Updated 08.12.13
Objective: Develop standard contract language for a
new ÒOn-CallÓ Regional/District Traffic and Safety RAAP
contracts, to ensure statewide consistency, while meeting the unique requirements
of each region/district.
The purpose of this guidance is to assist the Regional Operations and Districts
staff, in developing ÒOn-CallÓ Regular Advertisement and Award (RAAP) contracts. RAAP contracts
are used for all work that could be Federally or State funded and may be
ÒplanÓ, or Òno-planÓ projects.
On-Call projects are designed primarily for simple, low-risk,
remove/replace/upgrade projects, consisting of one targeted asset, task or
activity. They are not suitable for handling work that is already contracted
out, for example ÒhitsÓ work, or larger, more complex projects.
Once a contract guide is developed for a targeted asset, the Regions/Districts
personnel may use these guidelines to develop contracts as needed. Significant
changes to specifications, work methods, products, acceptance processes, etc.
may warrant development of new guidance. Changes to contracts should be
reviewed with Central Office Traffic Engineering Division (COTED) on an annual
basis to determine if the contract guidance should be updated.
This document is intended to identify steps and processes in order to support
COTED in its efforts to streamline procedures and methods. Roles and
responsibilities are included to provide clear definition of accountability.
This guidance is not intended to replace the normal Electronic Plan Submission
Process Flow.
Notes:
Linked files are shown in orange when the file, or a copy of the file, is maintained as part of this guidance.
Linked files are shown in blue when the file is independent of, and external to, this guidance.
Objective: Develop contract language for new ÒOn-CallÓ Regional/District Traffic and Safety RAAP contracts to ensure statewide consistency while meeting the requirements of each Region.
For assets without existing guidance documents, field staff
should initiate a meeting with COTED staff to discuss and define contract
scope.
The scope of Regional/District On-Call RAAP contracts
must be consistent with the existing VDOT/FHWA
Stewardship and Oversight Agreement, dated November 2012.
Scoping discussions will cover:
á Asset and types of work to be included
á Geographical area
á Anticipated advertisement date
á Funding Type
á Sole source needs: A product, or service which is practicably available only from one source requires approval from FHWA in the form of a Finding in the Public Interest for the procurement file.
á Estimate of quantity of work
á Standard and special contract pay items
á Contract term – initial and extensions
á Contract maximum dollar value
á Sequence of constructions and limitations of operations
á Contractor administrator designation and role
á Evaluation of contractor performance
á Verification and documentation required from the contractor
á Inspection needs
á Special concerns
Links: Stewardship Oversight Agreement
Stewardship Oversight Agreement
Following the scoping discussions, COTED staff will create a statewide contract guide for the relevant asset type. Draft contracts will be vetted with all stakeholders to ensure statewide consistency. This will include:
á Contract pay items
á Uniform special provisions (addressing non-standard pay items) and copied notes
á The use of non-standard items due to the unique circumstances of a particular project may require special provisions. Use of non-standard pay items requires thorough consideration of appropriate unit of measurement and the basis of payment. Not only must the related specification or provision cover material requirements and standards for this pay item; it must also include a complete explanation of its measurement and basis of payment.
á Measured pay items should clearly indicate pay limits in order that quantities can be determined without disagreement.
á Circumstances requiring project specific specifications or provisions demand careful editing to avoid omissions and language contradicting other sections of the Road & Bridge Specifications, as such discrepancies or omissions frequently serve for Contractor originated basis of work order request.
á Specific Regional/District contracts may include special provisions defining acceptable schedule of work (i.e. upon task assignment signal work must be completed within 45 days); other asset related contracts will define minimum amount of work to be completed in a defined time frame (i.e. number of linear feet of guardrail installed per day, or per 5 day period, etc.)
á Contract provisions may allow for contractors to coordinate with the Project Manager for temporary shut-downs for a defined period of time in order to perform work elsewhere within state. This practice will encourage contractors to leverage their resources to enable more competitive pricing and effective work scheduling.
á CO TED will jointly develop any non-standard pay items, Special Provisions and Special Provision Copied Notes with the Construction Division.
á Standards for insertable plan sheets
á Bonding parameters (addressing the value of the bond required)
á Standard transportation management plan
á Standard language to ensure compliance with NEPA and ROW federal requirements
á Description of initial term and renewal option
á Explanation of Task Order process
á EngineerÕs estimate
á As the targeted asset guidelines are developed, the Statewide Regional Contract guidance will be transmitted to the Regional Operation Centers for review and then revised as needed. This guidance will be used as the basis for all Regional on-call RAAP contracts for this asset type.
Links: Develop projects in accordance with guidance
documents from Programming Division, L&D
Division, and Construction Division, all found on the VDOT
Portal. Coordinate with Betty Newsome,
TE Contract Development Coordinator, on all issues
related to regional contract development.
Objective: Scope a new regional/district contract, enter information into the Project Pool and obtain a permanent UPC.
Given the scope of the contract, estimate the quantity of work that is to be included over the expected duration of the contract (including expected renewals).
Each contract must have clearly specified geographic boundaries. Establishing the geographic scope should consider mobilization and overhead costs where work must be spread out within a large or uniquely shaped district, as well as the ability to accomplish work within the contract value. A Region may wish to have a contract cover a single district or multiple counties within one or two adjacent districts. It is not always advisable to stick strictly to district or regional boundaries.
Links: Example Narrative
Estimate annual work needs based on specific identified deficiencies, anticipated need, or, available historical data. Pay item quantities should be summarized on both a per-term and whole-contract basis.
The contract will be advertised and awarded using pay item quantities for one term. The contract cost entered into the Project Pool should reflect the total amount of the contract, with all available terms expended.
Cost estimates can be developed using average price, historical data from bid tabs, or unit prices from consultants, or vendors. They should take into account anticipated site conditions, space limitations and work restrictions, large and small quantities of work, traffic and seasonal conditions etc.
In establishing the pay item quantities, note that to minimize risk and cost to the Contractor, VDOT will purchase materials not installed (excluding nuts, bolts, wire, etc.), at the completion of the contract. The Department will only compensate the Contractor for remaining material on hand in accordance with Section 109.09 Payment of Material On Hand of the VDOT Road and Bridge Specifications. This may be subject to additional limitations; no other payment for material on hand will be made.
Links: Example Bid
Sheet
All ÒOn-CallÓ Regional/District RAAPÕs will be developed and advertised as Tier I projects, regardless of the contract value. Refer to IIM-LD-249: Tier 1/Tier 2 Approval Process to ensure conformity to Tier 1 guidelines.
Links: IIM-LD-249
The Regional/District staff will be responsible for entering Regional/District Contract information into the Project Pool (this activity may be performed by the District Project Management Office (PMO), at the direction of the Regional Operations staff).
IMPORTANT: During project setup in iPM, select the Regional/District On-Call check box on the Classification tab in Contract Expenditures so that the ÒOn-CallÓ UPC will not be included on the Dashboard.
The Programming Division and COTED have compiled guidance on how Regional Contract UPCs and Individual Project / Task Order UPCs should be entered into the Project Pool & IPM. This has been done with input from the Regions, Construction Division, and Environmental Division. Consistency in entering these projects is critical to ensure the approval processes proceeds as necessary. See the linked document spreadsheet for step-by-step instructions for Project Pool data entry.
Note: The UPC for the regional contract will carry a status of Non Federal Oversight (NFO). However, FO/NFO status for individual task order UPCs under the contract will be determined based on the current VDOT/FHWA Stewardship and Oversight Agreement.
Links: Project Pool
Project Pool guidance spreadsheet
Once the project manager has initiated the UPCs, they must wait for Programming Division to approve and assign UPC. Once approved, Programming will send a notification email to the PM and the Sponsor.
Links: iPM user guide
Contact Betty Newsome
Objective: Prepare regional/district contract document package in preparation for advertisement.
Detailed estimates (this estimate should be for the first ÒtermÓ only), must be entered into the TRNS*PORT system by the project manager (PM). Guidance on entry of TRNS*PORT data can be found in the TRNS*PORT PES User Manual. A two-day training course is regularly scheduled through VDOT University
Links: PCES user guide
Narratives should be developed for all projects. Projects being approved by the Commonwealth Transportation Board (CTB) need a ÒformalÓ narrative. The standard process is as follows:
á Prepare a project narrative describing the projectÕs purpose and need.
á Upload the narrative to iPM under the project documents.
á Upload should be entered into iPM no later than 10 calendar days prior to advertisement.
For consistency, use the method below to save the narrative to iPM:
In the ÒProject DocumentsÓ section of the iPM tool, go to:
á Document Category = General
á Project Phase = Construction
á File Names & Descriptions = ÔProject NarrativeÕ
Links: Example Narrative
á Entry into CEDAR must be initiated for the ÒOn-CallÓ Regional/District contract, then completed for each Task Order.
á The project manager is responsible for submitting an EQ-429 to initiate the project in CEDAR. This form can be electronically generated in CEDAR under the ÒCommon FunctionsÓ tab by selecting the ÒSubmit an EQ429Ó hyperlink. The form is partially populated based on iPM data.
á The Project Manager (PM) will complete this form in CEDAR and send an e-mail to the Environmental Division (ED) stating a new project is pending action. ED contacts the PM if more information is required. Follow instructions set forth in FHWA-VDOT PCE Agreement.
Links: EQ429
Request Right of Way certificate.
Links: Example Request
Example RW Certification Letter
A public hearing process is not required for projects that are solely for highway maintenance, operational improvements or both, except when they:
á Require acquisition of additional right of way
á Have an unfavorable effect on adjacent real property
á Change the layout or function of connecting roads or streets of the facility being improved
If the PM determines that a project meets the criteria for exception from the Public Hearing Process, the following steps will be taken:
á Prepare a letter requesting an exception (email is acceptable)
á Obtain concurrence from the District Administrator (DA) or designee
á Secure design approval from the appropriate Assistant District Administrator (ADA) in a responsible charge position
á Post the concurrence letter in the Project Documents section of iPM (see Sec. 4.00 of Public Involvement Manual for more details)
Links: Example Letter
Waiver of
Willingness Determination
The PM will complete the Checklist & Federal Criteria Sheet (Forms C-402a and C403) and obtain the signature of the DA or designee, using the agreed upon process in the region or district.
Links: Example Checklist
Example Federal Criteria Sheet
Once all issues are settled and questions are answered by the PM, the PM will provide COTED all necessary contract documents for contract assembly. This may include:
á Sketches
á Schedule of items (Price Sheet)
á Permits
á Price adjustments
á Contract time limit
á Regional Contract Specifications – from the standard statewide contract guidance for this asset type.
á No Plan Assembly
á Project Narrative (if required)
All contract documents must be in either a Òword documentÓ or a Òtif documentÓ that can be converted to a Word document. NO PDFs. If a guide document has already been developed for the type of work and the guide is followed; these documents may be sent directly to Construction Division for advertisement (with a copy to TED).
Links: Example Assembly
State law requires that a value engineering study be performed on all projects costing more than $5 million, including maintenance type projects. There are abbreviated processes for these types of projects. In most instances, task orders will be under this $5 million threshold, and will not be subject to Value Engineering Review.
It is the responsibility of the State Value Engineer to examine any candidate project to determine if a Value Engineering review is required. For this purpose, the PM should submit a copy of the project narrative ÒOn-CallÓ Region/District project that is over the $5 million dollar threshold to the State Value Engineer. Within 2 business days, the State Value Engineer should provide a response, indicating if a review will be necessary. Exemptions will be granted in 1-2 days for most repetitive work.
If a value engineering review is required, the PM will send the entire project documentation to the State Value Engineer, as directed. The review will typically take 2-3 weeks to complete and recommendations can usually be accepted and implemented by the PM without further delay.
The project schedule must be updated to include value engineering activity, as applicable.
Links: Code of
Virginia 33.1-190.1
Complete the titlesheet and obtain needed signatures. This must be signed and sealed by a Professional Engineer (PE).
Links: Example Titlesheet
The DA (or designee) is required to sign the LD-406 NP certifying that the No Plan Assembly is complete and accurate.
Links: LD-406 NP
Objective: Transmit contract documents to Scheduling and Contracts for advertisement
The Project Manager uploads the following documents into iPM – see instructions in the above referenced UserÕs Guide:
á PDF version of no plan assembly (see Task 3.7: Assemble Contract Documents)
á Special provisions (see Task1.2: Regional Contract Development Process)
á LD406-NP (see Task 3.10: LD-406 NP)
á Scanned copy of signed title sheet (see Task 3.9: Prepare and Sign Titlesheet)
á C-402A – Project submittal checklist & C-403 District Federal criteria sheet (see Task 3.5: Complete Federal Criteria Sheet)
á Project narrative (see Task 3.2: iPM Project Narrative)
á Waiver of Willingness Determination (see Task 3.6: Willingness of a Public Hearing)
á Copy of RoW Certificate (see Task 3.4: Request RoW)
á Environmental Documents, as determined by District Environmental Section (see Task 3.3: Initiate Entry into CEDAR)
Links: Example Assembly
For all Tier I projects, the PM will keep the title sheet and signed No Plan Project Certification form (LD-406 NP).
The Project Advertisement & Letting Calendar should be checked to determine the correct ad date to be requested. The PM should then send an email to Assistant State Contract Engineer (CD), to let them know that documents have been uploaded to iPM.
Links: IIM-LD-249
Project Advertisement and Letting Calendar
á A PCES entry for the project will be created automatically, based on the information in the Project Pool.
á PCES needs to be updated to include the estimate that was prepared in TRNS*PORT.
á Prior to updating PCES, the PM will check the TRNS*PORT estimate to ensure that it is accurate. Then, the PM will create a Final Submission estimate based on the TRNS*PORT information.
á The PCES UserÕs Guide provides instructions on creating/updating estimates.
Note that:
á An IT change request has been submitted to allow the option to suppress application of an inflation rate in PCES.
á Project PMÕs should make sure that project estimates are correct and current
á Update iPM as required
Links: PCES Application (Internal)
For Tier I projects, submission of the project with a C-402A to CD and the transfer of the TRNS*PORT estimate to CD is needed for notification that the project is ready to be prepared for advertisement.
At this time, all documents should be finalized and will not be allowed to be changed.
All title sheets should be signed by the appropriate persons and all No Plan documents shall be signed and sealed by a PE. All documentation will also be uploaded to iPM.
Once the project has been advertised, CD will update the end date for Advertise Project/Begin CN in Schedule.
Update iPM as required, including Schedule application.
Links: iPM application
Objective: Advertise and award the regional contract.
CD will finalize all contract documents for the advertisement of the Proposal, monitors Contractors Advertisement Bulletin Board (CABB) for any questions or needed clarifications from the Contractors.
Once CD has updated the end date for Advertise Project/Begin CN, the Project Manager sets the Project status to ÒAdvertisedÓ in the Project Pool.
Links: Project Pool
CD will receive all bids electronically for all RAAP & SAAP projects, according to the published predetermined schedule. This process is referred to as the Letting Schedule.
CD will receive, assess, accept or reject bids for all projects advertised under the RAAP, or SAAP process. After the regional/district contract is awarded and executed, task orders may be assigned, only after the Task Order has been authorized for work to be done.
The Project Manager will enter and select the award amount in PCES prior to switching project control over to the Assistant Construction Engineer (ACE) in the Project Pool. The PCES estimates for the UPC will subsequently be reflected in the Project Pool.
Links: PCES application
If you do not wish for any activities to be available to charges, except for the processing of the ContractorÕs monthly estimate, contact Programming Division (Yolanda Newton) to close those activities outside of 631, 731, 632 & 732 for the advertised Regional/District ÒOn-CallÓ UPC.
* Programming has agreed to allow this option for the ONLY for the TED Regional/District On-Call projects. DO NOT use this process for ANY Task orders. all of your project charges will have to be made to TASK ORDERS only.
Links: Yolanda.Newton@VDOT.Virginia.gov
Objective: Determine whether to renew or rebid an existing regional contract..
During the performance of the Task Order, the Project Manager (or contract monitor/Inspector) shall keep detailed records in Site Manger. These records should be used in completing Contractor Performance Evaluation (CPE). 3-4 months prior to the end of the current contract term (either time or dollars), the PM assesses the prior performance of the existing contractor. If prior performance is satisfactory, AND the contractor has indicated a willingness to accept an additional term with the current contract terms, the contractor is issued a contract renewal letter no later than 30-45 days before the current term (either time or dollars) is scheduled to expire. Bonds for the additional term must be received before the renewal is finalized. The contract may be renewed only if both VDOT and the Contractor are in agreement to renew.
When a contract is renewed, the Contractor signs an agreement to accept the contract unit prices for an additional term. Regions/Districts will typically manage the renewal process. The correct form to ÒRENEWÓ a contract is a C-10 (Work Order).
Links: Form C-10
If a contractorÕs prior performance is not satisfactory, or the Contractor does not wish to renew the current regional/district contract, and it has been determined that a new contract is needed to complete the work, a new regional/district contract will need to be advertised. The existing contract is to be closed out, following the standard procedures.
Any new contract to complete the work that was to be accomplished with the ÒoriginalÓ contract and additional terms will need to be handled as a new ÒOn-CallÓ Region/District Proposal submission.
Links: Example Non-Renewal Letter
Objective: Establish scope, schedule and budget for a task order under the ÒOn-CallÓ Region/District Contract and obtain a Task Order UPC.
The PM will develop a scope and schedule for a Task order to be issued under the ÒOn-CallÓ Region/District contract. Task Orders should be developed and assigned, being mindful of the Performance Bond in place for the contract. Task Orders should be a ÒreasonableÓ amount of work for the contractor to do in a Òreasonable timeÓ. Task Orders should NOT be issued for the whole dollar amount of the ÒtermÓ of the contract (or greater than the term), and as much is possible, Task Order work should be ÒgroupedÓ as much as possible in a general geographic location. Bonding is reduced on this contract type (as there is no mobilization). However, the amount of work issued on the task order must be properly bonded, given the risk/value of the work.
When the dollar amount of the Task
Orders for each ÒtermÓ is expended, the next succeeding term may be started
after the renewal process is completed.
Links: Example Task Order
If Task Orders are not to be charged to Federal Funds, develop the Task Order as a State Funded project, following the direction in Ms. Connie SorrellÕs email of 07/31/2012 (attached). Contractor payments and other project expenses (i.e. CEI, State Police, etc) can be set up in Site Manager for payment by UPC - Task Order project charges or by journal vouchers.
If the Task Order is to be charged to Federal Funds, it must be processed to obtain Federal Authorization for the ÒconstructionÓ of the work. This process entails requesting and receiving Federal Authorization from the Federal Submissions Officer (VDOT – CD).The PM reviews the VDOT/FHWA Stewardship and Oversight Agreement to determine whether federal oversight is required. Current direction is to develop all work that is Federally Eligible for funding, to be developed and ÒadvertisedÓ as a Federal project. A Task Order is not ÒadvertisedÓ, but if the work to be accomplished by a Task Order is eligible for Federal funds, it must be processed to obtain Federal Authorization for ÒconstructionÓ of the work.
If the PM determines that the Task Order is to be Federally Funded, the PM reviews the VDOT/FHWA Stewardship and Oversight Agreement to determine whether Federal Oversight is required. For projects that are federally funded, federal oversight is determined by the value and classification of the contract. No federal oversight is required for contracts under $5 million for ÒMaintenanceÓ classified projects, or under $1 million for contracts classified as upgrades. Note that although a contract UPC may be NFO, it is possible for a task order UPC to be FO.
Links: Stewardship Oversight Agreement
Stewardship Oversight Agreement
Federally eligible projects memo of 07/31/2012
IIM-LD-249
Sample funding
authorization package
The regions/Districts will initiate establishment of the UPC for the Task order and create the iPM and PCES files for the Task order that will be referenced to the ÒOn-CallÓ Regional/District Contract. Projects that are assigned Task Order UPCs are required to be tracked by UPC in the Project Pool and iPM applications.
It is necessary to associate the Regional/District On-Call and the Task Order contracts in iPM, under the ÒMisc.Ó tab in the POOL portion of iPM.
Task Orders that will be accomplished by journal vouchers will need to be tracked by the Regional Operations staffing in some other electronic manner – for example, through agency use codes specific to work to be done. Data entry guidelines for initiating Construction UPCs in Project Pool are available at:
Links: Spreadsheet – Task order tab
As described in the task above (Request Construction UPCs in Pool), once the PM has initiated a construction UPC, they must wait for Programming Division to Approve and assign UPC.
*If Task Order
qualifies for CSC designation, the Task Order may be tracked by CSC, following instructions
set forth by Programming Division
Links: Contact Betty Newsome
Once the task order has been assigned a UPC, the UPC must be set to ÔCandidateÕ in the Pool.
Links:
Once a permanent UPC has been assigned, a project number has to be assigned in iPM, if this has not already been accomplished.
Links: Screenshot – iPM
Once a permanent UPC has been assigned, the UPC must be funded before it can be set to ÒActiveÓ and added to the SYP (Six Year Program). This will require transferring money from other UPCs or Cost Centers to the newly created one.
Transferring funds requires the submission of a OPD/PD-24 to Programming Division. Guidelines are available on Programming DivisionÕs teamsite in the Guidelines and Process folder.
*If Task Order qualifies for CSC designation, the Task Order may be tracked by CSC, following instructions set forth by Programming Division
Links: Programming Team Site
Once a UPC is active in iPM, it is the PMÕs responsibility to update iPM with the Team Members and Responsible Persons for the project.
The PM is also responsible for updating the Schedule in the Schedule application. The schedule can be edited by selecting the ÒeÓ button.
Under the ÒCommunications & DivisionsÓ tab, Team Members can be added using the pop-up screen activated by clicking the ÒAdd Team MemberÓ button.
Once a user is selected, their function must be selected from the dropdown menu (there can only be one function/user) and if they are the responsible person for the project, the check box next to ÒPerson responsible for Sealing and Signing PlansÓ button should be checked. Note that Persons responsible for signing and sealing individual items can be identified individually.
Links: Screenshot – iPM
Objective: Complete required environmental and other project development activities
The PM is responsible for submitting an EQ-429 to initiate the project in CEDAR. This form can be electronically generated in CEDAR under the ÒCommon FunctionsÓ tab by selecting the ÒSubmit an EQ429Ó hyperlink. The form is partially populated based on iPM data. The PM will complete this form in CEDAR and send an e-mail to the Environmental Division (ED) stating a new project is pending action. ED will contact the PM if more information is required. Typical project review is expected within 30 days.
Environmental Review Process, Permit Determination & Federal Draft Document Activity need to be initiated in iPM when the EQ-249 is filed in CEDAR. This will start the review process for the three documents that will result with an Environmental Division completed EQ-103.
Schedule Activities for Environmental Review Process, Environmental Permit Review and NEPA Document (if federally eligible) are required.
Links: Cedar Application
Once a project is initiated in CEDAR, the Environmental Division is responsible for completing the Environmental Review Process and Permit Determination.
The District Administrators are responsible for making sure that no project activity authorized by these UPCÕs shall begin until the environmental clearance is in hand for that project location and activity.
All UPCÕs require a Right of Way certificate, if the work is eligible for Federal funds.
A request should be emailed to the Central Office RW section approximately 5 weeks before requesting construction Authorization with
certification statements to include. Upon receipt, upload RW
certification into iPM.
Links: Example RoW Letter
If any land disturbing activities are to be performed and the Environmental Division has the potential to require a SWPPP or ESC Plan for these types of projects, PLEASE ENSURE that the information is conveyed to the Environmental Division (or District Environmental Section) doing the review for the Task Order.
Per section 6.2 of IIM-LD-11 and IIM-LD-246, a project-specific Erosion and Sediment Control (ESC) Plan and a Stormwater Pollution Prevention Plan (SWPPP) is required when a No Plan or SAAP project involves land disturbance activities above the following thresholds
á 2,500 SF or greater in Tidewater, VA (areas covered under the Chesapeake Bay Preservation Act)
á 10,000 SF or greater area elsewhere in the state
Per IIM-LD-242, a Virginia Stormwater Management Permit (VSMP) is required when a non routine-maintenance project involves land disturbance activities above the following thresholds:
á 2,500 SF or greater in Tidewater, VA (areas covered under the Chesapeake Bay Preservation Act)
á 1 Acre (43,560 SF) or greater area elsewhere in the state
SWPPP General Information Sheets for No-Plan Projects document current requirements, and must be included in the no plan assembly for all land disturbance activities requiring a VSMP Construction Permit and/or ESC plan (see IIM-246.2 requirement 4.3)
For any project requiring coverage under the VSMP Construction Permit, the SWPPP must also include a copy of the VSMP Construction Permit, the VSMP Construction Permit Registration Information form (LD-445), the SWPPP Certification form (LD-445E) and the VSMP Construction Permit coverage letter received from DCR showing a project specific registration number (see IIM-246.2 requirement 2.4)
Links: LD-445E
When plans for a proposed project affect a railroad, an agreement for any encroachments and/or work involving the railroad must be reached between VDOT, the affected railroad and any involved localities. If a Railroad Agreement is needed, follow the instructions in the Right of Way Manual of Instructions – 5.6.9 Railroad Property Acquisition Procedures and notify Frank Wilkerson, Right of Way Division.
Links: RoW Manual of Instructions
Objective: Complete and assemble design and schedule documents for the task order work.
Text: The Region/District staff will develop the Task OrderÕs plan design or Schedule of Work to be performed under the Regional Contract.
Links: Example Schedule of Work
All items required for UPC. C-402A and C403 NOT required for CSC.
Links: Example Task Order Assembly
Example Task Order Assembly (additional example)
Example Task Order Assembly (additional example)
Region/District PE will review and sign & seal Plans / No Plan Assembly for Task Orders
Links: Example Titlesheet
Sign and Seal IIM reference & requirements
Objective: Update iPM, obtain funding authorization, and issue Task Order.
The Project Manager will upload the following documents into iPM – see instructions in the above referenced UserÕs Guide:
á Completed C-5TO (task order form)
á PDF version of plans/no plan assembly (There can be no changes to the ÒcontractÓ at this point)
á Construction Engineering and Inspection (CEI) budget
á Contract Time Determination Report (CTDR) - (Federal Funded Task Orders only)
á LD406-NP - (Federal Funded Task Orders only)
á Scanned copy of signed title sheet
á Project file letter addressing contract documents and procedures (form TE-B) - (Federal Funded Task Orders only)
á Federal Criteria Sheet - (Federal Funded Task Orders only)
á EQ-103 - (Federal Funded Task Orders only)
á EQ-102 - (Federal Funded Task Orders only)
á EQ-200 - (Federal Funded Task Orders only)
á Right of Way Certificate - (Federal Funded Task Orders only)
á Quantities and estimate (using Regional Contract bid prices) ) – All Task Orders
á Link Task Order UPC or CSC to the original contract UPC under the Misc Tab in iPM (POOL)
The following additional documents should be uploaded if required:
á Project narrative (see Task: iPM Project Narrative under Section 3)
á Waiver of Willingness Approval (see Task: Waiver of Willingness under Section 3)
á Copy of RR Agreement (see Task: Request RR Agreement from DRPT under Section 8)
Links: Linked Task Order Screenshot
The Project Manager will verify that the following activities are in Schedule, and update planned start and finish dates as needed:
á Approved construction plans
á Prepare for advertisement
á Authorization of funds (there is no ÒadvertisementÓ of the Task Orders)
Links: Screenshot – Schedule
Application
The PM must sign the Task Order. This must also be signed by an officer of the firm or a designee with contractual liability.
Links: C-5TO (Task Order)
If the task order is to be federally funded, the PM will submit a request to CD – Federal Submissions Officer - to acquire FHWA Funding & Construction Authorization. The package shall include Form C-5TO, and the data requested by CD Division listed on their WEB Site for Federally Funded Signal Installations.
If the task order is 100% state funded, complete Form C-5TO, and post to UPC in iPM.
Links: Federal Aid
Regional Installations
Complete Form C-5TO and provide the contractor Task Order, plan details and quantities to begin work. [NOTE: If or when the regional contract is renewed a form C-10 is to be used].
Task orders issued to the contractor include a detailed statement of work as well as an estimate of construction cost based upon the provided line item costs guaranteed by the contract.
SiteManager is available to compute Liquidated Damage amounts by using the Òmilestone optionÓ when you set up a Task Order. Contact Joe Bouchey for additional information.
Links: C-5TO (Task Order)
Objective: Authorize, manage and close out the task order work.
Prior to award, Region/District staff (or District PMO Office under the direction of the Regional Operations staff) will typically act as the Project Manager. Once the project is awarded, this role should be turned over to District Construction, if appropriate. Typically, an Area Construction Engineer would be expected to assume the role of Project Manager if they assume responsibility to execute the project.
Each Region/District should establish a Standard Operating Procedure for the handoff of Project Management responsibilities between Regional Operations staff and Maintenance and/or Constructions staff at the time of award.
All work authorized by each task order and performed by the contractor, will be observed daily by VDOT contract inspection staff (and/or Consultant inspection staff). Daily diary sheets will be kept and used to compile all quantities of work and materials authorized. These quantities will be input to Site Manager on a daily basis. A monthly summary of pay items for each task will be reconciled with the contractor at the end of the month and submitted in Site Manager for approval for payment by the construction engineer.
Links: Site Manager user guide
Charges placed against the contract UPC
will be debited every month from the funded UPC
charges that were charged against it. A Cardinal journal voucher form will be
submitted for each project charge against the contract UPC
based upon the approved Site Manager estimate. Partial payments will be based on a
monthly progress estimate consisting of approximate quantities and value of
work performed. The monthly progress estimates will be prepared in accordance
with the scheduled outlined in VDOT Specification
109.08. (Partial Payments).
If any expenses are accrued to the ÒOn-CallÓ contract UPC, use Site Manager and cardinal to process an expense transfer to the Task Order UPC before project close out.
Note: Additional guidance on an alternative approach developed by SWRO is linked below. Please contact Sean Grinnell or Anthony Dodson with questions on these processes.
Links: Site Manager user guide
SWRO On-Call SiteManager
Voucher Distribution Instructions
SWRO Task Order Submission
Instructions
As each Task Order is completed, all records and project documentation should be completed, as good record keeping practices. All materials received and incorporated into the work product should be accounted for and verified, with all material documentation added to the project materials workbook.
When the ÒOn-CallÓ project, including all renewals, is completed, follow all instructions for project close out in the VDOT Construction Manual and Post Construction Manual.
Links: VDOT Construction Manual
