Construction Contract Administration Manual (CAH)

1 Construction Contract Administration ManualRevised June 2019 2019 by Texas Department of Transportation(512) 463-8630 all rights reservedManual Notice 2019-1 From:Gina E. Gallegos, P. E., Director, Construction DivisionManual: Construction Contract Administration Manual (CCAM)Effective Date:June 13, 2019 PurposeThe Construction Contract Administration Manual has been updated to comply with administrative rule changes, update business practices, and provide clarification for new and existing 1 through 17 have been updated. Chapter 16, Local Government Contract Oversight, has been removed and replaced with FHWA Oversight Requirements. ContactFor any questions or assistance please contact Carlos Rodriguez, , Construction Section Director, at Manual notices are available in a PDF Contract Administration Manuali TxDOT 6/2019 Table of ContentsChapter 1 IntroductionSection 1 Overview .. 1-2 Purpose and Scope of Manual .. 1-2 Contract Administration .

2 1-2 Section 2 Manual Description .. 1-4 Use of this Manual .. 1-4 How This Manual is Organized .. 1-5 General Information .. 1-5 Manual Update.. 1-5 Chapter 2 Pre-Award ActivitiesSection 1 Sharing Project Information .. 2-2 General .. 2-2 Managing the FTP Site.. 2-4 Prospective Bidder Site Investigations .. 2-4 Section 2 Addenda .. 2-5 General.. 2-5 Addendum Requests .. 2-5 Accessing the Bidders List to Gather Contact Information for All Prospective Bidders .. 2-6 Section 3 Pre-Bid Conference .. 2-7 Introduction .. 2-7 Optional Attendance .. 2-7 Chapter 3 Post-Award ActivitiesSection 1 Press Release .. 3-2 General .. 3-2 Online Resources.. 3-2 Section 2 Legislative Notification Requirements .. 3-3 Completion of Project Letter to State Legislator .. 3-3 Section 3 Beginning of Work .. 3-4 Section 4 Preconstruction Conference .. 3-5 Purpose of the Preconstruction Conference .. 3-5 Preconstruction Conference Responsibilities and Attendees.

3 3-5 Preconstruction Conference Topics.. 3-6 Suggested General Preconstruction Agenda.. 3-12 Agenda Reference Material.. 3-18 Suggested Preconstruction Seal Coat Topics .. 3-20 Construction Contract Administration Manualii TxDOT 6/2019 Section 5 Safety Preconstruction Meeting.. 3-22 Purpose of the Safety Preconstruction Meeting.. 3-22 Safety Preconstruction Meeting Responsibilities .. 3-22 Safety Pre- Construction Meeting Agenda .. 3-22 Section 6 Partnering .. 3-24 Policy .. 3-24 Procedure .. 3-24 Partnering Performance .. 3-25 Chapter 4 Project Records and CloseoutSection 1 Importance of Accurate Records.. 4-2 Overview .. 4-2 Electronic Records.. 4-2 Correspondence .. 4-3 Section 2 Public Information Act .. 4-4 Overview .. 4-4 Section 3 Traffic Control Plan (TCP) .. 4-5 Construction or Work Phase Requirements.. 4-5 Phase Change Inspections and Documentation .. 4-6 Formal Inspections and procedures .. 4-6 Formal Inspection Documentation.

4 4-8599 Disclosure .. 4-9 TCP Change Documentation .. 4-9 Highway Closures during Certain Periods (Trans Code ) .. 4-10 Section 4 Project Records .. 4-11 Notice of Beginning Work.. 4-11 Progress Schedules .. 4-11 Daily Project Records.. 4-12 SiteManager Daily Work Report (DWR).. 4-12 DWR Authorization.. 4-14 Third-Party Damage procedures .. 4-14 Materials Received .. 4-14 Records on Temporary Suspension of Work or Working Day Charges .. 4-15 Resumption of Work .. 4-15 Working Day Charges .. 4-15 Anticipated Project Completion Letter .. 4-15 Final Plans .. 4-15 Required Reports and Forms .. 4-16 Construction Contract Administration Manualiii TxDOT 6/2019 Section 5 Project Closeout .. 4-18 Overview .. 4-18 Project Closeout Checklist.. 4-18 Chapter 5 Control of the WorkSection 1 Project Authority .. 5-2 Authority of the Engineer .. 5-2 Authority and Duties of Inspectors .. 5-3 Contractor s Superintendent .. 5-4 Section 2 Work Documents.

5 5-6 Traffic Control .. 5-6 Traffic Control Plan (TCP) Documentation .. 5-7 Open Records Requests for Form 599.. 5-7 Pedestrian and ADA Requirements .. 5-8 Document Disposition .. 5-8 Working Drawings.. 5-9 Section 3 Inspections .. 5-10 Inspection by the Department .. 5-10 Inspection by Outside Organizations.. 5-11 Section 4 Prime Contractor Performance Evaluations.. 5-13 General.. 5-13 Process .. 5-13 Ratings and Backup Documentation .. 5-14 Project Recovery Plan (PRP).. 5-14 Open Records Requests .. 5-14 Chapter 6 Control of MaterialsSection 1 Materials .. 6-2 Background .. 6-2 Materials Source Information .. 6-3 Local Materials Sources .. 6-4 Materials Certification from the Contractor .. 6-5 Royalty Payments .. 6-5 Use of Designated Materials .. 6-5 Storage of Materials.. 6-5 Stockpiling Aggregates .. 6-5 Purchasing Excess Materials .. 6-5 Section 2 Materials Testing.. 6-7 General.. 6-7 Testing of Materials.

6 6-7 Construction Contract Administration Manualiv TxDOT 6/2019 Test Methods and Testing Equipment .. 6-7 Project Tests.. 6-8 Independent Assurance Program .. 6-8 System Approach.. 6-8 Forms, Reports, and Materials Documentation .. 6-9 Material Producer List (MPL) .. 6-9 Sampling and Testing .. 6-9 Commercial Labs.. 6-9 Helpful Links for Material Testing & Inspection .. 6-10 Project Closeout for Materials.. 6-10 Section 3 Buy America .. 6-11 Overview .. 6-11 Section 4 Buy Texas .. 6-13 Overview .. 6-13 Chapter 7 Changes to the ContractSection 1 Change Orders.. 7-2 Policy .. 7-2 Change Order Preparation .. 7-3 Other Factors Affecting Change Orders (COs) .. 7-6 Section 2 Change Order Approval Authority .. 7-9 Policy .. 7-9 Federal-Aid Projects - Projects of Division Interest (PoDI) .. 7-9 State Funded Projects .. 7-9 Extending or Adding Project Limits to the Contract (State-Funded Projects Only).. 7-9 Section 3 Force Account and Interim Adjustments to the Contract .

7 7-11 Change Orders Involving Contractor Force Account Work .. 7-11 Change Orders Involving Interim Adjustments.. 7-11 Section 4 Supplemental Agreements .. 7-12 Policy .. 7-12 Assignments.. 7-12 Change the Legal Name of the Contractor .. 7-12 Section 5 Terminations .. 7-14 Policy .. 7-14 procedures .. 7-14 Chapter 8 Disputes and ClaimsSection 1 Disputes.. 8-2 Policy .. 8-2 Construction Contract Administration Manualv TxDOT 6/2019 Partnering and Issue Escalation .. 8-2 Appeal of Disputes .. 8-3 Section 2 Claims .. 8-4 Policy .. 8-4 Contract Claim Committee Meeting .. 8-5 Appeal of Claims.. 8-5 Section 3 Payment .. 8-6 Chapter 9 Legal Relations and ResponsibilitiesSection 1 Introduction .. 9-2 Ethics Policy .. 9-2 Section 2 Employee Responsibilities .. 9-3 Cooperation with the Contractor .. 9-3 Contact with the Public .. 9-3 Sanitary Accommodations.. 9-3 Public Safety and Convenience .. 9-4 Barricades, Warning and Detour Signs, and Traffic Handling.

8 9-4 Protection of Adjoining Property.. 9-5 Using Explosives .. 9-5 Contractor s Responsibility for Work .. 9-5 Electrical Work .. 9-5 Work near Railroads .. 9-5 Noise Abatement .. 9-6 Section 3 Conflicts of Interest and Ethics .. 9-7 Overview .. 9-7 Gifts, Benefits, and Favors .. 9-7 Non-TxDOT Internet Access.. 9-7 Chapter 10 Prosecution and ProgressSection 1 Workers and Equipment .. 10-2 General.. 10-2 Superintendent .. 10-2 Construction Workers.. 10-2 Nightime Work .. 10-2 Section 2 Project Schedules.. 10-4 General.. 10-4 Schedule Types .. 10-5 Acceptance of Baseline Schedules .. 10-6 Contract Time vs. Planned Finish Date .. 10-6 Failure to Complete Work on Time .. 10-6 Construction Contract Administration Manualvi TxDOT 6/2019 Section 3 Subcontracting .. 10-8 Subcontractor Approval Procedure .. 10-8 Subcontracting Limit .. 10-9 Non-DBEs .. 10-10 Subcontracts Exceeding 70% of the Total Contract Amount .. 10-10 Disadvantaged Business Enterprise Requirements.

9 10-10 DBE/SBE Monthly Progress Reports .. 10-10 Sanctioned/Debarred Contractors.. 10-11E-Verify .. 10-11 Section 4 Contract Time.. 10-12 Beginning Working Day Charges .. 10-12 Computation of Contract Time for Completion .. 10-12 Section 5 Temporary Suspension of Work or Work Day Charges.. 10-14 Reasons for Temporary Suspension of Work .. 10-14 Reasons for Temporary Suspension of Working Day Charges .. 10-14 Section 6 Construction Project Timeliness .. 10-15 Section 7 Best Practices for Holiday Periods.. 10-16 Two Weeks Out .. 10-16 One Week Out .. 10-16 During the Period.. 10-17 Section 8 Default of Contract .. 10-18 Declaration of Default .. 10-18 Contract with Performance Bond .. 10-19 Contract without Performance Bond .. 10-20 procedures .. 10-20 Chapter 11 Measurement and PaymentSection 1 Introduction .. 11-2 Overview .. 11-2 Policy .. 11-2 Section 2 Issues Affecting Payments .. 11-3 Measuring Items.. 11-3 Plans Quantity Measurement.

10 11-3 Payments not to Exceed 10% of the Original Contract Amount 11-4 Material on Hand (MOH) .. 11-4 Payment of Items with Overweight Loads .. 11-9QC/QA Hot Mix Payments .. 11-10 Road User Costs Incentives and Disincentives .. 11-10 Force Account .. 11-10 Construction Contract Administration Manualvii TxDOT 6/2019 Collection on Negative Estimates .. 11-10 Estimates .. 11-11 Section 3 Prompt Payment .. 11-12 Policy .. 11-12 Contractor Complaints.. 11-12 Subcontractor and Materials Supplier Complaints .. 11-12 Contractor Compliance .. 11-14 Prompt Payment Audit.. 11-14 Chapter 12 EnvironmentSection 1 Hazardous Materials or Waste .. 12-2 Policy .. 12-2 Procedure .. 12-2 Hazardous Materials Anticipated during Construction .. 12-3 Unanticipated Hazardous Materials Encountered during Construction .. 12-4 Use of Consultants .. 12-5 Cost Recovery and Accounting .. 12-6 Responsible Parties .. 12-6 Section 2 Biological Resources.