apwa public works construction management...

APWA

Public Works

Construction

Management Seminar

March 22, 2018

Exchange of Ideas

CM - Definition & Purpose

Relationship to Overall Effort

Your Expectations

Working with Contractors

The Final Product

Seminar Objectives

Module 1

Roles and

Responsibilities

Project Team Relationships

Project Team

Support

Services

Funding

SourcesUtilities

Public

Owner Contractor

Designer Agencies

Resident Engineer

Office Engineer

Material Testing

Surveying

Inspector

Project Team

Observing Field Work

Approving Methods and Materials

Interpreting Plans and Specs

Part of the Solution

Documenting Project Activities

CM Is ...

Running the Crew

Policing the Work

Setting Contractor Up for Failure

Vindictive and Punitive

Only Paper Pushing

CM Is Not ...

Resident Engineer

Contract Documents

Codes & Regulations

Policy & Procedures Manuals

Sources of

Responsibility

Quality/Acceptability of Work

Interpretation of Plans/Specs

Fulfillment of Contract

Example: Caltrans

Engineer’s Authority

Standard Specifications

Standard Plans

Special Provisions

Contract Plans

Contract Documents

Local/Internal

State

Federal

Resources

Manuals

Web Sitehttp://caltrans-opac.ca.gov/publicat.htm

Construction Manualhttp://www.dot.ca.gov/hq/construc/manual2001/

Design Manualhttp://www.dot.ca.gov/hq/oppd/hdm/hdmtoc.htm

Caltrans Online Info

CA Building Code

Construction Safety Orders

Uniform Fire Code

Environmental

Codes & Regulations

(Some)

Gather Information

Document Progress

Track Quantities for Payment

Resolve Field Issues

Report Problems

Recommend Solutions

Role of CM

Lead Support

Preconstruction PhasePrebid Meeting Ensures impartial bidding Resident Engineer Inspector/Office Eng.

Bid Analysis Uncovers potential bidding irregularities Resident Engineer Inspector/Office Eng.

Documentation System Setup Streamlines construction management process Office Engineer RE/ Inspector

Preconstruction Meeting Establishes relations with between parties Resident Engineer Inspector

Construction PhaseUtility Coordination Avoids delays and impacts to project Resident Engineer Inspector/Office Eng.

Document Control Maintains completeness of project records Office Engineer RE/ Inspector

Inspection/Quality Assurance Monitors quality of final product Inspector Entire Team

Materials Testing Verifies materials compliance with contract Inspector RE/ Lab

Quantity/Progress Tracking Documents progress and completion of work Inspector Office Engineer

Progress Payment Fair and equitable payment to contractor Office Engineer Inspector

Force Account Work Maintains appropriate usage of resources for T & M Inspector Office Engineer

Construction Staking Provides line and grade required to construct project Inspector/RE Surveyor

Issues/CCO Control Maintains control over project issues and changes Resident Engineer Inspector/Office Eng.

Schedule Review & Analysis Verifies contractor's work plan and targeted completion Scheduler RE/ Inspector

Communications/Meetings Maintains uninterrupted flow of information Resident Engineer Office Eng./Inspector

Post Construction PhaseProposed Final Payment Finalizes payment to contractor Office Engineer RE/ Inspector

Claims Analysis/Review Verifies potential validity of contractor's position Resident Engineer Office Eng./Inspector

Project Close-out Finalizes project, compiles project documentation Office Engineer RE/ Inspector

ResponsibilityActivity Objective/Benefit

Construction Management Team

Responsibility Matrix

Module 2

Construction

Inspection,

Quality

Assurance and

Acceptance

Quality Control

Quality Assurance

Acceptance

Project Quality

Project Quality

Contract Compliance

Document Contract Compliance

Quantity Verification

Project Cost Verification

Oversight Compliance

Construction

Inspection

Understanding Your Contract

Limitations

Ambiguities

Standards vs Specials

Enforcing the Contract

Purpose

Knowing the Plans

Intent of Design

Relationship to Specs

Interpreting Plans

“Firm but Fair”

Identify Expectations

Don’t Assume

Pay Promptly

Document

Dealing with

Contractors

Myths and Realities

Benefits

Risks

Does it work?

Partnering

Schedule

Requests for Information

Shop Drawings

Cost Reduction Proposals

Submittals

Certified Payroll

Prevailing Wages

Fringe Benefits

Employee Interviews

Labor Compliance

Means & Methods

Performance

Materials Testing

Source Testing

Frequencies

Acceptance of Work

Identification

Reporting

Developing Action Plan

Resolution

Documentation

Non-Conformance

Change Order Basics …

Definition

Elements

Identification

Negotiation

Tracking

Change Orders

Extra Work

Adjustment of Compensation

Time

Increase in Bid Quantity

Agreed priceLump Sum

Unit Price

Force Account

Contract Change OrdersChange OrdersMajor Types

Time & Materials

What to Track

What to Look for

Who’s in Charge?

Documentation

Change Orders

Force Account

Contract Change Order

Must be Clear & Concise

Change Orders

Just the facts

Avoid commentaries

Labor, Equipment & Materials

Work Activities

Problems & Issues

Daily Diaries

Measurement

Payment

Final Pay

Documentation (Q-Sheets)

Contract Items

Break

Module 3

Contract

Administration

and Record

Keeping

Easy and Fast Access

Complete Record of Project

Sharing Information

Claims Avoidance

Fights Memory Loss

Why Document ?

Creating

Transmitting

Filing/Preserving

Three Stages

Communications

Daily Reports

Construction Schedules

Requests for Information

Submittals

Progress Payments

Materials testing

Safety reporting

Funding Segregation

Labor Compliance

Issues/Potential Claims

Video/Photo Log

Closeout

Components

Caltrans

City/County

Other

File Systems

File SystemsCONTRA COSTA BOULEVARD IMPROVEMENT PROEJCT

Federal Project No. HSIP – 5375 (027) Federal Project No. HSIP – 5375 (026)

FILE CATEGORIES

1.0 Project Personnel

2.0 Project Office Equipment and Supplies

3.0 Equipment and Personnel Cost Reports

4.0 Service Contracts

5.0 General Correspondence

6.0 Safety

7.0 Public Relations

8.0 Construction Surveys

9.0 Welding

10.0 Meetings

11.0 Information Furnished at Start of Project

12.0 Contractor

13.0 Signs and Striping

14.0 Photograph Records

15.0 Accidents

16.0 Utility Agreements

17.0 Utility Work Performed

18.0 Agreements

19.0 Hazardous Waste and Hazardous Materials

20.0 Water Pollution Control Plan or Stormwater Pollution Prevention Plan

21.0 Construction or Maintenance Zone Enhanced Enforcement Program

22.0 Traffic Management Information

23.0 RFI – Request for Information

24.0 Disadvantaged Business Enterprises and Disabled Veteran Business Enterprises

25.0 Labor Compliance and Equal Employment Opportunity

26.0 Progress Schedule

27.0 Weekly Statement of Working Days

28.0 Weekly Newsletter

29.0 Materials Information and Preliminary Tests

30.0 Basement Soil Test Results

31.0 Notice of Materials to Be Used

32.0 Notice of Materials to Be Inspected at the Jobsite

33.0 Notice of Materials to Be Furnished

34.0 Treated Base

35.0 Hot Mix Asphalt

36.0 Concrete (other than structure items)

37.0 Initial Tests and Acceptance Tests

38.0 Quality Control and Quality Assurance

39.0 Materials Testing Qualification of Employees

40.0 Field Laboratory Assistant Reports to Resident Engineer

41.0 Report of Inspection of Material

42.0 Material Plants

43.0 Concrete and Reinforcing Steel

44.0 Recycle Materials and Diversion of Solid Waste

45.0 Resident Engineer’s Daily Reports

46.0 Assistant Resident Engineer’s Daily Reports

47.0 Drainage Systems

48.0 Bid Item Quantity Documents

49.0 Change Orders

50.0 Adjustment in Compensation Calculations

51.0 Materials on Hand

52.0 Charges to Total Contract Allotment

53.0 Credit to Contract

54.0 Deductions From Payment to Contractor

55.0 Partnering

56.0 Submittals

57.0 Contractor Daily Reports

58.0

59.0 Bridge Estimate Data

60.0 Contract Administration System Inputs and Reports

61.0 Estimate and Project Status

62.0 Disputes

63.0 Project Completion Document

Manual

Electronic

Methods

Just the facts

Avoid commentaries

Labor, Equipment & Materials

Work Activities

Problems & Issues

Daily Diaries

WSWD

Project Schedule

Time Extension Documentation

Contract Time

Measurement

Payment

Final Pay

Documentation (Q-Sheets)

Contract Items

Contract Items

Measurement and Payment

Unit Price

Lump Sum

Segregation of funds

Documentation

Progress Payment

Special ItemsFinal Pay

Mobilization

Time-Related Overhead

Cost reduction Proposals

Project Accounting

Certified Payroll

Prevailing Wages

Fringe Benefits

Employee Interviews

Labor Compliance

Labor Compliance

Contracts in California are based on

California labor Code

Code of Federal Regulations , Title 29,

Part 5(29 CFR 5)

Federal Highway Administration (FHWA)

United States Department of Labor

Labor Compliance

Lunch

Module 4

Caltrans Audits

and Federal Aid

Projects

Caltrans Audits

Purpose?

What are they looking for?

Preparation

Caltrans Audits

Quality

Cost

Compliance

Quality

Quality

Quality

Quality

Quality

Cost

Cost

Cost

Compliance

Compliance

Compliance

Project Completion & Closeout

Report of Completion

Materials Certification

Final Estimate

Change Order Summary

Final Report of MBE/DBE

Utilization

Final Inspection Form

Project Closeout Documentation should

include at a Minimum

Project Completion & Closeout

REPORT OF EXPENDITURES CHECKLIST Federal-aid Project Number: HSIP 5375 (026) Project Name: Contra Costa Boulevard Improvements Project Project Location: Contra Costa Boulevard from Golf Club Rd. to Chilpancingo Parkway (HSIP 5375(026) Pleasant Hill, CA ( X ) Final Inspection of Federal-aid Project (See Exhibit 17-B for FHWA Full Oversight projects) or Local Agency Final Inspection Form (See Exhibit 17-C for State-Authorized projects) ( X ) Final Invoice (See Exhibit 17-D) ( X ) Final Detail Estimate and Detail Estimate Summary (See Exhibit 15-M) ( X ) Change Order Summary (See Exhibit 17-E) ( X ) Statement of the existence or absence of liquidated damages and/or contractor’s claims(See Exhibit 17-E) ( X ) Date of completion: March 31, 2015 ( X ) Date of acceptance: June 22, 2015 ( X ) Final Report- Utilization of Disadvantaged Business Enterprise (DBE), First-Tier Subcontractors (See Exhibit 17-F) ( X ) Materials Certificate (Exhibit 17-G) ( ) * Report of Completion of Structure (two copies) (Shall include one set of “As Built” Plans)(See Exhibit

17-I and Exhibit 17-J) ( X ) Disadvantaged Business Enterprises (DBE) Certification Status Change (Exhibit 17-O)

Note: A single submittal of all these documents will facilitate timely project closure. * Additional documents required on bridge/major structural project or projects, which meet specified conditions

(described under Reports at Completion of Contract). Send Original copy to structures Distribution (all projects): (1) Original Report of Expenditures (2) local agency project files

Break

Module 5

SWPPP, Safety,

Public Relations

Intent and Purpose

Review and Approval

Record Keeping

Best Management Practices

SWPPP

SWPPP

SWPPP

SWPPP

Code of Safe Practices

Public Safety

Contractor Safety

Reports

Safety

Safety

Safety is the Constitution of Construction

Zero Incident Approach

Safety in the Workplace

Safety in daily habits

Safety in developed designs &

details

Safety in evaluating Contractors

Safety in Construction operations

Safety

Safety

How to Achieve Zero Incident

Office Operations Safety Procedures

Project Safety Hazard Analysis

Accident Prevention Procedure

Root Cause Analysis for Incidents

Root Cause Analysis for Near Misses

Mandatory Safety Training

Safety

Safety

Existing Slab at Grade

Existing Rebar to be cut

New Conduit to be

embedded under slab

Safety What is unsafe about this Situation ?

Get the Information Out

Face to Face

Newsletters

Informational Hotlines

Web Sites

Public Outreach

Public Outreach

Identify Stakeholders

Who’s in Charge?

Meet Early

Communicate

Invest Your Partners in the Process

Coordination

Module 6

Scheduling,

Claims, Dispute

Resolution

Contract Scope of Work

Major Milestones & Critical Path Items

Activity Relationships

Project Budget versus Cost

Project Performance versus time

Resource Allocation

Scheduling

Look Ahead Analysis

Contemporaneous Analysis

Look Back Analysis

Basic CPM Analysis

Look Ahead Analysis

Basic CPM Analysis

Windows

may be

delayed by

10-days

Contemporaneous Analysis

Basic CPM Analysis

Data Date is

June 5

Owner made

changes to

walls. 6 day

delay

Look Back Analysis

Basic CPM Analysis

Foundation

Ex completed

May 22

instead of

May 11

Could have

finished 2

days early?

A Contract dispute is a disagreement

that arises between the Contractor and

the Agency over a change or potential

revision to the Contract

Claims & Disputes

Notice (Unforeseen Conditions)

Protest (CCO or Contract Time)

Potential Claim

Claim

Claims & Disputes

Defined process

Prompt response

Open Communications

Resolve at lowest level possible

Documentations/facts

Dispute Resolution

Liability Protection

Be Prepared

Understand Your Contract

Be Reasonable

Document, Document, Document

Rules of Thumb …

Closing Remarks