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APWA
Public Works
Construction
Management Seminar
March 22, 2018
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Exchange of Ideas
CM - Definition & Purpose
Relationship to Overall Effort
Your Expectations
Working with Contractors
The Final Product
Seminar Objectives
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Module 1
Roles and
Responsibilities
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Project Team Relationships
Project Team
Support
Services
Funding
SourcesUtilities
Public
Owner Contractor
Designer Agencies
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Resident Engineer
Office Engineer
Material Testing
Surveying
Inspector
Project Team
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Observing Field Work
Approving Methods and Materials
Interpreting Plans and Specs
Part of the Solution
Documenting Project Activities
CM Is ...
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Running the Crew
Policing the Work
Setting Contractor Up for Failure
Vindictive and Punitive
Only Paper Pushing
CM Is Not ...
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Resident Engineer
Contract Documents
Codes & Regulations
Policy & Procedures Manuals
Sources of
Responsibility
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Quality/Acceptability of Work
Interpretation of Plans/Specs
Fulfillment of Contract
Example: Caltrans
Engineer’s Authority
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Standard Specifications
Standard Plans
Special Provisions
Contract Plans
Contract Documents
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Local/Internal
State
Federal
Resources
Manuals
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Web Sitehttp://caltrans-opac.ca.gov/publicat.htm
Construction Manualhttp://www.dot.ca.gov/hq/construc/manual2001/
Design Manualhttp://www.dot.ca.gov/hq/oppd/hdm/hdmtoc.htm
Caltrans Online Info
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CA Building Code
Construction Safety Orders
Uniform Fire Code
Environmental
Codes & Regulations
(Some)
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Gather Information
Document Progress
Track Quantities for Payment
Resolve Field Issues
Report Problems
Recommend Solutions
Role of CM
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Lead Support
Preconstruction PhasePrebid Meeting Ensures impartial bidding Resident Engineer Inspector/Office Eng.
Bid Analysis Uncovers potential bidding irregularities Resident Engineer Inspector/Office Eng.
Documentation System Setup Streamlines construction management process Office Engineer RE/ Inspector
Preconstruction Meeting Establishes relations with between parties Resident Engineer Inspector
Construction PhaseUtility Coordination Avoids delays and impacts to project Resident Engineer Inspector/Office Eng.
Document Control Maintains completeness of project records Office Engineer RE/ Inspector
Inspection/Quality Assurance Monitors quality of final product Inspector Entire Team
Materials Testing Verifies materials compliance with contract Inspector RE/ Lab
Quantity/Progress Tracking Documents progress and completion of work Inspector Office Engineer
Progress Payment Fair and equitable payment to contractor Office Engineer Inspector
Force Account Work Maintains appropriate usage of resources for T & M Inspector Office Engineer
Construction Staking Provides line and grade required to construct project Inspector/RE Surveyor
Issues/CCO Control Maintains control over project issues and changes Resident Engineer Inspector/Office Eng.
Schedule Review & Analysis Verifies contractor's work plan and targeted completion Scheduler RE/ Inspector
Communications/Meetings Maintains uninterrupted flow of information Resident Engineer Office Eng./Inspector
Post Construction PhaseProposed Final Payment Finalizes payment to contractor Office Engineer RE/ Inspector
Claims Analysis/Review Verifies potential validity of contractor's position Resident Engineer Office Eng./Inspector
Project Close-out Finalizes project, compiles project documentation Office Engineer RE/ Inspector
ResponsibilityActivity Objective/Benefit
Construction Management Team
Responsibility Matrix
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Module 2
Construction
Inspection,
Quality
Assurance and
Acceptance
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Quality Control
Quality Assurance
Acceptance
Project Quality
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Project Quality
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Contract Compliance
Document Contract Compliance
Quantity Verification
Project Cost Verification
Oversight Compliance
Construction
Inspection
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Understanding Your Contract
Limitations
Ambiguities
Standards vs Specials
Enforcing the Contract
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Purpose
Knowing the Plans
Intent of Design
Relationship to Specs
Interpreting Plans
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“Firm but Fair”
Identify Expectations
Don’t Assume
Pay Promptly
Document
Dealing with
Contractors
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Myths and Realities
Benefits
Risks
Does it work?
Partnering
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Schedule
Requests for Information
Shop Drawings
Cost Reduction Proposals
Submittals
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Certified Payroll
Prevailing Wages
Fringe Benefits
Employee Interviews
Labor Compliance
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Means & Methods
Performance
Materials Testing
Source Testing
Frequencies
Acceptance of Work
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Identification
Reporting
Developing Action Plan
Resolution
Documentation
Non-Conformance
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Change Order Basics …
Definition
Elements
Identification
Negotiation
Tracking
Change Orders
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Extra Work
Adjustment of Compensation
Time
Increase in Bid Quantity
Agreed priceLump Sum
Unit Price
Force Account
Contract Change OrdersChange OrdersMajor Types
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Time & Materials
What to Track
What to Look for
Who’s in Charge?
Documentation
Change Orders
Force Account
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Contract Change Order
Must be Clear & Concise
Change Orders
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Just the facts
Avoid commentaries
Labor, Equipment & Materials
Work Activities
Problems & Issues
Daily Diaries
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Measurement
Payment
Final Pay
Documentation (Q-Sheets)
Contract Items
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Break
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Module 3
Contract
Administration
and Record
Keeping
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Easy and Fast Access
Complete Record of Project
Sharing Information
Claims Avoidance
Fights Memory Loss
Why Document ?
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Creating
Transmitting
Filing/Preserving
Three Stages
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Communications
Daily Reports
Construction Schedules
Requests for Information
Submittals
Progress Payments
Materials testing
Safety reporting
Funding Segregation
Labor Compliance
Issues/Potential Claims
Video/Photo Log
Closeout
Components
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Caltrans
City/County
Other
File Systems
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File SystemsCONTRA COSTA BOULEVARD IMPROVEMENT PROEJCT
Federal Project No. HSIP – 5375 (027) Federal Project No. HSIP – 5375 (026)
FILE CATEGORIES
1.0 Project Personnel
2.0 Project Office Equipment and Supplies
3.0 Equipment and Personnel Cost Reports
4.0 Service Contracts
5.0 General Correspondence
6.0 Safety
7.0 Public Relations
8.0 Construction Surveys
9.0 Welding
10.0 Meetings
11.0 Information Furnished at Start of Project
12.0 Contractor
13.0 Signs and Striping
14.0 Photograph Records
15.0 Accidents
16.0 Utility Agreements
17.0 Utility Work Performed
18.0 Agreements
19.0 Hazardous Waste and Hazardous Materials
20.0 Water Pollution Control Plan or Stormwater Pollution Prevention Plan
21.0 Construction or Maintenance Zone Enhanced Enforcement Program
22.0 Traffic Management Information
23.0 RFI – Request for Information
24.0 Disadvantaged Business Enterprises and Disabled Veteran Business Enterprises
25.0 Labor Compliance and Equal Employment Opportunity
26.0 Progress Schedule
27.0 Weekly Statement of Working Days
28.0 Weekly Newsletter
29.0 Materials Information and Preliminary Tests
30.0 Basement Soil Test Results
31.0 Notice of Materials to Be Used
32.0 Notice of Materials to Be Inspected at the Jobsite
33.0 Notice of Materials to Be Furnished
34.0 Treated Base
35.0 Hot Mix Asphalt
36.0 Concrete (other than structure items)
37.0 Initial Tests and Acceptance Tests
38.0 Quality Control and Quality Assurance
39.0 Materials Testing Qualification of Employees
40.0 Field Laboratory Assistant Reports to Resident Engineer
41.0 Report of Inspection of Material
42.0 Material Plants
43.0 Concrete and Reinforcing Steel
44.0 Recycle Materials and Diversion of Solid Waste
45.0 Resident Engineer’s Daily Reports
46.0 Assistant Resident Engineer’s Daily Reports
47.0 Drainage Systems
48.0 Bid Item Quantity Documents
49.0 Change Orders
50.0 Adjustment in Compensation Calculations
51.0 Materials on Hand
52.0 Charges to Total Contract Allotment
53.0 Credit to Contract
54.0 Deductions From Payment to Contractor
55.0 Partnering
56.0 Submittals
57.0 Contractor Daily Reports
58.0
59.0 Bridge Estimate Data
60.0 Contract Administration System Inputs and Reports
61.0 Estimate and Project Status
62.0 Disputes
63.0 Project Completion Document
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Manual
Electronic
Methods
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Just the facts
Avoid commentaries
Labor, Equipment & Materials
Work Activities
Problems & Issues
Daily Diaries
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WSWD
Project Schedule
Time Extension Documentation
Contract Time
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Measurement
Payment
Final Pay
Documentation (Q-Sheets)
Contract Items
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Contract Items
Measurement and Payment
Unit Price
Lump Sum
Segregation of funds
Documentation
Progress Payment
Special ItemsFinal Pay
Mobilization
Time-Related Overhead
Cost reduction Proposals
Project Accounting
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Certified Payroll
Prevailing Wages
Fringe Benefits
Employee Interviews
Labor Compliance
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Labor Compliance
Contracts in California are based on
California labor Code
Code of Federal Regulations , Title 29,
Part 5(29 CFR 5)
Federal Highway Administration (FHWA)
United States Department of Labor
Labor Compliance
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Lunch
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Module 4
Caltrans Audits
and Federal Aid
Projects
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Caltrans Audits
Purpose?
What are they looking for?
Preparation
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Caltrans Audits
Quality
Cost
Compliance
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Quality
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Quality
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Quality
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Quality
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Quality
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Cost
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Cost
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Cost
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Compliance
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Compliance
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Compliance
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Project Completion & Closeout
Report of Completion
Materials Certification
Final Estimate
Change Order Summary
Final Report of MBE/DBE
Utilization
Final Inspection Form
Project Closeout Documentation should
include at a Minimum
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Project Completion & Closeout
REPORT OF EXPENDITURES CHECKLIST Federal-aid Project Number: HSIP 5375 (026) Project Name: Contra Costa Boulevard Improvements Project Project Location: Contra Costa Boulevard from Golf Club Rd. to Chilpancingo Parkway (HSIP 5375(026) Pleasant Hill, CA ( X ) Final Inspection of Federal-aid Project (See Exhibit 17-B for FHWA Full Oversight projects) or Local Agency Final Inspection Form (See Exhibit 17-C for State-Authorized projects) ( X ) Final Invoice (See Exhibit 17-D) ( X ) Final Detail Estimate and Detail Estimate Summary (See Exhibit 15-M) ( X ) Change Order Summary (See Exhibit 17-E) ( X ) Statement of the existence or absence of liquidated damages and/or contractor’s claims(See Exhibit 17-E) ( X ) Date of completion: March 31, 2015 ( X ) Date of acceptance: June 22, 2015 ( X ) Final Report- Utilization of Disadvantaged Business Enterprise (DBE), First-Tier Subcontractors (See Exhibit 17-F) ( X ) Materials Certificate (Exhibit 17-G) ( ) * Report of Completion of Structure (two copies) (Shall include one set of “As Built” Plans)(See Exhibit
17-I and Exhibit 17-J) ( X ) Disadvantaged Business Enterprises (DBE) Certification Status Change (Exhibit 17-O)
Note: A single submittal of all these documents will facilitate timely project closure. * Additional documents required on bridge/major structural project or projects, which meet specified conditions
(described under Reports at Completion of Contract). Send Original copy to structures Distribution (all projects): (1) Original Report of Expenditures (2) local agency project files
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Break
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Module 5
SWPPP, Safety,
Public Relations
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Intent and Purpose
Review and Approval
Record Keeping
Best Management Practices
SWPPP
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SWPPP
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SWPPP
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SWPPP
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Code of Safe Practices
Public Safety
Contractor Safety
Reports
Safety
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Safety
Safety is the Constitution of Construction
Zero Incident Approach
Safety in the Workplace
Safety in daily habits
Safety in developed designs &
details
Safety in evaluating Contractors
Safety in Construction operations
Safety
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Safety
How to Achieve Zero Incident
Office Operations Safety Procedures
Project Safety Hazard Analysis
Accident Prevention Procedure
Root Cause Analysis for Incidents
Root Cause Analysis for Near Misses
Mandatory Safety Training
Safety
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Safety
Existing Slab at Grade
Existing Rebar to be cut
New Conduit to be
embedded under slab
Safety What is unsafe about this Situation ?
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Get the Information Out
Face to Face
Newsletters
Informational Hotlines
Web Sites
Public Outreach
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Public Outreach
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Identify Stakeholders
Who’s in Charge?
Meet Early
Communicate
Invest Your Partners in the Process
Coordination
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Module 6
Scheduling,
Claims, Dispute
Resolution
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Contract Scope of Work
Major Milestones & Critical Path Items
Activity Relationships
Project Budget versus Cost
Project Performance versus time
Resource Allocation
Scheduling
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Look Ahead Analysis
Contemporaneous Analysis
Look Back Analysis
Basic CPM Analysis
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Look Ahead Analysis
Basic CPM Analysis
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Windows
may be
delayed by
10-days
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Contemporaneous Analysis
Basic CPM Analysis
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Data Date is
June 5
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Owner made
changes to
walls. 6 day
delay
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Look Back Analysis
Basic CPM Analysis
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Foundation
Ex completed
May 22
instead of
May 11
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Could have
finished 2
days early?
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A Contract dispute is a disagreement
that arises between the Contractor and
the Agency over a change or potential
revision to the Contract
Claims & Disputes
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Notice (Unforeseen Conditions)
Protest (CCO or Contract Time)
Potential Claim
Claim
Claims & Disputes
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Defined process
Prompt response
Open Communications
Resolve at lowest level possible
Documentations/facts
Dispute Resolution
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Liability Protection
Be Prepared
Understand Your Contract
Be Reasonable
Document, Document, Document
Rules of Thumb …
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Closing Remarks