Manual Notice: 2014-01

From: John F. Obr, P. E., Director, Construction Division

Manual: Construction Contract Administration Manual (CCAM)

Effective Date: March 01, 2014

Purpose

This manual notice transmits revisions to the manual and provides clarification and additional guidance for the policies and procedures of the Construction Division.

The purpose of these revisions is:

  • to remove references to the Estimates Manual, which is obsolete for construction contracts,
  • to add language regarding segregation of input and authorization to reduce conflicts associated with the Daily Work Report (DWR) approval process on pay items,
  • to remove duplicate language contained in specifications or other manuals, as directed by Department manual policy, and
  • to make editorial revisions throughout.

Contents

Chapter 4, "Job Records"

  • Section 1, "Importance of Accurate Records"
    • Deleted subheading "Record Keeping," and accompanying text referencing the Estimates Manual.
  • Section 2, "Public Information Act"
    • Replaced information paraphrasing the Department's open records policy with a reference and direct link to the Department's Legal Manual, Chapter 4, "Open Records."
  • Section 3, "Traffic Control Plan"
    • Added items and clarification to the lists of duties of District and Contractor staff responsible for managing work zone safety.
    • Added information on formal and informal inspections and procedures.
  • Section 4, "Project Records"
    • Added new subheading, "DWR Authorization," outlining the following policy:
      • Ensure there is a minimum of two individuals involved in the authorization of the DWR so that the individual inputting the information in the DWR is not the same individual authorizing the DWR.
      • By checking the authorized box, the checker has made a reasonable and good faith effort to ensure the information with this DWR is complete and can be includedfor payment.
    • Under "Working Day Charges," deleted information contained in specifications or other manuals.
    • Deleted subheading "Contractor's Labor Payrolls" and accompanying text.
    • Under subheading "Final Plans," deleted information contained in specifications or other manuals.
    • Under subheading "Required Reports and Forms," deleted information contained in specifications or other manuals, added information pertinent to completing Form 2235, and added a statement regarding records retention.

Chapter 11, "Measurement and Payment"

  • Section 1, "Introduction"
    • Under subheading "Overview," deleted reference to the Estimates Manual.
    • Under subheading "Policy," deleted information contained in specifications or other manuals.
  • Section 2, "Issues Affecting Payments"
    • Under subheading "Plans Quantity Measurement," deleted information already contained in the specifications and added information clarifying the policy regarding plan quantity items.
    • Deleted subheading "Extra Work" and accompanying text.
    • Revised subheading "Material on Hand (MOH)" to replace a reference to the Estimates Manual with a reference to the Standard Specifications.
    • Deleted subheading "Damage to the Work" and accompanying text.
    • Under subheading "QC/QA Hot Mix Payment," replaced tables listing standard item and description codes with a reference to the SiteManager Contract Administration User Manual.
    • Under subheading "Road-User Costs Incentives and Disincentives," replaced tables listing standard item and description codes with a reference to SiteManager Contract Administration User Manual.
    • Added subheading "Force Account."
    • Deleted subheading "Retainage for Wholly State Funded Contracts" and accompanying text.
    • Deleted subheading "Zero Retainage for Federally Funded Contracts" and accompanying text.
    • Deleted subheading "Final Payment" and accompanying text.
  • Section 3, "Prompt Payment"
    • Deleted "Wholly State-Funded Contracts" from Section title.
    • Under subheading "Policy," incorporated information previously found in Section 4 applicable to federally funded contracts.
    • Added "and Material Supplier" to subheading title "Subcontractor Complaints" and added information and procedures for handling complaints.
    • Added subheading "Contractor Compliance," to include information regarding Form 2177 submission requirements and follow-up action.
    • Deleted Section 4, "Prompt Payment - Federally Funded Contracts."
  • Deleted Section 5, "Force Account."

Contact

If you have questions or require assistance, please contact Roxana Garcia-Zinsmeyer of the Construction Division at 512/416-2482.

Archives

Past manual notices are available in a pdf archive.

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