• ♦Manual Notice 2024-1
• ►1. Introduction
  • ►1. Overview
    • ♦Purpose and Scope of Manual
    • ♦Contract Administration
  • ►2. Manual Description
    • ♦Use of this Manual
    • ♦How this Manual is Organized
    • ♦Manual Update
• ►2. Pre-Award Activities
  • ►1. Overview
    • ♦General
    • ♦Managing the Pre-Bid Q&A Site
    • ♦Prospective Bidder Site Investigations
  • ►2. Addenda
    • ♦General
    • ♦Addendum Requests
    • ♦Accessing the Bidders List to Gather Contact Information for All Prospective Bidders
  • ►3. Pre-Bid Conference
    • ♦Introduction
    • ♦Optional Attendance
    • ♦Mandatory Attendance
  • ►4. References
    • ♦Section 1 – Sharing Project Information
    • ♦Section 2 – Addenda
• ►3. Post-Award Activities
  • ►1. Press Release
    • ♦General
    • ♦Online Resources
  • ►2. Legislative Notification Requirements
    • ♦Project Letter to State Legislator
  • ♦3. Beginning of Work
  • ►4. Preconstruction Conference
    • ♦Purpose of the Preconstruction Meeting
    • ♦Preconstruction Conference Responsibilities and Attendees
    • ♦Form 2796, “Pre-Construction Conference – Agenda”
    • ♦Suggested Preconstruction Seal Coat Topics
    • ♦General Information
  • ►5. Preconstruction Safety Meeting
    • ♦Purpose of the Preconstruction Safety Meeting
    • ♦Preconstruction Safety Meeting Responsibilities
    • ♦Preconstruction Safety Meeting Agenda
  • ►6. Partnering
    • ♦Procedure
    • ♦Partnering Performance
  • ►7. References
    • ♦Section 1 – Press Release
    • ♦Section 2 – Legislative Notification Requirement
    • ♦Section 5 – Pre-Construction Safety Meeting
• ►4. Project Records and Closeout
  • ►1. Importance of Accurate Records
    • ♦Overview
    • ♦Correspondence
    • ♦Project Record Reviews
    • ♦Electronic Records
  • ►2. Public Information Act
    • ♦Overview
  • ►3. Traffic Control Plan
    • ♦Construction or Work Phase Requirements
    • ♦Phase Change Inspections and Documentation
    • ♦Formal Inspections and Procedures
    • ♦Formal Inspection Documentation
    • ♦599 Disclosure
    • ♦TCP Change Documentation
    • ♦Law Enforcement Usage
    • ♦Highway Closures during Certain Periods (Transportation Code 224.034)
  • ►4. Project Records
    • ♦Notice of Beginning Work
    • ♦Progress Schedules
    • ♦Daily Project Records
    • ♦SiteManager Daily Work Report (DWR)
    • ♦DWR Authorization
    • ♦Third-Party Damage Procedures
    • ♦Materials Received
    • ♦Records on Temporary Suspension of Work or Working Day Charges
    • ♦Resumption of Work
    • ♦Working Day Charges
    • ♦Anticipated Project Completion Letter
    • ♦Bulletin Board Checklist
    • ♦Final Plans
    • ♦Supplemental Agreements (SA)
    • ♦Final Estimates (FE)
    • ♦Form FHWA 1494 – Semi-Annual Labor Compliance Enforcement Report
    • ♦Materials Certification Letter
    • ♦Form FHWA-1391 – “Federal-Aid Highway Construction Contractors Annual EEO Report”
  • ►5. Project Closeout
    • ♦Overview
    • ♦Project Closeout Checklist
  • ►6. References
    • ♦Section 2 – Public Information Act
    • ♦Section 3 – Traffic Control Plan
• ►5. Control of the Work
  • ►1. Project Authority
    • ♦Authority of the Engineer
    • ♦Contractor’s Superintendent
    • ♦Work near Railroads
    • ♦Authority and Duties of Inspectors
  • ►2. Work Documents
    • ♦Traffic Control
    • ♦TCP Documentation
    • ♦Open Records Requests for Form 599
    • ♦Pedestrian and ADA Requirements
    • ♦Working Drawings
  • ►3. Inspections
    • ♦Inspection by the Department
    • ♦Defective and Unauthorized Work
    • ♦Final Acceptance
    • ♦State Oversight of Federal-Aid Projects
    • ♦Inspection by Outside Organizations
    • ♦Texas Department of Licensing and Regulation (TDLR) Inspections
    • ♦Federal Oversight Projects
  • ►4. Evaluations
    • ♦Prime Contractor Performance Evaluations
    • ♦Project Evaluation
  • ►5. References
    • ♦Section 1 – Project Authority
    • ♦Section 2 – Work Documents
    • ♦Section 3 – Inspection
• ►6. Control of Materials
  • ►1. Materials
    • ♦Background
    • ♦Materials Source Information
    • ♦Required or Listed Materials Sources
    • ♦Materials Certification from the Contractor
    • ♦Royalty Payments
    • ♦Use of Designated Materials
    • ♦Storage of Materials
    • ♦Stockpiling Aggregates
    • ♦Purchasing Excess Materials
  • ►2. Materials Testing
    • ♦General
    • ♦Testing of Materials
    • ♦Test Methods and Testing Equipment
    • ♦Project Tests
    • ♦Independent Assurance Program
    • ♦System Approach
    • ♦Forms, Reports, and Materials Documentation
    • ♦MPL
    • ♦Sampling and Testing
    • ♦Commercial Labs
    • ♦Helpful Links for Materials Testing and Inspection
    • ♦Project Closeout for Materials
  • ►3. Buy America
    • ♦Overview
    • ♦Iron and Steel
    • ♦Miscellaneous Steel
    • ♦Expanded Buy America (BABA) Requirements
    • ♦Material Classification
    • ♦Form 2806, “Construction Materials Buy America Certification”
    • ♦Buy America Exceptions
  • ►4. Buy Texas
    • ♦Overview
  • ►5. References
    • ♦Section 1 – Materials
    • ♦Section 2 – Materials Testing
    • ♦Section 3 – Buy America
    • ♦Section 4 – Buy Texas
• ►7. Changes to the Contract
  • ►1. Change Orders
    • ♦Change Order Preparation
    • ♦Additional Time Guidance
    • ♦Environment Review of Change Orders
    • ♦Other Factors Affecting COs
    • ♦Advance Funding Agreements
    • ♦Texas Department of Licensing and Regulation (TDLR) Submissions
    • ♦Converting Change Orders from Participating to Non-Participating
    • ♦Texas Ethics Commission (TEC) Form 1295
  • ►2. Change Order Approval Authority
    • ♦Federal-Aid Projects
    • ♦State Funded Projects
    • ♦Extending or Adding Project Limits to the Contract
    • ♦CO Submission Requirements Related to Added Limits
  • ►3. Force Account and Interim Adjustments to the Contract
    • ♦Change Orders Involving Contractor Force Work Account
    • ♦Taxes
    • ♦Change Orders Involving Interim Adjustments
    • ♦Unilateral Change Orders
    • ♦Change Order Audit
  • ►4. Supplemental Agreements
    • ♦Assignments
    • ♦Change the Legal Name of the Contractor
  • ►5. Terminations
    • ♦Procedures
  • ►6. References
    • ♦Section 1 – Change Orders
    • ♦Section 5 – Terminations
• ►8. Disputes and Claims
  • ►1. Disputes
    • ♦Partnering and Issue Escalation
    • ♦Appeal of Disputes
  • ►2. Claims
    • ♦Contract Claim Committee Meeting
    • ♦Appeal of Claims
  • ♦3. Payment in Settlements of Disputes and Claims
  • ►4. References
    • ♦Section 2 – Claims
    • ♦Section 3 – Payments
• ►9. Legal Relations and Responsibilities
  • ►1. Introduction
    • ♦Ethics
  • ►2. Employee Responsibilities
    • ♦Cooperation with the Contractor
    • ♦Contact with the Public
    • ♦Sanitary Accommodations
    • ♦Public Safety and Convenience
    • ♦Abatement and Mitigation of Excessive or Unnecessary Noise
    • ♦Using Explosives
    • ♦Protection of Adjacent Property
    • ♦Contractor’s Responsibility for Work
    • ♦Electrical Requirements
    • ♦Barricades, Warning and Detour Signs, and Traffic Handling
  • ►3. Conflicts of Interest and Ethics
    • ♦Overview
    • ♦Gifts, Benefits, and Favors
    • ♦Information Security Policy
  • ►4. References
    • ♦Section 1 – Introduction
    • ♦Section 3 – Conflict of Interest and Ethics
• ►10. Prosecution and Progress
  • ►1. Workers and Equipment
    • ♦General
    • ♦Superintendent
    • ♦Construction Workers
    • ♦Nighttime Work
  • ►2. Project Schedules
    • ♦General
    • ♦Schedule Types
    • ♦Acceptance of Baseline Schedules
    • ♦Contract Time vs. Planned Finish Date
    • ♦Failure to Complete Work on Time
  • ►3. Subcontracting
    • ♦Subcontract Approval Procedure
    • ♦Subcontractor Audit (Certification Monitoring Plan)
    • ♦Subcontracting Limit
    • ♦Non-DBEs
    • ♦Subcontracts Exceeding 70% of the Total Contract Amount
    • ♦Disadvantaged Business Enterprise Requirements
    • ♦DBE/SBE Monthly Progress Reports
    • ♦Sanctioned/Debarred Contractors
    • ♦E-Verify
    • ♦Requirements to be added to TxDOT's List of Participants (effective 3/10/2023):
  • ►4. Contract Time
    • ♦Beginning Time Charges
    • ♦Computation of Contract Time
  • ►5. Temporary Suspension of Work or Working Day Charges
    • ♦Reasons for Temporary Suspension of Work
    • ♦Reasons for Temporary Suspension of Working Day Charges
  • ♦6. Construction Project Timeliness
  • ►7. Best Practices for Holiday Periods
    • ♦Two Weeks Out
    • ♦One Week Out
    • ♦During the Period
  • ►8. Default of Contract
    • ♦Declaration of Default
    • ♦Contract with Performance Bond
    • ♦Contract without Performance Bond
    • ♦Procedures
  • ►9. References
    • ♦Section 2 – Project Schedules
    • ♦Section 3 – Subcontracting
    • ♦Section 7 – Best Practices for Holiday Periods
    • ♦Section 8 – Default of Contract
• ►11. Measurement and Payment
  • ►1. Estimates and Issues Affecting Payment
    • ♦Overview
    • ♦Monthly Progress Estimates
    • ♦Supplemental Progress Estimate
    • ♦Collection on Negative Estimates
    • ♦Final Estimates (FE)
    • ♦Supplemental Estimate
    • ♦Measurement of Quantities
    • ♦Plans Quantity Measurement
    • ♦Payments not to Exceed 10% of the Original Contract Amount
    • ♦Payment of Items with Overweight Loads
    • ♦Quality Control (QC)/Quality Assurance (QA) Hot Mix Payments
    • ♦Road User Costs (RUC) Incentives and Disincentives
    • ♦Force Account
  • ►2. Material on Hand (MOH)
    • ♦Overview
    • ♦Eligible Items
    • ♦Acceptable Storage
    • ♦Testing and Approval
    • ♦Records and Reports
    • ♦Contractor’s Responsibility for MOH
    • ♦Approval for Early Estimates
    • ♦Area Office Responsibility for MOH
  • ►3. Prompt Payment
    • ♦Contractor Complaints
    • ♦Subcontractor and Materials Supplier Non-Payment Notices
    • ♦Contractor Compliance
    • ♦Prompt Pay Audit
  • ►4. References
    • ♦Section 2 – Issues Affecting Payments
    • ♦Section 3 – Prompt Payment
• ►12. Environment
  • ♦1. Introduction
  • ♦2. Stormwater Requirements
  • ►3. Water Resources
    • ♦Complying with US Army Corps of Engineers Requirements for Work in Waters of the United States, Section 404
    • ♦Complying with US Coast Guard requirements for Work in Navigable Waters of the U.S., Section 9 and Section 10
    • ♦Complying with TCEQ requirements for Work Over the Edwards Aquifer
    • ♦Complying with General Land Office (GLO) and other entities' requirements for Work in Coastal Counties
  • ►4. Cultural Resources
    • ♦Texas Health and Safety Code, Chapter 711
    • ♦Documenting Compliance with Cultural Resources Plan notes
  • ♦5. Vegetation Resources
  • ♦6. Protected Species Requirements
  • ►7. Hazardous Materials or Waste
    • ♦Procedure
    • ♦Hazardous Materials Anticipated During Construction
    • ♦Bridge Demolition and Renovation Activities
    • ♦Unanticipated Hazardous Materials Encountered During Construction
    • ♦Use of Consultants
    • ♦Cost Recovery and Accounting
    • ♦Responsible Parties
    • ♦Surplus Materials
  • ♦8. Noise/Sound Walls
  • ♦9. Project Specific Locations (PSLs)
  • ►10. Construction Stage Gate Checklist (CSGC) Form 2448 Inspections
    • ♦Purpose
    • ♦Suggested Usage
    • ♦Applicability
    • ♦Frequency
    • ♦Documentation and Record Retention
  • ►11. Regulatory Agency Investigations
    • ♦How to handle a regulatory investigation
    • ♦In the event your District or Division receives an NOV, please ensure your staff complete the following actions.
• ►13. Health and Safety
  • ►1. Federal Safety and Health Laws
    • ♦Contractor Performance
  • ►2. Contract Requirements
    • ♦Construction Surveillance
  • ►3. Violations
    • ♦Definitions
    • ♦Incident Reporting Requirements
    • ♦Investigations by Other Agencies
  • ►4. References
    • ♦Section 1 – Federal Safety and Health Laws
    • ♦Section 2 – Contract Requirements
    • ♦Section 3 – Violations
• ►14. Small Business Programs
  • ►1. Program Overview
    • ♦General
    • ♦Disadvantaged Business Enterprise (DBE) Program
    • ♦Small Business Enterprise (SBE) Program
    • ♦Resources
    • ♦Rules and Regulations
  • ►2. References
    • ♦Section 1 – Program Overview
• ►15. Contractor Workforce
  • ►1. EEO Requirements
    • ♦Policy
    • ♦Contract Provisions
    • ♦General
  • ►2. Labor Requirements
    • ♦Labor Laws
    • ♦Contract Labor Requirements
    • ♦District Monitoring for Federally Funded Projects
  • ►3. On-the-Job Training
    • ♦General
    • ♦Procedure
    • ♦Contract Provisions
    • ♦Diversity Management System
  • ►4. References
    • ♦Section 1 – EEO Requirements
    • ♦Section 2 – Labor Requirements
    • ♦Section 3 – On-the-Job Training
• ►16. FHWA Oversight Requirements
  • ►1. Background
    • ♦Basic Federal-Aid Project Checklist (Construction and Civil Rights Core Functions)
  • ►2. Required Contract Provisions – Federal-Aid Construction Projects
    • ♦Form FHWA-1273 and Special Provisions
    • ♦Major Project Requirements
  • ►3. Interim Project Review Guide – State and Federal-Aid Projects
    • ♦Basic Project Compliance Categories and Required Acceptance Standards
  • ►4. Change Orders
    • ♦Federal-Aid Projects
    • ♦Non-TxDIP Federal-Aid Projects
    • ♦Change Order Reason Codes
    • ♦Extending or Adding Project Limits to the Contract and/or Significant Change in Contract Scope
  • ♦5. Final Federal Program Inspection Guide – TxDOT Federal Program Projects
  • ►6. Final Requirements of Federal-Aid Projects
    • ♦Final Acceptance to Contractor
    • ♦Material Certification Letter
    • ♦Reconciliation of Federal Participating and Non-Participating Dollars
  • ►7. Local Government Projects
    • ♦Training
    • ♦Resources
  • ►8. References
    • ♦Section 1 – Background

Construction Contract Administration Manual

December 2023

Copyright © 2023 by Texas Department of Transportation
All rights reserved.

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