m19 ca project doc - oregon.gov · specialist (ras) role quarterly release of retainage cps –how...

General Construction Inspector December 2017

Contract Administration – Project Documentation 19-1

Unit 19Project Documentation

Unit 19 Topics

Daily Reports Public Records Region Assurance

Specialist (RAS) Role Quarterly Release of

Retainage CPS – How to Request

Access



Daily Reports

General Daily Progress Reports– What should be documented– Why they are important– Public Record implications

Accident Investigation and Reporting– What to do, and why

Construction Manual, Chapter 12A

General Daily Progress ReportForm 734-3474, Page 1

Project InformationWeatherPersonnel/EquipmentWork DescriptionTraffic ControlEquipmentEffects on Work



General Daily Progress ReportForm 734-3474, Page 2

Materials rejectedProject visitorsRemarks

General Daily Progress ReportForm 734-3474,

Pictures!

Pictures!

Pictures!



General Daily Progress Reports

Your reports are Public Record.

Be factual Be concise Be relevant

Appropriate pictures are also nice.

What should be Documented?

Refer to 12A-2 of the Construction Manual

Generally track the progress of the Work– What got accomplished?– Are there positive or negative schedule impacts?– Any disagreements or disputes– Workmanship problems– Relevant conversations with the Contractor– Accidents or damage



What should NOT be documented?

Personal opinions…even if they are positive

Irrelevant information


Four years from now you should be able to answer a few questions.




When, exactly, did the earthwork begin?

What caused the delay?

Who was involved in the conversation?

Did the Contractor follow their schedule?

Was the corrective work completed? When?

Was the superintendent present and in control of the work?

How much work was completed that day?

Public Records

Public Record:…any writing that contains information relating to the conduct of the public’s business…prepared, owned, used or retained by a public body regardless of physical form or characteristics.

ORS 192.410(4)(a)



Public Records

Writing:…handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles or electronic recordings.

ORS 192.410(6)

Public Records

Don’t create documents that you wouldn’t want in the newspaper

– Including e-mails, letters, text messages, inappropriate photos, etc.

– Keep it professional– No personal opinions



How long should documents be kept?

Contract Administration Documents– Includes: e-mail, paper files, electronic files– Must be kept 20 years after final payment– Structures, such as bridges, require longer retention

times

The Region Assurance Specialists (RAS)

Their role in helping to assure documentation compliance

16



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The Goals for the Region Assurance Specialist (RAS)

Provide early, timely project documentation reviews in theProject Managers office

Review the organization and documentation process

Provide technical help to inspectors and ContractAdministration Specialist

Valued resource to ODOT, Local Agency and ConsultantProject Managers

Documentation Review Report (DRR)Form 734-1903

List of comments, missing items or deficiencies

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Documentation Review Report (DRR)

All items should be addressed or resolved prior to thenext RAS review

Final DRR signatures of Project Manager and RAS– Quantities are considered to be FINAL– No Changes will be made at Final Acceptance unless

discovery of gross errors or lump sum items not paidat 100%

Quarterly Release of Retainage

Section 00195.50(d)



00195.50(d) – Quarterly Release of Retainage

Release of the amounts retained will only be consideredfor Pay Items that have been satisfactorily completed.

A Pay Item will be considered satisfactorily completedonly if all of the Work for the Pay Item is complete and allcontractual requirements pertaining to the Pay Item andWork have been satisfied.

Beginning with the fourth month after First Notificationand every third month thereafter, the agency will releaseretainage for satisfactorily completed Pay Items.

Contract Payment System



Contract Payment System Access (CPS)

Internal ODOT Users

Contact the Contract Administration Unit– Provide user name– User authority– Responsible contracts

Contract Payment System Access (CPS)

External Users (Local Agencies & Consultants)

Contact the Contract Administration Unit– Request a pin– Return request user name (e-mail address), user

authority, responsible contracts



The Contract Payment System Retainage Tool & Reports

Contact:

James SealyODOT Contract Payments Specialist

[email protected]

Key Inspection Points

General Dailies are a necessary evil and the mostimportant document

A good picture is worth a thousand words

Region Assurance Specialist is a resource

Address items noted on Document Review Report

Stay organized by writing paynotes and keep up with yourdocumentation. Don’t wait until the end of the month!!!!



Unit 19 Review

Daily Reports

Public Records

Region Assurance Specialist (RAS) Role

Quarterly Release of Retainage

CPS – How to Request Access