Section 4: Project Records

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Notice of Beginning Work

After the Preconstruction Meeting and prior to beginning work, the Area Engineer (AE) will send the Director of Construction (DOC) a Notice of Beginning Work. The notice, will be sent by email and include the CCSJ and the date work will begin.

Immediately after the contractor begins work, the District inputs the Work Began date in SiteManager's Critical Dates tab. Consult with the IT Help Desk for assistance accessing SiteManager and for local network or system problems.

When the contractor requests payment for material on hand (MOH) for projects such as seal coat or traffic signal installation before actually beginning work, the AE may issue a “Notice of Beginning Work.” The AE suspends all work and working day charges until work or working day charges begin in accordance with the contract.

The Notice of Beginning Work needs to be submitted only once for each construction contract. Individual projects within the contract and suspensions or resumptions of time during the project duration do not require additional beginning notices unless required by District procedures.

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Progress Schedules

Obtain a progress schedule from the contractor prior to the beginning of work. Ensure that the progress schedule conforms to the contract requirements, specifications, and Chapter 10 of this manual, and contains the following:

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  • all planned work activities and sequences,
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  • documentation that contract completion will occur within the number of working days specified or acknowledgment that the contractor is planning on exceeding working days,
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  • major material procurements,
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  • known utility relocations,
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  • beginning and ending dates, and duration in number of working days for each activity,
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  • estimated production rate per working day for each work activity, and
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  • other activities that may affect completion of the contract.

Unless otherwise shown in the contract, obtain monthly updated progress schedules from the contractor. Review the schedule to ensure conformance with the contract. If the progress schedule indicates that the contract will not be completed within the number of working days specified, obtain written clarification that states whether the contractor will revise the progress schedule to meet the number of working days specified or will exceed the number of working days specified.

Review major changes to the progress schedule that may affect compliance with the contract requirements or that change the critical path or controlling item of work. These proposed major changes may be rejected.

For multiple work order contracts, ensure that the contractor submits a progress schedule for each work order.

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Daily Project Records

A properly maintained daily account of all project activities provides invaluable documentation of the prosecution of work and related events. The SiteManager Daily Work Report (DWR) is the official project record for construction projects. The official location to record time charges/credits for construction projects is the SiteManager Diary.

For projects involving multiple inspectors, the Project Engineer or Chief Inspector may maintain the general project record, while all other inspectors file supplementary daily project records. Avoid conflicting DWRs and duplication of contractor forces and equipment.

Maintain and update the daily project record in such a manner that new personnel may take over the inspection work and maintenance of the record at any time. Do not keep duplicate records.

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SiteManager Daily Work Report (DWR)

DWR entries include, but are not limited to the following:

When working day charges are suspended due to non-acquired right of way (ROW), railroad issues, or utility relocation, list the weather conditions in the DWR with a note indicating whether a day would normally be charged in accordance with the contract. This allows for easy determination of Federal Highway Administration (FHWA) participation. Exclude working days that would not have been charged due to weather conditions when calculating FHWA non-participation; these working days are documented using Form 2235, “Final Inspection of Federal-Aid Project.”

Complete at least one DWR and a project diary entry for each day from the date the contractor begins work or the date working day charges begin, whichever occurs first, to the completion of the work.

When the project is complete, combine all project records into one file (daily diaries, pay records, correspondence, etc.) Ensure that all records and documents pertaining to the Contract are maintained in the location specified by the District. See Section 5, “Project Closeout,” for more information.

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DWR Authorization

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  • 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.
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  • By checking the authorized box, the checker has made a reasonable and good faith effort to ensure the information included with this DWR is complete and can be included for payment.
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  • Authorize DWRs in a timely manner.
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Third-Party Damage Procedures

For direction on third-party damage procedures, refer to the District Damage Claim Standard Operating Procedure (SOP) available on the Maintenance Division's intranet page.

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Materials Received

Maintain records for all materials received on each project. When purchasing materials by weight, develop, document and use a method to ensure that all material weights are accurate. The weight verification program includes random check weighing, observation of weighing procedures, inspection of scales, and observation of plant weighing. Determine the method for verifying weight based on available personnel, equipment, and existing conditions. Refer to Chapter 11, “Measure and Payment,” for a summary of the measurement and payment process.

When the contractor furnishes materials from within the construction project, refer to established laws; policies; procedures; and Article 6.8, “Use of Materials Found on the Right of Way”; Article 9.1, “Measurement of Quantities”; and Item 520, “Weighing and Measuring Equipment.”

Document any revisions to the materials testing schedules. Ensure that materials testing records are audited by the District Construction Auditor or Area Engineer to ensure that all materials placed on a project are received from approved suppliers and are tested in compliance with the requirements established for the contract and approved by the Project Engineer.

Ensure all materials received that are comprised predominantly of steel or iron comply with Section 6.1.1, “Buy America,” of the Standard Specifications.

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Records on Temporary Suspension of Work or Working Day Charges

When work or working day charges are temporarily suspended, provide the contractor a written notice that includes the reasons for the action and the effective date of the suspension. Record the suspension and reasons in the DWR accordingly. For additional information, refer to Chapter 10, Section 5, “Temporary Suspension of Work or Working Day Charges.”

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Resumption of Work

When work and working day charges are resumed, notify the contractor in writing of the work resumption. Record the resumption in the daily project records.

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Working Day Charges

Working day charges are kept correct and current by daily entry into the SiteManager Diary. Provide a credit reason when a working day is not charged.

When an Estimate has been processed, working day charges and credits may not be changed.

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Anticipated Project Completion Letter

See Chapter 3, Section 2, "Legislative Notification Requirements," for information.

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Final Plans

Upon project completion, revise the original plans to show the project as-built. Place the words “FINAL PLANS” in a conspicuous place on the title sheet with the following:

Show a summary of all change orders (COs) on the title sheet. If needed, insert a separate summary sheet immediately following the title sheet.

For projects involving bridge construction, the drilled shaft or pile foundations tip elevation must be indicated on the bridge layouts in the final (as-built) plans.

Shop drawings are to be placed in the final as-built plans.

The responsible Engineer affixes the final plans statement to the title sheet and signs, seals, and dates the final as-built plans. Follow the procedure developed by the Support Services Division (SSD) for the online submission of final projects.

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Required Reports and Forms

Submit the following reports and forms. (See Chapter 17, “Forms and Documents,” for referenced forms.)

Change Order (CO)

The Construction Division (CST) will perform quarterly audits of COs. The Division will request the signed Change Order from the District along with backup documentation.

Supplemental Agreements (SA)

Send all SAs to CST for review and execution. Refer to Chapter 7, Section 4, “Supplemental Agreements,” for detailed information.

Final Estimates (FE)

Prior to approving the FE:

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  • obtain material and tests clearances;
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  • ensure all project documentation is acquired;
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  • verify the Disadvantaged Business Enterprise/Small Business Enterprise (DBE/SBE) goal has been met [if not, obtain approval from the Civil Rights Division (CIV) prior to processing];
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  • verify the District Director of Construction's final determination for DBE Clearance during the closeout period;
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  • obtain an On-the-Job Training (OJT) summary from the contractor, if applicable (see Chapter 15, Contractor Workforce); and
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  • complete and approve or deny all COs.

Submit local participation reports (if applicable), federal-aid project forms, and Statements of Cost (SOC) to the Financial Management Division (FIN), Accounting Management Section, no later than 60 calendar days after the FE approval. The Accounting Management Section will review and notify the District of concurrence or the need for a corrected SOC. Refer to the Financial Management Policy Manual for further information (internal access only).

Form FHWA 1494 – Semi-Annual Labor Compliance Enforcement Report

This report contains information concerning the compliance and enforcement of the Davis-Bacon and Related Acts (DBRA) for projects. Semi-annual reports requiring time periods are as follows:

Each district is to complete form summarizing project compliance and enforcement of the Davis-Bacon and Related Acts (DBRA) for all active district projects during the applicable period. Submit a single completed summary to CST by email to CST Labor Compliance. For more specific information reference Chapter 1, Section 2, Labor Requirements.

Form 2235 – “Final Inspection of Federal-Aid Project Constructed Under 23 U.S.C. 117”

Complete Form 2235 for all federal-aid projects. Maintain the original completed form in the District project records and submit one copy of this form to FIN, Accounting Management Section, within 60 calendar days of the final contractor payment.

On the form, include all non-participating costs, such as any non-participating change orders and their respective amounts, any non-participating time extensions due to delay of utility adjustments or any other reason, and any other miscellaneous non-participating costs.

Retain the original Form 2235 in the District's project file. FHWA and CST do not need a copy of this form.

Refer to Chapter 16, “FHWA Oversight Requirements,” for additional information regarding Form 2235.

Letter of Certification of Materials Used

Prepare a Letter of Certification of Materials Used for non-exempt federal-aid contracts and submit to the FHWA, Texas Division office. Exempt federal-aid contracts do not require this letter.

Form FHWA-1391 - “Federal-Aid Highway Construction Contractors Annual EEO Report”

Refer to the Civil Rights Division (CIV) website for time-sensitive information and guidance regarding Forms FHWA-1391 and FHWA-1392.

Records Retention

Retain all project records in accordance with the records retention schedule.

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