Phase V - Construction

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Home I-Vision II-Preliminary Design III-Final Design IV-Pre-Construction V-Construction VI-Retrospect


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.

Phase V Checklist

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


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


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, Task No. 6 for standard cash flow form.

Task No. 4 - Distribute Executed Contract Documents


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 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 Exhibit No. III-9c.

Exhibit No. V-4b is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed".
Exhibit No. V-4c is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

GeekNotesIcon.png Note: For KDOT Projects this task is tracked by KDOT see Exhibit No. II-14. The Project Manager shall ensure this task is complete.

Task No. 5 - Complete Sales Tax Exemption Forms


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 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 most 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 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 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.

GeekNotesIcon.png 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;
  • 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 Contractors EEO Compliance Manual

Exhibit No. V-7a is a contractors submittal checklist.
Exhibit No. V-7b is an Excellence in Construction information document.
Exhibit No. V-7c is an Excellence in Construction evaluation form (Attachment "A").
Exhibit No. II-7e is a meeting sign in sheet.
Exhibit No. V-7d is a sample pre-construction invitation attendance letter.
Exhibit No. V-7e is a sample pre-construction agenda.
Exhibit No. V-7f is the City’s standard pre-construction meeting checklist.
Exhibit No. V-7g is a sample of a City’s Field Building Permit for electrical work.
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 No. V-7i is a LPA Preconstruction Conference guidelines.
GeekNotesIcon.png 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


Project Manager will obtain Land Disturbance Permit from Permit Services, Planning & Development Services.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download 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


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 Kansas Register and The Legal Record.

See Phase II, Task No. 15 for list of invitees.

Exhibit No. V-9a is an example Invitation Letter to property owners (open house format).
Exhibit No. V-9b is an example Notice of Public Information Meeting.
Exhibit No. V-9c is an example meeting handout.
Exhibit No. II-36b is a public meeting sign in sheet.
GeekNotesIcon.png 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 English and 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 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


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 BLP PM.

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, Task No.4.

Exhibit 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 Metcalf Avenue at 167th Street looking north.

Task No. 11 - Complete Submittals Review


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 List, they can complete the 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 No. V-7a is a contractor submittals checklist.
Exhibit No. V-11a is a storm sewer structure shop drawing checklist.
Exhibit No. V-11b is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).
Exhibit No. V-11c is a transmittal letter to the contractor for completed submittals review.
Exhibit 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 Section 106 of KDOT Standard Specifications.

Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy


If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See Removal of Existing Streetlight Procedure.

  • See 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


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:

GeekNotesIcon.png 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 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. NEVER ERASE ANYTHING IN A FIELD BOOK ! 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 Construction Checklist link.

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

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 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 KDOT Construction Manual, Sections 2.07 through 2.13.

Task No. 13 - On-Going Material Testing


The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the KDOT Construction Manual, Part V, Section

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the Sampling and Testing Frequency Chart.

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

For Air Content Calculator refer to KCMMB web page.

Task No. 14 - On-Going Contractor Payments


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 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, KDOT Form 1313 "Payment Request" must be submitted to the BLP PM.

Current contact is:

Project Manager - 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. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

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, Task No.11 for appropriate Department of Labor Form and Instructions.

GeekNotesIcon.png Note: Each month that a DBE subcontractor works, the City must receive a DBE Payment Affidavit (KDOT Form 1008) and a "Certificate of Subcontract Work and Payment" (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. 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 No. V-14a is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.
Exhibit No. V-14b is the Certificate of Subcontract Work and Payment (Form 1010).
GeekNotesIcon.png 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 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 Form No. 294 - "Request for Additional Classifications and Wage Rates" to the Department of Labor at the following email address. [email protected]
Exhibit No. V-14c is a sample of the executed Form No. 294.

Task No. 15 - On-Going Change Orders


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 COP 247

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

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

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.

Line items shall never be completely removed from the original bid tabs/paid items list. 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.

See an example of the 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.

For KDOT projects - often changes occur during construction of a project that require adjusting the compensation paid to a contractor. All changes must be within the scope and limits of the project. All changes, including force account changes, must be accompanied by an independent estimate. Per KDOT's Standard Specifications for State Road and Bridge Construction 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, shall be included in the change order request. 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.

All change orders require prior approval from the Local Construction Manager. All changes require approval/concurrence by BLP prior to any of the work being initiated, using KDOT Form 1314 (Contract Order Form). KDOT will provide email concurrence on all changes within 3 business days. If the City does not receive prior approval, the items on that change order may be deemed non-participating, as per the "Code of Federal Regulations" Title 23 CFR 635.120. KDOT's role is to provide general administrative oversight and to determine the amount of federal participation. All change orders shall be submitted to BLP for entry into Construction Management System (CMS).

For CARS projects, 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 No. V-15a is a blank change order form. (Word Format)
Exhibit No. V-15b is a blank change order form. (Excel Format)
Exhibit No. V-15c is a sample completed change order form.
Exhibit No. V-15d is a sample change order transmittal letter.

Task No. 16 - On-Going Construction Administration


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 Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the 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 - KDOT Form 1003 and submit to the City.
The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - FHWA Form 1391. Form shall be submitted with the last full pay period of July.
Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
For additional information refer to Section, Chapter 10.0 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 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 No. V-16a is a sample progress meeting agenda.
Exhibit No. V-16b is a sample progress meeting minutes.
Exhibit No. V-16c is a sample of a Staff Billing Report to finance.
GeekNotesIcon.png 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


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 No. V-17 is a sample “Punch List” for the Contractor to complete.

Task No. 18 - Notify Permitting Agencies


The Project Manager shall notify all permitting agencies when the project is complete.

Exhibit No. V-18a is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.
Exhibit No. V-18b is the KDHE Notice of Termination form.
Exhibit No. V-18c is a sample KDOT Highway Permit release letter.
Exhibit No. V-18d is an example of a transmittal letter with Notice of Termination enclosed.

Task No. 19 - Prepare Revisions/As-Built Plans


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: As-Built Plan Process Flow Chart

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

Exhibit No. V-19a is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.
Exhibit No. V-19b is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.
Exhibit No. V-19c is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.

Task No. 20 - Send Letter to Owners Regarding Sod Care, etc.


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 No. V-20a is a sample letter to property owners regarding sod/seed care.
Exhibit No. V-20b is a sample letter to property owners regarding sod and tree/shrub care.

Task No. 21 - Receive Contractor Project Completion Certification


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 No. V-21a is a sample transmittal letter to the Contractor.
Project Completion Certificate (KDOR Form PR-77).

Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond


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 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 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.
GeekNotesIcon.png Note: Maintenance Bond for KDOT projects is a non-participating item.

Task No. 23 - Submit Notice of Acceptance to KDOT


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 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 No. V-23 is a transmittal letter to KDOT regarding completion of project.
Exhibit No. V-23a is a copy of the Notice to Acceptance, City Form V-2398.
Exhibit 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 No. V-23c is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.
Exhibit No. V-23d is a sample Final Breakdown of Construction Cost by Participation and Work Type.

Task No. 24 - Submit Material Certification to KDOT


The City is responsible for material certifications as documented in Section 2.07 of KDOT’s Construction Manual and Section 2600 of 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. Materials testing personnel must be properly certified.

See Section 106 of 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


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 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 No. V-25 is a copy of the Construction Summary Document form.
Exhibit No. V-25a is a sample of FPIL.

Task No. 26 - Receive Final Acceptance from KDOT


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 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


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


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, Task 21), and

Certificate of Engineer as to Completion (see Phase V, Task 22).

Exhibit 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.

All Phase V Exhibits