CE Phase - State of Oregon

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1




Addendum to Exhibit A

STATEMENT OF WORK AND DELIVERY SCHEDULE


AMENDMENT No.
____

to WOC No.

__



ATA No.
_______ ,

Key No.
_______




Local Agency:
________________

Project Name:
________________

(Project)

Project Location:
________________





Name:

Address:



Phone:

Email:

Agency’s

WOC Project Manager (WPM)

______

______

______


______

______



Name:

Address:



Phone:

Email:

Consultant
’s

Project Manager (PM)

______

______

______


______

______


GENERAL INFORMATION & REQUIREME
NTS

................................
................................
..................

2

WORK TASKS

................................
................................
................................
................................
...........

6

TASK 1

PROJECT MANAGEMENT/WOC ADMINISTRATION

................................
.............

6

Task 1.1

WOC Administration

................................
................................
................................
....

6

Task 1.2

Status Reports and Schedule Upd
ates

................................
................................
...........

6

Task 1.3

Structure Cost Data

................................
................................
................................
.......

7

TASK 2

CONSTRUCTION CONTRACT ADMINISTRATION/CONSTRUCTION
ENGINEERING (CA/CE)

................................
................................
................................
....................

8

Task 2.1

Pre
-
Construction

Meeting

................................
................................
.............................

8

Task 2.2

Partnering Meeting

................................
................................
................................
.......

8

Task 2.3

Final Construction Quality Assurance Plan (CQAP)

................................
...................

8

Task 2.3

Construction Quality Assurance Plan (CQAP)
................................
.............................

9

Task
2.4

Construction Contract Administration

................................
................................
..........

9

Task 2.5

Project Progress Meetings

................................
................................
..........................

11

Task 2.6

Shop Drawing and Submittal Review

................................
................................
.........

11

Task 2.7

Consultation during construction

................................
................................
................

12

Task 2.8

Design Modifications

................................
................................
................................
..

12

Task 2.9

Claim(s) Support [CONTINGENCY TASK]

................................
.............................

13

TASK 3

CONSTRUCTION MONITORING/INSPECTION

................................
......................

13

Task 3.1

W
ork Zone Monitoring

................................
................................
...............................

14

Task 3.2

Construction Activity Monitoring

................................
................................
..............

14

Task 3.3

Quality Control Monitoring

................................
................................
........................

14

TASK 4

CONSTRUCTION SURVEYING
(OR “RESERVED” if not necessary
)

....................

15

TASK 5

PROJECT CLOSE
-
OUT

................................
................................
................................

16

Task 5.1

Final On
-
Site Inspections

................................
................................
...........................

16


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Task 5.2

Prepare As
-
Constructed Drawings

................................
................................
.............

16

Task 5.3

Structure Load R
ating

................................
................................
................................
.

17

Task 5.4

Submit Final Project Records

................................
................................
.....................

18

SCHEDULE

................................
................................
................................
................................
...........

19

COMPENSATION

................................
................................
................................
................................
.

21

ACRONYMS & DEFINITIONS

................................
................................
................................
............

23

Summary

of Estimate for Services

................................
..........................

Error! Bookmark not defined.

Monthly Project Status Report


CE Phase

................................
................................
............................

25

NOTICE OF NONCONFORMANCE

................................
................................
................................
...

27

CE PERFORMANCE TRACKING FORM

................................
................................
...........................

29





GENERAL INFORMATION & REQUIREMENTS


A.

LIST of ATTACHMENTS:


ATTACHMENT A: Acronyms and Definitions

ATTACHMENT B: Summary of Cost Estimate

ATTACHMENT C: Monthly Project Status Report (Template)

ATTACHMENT D: Notice of Nonconformance

(Form)

ATTACHMENT E:
CE

Performance Tracking Form



B.

WOC OVERVIEW

The purpose of this WOC Amendment No.
2

(which includes this Addendum to the Exhibit A
Statement of Work and Delivery Schedule of the original WOC) is to add the Construction
Administrati
on/Construction Engineering (CA/CE) Services phase. The CA/CE work is a new phase
of the Project, distinct from and in addition to the previous Project phases. For convenience to the
reader, the task numbering starts over at Task 1 for the CA/CE phase, b
ut this Amendment does not
delete, revise, or replace the tasks or requirements for the original WOC or any earlier amendment for
previous phases of the Project, unless otherwise specifically provided in this Amendment.

C.

BACKGROUND

(This Section will pr
ovide Project Specific information to outline the general scope of the construction
project. If the Background is unchanged {as it normally should be}, just leave this section blank
except for a note that says “The Background is unchanged from the origi
nal WOC”.)

The General Description and Background for the Project remain unchanged from the original WOC.

D.

PROJECT PHASING

The engineering work for this Project is divided into
____

phases:



(List previous PE phases for this Project)



CA/CE



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This
Amen
dment (which includes this Addendum to the Exhibit A SOW,
as previously revised
,
addresses the CA/CE
phase

of the Project. The CA/CE phase will culminate with final acceptance of
the As
-
Constructed drawings and the final quality and quantity documentation.

Completion of the
CA/CE phase of the Project will be the final phase of this WOC.


E.

PROJECT COMMUNICATION

Communication is an important element to the successful completion of the Project. Changes to
Consultant
’s Project Manager as identified on page 2

are subject to Agency approval and require
written notice to Agency. All communication and deliverables covered under this WOC shall be
directed to the
WPM

assigned to this Project as identified on page 2 (or such other individual as
designated in writing

to
Consultant
).


To the extent possible, all transmittals from
Consultant

to Agency must include the ATA#, WOC#,
Project name and the Project key number. The key number must be used as part of the document
control system established by Agency and
Consulta
nt
. Formats for the document control system shall
be discussed at the initial meeting between Agency and
Consultant

pertaining to these CA/CE phase
Services.


The construction contractor (CC) for this Project will be determined through the competitive bidd
ing
process. When the CC has been determined,
Consultant

shall establish appropriate contacts with that
firm prior to the pre
-
construction meeting.


F.

ROLES AND RESPONSIBILITIES

Agency

The
WPM

is Agency’s primary point of contact for
Consultant
. The
WPM

has the authority to review
and accept all
Consultant

deliverables. The
WPM

may distribute deliverables for this phase of the
work to appropriate agency personnel for review and approval.


As owner of the facility, Agency has overall authority in scope, s
chedule and budget of the Project.
Agency shall review and approve all change orders prepared by
Consultant

prior to implementation by
the CC. Authority to approve change orders shall be as outlined in the Delegated Authority Section of
the Construction
Manual and in Delegation Letters. For purposes of this WOC, the
WPM

has the
authority delegated to the ODOT Project Manager.


Agency is responsible for the following:



Execution of Intergovernmental Agreements (IGAs) related to this Project



Material verif
ication sampling and testing



Concrete and Asphalt mix design review



Approving Construction Contract Change Orders



Inspecting Project specific fabricated items



Reviewing and processing monthly pay estimates for construction contract through ODOT
Consultant

payment system



Providing Agency’s construction forms in electronic and hardcopy



Installation of Agency’s Contract Payment System (CPS) software on
Consultant

computer



Provide training to
Consultant

on CPS software




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Consultant

Consultant

is the Engineer o
f Record for the Project.
Consultant

must notify Agency immediately
(within 2 business days) upon discovery of any changes in the Project that impact scope, schedule or
budget.
Consultant

shall prepare and document changes in the Project as described in t
he Project
Communication section of this Addendum to Exhibit A.

Consultant

may be liable for any change orders authorized without obtaining prior review and approval
by Agency.

Consultant

shall provide all labor, equipment, and materials to provide the CA/
CE Services as outlined
in this WOC.

Overview of
Consultant
’s tasks:



Provide staff, materials and resources to complete the work described in this document



Provide construction Project management and contract administration/ documentation for
constructi
on of the Project



Provide Certified Inspectors as required (see Task 3)



Conduct Pre
-
Construction meeting with the CC and Agency



Provide
survey control

to the CC



Review and approve (when appropriate) all Construction Shop Drawings



Perform construction mon
itoring and inspection utilizing Agency
-
certified inspectors.



Perform field measurement and calculations and prepare documentation for monthly
construction progress estimates



Perform environmental and permit coordination and compliance monitoring during
c
onstruction of Project



Complete and submit as
-
constructed plans



Schedule, prepare agendas for, attend, participate in, facilitate and prepare minutes of Project
progress meetings



Review and recommend needed design changes



Develop and submit Project manage
r’s narrative report
(s)

on construction



Review documentation with Agency’s assigned Region Assurance Specialist (RAS) at regular
intervals throughout the Project



Prepare and submit final Project documentation as outlined in the Construction Manual



Provide
detailed monthly updates on CC’s progress


G.

DESIGN STANDARDS

Consultant

shall complete the CA/CE Services in accordance with
ODOT’s Construction Manual, the
Manual of Field Test Procedures and the ODOT Inspectors Manual. All CE Inspection work must be
performed by Agency
-
certified Inspectors as required by the Agency’s Inspection Quality Assurance
Program

(
IQAP
).
Consultant
’s qualified staff shall diligently monitor the work of the CC in order to
determine whether the Project is constructed in complianc
e with the Construction Contract Documents
and

any applicable current standards and Agency manuals, including but not limited to those listed in
the ATA.
Consultant

shall immediately advise Agency of any construction which
Consultant

knows, or
with the exe
rcise of professional care should know, fails to conform to the Federal or State standards
applicable to construction of the Project.


H.

ASSUMPTIONS

FOR BUDGETING PURPOSES

F
or budgeting purposes
,

a
ssumptions

may be specified within individual tasks in thi
s SOW.


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I.

PROJECT COOPERATION



Throughout the term of the WOC, Consultant shall facilitate, manage, and expedite the Services to the
extent possible
meet

milestone dates or delivery schedules. Consultant shall cooperate in every way
possible with Agency
and Agency representatives, and any other contractors and consultants under
contract with Agency for activities related to the Project or contracting with Agency for any other
reason. Consultant acknowledges that Agency will have a separate contract with a

construction
contractor (or design
-
builder) for the construction services for the Project.


Consultant shall support
Agency's efforts to create and maintain a cooperative working relationship between and among the
construction contractor (or design
-
builde
r), Consultant, Agency, governmental jurisdictions, and others
involved in the Project, and their respective representatives, to further the interests of Agency to result
in the Project being successfully completed on time and within budget.


This statemen
t of work describes the responsibilities of all entities involved in this cooperative project.
In this WOC
Consultant

shall only be responsible for those responsibilities and deliverables identified
as being assigned to
Consultant

(or its subconsultants) i
n this WOC and the statement of work. All
work assigned to other entities, other than subconsultants, is not subject to this WOC, but shall be the
subject of separate Intergovernmental Agreements or contracts. Any tasks or deliverables assigned to a
sub
-
co
nsultant shall be construed as being the responsibility of
Consultant
.



Any Consultant tasks or deliverables which are contingent upon receiving information, resources,
assistance, or cooperation in any way from another entity (other than Subconsultants)
as described in
this statement of work shall be subject to the following guidelines:



a.


At the first indication of non
-
cooperation or delay, Consultant shall provide written notice to
ODOT WOC Administrator of the specific acts or inaction indicati
ng non
-
cooperation and of any
deliverables that may be delayed by other entities beyond
Consultant
’s reasonable control.



b.


ODOT WOC Administrator shall contact the non
-
cooperative entity/s to discuss the matter and
attempt to correct the problem an
d/or expedite items determined to be delaying the Consultant/project.



If Consultant has followed the notification process described in section “a”, and delinquency or delay
of any deliverable is found to be a result of the failure of other referenced ent
ities to provide
information, resources, assistance, or cooperation, as described in the statement of work,
Consultant

will not be found in breach or default of contract; nor shall
Consultant

be assessed or liable for any
damages. Neither shall ODOT be res
ponsible or liable for any damages to Consultant as the result of
such non
-
cooperation by other entities. ODOT WOC Administrator will negotiate with Consultant in
the best interest of the State, and may revise the delivery schedule to allow for delinquenci
es beyond
any reasonable control of
Consultant
. Revised delivery date beyond the expiration date requires an
amendment to the WOC.
"



J.

AGENCY REVIEWS

Agency will complete initial reviews for Substantial Conformity Acceptance of final deliverables
within
3 business days. A detailed review for deliverable Acceptance will be completed within 3 weeks
(unless a different timeframe is stated in individual tasks).



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K.

DELIVERABLES and MEETINGS OVERVIEW

Deliverables:

Consultant

shall submit all deliverables to
WP
M

or designee unless otherwise noted. All
deliverables must be submitted electronically (if prepared electronically) and in hard copy.


Consultant

shall prepare and submit deliverables in electronic format compatible with Microsoft
Windows or NT based pl
atforms running Microsoft Office 2000 software including MS Word, MS
Excel, and MS Project. Agency may designate an FTP site for submittal of electronic deliverables.


Meetings:
Consultant

shall schedule, attend, participate in and facilitate all Project
meetings.
Consultant

shall prepare agendas and distribute at least
2

business days prior to meeting date (unless
stated otherwise in a particular task, or if other timeframe is approved).
Consultant

shall prepare
meeting minutes and distribute within
5

bu
siness days of meetings.


L.

(RESERVED)

WORK TASKS

Consultant

is responsible for all tasks, subtasks and deliverables identified in this SOW unless
specifically stated otherwise.
Consultant

shall provide all labor, equipment and materials to manage,
coordi
nate, and complete the work.


TASK 1

PROJECT MANAGEMENT/WOC ADMINISTRATION

This activity is continuous throughout the duration of the Project.
Consultant

shall guide and direct the
overall processes and Project team in conformance with the Project’s goals

and objectives.
Consultant

shall monitor progress of the Project.


Task 1.1

WOC Administration

Consultant

shall provide leadership, direction and control of work tasks within the CA/CE Phase of
this WOC.


Consultant

shall:



Direct
Consultant
’s team wit
h regard to overall Project activities and team meetings.



Maintain liaison and coordination between
Consultant
’s staff, CC and Agency staff to facilitate
timely, efficient operations for all involved.


Task 1.2

Status Reports and Schedule Updates


Consul
tant

shall prepare a monthly status report to show progress throughout the duration of this WOC.
Consultant

shall use the standard Monthly Project Status Report included as Attachment C of this WOC
Amendment.

If the construction Project Schedule is revise
d,
Consultant

shall attach the updated Project Schedule and
submit with monthly Project Status Report.
Consultant

shall submit the Monthly Project Status Reports to
WPM

no later than the 5
th

calendar day following the end of the reporting month


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Deliverable
s



Monthly Project Status Reports (with Project Schedule updates as necessary)
. A copy of the
Monthly Project Status Report must be submitted with monthly invoice.


[Structure Cost Data is an FHWA requirement. Include this task if there are federal funds, o
r any
chance of federal funds, in the project. Alternatively, if Agency staff are available, they may complete
this task. If state funds only or if there is no structure involved with this project, this task may be
deleted. Currently, the data cannot be i
nput remotely into the database.]

Task 1.3

Structure Cost Data


Contractor shall input structure cost data information for each structure and file hard copy as labeled
“Final Disposition of the Job Record Folder” in the Agency’s Bridge Office Practice Man
ual section
3.1.6.1 (available on the Internet at:
http://
www.oregon.gov/ODOT/HWY/BRIDGE/standards_manuals.shtml#Office_Practice_Manual_2003


)



Consul
tant

shall:


a)

Use Agency Bridge Engineering computer to input structure cost data of the 3 lowest
bidders (tabulated bid data is available from Agency's Construction Contracting Unit
Web
-
site:
http://www.oregon.gov/ODOT/CS/CONSTRUCTION/bid_tabs.shtml
).
Make advance arrangements to schedule use of ODOT Bridge Engineering Section’s
facilities in Salem, Oregon (Section Phone number: 503
-
986
-
4200).


Deliverables
:

Final estimates and cost
data files entered on Agency computer.


b)

Make copies of appropriate sheets and prepare data sheets according to Agency’s
Bridge Office Practice Manual section 3.1.6.1 in individual structure folders.



Deliverables
:


File folder (labeled and unbound) conta
ining the following:



Print outs of the final estimate and cost data (from Agency computer)



8.5x11 inch letter size paper copy of plan and elevation sheet



Plans or vicinity maps with notes critical to design



Original of checked final estimate sheet(s)



Print
s of the cost data files



Paper data sheet prints for structures



Paper print of seismic design/retrofit data sheet using Agency (MS Word) template
(if applicable)



Paper print of overhead sign inventory sheet using Agency (MS Word) template (if
applicable)




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TASK 2

CONSTRUCTION CONTRACT ADMINISTRATION/CONSTRUCTION
ENGINEERING (CA/CE)

Consultant

shall support the Project’s needs by providing CA/CE services required to assure the
construction of the Project is completed in substantial accordance with the plan
s and specifications for
the Project.
Consultant

shall provide engineering services required to prepare design changes that are
necessary during the construction phase of the work.


Task 2.1

Pre
-
Construction

Meeting

Consultant

shall prepare for and lead t
he preconstruction meeting with the CC, Agency, permitting
agencies, local officials and others as may be appropriate.
Consultant

shall consult with the CC and
the WPM to determine participants and schedule the pre
-
construction meeting at an agreeable tim
e.


Consultant

shall:




Schedule Meeting.



Prepare and distribute the meeting agenda and minutes.



Attend, facilitate and participate in meeting.


Deliverables:



Meeting Agenda


1 copy to each meeting attendee and the WPM
4

business days prior to the
sched
uled meeting



Meeting minutes


1 copy to each meeting attendee and the WPM within 1 week of the meeting


Task 2.2

Partnering Meeting


(Use this task (Task 2.2) only if you intend to include a formal partnering session for the Project.
If Partnering is in
cluded on this Project, contact the ODOT Contract Administration Engineer
to identify the ODOT Partnering consultant.)


Consultant

shall work with the CC, the WPM and ODOT’s Partnering Consultant to schedule a formal
partnering meeting at an agreeable time

prior to the pre
-
construction meeting.
Consultant

shall:




Schedule Partnering Meeting.



Work with Partnering Consultant to build agenda.



Attend and Participate in Partnering meeting.



Follow through with any commitments made at Partnering meeting.


Delivera
bles:



Agenda for Partnering Meeting, 1 copy to each meeting attendee and the WPM
4

business days
prior to the scheduled meeting



Brief summary of Partnering Meeting and list of Action Items, 1 copy to each meeting attendee and
the WPM within 1 week of the m
eeting


[DELETE ONE OF THE FOLLOWING TASKS 2.3 AS APPLICABLE FOR YOUR
PROJECT. THE DRAFT CQAP MAY HAVE BEEN COMPLETED AS A TASK IN THE
LATEST VERSION OF FINAL DESIGN TEMPLATE]

Task 2.3

Final Construction Quality Assurance Plan (CQAP)



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Consultant

shall prep
are the final CQAP as an update to the draft CQAP prepared during Final Design
Phase. The update must include any necessary information that was not available prior to construction
bid award and must address any draft comments received from Agency. The fin
al CQAP must include
all information requested in the CQAP form and must be applicable to the specific construction project
administered under this WOC. All procedures
Consultant

establishes and follows are intended to
comply with the requirements of the
construction contract plans and specifications, the ODOT
Construction Manual, the ODOT Manual of Field Test Procedures, The Non
-
Field Tested Materials
Acceptance Guide, and all other requirements of this WOC.
Agency’s review and acceptance of
Consultant
’s
CQAP does not constitute a waiver of any of the stated requirements in this paragraph.


Deliverables:

Final CQAP

Task 2.3

Construction Quality Assurance Plan (CQAP)


Consultant

shall prepare a draft and final Construction Quality Assurance Plan (CQAP) usi
ng the latest
version of the CQAP form as provided by Agency. The CQAP must be completed with Project
-
specific information.
All procedures
Consultant

establishes and follows are intended to comply with
the requirements of the construction contract plans an
d specifications, the ODOT Construction
Manual, the ODOT Manual of Field Test Procedures, The Non
-
Field Tested Materials Acceptance
Guide, and all other requirements of this WOC.
Agency’s review and acceptance of
Consultant
’s
CQAP does not constitute a wai
ver of any of the stated requirements in this paragraph.


The CQAP must provide the following:



Names/contact information and roles and responsibilities for the home and field office staffs



Implementation and description of an auditable contract administra
tion system



Communication tools and procedures between Agency, CC,
Consultant

and other stakeholders (for
example residents, traveling public, etc.)



Verification of quantity and quality prior to processing and payment Inspection procedures



Health and Safe
ty Reporting and Protocol (including safety practices and after hours or emergency
contacts)



Project closeout procedures


Consultant

shall:



Prepare and submit a draft CQAP within 2 weeks of NTP.



Respond to Agency comments and revise draft CQAP as necess
ary.



Prepare and submit final CQAP within 1 week of receipt of Agency comments.


Deliverables:



Draft CQAP



Final CQAP





Task 2.4

Construction Contract Administration


Consultant

shall provide day
-
to
-
day administration of the construction contract.


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Consult
ant

shall:




Issue First Notification (original to Agency, copy to CC ) when on
-
site construction work begins.



Monitor overall Project budget and costs included in the Project authorization.



Monitor and evaluate the construction schedule to determine wheth
er the CC is proceeding in a
manner to ensure timely Project completion in conformance with the contract documents.



Maintain Project Construction quality and quantity documentation as outlined in the Construction
Manual, the Manual of Field Test Procedures
, the Non
-
Field Tested Materials Acceptance Guide
and the contract Plans and Specifications. Maintain this documentation on an on
-
going basis as
materials are incorporated into the Project.



Prepare General Daily Progress Reports for construction for each
site visit. (see Task 3.2)



Prepare and submit minutes of weekly progress meetings to the WPM. (see Task 2.5)



Measure and document construction quantities for monthly pay estimates (Pay Notes).



Each month, complete data entry of Pay Notes (up until the las
t day of the month) directly into
CPS program for work performed throughout the month.

o

Generate the monthly Pay Estimate using CPS program, print it out and review it with the CC
for concurrence on quantities being paid for the previous months work.

o


No l
ater than the 5
th

of the month, transfer final monthly Pay Estimate CPS file to WPM via
email or on floppy disk along with a snapshot versi
on of the actual Pay Estimate.

(Following
review, WPM will upload Pay Estimate onto the mainframe computer no later
than the 8
th

of
the month).



With each monthly Progress Estimate provide a breakdown of the payment amounts to indicate
which source of funds is charged for each bid item or anticipated item, including:

o

All work funded by OTIA I funds

o

Sidewalk work funded

by City of Yamhill funds ($40,000 maximum)

o

City utility relocation work funded by City of Yamhill


ASSUMPTIONS

FOR BUDGETING PURPOSES
:

o

OTIA I funds will pay for all work other than the first $40,000 of sidewalk work.

o

City funds will pay for the first $40
,000 of sidewalk work.

o

City funds will pay for all City utility relocation work.



Conduct labor compliance interviews and reports.



Prepare Equal Employment Opportunity (EEO)/
Disadvantaged Business Enterprises (DBE)
compliance reports.



Document CC’s performa
nce and progress on construction. (see Tasks 1.2 and 2.5)



Measure and document final construction quantities.



Maintain documentation and update all reports on an on
-
going basis throughout the term of the
WOC.


Deliverables



Monthly Pay Notes for constructi
on activities



Electronic Pay Estimate to the WPM by the 5
th

of the month following each month in which CC’s
work was performed



Monthly breakdown of the payment amounts to indicate which source of funds is charged for each
bid item or anticipated item



CC’s
weekly payroll reports, Employee Interview reports and Project Manager’s Labor
Compliance Certification. (Available for review throughout the Project. Copies to Agency with
the Labor Compliance Certification in the final document submittal per Task 5.4.)


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EEO
and DBE

compliance reports


Task 2.5

Project Progress Meetings


Consultant

shall conduct Project progress meetings with the CC and others as needed, including but
not limited to, Agency, permitting agencies, local officials. The Project progress meeti
ngs are intended
to assure Project is progressing effectively, that the Project working relationships are effective, and that
issues are being addressed and resolved.


Consultant

shall:




Schedule Project progress meetings as needed. Project progress meetin
gs are normally held weekly
during active construction periods, but may be held less frequently during periods of low
construction activity.



Prepare agendas and inform attendees.



Attend and participate in meetings.



Record and distribute meeting minutes.


Deliverables



Meeting agendas


1 copy to each attendee and 1 copy to WPM 2 business days prior to scheduled
meeting



Meeting minutes


1 copy to each attendee and 1 copy to WPM within 1 week of meeting


ASSUMPTIONS

FOR BUDGETING PURPOSES
: Construction meet
ings are assumed to be
weekly (during active construction) with no more than
3

Consultant

staff attending.


Task 2.6

Shop Drawing and Submittal Review


Consultant

shall review construction shop drawings and working drawings submitted by the CC.
Consultan
t

shall log in the submittal when it arrives, track the submittal to ensure timely response, and
log out the reviewed submittal when it is returned to the CC.
Consultant

shall conduct submittal review
in accordance with Section 150.35 of the Standard Speci
fications for Highway Construction. Of the
multiple copies of each shop drawing received from CC,
Consultant

shall:



Maintain one of the as
-
submitted copies in the Project files.



Conduct review and prepare 5 mark
-
up/comment copies of the shop drawing. Draw
ings must be
stamped, signed and dated by Engineer of Record and marked as either “Approved Without
Change”, “Approved With Comments”, or “Rejected and Resubmit”.



Include construction contract number on all shop drawings.


Consultant

shall review the foll
owing submittals as required using the guidelines in ODOT’s
Construction Manual:




CC’s construction schedule



Erosion Control Plan



Pollution Control Plan



Rebar Shop Drawings



Prefabricated Steel Shop Drawings



Prefabricated Concrete Shop Drawings


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Pile Hammer
submittal



Others as required by construction contract specifications


Deliverables:



Approved return shop drawings with comments





1 copy to WPM (transmittal only)



2 copies (1 for field and 1 for home office) to CC within time frame established in Construc
tion
Contract specified requirements



1 copy maintained in Project files



1 copy to Agency Materials unit (Portland office for steel shop drawings; Portland or Eugene
office for pre
-
cast shop drawings, depending on location of fabrication facility.)



File of

all reviewed submittals retained by
Consultant




Task 2.7

Consultation during construction


Upon request of the CC during construction,
Consultant

shall:



Clarify construction contract documents.



Respond to field inquiries.



Monitor design assumptions.


N
OTE: Design requests must be initiated by either Agency or
Consultant

using a Change
Request Form or a Request for Information (RFI). A response to an RFI may also initiate a
change request or a formal contract amendment for
Consultant

or CC. No work sh
all be
conducted on a change request until the WPM approves the request. Change Request must
clearly outline
Consultant
’s cost, the estimated construction cost, and the cause of the change.


Deliverable:



Written documentation to WPM of responses to CC inqu
iries within
2

business days of inquiry


Task 2.8

Design Modifications


If
Consultant

or CC determines that design modifications may be necessary,
Consultant

shall discuss
potential changes with WPM prior to verbally agreeing on changes with CC or preparin
g Change
Order documents. Upon request of the WPM,
Consultant

shall prepare detailed engineering design
revisions necessitated by conditions encountered during construction. These design revisions must be
accompanied by the necessary Change Order document
s to make them a part of the construction
contract.


Deliverables:



Design details for appropriate changes to Project design, submitted to WPM at date agreed to when
work was requested.



Draft Change Order documents with supporting documents (cost estimate a
nd justification)
submitted to WPM at date agreed to when work was requested.


CONTINGENCY TASK:

Task 2.9 identifies specific deliverables that Agency at its discretion may
elect to authorize
Consultant

to produce.
Consultant

shall only complete task 2.9
and the identified
deliverables if written (email acceptable) NTP is issued by WPM. The Not
-
to
-
Exceed (NTE) amount

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for completing this contingency task is
$ _______

and is only billable if authorized per NTP and
after acceptance of Deliverables. If Agency
chooses to authorize this work,
Consultant

shall
complete this task and Deliverables at least
4

weeks prior to the expiration of this WOC.


Task 2.9

Claim(s) Support [CONTINGENCY TASK]


If authorized by WPM,
Consultant

shall provide support to Agency to co
mply with any and all claims
submitted by the CC as specified in Section 00199


Disagreements, Protests and Claims in the Oregon
Standard Specifications for Construction 200
8
.
Consultant

tasks for

claim(s) support may include but
are not limited to:



Prepa
ration of memoranda and supporting documentation (photo logs, inspection reports, memos,
drawings, etc) related to claims



Consultation related to claims (in person, via telephone or email).



Attendance at resolution meetings.


ASSUMPTIONS

FOR BUDGETING PURP
OSES
:
this Task assumes no more than
______ hours

for claims’ assistance


Deliverables

The deliverables for

claim(s) support may include but are not limited to:



Memoranda and supporting documentation (photo logs, inspection reports, memos, drawings, etc)
r
elated to claims



Consultation related to claims (in person, via telephone or email)



Attendance at resolution meetings


TASK 3

CONSTRUCTION MONITORING/INSPECTION


Consultant

shall provide necessary on
-
site inspection of construction for conformance with con
tract
documents.
Consultant

shall coordinate closely with CC to assure on
-
site inspections do not adversely
impact the construction schedule. Inspections must occur at critical times during the construction
process as identified by
Consultant

and as outl
ined in the Construction Manual, the Manual of Field
Test Procedures and the ODOT Inspectors Manual.
Consultant

shall have an inspector on site during
all critical times during the construction process.
Consultant

shall monitor the CC’s quality control
p
rocess to assure CC is meeting the construction contract requirements. All persons involved in
performing inspection duties must be Interim Qualified Inspectors (IQI) through the Agency's
Inspection Quality Assurance Program (IQAP).


All persons assigne
d to inspect construction of traffic signals and related items must also be Agency
-
certified Traffic Signal Inspectors (CTSI). Inspector certification requirements apply to all Inspection
work performed under this work order after April 1
st
, 2005.


Inspec
tion of all bridge construction and related items must be performed by an Agency
-
certified
Bridge Construction Inspector (CBCI) effective April 1, 2006.


Following are additional ODOT Certifications required for inspectors after April of 2007:



Certified Ge
neral Inspector



Certified Erosion Control Inspector



Certified Hot Mixed Asphalt Concrete Inspector


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Certified Drilled Shaft Inspector, and;



Certified Traffic Control Supervisor/Inspector


Task 3.1

Work Zone Monitoring


Consultant

shall monitor the following

for compliance to construction contract requirements:



Permit compliance during construction



Temporary Traffic Control measures



Erosion Control installation and maintenance


Consultant

shall submit a Notice of Non
-
Conformance (Attachment D) to WPM of items

not in
compliance of construction contract requirements within 4 business hours of identifying non
-
compliance.


Task 3.2

Construction Activity Monitoring


Consultant

shall monitor construction activities during construction of the Project utilizing qualif
ied,
Agency
-
certified Inspectors.
Consultant

shall provide inspection concurrently with the CC's operation.
Consultant

shall coordinate closely with CC to assure on
-
site inspections are coordinated with the
construction schedule.
Consultant

shall perform i
nspections as detailed in the Construction Manual and
the ODOT Inspectors Manual.
Consultant

shall prepare General Daily Progress Reports of construction
for days
Consultant

is on site.
Consultant

shall take photos of the various construction activities an
d
keep a current digital photo
-
log of critical construction activities. The photo
-
log must be kept up to
date throughout construction and available for review by Agency.
Consultant

shall produce a CD of
the photo
-
log to submit to WPM.


Consultant

shall n
otify CC and WPM of any non
-
compliance issues.
Consultant

shall direct a Notice of
Non
-
Conformance (see Attachment D) to the WPM, within 4 business hours of discovering that
materials, work practices or work products are non
-
compliant with requirements of
the construction
contract documents.


Deliverables:



General Daily Progress Reports of construction for days in which
Consultant

is on site. (Available
for review at
Consultant
’s field or home office. Copies to Agency with final documentation
submittal per

Task 5.4)



Current Digital Photo
-
log of construction activities to WPM (do not submit to Agency’s
Construction Office).



A CD of Project photos to WPM (do not submit to Agency’s Construction Office).



Field Inspection Reports as required by the Construction

Manual and the Non
-
field Tested
Materials Acceptance Guide. Maintain with test summary throughout the Project and keep
available for review. Submit to Agency with final Project documentation.



Notice of Non
-
Conformance, Attachment D (submit to WPM within

4 business hours of the
finding of non
-
conformance.)


Task 3.3

Quality Control Monitoring


Consultant

shall monitor the CCs Quality Control program to assure it meets the requirements of the
Manual of Field Test procedures.
Consultant

shall coordinate wi
th the ODOT Region Quality

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Assurance Coordinator to assure adequate Verification and Independent Assurance testing is
performed. Agency staff shall perform the Verification and Independent Assurance testing; it is
not
a
part of this WOC.


Consultant

sha
ll:



Maintain the Non
-
Field Tested Materials Test Summary as detailed in the Construction Manual
and the Non
-
Field Tested Materials Acceptance Guide.



Maintain the Field Tested Materials Test Summary as detailed in the Construction Manual and the
Manual of F
ield Test Procedures.



Monitor CC’s quality control technicians to assure proper certification, proper testing frequencies
and procedures are being followed. Monitoring must be done by individuals certified by ODOT’s
technician certification program for th
e specific tests being monitored.



Obtain, review and compile Project Quality Documentation from CC’s, in accordance with ODOT
Construction Manual.



Communicate with Agency Region Quality Assurance Coordinator to assure timeliness and
efficiency in the verif
ication testing work.



Compare CC’s quality control test results to ODOT’s verification test results to assure they are
within Independent assurance parameters.



Work with WPM to resolve any discrepancies between CC’s quality control test results and the
ODO
T verification test results.



Provide Notice of Non
-
Conformance to WPM immediately (within 4 business hours) upon finding
materials and/or workmanship which do not meet construction contract requirements.



Prepare Quality price adjustments as necessary for m
aterials.


Deliverables:



Test summaries and other Project Quality Documentation (both field tested and non
-
field tested.
Available for review throughout the Project. Submit to Agency with final Project documentation

Task 5.4.)



Notice of Non
-
Conformance
(submit to WPM within 4 business hours of the finding of non
-
compliance.)



TASK 4

CONSTRUCTION SURVEYING
(OR “RESERVED” if not necessary)


(This section will be very dependent on the construction contract requirements. If CC is
responsible for surveying
, then there will be minimal requirements for
Consultant
. If CC is not
responsible for construction surveying, then requirements will need to be quite detailed. If
Consultant

is responsible for any construction survey tasks, the tasks must be detailed in
this
section.)


Consultant

shall provide review and on
-
site field checks for accuracy of CC’s survey submittals, grade
calculations and field work.
Consultant
's licensed land surveyor shall assure that land surveying
practices and deliverables conform to a
ll state statutes pertaining to survey and land boundary laws.
These include, but are not limited to, the following state statutes:
ORS Chapter 92, Subdivisions and
Partitions, ORS Chapter 93, Conveyancing and Recording, ORS Chapter 209, County Surveyors,

and
ORS Chapter 672, Professional Engineers; Land Surveyors; Photogrammetrists; Geologists.
"




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Consultant

shall prepare:



Notification of CC’s survey submittal acceptance/rejection.



Memo indicating dates and times grade calculation checks were performed a
nd the results of the
calculation checks along with copy of notification to CC on items not in compliance from
calculation checks and when/what corrections were made.



Memo indicating dates and times survey field checks were performed and the results of the

field
checks along with copy of notification to CC on items not in compliance from field checks and
when/what corrections were made.


Deliverables:



Notification of CC’s submittal acceptance/rejection (Original to CC with copy to WPM within 2
days of iden
tifying as non
-
compliant.)



Memo and notifications regarding grade calculation checks



Memo and notifications regarding survey field checks


ASSUMPTIONS

FOR BUDGETING PURPOSES
:
[REVISE THIS ASSUMPTION AS
NECESSARY]

For budgeting purposes, assume
Consultant
’s

field surveyors, (
2
-
man

crew), will make
up to
4 1
-
day

mobilizations to perform field verifications on CC’s staking.


TASK 5

PROJECT CLOSE
-
OUT


Consultant

shall complete final on
-
site inspections and submit all final Project records required for
final pay
ment.


Task 5.1

Final On
-
Site Inspections

(per 150.90 of the Standard Specifications and Section 36 of the Construction Manual)


Consultant

shall issue Second Notification when all on
-
site bid item and change
-
order work is
completed (per Standard Specific
ations, section 180.50).


Consultant

shall schedule and attend a final Project inspection with CC and Agency
within 15 days

after receiving notice from the CC that the project is complete. If additional construction items are
identified,
Consultant

shall
prepare a punch
-
list of items to be corrected by the CC. Once the punch
-
list items have been corrected,
Consultant

(if requested by WPM) shall meet at Project site with
Agency for a follow
-
up to the “final inspection”.
Consultant

shall prepare and distri
bute the
Recommendation of Project Acceptance.


Consultant

shall issue Third Notification to CC after all construction contract work and inspections are
complete, and required documentation is submitted (per Standard Specification, section 150.9).


Deliver
ables:



Second Notification



Final inspection report (including follow
-
up revisions if necessary) to Agency



Recommendation of Project Acceptance



Third Notification


Task 5.2

Prepare As
-
Constructed Drawings



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Consultant

shall incorporate As
-
Constructed mark
-
up
s into electronic files for the Project.
Consultant

shall re
-
issue 11" x 17" roadway Mylar drawings with mark
-
ups to Agency.
Consultant

shall
incorporate As
-
Constructed mark
-
ups with ink on original Mylar for bridge drawings for Agency.


Deliverables:

Fi
nal As
-
Constructed plans to Agency within 30 calendar days of second notification



11" x 17" roadway Mylars



Inked corrections on full size bridge Mylars



Electronic files of As
-
Constructed plans


Task 5.3

Structure Load Rating

(DELETE TASK AND REPLACE WITH
“RESERVED” IF PROJECT DOES NOT INCLUDE
A STRUCTURE)



Consultant

shall use load rating standards, guidelines, requirements, and methodologies as prescribed
in the latest editions, including the latest interim revisions, of the following publications:

AASHT
O:



Guide Specification for Strength Evaluation of Existing Steel and Concrete Bridges, 1989



LRFD Bridge Design Specifications, Second Edition, 1998



Manual for Condition Evaluation of Bridges, 1994



Manual for the Maintenance Inspection of Bridges, 1983



Stan
dard Specification for Highway Bridges, Sixteenth Edition, 1996.


FHWA:



Report No. FHWA
-
PD
-
96
-
001, Recording and Coding Guide for the Structure Inventory and
Appraisal of the Nation’s Bridges, 1995



Report No. FHWA
-
PD
-
91
-
015, Bridge Inspector’s Training Man
ual 90, 1991, (Rev. 1995).


Agency:



Bridge Element Coding Guide, 1999



Bridge Office Practice Manual, 1994



Bridge Section Load Rating Procedures, 1994



Oregon Coding Guide for the Inventory and Appraisal of Oregon Bridges, 1994.


Consultant

shall conduct the

load rating in the following prioritized order:

1.

Alder

2.

Wildcat

3.

BNSF (Madras)

4.

BNSF (Terrebone)

5.

BNSF (Chemult)

6.

Clackamas UPPR (EB only)

7.

Rock Creek (EB only)


Consultant

shall furnish all data needed for the load rating work. Data not available to
Consu
ltant
, but
in Agency’s possession, may be requested from ODOT Bridge Engineering Section through the WPM.
All sheets after the Table of Contents shall be numbered consecutively in the upper right corner.



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Load Rating Reports must be prepared by, signed by
and stamped with the seal of an engineer
registered to practice in the State of Oregon.


Load rating calculations must consider and reflect the structural condition of the bridge including
decay, section loss, damage, cracking, and misalignment of members.

Consultant

shall utilize existing
bridge inspection reports and crack measurements prepared by Agency.


All load rating of structure types listed in Section 8A of the ODOT Bridge Section Load Rating
Procedures, August 30, 1995, must be performed using th
e latest version of the structural analysis
software BRASS, developed by the Wyoming Department of Transportation (WYDOT).


Load rating of crossbeams must be performed using the Crossbeam Load Rating Software, which,
together with user manual, is available

from Agency free of charge. This software is a Microsoft Excel
Version 5.0 application.


Deliverables:



Load rating electronic files (files shall be located under bridge number subdirectories)



Report and supporting information bound in a labeled pressbo
ard report cover with provisions for
diskette/CD storage



Reports shall be bound in the following order:

1.

Posting Summary Sheet

2.

Table of Contents

3.

Load Rating Summary Report

4.

Reduced Copy of Plans (or sketches)

5.

Inspection Report

6.

Structure Inventory and Apprais
al

7.

Relevant Correspondence

8.

Printout of FILELIST.TXT (this may be combined with the table of contents and
omitted)

9.

Preliminary (pre
-
BRASS) file(s)

10.

BRASS_E (LRFD sErvice) output file for the 1
st

beam line, if prestressed girder or slab

11.

BRASS_T (LRFD sTrength
) output file for the 1
st

beam line

12.

BRASS_N (
N
BI Load Factor) output file for the 1
st

beam line

13.

Repeat the sequence of items 10, 11, & 12 for each additional beam line investigated

14.

Cross Beam calculations completed for the 1
st

cross beam investigated

15.

Repea
t item 1
4

for each cross beam investigated


Task 5.4

Submit Final Project Records


Consultant

shall organize and submit final quantity documentation, final construction estimate, test
summaries and construction Project records as detailed in the ODOT Const
ruction Manual.
Consultant

shall review documentation with Agency’s assigned Region Assurance Specialist (RAS) prior to
submitting to Agency.


After second notification is issued, the RAS and
Consultant

shall jointly make a final review of all
Project qual
ity, quantity and labor documentation and mutually agree that all contractual requirements
have been met and recommend acceptance. After final joint review, the final Labor Compliance
documentation shall be submitted to Civil Rights Field Coordinators for

approval. All other

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documentation shall be submitted to ODOT Construction Section, Contract Administration Unit for
processing and archiving.


Deliverables:


Final Documentation as outlined in the ODOT Construction Manual. Following is a list of items
g
enerally required:




General Documentation
:

Transmittal letter listing the documentation being submitted. Final progress estimate and cost
report, narrative report, State force order completion certification, letter of acceptance from Local
Agency, gener
al daily progress reports, FHWA form PR
-
47 for projects over $1,000,000, Final
Materials Certification and Documentation Review Report.
Consultant

shall distribute the “As
-
Constructed” Plans and Project Narrative per the ODOT Construction Manual.




Labor
Documentation:

CC’s and CC subcontractor’s certified payrolls, Labor Compliance Certification, Employee
Interview Reports, Commercially Useful Function (CUF) reports for DBE subcontractors.




Quality Documentation:

Completed Test Result Summaries “A” (non
-
field tested materials) and “B” (field tested materials),
Summary of Foreign Steel, Field Inspection Reports along with all supporting documentation for
all bid items and Contract Change Orders per Section 12
-
B of the ODOT Construction Manual.




Quantity Do
cumentation:

Paynotes (all calculations and supporting data for all bid item and Contract Change Order
quantities as defined in the ODOT Construction Manual), field books, pile books, earthwork
calculations, flagger and pilot car receipts, erosion control
reports, price adjustments, Quantity
Ledger Report and statistical asphalt bonus, etc.


SCHEDULE


Table 1
-

Deliverable Summary and Schedule

Task
No.

Description

Due Date

Date
Received

1.2

Monthly Project Status reports

5
th

calendar day of month
following
reporting month


1.3.a

Final estimates and cost data files entered on
Agency computer (projects w/fed funds)

30 cal. days following NTP or
bid award, whichever is later.


1.3.b

File folder (labeled and unbound) containing
required documentation (projects

w/fed
funds)

45 cal. days following NTP or
bid award, whichever is later


2.1

Pre
-
Construction Meeting Agenda

4 business days prior to mtg


2.1

Pre
-
Construction Meeting Notes

1 wk after mtg






2.3

Draft Construction Quality Assurance Plan
(CQAP)
{D
ELETE DRAFT IF
COMPLETED DURING PSE PHASE}

within 2 weeks of NTP


2.3


Final Construction Quality Assurance Plan
Within 1 week following receipt


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(CQAP)

of Agency draft review
comments

2.4

First Notification

When on
-
site construction
begins


2.4

Monthl
y Pay Estimates

5
th

of Month


2.4

Electronic progress estimate

5
th

of Month




2.4

CC’s weekly payroll reports, Employee
Interview reports and Project Manager’s
Labor Compliance Certification

w/ Labor Compliance Cert.


2.5

Meeting Agendas

2 business da
ys prior to mtg


2.5

Meeting Minutes

1 wk after mtg


2.6

Submittal Review

Project Files


2.6

Submittal Files

2 business days after consult


2.7

Written CC Consultation Responses

As Needed


2.8

Change Design Details

As Needed


2.8

Draft Contract Chang
e Orders

At least 1 wk prior to expiration
of WOC


3.1

Notice of Non
-
Conformance (for work zone)

Within 4 business hours of the
finding of non
-
conformance (and
Project Files)


3.2



General Daily Progress Reports




Field Inspection Reports

Project Files

see Task 5.4.)


3.2



Photo
-
log



CD of Project photos

End of Project; Submit to WPM.


3.2

Notice of Non
-
Conformance (to WPM)

Within 4 business hours of the
finding of non
-
conformance (and
Project Files)


3.3

Test Summaries; (available for review
through
out the Project.)

Project Files

see Task 5.4.


3.3

Notice of Non
-
Conformance (to WPM)

Within 4 business hours of the
finding of non
-
conformance (and
Project Files)


3.3

Project Quality Documentation

Project Files

see Task 5.4


4

Notification of CC’s
submittal
acceptance/rejection

Within 2 days of identifying
acceptance/rejection


4



Memo and notifications regarding grade
calculation checks



Memo and notifications regarding survey
field checks


Within 5 days of checks






5.1

Second Notification
(original to Agency,
copy to CC)

when all on
-
site bid item and
change order work is completed


5.1

Final Inspection Report

Per Standard Specifications


5.1

Recommendation of Project Acceptance

Per Standard Specifications


5.1

Third Notification (origin
al to Agency, copy
to CC)

Per Standard Specifications



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5.2

As
-
Constructed Plans

30 cal. days after 2
nd

Note


5.3

Structure Load Rating Reports
(Delete if not
applicable to project)

30 cal. days after 2
nd

Note


5.4

Final Documentation & Project Files (n
ot
including documentation for plant
establishment)

60 cal. days after 2
nd

Note


5.4

Documentation related to plant establishment
(Delete if not applicable to project)

14 cal. days after Third Note




Table 2
-

Contingency Tasks


Task
No.

Description

Due
Date

Date
Received

2.9

Claims Support; Deliverables may include but not be
limited to:



memoranda and supporting documentation (photo
logs, inspection reports, memos, drawings, etc)
related to claims



Consultation related to claims (in person, via
telepho
ne or email)



Attendance at resolution meetings


Project Files

see Task
5.4.)







SCHEDULE ASSUMPTIONS


The Project is scheduled for a
_____

bid opening. It is anticipated that the CC will receive a notice to
proceed no later than
_____
. Agency shall i
ssue the CC Notice of Award and a Notice to Proceed in
accordance with the Section 00130 of the 2002 Standard Specifications for Highway Construction.



All construction work, with the exception for plant establishment work is assumed to be completed
by
___
____
.



The plant establishment period is assumed to be a
1, 2, or 3

year

period.



All work for this WOC is to be completed within 14 calendar days of
Consultant

issuing Third
Notification to the CC.



Construction Contract Completion Date is
________
.



Th
e third notification to the CC will be issued on or before
__________
.


All tasks and deliverables except Claims Support (if applicable) must be completed no later than
(Insert date that is at least 60 days prior to expiration date of WOC)

________

.


COMPENSATION

All Compensation for this phase of work is on a Time and Materials (T&M)/Labor Hours basis and is
only for the tasks identified in this SOW up to the Not

to
-
Exceed (NTE) amount identified on page 1
of this WOC amendment. No compensation is pro
vided to
Consultant

for negotiations of this WOC or
preparing and revising cost estimate for services.


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Details of the
Consultant
’s cost estimate for the CA/CE phase Services under this WOC are found in
attachment B.


INVOICES


Submit invoices to WPM in
Agency approved format by the 20
th

of each month along with a copy of
monthly progress/status report.


Invoices for T&M work must include an attached breakdown of actual hours, identifying staff and
classification by task and direct non
-
labor costs and an
y other information as detailed in the ATA.




(
Breakdown of Costs

from
Consultant

must include breakdown of all costs for each task)


Contingency Task Cost:

(List the breakdown of hours and direct non
-
labor costs for contingency tasks in a separate
worksh
eet from the worksheet for the non
-
contingency tasks.)


Each contingency task must be listed as a separate line
-
item that includes a breakdown of labor and all
allowable expenses for each respective task. Please do not just calculate labor costs for the co
ntingency
task amount, and then include expenses such as travel or computer time in with the direct non
-
labor
costs for the overall project (or as an overall amount for contingency tasks)
C:
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Page
23

January 2006


ATTACHMENT A

ACRONYMS & DEFINITIONS


Acceptance

In this WOC, “Accep
tance” or “Accept” means that Agency has reviewed the
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C:
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NVDC
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Page
24

January 2006

ATTACHMENT B

Breakdown of Costs

Time & Materials (with NTE)





U
se option 1 below to incorporate or option 2 to insert rate schedules and BOC
(overhead schedule
s
should never be inserted in Contract)
. If incorporating rate schedules and BOC by reference, e
xamples
of the “Appendix 1” approach can be reviewed at the following link:
\
\
s
cdata2
\
OPOBillingRateData
\
AcceptedRates
\
Resources
\
Forms

Note: When emailing for fax
signatures on CPFF or T&M WOCs, the
BOC

is not required to be pasted into the WOC and may
be sent in the email as a separate attachment.]



If Option 2 is used, also place
a copy of the BOC and rate schedules used in the cost data folder for the
WOC

Amendment
. This option may
be suitable

for small WOC without multiple rate schedules or
where only NBRs are used.



Delete whichever optional paragraph below is not used.



[Option

1]

The Breakdown of Costs (BOC)

dated
insert date

and Appendix 1
-
WOC Rate Matrix

dated
insert
date

are not physically attached but incorporated into this WOC

Amendment

by this reference with the same
force and effect as though fully set forth herein. Cop
ies of the final BOC and Appendix 1 have been provided
to Consultant prior to WOC execution.



[Option 2]

The BOC and Appendix 1
-
WOC Rate Matrix approved for this WOC

Amendment

are inserted
below
.



ATTACHMENT C

Monthly Project Status Report


CE Phase


DA
TE:







FROM:







TO:















PROJECT INFORMATION:







KEY #:








CONTRACT #:







AUTHORIZED BUDGET:







EXPENDITURE TO DATE:







NOTICE TO PROCEED DATE:







CONTRACT COMPLETION

DATE:







REVISED COMPLETION

DATE
(if applicable)
:







THIS IS MONTH NUMBER






SINCE NTP FOR CE PHASE.
Consultant

shall complete CE
P
erformance Tracking Form (Attachment E of CE WOC) every 6 months and at end of CE phase; submit
with Monthly Project Status Report.

Directions:



Comment fields must be filled in for any bold “
Yes
” or “
No
” that is checked.



Consultant

submits this form to WPM

by 5
th

of month following reporting month. If invoice is submitted
later, a copy of Monthly Project Status Report must also be attached to invoice (along with other required
back
-
up data).



WPM reviews and discusses/revises with
Consultant

as necessary. WP
M sends copy to ADU with
invoice and EA coding sheet.


1.

Is the project on schedule?


Yes

No

Comments:







2.

Construction contractor’s monthly progress report:

a.

Did your office receive the monthly prog
ress report from construction contractor? [Special
Provisions 00180.41; A3, A4]

Yes

No

Comments:






b.

If not, did your office withhold the monthly estimate until it was received as required? [Special
Pr
ovisions 00180.41; A4]

Yes

No

Comments:






c.

Does the
Consultant
’s monthly progress schedule state the project is on schedule?

Yes

No

[If yes, skip to question 3]

If no, what specific reasons does it state as to why
the project is not on schedule? Comments:






d.

Does the construction contractor’s monthly progress schedule indicate they believe ODOT is
responsible for the project not being on schedul
e?

Yes

No

Comments:






e.

If the project is not on schedule, has the construction contractor requested an extension of contract
time (for the reasons beyond the construction contractor’s control that af
fect the completion of the
contract)?

Yes

No

Comments:









3.

Are the Inspector’s Dailys tracking the project schedule activities (Do our records match the
construction contractor’s monthly progress
report with regards to any delay, causes of delay and
alleged responsibility for delay)?

Yes

No

Comments:







4.

Are we within project budget? (If the budget is tight, what are the plans to either st
ay within budget
or request an overrun or increase)

Yes

No

Comments:







5.

Are there any disputes or disagreements about the contract work?

Yes

No

If so, what
are they?

Comments:







6.

Has the construction contractor submitted any “written notice” of disputes or disagreements [Special
Provisions 00199.20]?

Yes

No

Comments:







7.

Has the c
onstruction contractor submitted any “written notice” of delay [Special Provisions
00180.60] or notice of unreasonable delay by Agency [Special Provisions 00195.40]?

Yes

No

Comments:







8.

Are there
any disputes, notices or claims on the project?

Yes

No

If so, what are we doing to resolve or elevate the issues?Comments:







9.

Are there any safety, traffic control, or other issues that WPM/Region ne
eds to be aware of?

Yes

No

Comments:







10.

Briefly describe the previous month’s Project activities and the planned activities for the next month.

Comments:







11.

CE PERFORMANCE E
VALUATION DATA

Criteria Description

Yes

(X)

No

(X)

Date


Comments

Final CQAP submitted on
schedule





First Notice submitted on
schedule





Pay Est. submitted by 5
th






RAS (or WPM) evaluation
deficiencies found





RAS (or WPM) evaluation
defici
encies resolved





Second Notice submitted
on schedule





Final Documentation
submitted on schedule













ATTACHMENT D

NOTICE OF NONCONFORMANCE

(PAGE 1)


Project (Section):

___________________________________________ Contract No:_______________

Highway:


______________________________________________________________________

Consultant
:


____________________________ N/C Report No._____________PG_______Of___


THIS NOTICE OF NONCONFORMANCE (N/C) WAS INITIATED BY… □ CONTRACTOR □ AGENCY
REP
. □

AGENCY □ OTHER


ATTENTION:

_________________________________________________ DATE: ___________________________



(Name of Agency’s Consultant Project Manager)


ADDRESS:

___________________________________________________________________________
________________


NOTICE IS HEREBY GIVEN THAT THE TERMS, MATERIALS AND/OR ITEMS OF THE WORK, AS
FULLY DESCRIBED BELOW, WERE REVIEWED, INSPECTED AND/OR TESTED BY THIS OFFICE AND
WERE FOUND
TO BE NOT IN CONFORMANCE WITH

THE REQUIREMENTS OF THE SUBJECT
CONTRA
CT.



YOUR IMMEDIATE ATTENTION AND CORRECTIVE ACTIONS ARE REQUIRED!


NO PAYMENT WILL BE MADE BY THE AGENCY FOR WORK DEEMED TO BE IN NONCONFORMANCE WITH
THE CONTRACT UNTIL SUCH TIME AS CORRECTIVE ACTIONS HAVE BEEN SUBMITTED, APPROVED AND
PERFORMED. (SEE PA
GE 2 OF THIS FORM FOR CORRECTION ACTION).


DESCRIPTION OF NONCONFORMING ITEMS:








CONTACT REFERENCE:












BY:_________________________________












(NAME AND TITLE)


RECEIPT ACKNOWLEDGEMENT IS REQUIRED!



RECEIPT BY:
_______________________
____________________DATE:________________________________________





28

NOTICE OF NONCONFORMANCE

(PAGE 2)



Project (Section):


__________________________________________Contract No:_____________

Highway:


_____________________________________________________
____________________

Consultant
:


____________________________N/C Report No. _______________PG____Of _____


ATTENTION:


__________________________________________________DATE:______________________________


I. PROPOSAL:

CONTRACTOR’S DESCRIPTION OF PROPO
SED CORRECTIVE ACTION (USE
ATTACHMENT IF NECESSARY)




PROPOSAL DATE: _______________________________PROPOSAL BY: _________________________________


II. ACCEPTANCE:

□ ENGINEER OF RECORD □ AGENCY □ OTHER ___________

(REVIEW OF CORRECTIVE ACTION PROPOSAL)







RESPONSE DATE: ___________________________RESPONSE BY: _____________________________________



ENGINEER OF RECORD MUST ACCEPT ALL DESIGN RELATED PROPOSALS FOR

CORRECTIVE
ACTION.


III. PERFORMANCE:

FIELD INSPECTION REMARKS (REFERENCE INSPECTION REPORT NO.)









INSPECTION DATE: _________________________INSPECTION BY: _______________________



_______________________________________DISPOSITION_______________
_________________________

THE STATUS OF THE SUBJECT NONCONFORMING ITEM(S) AND OF PROPER CORRECTIVE ACTION(S) IS
AS FOLLOWS:













BY: __________________________________











Project Manager




29

ATTACHMENT E

CE PERFORMANCE TRACKING FO
RM

(Complete One Form For Each Project Every Six Months; Instructions on pages 2
-
3)

Name and Address of Consultant:

Evaluation Type



Interim


Subconsultant

PSK Number: WOC Number:

Project Title:

The
following criteria will be scored:



Auditable contract administration processes/payment
-
system established per ODOT Construction Manual (on schedule)



Monthly Progress Payment Estimates for construction contractor submitted by 5
th

of each month



Deficiencies
in project quality and quantity documentation found by WPM or during quarterly Region Assurance Specialist
(RAS) reviews resolved prior to next RAS review (
Consultant

shall submit memorandum to WPM stating corrective measures
taken within 30 business days
of deficiencies found by WPM or during RAS review).



At completion of all on
-
site construction contract and CCO work, second notification issued along with a thorough list of
deficiencies provided to construction contractor.



Final project documentation revi
ewed and submitted within 60 calendar days after second notification (delays outside of
Consultant
’s reasonable control will not count against contractor). The RAS and
Consultant

shall mutually agree that all
construction contract requirements have been me
t and jointly recommend acceptance.

Scores for PE work and CE work will be combined and are cumulative for all projects (to a maximum of 5 points).

CE Criteria Scoring Table

Criteria Description

On
Time:

0 Points

Late:

Minus
¼ Point

No Deficiencies
or Def
iciencies
Resolved:

0 Points

Deficiencies

Not Resolved:

Minus ½ Point


Comments

Auditable Contract
Administration System






Month 1
--

Pay Est. by 5
th






Month 2
--

Pay Est. by 5
th






Month 3
--

Pay Est. by 5
th






Month 4
--

Pay Est. by 5
th






Month 5
--

Pay Est. by 5
th






Month 6
--

Pay Est. by 5
th






RAS (or WPM) Evaluation
Deficiencies resolved






Second Notice submitted
on Schedule






Final Documentation
submitted on Schedule












Score Totals






Total Score
___________


Agency Comments:




_______________________________

Agency Signature Date

Consultant

Comments:






_______________________________

Consultant

Signature Date

Consultant

shall complete the CE Form and email to
Agency’s WPM within 5 business days of the end of the six
-
month review
period. WPM

shall review and approve or discuss any necessary revisions with
Consultant

within 5 business days of receipt.

Agency reserves the right to adjust milestone score(s) upon Ag
ency’s finding of good cause.



30

CE PERFORMANCE EVALUATION OVERVIEW AND INSTRUCTIONS


Throughout each assigned project, the Agency expects the
Consultant

to facilitate, manage, and expedite the
project to meet milestones and project delivery schedules.
Agenc
y intends to conduct performance
evaluations according to criteria established in this exhibit. Written performance evaluation results may be
used to address areas of
Consultant
’s performance throughout the term of
the parent PA

Agency may, in its
sole di
scretion, use these performance evaluation findings as deemed necessary, including, but not limited to,
determining
Consultant

eligibility for WOC assignments, corrective action, and as a criterion for selection
for future Agency contracts.





31

(Delete thes
e 2 pages of instructions prior to sig routing)

INSTRUCTIONS FOR WOC/SOW PREPARATION & SUBMITTAL


The attached template includes standardized language that has been approved by the Construction
Office.

Adherence to the instructions for WOC/SOW preparation
& submittal will help expedite
review and approval of your WOC/SOW submittals. The color
-
coding refers to the WOC template
attached to these instructions.




When preparing an SOW, only use current templates stored at
ADUshare/
STANDARD DOCs
/
WOC
Templates
.
Do not use versions stored in your project files or email attachments as they may not be
current (occasional revisions are anticipated).



Track Changes
--

Make sure

Track Changes are on when editing
.




If a particular task is not needed,
for consistent numb
er formatting
the number would remain but the task
heading would be changed to "Reserved".



Brown (Dark Red)

text is intended to be standard boilerplate and should not be revised unless there is a
good reason to do so. (Entire tasks or subtasks may be delet
ed, and bullets may be added per embedded
comments)



Blue highlighted

areas indicate fields that need to be filled in and/or quantities or language that may need
to be revised with specifics for your project.



Some a
reas have embedded comments or instruction
s that should be reviewed.



Yellow highted

areas include instructions that will need to be deleted before the WOC or WOC
amendment is executed.



Leave blue highlighter and blue text in document

it will be revised after
ODOT Procurement Office
(OPO)

and DOJ
complete final reviews. Embedded comments and
yellow

highlighted text can be deleted
or left for ADU to delete.



Credit for Deleted Tasks:

If
there are
tasks

in the original WOC or previous amendments that

are being
deleted, a credit must be shown as a sepa
rate line item for each deleted task. The credit should be based
on the amount included in the
Consultant
’s original estimate submitted for the work. If it’s a subtask
without a clear amount established,
WPM

should negotiate a reasonable credit based on th
e percentage of
the level of effort that subtask represents, when compared to the overall task effort and cost.



Credit for Unneeded Contingency Tasks:

If there are contingency tasks in original WOC or previous
amendments that are known not to be needed, the contingency tasks should be deleted and a credit must
be shown as a separate line item for the unused amount of each deleted contingency task.



Add
itional Task Cost
:
Consultant

must submit spreadsheet with breakdown of cost estimate for
additional work. Final cost is negotiated as usual based on agreement of reasonable estimates for level of
effort required times applicable billing rates.

WPM must d
ocument the negotiations on a Record of
Negotiations form and submit to ADU.


SOW REQUIREMENTS:

1.

Must use “active voice” and specifically obligate
Consultant

on all tasks assigned to
Consultant

(see
SOW writing guide);

(“
Consultant

shall...”, “Agency will..
.,” “The {Object or deliverable} must...”)

2.

Deliverables are listed as nouns; verbs are used in the task section.

3.

Consistent use of terminology and acronyms;

4.

Acronyms and Definitions Table (as Attachment at end of SOW);

5.

Clearly defined tasks and measurable
deliverables. Deliverables must correlate with all items produced in
task; (i.e.; if
Consultant

is conducting traffic analysis, there should be a traffic analysis report listed as a
deliverable. Likewise, if there is a traffic analysis report listed as a d
eliverable, there should be something
in the associated task about conducting traffic analysis.



32

6.

Format of deliverables (including software type and version, hard copy or electronic, and size (if
applicable for presentation materials, plan sheets, drawings,

etc.);

7.

Proposed schedule for tasks and deliverables. Delivery schedule must be in table after Work Task section
(do not list delivery dates in task section).


WOC SUBMITTAL



WPM
s are encouraged to contact ADU
Coordinator

at any time with questions related
to SOW
preparation, project approach, contingency tasks, format, etc.



WOCs should not be submitted to ADU for comprehensive review until
WPM

and
Consultant

agree to
project task language.



WOCs may be submitted to ADU for review without cost pages (if n
egotiations aren’t quite complete)
;

however,
OPO

will not assign the WOC for review until all documentation is submitted, including:

1.

Complete SOW along with appropriate Request Form (fill in highlighted fields). Request Forms are
on
ADUshare/STANDARD DOCs/
WOC Requests
.

2.

Cost estimate breakdown with staff
classifications and billing rates that match those approved in
the ATA

(if they don’t match, ADU and/or
ODOT Procurement Office (OPO)

will request revised
cost data which will add to processing time).


Pleas
e email WOC submittals to

ADU Contract Requests
” mailbox
.


EMAIL SUBJECT LINE AND FILE NAMING CONVENTIONS

(For WOC/SOW submittals to ADU or
OPO
):



Email Subject Line
--
Please include on the subject line the ATA#, WOC#, Amendment # (numbers are
easily cross
-
referenced from the ADU Project List), and project name “handle” that includes at least part
of the official project name (key # is optional).


Sample:

22544 W2

A1 Roosevelt Blvd




File Names

Document File names are the same format as email subject line
except that a version
number with initials is changed for each review iteration:


Sample 1:
22539

W1

A2

Talent ver3.doc


Sample 2:
22539

W1

A2

Talent ver4kr.doc


Sample 3:

22539

W1

A2

Talent ver5tf.doc


Sample 4
-
Cost Data:
22539

W1

A2

cost.xls




WOC REVIEW and APPROVAL



WOC reviews and signature routing will typically take 3 weeks to complete from initial date submitted
to ADU and may take longer if there are problems or if a substantial rewrite is necessary.



Milestone and delivery dates can be ad
justed, if necessary, after reviews are complete and before
routing for signatures. Notice
-
to
-
Proceed must be issued by Agency (normally
WPM
) before any work
is authorized.