CCE PROCEDURAL GUIDELINES - CDOT CM - Login … CCE Manual.pdfyou through the basic procedures on...
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CCE PROCEDURAL GUIDELINES CHICAGO DEPARTMENT OF TRANSPORTATION Gabe Klein Commissioner DIVISION OF ENGINEERING Daniel Burke, P.E., S.E. Deputy Commissioner / Chief Engineer March 2013
Transcript of CCE PROCEDURAL GUIDELINES - CDOT CM - Login … CCE Manual.pdfyou through the basic procedures on...
CCE PROCEDURAL GUIDELINES
CHICAGO DEPARTMENT OF TRANSPORTATION Gabe Klein
Commissioner
DIVISION OF ENGINEERING Daniel Burke, P.E., S.E.
Deputy Commissioner / Chief Engineer
March 2013
TABLE OF CONTENTS
CONTENTS
SECTION I: INTRODUCTION .......................................................................................................... 4 SECTION II: MASTER FILE SYSTEM ............................................................................................. 5 GENERAL PROCEDURES .................................................................................................. 5 EXHIBITS ............................................................................................................................. 6
SECTION III: SUBMITTALS ........................................................................................................... 13 A. GENERAL PROCEDURES ................................................................................................... 13 B. PROCEDURE FOR SUBMITTALS ....................................................................................... 13 EXHIBITS ........................................................................................................................... 16
SECTION IV: CORRESPONDENCE ............................................................................................. 22 A. GENERAL PROCEDURES ................................................................................................... 22 B. STANDARD FILE LETTERS ................................................................................................. 22 1. PROJECT SUBSTANTIAL COMPLETION ..................................................................... 23 2. MILESTONE COMPLETION .......................................................................................... 23 3. PUNCH LIST COMPLETION ......................................................................................... 24 4. FIELD ORDERS............................................................................................................. 24 5. EEO STATUS ................................................................................................................ 24 6. DBE STATUS ................................................................................................................ 25 7. MBE/WBE STATUS ...................................................................................................... 25 8. AWARD CRITERIA STATUS ......................................................................................... 26 9. CHICAGO RESIDENCY REQUIREMENTS ................................................................... 27 10. MEETING MINUTES ...................................................................................................... 27 11. PUNCH LIST STATUS ................................................................................................... 27 12. FINAL COMPLETION AND ACCEPTANCE OF THE WORK (WARRANTY) ................. 28 13. WARRANTY REPAIR WORK ........................................................................................ 28
SECTION V: DISTRIBUTION OF COPIES .................................................................................... 29 GENERAL PROCEDURES ................................................................................................ 29
SECTION VI: FIELD ORDERS ...................................................................................................... 30 GENERAL PROCEDURES ................................................................................................ 30 EXHIBIT ............................................................................................................................ 31
SECTION VII: REQUEST FOR INFORMATION ............................................................................ 32 GENERAL PROCEDURES ................................................................................................ 32 EXHIBIT ............................................................................................................................ 33
SECTION VIII: CONSTRUCTION REVIEW MEETINGS ................................................................ 34 GENERAL PROCEDURES ................................................................................................ 34 EXHIBITS .......................................................................................................................... 37
SECTION IX: CHANGE ORDERS ................................................................................................. 55
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A. GENERAL PROCEDURES ................................................................................................... 55 B. WRITING A PCM .................................................................................................................. 56 C. WRITING A RECORD OF NEGOTIATION ........................................................................... 58 D. LINE ITEM CHANGES ......................................................................................................... 59 E. MODIFICATION LOG ........................................................................................................... 60 EXHIBITS .......................................................................................................................... 61
SECTION X: PAY ESTIMATES ..................................................................................................... 80 GENERAL PROCEDURES ................................................................................................ 80 EXHIBITS .......................................................................................................................... 82
SECTION XI: INSPECTION PROCEDURES ................................................................................. 88 A. GENERAL INSPECTION NOTES ...................................................................................... 88 B. CONCRETE (MISCELLANEOUS CONSTRUCTION) ........................................................ 90 C. CONCRETE (SUPERSTRUCTURE) .................................................................................. 93 D. REINFORCING STEEL ...................................................................................................... 95 E. STRUCTURAL & ARCHITECTURAL STEEL ..................................................................... 96 F. CLEANING AND PAINTING STEEL BRIDGES .................................................................. 99 G. HOT MIX ASPHALT ......................................................................................................... 101 H. CAISSONS ....................................................................................................................... 104 I. BACKFILL AND GRANULAR MATERIALS ...................................................................... 106 J. MISCELLANEOUS MATERIALS ...................................................................................... 108 K. LANDSCAPING ................................................................................................................ 110 EXHIBITS ........................................................................................................................ 115
SECTION XII: PUNCH LIST ......................................................................................................... 153 GENERAL PROCEDURES .............................................................................................. 153 EXHIBITS ........................................................................................................................ 154
SECTION XIII: MINORITY REPORTING ..................................................................................... 157 A. EEO ................................................................................................................................. 157 B. DBE (FEDERALLY FUNDED PROJECTS) ...................................................................... 157 C. MBE / WBE AND CHICAGO RESIDENCY (CITY FUNDED PROJECTS) ........................ 157 D. COMMERCIALLY USEFUL FUNCTION ........................................................................... 157 EXHIBITS ........................................................................................................................ 158
SECTION XIV: DOCUMENTATION ............................................................................................. 159 A. PROGRESS AND FINAL DOCUMENTATION ................................................................. 159 B. DAILY LOG ...................................................................................................................... 159 C. PAYMENTS FOR OFF-SITE MATERIAL ......................................................................... 159 D. SUBMITTAL OF FINAL DOCUMENTATION TO RECORDS & ESTIMATES ................... 160 EXHIBITS ........................................................................................................................ 161
SECTION XV: ADA GUIDELINES ............................................................................................... 178 GENERAL PROCEDURES ............................................................................................. 178 EXHIBITS ........................................................................................................................ 180
SECTION XVI: JOC CONTRACTS AND TERM AGREEMENT CONTRACTS ............................ 182 GENERAL PROCEDURES ............................................................................................. 182 EXHIBITS ........................................................................................................................ 185
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SECTION XVII: CONSULTANT POLICIES .................................................................................. 195 A. PHONES AND VOICE MAIL ............................................................................................ 195 B. VACATIONS AND ABSENCES ........................................................................................ 195 C. EMERGENCIES ............................................................................................................... 195 D. CONSULTANT COMPUTER POLICY .............................................................................. 195 E. CONSULTANT OVERTIME POLICY ................................................................................ 196 F. XORA TRACKING ............................................................................................................ 196
SECTION XVIII: CONSULTANT REPORTS / INVOICING ........................................................... 197 A. CONSULTANT COST STATUS REPORT ........................................................................ 197 B. CONSULTANT INVOICING .............................................................................................. 197 EXHIBITS ........................................................................................................................ 198
APPENDIX ................................................................................................................................... 204 COMMON ACRONYMS ........................................................................................................... 204
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SECTION I: INTRODUCTION
This manual is intended to serve as a guide for your use during the project. The following sections will guide you through the basic procedures on how to fulfill certain CDOT requirements and complete the required documentation. While this manual cannot account for every instance that might occur on the project, it will help you to follow the basic chain of command to find the answers you may need. Please read this manual carefully. Questions that may arise during the course of the project should be forwarded to the Division of Engineering (DOE) only if this manual does not contain the necessary information to resolve the issue.
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SECTION II: MASTER FILE SYSTEM
GENERAL PROCEDURES
1. The Consultant Construction Engineer (CCE) is responsible for the set-up and maintenance of the Master File System (MFS) for each individual project. The CCE is to utilize the DOE Master File System for all field files.
2. At the beginning of the project, the CCE is to set up a master file with computer generated
labels.
3. The CCE is allowed to add to the MFS but cannot delete items. 4. The CCE should follow the sample MFS labels attached (see Exhibit II.A). The labels are to
be Avery No. 5260 or equivalent size (1” x 2-5/8”).
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CITY OF CHICAGO DEPARTMENT OF TRANSPORTATION
DIVISION OF ENGINEERING MASTER PROJECT FILES INDEX CONSTRUCTION PHASE 1010 FILE INDEX
1020 PRE-BID DOCUMENTS
1030 BID DOCUMENTS
1040 AWARD DOCUMENTS
1050 JOB ORDER CONTRACTS
1060 CCE CONTRACT
1100 INCOMING CORRESPONDENCE
1200 OUTGOING CORRESPONDENCE
1300 FIELD INQUIRIES
1400 BILLINGS
1500 (UNASSIGNED) 1600 PERMITS AND AGREEMENTS
1700 DRAWINGS / TRANSMITTALS / FIELD SKETCHES
1800 CLAIMS
1900 CHANGE MODIFICATIONS
2000 SAFETY / INSURANCE
2100 INSPECTION / PROGRESS
2200 DBE/EEO COMPLIANCE
2300 CERTIFIED PAYROLLS
2400 (UNASSIGNED) 2500 CONTRACT CLOSEOUT
2600 COST ESTIMATES
2700 SCHEDULES
2800 MEETINGS
2900 QUALITY CONTROL / QUALITY ASSURANCE
3000 REFERENCE MATERIALS
3100 PHOTOGRAPHS
4000 SPECIAL FILES 4100 ADA REPORTS 5000 SUBMITTALS
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CITY OF CHICAGO DEPARTMENT OF TRANSPORTATION
DIVISION OF ENGINEERING
MASTER PROJECT FILES CONTENTS
CONSTRUCTION PHASE 1000-4000 1010 FILE INDEX 1011 Construction Phase File Index 1020 PRE-BID DOCUMENTS 1021 Force Account Plan 1021.1 Letter to FTA / IDOT Requesting Concurrence 1021.2 FTA / IDOT Responses to Force Account Plan 1022 Correspondence: Chief Procurement Officer 1023 Design and Cost Estimates 1024 IDOT Pre-Bid Concurrence Letter 1025 CDOT Pre-Bid Meeting 1030 BID DOCUMENTS 1031 FTA / IDOT Selected Contractor Approval Letter 1032 Certified Bid Sheet 1033 Certified Copy of Bid Advertisement 1034 Addenda 1035 Contract Drawing List (Including Revised) 1036 Contract Specifications 1040 AWARD DOCUMENTS 1041 Performance Bond 1042 Conformed Contract 1043 Notice of Award 1044 Notice to Proceed 1050 JOB ORDER CONTRACTS 1060 CCE CONTRACT 1060.1 RFP/RFQ 1060.2 CCE Proposals 1060.3 Evaluations, Summary Sheets 1060.4 Letter to Commissioner/Purchasing Agent 1060.5 IDOT Concurrence/IDOT Response 1060.6 Letter of Notification to FTA 1060.7 Consultant Negotiations (Letters and Meeting Minutes) 1060.8 Letter of Intent and/or Notice to Proceed 1060.9 Transmittals 1060.10 021 Requisition 1060.11 Consultant Contract 1060.12 IDOT Force Account 1060.13 Amendments 1060.14 Miscellaneous 1060.15 Sub-consultant Timesheets 1100 INCOMING CORRESPONDENCE 1101 Correspondence from Contractor 1102 Correspondence from CDOT 1103 Correspondence from CTA / Metra 1104 Correspondence from Design Consultant 1105 Correspondence from Property Owners 1106 Miscellaneous Correspondence 1106.1 Contractor Delays 1107 Correspondence from CCE Main Office
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1200 OUTGOING CORRESPONDENCE 1201 Correspondence to Contractor 1202 Correspondence to CTA / Metra 1203 Correspondence to Design Consultant 1204 Correspondence to Property Owners 1205 Miscellaneous Correspondence 1206 Correspondence to CDOT 1207 Correspondence to CCE Main Office 1300 FIELD INQUIRIES 1301 Request for Information 1400 BILLINGS 1401 Contractor Pay Vouchers 1402 Final Waivers 1402.1 Partial Lien Waivers 1403 Interfund Vouchers 1404 (Client) Vouchers 1405 Professional Service Vouchers 1500 (UNASSIGNED) 1600 PERMITS AND AGREEMENTS 1601 [Permit Checklist] 1620 City of Chicago Permits 1621 Building Permit 1622 Department of Transportation 1622.1 Sidewalk Closure Permits 1622.2 Driveway Removal/Replacement Permit 1622.3 Sidewalk Removal/Replacement Permit 1622.4 Highways and Bridges Permit 1622.5 Parking Meter Removal/Replacement Permit 1622.6 Traffic and Parking Sign Removal/Replacement Permit 1622.7 Street Opening Permit 1623 Bureau of Forestry Permit 1624 Sewer Permit 1625 Department of Water Permit 1626 Underground Storage Tank Removal Permit 1627 Miscellaneous Permits 1630 City Agency Agreements 1631 Bureau of Electricity 1632 Division of Engineering 1633 OEMC 1634 Department of Sewers 1635 Department of Water 1640 CTA / Metra Agreements 1641 Flagging 1642 Miscellaneous 1650 IDOT Agreements 1651 IDOT Agreements 1660 FTA Agreements 1661 FTA Agreements 1670 Utility Agreements 1671 Peoples Gas 1672 Commonwealth Edison 1673 AT&T 1674 Cable 1675 MCI 1680 Environmental Protection Agency 1681 State 1682 Federal
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1690 MISCELLANEOUS 1691 Office of Underground Coordination Meeting Minutes 1692 Right of Way Information 1693 Office of Underground Transmittal and Review Form 1700 DRAWINGS / TRANSMITTALS / FIELD SKETCHES 1701 Contractor's Submittal Register 1702 Shop Drawing Submittal Log 1703 Submittal Status Reports 1704 Field Changes and Sketches 1705 List of Subcontractors 1706 Approved Material Suppliers 1707 Contract Drawing Revisions 1708 Miscellaneous Calculations 1800 CLAIMS 1900 CHANGE MODIFICATIONS 1901 Field Orders 1902 PCM/CM Log 1903 Line Item Changes 1904 Proposed and Accepted Contract Modifications (In Numerical Order by PCM No.) 1904.1 IDOT Prior Approvals (BC2256) 1904.2 Record of Negotiations 1904.3 Approved Contract Modifications 1904.4 IDOT Approved Authorizations 1905 Rejected Proposals 1906 Concurrence Letters to/from IDOT 1907 Concurrence Letters to/from FTA 2000 SAFETY / INSURANCE 2001 Approved Safety Plan 2002 Insurance Certificates 2002.1 Builder's Risk 2002.2 Owner's Protective 2002.3 Liability 2002.4 Railroad 2003 Contractor Safety Meetings 2004 Accident Reports 2005 CTA Property Permits / Safety Training 2006 Safety / Insurance Correspondence 2007 Utility Damage 2100 INSPECTION / PROGRESS 2101 Contractor Daily Progress Reports 2102 Construction Manager Daily Progress Reports 2103 IDOT Weekly Reports (BC239) 2103. 1 Traffic Control Inspection Reports 2104 Monthly Progress Reports 2105 Surveys 2106 Field Books 2107 Quantity Books 2108 Requests for Inspection of Material 2109 CDOT Audits 2110 IDOT/FHWA Audits 2200 DBE/EEO COMPLIANCE 2201 List of Subcontractors 2202 Subcontractor Approvals (BC-260-a) 2203 Monthly Utilization Reports 2204 Prevailing Wage Rates 2205 DBE Status Monthly Reports 2206 Workforce Analysis 2207 Weekly Trainee Reports 2208 Quarterly Trainee Reports 2209 Daily Head Count 2300 CERTIFIED PAYROLLS
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2301 (In Alphabetical Order) 2400 (UNASSIGNED) 2500 CONTRACT CLOSEOUT 2501 Closeout Checklist 2502 Punch Lists 2503 Warranties / Guaranties (In Numerical Order by Specification Section) 2504 Operation & Maintenance Manual List 2505 Final Papers 2600 COST ESTIMATES 2601 Value Engineering 2700 SCHEDULES 2701 Original Schedule 2702 Revised Schedules (In Chronological Order) 2703 Miscellaneous Schedules 2800 MEETINGS 2801 Preconstruction Meeting 2802 Construction Review Meetings 2803 Miscellaneous Meetings (If Required, File Separately in Alphabetical Order) 2900 QUALITY CONTROL / QUALITY ASSURANCE 2901 Plans and Audits 2901.1 Testing and Inspection Plan 2901.2 QA Audit Reports 2902 Concrete 2902.1 Mix Designs 2902.2 Batch Plant Reports 2902.3 Field Testing Reports (Slump / Air) 2902.4 Test Cylinder Reports 2902.5 Rebar Mill Certification 2902.6 Concrete Pour Notifications 2902.7 Daily Assignment Forms 2903 Structural Steel 2903.1 Mill Certificates 2903.2 Welders' Certifications 2903.3 Testing Laboratory Reports (Shop) 2903.4 Weld Inspection Reports (Field) 2903.5 Paint Inspection Reports 2903.6 Field Bolting Test Reports 2903.7 Fabrication Notification 2903.8 Approved RFIMs 2904 Soil / Backfill 2904.1 Existing Soil Analysis Reports 2904.2 Backfill Analysis Reports 2904.3 Soils Compaction Reports 2904.4 Stone Delivery Tickets 2904.5 Aggregate Compaction Reports 2904.6 Proctor Reports 2904.7 Density Testing Notification 2904.8 Approved RFIMs 2905 Asphalt 2905.1 Mix Designs 2905.2 Batch Plant Reports 2905.3 Compaction / Roller Reports 2905.4 Bituminous Paving Notification 2905.5 Daily Assignment Forms 2906 Caissons 2906.1 Approved Caisson Procedure 2906.2 Caisson Test Reports 2907 Landscaping 2907.1 Material Certifications 2907.2 Material Testing Reports
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2907.3 Approved RFIMs, RFINTs, RFIPMs 2908 Miscellaneous (In Alphabetical Order)
2908.1 Aggregate 2908.2 Electrical 2908.3 Paint Submittal 2908.4 Sewer 2908.5 Approved RFIMs
3000 REFERENCE MATERIALS 3100 PHOTOGRAPHS 3101 Existing Conditions 3102 Progress Photographs 3103 Historical Photographs 4000 SPECIAL FILES 4100 ADA REPORTS 4101 Sidewalk and Driveway Standards 4102 Ramp Layout (to be submitted by Contractor) 4103 Alternative Designs 4104 QC Checksheets 4105 QA Checksheets 5000 SUBMITTALS
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Exhibit II.A
1010 FILE INDEX Michigan Ave. Streetscape CDOT NO. S-4-100
1011 Construction Phase File Index Michigan Ave. Streetscape CDOT NO. S-4-100
1020 PRE-BID DOCUMENTS Michigan Ave. Streetscape CDOT NO. S-4-100
1021 Force Account Plan Michigan Ave. Streetscape CDOT NO. S-4-100
1021.1 Letter to FTA / IDOT Requesting Concurrence Michigan Ave. Streetscape CDOT NO. S-4-100
1021.2 FTA / IDOT Responses to Force Account Plan Michigan Ave. Streetscape CDOT NO. S-4-100
1022 Correspondence: Chief Procurement Officer Michigan Ave. Streetscape CDOT NO. S-4-100
1023 Design and Cost Estimates Michigan Ave. Streetscape CDOT NO. S-4-100
1025 CDOT Pre-Bid Meeting Michigan Ave. Streetscape CDOT NO. S-4-100
1030 BID DOCUMENTS Michigan Ave. Streetscape CDOT NO. S-4-100
1031 FTA / IDOT Selected Contractor Approval Letter Michigan Ave. Streetscape CDOT NO. S-4-100
1032 Certified Bid Sheet Michigan Ave. Streetscape CDOT NO. S-4-100
1033 Certified Copy of Bid Advertisement Michigan Ave. Streetscape CDOT NO. S-4-100
1034 Addenda Michigan Ave. Streetscape CDOT NO. S-4-100
1035 Contract Drawing List (Including Revised) Michigan Ave. Streetscape CDOT NO. S-4-100
1036 Contract Specifications Michigan Ave. Streetscape CDOT NO. S-4-100
1040 AWARD DOCUMENTS Michigan Ave. Streetscape CDOT NO. S-4-100
1041 Performance Bond Michigan Ave. Streetscape CDOT NO. S-4-100
1042 Conformed Contract Michigan Ave. Streetscape CDOT NO. S-4-100
1043 Notice of Award Michigan Ave. Streetscape CDOT NO. S-4-100
1044 Notice to Proceed Michigan Ave. Streetscape CDOT NO. S-4-100
1050 Job Order Contracts Michigan Ave. Streetscape CDOT NO. S-4-100
1060 CCE CONTRACT Michigan Ave. Streetscape CDOT NO. S-4-100
1060.1 RFP/RFO Michigan Ave. Streetscape CDOT NO. S-4-100
1060.2 CCE Proposals Michigan Ave. Streetscape CDOT NO. S-4-100
1060.3 Evaluations, Summary Sheets Michigan Ave. Streetscape CDOT NO. S-4-100
1060.4 Letter to Commissioner / Purchasing Agent Michigan Ave. Streetscape CDOT NO. S-4-100
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SECTION III: SUBMITTALS
A. GENERAL PROCEDURES
1. All submittals (shop drawings, catalog cuts, samples, mix designs and QC/QA Plans) are to be submitted to the CCE by the Contractor using the DOE Transmittal form (see Exhibit III.A). The General Contractor is responsible for reviewing and stamping each submittal prior to submitting it for review by the CCE. The CCE is responsible for receiving, logging, reviewing, distributing, and tracking all submittals.
2. The CCE is to enter the submittal on the CDOT Construction Management Website using the
Procedure for Submittals guidelines.
3. The CCE is to stamp submittals using the DOE format (“No Exceptions,” “Exceptions as Noted,” “Revise and Resubmit”), see Exhibit III.B.
4. It is up to the individual CDOT Project Manager as to whether or not submittals are to be
routed to them.
5. Logs of outstanding CCE reviews and Contractor submittals are to be attached to the weekly Construction Review Meeting minutes. The logs are generated from the CDOT Construction Management Website (see Exhibit III.C and III.D).
B. PROCEDURE FOR SUBMITTALS
The following guidelines are to be followed when preparing the transmittal form:
1. Submittal Number:
Each submittal must use the following numbering format: 000-00-00
The first series of numbers (000-00-00) represents the sequential numbering of a new submittal. The second series of numbers (000-00-00) represents a specific sheet of a shop drawing. For example, the third sheet of the fourth submittal would be indicated as 004-03-00. (Brochures, catalogue cuts and samples are always designated as "01".) The final series of numbers (000-00-00) represents the status of resubmission. For example, the fifth new submittal would be designated as 005-01-00, but if the submittal had to be resubmitted for a third time it would be designated as 005-01-03. Keep in mind that for shop drawings, the numbers pertain to each sheet of the drawings.
Example:
A 10 sheet structural steel shop drawing is submitted for review. The shop drawing is the sixth new submittal to be received on the project. The specific sheets of the submittal would be designated as follows:
006-01-00
006-02-00 006-03-00
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006-04-00 006-05-00 006-06-00 006-07-00 006-08-00 006-09-00 006-10-00
The "00" indicates that this is a new submittal. The reviewer finds all the sheets to be acceptable except for 006-03-00 and 006-10-00 and requests that they be resubmitted. The next submittal would be designated as follows:
006-03-01 006-10-01
The "01" indicates that this is the first resubmittal. The reviewer accepts submittal 006-03-01 but rejects 006-10-01. The next resubmittal would be designated as follows:
006-10-02
The "02" indicates that this is the second resubmittal. After all the sheets were found to be acceptable, the submittal log would read as follows:
006-01-00
006-02-00 006-03-00 006-03-01 006-04-00 006-05-00 006-06-00 006-07-00 006-08-00 006-09-00 006-10-00 006-10-01 006-10-02
If the Contractor wants to indicate a separate submittal number it should be noted elsewhere on the form.
2. Project/Contractor Information:
The Contractor is to fill in the "Project Name," "Project No.," "Contractor," and "Date" information. The "Submitted By" line is to indicate the source of the submittal. If the submittal actually came from a supplier, indicate the supplier's name, check the "Supplier" box, and indicate a contact (name and phone) with the supplier.
3. Submittal Description:
a. The Contractor fills in the required information on the form. For “Submittal Number,” the Contractor will obtain this from the CCE. The CCE can change this number if necessary to maintain proper sequencing. The CCE will fill in “Action” when the submittal is returned. Use additional sheets as required.
b. The reviewer indicates an action for each listed item.
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4. Transmittal Dates:
Indicate the "To" and "From" dates as noted.
5. Comments:
The comment section can be used by anyone in the review process. The Contractor may want to call attention to a specific problem, the CCE may want to indicate the lead time for the review, etc. Additional sheets or attachments can be used as necessary.
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Exhibit III.A
CITY OF CHICAGO DEPARTMENT OF TRANSPORTATION DIVISION OF ENGINEERING SUBMITTAL TRANSMITTAL
Project Name: Submitted By:
Project No.: Gen Sub Supplier
Contractor: Contact Name:
Date: Contact Phone:
Drawing Number
Submittal Number
Quantity Description
(Use Additional Sheets as Required) Action
Action Key: N/E: NO EXCEPTIONS noted. Proceed with fabrication/construction. E/N: Submittal is acceptable with the EXCEPTIONS AS NOTED. Proceed with fabrication/construction.
Please submit ___ ( ) corrected copies. R: REVISE AND RESUBMIT. Submittal returned for corrections as noted, and is considered not acceptable
for fabrication/construction. Please revise and resubmit. N/A: NO ACTION. Submittal was not reviewed because it was considered not applicable or incomplete.
Please review and resubmit if necessary. Transmittal Dates: Date submitted by Contractor: Date transmitted to Contractor:
Date submitted to DEO: Date returned from DEO:
Date transmitted to : Date returned from :
Date transmitted to : Date returned from :
Distribution: Transmittal Sheet: Reviewed Submittal: CDOT RE CCE Master File
SUBMITTAL NO.
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Exhibit III.A
Drawing Number
Submittal Number
Quantity Description
(Use Additional Sheets as Required) Action
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Exhibit III.A
A: Comments:
Name:
Organization:
Date:
B: Comments:
Name:
Organization:
Date:
C: Comments:
Name:
Organization:
Date:
D: Comments:
Name:
Organization:
Date:
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Exhibit III.B
BY: DATE:
Resubmit Corrected Copies: Yes No
BY: DATE:
BY: DATE:
DEPARTMENT OF TRANSPORTATIONDIVISION OF ENGINEERING
CDOT NO. ( )
Consultant Name
CITY OF CHICAGO
Consultant Address
Consultant Address
DEPARTMENT OF TRANSPORTATIONDIVISION OF ENGINEERING
For reasons noted. Resubmit for approval.
FOR
Consultant Address
CDOT NO. ( )
Consultant Name
After review for conformance with general design concept only.
Contractor may proceed with work but remains responsible for meeting specified performance and conditions of the Contract.
FORCITY OF CHICAGO
EXCEPTIONS AS NOTED
Contractor required to review notes and take corrective action.
NO EXCEPTIONSAfter review for conformance with general design concept only.Contractor may proceed with work but remains responsible for meeting specified performance and conditions of the Contract.
REVISE & RESUBMIT
FORCITY OF CHICAGO
DEPARTMENT OF TRANSPORTATIONDIVISION OF ENGINEERING
CDOT NO. ( )
Consultant Name
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Exhibit III.C
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Exhibit III.D
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SECTION IV:
CORRESPONDENCE
A. GENERAL PROCEDURES
1. With the exception of cost proposals, all Contractor letters are to be answered within five days of receipt via appropriate document (i.e. File Letter, Field Order, etc.).
2. Cost proposals, whether approved or rejected, must be responded to with a File Letter.
3. After reviewing the draft of the File Letter with the CDOT Resident Engineer, it is to be
transmitted to the Construction Manager who will review the proposed correspondence with the Construction Section Chief. Comments will be returned to the CCE who will then prepare a final version of the letter.
4. The final version should be delivered to the DOE with a copy of the Contractor’s letter and a
CDOT envelope addressed to the Contractor (all paper clipped together - no staples). The letter will be signed, copied and distributed in the DOE main office. File Letters which accept a contractor’s proposal must be reviewed and initialed by the CDOT Project Manager prior to submittal.
5. If the CCE feels that a File Letter should be transmitted to the Contractor right away, the
Construction Manager should be notified.
6. All DOE File Letters are to be generated on the CDOT Construction Management Website. File letters are to be number coded starting at 1001.
7. With the exception of Field Orders and RFIs, the CCE is to process all correspondence to the
Contractor through the DOE. Note that memoranda are only for correspondence within the DOE and are not to be used to correspond with Contractors.
8. Business letters, which are generated from the CDOT Construction Management Website,
are used for correspondence with other divisions, departments, outside agencies, utilities, property owners, etc. These letters are to be printed on City letterhead and are processed through the DOE.
9. Incoming correspondence from the contractor must be entered into the CDOT Construction
Management Website. Make sure to check the “Response Required” box if a reply is required with a File Letter. A log of outstanding letters is to be attached to the weekly Construction Review Meeting minutes. The log is generated from the CDOT Construction Management Website.
10. All File Letters regarding proposal acceptance, milestone completion, and liquidated
damages must be copied to M. Pakshir (Records and Estimates). B. STANDARD FILE LETTERS
The following standard formats are to be used when preparing file letters for the following topics:
• Project Substantial Completion
• Milestone Completion
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• Punch List Completion
• Field Orders
• EEO Status
• DBE Status
• MBE/WBE Status
• Award Criteria Status
• Chicago Residency Requirements
• Meeting Minutes
• Punch List Status
• Final Completion and Acceptance of the Work
• Warranty Repair Work
EEO and DBE (or MBE/WBE and Award Criteria) status letters are to be issued by the fifteenth of each month (cc. CDOT Compliance, DPS Compliance and, if required, IDOT Compliance). Meeting minutes are to be generated for any meeting involving the Contractor. Also, note that the underscored words in the following sample letters are examples only and are intended to be project-specific, in other words, use the dates and names appropriate to your project.
1. PROJECT SUBSTANTIAL COMPLETION
REFERENCE
Substantial completion of the project. DISPOSITION A. No Liquidated Damages Assessed:
The substantial completion date for the project has been established as October 23, 2006. Based on the contract completion date of October 23, 2006, liquidated damages will not be assessed.
B. Liquidated Damages Assessed:
The substantial completion date for the project has been established as October 23, 2006. Based on the contract completion date of October 13, 2006, liquidated damages will be assessed at the rate of $1,285 per calendar day for 10 days. Liquidated damages totaling $12,850 will be deducted from your next pay request.
2. MILESTONE COMPLETION
REFERENCE
Substantial completion of Milestone 1: Street Opening. DISPOSITION A. No Liquidated Damages Assessed:
The substantial completion date for Milestone 1: Street Opening has been established as October 23, 2006. Based on the contract completion date of October 23, 2006, liquidated damages will not be assessed.
B. Liquidated Damages Assessed:
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The substantial completion date for Milestone 1: Street Opening has been established as October 23, 2006. Based on the contract completion date of October 13, 2006, liquidated damages will be assessed at the rate of $1,285 per calendar day for 10 days. Liquidated damages totaling $12,850 will be deducted from your next pay request.
3. PUNCH LIST COMPLETION
REFERENCE Punch List completion. DISPOSITION A. No Liquidated Damages Assessed:
The punch list completion date has been established as October 23, 2006. Based on a contract punch list completion date of October 23, 2006, liquidated damages will not be assessed.
B. Liquidated Damages Assessed:
The punch list completion date has been established as October 23, 2006. Based on a contract punch list completion date of October 13, 2006, liquidated damages will be assessed at the rate of $1,285 per calendar day for 10 days. Liquidated damages totaling $12,850 will be deducted from your next pay request.
4. FIELD ORDERS
REFERENCE Field Order No. 22, dated February 10, 2006. DISPOSITION
A copy of the referenced field order is attached. The original field order was transmitted to your Mr. Todd Fiegel on February 10, 2006.
5. EEO STATUS
REFERENCE Equal Employment Opportunity status.
DISPOSITION
A. Goals Achieved:
A review of our records indicates that, as of February 10, 2006, the 19.6% Minority Group Employment goal and the 6.9% Female Employment goal are being met or exceeded by the General Contractor and the subcontractors.
B. Goals Deficient:
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A review of our records indicates that, as of February 10, 2006, the following are not meeting the 19.6% Minority Group Employment goal:
Mondo Terrazzo: 0%
National Bulletproof: 0% Western Architectural: 11%
In addition, the following are not meeting the 6.9% Female Employment Goal:
AAA Plastering: 0%
Divane Electric Co.: 5% Jade Contractors: 6%
You are reminded that the General Contractor and the subcontractors are contractually obligated to make a good faith effort to achieve all EEO goals. Promptly undertake the necessary corrective actions to remedy the noted deficiencies, and formally notify this office of your efforts. 6. DBE STATUS
REFERENCE Disadvantaged Business Enterprise status.
DISPOSITION
A. Goals Achieved:
A review of our records indicates that, as of February 10, 2006, the total monies paid to date is approximately 24% ($ 1,141,062.56) of the (revised) contract amount of $4,567,890.23 and the DBE participation is 25% ($342,591.75) of the projected DBE amount of $1,370,367.00. Based on the current DBE percentage to date your company is anticipated to meet or exceed the required 30% goal.
B. Goals Deficient:
A review of our records indicates that, as of February 10, 2006, the total monies paid to date is approximately 24% ($ 1,141,062.56) of the (revised) contract amount of $4,567,890.23 and the DBE participation is 15% ($205,555.05) of the projected DBE amount of $1,370,367.00. Be advised that failure to meet the required DBE goal will result in the assessment of damages prior to project close out.
7. MBE/WBE STATUS
REFERENCE Minority Business Enterprise/Women Business Enterprise status.
DISPOSITION
A. Goals Achieved:
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1. A review of our records indicates that, as of February 10, 2006, the total monies paid to date is approximately 24% ($1,141,062.56) of the (revised) contract amount ($4,567,890.23) and the MBE participation is 25.0% of the projected MBE amount of $771,063.45. Based on the current MBE percentage to date your company is anticipated to meet or exceed the required 16.9% goal.
2. A review of our records indicates that, as of February 10, 2006, the total monies paid
to date is approximately 24% ($1,141,062.56) of the (revised) contract amount of $4,567,890.23 and the WBE participation is 25% ($51,388.77) of the projected MBE amount of $205,555.06. Based on the current MBE percentage to date your company is anticipated to meet or exceed the required 4.5% goal.
B. Goals Deficient:
1. A review of our records indicates that, as of February 10, 2006, the total monies paid to date is approximately 24% of the (revised) contract amount of $4,567,890.23 and the MBE participation is 5% ($38,598.67) of the projected MBE amount of $771,063.45. Based on the current MBE percentage to date your company is not anticipated to meet or exceed the required 16.9% goal.
2. A review of our records indicates that, as of February 10, 2006, the total monies paid
to date is approximately 24% of the (revised) contract amount ($4,567,890.23) and the WBE participation is 5% ($10,277.75) of the projected MBE amount of $205,555.06. Based on the current MBE percentage to date your company is not anticipated to meet or exceed the required 4.5% goal.
Be advised that failure to meet the required MBE/WBE goals will result in the assessment of damages prior to project close out. Please formally advise this office of your plans for correcting the noted deficiencies.
8. AWARD CRITERIA STATUS REFERENCE Award Criteria status.
DISPOSITION
A. Goals Achieved:
A review of our records indicates that, as of February 10, 2006, the following Award Criteria percentages are being met or exceeded:
1. Minority Journeyworkers: 50% (50% Criteria)
2. Minority Apprentices: 55% (50% Criteria) 3. Minority Laborers: 60% (50% Criteria) 4. Female Journeyworkers: 13% (10% Criteria) 5. Female Apprentices: 10% (10% Criteria) 6. Female Laborers: 10% (10% Criteria) B. Goals Deficient:
A review of our records indicates that, as of February 10, 2006, the following Award Criteria percentages are not being met:
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1. Minority Journeyworkers: 20% (50% Criteria) 2. Minority Apprentices: 15% (50% Criteria) 3. Minority Laborers: 22% (50% Criteria) 4. Female Journeyworkers: 3% (10% Criteria) 5. Female Apprentices: 1% (10% Criteria) 6. Female Laborers: 0% (10% Criteria)
Be advised that failure to meet the required Award Criteria percentages will result in the assessment of damages prior to project close out. Promptly undertake the necessary corrective actions to remedy the noted deficiencies, and formally notify this office of your efforts.
9. CHICAGO RESIDENCY REQUIREMENTS
REFERENCE Chicago Residency Requirements.
DISPOSITION
A. Goals Achieved:
A review of our records indicates that, as of December 31, 2006, the percentage of hours worked by City of Chicago residents is 51% (21,054 hours) of the 41,159 total hours worked. Based on the current percentage, your company is expected to meet or exceed the required 50% goal.
B. Goals Deficient:
A review of our records indicates that, as of December 31, 2006, the percentage of hours worked by City of Chicago residents is 10% (4,116 hours) of the 41,159 total hours worked. Based on the current percentage, your company is not expected to meet the required 50% goal.
Be advised that failure to meet the Chicago Residency Requirements will result in the assessment of damages prior to project close out. Promptly undertake the necessary corrective actions to remedy the noted deficiencies, and formally notify this office of your efforts.
10. MEETING MINUTES
(Note: This is only for meetings other than the Construction Review Meetings. The CRM minutes are to be done through the designated section on the CDOT Construction Management Website. See Section VIII.)
REFERENCE
Meeting held on March 5, 2006, to discuss the rejection of the installed louvers (refer to attached attendance roster).
DISPOSITION
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The following issues were presented and discussed:
1. CDOT stated that the as-built louver profile does not agree with the plan details. The Contractor indicated that they provided what was shown in the details but were willing to alter the louver to match the intended profile.
2. The Contractor stated that the edges of the louvers cannot be backscored, as required in the
contract documents, due to the thin gauge of the material. CDOT noted that a tighter bend would be required on the edges of the louver.
The following follow-up actions will be required: The Contractor is to submit a new louver sample with the requested profile by March 15,
2006. 11. PUNCH LIST STATUS
REFERENCE
Punch List Status. DISPOSITION
To date, you have used 20 days of the total 30 days or 67% of your punch list time. However, you have only completed 30% of the punch list. You are reminded that you must be complete with all punch list work by December 31, 2007 or liquidated damages will be assessed at the contract rate of $1,000 per calendar day.
12. FINAL COMPLETION AND ACCEPTANCE OF THE WORK
REFERENCE
Final Completion and Acceptance of the Work (Warranty Period). DISPOSITION
The date of Final Completion and Acceptance of the Work has been established as March 26, 2007. In accordance with Article VII.E.1 of the Terms and Conditions for Construction (Book 1), you must warrant all work furnished under this Contract against defective material and workmanship for a period of one year after the date of Final Completion and Acceptance of Work. The warranty end date has been established as March 25, 2008
13. WARRANTY REPAIR WORK
REFERENCE
Warranty Repair Work. DISPOSITION
The warranty repair work performed on January 18, 2010, to remedy the deficiencies noted during the one year warranty walk through has been determined to be acceptable. The warranty end date for this corrective work has been established as January 17, 2011.
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SECTION V:
DISTRIBUTION OF COPIES
GENERAL PROCEDURES
Distribution of copies of the various correspondence, minutes, etc. is to be as follows:
1. Construction Review Meeting Minutes:
cc: CDOT Construction Manager CDOT Project Manager
CCE File (Firm Name) All Attendees
2. CDOT File Letters:
cc: CDOT Project Manager (must initial the letter if it involves the acceptance of a proposal)
CCE File (Firm Name) M. Pakshir (R&E) (if letter involves proposal acceptance, liquidated damages, milestone completion dates, minority participation, award criteria, residency requirements, project warranty or traffic control deficiency charges) K. Martin (Engineering) (if letter involves the project warranty, landscaping or landscaped median construction)
3. Field Orders:
cc: CDOT Project Manager CCE File (Firm Name)
4. Memoranda:
cc: CDOT Construction Manager CDOT Project Manager
CCE File (Firm Name) 5. Miscellaneous:
cc: CDOT Construction Manager
CDOT Project Manager CCE File (Firm Name)
6. PCMs:
cc: CPO (Original + 9) R&E
CDOT Construction Manager CDOT Project Manager
CCE File (Resident Engineer’s e-mail address) 7. RFIs:
cc: CDOT Project Manager
CCE File (Firm Name)
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SECTION VI: FIELD ORDERS
GENERAL PROCEDURES
1. The CCE will issue all Field Orders in accordance with the general procedures outlined
below. No Field Orders are to be issued for change order work unless so authorized by the Chief Procurement Officer. “Emergency” work (work which would affect public safety or would adversely affect the schedule) will be verbally authorized by the Chief Procurement Officer. All verbal requests will be made by the Construction Section Chief.
2. Field Orders pertaining to safety or quality control/assurance can be issued by the CCE at
any time. Non-conformance field orders should be clearly indicated by checking off the “No Cost” box at the bottom of the Field Order form.
3. Field Orders are generated from the CDOT Construction Management Website. Field Orders
are to be reviewed by the CDOT RE and then signed by the CCE prior to issuing to the Contractor in the field.
4. Every two weeks, a file letter is to be issued to transmit a copy of the Field Orders to the
Contractor’s main office (refer to standard file letter formats) to ensure that the Contractor’s main office is also made aware of the field changes. A single file letter may be used to transmit several field orders written within a short period of time.
5. The following provides instructions for writing a Field Order:
a. Log on to the website with your username and password. b. Under the “Modifications” heading highlight and select “Field Orders.” All previous Field
Orders should be listed on the title page of this section. c. Select the button entitled “Add New.” d. The Field Order number and date will be automatically entered for you. In the drop-down
box, below the date, select what type of Field Order this is (Contract Modification, Line Item Change, No Cost or Other).
e. Enter the “Description,” “Reason” and “Distribution” and click the “Update” button. f. Verify that all the entered items are correct. If not, make the necessary changes and click
the “Update” button. g. If everything is correct, print the Field Order by clicking the “Print” button (see Exhibit
VI.A).
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Exhibit VI.A
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SECTION VII: REQUEST FOR INFORMATION
GENERAL PROCEDURES
1. The Contractor may submit a Request for Information (RFI) when a question pertaining to the project arises. RFIs are to be logged into the CDOT Construction Management Website and should be answered within five days.
2. The following provides instructions for entering an RFI:
a. Log on to the website with your username and password. b. Under the “Documentation” heading highlight and select “Request For Information.” c. All previous RFIs should be listed on the title page of this section. d. Select the button entitled “Add New”. e. The RFI number, date and Contractor number will be automatically entered for you. The
Contractor number can be changed if necessary. f. Select the RFI is addressee. In general, this should be addressed to the CCE Resident
Engineer. g. Enter the “Description,” verify that everything is correct and click the “Update” button. h. If necessary, print a copy of this RFI and distribute it to the reviewer. i. After a response is obtained, enter it into the “Response” section and fill out the
“Response Date.” j. Verify that the “Distribution List” is correct and if there are any additional items that will
need to be returned with the RFI, check the “Attachments” box and click the “Update” button.
k. If everything is correct, print the RFI by clicking the “Print” button (see Exhibit VII.A) and transmit it back to the Contractor.
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REQUEST FOR INFORMATION
DEPARTMENT OF TRANSPORTATION DIVISION OF ENGINEERING Clark Street Viaduct at Roosevelt RoadE-5-417
RFI Number: 163 Contractor Number: 163 RFI Date: 4/26/2005 Contractor: FHP Tectonics Corp. To: Tom McCay, Resident Engineer Organization: Burns & McDonnell
DESCRIPTION At station 198+99.77 sheet C-4 indicates that the pavement width between the attenuator and the barrier wall will be no greater than 11'-0". FHP proposes to shift the edge of pavement east at this location to provide an adequate lane width. Please advise.
Response Date: 4/26/2005 Follow-Up Action Required? NORESPONSE Field inspections determined that the barrier wall transition point could be shifted south to provide more clearance at the attenuator location. Attachments? NO
cc: J. Morcos CCE File
Exhibit VII.A
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SECTION VIII: CONSTRUCTION REVIEW MEETINGS
GENERAL PROCEDURES
1. The weekly Construction Review Meeting (CRM) is intended to be a project management tool. The meetings are meant to review the status of previously presented issues and to present important issues that affect the project. The meetings are not to be forums to solve extensive problems or to discuss every day problems.
2. The meetings are to use the DOE format as the agenda for topics of discussion.
3. Meetings commence no later than five minutes after the scheduled time.
4. The first 5 to 10 minutes are to be devoted to adjoining property owners to review any of next
week’s construction activities which may affect them and to discuss any coordination problems. The property owners are to be dismissed before any other meeting items are discussed.
5. As a general rule, no individual item should be discussed at great length (±5 minutes). Items
which take longer probably need a separate meeting.
6. The minutes should include the following attachments: Attendance Sheet, Contractor Two-Week Look Ahead Schedule, Outstanding Submittal Status Log (Contractor and CCE Review), Outstanding RFI Status Log, EEO Status Log (Man-hour Summary Report) for State/Federally funded projects or Residency Status Report if City funded, Outstanding Contractor Correspondence Log, and the Trainee Report (if applicable).
7. The CRM minutes are generated from the CDOT Construction Management Website.
8. Set up the CRM minutes using the following steps:
a. Log on to the website with your username and password. b. Under the “Data Entry” heading highlight and select “Manage CRM Categories” and enter
the categories per the table in Items 10 or 11 below. c. Under the “Documentation” heading highlight and select “Construction Review Meeting.”
All previous CRM's should be listed on the title page of this section. d. Select the button entitled “Add New.” Fill in all of the text boxes and click “Update.” e. Click on the “CRM Items” tab and enter all of the standard items per the table in Items 10
or 11 as shown in example (Exhibit VIII.A). f. For the “Open Item” and “Show History” checkboxes, follow the rules below:
i. An “Open Item” is any item discussed during the meeting and should be discussed at the next meeting.
ii. When the checkbox for “Show History” is checked, all of the previous entries for that particular item will print on the current meeting minutes.
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9. The following categories/items are to be standard in all CRM minutes for State or Federally funded projects (See Exhibit VIII.A):
Category Item Description A. SCHEDULE 1 NTP/ORIGINAL COMPLETION DATE/DURATION 2 REVISED COMPLETION DATE/DURATION 3 PROJECTED COMPLETION DATE/DURATION 4 PERCENTAGE COMPLETE 5 DAYS AHEAD/BEHIND 6 PROJECTED WORK B. COST STATUS 1 BID AMOUNT 2 CONTRACT MODIFICATIONS 3 CURRENT CONTRACT VALUE (1 + 2) 4 PENDING PCMs 5 PROJECTED CHANGES 6 RONs IN PROCESS 7 WORKING ESTIMATE (3 + 4 + 5 + 6) 8 PROPOSAL STATUS 9 CONTRACT MODIFICATION STATUS 10 PROGRESS PAYMENTS C. SUBMITTALS / RFIs 1 CURRENT SUBMITTALS 2 OUTSTANDING RFIs 3 INSURANCE AND PERMITS D. EEO / TRAINEES 1 CONTRACT MINORITY GOAL 2 CONTRACT FEMALE GOAL 3 MINORITY PERCENTAGE TO DATE 4 FEMALE PERCENTAGE TO DATE 5 OUTSTANDING CERTIFIED PAYROLLS 6 OUTSTANDING UTILIZATION REPORTS 7 TRAINEES E. DBE 1 ORIGINAL/REVISED CONTRACT AMOUNT 2 CONTRACT PERCENTAGE GOAL 3 ORIGINAL/REVISED DBE AMOUNT 4 DBE AMOUNT TO DATE 5 DBE PERCENTAGE TO DATE
(ORIGINAL/REVISED) F. ADA RAMPS 1 TOTAL NUMBER OF RAMPS ON PROJECT 2 NUMBER OF RAMPS BROKEN OUT (CONDITION) 3 NUMBER OF RAMPS POURED PASSING QC 4 NUMBER OF RAMPS POURED PASSING QA 5 NUMBER OF RAMPS WHICH ARE QC OR QA DEFICIENT 6 STATUS OF REPAIRS G. SAFETY / TRAFFIC CONTROL 1 TRAFFIC CONTROL ISSUES H. OUTSTANDING ISSUES 1 Any outstanding issues will be discussed here I. MATERIAL INSPECTION 1 MATERIAL PLACEMENT NOTIFICATIONS J. PUNCH LIST 1 PUNCH LIST
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10. The following categories/items are to be standard in all CRM minutes for City funded projects :
Category Item Description A. SCHEDULE 1 NTP/ORIGINAL COMPLETION DATE/DURATION 2 REVISED COMPLETION DATE/DURATION 3 PROJECTED COMPLETION DATE/DURATION 4 PERCENTAGE COMPLETE 5 DAYS AHEAD/BEHIND 6 PROJECTED WORK B. COST STATUS 1 BID AMOUNT 2 CONTRACT MODIFICATIONS 3 CURRENT CONTRACT VALUE (1 + 2) 4 PENDING PCMs 5 PROJECTED CHANGES 6 RONs IN PROCESS 7 WORKING ESTIMATE (3 + 4 + 5 + 6) 8 PROPOSAL STATUS 9 CONTRACT MODIFICATION STATUS 10 PROGRESS PAYMENTS C. SUBMITTALS / RFIs 1 CURRENT SUBMITTALS 2 OUTSTANDING RFIs 3 INSURANCE AND PERMITS D. AWARD CRITERIA / TRAINEES 1 AWARD CRITERIA PERCENTAGE GOAL 2 AWARD CRITERIA PERCENTAGE TO DATE 3 OUTSTANDING CERTIFIED PAYROLLS 4 OUTSTANDING UTILIZATION REPORTS 5 TRAINEES E.MBE/WBE/CHICAGO RESIDENCY
1 ORIGINAL/REVISED CONTRACT AMOUNT
2 CONTRACT MBE/DBE PERCENTAGE GOAL 3 ORIGINAL/REVISED MBE/WBE AMOUNT 4 MBE/WBE AMOUNT TO DATE 5 MBE/DBEPERCENTAGES TO DATE
(ORIGINAL/REVISED) F. ADA RAMPS 1 TOTAL NUMBER OF RAMPS ON PROJECT 2 NUMBER OF RAMPS BROKEN OUT (CONDITION) 3 NUMBER OF RAMPS POURED PASSING QC 4 NUMBER OF RAMPS POURED PASSING QA 5 NUMBER OF RAMPS WHICH ARE QC OR QA DEFICIENT 6 STATUS OF REPAIRS G. SAFETY / TRAFFIC CONTROL 1 TRAFFIC CONTROL ISSUES H. OUTSTANDING ISSUES 1 Any outstanding issues will be discussed here I. MATERIAL INSPECTION 1 MATERIAL PLACEMENT NOTIFICATIONS J. PUNCH LIST 1 PUNCH LIST
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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Exhibit VIII.A
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SECTION IX:
CHANGE ORDERS A. GENERAL PROCEDURES
1. No change order work is to commence unless so authorized by the Chief Procurement
Officer. “Emergency” work (work which would affect public safety or would adversely affect the schedule) will be verbally authorized by the Chief Procurement Officer. All requests for verbal authorization will be made by the Construction Section Chief.
2. As soon as a change is known, the CCE is to prepare a Proposed Contract Modification
(PCM). The PCM is a budgetary tool designed to allocate funds to the project and acquire prior approval from the Department of Procurement Services to proceed with the change. If the value of the proposed changes is unknown, the CCE shall prepare an Engineer’s Estimate and include it in the final PCM packet. If the contractor submitted a signed proposal for the work, the proposal shall be audited in accordance with Section XIII of Book 1 of the contract documents and shall be included in the final packet.
3. After reviewing a draft of the PCM with the CDOT Resident Engineer, the CCE is to transmit
the draft PCM to the DOE Construction Manager who will review the proposed change with the DOE Construction Section Chief. Comments will be returned to the CCE who will then prepare a final (“pink”) version of the PCM.
4. For State and Federally funded projects, a copy of the final version of the PCM and the IDOT
form (“Request for Additional Federal Funding” - see Exhibit IX.C) are to be transmitted to IDOT. If the amount of the change is under $10,000.00, it should be sent to Kiva Powe ([email protected]). If the amount of the change is over $10,000.00, it should be sent to Mary Ellen Mack ([email protected]) and Kiva Powe must be copied.
5. The original and five copies of the PCM are to be submitted to the DOE Construction
Manager no later than 10:00 a.m. on Friday. The CCE is to use the standard pink paper for the original pages printed out of the CDOT Construction Management Website. All other copies are to be done on white paper.
6. On Monday mornings, all PCMs from all the DOE projects are reviewed with the Chief
Procurement Officer at a “Round Table” meeting. The CCE will be notified of any rejected PCMs after the conclusion of the meeting. If Monday is a City Holiday, the “Round Table” meeting will not be held and the PCMs will be presented at the meeting on the following Monday.
7. As a general rule, the CCE may issue the signed and dated Field Order on Monday
afternoons after 2:00 p.m.
8. If the PCM is accepted by the Chief Procurement Officer, an Estimated Contract Modification is processed. The Contractor may be paid up to 80% of the approved PCM once the formal modification (signed by the Comptroller and the Mayor) has been received and the work has been performed.
9. After the PCM has been approved, the CCE is responsible for tracking the final cost of the
work with the contractor. The work may be performed on a time and materials basis, or the contractor may submit a proposal. If the work is performed on a time and materials basis, the CCE and the contractor must agree on the time, equipment and materials used to complete
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the extra work. This information must be documented on an Extra Work Daily Report Form and signed by the CCE and the contractor on a daily basis. After the work is complete, the contractor must submit an invoice for the work to the CCE. The CCE shall check the invoice for accuracy and process the payment on the subsequent pay estimate.
If the contractor submits a proposal, the procedure shall be as follows:
1. The contractor must submit the proposal to the CCE and the CCE shall verify that the required back-up is attached to the proposal. If the required back-up is not attached, a file letter shall be drafted requesting the proper back-up (Exhibit IX.J).
2. If the required back-up is attached, perform a review of the proposal. Coordinate this review with the CDOT RE and the CM.
3. If the price is not acceptable, draft a file letter rejecting the price and process the letter in accordance with Section IV of this Manual.
4. If the price is acceptable, draft a file letter to accept the price (Exhibit IX.K) and forward this letter and the proposal to the CM. Once the letter is approved, the CM will forward the letter to the Project Manager for review.
5. After review by the Project Manager, the letter should be revised if necessary, initialed by the Project Manager and processed by the CCE.
6. Once a proposal has been agreed upon, the quantities shall be tracked and paid for at the agreed upon price and paid for on subsequent pay estimates.
10. Once all invoices for the PCM have been received or all AUP work is complete, a Record of
Negotiation (RON) is to be prepared and signed by the DOE Project Manager, the Contractor, and the CCE.
11. The RON is submitted to Records and Estimates where an “Adjusted Contract Modification”
is prepared to balance out the difference between the original Estimated Contract Modification and the final negotiated amount. If the difference between the final total and the original estimated amount (PCM value) is greater than 10% of the original PCM value, a 10% Over Memo (see Exhibit IX.E & F) must be prepared by the CCE and e-mailed to the Construction Manager.
12. The PCM and RON forms are generated from the CDOT Construction Management Website.
13. As a general rule, all back-up documentation submitted with PCMs or RONs shall be signed.
There shall be no blank signature blocks. This shall include the contractor’s cover letters, invoices, proposals, Extra Work Daily Report Forms, etc.
B. WRITING A PCM
1. PCMs are presented by the Construction Manager to a “Round Table” on Monday mornings with representatives from the City Of Chicago’s Department of Procurement Services. To have a PCM presented, the following steps need to be followed:
a. Draft the PCM using the following steps:
i. Log onto the website with your username and password. ii. Under the “Modifications” heading highlight and select “Proposed Contract
Modification.” All previous PCMs should be listed on the title page of this section. iii. Select the button entitled “Add New.” iv. The PCM number and date will be automatically entered for you. Date the PCM for
the following Monday that the Round Table meeting will be held. Select the “Draft” check box. This will remain checked until after the review by the Construction
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Manager is complete. v. Enter the “Description,” “Reason” and “Distribution,” and click the “Update” button.
b. By Wednesday noon, prior to Round Table, notify the Construction Manager that your
completed draft is ready for review in the CDOT Website. The Construction Manger will review it and get back to you by Thursday afternoon if there are changes to be made.
c. Once everything is correct, print the PCM by clicking the “Print” button (see Exhibit
IX.B). 2. Your final PCM packet must include (See Exhibit IX.A):
a. One original containing: i. The two sheets from the database (PCM and signature sheet) which shall be on pink paper. The pink signature sheet is to be signed by the Resident Engineer, Project Manager, Construction Manager and Deputy Commissioner.
ii. The CCE’s cost estimate or audited proposal. iii. Any other information pertaining to the work (e.g. field sketches, copies of the plans, test results, etc.)
iv. A white copy of the signed Line Item Change form (for PCMs with a Net Effect). 1. Nine (9) copies of the complete packet for Records and Estimates. These are to be on white paper.
v. A copy of the completed Request for Additional Federal Funding shall be paper clipped to the original PCM package.
b. Once final approval is given and all copies have been made, the complete packet must be turned in to the Construction Manager at 30 N. LaSalle by 10:00 am on Friday. This will allow enough time to get all of the proper signatures and turn in the PCM to Records and Estimates by 12:00 p.m.
c. Things to keep in mind when writing a PCM:
i. The “Description” should be a concise explanation of the scope of the change. Quantities should always be indicated. If there is more than one part to the PCM then the individual cost should be noted at the end of each item’s description.
ii. The “Reason” must concisely explain why the change is being initiated. Remember that the PCMs are being reviewed and approved by non-technical personnel, and therefore they should be written for such. Avoid using “quick” explanations such as “requested by CDOT” or “aesthetics.”
iii. The “Reason” must contain a statement which describes the impact the Contract Modification will have on the minority percentage goals required by the contract.
iv. No documents included with the PCM package shall contain unsigned signature blocks. The documents shall either be signed in all required locations, or they shall be revised to not include any unnecessary signature blocks.
d. If the PCM, includes additions/reductions to contract line items, the following format shall
be included in the “Description” section of the PCM:
NET EFFECT:
This PCM: $ 20,000.00 Affected Line Items: ($ 16,000.00) Total Net Effect: $ 4,000.00
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e. A separate sheet should be attached indicating the specific breakdown of new costs and line item additions/reductions. Note that the PCM should request the total amount, not the Net Effect amount.
f. A white copy of the Line Item Change form is to be attached to all PCMs, which have
affected line items. PCMs that are submitted without the LIC form will not be processed.
C. WRITING A RECORD OF NEGOTIATION
1. A Record of Negotiation (RON) is what is used to close out a PCM or to supplement the PCM with additional funds. The RON indicates the result of the proposal’s audit, e.g., “The final amount was reduced from $40,200.00 to $37,000.00 to reflect actual hours expended by the electrical subcontractor.”
2. Things to keep in mind when preparing a RON:
a. The RON should indicate the history of the change, e.g., “An Estimated Contract
Modification was previously processed in the amount of $25,000.00.” b. The RON should indicate what action (if any) the Records and Estimates section should
take, e.g., “An Adjusted Contract Modification must be processed in the amount of $12,000.00.”
c. All force account spreadsheets must be checked for accuracy and initialed by the RE or
they will be rejected by Records and Estimates.
d. If during construction, it becomes evident that the final cost of the work will exceed the original PCM value by a large amount (either in cost of percentage), process an estimated supplemental RON so it can be reviewed and approved by the Department of Procurement Services prior to the completion of the work. This will authorize additional funding for the PCM and allow payment to the contractor up to the supplement amount. Once the final costs are known, process a final RON to close the PCM as detailed below.
3. Attach a copy of the signed Proposed Contract Modification and a copy of the audited
proposal before transmitting it to the Records and Estimates section. 4. RONs are to be done in the CDOT Construction Management Website. To create a RON:
a. Log onto the website with your username and password. b. Under the “Modifications” heading highlight and select “Record of Negotiation.” All
previous RONs should be listed on the title page of this section. c. Select the button entitled “Add New.” d. The RON number and date will be automatically entered for you. e. Select the Contractor. f. Select the correct PCM number from the dropdown box. The “Description” and
“Reason” boxes will automatically update with the information from the PCM. These fields may be abbreviated if necessary.
g. Fill in the “Origination Date.” h. Fill in the “Work Commenced” and “Work Completed Date.” i. Fill in the “Proposal Amount.” This is the dollar value of the original submitted proposal
or the force account invoices prior to being audited. j. If available, fill in the “Proposal Number” and date. k. Fill in the “Negotiated Amount.” This is final, agreed upon value of the work. l. Fill out the “Comments” section per Exhibit IX.G. The comment section of EACH RON
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needs to have the four (4) bullet points written according to the example. m. Review the data and when correct, click the “Update” button. n. Print the RON on blue paper.
5. For each RON, assemble the packet in the following order (see Exhibit IX.D):
(Note: Not all of the items listed below may apply to each RON.)
a. 10% Over Memo (only if the final amount is more than 10% over the original PCM
amount) b. Signed RON (done on blue paper) c. Copy of Original PCM, with ALL Signatures d. Contractor’s Proposal Letter(s) (signed) e. General Contractor’s Force Account Work Sheet(s) (signed) f. Signed Extra Work Reports g. Applicable Project Field Order(s) h. Material Invoices i. Drawings / Sketches of Extra Work Areas j. Sub-Contractor’s Proposal and Extra Work Sheet(s) (signed) k. DO NOT include Certified Payrolls
6. For any RON with a 10% memo, turn in one original and two copies of the RON to Records
and Estimates and one copy to the Construction Manager (it is not necessary to include all the backup with the Construction Manager’s copy). The original (blue copy) must be single-sided. Back-up copies may be double-sided.
D. LINE ITEM CHANGES
1. A Line Item Change (LIC) must be processed before paying for any quantities in excess of
plan quantities. 2. If a change order affects a line item, a Line Item Change must be processed increasing or
decreasing the quantity of this item at the time the PCM is submitted. 3. Line Item Changes are to be done on yellow paper in landscape orientation.
4. For State and Federally funded projects, an copy of the final, approved version of the Line
Item Change and IDOT form (“Request for Additional Federal Funding” - see Exhibit IX.C) signed by the Resident Engineer are to be transmitted to IDOT. If the amount of the change
is under $10,000.00, it should be sent to Kiva Powe ([email protected]). If the amount of the change is over $10,000.00, it should be sent to Mary Ellen Mack ([email protected]) and Kiva Powe must be copied. A copy of the Request for Additional Federal Funding must also be attached to the submitted Line Item Change.
5. Line Item Changes are generated from the CDOT Construction Management Website. The
following is the procedure to create a Line Item Change:
a. Log onto the website with your username and password. b. Under the “Modifications” header highlight and select “Line Item Changes.” All previous
LICs should be listed on the title page of this section. c. Select the button entitled “Copy All Items to New Line Item Change.” d. Enter the LIC number, the LIC date, a detailed description of the “Reason(s) for
Change(s)” and a detailed description of the “Acceptance / Rejection of Contract Unit Prices” (if the change exceeds 125% of the plan quantity and 5% of the Contract value). Then select the “Update” button.
e. Verify that all the correct line item descriptions, bid quantities, units and unit prices are in the appropriate columns for the project.
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f. Enter the total anticipated quantity under the heading “This LIC Quantity” in column (5). g. Click the “Update” button in the upper left corner to tabulate the new total quantity. h. Verify that the new “Total Quantity” is correct with the addition/subtraction of this LIC. i. If all the quantities are correct click the “Line Item Changes” tab in the upper left corner.
Then print the LIC by clicking the “Print Line Item Change” button and assemble the package (see Exhibit IX.H&I).
6. After all the signatures have been obtained, the original copy of the Line Item Change must be
turned into Records and Estimates. For IDOT/Federally-funded projects, a copy shall be placed in the IDOT mailbox on the sixth floor of 30 North LaSalle.
E. PROPOSAL / MODIFICATION LOG
1. The Proposal / Modification Log is generated from the CDOT Construction Management Website and is to be included as part of the CRM packet. This report is updated automatically and requires no user intervention.
2. On the individual PCM page, enter the PCMs CM, BC and approval numbers; amount paid
for the PCM and the pay estimate number on which the PCM was paid on the line “Contract Modification.” Enter this information for any Adjusted Contract Modifications as well.
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Exhibit IX.A
Required Copies: 10 (Original + 9 copies)
(copy)
w/ signature page
* = Always required
** = Include when applicable
Line Item Change**
Proposed Contract Modification *
Proposed Contract Modification
Package Checklist
Sketches, Drawings or relevant details **
Contractor's Audited Cost Proposal or
Engineer's Estimate*
Request for Additional Federal Funding **
(paper clipped to original package)
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Exhibit IX.B
Page 62
Exhibit IX.B
Page 63
Exhibit IX.B
Page 64
Exhibit IX.B
Page 65
Exhibit IX.C
Page 66
Printed 6/5/2012 D1 OP0030
Request for Additional Federal Funding
Please attach a copy of this approved form when submitting the BC 22, Authorization of Contract Change.
Local Agency: County:
Section:
Project Description: Project Description:
Route:
District: 1
Request Number: IDOT Contract No.:
State Job No.:
Awarded Contract Value: Federal Project No.:
Local Agency Contract No.:
Estimated Cost of this Authorization: Local Agency Project No.:
Location and Description of Work:
Reason:
Cost Breakdown:
Date Prepared By Date Engineer of Project Implementation
Date Bureau Chief of Construction Date Regional Engineer
Exhibit IX.C
Page 67
Exhibit IX.D
Required Copies: 3 (Original + 2 copies) for Records and Estimates (Original must be single-sided)
1 CDOT Construction Manager (if 10% memo is used)
1 CDOT Project Manager (at the discretion of the Project Manager)
* = Always required
** = Include when applicable
(use if 10% over original PCM amount)
Interoffice Memorandum (10% Memo) **
Record of Negotiation *
Drawings or Sketches of Extra Work Areas**
Copy of Approved PCM (with signatures
and back-up)*
Contractor's Audited Proposal or Final
Invoice w/ Back-up Billing *
Material Invoices**
Record of Negotiation
Package Checklist
Additional miscellaneous back-up**
DO NOT include certified payrolls
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Exhibit IX.E
Page 69
Exhibit IX.F
Page 70
Exhibit IX.G
Page 71
Exhibit IX.G
Page 72
Exhibit IX.H
Required Copies: 1 (Original)1 CDOT Project Manager1 for Federally funded projects (placed in the IDOT mailbox at Records and Estimates)
(paper clipped to the original copy)
* = Always required** = Include when applicable
Line Item Change *
Line Item ChangePackage Checklist
Request for Additional Federal Funding**
Page 73
Exhibit IX.I
Page 74
Exhibit IX.I
Page 75
Exhibit IX.I
Page 76
Printed 6/5/2012 D1 OP0030
Request for Additional Federal Funding
Please attach a copy of this approved form when submitting the BC 22, Authorization of Contract Change.
Local Agency: County:
Section:
Project Description: Project Description:
Route:
District: 1
Request Number: IDOT Contract No.:
State Job No.:
Awarded Contract Value: Federal Project No.:
Local Agency Contract No.:
Estimated Cost of this Authorization: Local Agency Project No.:
Location and Description of Work:
Reason:
Cost Breakdown:
Date Prepared By Date Engineer of Project Implementation
Date Bureau Chief of Construction Date Regional Engineer
Exhibit IX.I
Page 77
Exhibit IX.J
Page 78
Exhibit IX.K
Page 79
SECTION X: PAY ESTIMATES
GENERAL PROCEDURES
1. Pay estimates must be submitted by the CCE at least monthly and are generated from the CDOT Construction Management Website.
2. The pay estimate consists of two items: A “Report of Work Completed” sheet (see Exhibit
X.B) and a line item breakdown sheet (see Exhibit X.C). There is one additional form to be submitted with the first pay estimate only (see Exhibit X.A). This form is a checklist of items, which must be satisfied by the General Contractor before the first pay voucher will be released.
3. The following is a description for filling out the “Report of Work Completed” sheet:
Fill in all contract information at the top of the sheet.
a. In the grid under the contract information, check the box indicating that a line item sheet
is attached. If any PCM work is being paid on this estimate, enter this information into the grid also. Be sure to enter the information for both the current estimate and the total to date.
b. Complete checklist items 1-3:
i. Determine whether any PCMs can be paid. If so, list them in the box as described in (b) above. If not, check the “none” box.
ii. If a Line Item Change was completed in conjunction with the Pay Estimate, check
the appropriate box and attach a copy. c. List the sub-contractors from whom partial waivers should be obtained. These waivers
need to be obtained from all Contractors who worked during the pay period. The exception is the first pay estimate, which does not require any waivers.
d. Make sure that all sub-contractors have been submitted for approval by the General
Contractor. In addition, check to make sure the sub-contractors have insurance make sure the General Contractor’s insurance has not expired and be sure that all permits are valid and on file.
e. List the names of the sub-contractors who have worked during the pay period but have
not submitted certified payrolls. f. Complete the self-explanatory checklist items 6-9. If the project is State or Federally
funded, a copy of the Pay Estimate must be placed in the IDOT mailbox in the Records and Estimates section.
g. Sign and date the summary sheet and include both your field office telephone number
and mobile phone number. This is very important so that Records and Estimates may contact you with any questions.
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h. Prior to submitting the pay estimate to Records and Estimates, the summary sheet must be initialed by the Construction Manager.
i. For IDOT/Federally-funded projects, a copy of the pay estimate must be placed in the
IDOT mailbox on the sixth floor of CDOT. 4. The pay estimate line item breakdown is generated from the CDOT Construction
Management Website. The following describes the procedure for filling out the line item breakdown:
a. Log onto the website with your username and password. b. Under the “Modifications” heading highlight and select “Pay Estimates.” All previous Pay
Estimates should be listed on the title page of this section. c. Select the button entitled “Copy All Items to New Pay Estimate.”
d. Enter the Pay Estimate number and the date. Then select the “Update” button.
e. Select the “Items” tab from the top left corner. Verify that all the correct line item
descriptions, bid quantities, units and unit prices are in the appropriate columns for the project.
f. Enter the quantity for work completed since the previous pay estimate under the
heading “Current Quantity” in column (5).
g. Click the “Update Totals” button in the upper left corner to tabulate the new to date quantity and pay estimate earned for this period. Make sure to click “Update Totals” prior to changing pages within the Pay Estimate or the information will not be saved.
h. If all the earned quantities to date are correct click the “Pay Estimates” tab in the upper
left corner. Then print the current pay estimate by clicking the “Print Pay Estimate” button (see Exhibit X.B).
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DEPARTMENT OF TRANSPORTATION DIVISION OF ENGINEERING
INTEROFFICE MEMORANDUM
DATE: TO: MOHAMMED PAKSHIR - RECORDS AND ESTIMATES FROM: - RESIDENT ENGINEER SUBJECT: FIRST PAYMENT REQUEST PROJECT: The following required information are being submitted together with our attached first pay request for C.D.O.T. Project No._______ : ________________________________________.
Submitted Item Contract Requirements
Yes No
1 Approved Schedule
2 Request for Approval of Sub-Contractors
3 Both Insurance Policies Received (OCP & Liability)
4 Field Office Equipment Provided
5 Forms: SBE-1146 & BC-255 if a Trainee Line Item exist.
* HOLD PAYMENT?
Note to Records & Estimates Engineer: Attached a copy of this report to the first pay request. ___________ Resident Engineer Attachment: Pay Estimate No. 1
Exhibit X.A
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SHEET OF
PROJECT NO.
CONTRACT ESTIMATE NO.CONTRACT NO. FOR THE PERIOD FROM TOCONTRACTOR
ITEMOR
PCM
If contract is Lump Sum, indicate percentage completed this period on the table above.If contract is Line Items, attach separate sheet for Line Items. Line Item Sheet attached
Before submitting this estimate, please go through the following check list and attach all information as required:
1. List PCMs that are to be paid in the table above. Use a separate sheet if necessary. listed none
2. Attach separate Line Item Sheet for any Line Item changes. attached none
3. List names of Sub-Contractors and Suppliers worked during the above period from whom partial waivers are to be obtained.
SUB-CONTRACTORS & SUPPLIERS listed below none
1. 5.2. 6.3. 7.4. 8.
4. Make sure a) the approved Request for Material Inspection forms have been or are being submitted submitted to CDOT QA along with this pay estimate for quantities to be paid in this estimate. No payments are to be made without approved RFIMs. b) General Contractor submitted subs for approval (also BC-260A for FHWA jobs). verifiedc) All subs have insurance. verifiedd) General Contractor's Insurance has not expired. verifiede) All permits are valid and on file. verified
5. List names of Sub-Contractors worked during the above period but did not submit payrolls:
SUB-CONTRACTORS
1. 5.2. 6.3. 7.4. 8.
6. If the job is Federally funded, submit a copy of the Pay Estimate to IDOT. submitted
7. Notify CDOT QA ([email protected]) when the project is 70% physically complete notified 80% (mark appropriate box) none 90%
8. If job is 100% physically complete, attach separate File Letter showing project completion date. attachednone
9. If final voucher, inform Contractor to submit following:As-Builts to the Resident Engineer.Written guarantees, if any, to the Resident Engineer.Federal and State PaperworkFinal Waivers to Records and Estimates Section
Date E-mail address: Resident Engineerrev. 5/22/2009 Telephone No: Mobile No:
CITY OF CHICAGODEPARTMENT OF TRANSPORTATION
DIVISION OF ENGINEERING
DESCRIPTION, LOCATION, SKETCHES QUANTITY OR PERCENT
REPORT OF WORK COMPLETED
REMARKS, REFERENCES TOTALTO DATECURRENT
UNIT
Exhibit X.B
Page 83
CITY OF CHICAGODEPARTMENT OF TRANSPORTATIONDIVISION OF ENGINEERINGTorrence Avenue Vertical Lift Bridge RehabilitationE-5-431PAY ESTIMATE: LINE ITEM BREAKDOWN
PROJECT: Torrence Avenue Vertical Lift Bridge RehabilitationPROJECT NO.: E-5-431CONTRACT NO.: 24649SPECIFICATION NO.: 82899GENERAL CONTRACTOR: F.H. Paschen, S.N. NielsenESTIMATE NO.: 14ESTIMATE DATE: 5/22/2012BID AMOUNT: $24,078,913.12TO DATE AMOUNT: $2,727,799.10THIS ESTIMATE AMOUNT: $343,600.00% TO DATE: 11.33%% ESTIMATE AMOUNT: 1.43%
Exhibit X.C
Page 84
PROJECT: Torrence Avenue Vertical Lift Bridge RehabilitationPROJECT NO.: E-5-431
CONTRACT NO.: 24649SPECIFICATION NO.: 82899
GENERAL CONTRACTOR: F.H. Paschen, S.N. NielsenESTIMATE NO.: 14
ESTIMATE DATE: 5/22/2012
No. Description BidQty. Unit Current
Qty.To DateQty.
UnitPrice
BidAmount
CurrentAmount
To DateAmount
1 MOBILIZATION 1 L. SUM 0.15 0.9 $1,400,000.00 $1,400,000.00 $210,000.00 $1,260,000.00
2 TRAFFIC CONTROL AND PROTECTION 1 L. SUM 0.03 0.7 $250,000.00 $250,000.00 $7,500.00 $175,000.00
3 TEMPORARY CONCRETE BARRIER 96 FT. 0 96 $30.00 $2,880.00 $0.00 $2,880.00
4 TEMPORARY CHAIN LINK FENCE 500 FT. 0 0 $16.89 $8,445.00 $0.00 $0.00
5 ENGINEER'S FIELD OFFICE 18 CAL. MO. 0.5 7.8 $2,200.00 $39,600.00 $1,100.00 $17,160.00
6 TRAINEES 2000 HRS. 0 0 $0.80 $1,600.00 $0.00 $0.00
7 MAINTENANCE OF NAVIGATION 1 L. SUM 0 0 $5,000.00 $5,000.00 $0.00 $0.00
8 REMOVAL OF EXISTING SUPERSTRUCTURES 1 L. SUM 0 0.02 $4,800,000.00 $4,800,000.00 $0.00 $96,000.00
9 REMOVAL OF MISCELLANEOUS ITEMS 1 L. SUM 0 0 $50,000.00 $50,000.00 $0.00 $0.00
10
REMOVAL OF DETERIORATED CONNECTORS AND REPLACEMENT WITH HIGH STRENGTH BOLTS (SEE NOTE 1, DESIGN SHEET G2)
5000 EACH 0 0 $32.50 $162,500.00 $0.00 $0.00
11 (ITEM NOT USED) 0 N/A 0 0 $0.00 $0.00 $0.00 $0.00
12 (ITEM NOT USED) 0 N/A 0 0 $0.00 $0.00 $0.00 $0.00
13FURNISHING AND ERECTING STRUCTURAL STEEL
1 L. SUM 0 0 $3,255,000.00 $3,255,000.00 $0.00 $0.00
14FURNISHING AND ERECTING FIELD IDENTIFIED STEEL
50000 LBS. 0 0 $10.50 $525,000.00 $0.00 $0.00
15FURNISHING AND ERECTING 5" GRATING, HALF CONCRETE FILLED
12410 SQ. FT. 0 0 $135.00 $1,675,350.00 $0.00 $0.00
16 DRAINAGE SCUPPERS 8 EACH 0 0 $4,000.00 $32,000.00 $0.00 $0.00
17FURNISHING AND ERECTING FIBERGLASS SIDEWALK DECK
6034 SQ. FT. 0 0 $50.00 $301,700.00 $0.00 $0.00
18 BRIDGE BEARING REHABILITATION 1 L. SUM 0 0.4 $35,686.00 $35,686.00 $0.00 $14,274.40
19 ORNAMENTAL BRIDGE RAILING 960 FT. 0 0 $149.95 $143,952.00 $0.00 $0.00
20 COUNTERWEIGHT REHABILITATION 1 L. SUM 0 0.78 $333,588.00 $333,588.00 $0.00 $260,198.64
21CONTAINMENT AND DISPOSAL OF LEAD PAINT CLEANING RESIDUES
1 L. SUM 0 0.07 $750,000.00 $750,000.00 $0.00 $52,500.00
22CLEANING AND PAINTING EXISTING AND NEW STRUCTURAL STEEL
1 L. SUM 0 0.1 $1,500,000.00 $1,500,000.00 $0.00 $150,000.00
23 BIRD SCREEN CLOSURES 20 EACH 0 0 $847.00 $16,940.00 $0.00 $0.00
24 BRIDGE BALANCING CALCULATIONS 1 L. SUM 0 0 $51,200.00 $51,200.00 $0.00 $0.00
25FORMED CONCRETE REPAIR (DEPTH EQUAL TO OR LESS THAN 5")
1265 SQ. FT. 0 0 $85.00 $107,525.00 $0.00 $0.00
26FORMED CONCRETE REPAIR (DEPTH GREATER THAN 5")
1570 SQ. FT. 0 0 $100.00 $157,000.00 $0.00 $0.00
27 EPOXY CRACK INJECTION 118 FT. 0 0 $40.00 $4,720.00 $0.00 $0.00
28
REINFORCING BARS, EPOXY COATED (SEE NOTE 2, DESIGN SHEET G2)
7050 LBS. 0 0 $1.91 $13,465.50 $0.00 $0.00
29 PIPE HANDRAIL 280 FT. 0 0 $72.89 $20,409.20 $0.00 $0.00
Exhibit X.C
Page 85
30 CHAIN LINK FENCE 178 FT. 0 0 $27.89 $4,964.42 $0.00 $0.00 31 CHAIN LINK GATES 3 EACH 0 0 $875.00 $2,625.00 $0.00 $0.00
32 RAILROAD BRIDGE SECURITY FENCE 1 L. SUM 0 0 $29,865.00 $29,865.00 $0.00 $0.00
33 GALVANIZED GRATING 70 SQ. FT. 0 0 $55.00 $3,850.00 $0.00 $0.00
34 REMOVAL OF NAVIGATION SYSTEM 1 L. SUM 0 0 $96,000.00 $96,000.00 $0.00 $0.00
35 FENDER SYSTEM 1 L. SUM 0 0 $650,400.00 $650,400.00 $0.00 $0.00
36 ARCHITECTURAL WORK 1 L. SUM 0 0.02 $1,090,000.00 $1,090,000.00 $0.00 $21,800.00
37
CLEAN, INSPECT AND LUBRICATE COUNTERWEIGHT WIRE ROPES
1 L. SUM 0 0 $150,000.00 $150,000.00 $0.00 $0.00
38DISASSEMBLY AND ASSEMBLY OF THE MAIN DRIVE MACHINERY
1 L. SUM 0 0.5 $250,000.00 $250,000.00 $0.00 $125,000.00
39 MAIN SPEED REDUCERS 1 L. SUM 0 0.117 $600,000.00 $600,000.00 $0.00 $70,200.00
40 BRONZE BEARING BUSHINGS AND LINERS 1 L SUM 0 0 $150,000.00 $150,000.00 $0.00 $0.00
41 FLEXIBLE COUPLINGS 1 L SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
42
REMOVAL OF EXISTING AND INSTALLATION OF NEW SPAN LOCK SYSTEMS
1 L SUM 0 0.5 $100,000.00 $100,000.00 $0.00 $50,000.00
43MACHINERY BRAKE MANUAL RELEASE MECHANISMS
1 L SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
44 MACHINERY GUARDING 1 L SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
45MACHINERY ROOM AUTOMATIC LUBRICATION SYSTEMS
1 L. SUM 0 0 $200,000.00 $200,000.00 $0.00 $0.00
46 MOTOR THRUSTER BRAKES 1 L. SUM 0 0.25 $150,000.00 $150,000.00 $0.00 $37,500.00
47 REHABILITATION OF THE BALANCE CHAINS 1 L. SUM 0.5 0.5 $250,000.00 $250,000.00 $125,000.00 $125,000.00
48 REHABILITATION OF THE BUFFER CYLINDERS 1 L. SUM 0 0.4 $200,000.00 $200,000.00 $0.00 $80,000.00
49 REHABILITATION OF THE ROADWAY BARRIERS 1 L. SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
50 REHABILITATION OF THE SPAN GUIDE ROLLERS 1 L. SUM 0 0.18 $100,000.00 $100,000.00 $0.00 $18,000.00
51 SPAN LOCK MACHINERY 1 L. SUM 0 0.05 $200,000.00 $200,000.00 $0.00 $10,000.00
52 MAIN SPEED REDUCERS MOUNTING FRAMES 1 L. SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
53 TOWER ELEVATORS AND DRIVE SYSTEMS 1 L. SUM 0 0 $600,000.00 $600,000.00 $0.00 $0.00
54
REHABILITATION OF TOWER SHEAVES, RING GEARS AND TRUNNION BEARINGS
1 L SUM 0 0.33 $100,000.00 $100,000.00 $0.00 $33,000.00
55 TRAVERSE FLOATING SHAFTS 1 L SUM 0 0.38 $100,000.00 $100,000.00 $0.00 $38,000.00
56 AC MOTORS 1 L SUM 0 0.068 $294,648.00 $294,648.00 $0.00 $20,036.06
57 CONTROL SYSTEM 1 L. SUM 0 0 $250,000.00 $250,000.00 $0.00 $0.00
58 DRY TYPE TRANSFORMER 1 L. SUM 0 0 $55,000.00 $55,000.00 $0.00 $0.00
59 ELECTRICAL DEMOLITION 1 L. SUM 0 0.75 $95,000.00 $95,000.00 $0.00 $71,250.00
60 ELECTRICAL REQUIREMENTS 1 L. SUM 0 0 $1,100,000.00 $1,100,000.00 $0.00 $0.00
61 ELECTRICAL SERVICE INSTALLATION 1 L. SUM 0 0 $300,000.00 $300,000.00 $0.00 $0.00
62 ELECTRICAL UTILITY SERVICE INSTALLATION 1 L. SUM 0 0 $25,000.00 $25,000.00 $0.00 $0.00
63 GROUNDING AND LIGHTNING PROTECTION 1 L. SUM 0 0 $40,000.00 $40,000.00 $0.00 $0.00
64 LIGHTING SYSTEMS 1 L. SUM 0 0 $20,000.00 $20,000.00 $0.00 $0.00
65 MANUAL TRANSFER SWITCHES 1 L. SUM 0 0 $5,000.00 $5,000.00 $0.00 $0.00
66 MOTOR CONTROL CENTER 1 L. SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
67 PANEL BOARDS 1 L. SUM 0 0 $6,000.00 $6,000.00 $0.00 $0.00
68PEDESTRIAN WARNING AND COMMUNICATION SYSTEM
1 L. SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
Exhibit X.C
Page 86
69 RESISTOR BANKS 1 L. SUM 0 0 $135,000.00 $135,000.00 $0.00 $0.00
70 ROAD AND WALKWAY TRAFFIC GATES 1 L. SUM 0 0 $5,000.00 $5,000.00 $0.00 $0.00
71 SERVICE ENTRANCE METERING SECTIONS 1 L. SUM 0 0 $45,000.00 $45,000.00 $0.00 $0.00
72
SERVICE ENTRANCE RATED BYPASS ISOLATION TRANSFER SWITCH
1 L. SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
73 SYSTEM INTEGRATOR 1 L. SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
74 VARIABLE FREQUENCY DRIVES 1 L. SUM 0 0 $25,000.00 $25,000.00 $0.00 $0.00
75 WOUND ROTOR MOTOR STARTER CONTROLLER 1 L. SUM 0 0 $100,000.00 $100,000.00 $0.00 $0.00
76NAVIGATION OBSTRUCTION WARNING LUMINAIRES
1 L. SUM 0 0 $7,000.00 $7,000.00 $0.00 $0.00
Exhibit X.C
Page 87
SECTION XI: INSPECTION PROCEDURES
A. GENERAL INSPECTION NOTES
1. All inspection and monitoring should be done in accordance with and to the extent described
in the following IDOT documents which can be found on IDOT’s website.
• IDOT Construction Manual (http://www.dot.state.il.us/constructionmanual/manualtoc.html) • Project Procedures Guide (http://www.dot.state.il.us/materials/projectproceduresguide.html)
2. The Contractor is required to submit a list of material suppliers indicating the type of material
and the corresponding item/specification/drawing numbers for approval. Material suppliers are to be IDOT-approved and their respective IDOT producer numbers should be indicated on the list.
3. The Contractor is required to submit a list of all dump sites where material will be shipped.
This submittal should also include a copy of the dump site’s current permit. The CCE is to collect dump tickets regularly and withhold payment if not submitted.
4. The Contractor must submit the Request for Inspection of Material (RFIM) form (Exhibit XI.A)
with all backup documentation to the CCE for each material supplier. The forms are to be properly filled out and submitted to the CCE at least 14 working days prior to anticipated use. If more than one source is being used, a separate request form for each source is required. All certifications or letters of compliance and all applicable documentation are to be included. IDOT’s website contains a current list of all approved material and sources (http://www.dot.state.il.us/materials/materialslist.html).
5. The RFIM form can be found on the login page of the CDOT QC/QA website. The website
address is http://www.cdotqcqa.com. Click on the dropdown menu next to “Forms.” The online version of the form will be the most current version and the correct one to use. Discard any old forms.
6. For contracts that contain QC/QA specifications (IDOT Standard Specifications for Road and
Bridge Construction, Article 1030 (HMA) or Supplemental Specification and Recurring Special Provisions, Check Sheet #31 (PCC), the Contractor is required to submit, to the CCE, a copy of the IDOT approval letter for the producer’s Annual QC Plan. The CCE should verify that the current annual plan is on file with CDOT QA.
7. A project-specific QC Addendum, which addresses how the Contractor proposes to control
production of the mix at the plant and placement of the mix in the field, must be submitted to the CCE for review and approval prior to any mix being placed on site (Exhibits XI.B, (HMA) and XI.C (PCC)). Verification of approval for any equipment or laboratories anticipated for use on the contract must be included with the addendum. A copy of the current CDOT QC Addendum form can be found on the login page of the CDOT QC/QA website. This is the most current version of the form. The Contractor shall not use the IDOT QC Addendum form. A copy of the completed, approved project-specific QC Addendum shall be retained as part of the project records.
8. The Contractor must give sufficient advance notice to permit inspection of the material at the
source or at the job site for materials that are not on an IDOT-approved materials list. The Contractor must also notify the material supplier that City/State inspection is required and warn the supplier not to ship without proper inspection.
9. All sections have been written assuming the Contractor is performing QC. If the contract does
not include Contractor QC, CDOT QA will set up and perform plant and field testing based on placement notifications made by the CCE on the database.
10. A copy of approved Requests for Inspection of Materials (RFIM) shall be sent to:
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Chicago Department of Transportation 30 North LaSalle, Suite 400 Chicago, IL 60602 Attn: Rob Labrador
A transmittal letter is required to accompany the approved RFIM Forms (Exhibit XI.D). A copy of this letter can be found on the login page of the QC/QA website under “Forms.” Click on “” When Hot Mix Asphalt or Portland Cement Concrete is inspected for pay items using units of measure other then tons or cubic yards, respectively the “Daily Material Assignment of Hot Mix Asphalt and Portland Cement Concrete” form must be completed (Exhibit XI.E). The purpose of this document is to properly distribute the quantity listed on the inspection reports to each pay item that used that material based on the attached reports but expressed in equivalent pay item units for each item. The most current version of this form can also be found on CDOT QC/QA website under “Forms.” Click on “HMA/PCC Daily Material Assignment Form” to download a copy of the file.
An overall schematic of the processes involved in material approval, scheduling, and inspection has been compiled into a series of flow charts (Exhibit XI.F). These charts are intended to assist the CCE with understanding each aspect of the material inspection process and how they are all integrated together resulting in the final acceptance of materials on a project.
The units indicated on all RFIM’s must match the units of the back-up documentation. For example, if the back-up documentation (LA-15 or test) for thermoplastic pavement marking is in pounds, the quantity on the RFIM must also be in pounds. The CCE must determine if the amount of inspected material is equal to or greater than the amount of material incorporated into a project. A list of conversion factors can be found at http://www.dot.state.il.us/materials/mistic/payitemmaterial.pdf
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B. CONCRETE (MISCELLANEOUS CONSTRUCTION)
1. APPROVAL PHASE
a. The Contractor is to submit a project-specific QC Addendum in accordance with the Contract Documents to the CCE at least 14 days prior to the anticipated start of production on the project.
b. The CCE shall log in and review the submittal for completeness per Section III:
Submittals of this manual. If the submittal is found to be incomplete, it should be returned to the contractor for revisions and a resubmittal. The CCE must verify that the proposed concrete meets the specific class and strength requirements specified for each pay item. CDOT QA has available on its website (http://www.cdotqcqa.com) a current list of IDOT/CDOT-approved mixes including class and application under the specific CDOT Certified Producer for which they were approved.
c. If the proposed mix design is not listed on the CDOT QA website, CDOT QA will review
the proposed mix design. If the mix is a special mix for a specific project, copies of the appropriate specifications shall accompany the mix design information when it is submitted to CDOT QA for review. If the mix is found to be unacceptable, it will be returned to the CCE with necessary comments. The CCE should then forward the comments to the Contractor for revisions and resubmittal.
d. If the mix designs are correct and appropriate for the respective pay items, the submittal
should be stamped approved by the CCE. The approved submittal should then be returned to the Contractor. The CCE should forward a copy of the approved submittal, including the correctly completed project specific QC Addendum to CDOT QA. Information can be e-mailed to [email protected]. Be sure that the project number and CCE contact information accompanies the submittal.
e. If the mix designs are not acceptable or the submittal is found to be incomplete, it should
be stamped accordingly with comments added and returned to the Contractor for revisions and resubmittal.
f. Once the QC Addendum is approved, only CDOT Certified suppliers listed on the CDOT
QC/QA website and listed in the approved QC Addendum will be allowed to provide material to the project.
g. Additionally, proper material placement notification must be made by 3:00 p.m. the day
prior to placing any material. If separate locations in a single contract are receiving material utilizing different designs or are from different plants under the approved supplier for the contract, separate material placement notifications must indicate each location and each material source. Changes in supplier after the 3:00 p.m. deadline shall be cause for non-payment and/or rejection by the CCE.
2. CONSTRUCTION PHASE
a. The CCE is responsible for completing the Material Placement Notification form on the
CDOT QA website by 3:00 p.m. of the work day prior to the pour. Instructions for filling out the online placement form can be obtained from the login page of the CDOT QC/QA website (http://www.cdotqcqa.com).
b. The CCE should also verify with the Contractor that the Contractor’s QC personnel will be
available at the plant and on site. Failure to have QC personnel at either the plant or the site is cause to cancel or delay the production and placement of material.
c. CDOT QA will be responsible for scheduling the required Quality Assurance testing
based on the information provided by the CCE in the Material Placement Notification.
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d. The following QC reports will be generated at the plant and in the field for concrete placements.
i. Concrete Air, Slump and Quantity Report (MI-654)(Field) ii. P.C. Concrete Strength Report (MI-655)
The CCE must track all concrete pours and ensure that these reports are being submitted by QC personnel on a daily basis.
e. An electronic copy of each QC report in Excel format must be sent from the QC
personnel to CDOT QA. These reports must be sent daily by e-mail to [email protected] or by fax to (312) 669-0822.
f. Originals of the QC reports, signed in blue ink, are to be mailed (weekly) to:
Chicago Department of Transportation 30 North LaSalle, Suite 400 Chicago, IL 60602 Attn: Cindy Williams
g. CDOT QA test results will be posted directly to the CDOT QC/QA website and will be
available for the CCE to review.
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Truck Delivery Tickets (Exhibit XI.G).
i. The CCE inspector should collect each truck ticket prior to material placement. Verify
that the proper mix has been delivered. If concrete is being delivered by a company other than the one producing the mix, the concrete delivery tickets should be provided by the producer of the material, not the transporter. Note the batch time that is stamped on the ticket and ensure that the concrete is discharged within the time allowed by the specifications.
ii. Record the CCE inspector’s initials, the actual location of the pour, concrete
temperature, air/slump test results, time of discharge, quantity of water added, drum revolutions, and test cylinder identification (if taken) in a hardbound field book. Concrete temperature, air/slump test results, and cylinder information are to be obtained from the Contractor’s QC personnel and the CDOT QA personnel performing on-site testing. The materials testing personnel will advise the CCE if the materials tested on site are within specification requirements. It is the responsibility of the Contractor’s QC Manager to reject materials that do not meet specifications. The reason for rejection must be noted on the ticket.
iii. The CCE inspector is to bind the individual tickets together with an adding machine
tape attached to them identified with the date, contract number, location or element of the pour, pay item associated with the pour, and the total quantity delivered. The tape should be initialed by the persons measuring, calculating, and checking the calculations. The delivered quantity should be entered in the Quantity Book and the tickets filed under 2902.0, Concrete.
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b. Measurements and Volume Calculations of the Completed Work.
i. These are to be entered into a hardbound field book or attached to the Inspector’s
Daily Report (IDR), entered and cross-referenced in the Quantity Book as progress documentation to substantiate payment. Actual volume of material used should be compared to the theoretical volume and expressed as a percentage (yield) of the theoretical volume. Yield checks are to be done on a daily basis.
ii. Clearly identify the specific locations of thickness determinations (depth checks)
taken at IDOT-specified intervals for the particular item being constructed. The thickness determinations made during the course of the work must be recorded either on the IDR form or in a hardbound field book. Location of thickness determinations must be identified in the Field Book.
c. Testing Reports to be Maintained:
i. File 2902.2, Batch Plant Reports. ii. File 2902.3, Field Testing Reports, Concrete Air, Slump and Quantity Report (MI-654)
from the site. Maintain a log of test results with the corresponding backup reports. iii. File 2902.4, Test Cylinder Reports, P.C. Concrete Strength Report (MI-655). Maintain
a log of test results with the corresponding backup reports.
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C. CONCRETE (SUPERSTRUCTURE)
1. APPROVAL PHASE
For general procedure, see CONCRETE (MISCELLANEOUS CONSTRUCTION).
2. CONSTRUCTION PHASE
a. For general procedure, see CONCRETE (MISCELLANEOUS CONSTRUCTION). b. Material testing requirements for superstructure concrete are more stringent than for
other types of concrete work:
i. Air content tests must be taken in the field from every load delivered to the site. ii. If a pump or conveyor is used for placement of the mix, additional air tests must be
taken at the discharge end. These are to be correlated with the results of the tests taken at the ready-mix truck discharge to determine the percentage of air entrainment lost in the placement process. Appropriate adjustments can be made to the amount of air entraining agent added to the mix to compensate for this loss. The following schedule is to be used:
1. The first three loads of the day should be correlated. 2. If the pump is relocated, the first three loads after repositioning must be
correlated. 3. If the angle of the pump arm changes by more than 45 degrees, the next three
loads must be correlated. 4. Correlations must be done for each pump being used on the project and at a
minimum of quarter points of the overall placement quantity. 5. Slump tests must be taken every 50 CY (every load for microsilica and latex
overlay mixes).
iii. The QC personnel assigned to the plant will communicate the allowable quantity of water that may be added at the jobsite without exceeding the designed water / cement ratio for the mix. If a superplasticizer is used, no water may be added after the addition of the superplasticizer. This information will normally be sent with the first load delivered to the site or anytime an adjustment to the mix has been made at the plant. If it is not sent, it is the responsibility of the CCE to contact the material testing personnel by phone or radio to obtain this information.
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Minutes of pre-pour meeting held with Contractor prior to the pour. b. Hardbound field book with the following information:
i. Record of measurements from the “dry run” taken at fillet points from the bottom of
roller (or screed) of the finishing machine to the surface of the deck forming material. Note any adjustments made to the form surface to achieve required thickness.
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ii. Record of physical depth checks taken with a probe during the deck pour. Ideally, these should be at locations corresponding to the “dry run” measurements previously taken.
iii. Record of air and slump tests, concrete temperatures, ready-mix truck drum
revolutions, batching time stamps, truck arrival and discharge times. The CCE is to obtain air/slump, concrete temperature, and cylinder information from QC.
iv. Record of all Contractor personnel, equipment, and all other pertinent information.
c. Truck Delivery Tickets:
For Requirements see: CONCRETE (MISCELLANEOUS CONSTRUCTION). d. Measurements and Volume Calculations of the Completed Work:
For Requirements see: CONCRETE (MISCELLANEOUS CONSTRUCTION). e. Testing Reports to be Maintained:
For Requirements see: CONCRETE (MISCELLANEOUS CONSTRUCTION).
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D. REINFORCING STEEL
1. APPROVAL PHASE
a. Reinforcing bars must be supplied by an Illinois Department of Transportation Certified Producer whether they are epoxy-coated or not.
b. Epoxy-coated reinforcing bars will be inspected at the source where a state inspector is
available (IDOT approved list). c. The Contractor shall submit a list of proposed material suppliers to the CCE no less than
14 days prior to anticipated use so that appropriate testing procedures and reports can be determined. If the proposed material suppliers are not acceptable the CCE shall return the submittal to the Contractor for revision and resubmittal.
d. If the material suppliers are acceptable, the CCE shall mark the submittal as “No
Exceptions” and return a copy to the Contractor.
e. On State or Federal projects for which reinforcing bar splicers are used, and the project quantity is greater than 100, a sample of the bars must be given to IDOT for testing and approval. This requirement can be found in the Material Inspection Manual on the IDOT website.
2. CONSTRUCTION PHASE
a. The Contractor shall submit three completed copies of the RFIM form along with the appropriate material inspection and delivery tickets. The CCE will verify delivery tickets with tags on the rebar bundles.
b. The CCE shall approve the RFIM form and assign a T-number. The CCE shall then
forward one copy of the RFIM with the appropriate T-number to the Contractor. Additionally, the CCE shall submit one copy of the RFIM with assigned T-numbers to CDOT QA for further processing.
c. Bar placement will be verified per the approved shop drawings or contract plans.
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files: a. Truck delivery tickets (bar lists). Individual tickets are to be reconciled with RFIMs and its
associated T-number. b. Weight calculations based on Bill of Materials and actual placement. c. Copies of approved RFIM.
d. Testing Reports to be Maintained:
File 2902.5, Rebar Mill Certification Mill certifications, epoxy coating mil thickness reports, reports submitted from reinforcing steel producer, LA-15s.
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E. STRUCTURAL & ARCHITECTURAL STEEL
1. APPROVAL PHASE
a. The Contractor is to submit six copies of shop drawings for review and approval by the CCE at least 30 days prior to the start of production. The submittal packet should also contain the shop / field Welding Procedure(s) Specifications (WPS), Welder Performance Qualification Records (WPQR), shop painting procedures, and appropriate AISC certifications (Steel Building Structures, Simple Steel Bridges, Major Steel Bridges, Bridge Component Standard).
b. The CCE shall log in and review the submittal for completeness per Section III:
Submittals of this manual. If the submittal is found to be incomplete, it should be returned to the Contractor for revisions and a resubmittal.
c. If the submittal is complete, the CCE must review the Welding Procedure(s)
Specifications (WPS), Welder Performance Qualification Records (WPQR) and shop drawings. A copy of the proposed weld procedures (shop and/or field) should be forwarded to CDOT QA for review. They must be mailed to:
CDOT QA 30 North LaSalle, Suite 400 Chicago, IL 60602 Attn: Robert Labrador
Be sure that the project number and CCE contact information accompanies the submittal. CDOT QA will recommend to the CCE approval or revision and resubmittal by the Contractor.
d. The shop drawings should be reviewed and stamped accordingly with comments. If the
shop drawings are incomplete or incorrect, they should be returned to the Contractor with comments for revisions and resubmittal.
e. Once the shop drawings, Welding Procedure(s) Specifications (WPS) and Welder
Performance Qualification Records (WPQR) are reviewed and stamped “No Exceptions”, the CCE must forward two copies to CDOT QA for use during fabrication inspection. The approved shop drawings should be mailed or delivered to:
CDOT QA 30 North LaSalle, Suite 400 Chicago, IL 60602 Attn: Robert Labrador
f. A Pre-Fabrication meeting with the CCE, Contractor, Fabricator and CDOT QA must be
held at least 21 days prior to the start of fabrication so CDOT QA can review Contractor/Fabricator submittals and establish a fabrication schedule. CDOT QA will conduct the Pre-Fabrication Meeting and distribute the meeting minutes.
2. CONSTRUCTION PHASE
a. The CCE will notify CDOT QA of any changes in the fabrication schedule. Notification
addressing changes in the fabrication schedule must follow the procedures outlined under the Structural Steel Scheduling section of the CDOT QA website at www.cdotqcqa.com. CDOT QA will schedule fabrication inspection.
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b. During fabrication, documents will be generated by the fabricator and reviewed by CDOT’s QA inspector. These documents are: Welder Qualifications, Mill Test Reports, Paint Product / Galvanizing Certifications, Non-Destructive Evaluation Reports, Paint Shop Reports, and the completed RFIM, which will accompany the shipping tickets. CDOT QA will ensure that the CCE receives a copy of these reports.
c. If field welding inspection is required, the CCE must also submit notification to CDOT QA
seven days prior to commencement of operations. Notification must follow the procedures outlined under the Structural Steel Scheduling section of the CDOT QA website at www.cdotqcqa.com.
d. The CCE is responsible for the field bolting procedures and testing.
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3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Quality Assurance Manual from the Fabricator and/or Painter. b. Shipping Tickets.
c. Copies of approved RFIMs
d. Testing Reports
i. File 2903.1, Mill Certificates ii. File 2903.2, Welders Certifications iii. File 2903.3, Testing Laboratory Reports (Shop) iv. File 2903.4, Weld Inspection Reports (Field) v. File 2903.6, Field Bolting Test Reports
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F. CLEANING AND PAINTING STEEL BRIDGES
1. APPROVAL PHASE
a. The Contractor is to obtain all necessary permits in addition to those normally required to perform the work, such as:
i. Sandblasting ii. Coast Guard iii. Hazardous Waste Generator iv. Federal and State EPA
b. The Contractor is to provide all required submittals including:
i. Soil, water, and air monitoring plan ii. Lead containment and disposal plan iii. Waste analysis iv. Hazardous waste contingency plan v. Product data and color chips vi. Painting procedures and certifications
c. The CCE is to review these per Section III: Submittals of this manual. d. The Contractor must submit three completed copies of the RFIM form for the paint
material. The CCE should review and approve this form.
2. CONSTRUCTION PHASE
a. All field inspection will be performed by the CCE. b. Paint inspector’s reports must be filled out daily.
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Soil, air, and water monitoring reports (Exhibit XI.H).
b. Employee and inspector personal exposure measurement reports (Exhibit XI.I). c. Hazardous waste disposal manifests (Exhibit XI.J). d. Waste analyses or test results. e. Annual and biennial IEPA and USEPA reports. f. Copies of approved RFIMs.
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g. Paint IDR (Exhibit XI.K). h. Paint Film Thickness Measurement Report (Exhibit XI.L). i. Paint Inspection Progress Report (Exhibit XI.M).
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G. HOT MIX ASPHALT
1. APPROVAL PHASE
a. The Contractor is to submit a project-specific QC Addendum in accordance with Contract Documents to the CCE at least 14 days prior to the anticipated start of production on the project.
b. The CCE shall log in and review the submittal for completeness per Section III:
Submittals of this manual. If the submittal is found to be incomplete, it should be returned to the contractor for revisions and resubmittal. The CCE must verify that the proposed material (code and description) meets the specific pay item requirements. CDOT QA has available on its website (http://www.cdotqcqa.com) a current list of IDOT/CDOT-approved mixes including the corresponding material codes and descriptions under the specific CDOT Certified Producer for which they were approved.
c. If a proposed mix design is not listed on the CDOT QA website, CDOT QA will review the
proposed mix design. If the mix is a special mix for a specific project, copies of the appropriate specifications shall accompany the mix design information when it is submitted to CDOT QA for review. If the mix is found to be unacceptable, it will be returned to the CCE with necessary comments. The CCE shall then forward the comments to the Contractor for revisions and a resubmittal.
d. If the material codes and descriptions are correct and appropriate for the respective pay
items, the submittal should be stamped “No Exceptions” by the CCE. The approved submittal should then be returned to the Contractor. The CCE should forward a copy of the approved submittal, including the correctly completed project specific QC Addendum to CDOT QA. Information can be e-mailed to [email protected]. Be sure that the project number and CCE contact information accompanies the submittal.
e. If the material codes and descriptions are not acceptable or the submittal is found to be
incomplete, it should be stamped accordingly with comments added and returned to the Contractor for revisions and resubmittal.
f. Once the QC Addendum is approved, only CDOT Certified Suppliers listed on the CDOT
QC/QA website and listed in the approved QC Addendum will be allowed to provide material to the project.
g. Additionally, proper material placement notification must be made by 3:00 p.m. the day
prior to placing any material. If separate locations in a single contract are receiving material from different sources, separate material placement notifications must indicate each location and each material source. Changes in supplier after the 3:00 p.m. deadline shall be cause for non-payment and/or rejection by the CCE.
2. CONSTRUCTION PHASE
a. The CCE is responsible for completing the Material Placement Notification form on the CDOT QA website by 3:00 p.m. of the day prior to placement. This notification is required even if the contract requires Contractor Quality Control (QC). Instructions for filling out the online placement form can be obtained from the login page of the CDOT QC/QA website (http://www.cdotqcqa.com).
b. The CCE shall also verify with the Contractor that the Contractor’s QC personnel will be
at the plant and on site to control mixture production and placement. Failure to have QC
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personnel at either the plant or the site is cause to cancel or delay the production and placement of material.
c. CDOT QA will be responsible for scheduling the required Quality Assurance testing.
d. The following QC reports will be generated at the plant and in the field for asphalt
placements.
i. Bituminous Mixture Daily Plant Output (MI-305) ii. Extraction/Marshall Ignition Oven/Gyratory Test (MI-308) iii. Bituminous Core Density Testing (MI303C). and/or iv. Nuclear Density Report (Field) (MI303N)
The CCE must ensure that he receives a copy of these reports from QC personnel on a daily basis. Independent Truck Weight Checks will be performed by CDOT personnel.
e. An electronic copy of each QC report in Excel format must be sent from the QC
personnel to CDOT QA. These reports must be sent daily by e-mail to [email protected].
f. Originals of the QC reports are to be mailed (weekly) to:
Chicago Department of Transportation 30 North LaSalle, Suite 400 Chicago, IL 60602 Attn: Cindy Williams
g. CDOT QA test results will be posted directly to the CDOT QC/QA website and will be available for the CCE to review.
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Truck Delivery Tickets (Exhibit XI.N)
i. The CCE inspector should collect each truck ticket prior to material placement. Verify
that the proper mix has been delivered. ii. Record all pertinent data in a field book or on the delivery ticket. This shall include
the inspector’s initials, the actual location of material placement, and mixture temperature checks. The materials testing personnel will advise the CCE if the materials tested on site are within specification requirements. It is the responsibility of the Contractor’s QC Manager to reject materials that do not meet specifications. The reason for rejection must be noted on the ticket.
iii. The CCE inspector is to bind the individual tickets together with an adding machine
tape attached to them identified with the date, contract number, placement location, associated pay item, and the total quantity delivered. The tape should be initialed by the persons measuring, calculating and checking the calculations. The delivered quantity should be entered in the Quantity Book and the tickets filed under 2905.0, Asphalt.
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b. Current Illinois Department of Agriculture (DOA) scale decal information must be noted in the Quantity Book.
c. Measurements and Volume Calculations of the Completed Work
i. These are to be entered into a hardbound field book or attached to the Inspector’s
Daily Report (IDR), entered and cross-referenced in the Quantity Book as progress documentation to substantiate payment. Actual quantity of material used should be compared to the theoretical quantity and expressed as a percentage (yield) of the theoretical amount. Yield checks are to be done on a daily basis.
The theoretical final quantity should be calculated. Maximum payment is not to exceed 103% on items paid by tonnage.
ii. Clearly identify the specific locations of thickness determinations (depth checks)
taken at IDOT-specified intervals for the particular item being constructed. The thickness determinations made during the course of the work must either be recorded on the IDR form or in a hardbound field book. Location of thickness determinations must be identified in the Field Book.
iii. Bituminous Prime Material
1. Copy of ticket with volume established by weight ticket and calculations or
volume tickets from a DOA-approved meter (not truck delivery meter) multiplied by temperature correction. If payment is by weight, scale decal information must be noted in the Quantity Book.
2. Provide calculation of final theoretical volume. Maximum payment must not
exceed 105%.
d. Testing Reports to be Maintained:
i. File 2905.2, Batch Plant Reports Plant reports: Bituminous Mixture Daily Plant Output (MI-305), Extraction/Marshall Ignition Oven/Gyratory Test (MI-308) and Independent Truck Weight Check (BC2367)
ii. File 2905.3, Compaction / Roller Reports
Maintain records of Bituminous Core Density Testing (Field) (MI303C) and/or Nuclear Density Report (Field) (MI303N).
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H. CAISSONS
1. APPROVAL PHASE
a. The Contractor is to submit the following items to the CCE for review and approval per Section III: Submittals of this manual:
i. Caisson installation procedure
(CCE to forward a copy to O.E. Chaves, CDOT) ii. Product data for temporary casings and permanent liners
(CCE to review and approve) iii. Reinforcing steel material certifications
(CCE to process as stated in REINFORCING STEEL procedure) iv. Concrete mix design
(CCE to process as stated in CONCRETE (MISCELLANEOUS CONSTRUCTION) procedure)
b. The CCE shall forward the caisson installation procedure to your Construction Manager
for concurrence prior to beginning work.
2. CONSTRUCTION PHASE
a. Arrangements for a material inspector to perform testing of concrete should be made as
stated in CONCRETE (MISCELLANEOUS CONSTRUCTION). b. The CCE is responsible for inspection of the caisson excavation. Notify the CDOT Soils
Engineer at least 24 hours prior to excavation so that a site trip may be planned.
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Truck Delivery Tickets: i. Concrete delivery tickets as stated in procedures for CONCRETE
(MISCELLANEOUS CONSTRUCTION). ii. Reinforcing steel bar lists as stated in procedures for REINFORCING STEEL.
b. Measurements and Calculations:
i. Concrete yield calculations based on actual usage vs. theoretical volume as stated in
procedures for CONCRETE (MISCELLANEOUS CONSTRUCTION). ii. Reinforcing steel weight calculations based on Bill of Materials and actual placement
as stated in procedures for REINFORCING STEEL. iii. Field measurements documenting top and bottom elevations of caisson, temporary
casing and / or permanent liner are to be recorded in a hardbound field book. Record all pertinent data (personnel, equipment, weather, progress, etc.) in this book.
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c. Copies of approved RFIMs. d. Testing Reports to be Maintained:
i. File 2902.2, Batch Plant Reports
Concrete Air, Slump and Quantity Report (MI-654) from the plant. ii. File 2902.3, Field Testing Reports (Slump / Air)
Concrete Air, Slump and Quantity Report (MI-654) from the site. Maintain a log of test results with the corresponding backup reports.
iii. File 2902.4, Test Cylinder Reports
P. C. Concrete Strength Report (MI-655) Maintain a log of test results with the corresponding backup reports.
iv. File 2906.2, Caisson Test Reports
Reports received from Soils Engineer. v. File 2902.5, Rebar Mill Certification
Mill certifications, epoxy coating mil thickness (if any) Maintain reports from reinforcing steel producer and coating applicator.
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I. BACKFILL AND GRANULAR MATERIALS
1. APPROVAL PHASE
a. The Contractor is to submit an IDOT or CDOT approved aggregate source in accordance with the Contract Documents to the CCE at least 14 days prior to the anticipated use on the project. The submittal must clearly indicate whether proctor information is available or if proctor tests need to be performed. If proctors must be performed, CDOT QA should be notified at least seven days in advance of any density testing so that proctor values can be determined. CDOT QA will determine type, number, and quantity of samples and how these samples will be obtained. Copies of the proctor results will be posted at the QC/QA website.
b. The CCE shall log in and review the submittal for completeness per Section III:
Submittals of this manual. If the submittal is found to be incomplete, it should be returned to the Contractor for revisions and a resubmittal.
c. The CCE must review the material that has been proposed for each pay item.
Information on IDOT-approved aggregate sources can be found at their website (http://www.dot.state.il.us/materials/materialslist.html). If the submittal is found to be acceptable and appropriate, the CCE should stamp the submittal “No Exceptions.” The approved submittal should then be returned to the Contractor. The CCE should also submit a copy of the approved submittal to CDOT QA.
d. If the submittal is not acceptable, it should be stamped accordingly with comments added
and returned to the contractor for revisions and a resubmittal. e. If the Contractor intends to utilize jobsite excavated material as suitable backfill, he must
submit a completed RFIM form for approval. The CCE shall submit a Material Placement Notification form to CDOT QA for testing of the material and determination of proctor values. This request must be made at least 14 days prior to the anticipated use so that proper testing can be performed.
f. If the Contractor wishes to change the source of supply during the construction of the
project, a new submittal must be turned in to the CCE 14 calendar days prior to the change being effective.
2. CONSTRUCTION PHASE
a. The CCE is responsible for completing the Material Placement Notification form on the
CDOT QA website by 3:00 p.m. of the day prior indicating the need for density testing. Requests for compaction testing should not be made simultaneously with the request for concrete or asphalt testing. Doing this may delay material placement while compaction testing is being done. Instructions for filling out the online placement form can be obtained from the login page of the CDOT QC/QA website (http://www.cdotqcqa.com).
b. CDOT QA will be responsible for scheduling any required testing. c. The CCE is responsible for subgrade and footing bearing soil inspection. d. QA test results (MI-701n Soil Density, MI-504 Aggregate Gradation) will be posted
directly to the CDOT QC/QA website and will be available for the CCE to review.
Page 106
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Truck Delivery tickets for material delivered to the job site.
i. Collect all tickets for material delivered to the job site. ii. Record the inspector’s initials and the actual location of material placement on the
delivery ticket. iii. The individual tickets should be bound together with an adding machine tape
attached to them identified with the date, contract number, pay item, location where placed, and total tonnage delivered. If Type A aggregate is used and the item is paid by tonnage, the quantity delivered must be adjusted for moisture content in excess of 6%. The tape should be initialed by the persons measuring, calculating, and checking the calculations. The delivered quantity should be entered in the Quantity Book and the bound tickets filed under 2904.4, Stone Delivery Tickets.
iv. The theoretical final quantity should be calculated. Maximum payment is not to
exceed 108% of this final quantity on items paid by tonnage.
b. Hardbound field books or IDRs should be used to document field measurements and depth checks (where applicable). Hardbound field books are required for before and after cross-sections necessary for the calculation of embankments.
c. Copies of approved RFIMs. d. Testing Reports to be Maintained:
i. File 2904.1, Existing Soil Analysis Reports ii. File 2904.2, Backfill Analysis Reports iii. File 2904.3, Soils Compaction Reports iv. File 2904.5, Aggregate Compaction Reports v. File 2904.6, Proctor Reports
Page 107
J. MISCELLANEOUS MATERIALS
GENERAL NOTES
Miscellaneous Materials include, but are not limited to: sewer and water pipe, electrical items, sealers, curing compounds, etc.
1. APPROVAL PHASE
a. The Contractor must submit for approval all required catalog cuts and specifications for
all materials to be incorporated into the project. b. IDOT-approved materials and suppliers are to be used whenever available and are
required on State and Federally funded projects. IDOT maintains a Current Approved Materials List (materials produced under IDOT’s certification program) at their website (http://www.dot.state.il.us/materials/materialslist.html).
c. Additional producers can be found on IDOT’s MISTIC Producer’s List, also found on their
website (http://www.dot.state.il.us/materials/guidesmanuals.html). d. Items for which there are no IDOT-approved sources (such as park benches) are to be
reviewed and approved based on the plan specification requirements and the catalog cuts submitted by the Contractor.
e. The CCE will log in and review the submittal per Section III: Submittals of this manual.
The CCE should also forward a copy of the submittal to Division of Electrical Operations (DEO) or Department of Water Management (DOWM), if applicable, for their review.
f. Once the submittal is approved by the CCE (and DEO or DOWM, if applicable), a copy of
the approved submittal should be returned to the Contractor (with copies of the approved catalog cuts, if applicable).
2. CONSTRUCTION PHASE
a. As materials are brought on site, the Contractor should submit three copies of a completed RFIM to cover the quantity of material being delivered on site. The CCE should verify that the materials are the same as those approved during the submittal phase.
b. A copy of the Current Approved Materials List and shipping tickets should accompany the
RFIM for materials that fall under the IDOT certification program. Visual inspection of the delivered material should be made by the CCE to assure no damage has been done to the material in transit.
c. Material inspection reports (LA-15s, manufacturer’s certifications, bills of lading, etc.)
required by the Project Procedures Guide for materials not under IDOT’s certification program, should accompany the completed RFIM for these materials. Copies of approved submittals, catalog cuts, etc. must also be attached.
d. RFIMs submitted for materials approved from catalog cuts should be reviewed by the
CCE for verification that the proper materials have been delivered. e. If the proper accompanying documentation has been submitted and visual inspection of
the delivered material is acceptable, the CCE shall assign a T-Number and forward the RFIM to CDOT QA for acceptance. CDOT QA will forward the accepted RFIM to the CCE for distribution.
Page 108
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Shipping tickets are to be retained in the files and entered in the Quantity Book. b. Copies of approved RFIMs and accompanying documentation.
4. CONTACT INFORMATION
Division of Electrical Operations Ron Pool 30 North LaSalle St., Suite 400 Chicago, IL 60608 312-746-8819 Department of Water Management: Water Section Rolando Villalon 1000 E. Ohio St Chicago, IL 60611 312-744-8199 Department of Water Management: Sewer Section Sid Osakada 1000 E. Ohio St Chicago, IL 60611 312-744-0344
Page 109
K. LANDSCAPING
GENERAL NOTES
Landscaping Materials include, but are not limited to, trees, topsoil, planting materials, irrigation systems, sod, etc.
1. APPROVAL PHASE
a. Trees
i. The Contractor is to submit three completed Request for Inspection of Nursery Trees (RFINT) (Exhibit XI.O) forms with applicable submittal packages to the CCE for review. This form is different from the standard RFIM form and the most current version can be found on the login page of the CDOT QC/QA website. The website address is http://www.cdotqcqa.com.
ii. The CCE shall log in RFINT and review it for completeness. If the RFINT is found to
be incomplete, it should be returned to the Contractor for revisions. iii. If the document is complete, the CCE must then forward the forms to CDOT/Division
of Project Development. The RFINTs must be submitted at least seven weeks prior to the expected date of installation.
iv. CDOT will inspect all trees at the nurseries prior to being delivered on site. Trees
not installed within the scheduled planting season will require re-inspection next season.
v. Trees must be certified by the nursery, not the landscaping contractor. All tree
nurseries must be certified by their respective State’s Department of Agriculture. vi. The RFINT will be signed by the CDOT Senior City Forester when the trees are
accepted. The CCE should then assign a T-number to the RFINT and return it to the Contractor. CCE retains one copy for the project file and forwards two T-number-assigned RFINTs and submittal packages to CDOT QA.
vii. No trees can be delivered without the CDOT seal (CDOT metal tag with
identification number).
b. Plants
i. The Contractor is to submit three completed Request for Inspection of Plant Material (RFIPM) (Exhibit XI.P) forms with applicable submittal packages to the CCE for review. This form is different from the standard RFIM form and the most current version can be found on the login page of the CDOT QC/QA website. The website address is http://www.cdotqcqa.com.
ii. The CCE shall log in RFIPM and review it for completeness. If the RFIPM is found
to be incomplete, it should be returned to the Contractor for revisions. iii. If the document is complete, the CCE must then forward the forms to CDOT Division
of Engineering. The RFIPMs must be submitted at least seven weeks prior to the expected date of installation.
Page 110
iv. CDOT will inspect all plant material at the nurseries prior to being delivered on site. Plants not installed within 60 days of initial inspection will require re-inspection next season. Also, all plant material not planted by October 15 will require re-inspection.
v. Plant material must be certified by the nursery, not the landscaping contractor. vi. The RFIPM will be signed by the CDOT Horticulturist when the plant materials are
accepted. The CCE should then assign a T-number to the RFIPM and return it to the Contractor. Then the CCE retains one copy for the project file and forwards two T-number-assigned RFIPM and submittal packages to CDOT QA.
c. Planter Soil
i. The Contractor is to submit a planter soil submittal to the CCE at least 30 days prior
to the anticipated use on the project. The submittal must have the location of the material(s), the proposed soil testing agency, horticultural soil test (mechanical analysis), planting soil test (chemical analysis) and a minimum of three samples from different locations of the proposed planter soil source.
ii. The location information shall include additional information (for example, crops
grown at the location in the past) as outlined in the specifications. iii. The horticultural soil test and plant soil test report shall include, but not be limited to,
chemical and mechanical analysis, and other criteria per the specifications. iv. The CCE shall log in and review the submittal for completeness per Section III:
Submittals of this manual. If the submittal is found to be incomplete, it should be returned to the Contractor for revisions and a resubmittal.
v. If the submittal is complete, the CCE must then forward the package to the CDOT
Division of Engineering for review. vi. Once the submittal is preliminarily approved by the CDOT Division of Engineering,
the CCE shall forward a copy of the submittal to the Contractor and to CDOT QA in preparation of verification testing on site. The Contractor should then submit an RFIM for all the materials that are to be incorporated into the project.
vii. Only the material suppliers listed in the preliminarily approved submittal will be
allowed to provide material to the project. viii. If the Contractor wishes to change the source of supply during the construction of
the project, a new submittal must be turned in to the CCE 30 calendar days prior to the change being effective.
d. Irrigation
i. The Contractor is to submit an irrigation submittal to the CCE at least 30 days prior
to the anticipated use on the project. The submittal must include shop drawings prepared by a Licensed Professional Engineer or Licensed Plumber, pressure at the main, hydraulic calculations for circuit pressure losses, wire sizes, pump sizes, electrical calculations, and a complete package of catalog cut sheets for all equipment used.
Page 111
ii. The CCE shall log in and review the submittal for completeness per Section III: Submittals of this manual. If the submittal is found to be incomplete, it should be returned to the Contractor for revisions and a resubmittal.
iii. If the submittal is complete, the CCE must then forward the package to CDOT
Division of Engineering for review. iv. Once the submittal is approved, the CCE should forward a copy of the submittal to
the Contractor. The Contractor should then submit an RFIM for all the materials that are to be incorporated into the project.
v. Only the material suppliers listed in the approved submittal will be allowed to provide
material to the project. vi. If the Contractor wishes to change the source of supply during the construction of
the project, a new submittal must be turned in to the CCE 30 calendar days prior to the change being effective.
e. Sod
i. The Contractor must submit three copies of the Request for Inspection of Material
(RFIM) form (Exhibit XI.A) with all backup documentation to the CCE for each material supplier. The forms are to be properly filled out and submitted to the CCE at least 14 working days prior to anticipated use. If more than one source is being used, a separate request form for each source is required. All certifications or letters of compliance and all applicable documentation are to be included.
ii. The RFIM should be checked to make sure the correct type of sod is being proposed
(salt tolerant if required).
2. CONSTRUCTION PHASE
a. Trees
i. The CCE should inform the Senior City Forester seven days before any trees are
installed. ii. An on-site inspection will be made prior to and during the installation of the trees.
Any tree not meeting specification (that being of good health) must be rejected.
b. Plants i. The CCE should inform the Division of Engineering seven days before any plant
material is installed. ii. An on-site inspection will be made prior to and during the installation of all plant
material. Any plant material not meeting specification (that being of good health) must be rejected.
c. Planter Soil
i. The CCE should inform Division of Engineering and CDOT QA 21 days before any
material is installed.
Page 112
ii. Once the planter soil has passed CDOT QA verification testing, it can be placed by the contractor.
iii. If it is found that the in-place planter soil does not meet specifications, no payments
will be made. The Contractor will be given the opportunity to remedy the planter soil so that payment can be made.
d. Irrigation
i. The CCE should insure that all equipment is installed per the approved shop
drawings.
ii. The CCE should notify the Division of Engineering (Ken Martin) when the work is scheduled to begin.
iii. When testing the irrigation system, it must be tested at the controller to ensure that
each zone works properly. iv. Notify the Division of Engineering for final testing / approval of the system.
e. Sod
i. The CCE should collect the delivery tickets from the sod to verify the correct type and amount is being delivered to site.
3. FINAL DOCUMENTATION
The following documentation is to be maintained in the project files:
a. Trees / Plants
i. Shipping tickets are to be retained in the files and quantities reconciled with
Requests for Inspection and RFINTs or RFIPMs processed. ii. Copies of RFINTs / RFIPMs. iii. Tree Net form. This form is located on the QC/QA login page. It must be filled out
and sent to the CDOT Project Manager. The PM will route the sheet to the correct party for entry into the City’s 311 Tree Net.
b. Planter Soil
i. Shipping tickets are to be retained in the files and quantities reconciled with
Requests for Inspection and RFIMs processed. ii. Copies of any material testing information.
c. Irrigation
i. Approved shop drawings. ii. Copies of RFIMs.
Page 113
d. Sod
i. Shipping tickets are to be retained in the files and quantities reconciled with Requests for Inspection and RFIMs processed.
ii. Copies of RFIMs.
4. CONTACT INFORMATION
Jeff Brink Division of Project Development Senior City Forester 30 North LaSalle, Suite 500 Chicago, IL 60602 312-744-7844 Lubica Benak Division of Project Development Senior City Forester 30 North LaSalle, Suite 500 Chicago, IL 60602 312-744-2837 Ken Martin Division of Engineering Project Administrator 30 North LaSalle, Suite 400 Chicago, IL 60602 312-744-1863 Eleanore Skopek Division of Engineering Horticulturist 2350 West Ogden Avenue Chicago, IL 60608 312-743-1393
Page 114
REQUEST FOR INSPECTION OF MATERIAL
MU
ST B
E C
OM
PLET
ED CDOT Project No: Date:
Project Description:
IDOT Contract No:
Resident Engineer:
Resident Engineer assigns the T-Number and retains a record in the job file. RE must send one completed copy, with supporting documentation, to CDOT Quality Assurance 30 N. LaSalle, Suite 400 Chicago, IL 60602 for processing.
Project Completion Date:
General Contractor:
Subcontractor:
MU
ST B
E C
OM
PLET
ED
PAY ITEM NO. PAY ITEM DESCRIPTION MATERIAL DESCRIPTION QUANTITY UNIT
PRODUCER/ SUPPLIER CERTIFICATION (Only one Producer/Supplier per Inspection Report)
PRODUCER: I hereby certify that the items listed above to be used in construction of the subject project comply with all contract requirements including “Buy America”, “Buy American” or “Steel Products Procurement Act of IL” when required.
PRODUCER CODE:
LOCATION:
SUPPLIER: Certified by:
SUPPLIER CODE: Name:
LOCATION: Signature:
IDOT INSPECTION (Attach a copy of all applicable evidence of inspection and supporting documentation)
This material has been inspected by the Illinois Department of Transportation and they have provided the following Evidence of Material Inspection: IL OK Stamp No. ; Tag; LA-15.
Inspector No.: Inspector Name: District No.:
CDOT QA INSPECTION (Attach a copy of all applicable evidence of inspection and supporting documentation)
This material has been inspected by CDOT QA and has been found acceptable based upon the project specifications.
Printed Inspector Name: Company:
Signature of Inspector: Date:
ENG
INEE
R C
OM
PLET
ES ENGINEER ENDORSEMENT (Check all that apply and attach a copy of all applicable evidence of inspection and supporting
documentation)
This material complies with the requirements of the project specifications and is accepted on the basis of: Visual Inspection; Producer Certification; IDOT Approved Source; Source having furnished similar material found acceptable under CDOT’s
normal testing procedures; IDOT Inspection; CDOT QA Inspection; Approved Submittal; Mark (Detail) .
The above material was inspected on
Inspection Report
No.: T-
Page of
Date Approved by:
Engineer This RFIM has been Reviewed by CDOT QA and has been found Acceptable.
Reviewer: Date:
cc: Contractor CDOT QA Revised 04/12
Exhibit XI.A
Page 115
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Hot Mix Asphalt Production
Page 1 of 7 Rev 02/11
Submittal Type: Original Proposed Change
Submittal Date:
County:
Section:
Route:
District:
CDOT Contract No.:
CDOT Job No.:
CDOT Project No:
General Contractor:
P.O. Box:
Address:
City/State/ZIP Code:
Phone No.:
A. Contractor Responsibilities
This Quality Control Addendum to the Annual Quality Control Plan(s) further explains how the General Contractor (GC) proposes to control the equipment, ingredient materials, and production methods to ensure the specified products are obtained. All requirements in the QC/QA Special Provisions, the Annual QC Plan(s), and this QC Addendum will be binding. Under all circumstances, whether the project is a joint venture or not, with will be the Project Quality Control Manager and will be ultimately responsible for the Quality Control on this Contract. At all times the Project Quality Control Manager will be available by mobile phone at
B. Quality Control Personnel
The Project Quality Control Manager will have overall responsibility and authority for quality control at both the plant and on the road. The Project Quality Control Manager will make the necessary adjustments in the mix production, placement, and compaction to assure conformance with the Standard Specifications and Contract Special Provisions. A list of all QC Personnel anticipated for use on this project including QC Personnel with any Sub-Contractors is included in Attachments A through C. When field QC Personnel are hired by a Sub-Contractor to perform field density testing all results will be communicated with the
Exhibit XI.B
Page 116
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Hot Mix Asphalt Production
Page 2 of 7 Rev 02/11
QC Manager throughout the entire day. Failure to maintain communication with the QC Manager would be cause for suspension of production by CDOT QA until an acceptable resolution can be implemented.
C. Reclaimed Asphalt Pavement (RAP), Fractionalized Reclaimed Asphalt Pavement (FRAP),
and Reclaimed Asphalt Shingles (RAS)
RAP, FRAP, and RAS will meet the requirements of Sections 1030, 1031, and 1102 of the Standard Specifications and any applicable Special Provisions in the Contract.
D. Mix Plant/Production
Mixtures on this project will only be produced by suppliers that have been certified by CDOT and approved by IDOT. At no time will material be supplied by two different plants to a single placement location concurrently. Should there be a change in plant from the previous day, any additional testing or required start-up procedures will be performed at no additional charge to the City. All required QC Testing performed at the plant will be handled by the supplier and as detailed in their IDOT approved Annual QC Plan. If at any time a plant is not meeting the requirements as determined by the Commissioner, then the plant may be de-certified and removed from the CDOT approved list. A substitute plant certified by CDOT and approved by IDOT shall be selected at no additional cost to the City.
E. Field Equipment
Milling equipment will meet the minimum requirements of SSRBC Article 1101.16 and paving equipment will be in compliance with SSRBC Article 1102.03 and all applicable project special provisions. The number and type of rollers used in the compaction process and finishing operations will be according to all applicable project special provisions and SSRBC Articles 406.07 and 1101.01. Any deviations from these requirements must be approved by the Commissioner prior to implementation.
F. HMA Designs
All HMA designs supplied to the project will be either IDOT or CDOT approved and will be current as required under the contract documents. HMA design sheets with their corresponding approval letters from IDOT or CDOT will be posted in the QC Laboratory located at each supplier and will be available for review at all times. Attachments A through C include information pertaining to the various items of contruction for this project with the pertinent HMA mixture information assigned to each of these items. Any changes to a mixture type or application for any HMA construction item shall be addressed in a Proposed Change QC Addendum submittal. The use and application of specialty items and/or mixtures, if any, are addressed in Section L with all necessary supporting documentation attached.
G. Producer Annual Plan Information
All plants utilized on this project will have Annual Quality Control Plans that are current and IDOT approved. Prior to utilizing a new plant on this project the status of their Annual Plan will be verified for compliance with CDOT QA. If acceptable, it is understood that the entire
Exhibit XI.B
Page 117
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Hot Mix Asphalt Production
Page 3 of 7 Rev 02/11
plan and its contents become part of this Job Specific QC Plan. Use of a new plant indicates acceptance of their Annual Plan which shall be binding under this project.
H. Control Charts
A copy of the Control Charts for this project will be submitted to the Engineer upon request. Control charts will be current and updated a minimum of once per week. The control charts will be posted in the QC lab and accessible by the Engineer or Inspector at all times.
I. Communication
All QC personnel will have exclusive use of a mobile telephone for the purpose of maintaining a line of communication with the entire QC staff for this project. Every QC inspector referenced in Attachments A through C have their assigned mobile phone numbers listed. The field Density Tester will communicate all results with the Level II HMA Technician at the plant. Any changes in the mixture proportions by the Level II HMA Technician at the plant will be communicated with the field Density Technician and CDOT QA.
J. Failing Tests and Defective Work
In the event of failing test and/or observations of defective work activities at the jobsite, the Level I HMA Technician will be responsible for notifying the Superintendent and the Project Quality Control Manager. The Project Quality Control Manager will be responsible for notifying the Resident Engineer. All failing tests and observations of defective work will be addressed by the Project Quality Control Manager with appropriate corrective actions taken immediately. In the event of failing tests at the plant, the Level II HMA Technician at the plant will be responsible for notifying the Superintendent and the Project Quality Control Manager. The Project Quality Control Manager will be responsible for notifying the Resident Engineer. All failing tests at the plant will be addressed by the plant Level II HMA Technician with appropriate corrective actions taken immediately. All failing tests and corrective actions will be properly documented and recorded on the appropriate test report forms. Failing test results and corrective actions will be communicated to CDOT QA immediately by the Project Quality Control Manager.
K. Documentation
Documentation of all test results, corrective actions, and miscellaneous information pertaining to the control of material on this project will be completed prior to the start of production the following day with copies (format per current CDOT requirements) sent to the Resident Engineer and CDOT QA within 48 hours. Original reports signed in blue ink will be transmitted to Cindy Williams’ attention at CDOT on a weekly basis.
L. Special Material Issues (if any)
Exhibit XI.B
Page 118
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Hot Mix Asphalt Production
Page 4 of 7 Rev 02/11
M. Supplier Acknowledgement of Addendum
The Supplier’s Information for the General Contractor and each Sub-Contractor (if applicable) is listed in attachments A through C. Each attachment includes the signature of the Supplier’s Quality Control Manager to confirm the receipt of this document and the acknowledgement of the supplier’s responsibilities required under this Project Specific Quality Control Addendum.
Schedule of Attachments Completed (Check One)
Scenario Attachment
GC Placing All HMA Mixtures Only A GC and One Sub-Contractor Placing All HMA Mixtures A and B GC and Two Sub-Contractors Placing All HMA Mixtures A, B, and C One Sub-Contractor Placing All HMA Mixtures Only B Two Sub-Contractors Placing All HMA Mixtures B and C
N. General Contractor Acknowledgement of Addendum Submittal
This Project Specific Quality Control Addendum submittal has been reviewed and determined to be complete and accurate. The Project Quality Control Manager is aware of the responsibilities associated under this addendum and is capable of perfoming them as detailed. The General Contractor Project Manager is aware of the requirements of this addendum and has authorized the Project Quality Control Manager to have complete control over the Quality Control of the HMA materials on this project and to make necessary changes as needed to meet the requirements of this addendum and the governing specifications as detailed in the project contract documents. Project Quality Control Manager Date Signature Required (Blue Ink Only)
(Printed name)
General Contractor Project Manager Date
Signature Required (Blue Ink Only)
(Printed name)
Exhibit XI.B
Page 119
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Hot Mix Asphalt Production
Page 5 of 7 Rev 02/11
Attachment A – General Contractor Information
QC Personnel List
Name HMA QC Training Firm Mobile Phone
Number
Note: Any company contracted to provide personnel with equipment on behalf of a contractor must attach their current annual equipment/laboratory approval letter from the Illinois Department of Transportation, District One office or show evidence of a currently completed CDOT QA Inspection.
HMA Design Information
Max Per Specification
Pay Item Description Material Material Description RAP or FRAP
% RAS Code % Type
The Supplier’s Quality Control Manager signature below confirms the receipt of this documentation and the acknowledgement of the supplier’s responsibilities required under this Project Specific Quality Control Addendum.
HMA Supplier
Supplier Quality Control Manager Date Signature Required (Blue Ink Only)
(Printed name)
Exhibit XI.B
Page 120
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Hot Mix Asphalt Production
Page 6 of 7 Rev 02/11
Attachment B – Sub-Contractor 1 Information
QC Personnel List
Name HMA QC Training Firm Mobile Phone
Number
Note: Any company contracted to provide personnel with equipment on behalf of a contractor must attach their current annual equipment/laboratory approval letter from the Illinois Department of Transportation, District One office or show evidence of a currently completed CDOT QA Inspection.
HMA Design Information
Max Per Specification
Pay Item Description Material Material Description RAP or FRAP
% RAS Code % Type
The Supplier’s Quality Control Manager signature below confirms the receipt of this documentation and the acknowledgement of the supplier’s responsibilities required under this Project Specific Quality Control Addendum.
Sub-Contractor 1
Sub-Contractor 1 Project Manager Printed Name
Sub-Contractor 1 HMA Supplier
Supplier Quality Control Manager Date Signature Required (Blue Ink Only)
(Printed name)
Exhibit XI.B
Page 121
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Hot Mix Asphalt Production
Page 7 of 7 Rev 02/11
Attachment C – Sub-Contractor 2 Information
QC Personnel List
Name HMA QC Training Firm Mobile Phone
Number
Note: Any company contracted to provide personnel with equipment on behalf of a contractor must attach their current annual equipment/laboratory approval letter from the Illinois Department of Transportation, District One office or show evidence of a currently completed CDOT QA Inspection.
HMA Design Information
Max Per Specification
Pay Item Description Material Material Description RAP or FRAP
% RAS Code % Type
The Supplier’s Quality Control Manager signature below confirms the receipt of this documentation and the acknowledgement of the supplier’s responsibilities required under this Project Specific Quality Control Addendum.
Sub-Contractor 2
Sub-Contractor 2 Project Manager Printed Name
Sub-Contractor 2 HMA Supplier
Supplier Quality Control Manager Date Signature Required (Blue Ink Only)
(Printed name)
Exhibit XI.B
Page 122
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 1 of 10 Rev 02/11
Submittal Type: Original Proposed Change
Submittal Date:
County:
Section:
Route:
District:
CDOT Contract No.:
CDOT Job No.:
CDOT Project No.:
General Contractor:
P.O. Box:
Street Address:
City/State/ZIP Code:
Phone No.:
A. Contractor Responsibilities
This Quality Control Addendum to the Annual Quality Control Plan further explains how the General Contractor (GC) proposes to control the equipment, ingredient materials, and production methods to ensure the specified products are obtained. All requirements in the QC/QA Special Provisions, the Annual QC Plan(s), and this QC Addendum will be binding. Under all circumstances, whether the project is a joint venture or not, with will be the Project Quality Control Manager and will be ultimately responsible for the Quality Control on this Contract. At all times the Project Quality Control Manager will be available by mobile phone at .
B. Quality Control Personnel:
The Project Quality Control Manager will have overall responsibility and authority for quality control on the project. At a minimum a Level I PCC Technician will be responsible for jobsite mixture control and adjustments. Inspectors certified as PCC Testers will only be responsible for performing tests which will be under the supervision of a PCC Level I Technician. A list of all QC Personnel anticipated for use on this project including QC Personnel with any Sub-Contractors are included in Attachments A through C.
Exhibit XI.C
Page 123
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 2 of 10 Rev 02/11
C. Applicable Laboratory and Equipment Information
If for any reason field or laboratory equipment fails to function as required, calibrated and approved replacement equipment satisfactory to CDOT QA will be supplied. If replacement equipment is not available, any activities requiring the use of such equipment will cease immediately and not resume until replacement equipment satisfactory to CDOT QA has been provided.
D. Mix Plant/Production
Mixtures on this project will only be produced by suppliers that have been certified by CDOT and approved by IDOT. At no time will material be supplied by two different plants to a single placement location concurrently. Should there be a change in plant from the previous day, any additional testing or required start-up procedures will be performed at no additional cost to the City. Construction items that require a uniformity in color or source of ingredient material will not switch plants without permission of CDOT QA. All required QC Testing performed at the plant will be handled by the supplier and as detailed in their IDOT approved Annual QC Plan. If at any time a plant is not meeting the requirements as determined by the Commissioner, then the plant may be de-certified and removed from the CDOT approved list. A substitute plant certified by CDOT and approved by IDOT will be selected at no additional cost to the City.
E. Mix Designs
All PCC designs supplied to the project will be IDOT and/or CDOT approved and will be for the current construction season. Current PCC design sheets from IDOT signed by one of their supervisors shall be posted in the QC Laboratory located at each plant and will be available for review at all times. Attachments A through C include information pertaining to the various items of construction for this project with the pertinent PCC mixture information assigned to each of these items. Any changes to a mixture type or application for any PCC construction item shall be addressed in a “Proposed Change” QC Addendum submittal. The use and application of specialty items and/or mixtures, if any, are addressed in Section L with all necessary supporting documentation attached.
F. Producer Annual Plan Information
All plants utilized on this project will have Annual Quality Control Plans that are current and IDOT approved. Prior to utilizing a new plant on this project the status of their Annual Plan will be verified for compliance with CDOT QA. If acceptable, it is understood that the entire plan and its contents become part of this Job Specific QC Plan. Use of a new plant indicates acceptance of their Annual Plan which shall be binding under this project.
G. Field Sampling and Testing
Jobsite sampling frequency will be in accordance with Schedule B of the “Quality Control/Quality Assurance of Concrete Mixtures” check sheet included in the contract. All testing will be performed according to the current version of IDOT’s “Manual of Test Procedures for Materials”. molds sized , made of , will be used to cast strength specimens. The molds will be covered with to prevent the loss of moisture during field curing. During this initial field cure, temperature of the specimens will be maintained within the required range according to the applicable portions of the current “Manual of
Exhibit XI.C
Page 124
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 3 of 10 Rev 02/11
Test Procedures for Materials” by means of . The specimens will be transported after 24 hours for standard curing. For instances where only flexural strength specimens are permitted according to the specification, beams shall be cast, unless an equivalent compressive strength process has been approved by the Engineer. All strength specimens will be transported to for standard curing and testing. Strength specimens will be laboratory stored and cured according to the applicable portions of the current “Manual of Test Procedures for Materials” manual.
H. Communication
All QC personnel will have exclusive use of a mobile telephone for the purpose of maintaining a line of communication with the entire QC staff for this project. Every QC inspector referenced in attachment A through C has an assigned mobile phone number listed.
I. Failing Tests and Defective Work
In the event of failing test and/or observations of defective work activities at the jobsite, the Level I PCC Technician will be responsible for notifying the Superintendent and the Project Quality Control Manager. The Project Quality Control Manager will be responsible for notifying the Resident Engineer. Failing tests in the field and observations of defective work will be addressed by the Project Quality Control Manager with appropriate corrective actions taken immediately. Failing tests at the plant will be addressed by the plant Level II PCC Technician with appropriate corrective actions taken immediately. All failing tests and corrective actions will be properly documented and recorded on the appropriate test reports and/or diary.
J. Documentation
Documentation of all field test results, corrective actions, and miscellaneous information pertaining to the control of material on this project will be completed prior to the start of production the following day with copies (format per current CDOT requirements) sent to the Resident Engineer and CDOT QA within 48 hours. Original reports signed in blue ink will be transmitted to Cindy Williams’ attention at CDOT on a weekly basis. Strength reports will be submitted the working day following the completion of the last break result. Intermediate reports for early strength results will be transmitted as requested or necessary to meet the requirements of the specification. A bound hardback field book will be used for all documentation on the jobsite and will be submitted for inclusion into the project file upon completion.
K. Pre-Pour Meetings
A pre-pour meeting will be scheduled 10 days prior to any bridge deck pour; and if required by the Engineer 5 days prior to a pour for any other class of concrete. The meetings will discuss mix design, concrete delivery, concrete placement, finishing equipment and requirements, labor issues, deficiencies, curing, weather conditions (i.e. temperature, humidity, wind, etc.), coordination between QC and QA activities, and any other pertinent issues necessary to ensure compliance with the contract documents.
L. Special Material Issues (if any)
Exhibit XI.C
Page 125
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 4 of 10 Rev 02/11
M. Supplier Acknowledgement of Addendum
The Supplier’s Information for the General Contractor and each Sub-Contractor (if applicable) is listed in attachments A through C. Each attachment includes the signature of the Supplier’s Quality Control Manager to confirm the receipt of this document and the acknowledgement of the supplier’s responsibilities required under this Project Specific Quality Control Addendum.
Schedule of Attachments Completed (Check One)
Scenario Attachment
GC Placing All PCC Mixtures Only A GC and One Sub-Contractor Placing All PCC Mixtures A and B GC and Two Sub-Contractors Placing All PCC Mixtures A, B, and C One Sub-Contractor Placing All PCC Mixtures Only B Two Sub-Contractors Placing All PCC Mixtures B and C
N. General Contractor Acknowledgement of Addendum Submittal
This Project Specific Quality Control Addendum submittal has been reviewed and determined to be complete and accurate. The Project Quality Control Manager is aware of the responsibilities associated under this addendum and is capable of perfoming them as detailed. The General Contractor Project Manager is aware of the requirements of this addendum and has authorized the Project Quality Control Manager to have complete control over the Quality Control of the concrete materials on this project and to make necessary changes as needed to meet the requirements of this addendum and the governing specifications as detailed in the project contract documents. Project Quality Control Manager Date Signature Required (Blue Ink Only)
(Printed name)
General Contractor Project Manager Date Signature Required (Blue Ink Only)
(Printed name)
Exhibit XI.C
Page 126
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 5 of 10 Rev 02/11
Attachment A – General Contractor Information
QC Personnel List
Name PCC QC Training Firm Mobile Phone
Number
Note: Any company contracted to provide personnel with equipment on behalf of a contractor must attach their current annual equipment/laboratory approval letter from the Illinois Department of Transportation, District One office or show evidence of a currently completed CDOT QA Inspection.
General Contractor Laboratory Information
On-Site Field Laboratory Not Applicable Inspection Documentation Attached
Laboratory Name:
Laboratory Location:
Inspection by: on
Off-Site Laboratory
Not Applicable Inspection Documentation Attached Laboratory Name:
Laboratory Location:
Inspection by: on
Exhibit XI.C
Page 127
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 6 of 10 Rev 02/11
Attachment A – General Contractor Information (cont’d)
PCC Design Information
Pay Item Description Class of Concrete
Strength Requirement at Specified Age
The Supplier’s Quality Control Manager signature below confirms the receipt of this documentation and the acknowledgement of the supplier’s responsibilities required under this Project Specific Quality Control Addendum.
Concrete Supplier
Supplier Quality Control Manager Date Signature Required (Blue Ink Only)
(Printed name)
Exhibit XI.C
Page 128
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 7 of 10 Rev 02/11
Attachment B – Sub-Contractor 1 Information
QC Personnel List
Name PCC QC Training Firm Mobile Phone
Number
Note: Any company contracted to provide personnel with equipment on behalf of a contractor must attach their current annual equipment/laboratory approval letter from the Illinois Department of Transportation, District One office or show evidence of a currently completed CDOT QA Inspection.
Sub-Contractor 1 Laboratory Information
On-Site Field Laboratory Not Applicable Inspection Documentation Attached
Laboratory Name:
Laboratory Location:
Inspection by: on
Off-Site Laboratory
Not Applicable Inspection Documentation Attached Laboratory Name:
Laboratory Location:
Inspection by: on
Exhibit XI.C
Page 129
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 8 of 10 Rev 02/11
Attachment B – Sub-Contractor 1 Information (cont’d)
PCC Design Information
Pay Item Description Class of Concrete
Strength Requirement at Specified Age
The Supplier’s Quality Control Manager signature below confirms the receipt of this documentation and the acknowledgement of the supplier’s responsibilities required under this Project Specific Quality Control Addendum.
Sub-Contractor 1
Sub-Contractor 1 Project Manager Printed Name
Sub-Contractor 1 Concrete Supplier
Supplier Quality Control Manager Date Signature Required (Blue Ink Only)
(Printed name)
Exhibit XI.C
Page 130
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 9 of 10 Rev 02/11
Attachment C – Sub-Contractor 2 Information
QC Personnel List
Name PCC QC Training Firm Mobile Phone
Number
Note: Any company contracted to provide personnel with equipment on behalf of a contractor must attach their current annual equipment/laboratory approval letter from the Illinois Department of Transportation, District One office or show evidence of a currently completed CDOT QA Inspection.
Sub-Contractor 2 Laboratory Information
On-Site Field Laboratory Not Applicable Inspection Documentation Attached
Laboratory Name:
Laboratory Location:
Inspection by: on
Off-Site Laboratory
Not Applicable Inspection Documentation Attached Laboratory Name:
Laboratory Location:
Inspection by: on
Exhibit XI.C
Page 131
City of Chicago Department of Transportation
Project Specific Quality Control (QC) Addendum for Concrete Production
Page 10 of 10 Rev 02/11
Attachment C – Sub-Contractor 2 Information (cont’d)
PCC Design Information
Pay Item Description Class of Concrete
Strength Requirement at Specified Age
The Supplier’s Quality Control Manager signature below confirms the receipt of this documentation and the acknowledgement of the supplier’s responsibilities required under this Project Specific Quality Control Addendum.
Sub-Contractor 2
Sub-Contractor 2 Project Manager Printed Name
Sub-Contractor 2 Concrete Supplier
Supplier Quality Control Manager Date Signature Required (Blue Ink Only)
(Printed name)
Exhibit XI.C
Page 132
Material Inspection Transmittal Letter
Date:
Project :
Project No: IDOT Contract No:
To: CDOT QA Attn: Robert Labrador
From: Company
Phone No.:
Fax No.:
CDOT Resident Engineer E-Mail:
CDOT Project Manager:
PROJECT FUNDING: (SELECT THE APPROPRIATE CHECK BOX)
FEDERALLY FUNDED IDOT FUNDED FTA FUNDED CITY FUNDED Other
Transmitted with this memo is:
T-Letter (RFIM) Plant Report Field Report PCC PCC
Assignment of Materials HMA HMA
Disposition of Submittal by CDOT QA (Please complete this portion and return to RE. Include reason(s) if not approved.)
T-Letter (RFIM) Accepted Not Approved:
Assignment of Materials Accepted Not Approved:
Plant Report Accepted Not Approved:
Field Report Accepted Not Approved:
Additional Comments:
Reviewed by:
Rev. 11/11
CDOT QA
Exhibit XI.D
Page 133
A -
Proje
ct Nu
mber
Proje
ct
Prod
ucer
Num
ber
Prod
ucer
Loca
tion
Mix D
esign
Num
ber
Note:
Only
one (
1) M
ix De
sign N
umbe
r per
Dail
y Mate
rial A
ssign
ment
Repo
rt
Pay I
tem N
o.Th
eore
tical
Quan
tityIns
pecte
d Qu
antity
Deliv
ery U
nit
Resid
ent E
ngin
eer E
ndor
sem
ent
Sign
ature
(Blue
Ink)
Date
Daily
Mat
erial
Ass
ignm
ent
Hot M
ix As
phalt
and
Portl
and
Cem
ent C
oncr
ete
Date
of Pl
acem
ent
Prod
ucer
Nam
e
Pay I
tem D
escri
ption
Pay I
tem Q
uanti
tyPa
y Unit
Unit
Conv
ersio
n
Total
The
oreti
cal Q
uanti
ty Re
quire
d
Re
siden
t Eng
ineer
Quan
tity fr
om In
spec
tion R
epor
t
The p
urpo
se of
this
form
is to
assig
n pay
item
quan
tities
to m
ateria
l insp
ectio
n qua
ntitie
s (i.e
. line
ar fe
et of
curb
to cu
bic ya
rds o
f con
crete,
squa
re ya
rds o
f bas
e cou
rse to
tons
of as
phalt
) bas
ed on
th
eore
tical
yield
chec
k calc
ulat
ions
.
This
mater
ial co
mplie
s with
the r
equir
emen
ts of
the ap
plica
ble sp
ecific
ation
and i
s acc
epted
base
d on r
eceip
t and
acce
ptanc
e of p
lant r
epor
ts an
d fiel
d tes
t data
verify
ing th
at the
mate
rial p
laced
mee
ts the
re
quire
ments
of th
e pro
ject s
pecif
icatio
ns. A
ll req
uired
insp
ectio
n rep
orts
are o
n file
with
in the
Res
ident
Engin
eers
proje
ct job
files
.
Revis
ed 11
/03/11
Exhibit XI.E
Page 134
EXHIBIT XI.F
Page 135
EXHIBIT XI.F
Page 136
EXHIBIT XI.F
Page 137
EXHIBIT XI.F
Page 138
Page 139
Page 140
Page 141
Page 142
Page 143
Page 144
Page 145
Page 146
Page 147
Page 148
Page 149
Exhibit XI.N
Page 150
REQUEST FOR INSPECTION OF NURSERY TREES
MU
ST B
E C
OM
PLET
ED
CDOT Project Number: Date:
Project Description:
IDOT Contract Number: Resident Engineer & Cell: Resident Engineer Email:
Resident Engineer to assign T-Number and retain records in job file. RE must send one completed copy to CDOT Quality Assurance (QA) 30 N. LaSalle, Suite 400 Chicago, IL 60602 for processing.
Project Completion Date: Contractor: Address: Tel / Fax:
SENIOR CITY FORESTER CONTACT INFORMATION Subcontractor (or Purchaser of Trees):
JEFF BRINK CELL: (312) 221-1654 EMAIL: [email protected] Address:
LUBKA BENAK OFFICE: (312) 742-2837 EMAIL: [email protected] Telephone / Fax:
FAX: (312) 744-4758 OR (312) 744-3958 EMAIL:
MU
ST B
E C
OM
PLET
ED
PAY ITEM NO.
GENUS SPECIES CULTIVAR (ITEM DESCRIPTION)
CALIPER (INCHES)
SEASON OF PLANTING QUANTITY UNIT
NURSERY CERTIFICATION (Only one Nursery per Inspection Report). Nurseries must hold a current nursery certificate issued by the residing state. NURSERY OF HARVEST: I hereby certify that the items listed above to be used in construction
of the subject project comply with all contract requirements. NURSERY CODE:
ADDRESS: Certified by Nursery Representative:
TELEPHONE: Name:
EMAIL: Title:
TREE PLANTING PERMITS are required from Department of Streets & Sanitation, Bureau of Forestry PRIOR to tree planting.
FORESTRY CONTACT INFORMATION JOHN KIRCHNER EMAIL: [email protected]
OFFICE: (312) 746-5254 / FAX: (312) 746-5254
CO
MPL
ETED
BY
ENG
INEE
R /
CIT
Y CITY ENDORSEMENT
The above material was inspected on (Date):
Inspection Report
No.: T-
Page of
Accepted By: (Senior City Forester) Approved by: (Resident Engineer) This RFINT has been reviewed by CDOT QA and has been found to be Acceptable.
Reviewer: Date:
cc: Contractor Resident Engineer CDOT QA CDOT Division Of Engineering – Eleanore Skopek
Revised 04/12
Exhibit XI.O
Page 151
REQUEST FOR INSPECTION OF PLANT MATERIAL
MU
ST B
E C
OM
PLET
ED
CDOT Project No: Date:
Project Description:
IDOT Contract No: Resident Engineer: Resident Engineer Cell:
Resident Engineer to assign T-Number and retain records in job file. RE must send one completed copy to CDOT Quality Assurance (QA) 30 N. LaSalle, Suite 400 Chicago, IL 60602 for processing.
Project Completion Date: Contractor: Address: Tel / Fax:
CITY HORTICULTURIST CONTACT INFORMATION Subcontractor: ELEANORE SKOPEK CELL: (312) 735-1637 Address: OFFICE: (312) 743-1393 FAX: (312) 743-1394 Tel / Fax: EMAIL: [email protected] EMAIL:
MU
ST B
E C
OM
PLET
ED
PAY ITEM NO.
GENUS SPECIES CULTIVAR (ITEM DESCRIPTION) UNIT SIZE QTY UNIT
NURSERY CERTIFICATION (Only one Nursery per Inspection Report). Nurseries must hold a current nursery certificate issued by the residing state.
NURSERY: I hereby certify that the items listed above to be used in construction of the subject project comply with all contract requirements. NURSERY CODE:
ADDRESS: Certified by Nursery Representative:
TELEPHONE: Name:
FAX: Title:
CO
MPL
ETED
BY
ENG
INEE
R /
CIT
Y
CITY ENDORSEMENT
The above material was inspected on (Date):
Inspection Report
No.: T-
Page of
Accepted By: (City Horticulturist)
Approved by:
(Resident Engineer)
This RFIPM has been reviewed by CDOT QA and has been found to be Acceptable. Reviewer: Date: cc: Contractor Resident Engineer CDOT QA CDOT Division of Engineering – Eleanore Skopek
Revised 04/12
Exhibit XI.P
Page 152
SECTION XII:
PUNCH LIST
GENERAL PROCEDURES
1. A final punch list describing all items remaining to be completed by the Contractor must be
submitted to the Contractor within three days of substantial completion of the project using the CDOT Construction Management Website (see Exhibit XII.C). All punch lists are to be transmitted via a Field Order (see Exhibit XII.B).
2. The CCE should update the punch list as items are completed.
3. A file letter summarizing punch list progress should be issued weekly during the final punch
list period.
4. If there is a final walk-through by other agencies (CTA, DEO, etc.) it is the CCE’s responsibility to incorporate all of their comments into the official punch list. See Exhibit XII.A for a final walk-through Notification Form.
5. The following descriptions define the columns of the standard punch list:
Category: Categories should be based on how Specification Book III is setup.
Standard categories should be Civil, Structural, Electrical, Architectural, Landscaping, etc. This column may be used to sort the punch list for the different disciplines.
Area: The location on the project where the item needs remediation. This
may be a station range (10+00 to 11+00), a block (400 South Michigan), a level (mezzanine level) or a general area (south elevator). This column may be used to sort the list by areas, which makes checking for completion of items much easier.
Number: Sequential numbering of the punch list items. As a rule, the number
assigned to a certain item should never change.
Description: A concise description of exactly what needs to be performed by the Contractor rather than a list of items needing remediation. For example, write, “Grind smooth and paint all welds connecting canopy truss to the south elevator” rather than “Fix messy welds” or “Several welds look bad.”
Date Completed: The date on which the punch list item was completed. If an item has
not been completed, leave this column blank.
6. If a project consists of many different work sites, or if there will be a considerable amount of time between winter shut-down and Substantial Completion (such as roadway opening in the fall with landscaping in the spring), a “Preliminary Punch List” should be issued to the contractor upon completion of each work site or during winter shut-down. This will allow the contractor to complete much of the punch list work during slow periods and will help ensure final punch list completion in a timely manner.
Page 153
CHICAGO DEPARTMENT OF TRANSPORTATION
Division of Engineering
NOTIFICATION OF FINAL INSPECTION DATE:
TO: Distribution
FROM: Chris Kent Coordinating Engineer II - CDOT Division of Engineering
PROJECT NUMBER:
PROJECT DESCRIPTION:
RESIDENT ENGINEER:
PHONE:
CONTRACTOR:
A FINAL INSPECTION FOR PROJECT , IS SCHEDULED FOR DATE & TIME . ALL PARTIES WILL MEET AT
LOCATION .
Please bring with you to the final inspection one of the following:
A letter of Acceptance of Maintenance Responsibility or Punch List of unfinished work.
All concerned parties are to have their punch lists submitted at the final inspection. Punch list submittal after the date of the final inspection will not be accepted. Failure to attend the final inspection and/or submit a punch list shall constitute acceptance of the work. Daniel Burke, P.E., S.E. [email protected] Deputy Commissioner / Chief Engineer CDOT Division of Engineering CDOT Construction Manager CDOT Division of Engineering CDOT Project Manager CDOT Division of Engineering CDOT Resident Engineer CDOT Division of Engineering Consultant Resident Engineer (email address) Company Name Cindy Williams [email protected] CDOT QC/QA Manager CDOT Commissioner’s Office Rob Labrador [email protected] CDOT QA CDOT Division of Engineering Williams Cheaks [email protected] Deputy Commissioner Division of Infrastructure Management George Black [email protected] Field Services Director Signs and Markings Albert Wtorkowski [email protected] Water Section Dept. of Water Management
Tom Mendoza [email protected] Sewer Section Dept. of Water Management Mike Buchanan [email protected] Coordinating Engineer Division of Electrical Operations Joe McCarthy [email protected] Senior City Forester Bureau of Forestry David Zavattero [email protected] Traffic Management Authority Office of Emergency Communications Anthony Gambino [email protected] Parking Administration Manager Dept. of Revenue Chuks Echeazu [email protected] Assistant Project Director Division of Infrastructure Management Ken Martin [email protected] Projects Administrator CDOT Division of Engineering
Alderman ____ – FYI ___ Ward
Exhibit XII.A
Page 154
Exhibit XII.B
Page 155
Exhibit XII.C
Page 156
SECTION XIII: MINORITY REPORTING
A. EEO
1. The General Contractor and all subcontractors are responsible for submitting Workforce Analysis Reports every month. This form breaks down the hours worked by all tradespeople by sex and race.
2. The information on these reports is to be entered monthly into the EEO spreadsheet log (see
Exhibit XIII.A). 3. After entry of all information into the log, a standard file letter (see No. 5 of “Standard File
Letters”) must be issued to the General Contractor. This file letter notifies the Contractor whether or not they are meeting the Minority Group and Female Employment goals.
B. DBE (FEDERALLY FUNDED PROJECTS)
1. The General Contractor must submit a “Status Report of DBE (Sub) Contract Payments” to Records and Estimates and a copy to the CCE, monthly or with each pay request on all federally funded projects.
2. Once this report is received by the CCE, a standard file letter (see No. 6 of “Standard File
Letters”) must be issued to the General Contractor. This file letter notifies the Contractor of any deficiencies in DBE status.
C. MBE / WBE AND CHICAGO RESIDENCY (CITY FUNDED PROJECTS)
1. The General Contractor must submit status reports breaking down MBE / WBE and Chicago residency status monthly or with each pay request on all City funded projects.
2. Once these reports are received by the CCE, two standard file letters (see Nos. 7 and 9 of
“Standard File Letters”) must be issued to the General Contractor. These file letters notify the Contractor of any deficiencies in MBE / WBE and Chicago Residency status.
D. COMMERCIALLY USEFUL FUNCTION
1. All firms performing work as a DBE/MBE/WBE must be performing a “commercially useful function (“CUF”).” These firms must carry out their contractual responsibilities by actually performing, managing, and supervising the work which it is responsible for. Evidence of non-compliance shall be immediately reported to your Construction Manager.
Page 157
Total Minority FemaleHours Hispanic Afro. Amer. N. American Asian Female Status Status
FHP 22424 4870 4705 35 154 1435 49.9% 6.4%Brandenburg 3814.5 2467.5 317.5 105.5 75.8% 2.8%
Highway Safety Corp 838 756 39 94.9% 4.7%Western Remac, Inc 228 16 38 33 38.2% 14.5%Midwest Fence Corp. 343.5 319.25 16.5 97.7% 0.0%Aldridge Electric Inc. 2485 9 562 23.0% 0.0%Mahoney & Assocs. 32 32 100.0% 0.0%Quality Saw & Seal 130.25 3 11.5 7 16.5% 5.4%
Civil Cont. & Eng. Inc. 3865 1717.5 409 55.0% 0.0%Acura Inc. 6189 3213 53.5 88 54.2% 1.4%
Plote Construction Inc. 1475.5 426 221.5 178 55.9% 12.1%DND Electric, Inc. 199 0.0% 0.0%Mega Steel Corp. 1946 159 74 12.0% 0.0%H & B Steel Inc. 65.5 8.5 13.0% 0.0%
Air Press. Damp Proof 77 38.5 50.0% 0.0%Area Equipment Inc. 234 40 17.1% 0.0%
Commonwealth Mech. 93 28 30.1% 0.0%Marking Specialists Corp. 470 291 23 71 81.9% 15.1%
Total hours 44909 14326.25 6499.5 35 154 1956.5Percentage 31.90 14.47 0.001 0 4.36
Hispanic African American
Native American
Asian Female
4.36
46.72
Status Key: DBE = Disadvantage Business EnterpriseWBE = Women Business EnterpriseHis. DBE = Hispanic DBE
Tracking
Contractors August September October November December January February March April May June July Aug Sep Oct Nov DecFHP Tectonics X X X X X X X X X X X X X XBrandenburg X X X X X X X X X XHighway Safety Corp. X X X X X X X X X X X X X X X XWestern Remac X X X X X X X X X X X X X X X x xMidwest Fence X X X X X X X X X X X x X x x x xAldridge Electric Inc. X X X X X X X X X X X X X X xMahoney & Assocs. X XQuality Saw and Seal X X X X X X X X X X XCivil Cont. & Eng. Inc. X X X X X X X X X XAcura Inc. X X X X X X X X X X X XPlote Construction Inc. X X X X X X X X XDND Electric Inc. X X X X X X X X XMega Steel Corp. X X X X X XH & B Steel Inc. X X X XAir Press. Damp Proof. X X X XArea Equipment Inc.Commonwealth Mech. X XMarking Specialists Corp. X X X X X XMAT Leasing, Inc. X X X X X X X X X X
Total through period ending: December
CONTRACTOR
Total Female % This Report :
CDOT DIVISION OF ENGINEERING
CDOT Project No. E-5-411Archer Ave at Ashland Over the South Fork of the South Branch of the Chicago River
Man-hour Summary Report
Total Minority % This Report :
2005 2006
Exhibit XIII.A
Page 158
SECTION XIV:
DOCUMENTATION
A. PROGRESS AND FINAL DOCUMENTATION
1. Contractors’ work effort and work completed is to be recorded on the Inspector’s Daily Report (IDR) at the end of each working day. The report is to be completed in accordance with the attached Exhibit XIV.A. These reports are to be kept in chronological order and filed in a binder.
2. Quantities recorded on the Inspector’s Daily Reports are to be posted in the Quantity Book
and cross-referenced to the applicable daily report per the attached Exhibit XIV.B. 3. Requests for Inspection of Material (RFIM) Quantities and T-Letter Numbers are to be
recorded on the right hand facing sheet in the quantity book (the reverse side of the next item) in accordance with the attached Exhibit XIV.C.
B. DAILY LOG
1. A bound "Daily Log" will be provided by CDOT to the CCE in order to document the daily construction activities. The CCE is responsible for filling out the Daily Log on a daily basis.
2. The first entry should be on the day of the Notice to Proceed (NTP), unless there are issues
or events that go back before the NTP is issued that need to be noted. Keep in mind that the Contractor cannot begin contract work before the NTP is issued.
3. Include entries for Saturdays, Sundays and holidays. Enter "No Work" if no work was
performed in the field during those days. 4. At the very least, "Hours Worked," "Weather Conditions," and "Controlling Item" fields must
be filled out. Include a summary of work that was performed, along with Contractor name, workforce, and equipment used.
5. A new diary must be started on January 1
st of every year.
6. The CCE shall complete IDOT Weekly Report of Resident, IDOT Form BC 239 (see Exhibit
XIV.D) on a weekly basis. Each report shall give a brief description of what the General Contractor or Sub-contractor completed. The CCE must submit the report to the CDOT RE, Project Manager and the Construction Manager on a weekly basis. If the project is Federally or State funded, a copy must also be sent to IDOT (Kiva Powe at [email protected]).
7. For all projects which have traffic control in place, an IDOT Form BC 726 Traffic Control
Inspection Report (Exhibit XIV.H) must be filled out weekly (minimum). The CCE must also inspect the traffic control at least twice per day and note the conditions in the Daily Log.
C. PAYMENTS FOR OFF-SITE MATERIAL
Payment for off-site stored materials may be considered if the following documentation has been submitted:
1. Invoices showing the cost of the material.
2. Waiver from the supplier showing that the material has been paid for.
3. Executed CDOT inspection forms.
4. Proof of insurance including the coverage of material in transit.
5. A letter from the General Contractor’s bonding company stating that they have no objection to the payment and that there will be no changes in the terms of the bond.
6. A letter from the Contractor indicating that it is still responsible for the material as required by the
Contract documents. D. SUBMITTAL OF FINAL DOCUMENTATION TO RECORDS & ESTIMATES
1. The following information must be completed and included with the final documentation:
a. All quantities will need to be agreed upon with the contractor. A final Line Item Change must be submitted once all the quantities are considered final.
b. All pages in the quantity book will need to be finalized. c. A semi-final pay estimate will need to be turned in. d. All PCMs will need to be finalized with a Record of Negotiation. e. Warranties, Guaranties, Operation & Maintenance Manuals and Record Drawings will
need to be obtained. f. File letters for substantial completion and completion of the punch list will need to be
written and placed in the files. g. Complete IDOT form BC 1777 Contractor’s Performance Evaluation (Exhibit XIV.E) and
place in file 2505. h. For State and Federally funded projects complete IDOT forms: BCD 109 Report of
Starting and Completion Date (Exhibit XIV.F) and BC 71 Final Inspection Report of State Road Work (Exhibit XIV.G). These shall also be placed in file 2505.
2. Within 90 days of Substantial Completion, all project documentation must be placed in boxes
and transmitted to Records and Estimates. A Project Close-Out Checklist (Exhibit XIV.I) and the Transmittal of Final Quantity Documentation (Exhibit XIV.J) must be filled out and Records and Estimates must be contacted to arrange a time to deliver the boxes. Projects which require extensive final close-out work or those projects which may have Substantial Completion dates in fall and final landscaping work in the spring must still turn in the boxes within 90 days of Substantial Completion. Once the boxes are turned in, the CCE may continue with the close-out process by accessing the project files through Records and Estimates.
Page 160
Page 161
Page 162
Page 163
Page 164
Page 165
BC 239 (Rev. 02/06/09)
Weekly Report of Resident
County Section
Cook 99-B9369-02-PV
Report No. 055 Week Ending 5/19/2012
% Complete 32.8 Route 130th/Brainard/Torrence Contract Price $101,800,753.95 Estimated Completion Date 04/15/2015 District 1 Contract No. 81305 Contractor Walsh Construction Company Job No. C-88-025-04 Contract Completion Date 04/15/2015 Contract Working Days Project HPP-CMF-F-6000(036) CDOT B-3-332 Time Limit Extended to n/a Average Number of persons working 42
Execution 05/02/11 Start 5/13/11 Reports Suspended
Reports Resumed
Significant Completion
Resident Name: Douglas M. West, P.E.
Day Date Hours
Worked Controlling Item Working
Days Charged
Workable Days
Provide summary of Contractor's and Subcontractor's operations each day. Compare performance with Progress Schedule. A reason must be provided when less than a full working day is charged.
SUN 5-13-12 0 CSS/SB Substructure 0 1 No Work.
MON 5-14-12 10 CSS/SB Substructure 0 1
Ricci Welch excavate south jacking pit at 130th. JEM switch traffic from stage 2B-2 to 2B-1. S&J install upper chord members L0-L3 south truss. Hecker change T.S. heads at Marshalling yard. Walsh backfill behind CSS east/west abutments, excavate proposed 130th, and strip walls below L2 wale at pump station.
TUE 5-15-12 10 CSS/SB Substructure 0 1
Ricci Welch excavate for 16’’ watermain at south Torrence avenue. S&J install top chord members on south truss. Walsh backfill behind CSS east/west abutments, chip/expose bent/damaged rebar in caissons at east abutment NS bridge, continue pile to wale connections wall #201 & excavate S.O.E. northsouth center pier.
WED 5-16-12 10 CSS/SB Substructure 0 1
S&J unload trucks structural steel deliver and set upper chord. Ricci Welch excavates to relocate previously installed 16’’ pipe. Walsh excavate and backfill along east side of Torrence Avenue alley, backfill behind CSS east/west abutments, remove L2 wales at pump station & ground anchor testing at RW401.
THU 5-17-12 10 CSS/SB Substructure 0 1
Ricci Welch install test tap at valve basins. AC Iron completed to sheet #225 stud anchors. S&J install sway bracing L0-L1. Walsh install underdrain/partial back backfill north abutments at Ford Access bridge, backfill behind RW201 for waler, weld wales at north abutment NSS bridge.
FRI 5-18-12 10 CSS/SB Substructure 0 1 Walsh continues excavation to subgrade elevation for temp
Torrence Avenue. S&J bracing at L2.
SAT 5-19-12 8 CSS/SB Substructure 0 1
S&J unload trucks for steel deliver/detail connections & top chord bracing L0-L3. AC Iron continues stud anchors wall #201 to approx sheet #258. Walsh completed pile to wale connection wall #201 to pile #140, completed wale to tumbling basin wall #202 and completed 1st level wale north abutment northsouth S.O.E.
Total this week Previous Total Total to Date
0 0 0
7 363 370
Will Contractor complete project on time at present rate of progress? Yes No If No-Why?
Have you discussed rate of progress with Contractor this week? Yes No If No-Why?
Orig. Regional Engineer Douglas M. West 773-646-0426 c.c. Contractor Resident Field Telephone Number Bur. Construction Project File
NOTE: See reverse side for detailed instructions for preparing Form BC 239. If the Contractor disagrees with the working day charges, detailed reasons must be expressed in writing to the Regional Engineer within 7 days after receipt of the report.
Exhibit XIV.D
Page 166
Printed 5/29/2012 BC 239 (Rev. 02/06/09)
Weekly Report of Resident
County Section
Report No. Week Ending % Complete Route Contract Price Estimated Completion Date District Contract No. Contractor Job No. Contract Completion Date Contract Working Days Project
Time Limit Extended to Average Number of persons working
Execution Start Reports Suspended
Reports Resumed
Significant Completion
Resident Name:
Day Date Hours
Worked Controlling Item Working
Days Charged
Workable Days
Provide summary of Contractor's and Subcontractor's operations each day. Compare performance with Progress Schedule. A reason must be provided when less than a full working day is charged.
SUN
MON
TUE
WED
THU
FRI
SAT
Total this week Previous Total Total to Date
Will Contractor complete project on time at present rate of progress? Yes No If No-Why?
Have you discussed rate of progress with Contractor this week? Yes No If No-Why?
Orig. Regional Engineer c.c. Contractor Resident Field Telephone Number Bur. Construction Project File
NOTE: See reverse side for detailed instructions for preparing Form BC 239. If the Contractor disagrees with the working day charges, detailed reasons must be expressed in writing to the Regional Engineer within 7 days after receipt of the report.
Exhibit XIV.D
Page 167
Printed 5/29/2012 BC 239 (Rev. 02/06/09)
Instruction for Preparing Form BC 239
1. Report No. – Number each report sequentially, starting with 1 for the first report submitted. 2. Week Ending - Date should be the same as Saturday's date.
3. % Complete = Value of completed work x 100, to the nearest whole number.
Total adjusted contract value
99.5% = The Contractor has given notice that the work is complete per Article 105.13, and the project is awaiting final inspection.
99.9% = Final inspection performed, and punch list issued to the Contractor.
100% = Final inspection performed and all work satisfactorily completed. (Note that the contract is considered 100% complete even though a performance/establishment period may still be in effect.) Weekly reports can be suspended.
4. Contract Price - From the Schedule of Prices sheet of the awarded contract.
5. Estimated Completion Date - From Progress Schedule, Form BC 255. (Do not enter working days here.) When it is obvious that the estimated completion date is incorrect, please revise it accordingly.
6. Contractor – The name of the prime contractor.
7. Contract Completion Date – As shown in the contract PROPOSAL, if applicable.
8. Contract Working Days - As shown in the contract PROPOSAL, if applicable.
9. Time Limit Extended To - When approved in writing in conformance with Article 108.08 of the Standard Specifications.
10. Average Number of Persons Working - This figure is to be based on a daily head count of persons working on the jobsite, regardless of whether a working day is charged. (Example: Mon = 21, Tues = 0, Wed = 0, Thurs = 5, Fri = 17, Avg = (21 + 5 + 17) ÷ 3 = 14 persons.
11. Execution – The execution date from the signed contract on file for this project. (The execution date is that date on which the Secretary signs the contract.)
12. Start – This is the official start date. This date can be the date the contractor starts work or the approved start date, whichever is earlier. The start date is 10 days after contract execution unless; a late start date is granted in writing by the Engineer, the start date is contract specific and denoted in the special provisions, or the contractor starts prior to 10 days after contract execution.
13. Reports Suspended – The date on which submittal of Weekly Reports is suspended. If the reports have been suspended more than once, then state the most recent suspension date. Note that this suspension date does not constitute an official suspension of the contract per Article 108.07, but is only a convenient suspension of Weekly Reports when no work is occurring or expected to occur for an extended period of time.
14. Reports Resumed – The date on which Weekly Reporting is resumed. If the reports have been suspended more than once, then state the most recent resumption date, or leave blank if the reports are currently suspended.
15. Significant Completion – The date that the contractor notifies the Engineer that the work specified under the significant time limit is completed. For contracts with a working day or a completion date time limit, this is the date that the % (percent) complete is designated as 99.5 %. For contracts with a completion date plus working days time limit, this is the date that the work specified under the completion date is completed.
16. Controlling Item – The controlling item shall be that item which must be completed either partially or completely to permit continuation of progress. Follow Form BC 255, Progress Schedule.
17. Working Day Charged – The charging of working days shall start when the Contractor begins actual construction and in no case later than the approved start date (see discussion under Start, above). Refer to Article 108.04 of the Standard Specifications for a full explanation of the requirements of working day charges.
18. Workable Days – A workable day is any calendar day, Sunday through Saturday, the contractor works on the controlling item, or the Engineer determines that the Contractor could be working on a controlling item and elects not to work, or elects to work elsewhere. The length of a workable day will be determined from the number of working hours established by actual job practice, except not less than 8 hours, unless a shorter length of day is required elsewhere in the contract.
19. Actual Progress – In answering the question, “Will the contractor complete project on time at present rate of progress?” please refer to your Progress Schedule and number of working days already charged. Note how the Actual Progress compares with the Proposed Progress.
20. General - ICORS contracts – Submittal to the Central Bureau of Construction is required via email to [email protected].
Non-ICORS contracts - This report must be prepared and mailed to the District Office so that it will arrive there no later than the first mail Wednesday morning. The copy for the Central Bureau of Construction should be mailed by the District Office in time to ARRIVE on the following Monday morning.
Exhibit XIV.D
Page 168
Printed 5/29/2012 BC 1777 (Rev. 06/03/08)
Contractor's
Performance Evaluation
Report for (year)
Contractor Number Contractor Name
Address Street City State Zip Code District
Approx. Dollar Amt.-Completed (in 1,000’s) (Example: $20,000=20)
Prime Sub
IDOT Contracts Contract Number
Local Roads Contracts Locally Let Contracts Contract Number Section Number Local Agency Local Agency County County
Municipality Township County Road District
Municipality Township County Road District
Rate the Contractor’s performance using the numerical rating guidelines for each category. 8.0 = Excellent 7.0 = Good 6.0 = Satisfactory 4.0 = Marginal 2.0 = Poor
Quality of Work Execution of Work Category* Rating Category Rating Organization/Prosecution Cooperation Traffic Control/Site Protection EEO/Labor Compliance Erosion Control
*See list on reverse QC/QA A rating of less than six (6.0) must be explained. Comments:
Prepared by: Resident Date Reviewed by: Title Date
Exhibit XIV.E
Page 169
Printed 5/29/2012 BC 1777 (Rev. 06/03/08)
Work Categories
001 Earthwork 015A Cover & Seal Coats(A) 027D Pav’t Markings (Polyurea) 002 PCC Paving 015B Cover & Seal Coats (B) 030 Inst. Raised Pav’t. Markers 003 HMA Plant Mix 016 Slurry Appl. 031 Pav’t. Textur. & Surf. Rem. 005 HMA Paving 017 Concrete Construction 032 Cold Mill, Plan. & Rotomill 006 Clean & Seal Cracks/Joints 018 Landscaping 033 Erection 007 Soil Stabilization and Mod. 019 Seeding & Sodding 034 Demolition 08A Aggregate Bases & Surf. (A) 020 Vegetation Spraying 035 Fabrication 08B Aggregate Bases & Surf. (B) 021 Tree Trim. & Sel. Tree Rem. 036 Tunnel Excavation 09A Highway Structures 022 Fencing 037 Expressway Cleaning 09B Highway & Railroad Struct. 023 Guardrail 038 Railroad (Track) Const. 09C Hwy., R.R. & Waterway Str. 024 Grouting 039 Marine Construction 010 Structures Repair 025 Painting 040 Hydraulic Dredging 011 Anchors & Tiebacks 026 Signing 041 Hot (in-place) Recycling 012 Drainage 027A Pav’t. Markings (Paint) 042 Cold (in-place) Recycling 013 Drainage Cleaning 027B Pav’t Markings (Thermo) 097 Traffic Control 014 Electrical 027C Pav’t. Markings (Epoxy)
Instructions for Completion of the BC 1777: Contractor’s Performance Evaluation
1. The performance evaluation is to be prepared by the Resident and reviewed by the Supervising Field Engineer. District
Construction Engineer, Municipal Engineer, County Engineer or other appropriate official. 2. Assign a numerical code for each work category under Quality of Work and a numerical code for each aspect of
Execution of Work. The numerical code is to be to the nearest tenth (0.1). 3. Provide the Contractor with a copy of the report. Offer the Contractor an opportunity to meet and discuss any rating
less than six (6.0). 4. A prequalification work rating will not be renewed if an overall weighted rating of less than 4.0 is received or less than
six (6.0) is received for two successive years. The rating may be restored upon proof of improvement. 5. A rating of less than six (6.0) may be increased upon demonstration of corrective measures taken by the Contractor. 6. Additional sheets may be used if necessary. Local Agency Contracts The Bureau of Local Roads and Streets contract can be easily identified by the odd second digit (i.e. 95476). When entering evaluation information for Local Roads contracts select which type of local agency performed the work; municipality, township, county or road district and list the local agency name. Locally Let Contracts Since Locally Let Contracts do not have 5 digit IDOT contract numbers assigned to them, enter the Section Number so that we can uniquely and accurately identify the work that the contractor is being evaluated on. When entering evaluation information for Locally Let contracts, select which type of local agency performed the work; municipality, township, county or road district and list the local agency name. For assistance in completing this form or for questions, please contact the Prequalification Unit in the Central Bureau of Construction at 217/782-3413.
Exhibit XIV.E
Page 170
Printed 5/29/2012 BC 1777 (Rev. 06/03/08)
Numerical Guidelines
Quality of Work Quality - Consider the project’s durability and appearance, the knowledge of the supervisory personnel and compliance with contract requirements (i.e. plans, specifications, field inspection, etc.). 8.0 Contractor exceeded project requirements in all areas considered. 7.0 Contractor exceeded project requirements in a majority of areas considered. 6.0 Contractor met project requirements in all areas considered. 4.0 Contractor did not meet project requirements in one area considered. 2.0 Contractor did not meet project requirements in two or more areas considered.
Execution of Work
Organization/Prosecution - Consider the Contractor’s ability to diligently prosecute work by planning and scheduling labor materials and the work of subcontractor’s on a project site. 8.0 Contractor exceeded project requirements in all areas considered and completed the project well ahead of schedule. 7.0 Contractor exceeded project requirements in a majority of areas considered and the project was completed slightly ahead of
schedule. 6.0 Contractor met project requirements in all areas considered and the scheduled completion date was met. 4.0 Contractor did not meet project requirements within its control in one area considered and occasionally did not work when conditions
permitted. The scheduled completion date was met. 2.0 Contractor did not meet project requirements in two or more areas considered. The scheduled completion date was
not met. Cooperation - Consider the Contractor’s willingness to negotiate contract disputes, respond to reasonable requests by the Resident and respond to various Departmental correspondence. 8.0 Contractor exceeded project requirements in all areas considered. 7.0 Contractor exceeded project requirements in a majority of areas considered. 6.0 Contractor met project requirements in all areas considered. 4.0 Contractor did not meet project requirements in one area considered. 2.0 Contractor did not meet project requirements in two or more areas considered. Traffic Control/Site Protection - Consider the appearance of the traffic control devices, the response to repair deficient devices and the Contractor’s willingness to comply with the Traffic Control Plan (TCP). 8.0 Contractor exceeded project requirements in all areas considered. 7.0 Contractor exceeded project requirements in a majority of areas considered. 6.0 Contractor met project requirements in all areas considered. 4.0 Contractor did not meet project requirements in one area considered. 2.0 Either the Contractor did not meet project requirements in two or more areas considered or the Contractor committed an act or
omission which seriously compromised the safety of the public. EEO/Labor Compliance - Consider the Contractor’s compliance with the Equal Employment Opportunity program and compliance with the labor laws. 8.0 Contractor exceeded project requirements. 7.0 Contractor met project requirements through extraordinary effort and initiative. 6.0 Contractor met project requirements with minimum effort and initiative. 4.0 Contractor met project requirements, but had to be motivated by Department personnel. 2.0 Contractor did not meet project requirements. Erosion Control - Consider the Contractor’s compliance with the project’s erosion control plan and all pertinent federal and state laws, permits and regulations. 8.0 Contractor exceeded project requirements. 7.0 Contractor exceeded project requirements in a majority of the areas considered. 6.0 Contractor met project requirements in all areas. 4.0 Contractor did not meet project requirements in one area considered. 2.0 Contractor did not meet contract requirements in two or more areas.
Exhibit XIV.E
Page 171
Printed 5/29/2012 BC 1777 (Rev. 06/03/08)
QC/QA – The contractor’s ability to meet QC/QA inspection, testing, and documentation requirements; control of product; take corrective action; and communicate production/construction issues with Department personnel are considered. 8.0 Contractor exceeded QC/QA requirements. 7.0 Contractor exceeded QC/QA requirements in a majority of the areas considered. 6.0 Contractor met QC/QA requirements in all areas. 4.0 Contractor did not meet QC/QA requirements in one area considered. 2.0 Contractor did not meet QC/QA requirements in two or more areas considered.
Exhibit XIV.E
Page 172
Exhibit XIV.F
Report of Starting & Completion Date
County
Section
Route
District 1 Contract No. Job No.
Project Type of Construction Diane O'Keefe District Construction Engineer 201 W. Center Court Schaumburg, Illinois 60196 Attention: Gene Joynt (Project Engineer) Construction of the above section, located , was
(Describe location)
Started Suspended Resumed Completed by, , Contractor, on (Date) If Suspended state reason YES NO If contract is completed, has all work (other contracts, utility work, railroad work, etc.) been completed on this Federal Aid Project? Signed
Title Note: Mail one copy to District Office.
BCD1_09 Page 173
Printed 05/29/2012 BC 71 (Rev. 03/16/09)
Final Inspection Report of State Road Work
County
Section
Route
District
Contract No.
Job No.
Project
Director of Highways Chief Engineer Contractor: Department of Transportation Springfield, Illinois Address:
On , final inspection was made of work designated and same was found to be completed substantially in accordance with all of the requirements of the plans, specifications and contract. The improvement begins at Station and ends at Station Gross length The work is located between (nearest town) and (nearest town) on (marked route)
Summary of Length Built Nature of* Surface or Bridge Net Shoulders Within Corporate
Improvement Type Width Length Width Type limits of Station to Station
Total * Describe nature of improvements as (1) PCC Pavement: (2) W&RS: (3) Resurfacing: (4) Bridge Widening: (5) Bridge Repairs: (6) Bridge (new): (7) Pregrade. Omission and station equations should be noted. Use above space for remarks and comments. If additional space is necessary use additional BC-71 Form(s).
General Information Date Contract Awarded Construction Began Construction Completed Date Contract Executed Punch List Completed Date Pavement Opened to Traffic Was work completed under traffic? Contract Time Limit or # of Calendar Days + WD’s Calendar Day Date of Completion Working Days Used Extension(s) + WD’s Liquidated Damages (days) Subcontractors Resident and Inspectors Contractor’s Superintendent Bonding Company Final Inspection made by (State personnel) (Date) Contract Price
Regional Engineer Date Additions Passed Deductions
Engineer of Construction Date Total Cost
Exhibit XIV.G
Page 174
Prin
ted
6/8/
2012
B
C 7
26 (3
/06)
Tr
affic
Con
trol
Insp
ectio
n R
epor
t
Dat
e
Tim
e
Wea
ther
Cou
nty
C
ontra
ct
R
epor
t No.
OPE
R 7
25 o
n Fi
le
Es
t. C
ompl
etio
n D
ate
Se
ctio
n
Mar
ked
Rou
te
Ty
pe o
f Wor
k
Loca
tion
R
E / R
T
Con
tract
or
Eva
luat
e: (
G) G
ood,
(F) F
air,
(D) D
efic
ient
, (X
) Doe
s N
ot A
pply
Traf
fic
Con
trol
C
ondi
tion
Loca
tion
/ Pl
acem
ent
Nig
ht
Visi
bilit
y O
vera
ll Ef
fect
iven
ess
Des
crip
tion,
Com
men
ts o
r Cor
rect
ive
Mea
sure
s R
ecom
men
ded
Sign
s
Sign
Fl
ashe
rs
Dru
ms
or
Barr
icad
e Li
ghts
Dru
ms,
Ba
rric
ades
or
Con
es
Pave
men
t M
arki
ngs
Verti
cal
Pane
ls
Arro
w
Boar
d(s)
Com
men
ts o
n ot
her i
tem
s:
D
o an
y pr
evio
usly
repo
rted
disc
repa
ncie
s st
ill ex
ist ?
Yes
No
If ye
s, d
escr
ibe:
cc:
File
R
E or
RT
Sub
cont
ract
or
Fie
ld E
ngin
eer
Subm
itted
by:
C
ontra
ctor
: F
ield
O
ffice
Rev
iew
ed b
y:
Exhibit XIV.H
Page 175
Exhibit XIV.I
Page 176
Exhibit XIV.J
Page 177
SECTION XV:
ADA GUIDELINES
GENERAL PROCEDURES
Refer to the CDOT Division of Engineering Resident Engineer ADA Flowchart for design and
documentation details (Exhibit XV.A).
1. Before construction starts, the CCE is to inspect the project limits and verify that all proposed sidewalks, ramps, driveways and alleys are compliant with the Americans with Disabilities Act (ADA) according to the City of Chicago ADA Construction Standards as detailed on the City of Chicago, Department of Transportation website under the “Construction Details” link.
2. If the proposed design is not compliant, the CCE is to design the area in question according
to the aforementioned standards. If the area cannot be designed in compliance with the standards, details of the area and why the standards cannot be met, along with photographs and sketches are to be forwarded to the CDOT Construction Manager or CDOT Resident Engineer.
3. Although it is the Contractor’s responsibility to ensure that the ramp is installed correctly and
compliant with the standards, the CCE must verify that the layout is correct before placement. After the installation of the ramp and/or sidewalk, the ramp must be inspected by the CCE using the ADA Check Sheet (Form QC-1) and faxed to the ADA Coordinator within 24 hours. The check sheet must be submitted for both passing and failing ramps.
4. If the QC check sheet shows that a non-compliant ramp is placed, the CCE must issue a
Field Order to the Contractor to remove and replace the ramp or remedy the deficiencies within 72 hours at the Contractor’s expense.
5. CDOT QA may perform a check on the ramps with passing QC reports. If any issues are found during the QA check, these will be forwarded to the CCE. The CCE must issue a Field Order to the Contractor to remove and replace the ramp or remedy the deficiencies within 72 hours at the Contractor’s expense.
6. At the start of each project, each of the proposed ADA ramps shall be entered into the ADA
Ramp section of the Construction Management Website. The procedure shall be as follows:
a. Access the section by clicking on the “Documentation” tab followed by the “ADA Ramp” tab.
b. The “Ramp ID” will be filled in automatically in numerical order. c. Enter the address/intersection of each individual ramp as well as the corner/facing
information for each ramp. A typical corner has two ramps. They are to be entered separately and differentiated from each other by the direction they face.
d. As the ramps are removed and replaced, the remaining fields shall be populated such as “Break Out Date”, “Estimated Pour Date”, “Actual Pour Date”, “Date Passing QA”, “Date passing QC” and “Year End Notes.”
7. If a “Year End Report” which documents the status of every ramp on the project is needed,
the report can be generated by clicking on the “Reports” tab located under the “Documentation/ADA Ramp” tabs. Instructions on the proper procedures for filling out the
Page 178
“Year End Report” are located under the “Forms” section on the homepage of the CDOT Construction Management Website.
Page 179
C.D.O.T. DIVISION OF ENGINEERING
RESIDENT ENGINEER ADA FLOWCHART
CONSTRUCTION
DOCUMENTS AND SITE
CONDITIONS MEET
C.D.O.T. STANDARDS
CONSTRUCT PER DOCUMENTS
R.E. ADJUSTMENTS
MADE TO MEET C.D.O.T.
STANDARDS
CONSTRUCT PER
REVISED DOCUMENTS
NOTIFY C.D.O.T.
R.E./C.M. FOR FURTHER
REVIEW
R.E. COMPLETES QC-1 CHECKSHEET AND SUBMITS
TO ADA COORDINATOR
NO
YES
YES
NO
CONSTRUCT PER
C.D.O.T. DIRECTION
IF R.E. FINDS RAMP NON-COMPLIANT, NOTIFY
CONTRACTOR TO MAKE CORRECTIONS. UPDATE QC-1
SHEET AFTER CORRECTIONS ARE MADE. SEND THE UPDATED COPY TO ADA COORDINATOR
Exhibit XV.A
Page 180
Proj
ect N
ame:
CD
OT
Proj
ect N
o:G
ener
al C
ontr
acto
r:
Res
iden
t Eng
inee
r:W
ard
No.
Inte
rsec
tion:
Ram
p:D
ate
Rem
oved
:D
ate
Plac
ed:
Dat
e C
heck
ed:
Stan
dard
Det
ail #
:Ti
le T
ype/
Man
ufac
ture
r:
2. F
ill o
ut t
able
bel
ow.
Pro
vide
mea
sure
men
t of
slo
pes
to t
he n
eare
st 0
.1 %
and
dim
ensi
ons
to t
he n
eare
st 1
/8".
Loc
atio
ns o
f m
inim
um c
heck
s ar
e sh
own
in F
igur
es B
, C,
and
D.
3. If
slo
pe r
eadi
ng e
xcee
ds li
mit
s, c
heck
for
1/4
" m
ax.
gap
unde
r a
4-ft
leve
l res
ting
on
high
spo
ts.
If g
ap is
gre
ater
tha
n 1/
4" t
he r
amp
is n
ot c
ompl
iant
.
CHIC
AG
O D
EPA
RTM
ENT
OF
TRA
NSP
ORT
ATI
ON
RESI
DEN
T EN
GIN
EER
AD
A C
HEC
K SH
EET
(For
m Q
C-1)
Inst
ruct
ions
:
1. S
ketc
h th
e lo
cati
on o
f th
e ra
mp
to b
e ch
ecke
d in
Fig
ure
A.
If F
igur
e A
doe
s no
t ap
ply
to y
our
inte
rsec
tion
, pr
ovid
e a
sket
ch.
#1 Curb Ramp Running Slope
7% preferred; 8
.33% max.;
0.4%
constructio
n toleran
ce.#2 Curb Ramp Cross S
lope
1.6% preferred; 2%
max.; 0.4%
constructio
n toleran
ce.#3 Curb Ramp Width
48" min.; 1
" constru
ction to
lerance.
#4 Curb Ramp Side Flares
5% min for D
ets. B-1-4 &
B-1-5; 8.3%
preferred max;
10% max.;
0.4%
constructio
n toleran
ce.
#5 Detectable Warning S
etback
8" max fr
om face of curb; 2"
constru
ction
tolerance. (If D
et. B-1-
4 or B-1-5,
max
setback at o
ne corner is
60" from back
of
curb) #6 Detectable Warning W
idth
Full width of ra
mp. 1" co
nstructio
n
tolerance per side #7 Detecta
ble Warning Depth
24" min.;
1/4" constr
uction to
lerance.
#8 Flush Transitions/J
oints
Prefer no ch
ange in level; 1/4"
constructio
n toleran
ce (Provid
e max. lip
height.)
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Exhibit XV.B
Page 181
SECTION XVI: JOC CONTRACTS AND TERM AGREEMENT CONTRACTS
GENERAL PROCEDURES
The chart below indicates the CCE procedures for JOC Contracts and Term Agreement Contracts. The applicable sections in CCE manual shall be followed for all categories indicated with an 'x'. The procedures for the categories indicated with an 'o' shall be performed as shown in the individual sections following the chart.
JOC Contracts Term Agreements Master File System ..................................................................................... x .................................... x Submittals.................................................................................................... x .................................... x Standard File Letters: Substantial Completion .......................................................................... x .................................... x Interim Substantial Completion (Milestones) ......................................... x .................................... x Punch List Completion ........................................................................... x .................................... x Field Orders ........................................................................................... x .................................... x EEO Status ............................................................................................ x .................................... x DBE Status ............................................................................................. o. ................................... o MBE/WBE Status ................................................................................... o .................................... x Award Criteria Status ............................................................................. x .................................... x Chicago Residency Requirements ......................................................... x .................................... x Meeting Minutes (other than CRM) ........................................................ x .................................... x General use of Database ............................................................................ x .................................... x Distribution of Correspondence................................................................... x .................................... x Field Orders................................................................................................. x .................................... x RFIs ............................................................................................................. x .................................... x Construction Review Meetings.................................................................... x .................................... x
-Examples of minutes from a JOC Contract and a Term Agreement Contract are shown in Exhibits XVI.A and XVI.B. PCMs ........................................................................................................... o .................................... o RONs ........................................................................................................... o .................................... x Line Item Changes ...................................................................................... o .................................... o Pay Estimates ............................................................................................. o .................................... x Material Placement Notifications ................................................................. x .................................... o
Page 182
JOC Contracts Term Agreements
Inspection Procedures/Material Inspection for Individual Items General Inspection ................................................................................... x .................................... o Concrete ................................................................................................. x .................................... o Asphalt ................................................................................................... x .................................... o Reinforcing Steel .................................................................................... x .................................... o Structural Steel ....................................................................................... x .................................... o HMA ....................................................................................................... x .................................... o Caissons ................................................................................................ x .................................... o Granular Materials .................................................................................. x .................................... o Miscellaneous Materials ......................................................................... x .................................... o Landscaping ........................................................................................... x .................................... o Punch list ..................................................................................................... x .................................... x Minority Reporting ....................................................................................... x .................................... x Documentation Progress/Final Documentation ............................................................... x .................................... x Daily Log ................................................................................................ x .................................... x Turn in Final Boxes ................................................................................ x .................................... x Payment for Off-Site Material ................................................................. x .................................... x Weekly Reports ........................................................................................... x .................................... x ADA Procedures ......................................................................................... x .................................... x Consultant Policies ...................................................................................... x .................................... x Consultant Billing ........................................................................................ x .................................... x DBE Status: JOC Contracts and Term Agreement Contracts: The Contractor is not required to track and report the status of their DBE participation. This is only required on projects with Federal cost participation. MBE/WBE Status: JOC Contracts: The contractor is required to track and report the status of their MBE/WBE participation, however the minimum requirements are typically 35% MBE and 7% WBE. The reporting process shall be the same as Section IV of this Manual. PCMs: JOC Contracts: PCMs are not required for JOC Contracts. Additional work must be identified in the field and the Project Manager must be notified prior to authorizing the contractor to perform extra work. The contractor must submit a price proposal or an extra work invoice in order to be reimbursed for the work. The proposal or invoice must be checked for accuracy and initialed by the CCE and processed through the Project Manager.
Page 183
Term Agreements: If a project requires a Net-Effect PCM, the same procedures shall be followed as indicated in Section IX of this Manual, however a Line Item Change is not required. RONs: JOC Contracts: RONs are not applicable to JOC Contracts. Line Item Changes: JOC Contracts and Term Agreement Contracts: Quantities which are in addition (or have been deleted) from the work must be tracked by the CCE, however Line Item Changes are not required to be processed for the changes. The Project Manager must be notified of any increased quantities and they shall be paid for under the contract unit price. Pay Estimates: JOC Contracts: Pay Estimates for JOC Contracts are not processed in the CDOT Database. The contractor must submit an invoice for work performed and it shall be reviewed and agreed upon by the CCE. Once the amount is final, it shall be transmitted to the Project Manager for processing. The CCE must indicate any Liquidated Damages directly on the contractor's invoice prior to turning it in. Inspection Procedures/Material Inspection for Individual Items (all items): Term Agreements: In addition to the requirements of Section XI of this Manual, the CCE must track the quantities indicated on the approved RFIMs and compare them to the various "tasks" of each Term Agreement. The cumulative amount of material placed between all "tasks" must not exceed the inspected quantity on the RFIM. If the quantity goes over, an additional RFIM must be submitted for approval. Material Placement Notifications: Term Agreements: Material Placement Notifications shall be entered online as indicated in the applicable portions of Section XI of this Manual. While entering the placement data for a Term Agreement, the CCE must enter the project number of the "parent project" and not the individual "task" project number. * *Note: All Term Agreement Contracts should be tracked separately. The only items entered as the "Parent Project" should be the Material Placement Notifications.
Page 184
CITY OF CHICAGO F.H. Paschen, S.N. Nielsen DEPARTMENT OF TRANSPORTATION DIVISION OF ENGINEERING JOC: Madison - Pulaski to KildareB-0-219ACONSTRUCTION REVIEW MEETING: NO. 11 Tuesday, July 31, 2007
CONTENTS A. SCHEDULE B. COST STATUS C. SUBMITTALS / RFIS D. EEO / TRAINEES E. SAFETY / TRAFFIC CONTROL F. OUTSTANDING ISSUES G. MATERIAL INSPECTION H. PUNCH LIST
ATTACHMENTS Attendance List Incoming Correspondence Log Submittal Log Contractor's Two Week Look Ahead Schedule
IN ATTENDANCE Refer to attached roster.
Date of Next Construction Review Meeting: Meeting Time:
Tuesday, August 14, 2007 10:00 AM
A. SCHEDULE
1 Days Out: 362 NTP/ORIGINAL COMPLETION DATE/DURATION Friday, March 09, 2007 7/31/2007 Notice to Proceed: March 9, 2007
Original Completion: July 3, 2007 Original Duration: 116 days
2 Days Out: 362 REVISED COMPLETION DATE/DURATION Friday, March 09, 2007 7/31/2007 Notice to Proceed: March 9, 2007
Revised Completion: July 26, 2007 Revised Duration: 139 days Second Revised Completion: August 7, 2007 Second Revised Duration: 151 days Third Revised Completion: August 10, 2007 Third Revised Duration: 154 days
3 Days Out: 362 PROJECTED COMPLETION DATE/DURATION Friday, March 09, 2007 7/31/2007 Projected Completion: August 10, 2007
Projected Duration: 154 Days 4 Days Out: 362 PERCENTAGE COMPLETE Friday, March 09, 2007 7/31/2007 Days Used:
Complete All Work: 144/154 Percentage of Days: Complete All Work: 94.0% Actual Work Complete (E.T.D.): $2,192,444.74/3,087,950.34 Percentage Complete All Work: 71.0%`
5 Days Out: 362
Exhibit XVI.A
Page 185
DAYS AHEAD/BEHIND Friday, March 09, 2007 7/31/2007 Days Ahead/Behind:
Based on the most current schedule, submitted July 24, 2007 with the proposed 3 day extension, the project is approximately 1 week behind schedule. This does not include the vault at 4032 W. Madison or the lighting.
6 Days Out: 362 PROJECTED WORK Friday, March 09, 2007 7/31/2007 See contractor's two week look ahead schedule attached.
B. COST STATUS
1 Days Out: 362 BID AMOUNT Friday, March 09, 2007 7/31/2007 Award Amount: $3,087,950.34 2 Days Out: 362 CONTRACT MODIFICATIONS Friday, March 09, 2007 7/31/2007 None at this time. 3 Days Out: 362 CURRENT CONTRACT VALUE (1+2) Friday, March 09, 2007 7/31/2007 Current Contract Value: $3,087,950.34 4 Days Out: 362 PROJECTED CHANGES Friday, March 09, 2007 7/31/2007 Unknown vault/foundation removal on south Keeler and south Karlov: $4,060.00 (estimate)
Unknown foundation removal on north Karlov: $2,030.00 (estimate) Sign Installation: $73,500.00 (estimate) Resurfacing: ? Extend removal limits on northeast Karlov to back of sidewalk: $5,500.00 (estimate) Utility work in Diana's vault: $31,000.00 (estimate) Asphalt patching at curb lines: $35,560.00 (estimate)
5 Days Out: 362 WORKING ESTIMATE (3+4) Friday, March 09, 2007 7/31/2007 Total: $3,239,600.34 6 Days Out: 362 PROPOSAL STATUS Friday, March 09, 2007 7/31/2007 Outstanding Proposals: Proposal for b-box search needs to be submitted. Sign Installation - has been submitted,
waiting on CDOT approval. Quantities for signage proposal included Kostner to Kildare. CDOT will provide correct quantities and FHP will resubmit proposal. Extra sidewalk on north east leg of Karlov has been submitted by FHP. Utility work at Diana's vault has been submitted by FHP. Asphalt patching along curb line has been submitted by FHP. Replace existing traffic signal pole at the southwest corner of Keeler and Madison has been submitted by FHP. Replace two square electrical manhole lids with round lids has been submitted by FHP.
7 Days Out: 362 PROGRESS PAYMENTS Friday, March 09, 2007 7/31/2007 First payment = 8% = $247,036.03.
Second payment = 17% = $524,951.56 - $247,036.03 = $277,915.53 Submitted third bill at 40% of contract value = $1,235,180.14 Third payment will be $1,235,180.14 - $524,951.56 = $710,228.58 FHP has received first two checks. Still waiting on third payment. Fourth payment will be $2,192,444.74 - $1,235,180.14 = $957,264.60 bringing the total payments to 71% of contract value.
C. SUBMITTALS / RFIS
1 Days Out: 362
Exhibit XVI.A
Page 186
CURRENT SUBMITTALS Friday, March 09, 2007 7/31/2007 See attached submittal log.
Need RFIM for planting soil. Horizon has determined what product to use. FHP will resubmit for approval.
2 Days Out: 362 OUTSTANDING RFIs Friday, March 09, 2007 7/31/2007 CCE brought up the issue of whether or not the tree grates should be cut to fit around larger diameter trees. Larry
Brenner looked into this. The grates are to be cut to fit around larger trees. Make the opening diameter four inches bigger than the tree diameter. SCS will order new tree grates with larger openings instead of cutting. FHP is to notify DOWM when they are going to start digging the trench for the new water valve at 402 W. Madison. DOWM needs at least 3 days to prepare. Tuesdays and Wednesdays are the best days for DOWM to do their work. Jersey wall will be used to barricade the excavation. Bill Bonoma will check on the availability of the brick layers who will build the valve basin and let CCE know. There is a dead tree at 4017 W. Madison St. Obi will look into getting this tree replaced.
3 Days Out: 362 INSURANCE AND PERMITS Friday, March 09, 2007 7/31/2007 All permits have been received.
D. EEO / TRAINEES
1 Days Out: 362 OUTSTANDING CERTIFIED PAYROLLS Friday, March 09, 2007 7/31/2007 Certified payrolls have been submitted through 5/6/2007. Continue to submit to RE.
E. SAFETY / TRAFFIC CONTROL
1 Days Out: 362 TRAFFIC CONTROL ISSUES Friday, March 09, 2007 2 Days Out: 362 ADA RAMPS Friday, March 09, 2007 7/31/2007 South side
Kildare - all ramps poured. SEX-N ramp #8,9,10 Keeler - all ramps poured. OK. Karlov - all ramps poured. SWX-E ramp #9,10; SEX-N #10 Pulaski - SWX poured on 7/23/07. North Side Kildare - all ramps poured. OK. Keeler - all ramps poured. NEX-W #10 Karlov - all ramps poured. OK. Pulaski - all ramps poured.
F. OUTSTANDING ISSUES
1 Days Out: 362 OUTSTANDING ISSUES Friday, March 09, 2007 7/31/2007 Five more field orders were issued by BOE. John Cecchin will look into these and decide how to proceed.
G. MATERIAL INSPECTION
1 Days Out: 362 MATERIAL PLACEMENT NOTIFICATIONS Friday, March 09, 2007
Exhibit XVI.A
Page 187
7/31/2007 RE must be informed of all concrete and asphalt placements regardless of the quantity. If not notified, you cannot pour. Please give notifications to CCE by noon the day before placement. Must notify RE immediately if a scheduled pour is cancelled for any reason so we can inform the testing company.
H. PUNCH LIST
1 Days Out: 362 PUNCH LIST Friday, March 09, 2007 7/31/2007 None.
JOC: Madison - Pulaski to Kildare
Exhibit XVI.A
Page 188
CITY OF CHICAGO Sumit Construction Company, Inc. DEPARTMENT OF TRANSPORTATION DIVISION OF ENGINEERING ADA Ramp Program, Term Agreement, Near South AreaB-7-137CONSTRUCTION REVIEW MEETING: NO. 14 Thursday, November 15, 2007
CONTENTS A. SCHEDULE B. COST STATUS C. SUBMITTALS D. EEO/TRAINEES E. DBE STATUS F. SAFETY/TRAFFIC CONTROL G. OUTSTANDING ISSUES H. MATERIAL INSPECTION I. PUNCH LIST
ATTACHMENTS Attendance List RFI's (Outstanding) Submittals (Outstanding Reviews) Submittals (Outstanding Contractor) Incoming Correspondence Log PCM Log Contractor's 2-week Schedule EEO Status Report
IN ATTENDANCE Refer to attached roster.
Date of Next Construction Review Meeting: Meeting Time:
Thursday, November 29, 2007 9:00 AM
A. SCHEDULE
1 Days Out: 201 NTP/ORIGINAL COMPLETION DATE/DURATION Friday, August 17, 2007 11/15/2007 TASK ORDER A
-Task Order Start: August 13,2007 -Task Order End: October 01, 2007 -Task Order Duration: 50 Calendar Days TASK ORDER B -Task Order Start: August 20, 2007 -Task Order End: October 08, 2007 -Task Order Duration: 50 Calendar Days TASK ORDER C -Task Order Start: September 24, 2007 -Task Order End: October 28, 2007 -Task Order Duration: 35 Calendar Days TASK ORDER D -Task Order Start: September 24, 2007 -Task Order End: October 28, 2007 -Task Order Duration: 35 Calendar Days
2 Days Out: 201 REVISED COMPLETION DATE/DURATION Friday, August 17, 2007 11/15/2007 No Revisions
All Task Orders complete by 11/02/2007
3 Days Out: 201 PROJECTED COMPLETION DATE/DURATION Friday, August 17, 2007
Exhibit XVI.B
Page 189
11/15/2007 TASK ORDER A -Projected Substantial Completion: October 01, 2007 -Projected Duration: 50 Days TASK ORDER B -Projected Substantial Completion: October 08, 2007 -Projected Duration: 50 Days TASK ORDER C -Projected Substantial Completion: October 28, 2007 -Projected Duration: 35 Days TASK ORDER D -Projected Substantial Completion: November 02, 2007 -Projected Duration: 40 Days
4 Days Out: 201 PERCENTAGE COMPLETE Friday, August 17, 2007 11/15/2007 TASK ORDER A
-Days Used: Complete All Work: 50/50 -Percentage of Days: Complete All Work: 100.0% -Actual Work Complete(E.T.D): $179,600.00/$199,556.00 Percentage Complete All Work: 90.0% TASK ORDER B -Days Used: Complete All Work: 50/50 -Percentage of Days: Complete All Work: 100.0% -Actual Work Complete(E.T.D): $101953.00/$113,281.00 Percentage Complete All Work: 90.0% TASK ORDER C -Days Used: Complete All Work: 38/35 -Percentage of Days: Complete All Work: 100.0% -Actual Work Complete(E.T.D): $0.00/$87,408.00 Percentage Complete All Work: 0.0% TASK ORDER D -Days Used: Complete All Work: 39/35 -Percentage of Days: Complete All Work: 100.0% -Actual Work Complete(E.T.D): $0.00/$56,829.00 Percentage Complete All Work: 0.0%
5 Days Out: 201 DAYS AHEAD/BEHIND Friday, August 17, 2007 11/15/2007 TASK ORDER A
-11 Days Behind TASK ORDER B -17 Days Behind TASK ORDER C -5 Days Behind TASK ORDER D -5 Days Behind
Exhibit XVI.B
Page 190
6 Days Out: 201 PROJECTED WORK Friday, August 17, 2007 11/15/2007 TASK ORDER A
-See Attached Look-Ahead Schedule TASK ORDER B -See Attached Look-Ahead Schedule TASK ORDER C -See Attached Look-Ahead Schedule TASK ORDER D -See Attached Look-Ahead Schedule
B. COST STATUS
1 Days Out: 201 BID AMOUNT Friday, August 17, 2007 11/15/2007 Award Amount: $10,312,560.00 2 Days Out: 201 CONTRACT MODIFICATIONS Friday, August 17, 2007 11/15/2007 None to Date 3 Days Out: 201 CURRENT CONTRACT VALUE (1+2) Friday, August 17, 2007 11/15/2007 Current Contract Value: $10,312,560.00 4 Days Out: 201 PENDING PCMs Friday, August 17, 2007 11/15/2007 PCM 1 - Vaulted Sidewalk: $4,875.00 5 Days Out: 201 PROJECTED CHANGES Friday, August 17, 2007 11/15/2007 None 6 Days Out: 201 RONs IN PROCESS Friday, August 17, 2007 11/15/2007 None 7 Days Out: 201 WORKING ESTIMATE (3+4+5+6) Friday, August 17, 2007 11/15/2007 Total: $10,317,435.00 8 Days Out: 201 PROPOSAL STATUS Friday, August 17, 2007 11/15/2007 Outstanding Proposals:
None 9 Days Out: 201 CONTRACT MODIFICATION STATUS Friday, August 17, 2007 11/15/2007 None 10 Days Out: 201 PROGRESS PAYMENTS Friday, August 17, 2007 11/15/2007 Pay Estimate #1 submitted 10/19/07
Pay Estimate #2 submitted 11/02/07
C. SUBMITTALS
Exhibit XVI.B
Page 191
1 Days Out: 201 CURRENT SUBMITTALS Friday, August 17, 2007 11/15/2007 See Attached Log 2 Days Out: 201 OUTSTANDING RFIs Friday, August 17, 2007 11/15/2007 See Attached Log 3 Days Out: 201 INSURANCE AND PERMITS Friday, August 17, 2007 11/15/2007 Insurance:
- Copies received by CCE Permits: Task Order A -Permits on file valid between August 15, 2007 to October 15, 2007 Task Order B -Permits on file valid between August 15, 2007 to September 15, 2007.
D. EEO/TRAINEES
1 Days Out: 201 CONTRACT MINORITY GOAL Friday, August 17, 2007 11/15/2007 Minority Journeyworker Goal: 50%
Minority Apprentice Goal: 50% Minority Laborer Goal: 50%
2 Days Out: 201 CONTRACT FEMALE GOAL Friday, August 17, 2007 11/15/2007 Female Journeyworker Goal: 0%
Female Apprentice Goal: 0% Female Laborer Goal: 0%
3 Days Out: 201 MINORITY PERCENTAGE TO DATE Friday, August 17, 2007 11/15/2007 Minority Journeywroker Goal: 0%
Minority Apprentice Goal: 0% Minority Laborer Goal: 0%
4 Days Out: 201 FEMALE PERCENTAGE TO DATE Friday, August 17, 2007 11/15/2007 Female Journeyworker Goal: 0%
Female Apprentice Goal: 0% Female Laborer Goal: 0%
5 Days Out: 201 OUTSTANDING CERTIFIED PAYROLLS Friday, August 17, 2007 11/15/2007 Sumit: Week Ending 10/20, 10/27, 11/03, 11/10 6 Days Out: 201 OUTSTANDING UTILIZTION REPORTS Friday, August 17, 2007 11/15/2007 Sumit: August, September 7 Days Out: 201 TRAINEES Friday, August 17, 2007 11/15/2007 None to report to date
E. DBE STATUS
Exhibit XVI.B
Page 192
1 Days Out: 201 ORIGINAL/REVISED CONTRACT AMOUNT Friday, August 17, 2007 11/15/2007 Original Contract Amount: $10,312,560.00
Revised Contract Amount: NONE 2 Days Out: 201 CONTRACT PERCENTAGE GOAL Friday, August 17, 2007 11/15/2007 MBE: 24.0%
WBE: 4.0% Chicago Residency: 50% of the Total Hours
3 Days Out: 201 ORIGINAL/REVISED MBE/WBE AMOUNT Friday, August 17, 2007 11/15/2007 Original MBE Amount: $4,000,000.00
Original WBE Amount: $412,760.00 Revised MBE Amount: NONE Revised WBE Amount: NONE
4 Days Out: 201 MBE/WBE AMOUNT TO DATE Friday, August 17, 2007 11/15/2007 MBE Amount to Date: $0.00
WBE Amount to Date: $0.00 5 Days Out: 201 MBE/WBE/CHICAGO RESIDENCY PERCENTAGE TO DATE (ORIGINAL/REVISED) Friday, August 17, 2007 11/15/2007 MBE Percentage to Date(Original): 0%
MBE Percentage to Date(Revised): 0% WBE Percentage to Date(Original): 0% WBE Percentage to Date(Revised): 0% Chicago Residency: 0%
F. SAFETY/TRAFFIC CONTROL
1 Days Out: 201 TRAFFIC CONTROL ISSUES Friday, August 17, 2007 11/15/2007 1. Maintain ADA compliant access to businesses.
2. Barricades around areas not backfilled. 3. Keep corners clean of any excess barricades or construction materials. 4. Make sure signage makes sense.
2 Days Out: 201 ADA RAMPS Friday, August 17, 2007 11/15/2007 TASK ORDER C
Open Ramps: - None Deficient Ramps: -See Attached Sheet TASK ORDER D Open Ramps: -None Deficient Ramps: -See Attached Sheet
G. OUTSTANDING ISSUES
1 Days Out: 201 OUTSTANDING ISSUES Friday, August 17, 2007 11/15/2007 1. Submittals- see attached sheet
2. Deficiences
Exhibit XVI.B
Page 193
H. MATERIAL INSPECTION
1 Days Out: 201 MATERIAL PLACEMENT NOTIFICATIONS Friday, August 17, 2007 11/15/2007 CONCRETE
-11/13/2007 HMA
I. PUNCH LIST
1 Days Out: 201 PUNCH LIST Friday, August 17, 2007 11/15/2007 None
ADA Ramp Program, Term Agreement, Near South Area
Exhibit XVI.B
Page 194
SECTION XVII: CONSULTANT POLICIES
A. PHONES AND VOICE MAIL
1. All field telephones are to be answered: ”CDOT, [Project] field office”. For example, the North Avenue Bridge project will answer phones, “CDOT, North Avenue field office.”
2. All voicemail and/or answering machines are to reference only the DOE. The consultant’s
firm name is not to be part of the message. 3. It is mandatory that all key consultant construction management personnel keep their phones
and radios on 24 hours a day, seven days a week. Calls to the CCE must be responded to immediately.
B. VACATIONS AND ABSENCES
The CDOT Resident Engineer and Construction Manager are to be notified of absences and/or vacations for the CCE Resident Engineer and Assistant Resident Engineer. Notification of vacations of more than two days is to be submitted in writing two weeks in advance of the vacation. The name and the contact information of the person replacing the absent person must also be provided at that time.
C. EMERGENCIES
1. An emergency contact list is to be prepared at the start of the project and distributed to all key CDOT and CCE personnel. The list is to be generated from the CDOT Construction Management Website, and updated every month and/or as required.
2. In the event of an emergency the CCE is to make sure that the immediate situation is under
control (a 911 call has been placed, streets and/or sidewalks are closed to the general public, and, if necessary, the area around the site has been evacuated) and then contact the key CDOT personnel.
3. For a long-term emergency situation, a member of the CCE field staff is to be designated as
“time keeper” and note all major events and the times at which they occurred (e.g., what time the Fire Department arrived at the site).
4. A formal report is to be submitted to CDOT within 24 hours of the conclusion of the
emergency (or sooner if so requested). D. CONSULTANT COMPUTER POLICY
1. The computers provided for the field office are to be used for work-related issues only. No
personal entertainment software or games are to be installed on the computers. All games (including games installed as a part of Windows) must be deleted from the hard drive.
Page 195
2. Internet access shall be limited to work-related issues. 3. E-mail and use shall be limited to work-related issues only. 4. No computer or other hardware (with the exception of laptop computers) is to be taken home. 5. Care is to be taken to keep all computers in top running condition. This includes keeping the
computers clean, periodically maintaining the hard drive through the use of the built-in tools, and avoiding unnecessary abuse of the computer. Project-related files shall be backed up weekly and stored off-site.
E. CONSULTANT OVERTIME POLICY
1. It is the consultant’s responsibility to manage hours efficiently to stay within their budget. The
fact that a Contractor is working overtime is not a valid reason to overrun the budget. 2. At the inception of the project, the CCE is to prepare projected monthly time expenditures for
each staff member. The projection is to be submitted to the Construction Manager for review and approval.
3. Overtime should be minimized as much as possible. When feasible, a person working on a
weekend should be given a day off during the week to minimize overtime. 4. The CCE Resident Engineer should be fiscally responsible when assigning overtime work.
For example, it is unlikely that the RE would need to be present for Sunday sod placement.
Page 196
SECTION XVIII: CONSULTANT REPORTS / INVOICING
A. CONSULTANT COST STATUS REPORT
1. The CCE must submit a Cost Status Report using the provided spreadsheet (see Exhibit XVIII.A) monthly during project construction.
2. This report includes CCE percent of budget expended to date and CCE percent of days used
to date. In general, the CCE budget percentage should not exceed the days used percentage.
3. If the CCE budget percentage does exceed the days used percentage, a detailed proposal of
how the CCE plans to complete their contract requirements within budget must be submitted to CDOT for review.
4. The Cost Status Report is submitted directly to the Construction Manager and the Project
Manager.
5. The CCE must monitor their budget closely and make every effort to complete the work within the allotted budget. If the CCE foresees that they may exceed their budget prior to completing the project, they must notify their Project Manager and Construction Manager well in advance of exceeding the budget in order for CDOT to make arrangements to extend the contract, if warranted. Failure to provide ample notification may result in the CCE not being able to continue the project or not being able to invoice for hours worked in excess of the original contract value.
B. CONSULTANT INVOICING
1. Every CCE payment voucher must contain one original and three copies of the entire bill
package. 2. The bill package consists of three items: a five-leaf voucher (one original and four carbon
pages, supplied by CDOT), a summary page of the bill and all proper documentation. The summary page should be on company letterhead and include the total labor charge; overhead burden and fringe; fixed fee; amount of work done by subconsultants; direct costs and total amount due on the invoice and to date.
3. All items in the billing summary must be properly documented. Missing or insufficient
documentation will cause the invoice to be returned to the CCE for correction and subsequently delay payment.
4. Consultant invoices must be addressed and transmitted to:
M. Pakshir Chicago Department of Transportation
30 North LaSalle Street Suite 600 Chicago, IL 60602 Invoices sent to the wrong location (such as the Construction Management section) will be rejected and the consultant will be required to resubmit the invoice following the procedure noted above.
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APPENDIX COMMON ACRONYMS BC ......................................................................................................................... Bureau of Construction (IDOT) CCE ................................................................................................................. Consultant Construction Engineer CDOT ....................................................................................................... Chicago Department of Transportation CM ........................................................................................................................................ Contract Modification CPO .............................................................................................................................. Chief Procurement Officer CRM ........................................................................................................................ Construction Review Meeting CTA ............................................................................................................................... Chicago Transit Authority DBE .............................................................................................................. Disadvantaged Business Enterprise DEO ..................................................................................................................... Division of Electrical Operations DOE ................................................................................................................................... Division of Engineering EEO ...................................................................................................................... Equal Employment Opportunity FTA ................................................................................................................................. Federal Transit Authority IDOT ............................................................................................................ Illinois Department of Transportation MBE .......................................................................................................................... Minority Business Enterprise MFS ......................................................................................................................................... Master File System NTP ........................................................................................................................................... Notice to Proceed PCM ................................................................................................................... Proposed Contract Modification QA ............................................................................................................................................ Quality Assurance QC .................................................................................................................................................. Quality Control RFI .................................................................................................................................... Request for Information RFP ...................................................................................................................................... Request for Proposal RFQ .............................................................................................................................. Request for Qualifications RON .................................................................................................................................... Record of Negotiation WBE ............................................................................................................ Woman-Owned Business Enterprise
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