General Construction Inspector December 2017
Contract Administration – Project Documentation 19-1
Unit 19Project Documentation
Unit 19 Topics
Daily Reports Public Records Region Assurance
Specialist (RAS) Role Quarterly Release of
Retainage CPS – How to Request
Access
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-2
Daily Reports
General Daily Progress Reports– What should be documented– Why they are important– Public Record implications
Accident Investigation and Reporting– What to do, and why
Construction Manual, Chapter 12A
General Daily Progress ReportForm 734-3474, Page 1
Project InformationWeatherPersonnel/EquipmentWork DescriptionTraffic ControlEquipmentEffects on Work
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-3
General Daily Progress ReportForm 734-3474, Page 2
Materials rejectedProject visitorsRemarks
General Daily Progress ReportForm 734-3474, Page 3
Pictures!
Pictures!
Pictures!
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-4
General Daily Progress Reports
Your reports are Public Record.
Be factual Be concise Be relevant
Appropriate pictures are also nice.
What should be Documented?
Refer to 12A-2 of the Construction Manual
Generally track the progress of the Work– What got accomplished?– Are there positive or negative schedule impacts?– Any disagreements or disputes– Workmanship problems– Relevant conversations with the Contractor– Accidents or damage
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-5
What should NOT be documented?
Personal opinions…even if they are positive
Irrelevant information
General Daily Progress Reports
Four years from now you should be able to answer a few questions.
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-6
General Daily Progress Reports
When, exactly, did the earthwork begin?
What caused the delay?
Who was involved in the conversation?
Did the Contractor follow their schedule?
Was the corrective work completed? When?
Was the superintendent present and in control of the work?
How much work was completed that day?
Public Records
Public Record:…any writing that contains information relating to the conduct of the public’s business…prepared, owned, used or retained by a public body regardless of physical form or characteristics.
ORS 192.410(4)(a)
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-7
Public Records
Writing:…handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles or electronic recordings.
ORS 192.410(6)
Public Records
Don’t create documents that you wouldn’t want in the newspaper
– Including e-mails, letters, text messages, inappropriate photos, etc.
– Keep it professional– No personal opinions
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-8
How long should documents be kept?
Contract Administration Documents– Includes: e-mail, paper files, electronic files– Must be kept 20 years after final payment– Structures, such as bridges, require longer retention
times
The Region Assurance Specialists (RAS)
Their role in helping to assure documentation compliance
16
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-9
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General Construction Inspector December 2017
Contract Administration – Project Documentation 19-15
The Goals for the Region Assurance Specialist (RAS)
Provide early, timely project documentation reviews in theProject Managers office
Review the organization and documentation process
Provide technical help to inspectors and ContractAdministration Specialist
Valued resource to ODOT, Local Agency and ConsultantProject Managers
Documentation Review Report (DRR)Form 734-1903
List of comments, missing items or deficiencies
Distributed to Contract Administration Specialist,APM or PM
19-16
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734
-190
3 (0
4-20
15)
19-17
19-18
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-19
Documentation Review Report (DRR)
All items should be addressed or resolved prior to thenext RAS review
Final DRR signatures of Project Manager and RAS– Quantities are considered to be FINAL– No Changes will be made at Final Acceptance unless
discovery of gross errors or lump sum items not paidat 100%
Quarterly Release of Retainage
Section 00195.50(d)
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-20
00195.50(d) – Quarterly Release of Retainage
Release of the amounts retained will only be consideredfor Pay Items that have been satisfactorily completed.
A Pay Item will be considered satisfactorily completedonly if all of the Work for the Pay Item is complete and allcontractual requirements pertaining to the Pay Item andWork have been satisfied.
Beginning with the fourth month after First Notificationand every third month thereafter, the agency will releaseretainage for satisfactorily completed Pay Items.
Contract Payment System
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-21
Contract Payment System Access (CPS)
Internal ODOT Users
Contact the Contract Administration Unit– Provide user name– User authority– Responsible contracts
Contract Payment System Access (CPS)
External Users (Local Agencies & Consultants)
Contact the Contract Administration Unit– Request a pin– Return request user name (e-mail address), user
authority, responsible contracts
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-22
The Contract Payment System Retainage Tool & Reports
Contact:
James SealyODOT Contract Payments Specialist
Key Inspection Points
General Dailies are a necessary evil and the mostimportant document
A good picture is worth a thousand words
Region Assurance Specialist is a resource
Address items noted on Document Review Report
Stay organized by writing paynotes and keep up with yourdocumentation. Don’t wait until the end of the month!!!!
General Construction Inspector December 2017
Contract Administration – Project Documentation 19-23
Unit 19 Review
Daily Reports
Public Records
Region Assurance Specialist (RAS) Role
Quarterly Release of Retainage
CPS – How to Request Access
19-24