The purpose of this section is to give guidance to the project on how to administer the physical work of the contract. We will briefly describe the authority levels of the project personnel and explain the different items they have to work with on the job site. We will discuss items that need submitted to different departments and end this section with case studies on controlling the work and material.
The Engineer is in charge of all details on the assigned project. The Engineer is the direct representative of the Department and has immediate charge of engineering details of each construction project. The Engineer is responsible for the administration and satisfactory completion of the project. The Engineer has the authority to reject defective work, suspend work being improperly performed and order the replacement of defective material.
The Engineer is responsible for the following:
· Assignment of the inspection duties at the project level.
· Instruction of the inspection force in the requirements of the project and the items being constructed including:
§ Addenda, proposal and supplemental specifications, equipment, i.e. concrete testing kit.
· Review of materials to be incorporated in the work. This may involve rejection of materials.
· Timely payment for work performed by performing the following activities:
§ Input daily diaries on CMS, review estimates, verify payrolls, obtain approval of sampled materials.
· Determine the need for change orders within the scope of the contract.
· Monitors the project and discusses progress schedule with Contractor's Superintendent.
· Maintaining project records.
§ Construction daily diary, CA-D-3 or 4
§ Work performed, Contractor's equipment, materials, significant events of the day.
§ Job correspondence.
§ Letters from Contractors, Utility companies and from other public agencies, any correspondence from District or internal agencies.
§ Minutes from project progress meetings, including: who attended, items discussed, resolutions to problems.
§ Other pertinent documents.
§ Shop drawings, working drawings, erection procedures.
· Address and resolve job site problems in a timely manner
· Provide the Contractor with specific information regarding the usage of Contingency quantities, "As directed" items.
· Reports to District Construction Engineer any major change in conditions, traffic accidents, status of project.
· Determines final quantities, assures the Contractor completes the punch list items, completes project files, schedules Final Inspection.
The Inspector is the front line ODOT representative at the project level. The Inspector has authority to inspect all work performed and materials used. Authority to reject non conforming materials, suspend operations until problem is resolved by Engineer. The Inspector can neither alter the contract or issue orders contrary to the contract.
The Inspector is responsible for the following:
· Inspects all work performed. This inspection will be done in accordance with ODOT policies and includes daily record keeping.
· Reports quantities of work satisfactorily completed in the units established by the contract.
· CMS, Inspector's daily diary, CA-D-3 or 4, AP-1, drawings of work performed
· Inspects and samples the materials incorporated into the work..
· Can reject unsuitable materials and suspend operations until an issue is resolved by the Engineer or DCE.
· Inspects the material incorporated into the project.
· Familiar with manuals and specifications of items of work being inspected.
· Communicates daily issues to the Engineer.
· Communicates with Contractor to assure proper installation of work.
The Contractor's Superintendent is responsible for the work. He/she must be capable of reading and thoroughly understanding the plans and specifications and be experienced in the work. There will be only one superintendent who shall have full authority to execute instructions of the project engineer and shall be in charge of all construction operations regardless of who performs the work.
The Engineer must determine the level of the Superintendent's authority to perform the work. You should know if he/she can agree to extra work, get the equipment needed to get the job done and know if they can follow through with final quantities agreed on.
The plans show details of structures, the line, grades, typical cross sections of the roadway and the location and design of structures. The contractor shall keep one set of project plans available at the project site. No changes shall be made to the plans except as approved by the engineer.
The plans shall be supplemented by working drawings when required to control the work adequately. Working drawings shall be furnished by the contractor. Working drawings shall not be prepared until the applicable field and plan elevations, dimensions and geometries have been verified by the contractor. Specific items of work shall require working drawings. These requirements are stated in the specification section that is applicable to the item of work. See table below for typical examples of number of copies and where to submit the different types of working drawings.
|
ITEM |
DRAWING |
COPIES |
DESTINATION |
|
501.05 |
Structural steel and other metal items, prestressed concrete members, precast concrete structural elements joint sealing devices and other similar items requiring either shop or field fabrication |
3 |
Central Office |
|
630 |
Overhead sign support |
2* |
District |
|
630 |
Roadside sign support |
2* |
District |
|
632 |
Signal poles |
2* |
District |
|
632 |
Traffic signal heads |
2* |
District |
|
* Certified working Drawings Section 625.06, 630.03 |
|||
Sections 200 thru 600 of the Construction and Material Specifications are used to obtain the workmanship compliance required for each item. These specifications are typically arranged in the following manner:
· Description
· Materials
· Construction Requirements
· Method of measurement
· Basis of Payment
Contract documents are prepared to promote agreement between the various parts of the plans and specifications that control the work. In case of disagreement between the plans and specifications, the following will govern in descending order:
· Special provisions / proposal
· Plans
· Calculated Dimensions
· Scaled Dimensions
· Standard Specifications
The Contractor shall take no advantage of any apparent error or emission in the plans or specifications. In the event the Contractor discovers such an error or emission, the Contractor shall immediately notify the Engineer.
Control of materials is a necessary and important part of every construction project. The intent is to assure that only quality (specification) materials are incorporated into the work. The Contractor must order materials sufficiently in advance of related work to allow enough time for sampling and testing. The Contractor must identify the project and the specification item number on all material orders which are defined in the construction and material specifications. The specification gives you the item which in turn references the appropriate material specification (700 series) used in conjunction with the material sampling and testing program manual gives you the proper procedure for material acceptance. Additional information may be found on the material code screen, (MATL) on CMS/TAS.
The following examples identify the different methods of accepting materials on the project and methods of testing acceptance .
· Physical sample from the project which would require no additional information.
§ Cable, Curing Compound
· Electronic TE-24, material comes from pretested stock.
§ Concrete pipe, Guardrail, Fence bolts
· Pre-qualified or pre approved list for pre qualified materials:
§ Concrete sealers, Epoxy, Silane, Functional alternates RPMS and adhesives
· Material from brand name sources:
§
§ Trowelable mortar,
§ Caulk for OZEU,
§ Loop detector slot sealant SS 1048,
§ Cable splicing kit
· Materials from Manufacturers certified test data:
§ Section 712.09, Filter fabric Type D.
· Material accepted on letter of certified test data:
§ Water line AWWA cert., Proposal 516 517 Proposal Note, 518
· Physical sample and certified test data:
§ Reinforcing Steel.
· Visual inspection:
§ Dumped Rock, Mulch
· Acceptance of proprietary items:
§ Impact attenuator G.R.E.A.T.
· Catalog cuts and shop drawings:
§ Electrical, Traffic control items
The District Highway Management Administrator will determine the extent of application of responsibilities for material compliance under the policy for Material Documentation Process, 515-001(P) based on project staffing level/and or expertise. It may be applied on either a wholesale or project by project basis.
Under this policy the Engineer may approve certain materials as listed below and may modify the project bill of materials. Materials that maybe approved include:
· Any materials that are on approved or pre qualified lists.
· Materials for which there are approved catalog cuts.
· Proprietary materials.
· Temporary applications.
· Materials that require visual inspection only.
· Materials under the control of the Office of Structural Engineering.
· Any materials accepted as "small quantities" per Section 106.031.
The District Testing Engineer/Test Lab will perform the following functions:
· Sample, test, review and authorize samples for which the Engineer does not have the authority to approve.
· Provide staff advice to Engineer concerning material requirements.
· Perform independent reviews of material certifications by Engineer, using current guidelines for documentation of final quantities.
· Perform quality assurance reviews on active construction projects to insure compliance with material approval requirements.
The material certification for the projects will be approved
by the
Management Administrator.
The CMS will be used to document material requirements.
· Materials approved by Engineer
§ Project personnel will complete appropriate documentation (TE 30, etc.) create sample ID's and assign materials to the proper reference numbers.
§ The Engineer must review and authorize/approve all samples.
· Materials approved by District Testing Engineer or the Office of Materials Management
§ Project Personnel will complete appropriate documentation (TE31 physical sample), create sample ID's and assign material to appropriate reference numbers.
§ The Engineer must review all documentation for completeness, sign forms, and forward paperwork or physical samples to the District Lab.
§ The District Testing Engineer or the Office Materials Management, as appropriate, will review the documentation or conduct testing of samples and authorize materials.
· Certification of Project Materials:
§ As final quantities are determined, the Engineer, using the C&MS, will insure that the contract and material requirements are met.
§ After all final quantities and material issues are resolved, the Engineer will complete and sign the Material Certification Letter and forward it along with the final quantities list to the District Documentation Review Team.
§ The District Testing Engineer in conjunction with the Documentation Team will perform a review of the material requirements using the same guidelines as required for final quantities.
§ A final certification letter will be prepared and signed by the District Highway Administrator. This letter will be directed to the Division Administrator of the Federal Highway Administrator for Non Certification Acceptance Projects (CAP) or to the project file for all other projects.
Personnel from the District Test Lab will conduct quality assurance reviews during the actual construction phase of projects. These reviews will assure that Project Engineers are following the policies and procedures for material approvals, and identify material deficiencies while corrective action is still possible. The Division of Engineering Policy will establish guidelines for performance of the quality assurance reviews.
In the event that unapproved materials are incorporated into the work, these materials must be monitored to determine if they will function properly in the judgment of the Engineer. If so then the Engineer must follow the process to modify the contract to allow these materials to remain in place. See SOP PH C 305, Appendix A.
All materials must be approved prior to invoice payments and all material must be inspected at the stock piled location. All materials being used are subject to inspection or tests at any time during preparation or use. Any material which has been tested and accepted at the source of supply may be subjected to a check test after delivery or a minimum visual inspection.
· Standard Operating Procedures
Standard Operating Procedures (SOP) are technically focused unit specific procedures affecting the management and operation of specific divisions and offices of the Department, with references to technical manuals and other procedural documentation used by the various operating units.
· Supplemental Specifications
These are detailed specifications which supplement or supersede the specification sections in the C&MS.
· Manual of Procedures and Other Technical Bulletins
Manual of Procedures (MOP) are to provide construction personnel with information necessary to control the work to be performed in accordance with the requirements of the contract, the measurement of quantities for payment and the documentation of compliance and measurements.
· Standard Drawings
The Department furnishes Standard Drawings which provide specific details on various aspects of construction on ODOT Projects.