Phase VI - Retrospect

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VI-Retrospect

Introduction

One of the primary objectives of this phase is to critique/review the project by scheduling a post-project conference. All the persons and agency representatives shall be invited to participate in this meeting. The City's historical records will be updated and filed for reference and information. If FHWA or KDOT funding is involved, the project cannot be finalized until the project audit by KDOT.

Task No. 1 - Procedures for Final Cost and Project Close Out

The Project Manager, after a project is complete, and when all costs are known, shall coordinate with the Finance Department to prepare the final project cost. The project cost shall be divided in accordance with the finance accounts coding.

Exhibit No. VI-1a is a sample final project cost sheet generated by Finance.

Exhibit No. VI-1b is a sample final project cost memo to the Director of Public Works.

For CARS and SMAC projects, final accounting and billing shall be submitted to Johnson County no later than sixty days following project completion. Record drawings in TIFF format and Contract Documents and Specifications in PDF format must be submitted on disk along with the project close out letter.

Exhibit No. VI-1c is a sample Project Close Out letter for a CARS project.

Exhibit No. VI-1d is a sample Project Close Out form for a SMAC project.

For reimbursement from Johnson County Wastewater for relocation costs see Phase II, Task No. 7.

Task No. 2 - Complete Property Owner Assessments

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For Improvement Districts, the Project Manager, in conjunction with the Law and Finance Departments, will prepare the assessment roll, and any necessary maps to accompany the assessments. The assessments must be as described and set forth in the resolutions creating the improvement district.

Governing Body approves resolution directing City Clerk to provide public notice of the assessment hearing. Notice is published and mailed to I.D. members. 10 days must elapse between the notice publication and the hearing date. After the hearing is closed, the assessment ordinance is approved by the Governing Body and published thereafter. There is a 30 day protest period under the I.D. statutes and a 90 day civil rights protest period. Therefore, the City prefers to have 90 days pass from the publication of the assessment ordinance before a project is scheduled for bonding.

Exhibit No. VI-2a is a sample project assessment memo.

Exhibit No. VI-2b is a sample assessment roll.

Exhibit No. VI-2c is a sample assessment tract map.

Exhibit No. VI-2d is a sample project assessment report for the Director of Public Works. It provides information to the Director of Public Works to present to the Council during the project assessment hearing.

Task No. 3 - Conduct Post-Project Conference

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The Project Manager shall schedule a post-project conference for all major projects. The conference shall be scheduled within one month of final acceptance of the project. The following should be invited to this conference:

• Department Director,
• Department Division Heads(s),
• City Project Team Members
• Contractor (Owner),
• Contractor’s Superintendent,
• Sub-Contractors,
• Utility Company Representatives, and
• Consultant (if applicable)
• KDOT Staff (if applicable)
• Other funding sources representatives (if applicable)

The primary purpose of this meeting is to critique the project and present the Excellence in Construction evaluation. (see Phase V, Task No. 7)

A pre-meeting agenda will be distributed prior to the meeting with conference minutes prepared.

Exhibit No. II-7e is a meeting sign in sheet.

Exhibit No. VI-3a is a sample conference invitation letter.

Exhibit No. VI-3b is a sample conference agenda.

Exhibit No. VI-3c is a sample of conference minutes.

Task No. 4 - Complete Bond Sale

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If all or part of the project costs are to be bonded, the Finance Department will establish a calendar of events and distribute to the appropriate persons.

Task No. 5 - Update City Historical Records

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When the total project costs have been established, the Project Manager will insure that the following City’s historical records (files, maps, databases) are updated:

• Paver database;
• Construction Plans database (Plan Viewer);
• Bridge database and map;
• Storm Sewer Inventory;
• Digital platsheets;
• Right-of Way and Easements Inventory;
• Sidewalk Inventory;
• Snow Maps;
• Guard rail inventory;
• Traffic signs;
• Traffic signals;
• Streetlights.

See Rectifying Plan Images for instructions. Rectified plan images are used to easily and accurately locate and update assets in ArcMap, CAMP and other mapping applications.

Task No. 6 - Complete Two-Year Inspection and Bond Release

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Approximately 22 months following the City’s acceptance of the project, the Project Manager, in conjunction with the Project Inspector(s), shall inspect the project and compile a list of work items, if applicable, for the Contractor to perform. After the Contractor has performed the maintenance items, the Contractor’s two-year maintenance bond will be released. Also see Phase V, Task 22.

Exhibit No. VI-7a is a sample list of work items for the Contractor to perform as a result of two year inspection.

Exhibit No. VI-7b is a sample letter to the Contractor releasing the maintenance bond.

Task No. 7 - Receive Project Audit by KDOT

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The City will provide information to KDOT for audit according to “The Single Audit Standards” set forth in Federal O.M.B. Circular A-133, “Audits of State and Local Governments” and in 49 CFR 18.

Exhibit No. VI-8 is Review Guidelines for Project Development Procedures. These guidelines provide a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Task No. 8 - Receive Final Payment from KDOT

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The City will submit final costs for Agreements executed and completed along with the cost for work phase completion (such as contract administration and construction).

Once the audit is completed, KDOT will submit the final claim to FHWA. City Form V-2698 (see Phase V, Task No. 26) must be submitted to the KDOT before final payment is released. Once FHWA concurs with the final claim, KDOT will provide the City with a “Final Statement of Costs” for final settlement.