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RESIDENT ENGINEERS CONSTRUCTION CONTRACT
ADMINISTRATION CHECKLIST
This form is to be completed and signed by the local agencys Resident Engineer and submitted with
Local Agencys Award Package
This form was created to help local agency Resident Engineers with the administration of the federal-aid projects. This list does not contain all the federal-aid requirements for administration of federal-aid projects. Resident Engineers are advised to review the Local Assistance Procedures Manual to be familiar w i t h a l l t h e f e d e r a l - a i d r e q u i r e m e n t s .
T h i s f o r m s h a l l b e u s e d a s r e f e r e n c e i f t h e l o c a l a g e n c y s f e d e r a l - a i d p r o j e c t i s s u b j e c t t o a P r o c e s s
R e v i e w .
L o c a l A g e n c y N a m e F O R M T E X T
F e d e r a l - a i d P r o j e c t N o . F O R M T E X T
1 . C o n t r a c t S taffing:
FORMCHECKBOX Names and titles of all staff assigned to the contract shall be in the contract files and shall be adequate (see Chapter 16, Section 16.3 Project Supervision and Inspection).
FORMCHECKBOX Date of Pre-construction Conference (Attendees list in contract file) FORMTEXT
2 . A u t h o r i z a t i o n :
F O R M C H E C K B O X D a t e o f t h e A u t h o r i z a t i o n t o P r o c e e d w i t h C o n s t r u c t i o n F O R M T E X T
( S h a l l b e p r i o r t o d a t e p r o j e c t w a s a d v e r t i s e d )
F O R M C H E C K B O X D a t e t h e p r o j e c t w a s a d v e r t i s e d F O R M T E X T
3 . C o n t r a c t Files:
FORMCHECKBOX Files shall be in an established order and separate from other contracts (see Chapter 16, Section
16.8 Project Files).
Check one of the following: Index used on this project is FORMCHECKBOX Local agencys standard for all jobs, or
FORMCHECKBOX For federal-aid jobs only.
4. Resident Engineers/Construction Inspectors Daily Diaries:
FORMCHECKBOX Shall be current, thorough and neat with detailed information on all work performed (see
Chapter 16, Section 16.7 Engi n e e r s D a i l y R e p o r t s ) .
5 . C o n s t r u c t i o n R e c o r d s a n d A c c o u n t i n g P r o c e d u r e s :
F O R M C H E C K B O X D e t a i l E s t i m a t e ( s ) a n d F i n a n c e L e t t e r ( s ) a r e i n t h e p r o j e c t f i l e s .
F O R M C H E C K B O X A m o u n t o f f e d e r a l - a i d f u n d s e n c u m b e r e d f o r t h e p r o j e c t , F O R M T E X T
F O R M C H E C K B O X P r o g r a m S u p p l e m e n t a l A g r e e m e n t i s i n t h e p r o j e c t f i l e s .
D i s t r i b u t i o n : 1 ) L o c a l A g e n c y P r o j e c t F i l e
2 ) D L A E ( p l e a s e p u t o n f i r s t p a g e o n l y )
F O R M C H E C K B O X T h e r e s h a l l b e s o u r c e d o c u m e n t s s u p p o r t i n g p r o g r e s s p a y m e n t s m a d e t o Contractor.
FORMCHECKBOX There shall be separate item sheets for each contract item paid.
FORMCHECKBOX There shall be a procedure for Administrative or Labor Compliance deductions.
FORMCHECKBOX Invoices to the State shall match progress payments made to the Contractor.
6. Contract Time:
FORMCHECKBOX A method shall be established to determine contract time (see Chapter 16, Section 16.5 Contract
Time).
7. Labor Compliance:
FORMCHECKBOX Certified payrolls shall be spot-checked ag a i n s t d a i l y d i a r i e s a n d p r e v a i l i n g w a g e s ( s e e C h a p t e r
1 6 , S e c t i o n 1 6 . 1 1 L a b o r C o m p l i a n c e ) .
L o c a l a g e n c y s L a b o r C o m p l i a n c e O f f i c e r : F O R M T E X T
8 . E E O :
F O R M C H E C K B O X M a i n t a i n r e c o r d s t o e n s u r e E E O r e q u i r e m e n t s a r e p e r f o r m e d a n d d o c u m e n t e d i n c o n t r a c t r e c o r d
( s e e C h a p t e r 1 6 , S e c t i o n 1 6 . 1 2 E q u a l E m p l o y m e n t O p p o r t u n i t y ) .
F O R M C H E C K B O X L o c a l a g e n c y s E E O C o m p l i a n c e O f f i c e r : F O R M T E X T
9 . E E O / W a g e R a t e / F a l s e S t a t e m e n t s P o s t e r s :
F O R M C H E C K B O X F e d e r a l p o s t e r s s h a l l b e posted for every worker to see at, or near, the contractors office at the construction site or at the workers central gathering point.
10. Employee Interviews:
FORMCHECKBOX There shall be employee interviews conducted (see Chapter 16, Exhibit 16-N).
11. OJT: (Refer to Chapter 12, Section 12.9, pages 12-23 thru 25 of the LAPM)
FORMCHECKBOX Is the job less than 100 working days? Yes FORMCHECKBOX No FORMCHECKBOX
FORMCHECKBOX If Yes, proceed to Item #12. If No, answer the question s b e l o w .
W h a t i s t h e t o t a l d o l l a r a m o u n t o f t h e i t e m s l i s t e d o n p a g e 1 2 - 2 4 : $ F O R M T E X T
W h a t i s t h e r e q u i r e d n u m b e r o f t r a i n e e s f o r t h i s c o n t r a c t ? F O R M T E X T
D o c u m e n t a t i o n w i l l b e r e t a i n e d i n p r o j e c t f i l e s t o a c c o u n t f o r t h e a p p r e n t i c e s o n t h e j o b .
1 2 . D B E :
F O R M C H E C K B O X U D B E C o n t r a c t G o a l P e r c e n t a g e : F O R M T E X T
F O R M C H E C K B O X L o c a l A g e n c y s D B E L i a i s o n O f f i c e r : F O R M T E X T
F O R M C H E C K B O X V e r i f i e d t h a t c o p i e s o f t h e c o m p l e t e d L o c a l A g e n c y B i d d e r U DBE Commitment (Construction Contracts) (Exhibit 15-G1) and the Local Agency DBE Information (Construction Contracts) (Exhibit 15-G2) have been submitted to the DLAE immediately upon award.
FORMCHECKBOX A copy of the Contractors completed Local Agency Bidder UDBE Commitment (Construction
Contracts) (Exhibit 15-G1) in project files.
FORMCHECKBOX A copy of the Contractors completed Local Agency Bidder DBE Information (Construction
Contracts) (Exhibit 15-G2) in project files.
FORMCHECKBOX Contractor has been provided Monthly DBE Trucking Verification Form (see Chapter 16, Exhibit 16-Z, of the LAPM)
13. CCOs/CLAIMs:
FORMCHECKBOX A CCO approval process shall be established. For NHS projects, major change orders will be approved by DLAE prior to performance of work (see Chapter 16, Section 16.13 Contract Change Orders).
FORMCHECKBOX There shall be a list of the approved CCOs.
FORMCHECKBOX All CCOs shall note federal-aid eligibility or not.
FORMCHECKBOX Pending claims to be identified and documentation in contract file
14. Traffic Safety in Highway and Street Work Zones:
FORMCHECKBOX Traffic Control Plan (TCP)/Traffic Management Plan (TMP) in the PS&E? Yes FORMCHECKBOX No FORMCHECKBOX
(see Chapter 16, Section 16.6 Traffic Safety in Highway and Street Work Zones) Comments:
FORMCHECKBOX Responsible Person FORMTEXT
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F O R M C H E C K B O X L o c a l A g e n c y s h a l l f i e l d r e v i e w t h e p r o j e c t t o s e e t h a t t h e T C P a g r e e s w i t h t h e a c t u a l c o n d i t i o n s .
F O R M C H E C K B O X L o c a l A g e n c y s h a l l b e a n a l y z i n g c o n s t r u c t i o n w o r k s i t e a c c i d e n t s f o r t h e p u r p o s e o f c o r r e c t i n g d e f i c i e n c i e s w h i c h m i g h t b e f o u n d t o e x i s t o n t h e s e p r o j e c t s a n d t o i m p r o v e t h e c o n t e n t o f f u t u r e T C P s .
1 5 . M a t e r i a l s F i l e s :
F O R M C H E C K B O X T h e Q u a l i t y A s s u r a n c e P r o g r a m ( Q A P ) i s i n t h e p r o j e c t f i l e s ( s e e C h a p t e r 1 6 , S e c t i o n 1 6 . 1 4 Q u a l i t y A s s u r a n c e P r o g r a m ) .
F O R M C H E C K B O X T h e r e s h a l l b e p r o c e d u r e s f o r a n d f i l i n g o f : ( i f a p p r o p r i a t e ) N o t i c e o f M a t e r i a l s t o b e u s e d
C e r t i f i c a t i o n s o f C o m p l i a n c e
B u y A m e r i c a R e q u i r e m e n t s
F O R M C H E C K B O X A c c e p t a n c e S a m p l i n g a n d T e s t i n g R e p o r t s s h a l l b e i n t h e f i l e s .
F O R M C H E C K B O X T h e r e s h a l l b e a S u m m a r y L o g o f t e s t s .
F O R M C H E C K B O X F r e q u e n c y t a b l e s s h a l l b e u s e d .
F O R M C H E C K B O X F a i l e d t e s t s s h a l l b e d o c u m e n t e d i n t h e f i l e s w i t h c r o s s r e f e r e n c e s t o r e - t e s t s .
F O R M C H E C K B O X R e s i d e n t E n g i n e e r s h a l l r e v i e w a l l t e s t r e p o r t s .
1 6 . E n v i r o n m e n t a l
F O R M C H E C K B O X T h e a p p r o v e d N E P A d o c u m e n t i s i n t h e p r o j e c t f i l e s .
F O R M C H E C K B O X T h e c o n s t r u c t i o n p r o j e c t s h a l l a d h e r e t o t h e m i t i g a t i o n r e q u i r e m e n t s i n t h e a p p r o v e d N E P A
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1 7 . F o r P r o j e c t s o n t h e S t a t e H i g h w a y S y s t e m
F O R M C H E C K B O X A C a l t r a n s E n c r o a c h m e n t P e r m i t h a s b e e n i s s u e d .
F O R M C H E C K B O X L o c a l A g e n c y s h a l l c o m p l y w i t h S t a t e s R e p r e s e n t a t i v e ' s o v e r s i g h t r e q u i r e m e n t s .
L o c a l A g e n c y s R e s i d e n t E n g i n e e r L o c a l A g e n c y s p e r s o n i n R e s p o n s i b l e ( L o c a l ) a g e n c y e m p l o y e e o r C o n s u l t a n t , C h a r g e i f R e s i d e n t E n g i n e e r i s a C o n s u l t a n t . ( C o n s u l t a n t s o n r e t a i n e r a r e c o n s i d e r e d
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D a t e : F O R M T E X T
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L o c a l A s s i s t a n c e P r o c e d u r e s M a n u a l
L o c a l A s s i s t a n c e P r o c e d u r e s M a n u a l
E X H I B I T 1 5 - B
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