement Pay Items • Volumetric Measurement Pay Items • Per Each Measurement Pay Items • Each Day Pay Item for Engineer’s Field Office • Lump Sum Pay Items • Plan Quantity Pay Items • Refer to Section 9-3 of the Standard Specifications • Degree of Accuracy • Refer to Chapters 11 through 20 of the Basis of Estimates Manual CHAPTER 5PROJECT DOCUMENTATION There are many examples of spalled area sketches and how to calculate penalties at the end of this Section.

41. Section 5.16 Earthwork Notes & Documentation • Provides guidelines for verifying earthwork items and define FDOT requirements for construction survey. • Refer to Survey Handbook • Minimum Requirements for Field Records and Pay Items • Take Cross Sections to Verify Plan Terrain • Verify As-Built Surfaces for Compliance with Original Plan Terrain • Field Note Requirements • Borrow Excavation • Subsoil Excavation • Channel Excavation • Electronic Data Collection Example Letters & Notes Available CHAPTER 5PROJECT DOCUMENTATION

42. Section 6.1 Unpaid Bills Processing • Certification Disbursement of Previous Periodic Payments to Subcontractors, Form No. 700-010-38 • Notice of Non-payment from Subcontractor or Supplier • Send a letter as shown in Guidance Documents to the Prime • Does not apply to second, third, etc. tier subcontractors • Processing for Falsification of Payment to Certification CHAPTER 6CONTRACT PAYMENTS

43. Section 6.2 Alternative Contracts • Lane Rental Fees • Damage Recovery (in addition to Lane Rental Fees) • A+B Bidding • No Excuse Bonus • Liquidated Savings Contracts • Design Build • Lump Sum • Incentive/Disincentive • Streamline Contracts CHAPTER 6CONTRACT PAYMENTS

44. CHAPTER 7CONTRACT MODIFICATIONS • Section 7.1 Post Award Plan and Contract Changes This Section was deleted in September of 2002

45. Section 7.2 Time Extensions Two Main Groups • 7.2.4 Weather/Holiday/Special Event Related (relies on DWR) • DWR MUST support the weather event • DWR MUST support the duration of the weather event • DWR MUST itemize the Controlling Items of Work affected • 7.2.5 Other Reasons • Additional Work • Added by Supplemental Agreement CHAPTER 7CONTRACT MODIFICATIONS

46. Section 7.2 Time Extensions continued Weather Days • Controlling Items of Work must be delayed 50% or more of the day • The Work Plan or CPM Schedule calls for work on that day • Work has started on the project Other Time Extensions • The critical path must be negatively affected • Flow chart and Sample Letters at the end of Section 7.2 • Contractor’s Time Extension Request, Form No. 700-010-56 CHAPTER 7CONTRACT MODIFICATIONS

47. Section 7.3 SA’s and Unilateral Payments • Used for Extra or Unanticipated Work • Used to settle Disputes or Claims • Quantity Overruns • Requires Certification of Funds from Comptroller • Project Limit Extensions • Specification Changes • Detailed DWR or EXTRA WORK DAILY (Form No. 700-050-58) is vital to settle disputes /claims CHAPTER 7CONTRACT MODIFICATIONS

48. Daily Record of Extra Work Site Source Record Form No. 700-050-58 Labor Equipment Material Complete in duplicate and give one copy to the Contractor at the end of each day

49. Section 7.3 SA’s and Unilateral Payments • Funds must be encumbered prior to SA being executed or Notice to Proceed with work in the SA is given to the Contractor • HB 1681 (2005) no need for SA on quantity overruns • Original Contract Amount of $5 million or less – 2.5% Allowable Unencumbered Overruns Amount • Original Contract Amount over $5 million requires encumbrance CHAPTER 7CONTRACT MODIFICATIONS

50. Section 7.3 SA’s and Unilateral Payments • Supporting documentation for SA’s and Unilaterals • Entitlement Analysis and Engineer’s Estimate see Guidance Document 7-3-A • Daily Work Reports • Letters • Project Schedule • Contract documents CHAPTER 7CONTRACT MODIFICATIONS