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• ♦Manual Notice 2013-01
• ►1. Introduction
  • ►1. Overview
    • ♦Contract Administration
  • ►2. Manual Description
    • ♦Use of this Manual
    • ♦How This Manual is Organized
    • ♦Manual Update
• ►2. Pre-Award Activities
  • ►1. Showing the Project
    • ♦Purpose and Process of Showing a Project
    • ♦Bidding Proposals at the State Level
    • ♦Bidding Proposals at the District Level
  • ►2. Pre-Bid Conference
    • ♦Introduction
    • ►Optional Attendance
• ►3. Post-Award Activities
  • ►1. Press Release
    • ♦General
  • ►2. Legislative Notification Requirements
    • ♦Completion of Project Letter to State Legislator
  • ►3. Pre-Construction Conference
    • ♦Purpose of Conference
    • ♦Conference Responsibilities and Make-up
    • ♦Pre-construction Conference Agenda
  • ►4. Partnering Process
    • ♦Policy
    • ♦Procedure
    • ♦Partnering Performance
• ►4. Job Records
  • ►1. Importance of Accurate Records
    • ♦Overview
    • ♦Record-keeping
    • ♦Electronic Records
    • ♦Correspondence
  • ►2. Public Information Act
    • ♦Overview
  • ►3. Traffic Control Plan (TCP)
    • ♦Construction or Work Phase Requirements
    • ♦Phase Change Inspections and Documentation
    • ♦Formal Inspections and Procedures
    • ♦TCP Change Documentation�
  • ►4. Project Records
    • ♦Notice of Beginning Work
    • ♦Progress Schedules
    • ♦Project Diary
    • ♦Materials Received
    • ♦Records on Temporary Suspension of Work or Working Day Charges
    • ♦Resumption of Work
    • ♦Working Day Charges
    • ♦Anticipated Project Completion Letter
    • ♦Contractor’s Labor Payrolls
    • ♦Final Plans�
    • ♦Required Reports and Forms
• ►5. Control of the Work
  • ►1. Project Authority
    • ♦Authority of the Engineer
    • ♦Authority and Duties of Inspectors
    • ♦Contractor’s Superintendent
  • ►2. Work Documents
    • ♦Plan Quantities
    • ♦Traffic Control
    • ♦Traffic Control Plan (TCP) Documentation
    • ♦Open Records Requests for Form 599
    • ♦Pedestrian and ADA Requirements
    • ♦Document Disposition
    • ♦Working Drawings
    • ♦Coordination of Contract Documents
  • ►3. Construction Surveying
    • ♦Overview
    • ♦Method A
    • ♦Method B
    • ♦Method C
    • ♦Contractor Responsibility
  • ►4. Inspections
    • ♦Inspection by the Department
    • ♦Inspection by Outside Organizations
• ►6. Control of Materials
  • ►1. Material
    • ♦Background
    • ♦Material Source Information
    • ♦Local Material Sources
    • ♦Material Certification from the Contractor
    • ♦Royalty Payments
    • ♦Use of Designated Materials
    • ♦Storage of Materials
    • ♦Stockpiling Aggregates
    • ♦Purchasing Excess Materials
  • ►2. Material Testing
    • ♦General
    • ♦Testing of Materials
    • ♦Test Methods and Testing Equipment
    • ♦Project Tests
    • ♦Independent Assurance Program
    • ♦System Approach
    • ♦Forms and Reports
    • ♦Portland Cement Concrete Plant Inspection
    • ♦Quality Monitoring Programs (QMP)
    • ♦Sampling and Testing
  • ►3. Buy America
    • ♦Overview
  • ►4. Buy Texas
    • ♦Overview
• ►7. Changes to the Contract
  • ►1. Change Orders
    • ♦Policy
    • ♦Change Order Preparation
    • ♦Other Factors Affecting Change Orders (COs)
  • ►2. Change Order Approval Authority
    • ♦Policy
    • ♦Federal Letter of Authority (FLOA) Federal-Aid Projects
    • ♦State Letter of Authority (SLOA) Federal-Aid Projects
    • ♦State Funded Projects
    • ♦Extending or Adding Project Limits to the Contract
  • ►3. Force Account and Interim Adjustments to the Contract
    • ♦Change Orders Involving Contractor Force Account Work
    • ♦Change Orders Involving Interim Adjustments
  • ►4. Supplemental Agreements
    • ♦Policy
    • ♦Assignments
    • ♦Change the Legal Name of the Contractor
  • ►5. Terminations
    • ♦Policy
    • ♦Procedures
• ►8. Disputes and Claims
  • ►1. Disputes
    • ♦Policy
    • ♦Partnering and Issue Escalation
    • ♦Appeals in Disputes
  • ►2. Claims
    • ♦Claims
    • ♦Appeals
• ►9. Legal Relations and Responsibilities
  • ►1. Introduction
    • ♦Policy
  • ►2. Employee Responsibilities
    • ♦Cooperation with the Contractor
    • ♦Contact with the Public
    • ♦Sanitary Accommodations
    • ♦Public Safety and Convenience
    • ♦Barricades, Warning and Detour Signs, and Traffic Handling
    • ♦Protection of Adjoining Property
    • ♦Using Explosives
    • ♦Contractor’s Responsibility for Work
    • ♦Electrical Work
    • ♦Work Near Railroads
    • ♦Noise Abatement
  • ►3. Conflicts of Interest and Ethics
    • ♦Overview
    • ♦Gifts, Benefits, and Favors
    • ♦Computers and Cellular Telephones
    • ♦Non-TxDOT Internet Access
• ►10. Prosecution and Progress
  • ►1. Workers and Equipment
    • ♦Policy
  • ►2. Progress Schedules
    • ♦Policy
    • ♦Schedule Types
  • ►3. Project Time
    • ♦Contract Time
    • ♦Temporary Suspension of Work or Working Day Charge
    • ♦Reasons for Temporary Suspension of Work
  • ►4. Subcontracting
    • ♦Disadvantaged Business Enterprise (DBE) and Small Business Enterprise (SBE) Prime Contractors
    • ♦Subcontracts Exceeding 70% of the Total Contract Amount
    • ♦Subcontractor Approval Procedure
    • ♦DBE/HUB Monthly Progress Reports
  • ►5. Contractor Default
    • ♦Policy
    • ♦Contract with Performance Bond
    • ♦Contract without Performance Bond
    • ♦Procedures
    • ♦Contractor Appeals
• ►11. Measurement and Payment
  • ►1. Introduction
    • ♦Overview
    • ♦Policy
  • ►2. Issues Affecting Payments
    • ♦Plans Quantity Measurement
    • ♦Extra Work
    • ♦Material on Hand (MOH)
    • ♦Damage to the Work
    • ♦QC/QA Hot Mix Bonus/Liquidated Damages
    • ♦Road-User Costs Incentives and Disincentives
    • ♦Retainage for Wholly State Funded Contracts
    • ♦Zero Retainage for Federally Funded Contracts
    • ♦Final Payment
  • ►3. Prompt Payment - Wholly State Funded Contracts
    • ♦Policy
    • ♦Contractor Complaints
    • ♦Subcontractor Complaints
  • ►4. Prompt Payment - Federally Funded Contracts
    • ♦Policy
    • ♦Contractor Complaints
    • ♦Subcontractor Complaints
  • ►5. Force Account
    • ♦Payment
• ►12. Environment
  • ►1. Hazardous Materials or Waste
    • ♦Policy
    • ♦Procedure
    • ♦Hazardous Materials Anticipated during Construction
    • ♦Unanticipated Hazardous Materials Encountered during Construction
    • ♦Use of Consultants
    • ♦Remediation
    • ♦Cost Recovery and Accounting
    • ♦Responsible Parties
  • ►2. Biological Resources
    • ♦Endangered Species Act Requirements
    • ♦U.S. Fish and Wildlife Service (USFWS) and Texas Parks and Wildlife Department Reviews (TPWD)
  • ►3. Water Resources
    • ♦Storm Water Discharges
    • ♦TPDES Construction General Permit (CGP)
    • ♦Notice of Intent (NOI) and Construction Site Notice (CSN)
    • ♦Contractor Involvement
    • ♦Inspections
    • ♦TPDES Construction General Permit Notice of Termination (NOT)
    • ♦Work in Waters of the United States
    • ♦Work in Navigable Waters of the United States
    • ♦Work Over the Recharge or Contributing Zone of Protected Aquifers
    • ♦Completion of a Project and Release of a Contractor
  • ►4. Cultural Resources
    • ♦Texas Antiquities Code (Chapter 191 of the Texas Natural Resources Code)
    • ♦National Historic Preservation Act as Amended (16 U.S.C. §470 and 36 CFR Part 800)
  • ►5. Project Specific Locations
    • ♦Policy
• ►13. Health and Safety
  • ►1. Federal Safety and Health Laws
    • ♦Policy
    • ♦Contractor Performance
  • ►2. Contract Requirements
    • ♦Pre-Construction Preparation
    • ♦Pre-Construction Conference
    • ♦Construction Surveillance
  • ►3. Violations
    • ♦Policy
    • ♦Definitions
    • ♦Incident Reporting Requirements
    • ♦Investigations by Other Agencies
• ►14. Business Opportunity Programs
  • ►1. Program Overview
    • ♦Policy
    • ♦Disadvantaged Business Enterprise (DBE) Program (Federal-aid Contracts)
    • ♦Historically Underutilized Business (HUB) Program (State Contracts)
    • ♦Small Business Enterprise (SBE) Program (State Contracts)
  • ►2. Contract Reporting Requirements
    • ♦DBE Commitment Procedures
    • ♦DBE/HUB Subcontractor Approval Requests
    • ♦Use of Joint Checks
    • ♦DBE/SBE Monthly Progress Reports
    • ♦DBE/SBE Final Reports
  • ►3. Commercially Useful Function (CUF) Reviews
    • ♦Overview
    • ♦Allowances for Prime Contractor Assistance to Retain CUF Standing
• ►15. Contractor Workforce
  • ►1. EEO Requirements
    • ♦Policy
    • ♦Contract Provisions
    • ♦Contractor Federal EEO Requirements
    • ♦EEO Correspondence and Reports
  • ►2. Labor Requirements
    • ♦Policy
    • ♦Labor Laws
    • ♦Contract Labor Requirements
    • ♦District Monitoring for Federally Funded Projects
  • ►3. On-the-Job (OJT) Training
    • ♦Introduction
    • ♦Contract Requirements
    • ♦Contractor Responsibilities
    • ♦Texas Department of Transportation Responsibilities
    • ♦On-the-Job Training - Supportive Services
  • ►4. Workforce Project Posters
    • ♦Posters and Notices
• ►16. Local Government Contract Oversight
  • ►1. District Responsibilities
    • ♦Overview
  • ►2. General Requirements Checklist
    • ♦Bid Document Preparation
    • ♦Bid Document Components
    • ♦Letting and Award
    • ♦Contract Execution
    • ♦Contract Administration
• ►17. Forms and Documents
  • ►1. Forms and Guidance Documents
    • ♦List of Forms
  • ►2. EEO Poster/Notice Checklist
    • ♦Overview
  • ►3. OFCCP District Office/County Listings
    • ♦Overview
    • ♦OFCCP District Office/County Listings
    • ♦OFCCP District Directors

Construction Contract Administration Manual

May 2013

Copyright © 2013 by Texas Department of Transportation
All rights reserved.

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