Section 4: Project Records

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Notice of Beginning Work

After the pre-construction conference and prior to beginning work, the Area Engineer (AE) will send the Director of Construction (DOC) a Notice of Beginning Work. The notice, which may be sent by email or fax, includes:

  • project number;
  • CCSJ;
  • date work will begin;
  • AE’s name, address, and telephone number; and
  • contractor’s name, address, and telephone number.

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 in 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 and contains the following:

  • all planned work activities and sequences,
  • note if Contract completion will occur within the number of working days specified,
  • major material procurements,
  • known utility relocations,
  • beginning and ending dates, and duration in number of working days for each activity,
  • estimated production rate per working day for each work activity, and
  • 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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Project Diary

Maintain a project diary. A properly maintained project diary provides invaluable documentation of the prosecution of work and related events. Record working day charges and important events, activities, and discussions that occurred on the project. For projects involving multiple inspectors, the project Engineer or chief Inspector may maintain the general project diary, while all other inspectors file diary supplements to the general diary.

Maintain and update the project diary daily in such a manner that new personnel may take over the inspection work and maintenance of the diary at any time.

The SiteManager Daily Work Report (DWR) is the official project diary for construction projects. The official location to record time charges for construction projects is the SiteManager Diary.

DWR entries include:

  • date;
  • weather conditions;
  • Contract time charged and reasons for days credited (SiteManager Diary);
  • work in progress, including temporary erosion control;
  • location of work (station numbers and offsets);
  • approximate quantities of work;
  • Contractor's and subcontractor’s work force;
  • arrival and departure of equipment;
  • quantity and type of equipment and activity at the project site;
  • important instructions to the Contractor;
  • names of official visitors and a summary of any discussions with the visitors;
  • unusual construction or work conditions;
  • decision-making discussions with the Contractor;
  • direction provided to the Contractor;
  • detailed information that may have a connection with a probable dispute or claim against the Department;
  • utility or other construction conflicts;
  • project completion and final inspection activities; and
  • other important features of the project, such as discussions concerning Disadvantaged Business Enterprise (DBE) and Equal Employment Opportunity (EEO) requirements, Commercially Useful Function (CUF) reviews, etc.

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 diary 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.)

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DWR Authorization

  • 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 included with this DWR is complete and can be included for payment.
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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, scales inspection, 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," of the Standard Specifications.

Document any revisions to the material testing schedules. Ensure that material 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.

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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 project diary accordingly.

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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 project diary.

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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.

Working day charges may not be changed once entered and approved in SiteManager. All adjustments to add or reduce the number of Contract working days must be granted by change order.

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Anticipated Project Completion Letter

At least 10 calendar days prior to contract completion, send an Anticipated Project Completion letter to the appropriate state senator and representative.

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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:

  • Contractor’s name,
  • letting date,
  • begin date of work, and
  • date of completion and acceptance.

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.

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)

After preparation, send all COs to the Construction Division, Construction Section (CST/C), for further processing. CST/C will notify the Finance Division (FIN) and distribute copies as needed. For auditing purposes, all COs with original signatures are filed with the contract.

Supplemental Agreements (SA)

Send all SAs to the Construction Division (CST) for review and execution. Refer to Chapter 7, Section 4 - Supplemental Agreements for detailed information.

Final Estimates (FE)

Prior to approving the FE:

  • obtain material and tests clearances;
  • verify the Disadvantaged Business Enterprise/Small Business Enterprise (DBE/SBE) goal has been met [if not, obtain approval from the Office of Civil Rights (OCR) prior to processing];
  • obtain an On-the-Job Training (OJT) summary from the Contractor, if applicable (see Chapter 15, Contractor Workforce); and
  • complete and approve or deny all COs.

Submit local participation reports (if applicable), federal-aid project forms, and Statements of Cost (SOC) to FIN, Accounting Management Branch, no later than 60 calendar days after the FE approval. The Accounting Management Branch 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

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 a project. Semi-annual reports are required for the following time periods:

  • October 1 through March 31 and
  • April 1 through September 30.

Complete this form for each project and submit to CST/C.

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

Complete Form 2235 for all federal-aid projects administered under the State Letter of Authority (SLOA). 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.

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"

Ensure that each Contractor and subcontractor submit FHWA-1391 by August 5 for each Contract. The form should reflect all employees working during peak activity during the month of July. Subcontractors may submit this form through the prime Contractor or directly to the Department. Reports indicating no activity are required when no work is performed during the month of July. Subcontractors with Contracts of less than $10,000 are exempt from this requirement.

Review and sign Form FHWA-1391 as the “reviewer.” Distribute one copy to the AE Contract file and one copy to the District office.

Consolidate the results of all completed forms FHWA-1391 received from Contractors within a District on Form 1392, "Summary of Employment Data." Submit Form FHWA-1392 along with all FHWA-1391 forms received to OCR by August15.

Records Retention

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

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