View source for Phase V - Construction

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== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==
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== [[Phase V Flow Chart|Flow Chart]] ==
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== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
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Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution.  The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution.  The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State.  The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.  

The Contractor is given ten (10) days to execute their part of the Contract Documents.  The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached.  The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders. 

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form."  After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.
 
{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters.  The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.)  The County also requires a list of CARS non-participating items with the transmittal.  The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4d Contract Documents and Plan Distribution.docx|No. V-4d| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.


{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']].  The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects.  The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[http://opnet2.opkansas.org/download/city_policies/cop/COP-247.pdf COP 247]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{Note|When scheduling meeting in Google calendar, in order to avoid conflicts with utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to pre-bid conferences, pre-construction conferences or any meetings that require utility company attendance.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project; 

*meet the Contractor’s assigned Superintendent; 

*meet the Sub-Contractor(s); 

*receive/discuss the Contractor’s schedule; 

*confirm City’s payment schedule;
 
*status report/confirmation of utility relocations; 

*review/presentation of City’s pre-construction checklist; 

*answer contractor questions; 

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);  

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity; 

*distribute '''[[Approved_Materials|Approved Materials List]]'''; 

*determine if a City Field Building Permit is required by the Contractor; 

*introduce and distribute information for  Excellence in Construction, Contractor Evaluation System, 

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's <u>[http://www.ksdot.org/Assets/wwwksdotorg/bureaus/divAdmin/Documents/EEOContractComplianceManual.pdf '''Contractors EEO Compliance Manual''']</u>


{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

{{Exhibit|II-7e Sign in sheet.docx|No. II-7e| is a meeting sign in sheet}}.

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.
 
The following persons/firms will be invited to attend this conference.
:*Director of Public Works, 
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive, 
:*Contractor’s representative and project Superintendent/Sub-Contractors, 
:*Utility company representatives, 
:*Project team members, 
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant, 
:*SMAC, 
:*CARS, 
:*KDOT (if applicable, coordinate date and location), and 
:*Material testing laboratory. 

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project.  However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected.  The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
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Project Manager will obtain [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9362/FileDownload?targetFileType=Auto&keepAnnotations=false '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/124/FileDownload?targetFileType=Auto&keepAnnotations=false '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
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When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed. 

For KDOT projects the Notice of Public Information Meeting must be published in [http://www.kssos.org/pubs/pubs_kansas_register.asp '''Kansas Register'''] and [http://www.thelegalrecord.net '''The Legal Record'''].
 
See '''[[Phase_II_-_Preliminary_Design#Task_No._15_-_Schedule_First_Public_Information_Meeting|Phase II, Task No. 15]]''' for list of invitees.

{{Exhibit|V-9a Public Meeting Invitation Open House.pdf|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{Note|This and all subsequent Public Information Meeting notices should ask if participants need a language interpreter or a hearing assistance device and a phone number. All meeting rooms shall be ADA accessible.  The KDOT's Equal Opportunity and Civil Rights Information brochure in [[Media:Title VI Brochure English.pdf|'''English''']] and [[Media:Title VI Brochure Spanish.pdf|'''Spanish''']] is to be made available at all public meetings.}}

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line [https://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''Facility Rental Reservation Request'''] is available. Once the request is submitted, the BVSD Facility Scheduling Office will send a confirmation if the requested space is available.

== Task No. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed.  This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed.  The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.  For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the District One office, the Kansas City Metro office and BLP. 

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents. 

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed.   See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress.  The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street  looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project.  The submittal checklist is to be updated as submittals are reviewed and approved.  It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list.  Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}} 
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/106.pdf '''Section 106'''] of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
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If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team.  Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s).  Excellence in Construction, Contractor  Evaluation shall also be tracked throughout construction.
 
If applicable:

*See [[media:V-12 Electrical Service Permit Procedures for Streetlighting Controllers or Traffic Signal Constrollers.pdf|'''Electrical Service Procedures for Streetlighting Controllers or Traffic Signals Controllers.''']]

*See [[media:V-12 Sample KCP&L Electrical Service Request Form.docx|'''Sample Electrical Service Request Form''']].
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with [http://www.ksdot.org/burconsmain/Connections/ConstManual/documentationtindex.asp '''KDOT's Documentation Manual'''].

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''<font color=red>NEVER ERASE ANYTHING IN A FIELD BOOK !</font>''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the [http://www.ksdot.org/burconsmain/Connections/ConstManual/checklistindex.asp '''Construction Checklist'''] link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c.xlt|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[[Media:PW ESC Inspection Report.pdf|'''Exhibit No. V-12f''']] ''is a copy of Public Work's SWPPP Inspection form.''
:[[Media:PW ESC Inspection Report Final.pdf|'''Exhibit No. V-12g]] ''is a copy of the City's Final Inspection of Erosion and Sediment Control Form''.
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[media:as-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''KDOT Construction Manual'''], Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication. The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the Sampling and Testing Frequency Chart.
 
All sampling will be performed at random locations in accordance with the [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''KDOT Construction Manual'''], Part V, Section 5.2.2.2
 
See [[media:IV-2f.pdf|'''Exhibit No. IV-2f''']] for the Material Sampling and Testing Frequency Chart.

{{Exhibit|V-13b.docx|No. V-13b|is an example of a transmittal letter and the City's Project Data Sheet.}}
{{Exhibit|V-13c.xlt|No. V-13c|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13d.dot|No. V-13d|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13e.dot|No. V-13e|is the City's Material Testing Recap Log Sheet (word format).}}
{{Exhibit|V-13f.xlt|No. V-13f|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13g.xls|No. V-13g|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13h.xls|No. V-13h|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13i.xls|No. V-13i|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13j.xls|No. V-13j|is a spreadsheet used to generate random numbers for Concrete testing.}}

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''
 
On '''KDOT''' projects, [[media:Form 1313.xlsx|'''KDOT Form 1313 "Payment Request"''']] must be submitted to the KDOT Project Development Engineer's Office on a monthly basis for processing through the CMS System.
  
Current contact is:
:Project Development Engineer - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. Documentation will be copy of the invoice, the pay estimate and the check to the Contractor.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a "DBE Payment Affidavit" and a "Certificate of Subcontract Work and Payment".   These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of payment to the prime contractor.  The [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201008.pdf '''DBE Payment Affidavit'''] (KDOT Form 1008) is to be completed by the DBE subcontractor and submitted to the prime contractor.  Prime Contractor will submit to City within 15 days after payment was received.  The [[Media:KDOT Form 1010LP.xlsx|'''"Certificate of Subcontract Work and Payment"''']] (KDOT Form 1010) is to be completed by the prime contractor and submitted within 15 calendar days after making subcontractor payment. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}} 

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment.}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']].  If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed  [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [http://opnet2.opkansas.org/download/city_policies/cop/cop-247.pdf '''COP 247''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP. If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts. Line items shall never be completely removed from the original bid tabs/paid items list. When changing an existing item, the existing unit price must be used. See an example of the [https://www.ksdot.org/bureaus/burlocalproj/LPA/lpaindex.asp '''Final Paid Items List (FPIL)'''].

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions. All changes, including force account changes, must be accompanied by an independent estimate. Per KDOT's Standard Specifications for State Road and Bridge Construction [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/104.pdf  '''Section 104.9a'''], all direct and indirect costs associated with the Contract Change, including labor, materials, equipment, overhead, profit, impact costs and other costs for which the Contractor claims compensation is owed. Do not include costs as listed in Subsection 104.9c.

When receiving Federal Aid for inspection, the City will submit requests for reimbursement to the Local Construction Manager with proper documentation.

{{Green}}

<u>'''For CARS projects'''</u>, the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring. 
*Hold regular progress meetings. 
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders. 
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer. 
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/CivilRights/pdf/BulletinBoard/Post-ins.pdf '''Bulletin Board'''] on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/divAdmin/Documents/CheckList.pdf '''Bulletin Board Check List'''].
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOTForm1003.pdf '''KDOT Form 1003'''] and submit to the City.
::The Contractor shall provide annually  the Federal-Aid Highway Construction Contractors Annual EEO Report - [https://www.ksdot.org/bureaus/burLocalProj/LPA/lpaindex.asp '''FHWA Form 1391''']. Form shall be submitted with the last full pay period of July.
:For additional information refer to Section 15.3.2.4.3, Chapter [[Media:15.0 LPA-Administered Procedures 2018.pdf|'''15.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using [https://www.census.gov/construction/c30/pdf/c700s&l.pdf '''Form C-700(SL)'''].
 
*Update Project Journal in the Project Database. 
*Receive telephone inquiries and respond accordingly. 
*Handle project correspondence. 
*Prepare/approve payment for material testing. 
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals. 
*Conduct final inspection. 
*Approve final Contractor/Consultant payment. 
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor.  All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
:[http://www.kdheks.gov/stormwater/download/KDHE_csgp_8-1-2017_NOT.pdf '''Exhibit No. V-18b''']'' is a link to KDHE's Notice of Termination form.''
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: [[media:as-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']]

The Project Manager shall also prepare the Traffic Signal Project Data Sheet and Street Light Project Data Sheet.  The data sheets summarize the traffic signal and street lighting equipment that was installed.  The information for the data sheets can be found on the plans and project submittals submitted by the Contractor.  The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor.  To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[[Media:Project Completion Certificate-sample.pdf|'''Project Completion Certificate''']] ''(sample)''

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|Certificate of Engineer.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|Final Acceptance Letter.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist:  For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division):  Street network inventory;
*Engineering Technician (Stormwater Engineering Division):  Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division):  Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);


The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:   

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager. 
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond. 
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''KDOT Standard Specifications''']. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor.  The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''KDOT’s Construction Manual'''] and Section 2600 of [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''KDOT’s Standard Specifications''']. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Testing Frequency charts are available on the KDOT website. Materials testing personnel must be properly certified.

See Section 106 of [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''KDOT's Standard Specifications'''], latest revision,  for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The [https://www.ksdot.org/bureaus/burlocalproj/LPA/lpaindex.asp '''Final Paid Items List (FPIL)'''] with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.


== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
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The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment, 

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and 

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]). 

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

== [[:Category:Phase V Exhibits|All Phase V Exhibits]] ==