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FINAL ESTIMATES ISSUES. 1.Changes, and what’s new 2.Hands on Problems 3.General Discussion.

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Presentation on theme: "FINAL ESTIMATES ISSUES. 1.Changes, and what’s new 2.Hands on Problems 3.General Discussion."— Presentation transcript:

1 FINAL ESTIMATES ISSUES

2 1.Changes, and what’s new 2.Hands on Problems 3.General Discussion

3 Florida Department of Transportation Starting July, 2010 letting Update

4 Streamline Contracts  Goal of Streamline Contracts  Specifications  Final Estimates Process  Final Acceptance  DFEO Responsibilities - Closeout  Manual Write Ups

5 Streamline Contracts  Goal of Streamline Contracts Simplify Administration by selecting minor projects ○ (All jobs under $2,000,000 with less than 2,000 tons asphalt) No change to plans No reduction in Inspection

6 Streamline Contracts  Specifications Projects will be let as either LS or PQ How do you know you have a Stream Line Contract? SCOPE OF WORK - INTENT AND SCOPE SP SLLS SP SLPQ

7 Streamline Contracts  Specifications … continued MEASUREMENT AND PAYMENT SP SLLS SP SLPQ

8 Streamline Contracts`  Specifications …. continued Pay adjustments; VERY LIMITED ○ Lump Sum – overbuild and foundations 1.Prices provided in Contract - Tables 9-2 and Adjustments could be the Contract amount; up to 105% of the original Contract amount. - Examples provided in the Prep & Doc Manual

9 Streamline Contracts`  Specifications …. continued Pay adjustments; VERY LIMITED ○ Lump Sum – overbuild and foundations Continued…. 3.Failed Material: Remove/replace or leave in at no pay (FDOT discretion) -For failures other than items listed in Section 9-2 on Lump Sum Projects; use the unit price as determined by using the six month State Wide Pay Item Averages. -The dates will be the six months prior to the Letting Date.six months -Construction Memo to be added to contracts starting 7/2010 -This will eliminate the need, in most cases, to process a SA/WO -Copy DCE MemoCopy DCE Memo

10 Streamline Contracts  Specifications ….. continued Pay adjustments; VERY LIMITED…. continued ○ Plan Quantity – Each item on this contract will be Plan Quantity ○ No Fuel and Bit, no CPF, no Spread Rate/ Thickness Adjustments on PQ or LS projects.

11 Streamline Contracts  Specifications …. continued Changed Verification Testing Frequency ○ 120 – EXCAVATION AND EMBANKMENT ○ 125 – EXCAVATION FOR STRUCTURES ○ 160 – STABILIZATION ○ 200 – ROCK BASE ○ 346 – PORTLAND CEMENT CONCRETE  Verification testing reduced to ½ of the standard verification testing frequency ○ All the above Specification changes will also be affected by the reduced standard verification testing frequency.

12 Streamline Contracts  Final Estimates Process Typically the F.E. process is no different from other processes on regular projects with exception to the following:  1. Plan Quantity Projects Each pay item is Plan Quantity The Contractor will provide monthly & final Invoices Comp Book updated for plan errors or Engineer approved field revisions to the final pay quantity only.  2. Lump Sum Projects No change (1 LS Project, no pay items) Eliminated Tables 9-1 (deficiencies), and 9-4 (Quality).

13 Streamline Contracts  Final Estimates Process …… continued  What about…… Asphalt Tickets? keep in file with the PA, unless needed to support any quantity changes/disputes Material delivery tickets? Keep in file with the PA, unless needed to support any quantity changes/disputes. Lot submittal packages? will not be needed Asphalt cover sheets? will not be needed Asphalt QC and roadway reports? Keep in file with PA, unless needed to support any quantity changes/disputes Core out reports? Keep in file with the PA.

14 Streamline Contracts  Final Estimates Process …… continued  What about documents to support changes? Lump Sum Projects: ○ for failing material left in place and not referenced in Section 9- 2, or in Tables 9-2 and 9-3; such as fencing: use the 6 month Statewide Pay Averages (use the 6 months prior to letting) ○ Field changes: supported by appropriate measurements Plan Quantity Changes: ○ Either party will need to provide justification ○ Plan Quantity will not be revised based solely on a particular method of construction that the Contractor selects. ○ Changes will be handled separately

15 Streamline Contracts  Final Acceptance Project Administrator will need to do the following: 1. Upon Final Acceptance, send “Reminder Notice” of Section 9-8 to the Contractor, and copy in the DFEO 2. Also, with Reminder Notice Letter; PA will include Acceptance Letter 3. No Offer of Final Payment to the Contractor on these types of Contracts 4. Submit F. E. Package to DFEO 5. Contractor needs to send Contract Documents and Final Invoice, listed in Section 9-8, directly to the DFEO. 6. Final Invoice approved by Project Administrator

16 Streamline Contracts  DFEO RESPONSIBILITIES Closing the Contract ○ Review Final Estimates Package in accordance with Chapter 14 of the R & AM. ○ Review contract documents – Section 9-8 ○ All documents & Final Invoice complete & approved ○ Pay Final Invoice ○ Close project

17 Other Streamline Plan Quantity Concept Issues ○ Plan notes added by design changing specifications: This should not happen. ○ Contingency amounts being added to Plan Quantity Items: Same as above, this should not happen.  These issues need to stop, and if they happen, please report them to the appropriate person and bring it to the attention of the responsible party so that these errors do not recur.  Also, let the SCO know  Estimates Bulletin: Estimates Bulletin:

18 What’s New For July 2011?  Streamline LS Contracts Section 4 changes.Section 4 changes Section 9 changes.Section 9 changes  Streamline PQ Contracts Section 9 changes What’s New For January 2012?  Streamline LS Contracts Section 9 changes

19 Streamline Contracts  Prep & Doc. Manual Chapters Write-up Ch 7 – Final Measurement Ch 11 – Alternative Contracts  Review & Admin Manual Chapter Write- up Ch 14- Post review Processing/Contract Closeout Ch 14- Post review Processing/Contract Closeout

20 Design Build Lump Sum Alternative Conventional

21 Lump Sum ntract/AltContract.shtm ntract/AltContract.shtm Design Build

22 Lump Sum Schedule of Values

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27 □ A + B Bidding on/AltContract/AltContract.shtm on/AltContract/AltContract.shtm □ Design Build – Major □ Lane Rentals □ Performance Based Contracting □ Statute □ Bid Averaging Method □ Design Build - Minor

28 □ Liquidated Savings □ SEP - 14 □ Construction Management Risk □ Incentive/Disincentive □ No Excuse Bonus □ SEP - 15 □ Public Private Partnership

29 □ Conventional Projects have: □ Pay Items □ Comp Books, Final As-Built Plans □ Site Source Records (Field Books, etc.)

30 Pay Items are divided into three Methods of Measurements Final Measure Plan Quantity Lump Sum

31  Final measured items require field measurement and site source documentation.

32  Final Measure Pay Items  Estimated Quantities  Comp Book Page/Matrix  Measurements (Field Books, other site source records) for back up calculations  Approved Field Changes/Revisions are Final Measured  Where to find a final measured pay item?Where to find a final measured pay item?

33  Site Source Records  Forms used by field personnel to final measured quantities and/or field changes  Field Books  Plan Matrixes  Final As Built Plans  Forms used by In-house and CCEIForms used by In-house and CCEI  Forms/Worksheets used by Contractor

34  What does it mean?  Form used  Documenting measurements on the form, how critical?

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36  This method averages the widths of each station multiplied by the length between stations to calculate the area.  Calculations can be performed manually or by the Department’s FDOT Quantities Program (formally known as the Engmenu Final Measurements Program).

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41 1.Fill out the form provided for you and calculate the total CY for Truck No The FIN Proj. ID No. is , the Contractor is: Ace Trucking Co. 3.Regular truck bed. The measurements were taken by S. Blake. 4.The Contractor Turned in a certification for his Truck capacity and it was measured as correct to equal 23.6 CY. 5.The Contractor added sideboards the next day (Oct. 14, 2011) to his truck bed, the measurements of the sideboards are as follows: L = Ft., W = 7.55 Ft., and H = 9". What is the New Truck Capacity?

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43  Fill out the Daily Report of Truck Measured Material, Form with the following information:  1. Contractor : Ace Trucking Co.  2.FIN Proj. ID:  3.Pay Item “ Borrow Excavation  4.Date October 14 th, 2011  5.All trucks Certifications turned in to the PA.  6.Truck No. 205; 22.3 CY, 8 loads  7.Truck No. 206; 20.5 CY, 5 Loads  8.Truck No. 207; 21.6 CY, 7 Loads  9.Truck No. 210; 23.5 CY, 7 Loads

44  Truck No. 210 was spot checked by D. Milton.  Measurements turned out to be:  L =19.25 Ft.  W = 7.45 Ft. H = 4.25 Ft.  What is Truck 210’s Capacity?  What is the total CY for that day?

45  Fill out form and Calculate The total capacity volume for all trucks, for day 10/14/2011.  Truck No. 205; 22.3 CY – 8 loads at times: 8:10 am, 9:15 am, am, 11:15 am, 1:15 pm, 2:16 pm, 3:20 pm, 4:10 pm consecutively  Truck No. 206; 20.5 CY- 5 loads at times: 7:30 am, 8:25 am, 9:30 am, 10:45 am, 11:30 am consecutively.  Truck No. 207; 21.6 CY- 7 loads at times: 7:45 am, 9:05 am, 10:15 am, 11:40 am, 1:20 pm, 2:10 pm, 3:15 pm.  Truck No. 210;23.5 CY- 7 loads at times: 8:15 am, 9:20 am, 10:30 am, 11:20 am 1:15 pm, 2:20 pm, 3:25 pm

46  Daily Log Sheet “Grassing Items”  Form #

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48  Grassing Items NOW - Performance Turf  Section 570 in the Specifications  Section Seeding  Section Sod  Plan Quantity/Designer Quantity  Plan Errors/Field Revisions require field measurements

49  Daily Log Sheet “Miscellaneous Tabulation Form”  Form #

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52  How to convert Lbs into Tons?

53  Using the information provided, please fill out the above mentioned form, and calculate the total Rubble used on the project to the tenth of a ton.

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56  Lane Rental  It is designed to shorten the amount of time in which a contractor is actually closing lanes of traffic

57 Form DAILY RECORD OF EXTRA WORK

58 Form EXTRA WORK SUMMARY

59  Notice of Intent (NOI)

60 Final Measurement “Miscellaneous”, Form # ■ Record data ■ Simulate a Field Book Page ■ Document Quantities ■ Savings to the Department

61 Final Measurement “Miscellaneous” Form #

62 Form # Example: Pay item Silt fence - Staked

63 EXAMPLE Continued

64 EXAMPLE Continued

65 Final Measure “Miscellaneous” Work Problem: Using the Final Estimates Miscellaneous Form, please sketch the missing turnout driveway. Show dimensions and calculate the area to the nearest SY.

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67  What about Maintenance of Traffic (MOT) & Striping Forms?

68  They are called Contractor’s Certification of Quantities; ● 1. MOT Signs, etc. Certification Sheet ● 2. Painted Pavement Markings  Worksheet  Certification Sheet  Traffic Marking Certification Worksheet

69  They are the Contractor’s Responsibility  Contractor will turn in these certifications monthly to the Project Administrator

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80 ■ What does this all mean for a CCEI and In- House Technician? ■ No daily counts of Signs ■ No daily Measuring Paint Markings Only Spot Checking

81  No checking or recording MOT quantities on a daily basis.  During the invoice period, random spot checks need to be made and documented.  To minimize disputed quantities, checks could be achieved in a combined effort with the Contractor.

82  Review Quantities on Certification  Assure Contractor’s Signature  No Certification, No payment.  Forms Submitted with the Final Estimate Package.

83  Fill out the Certification Sheets & Sign the forms  Turn it in monthly to the PA  Be responsible for supplying accurate documentation of quantities.

84  What Other Certifications do we have?

85 ▪ Conventional Projects (certifications) ▪ LS/DB Projects (Worksheets)  Conventional Projects (Certifications)  LS/DB Projects (Worksheets)

86 a. Updated Form Effective July 2010 Lettings and forward, and for ongoing projects. * Contractor’s Certification of Quantities Bituminous, Polymer, and Permeable Base Material

87 Bituminous Conventional projects Set-up sheet

88 Bituminous Conventional projects Certification Sheet

89 For Design Build, and Lump Sum Projects

90 LS & DB Bituminous Material worksheet Shown is set-up sheet

91 LS & DB Bituminous Material Worksheet

92 ▪Reflect ONLY the Asphalt Placed and accepted ▪ Certifications signed and submitted to the PA, Monthly ▪ LS/DB Worksheets also turned into the PA Monthly ▪ Be separated for each project (including a two or more Project Contract).

93 ▪ Accurate reports ▪ Collect Tickets ▪ Fill out Cover Sheet for Tickets ▪ Reports will reflect actual Tonnage placed and accepted on the project. Asphalt – Contractor’s Responsibility…..

94 The (PA) will: ●Collect original tickets (including Cover Sheet) & a copy of Quality Control Reports. ●Ensure Ticket Packets match Reports for Each Day’s Production ● Review “Certifications” & randomly Check Quantities ● No Payment made to Contractor without certification. ● For LS/DB it’s the Worksheets, randomly checked and no payment without the worksheets turned in.

95 The (PA) will: ▪ Keep a running total for each Item of Asphalt produced & accepted for the contract duration. ▪ Compare Totals to the Certifications and for LS/DB the Worksheets ▪ Resolve any discrepancies prior to processing progress estimates

96 ▪The Quality Control Manager will be notified to resolve inaccurate Certifications ▪The State Construction Office will be notified if discrepancies are continuous on a particular job.

97  Make sure the correct forms are being used  Get with your Resident Asphalt Specialist  Make sure forms are completely filed out

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99 Cover Sheet

100 Asphalt Plant Lot verification & Pay Factor for SP Mixes

101 Asphalt Roadway- Verification Report

102 Asphalt Roadway- Daily Report of Quality Control

103 Technician’s responsibility Reports – properly filled out Made available for verification They will become part of the LOT Submittal Package

104  Plan Quantity Pay Item  Designer Quantities with back up  Comp Book Page/Matrix  Only Plan Errors and /or Field Revision/changes are required to be Final Measured (in Field Books, other site source records) for back up calculations  Plan Errors > 5% or > $ 5,000  Where to find a Plan Quantity Item?Where to find a Plan Quantity Item?

105  The Plan Quantity Concept is if the item is built per plan, you pay plan quantity.  Should one of the following arise : 1. Plan Error 2. Authorized Field Change a little more work will be necessary.  Remember, Plan Quantities are Designer supported quantities

106 YOU ONLY MEASURE CHANGES

107 ● Only Measure and Document Field Revisions and/or Plan Errors ● Comp Book Sheets - Only show changes ● Plan Matrixes - Only show changes

108 Plan Error: a) a difference between the original plan quantity and final quantity of more than 5% - or - b) a change in quantity which causes a change in the amount payable of more than $5,000

109 Authorized Field Change: ○ Any authorized change made to the original plan quantity. ○ All changes, increases or decreases, apply and require site source documentation to support the change.

110  Plan Error Example 1  Pay Item, Pipe Culvert 0-24",  Price = $ per (LF)  Plan Quantity = 2,120 LF  Plan Error = − 4 LF  Field revisions approved by PA= +10 LF  What is the Final Quantity?  How is this documented in your Plans?

111  24 inch Cross Drain Pipe Placed at:  Sta (69 LF instead of 73)  Plan error = − 4 LF  Sta (67 LF increased to 77 LF)  Field revisions approved by PA= +10 LF  What is the Final Quantity?

112  Plan Error Calculations:  (4 ÷ 2,120) 100 = 0.189% < 5%  4 X $ = $ < $ 5K  Plan Error will not be subtracted  Field revision is +10 LF  Final Quantity = 2,  = 2,130 LF

113  Another Example:  Plan Quantity 2,000 SY at $ unit price.  Plan Errors = SY, - 28 SY, + 20 SY  Field Revision= − 40 SY, - 10 SY, + 15 SY  Solution  Total Plan Errors = = SY  102 X $ = $ 4,590 < $ 5000 (does not qualify to change) and  ( 102 ÷ 2,000) X 100%= 5.1% > 5% √ (qualifies)  Plan error will be added to Plan Qty  Total Field Revisions = = - 35 SY  Final Quantity = 2, – 35 = 2,067 SY

114  Pay Item, Pipe Culvert 0-24",  Price = $ per (LF)  Plan Quantity = 415 LF  Plan Errors = -5, +9, +3 LF  Field revisions approved = -8 LF & +8 LF

115  Pay Item, Pipe Culvert 0-24",  Plan Errors = -5 LF Sta  = +9 LF Sta  = +3 LF Sta  FR approved = −8 LF Sta and  +8 LF Sta  What is the Final Quantity?

116  Lump Sum Pay Items  I LS Quantity  Designer Quantities with back up  Comp Book Page/Matrix  Approved Field Changes/Revisions are required to be Final Measured (in Field Books, other site source records) for back up calculations  Where to find a LS item?Where to find a LS item?

117 ■As long as Lump Sum items are not changed, the quantity will be 1 Lump Sum. ■ No further documentation will be necessary. ■ However, a Lump Sum item can be changed.

118  How can a lump sum quantity change?  If secondary units are included in the plans, and  Additional/deleted work is of similar scope to original contract, and  Adjust Final Quantity

119  What do we mean by Secondary units?  Where Designer shows clear and precise calculations in the plans for the Lump Sum Pay Item.  Example: precise location and calculations of a certain area that needs to be cleared and grubbed.

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122  Lump Sum

123  Inspection  Kick-Off Meetings  Contract  Plans; As-Built  Comp Books  Guide ListGuide List

124  Cut-off Dates/Contractor Certification of Quantities Cut-off Dates/Contractor Certification of Quantities  Good Record Keeping Skills  Final Measure/Plan Quantity  Pay to Correct Rounding

125  Overruns/Underruns  Final Estimates Package  Asphalt  Time File

126  1. Preparation & Documentation Manual 1. Preparation & Documentation Manual  2. Review & Administration Manual  3. Computation methods for Design, Construction & Final Estimates (CMDCFE) Handbook.

127  4. CPAM (Const. Project Admin. Manual) 4. CPAM (Const. Project Admin. Manual)

128 What Else Is New? The Prep & Doc Manual will be integrated into the CPAM by January 2012.

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