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Generic Pay Items FDOT State Specifications & Estimates Office.

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Presentation on theme: "Generic Pay Items FDOT State Specifications & Estimates Office."— Presentation transcript:

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2 Generic Pay Items FDOT State Specifications & Estimates Office

3 Outline Part 1 – Definition – Rules – Roles – Processes Part 2 – Pay Item Structure – Guidance for Trnsport – The GOOD, BAD and UGLY

4 What are Generic Pay Items? General-use pay items for each design group (component set of plans) that are defined by a pay item supplemental description in the Trns port system. General-use pay items for each design group (component set of plans) that are defined by a pay item supplemental description in the Trns port system. A single generic pay item number can be used many times, but only once per project/ proposal; each time it is used the appropriate descriptive information must be included in Trnsport system.

5 Why Do We use Generic Pay Items? To facilitate the use of one-time or limited-use non-standard work items. To facilitate the use of one-time or limited-use non-standard work items. To provide more flexibility in Utilities pay item structure. To provide more flexibility in Utilities pay item structure.

6 Who are our Customers? District/Consultant Designers District/Consultant Designers Contractors Contractors Utility Agencies Utility Agencies

7 Rules Must not be used if there is an existing pay item. Must not be used if there is an existing pay item. – Must not be used to violate or circumvent standard pay item and pay item and Not used to trump standard pay items Not used to trump standard pay items – Exception for Utilities pay items. Must not be used as a standard means to work- around a pay item that has been rejected for statewide usage by Central Office. Must not be used as a standard means to work- around a pay item that has been rejected for statewide usage by Central Office. – For unique situations, an item rejected for statewide usage may be used as a one-time generic pay item.

8 Rules, continued Must not be used to circumvent the new pay item request process, if the pay item should be opened for statewide usage. Must not be used to circumvent the new pay item request process, if the pay item should be opened for statewide usage. Must be supported by a technical special provision and/or plan details (drawings or notes) that include clear definition of work & payment. Must be supported by a technical special provision and/or plan details (drawings or notes) that include clear definition of work & payment. Must be loaded in Trns port under the appropriate category. Must be loaded in Trns port under the appropriate category.

9 Roles - Designer The Designer is responsible for: The Designer is responsible for: – Determining if a generic pay item is needed. – Developing technical special provision (or ensuring it has been developed). – Ensuring all necessary details are included in the contract documents.

10 Roles – District Estimates Staff District Estimates Staff are responsible for: District Estimates Staff are responsible for: – Determining if a standard pay item should be requested for statewide usage. – In Trns port, enter the description, with unit of measure, in the Supplemental Description; enter the quantity and an estimated unit price.

11 Roles – Project Review Team (CO) Post-Letting - The Project Review Team is responsible for: Post-Letting - The Project Review Team is responsible for: – On a quarterly basis, run the Pay Item Future Search report to determine if any generic pay items were used during the previous quarter. – Check for proper details and plan notes in contract documents, including: The Supplemental Description has been entered in Trns port, with unit of measure. The Supplemental Description has been entered in Trns port, with unit of measure. Item is in the correct Trnsport category. Item is in the correct Trnsport category. – Coordinate with responsible design office if usage of a generic pay item is questionable.

12 Processes District identifies work that is appropriate for a generic pay item, but must not violate the rules Designer includes all supporting details for the generic pay item in the contract documents Designer enters item into Trnsport via Designer Interface, and supplies Estimates staff with the pay item supplemental description District Estimates staff loads supplemental description and units into Trnsport

13 Part 2 Generic Pay Item Structure and Guidance for Trnsport

14 Pay Item Structure & Description Generic pay items are structured as: Generic pay items are structured as: 0000-A00-BBB, Example: A00-BBB, Example: A = Design Group/Trns port Category B = Sequential number (Note: Zeros are hard-coded; they are NOT blanks.) The pay item description in Trns port is named generically, by category work type (Structures for 100, Roadway for 200, etc.): The pay item description in Trns port is named generically, by category work type (Structures for 100, Roadway for 200, etc.):

15 Supplemental Description & Unit of Measure The actual unit of measure must be keyed into Trns port with the project-specific description in the Supplemental Description: The actual unit of measure must be keyed into Trns port with the project-specific description in the Supplemental Description: The project specific description will be keyed into Trns port in the Supplemental Description field by the District Estimates staff.

16 Generic Pay Item with Defaulted Values Roadway Design Grp- Generic Pay Item 1 ZZ Supplemental Description Field

17 Generic Pay Item with Actual Values

18 Proposal Summary of Pay Items

19 Utilities Pay Item Example Pipe Items (Generic pay item used for specifying pipe size)

20 Utilities Pay Items Example Pipe and Fittings < 8 (Fittings Included) (Generic pay items used to break out Fittings)

21 Utilities Pay Item Examples Pipe and Fittings 8 (Fittings NOT Included) Fittings Items (Generic pay items used to combine Fittings)

22 FDOT State Specifications & Estimates Office Codings of FDOT State Specifications & Estimates Office Codings of Generic Pay Items Examples The next series of examples shows how to code generic pay items and are called: THE GOOD THE BAD THE UGLY

23 THE GOOD Our first example, we shows how a generic pay item should be correctly coded in a project. This example shows a unique situation where a generic pay item call Helical Piles is used on two projects that will be strung together on a Proposal and show how the quantities are rolled up correctly.

24 THE GOOD Project

25 THE GOOD Project

26 THE GOOD

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28 THE BAD This example shows when inputting a generic pay item in a project, a description of the generic pay item and an actual unit of measure must be typed in the Supplemental Description block in order for the everyone to know the name or the description of the generic pay item.

29 THE BAD

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32 THE UGLY We will show how when inputting incorrectly the generic pay item of the Helical Piles in our special situation of two projects being strung together can cause havoc on our Proposal Summary Report.

33 THE UGLY Project Project

34 The Incorrect Way of Inputting Generic Pay Items

35 THE SUPPLEMENTAL DESCRIPTION PART TWO FIELD The Supplemental Description field maximum character length is 40. If the generic pay item description exceeds the limit of 40 characters, we will show you in this next example how to handle this situation.

36 THE SUPPLEMENTAL DESCRIPTION PART TWO FIELD

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40 Quality Control District assumes all responsibility for proper usage of generic pay items; no approvals from CO will be required. District assumes all responsibility for proper usage of generic pay items; no approvals from CO will be required. No Quality Control reviews will be performed by Central Office. No Quality Control reviews will be performed by Central Office.

41 Quality Assurance Quarterly post-letting review of generic pay items will be performed by Project Review team in CO: Quarterly post-letting review of generic pay items will be performed by Project Review team in CO: – Supplemental Description, with Units, has been entered in Trns port – Proper documentation exists Responsible Design Offices (CO) may be consulted to verify appropriate usage. Responsible Design Offices (CO) may be consulted to verify appropriate usage.

42 Generic Pay Item Guidance Guidelines for usage of generic pay items are included in the Basis of Estimates manual (BOE). Guidelines for usage of generic pay items are included in the Basis of Estimates manual (BOE).

43 Generic Pay Items Summary Definition Definition Rules Rules Roles Roles Process Process Generic Pay Item Structure Generic Pay Item Structure Utilities Pay Item Examples Utilities Pay Item Examples Generic Pay Item Examples Generic Pay Item Examples THE SUPPLEMENTAL DESCRIPTION FIELD and THE SUPPLEMENTAL DESCRIPTION FIELD and QC/QA QC/QA Generic pay items are a good tool for unique pay item issues. Districts are encouraged not to misuse these pay items.

44 THE END


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