Phase V - Construction
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Task No. 1 - Prepare for Temporary Financing
The Law Department will prepare the documents for providing project temporary financing.
Task No. 2 - Submit Agency Cash Flow Projection
Subsequent to Contract award by the City Council, 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 and KDOT do not require a cash flow projection.
Exhibit No. V-2 is Johnson County SMAC cash flow form.
Task No. 3 - Submit Cash Flow Projection to City Finance Department
Subsequent to Contract award by the City Council, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department. See Phase II, Task No. 7 for standard cash flow form.
Task No. 4 - Distribute Executed Contract Documents
If a Consultant is involved, five copies need to be prepared for the Contractor’s execution. Two copies go to the Contractor (one of which the Contractor is to forward to the surety company), one to the consultant, one in the Public Works file, and the original (with original insurance certification and Power of Attorney for the Performance and Statutory Bond) goes to the City Clerk with the award/reject letters. Six additional copies should be prepared for KDOT projects and one additional copy should be prepared for SMAC and CARS projects. The Agreement, Performance Bond, Statutory Bond and/or Labor and Materials Payment Bond, and Appointment of Agent for Service of Process are filled out by the Contract Specialist.
The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all his insurance certificates, bonds and agent for service of process filled out, sealed, and Power of Attorneys attached. The Instructions to Bidders has the proper insurance requirements. Be sure their insurance certificate has enough coverage. The Agent for Service of Process 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 calls the State to get this information.
The Contract Documents are then sent to the Law Department after they have been properly executed by the Contractor. The assigned attorney will "approve as to form" and send them back to the Contract Specialist. After the assigned attorney's approval, they go to the City Clerk's office for the Mayor and City Clerk to sign.
Exhibit No. V-4a is a sample transmittal letter to KDOT.
Exhibit No. V-4b is a sample transmittal letter to the Contractor.
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 singed Construction Plans along with a CD containing a PDF of the executed Contract Documents and TIFF images of the 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 Exhibit No. III-7a.
Exhibit No. V-4c is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed".
See Exhibit No. V-4d for a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans.
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Note: For KDOT Projects this task is tracked by KDOT see Exhibit No. II-16. The Project Engineer shall ensure this task is complete. |
Task No. 5 - Complete Sales Tax Exemption Forms
The Contract Specialist will get a sales tax exemption number 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 http://www.ksrevenue.org/pecwelcome.htm. Exhibit No. V-5a New requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)
Exhibit No. V-5b is a sample transmittal letter from the Division of Taxation with Exemption Certificate.
Exhibit No. V-5c is a sample transmittal letter to the contractor regarding Exemption Certificate.
Task No. 6 - Complete Material Testing Contracts
The Project Manager shall evaluate the proposals received resulting from Phase IV, Task No. 2. The firm with the lowest responsible and qualified proposal will be contacted and advised that their proposal has been accepted. Exhibit No. V-6a is a sample letter to selected material testing lab.
Exhibit No. V-6b is a sample letter to material testing lab not selected.
The director of Public Works is authorized to sign contracts up to $10,000.
The City Manager is authorized to sign contracts between $10,000 and $50,000
The City Council must approve all contracts exceeding $50,000. Refer to COP 247.
Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation
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.
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Note: In an effort to avoid scheduling conflicts with other called utility meetings an Outlook calendar has been created called PW Utilities. PW Utilities shall be invited as an attendee to all utility meetings, pre-bid conferences and pre-construction conferences or any meeting requesting 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 Exhibit No. IV-1a and review requirements,
distribute Approved Materials List,
distribute SWPPP Notebook to Contractor, review requirments and obtain signature for Contractor Certification Form (included in the SWPPP),
determine if a City Field Building Permit is required by the Contractor,
introduce and distribute information for Excellence in Construction, Contractor Evaluation System,
distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity.
Exhibit No. V-7a Excellence in Construction information document.
Exhibit No. V-7b Excellence in Construction evaluation form (Attachment "A").
Exhibit No. II-9d is a meeting sign in sheet.
Exhibit No. V-7c is a sample pre-construction invitation attendance letter.
Exhibit No. V-7d is a sample pre-construction agenda.
Exhibit No. V-7e is the City’s standard pre-construction meeting checklist.
Exhibit No. V-7f is a sample of a City’s Field Building Permit for electrical work.
Exhibit No. V-7g 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), and
Material testing laboratory.
When KDOT administers the project, a LPA Preconstruction Conference will be held.
Exhibit No. V-7h is a LPA Preconstruction Conference agenda.
Note: An address must be established for each streetlight control center and traffic signal location for KCPL 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.