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.

2 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 .. 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.

3 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.

4 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.. 3-5 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.

5 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.

6 4-6 Formal Inspection Documentation .. 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.

7 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 .. 5-6 Traffic Control .. 5-6 Traffic Control Plan (TCP) Documentation.

8 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.

9 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 .. 6-7 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.

10 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).