State Aid Construction

State Aid Construction The steps and tools available to document and guide local governments through the construction process on state and federal funded contracts are found in the construction section of the State Aid Manual and the State Aid website. The scope of each is detailed on the following two slides: State Aid Manual State Aid Website

State Aid Manual – Construction Chapter This electronic document contains an overview of the entire State Aid process. Chapter 6, the Construction Chapter, contains an overview of the Construction process, with many links to forms and guidance documents. State Aid Manual State Aid Manual State Aid Manual – http://www.dot.state.mn.us/stateaid/manual.html

State Aid website – Construction Tab The State Aid Construction webpage contains detailed information on the Construction process and divides the material into four areas, including: Pay Item Forms Testing Forms Contract Administration Forms Information and Resources Additional information for local governments in the Metro District can be found on the Metro State Aid Construction webpage. State Aid Website State Aid Construction webpage – http://www.dot.state.mn.us/stateaid/construction.html Pay Items Forms - http://www.dot.state.mn.us/stateaid/construction.html#pay Testing Forms - http://www.dot.state.mn.us/stateaid/construction.html#testing Contract Administration Forms - http://www.dot.state.mn.us/stateaid/construction.html#contract Information and Resources – http://www.dot.state.mn.us/stateaid/construction.html#info Metro State Aid Construction webpage - http://www.dot.state.mn.us/metro/stateaid/fedconst.html

Construction Procedures Construction Procedures Summary This is a guidance for your usage, navigation, and learning experience in documentation and contract administration of State Aid and Federal Aid construction projects. State Aid Manual

Construction Procedures Summary Table The table below describe necessary steps during a construction project, and the entity responsible. SAP= State Aid projects SP = Federal Aid Projects(Delegated Contract Process) State Aid Manual State Aid Manual - http://www.dot.state.mn.us/stateaid/manual.html The full table can be found in Chapter 6, I. Overview, C. Construction Procedures of the State Aid Manual.

Pre-Construction Meeting This is your chance to get the Construction portion of your project off to a well organized start. All parties involved can get a clear understanding of roles and the challenges ahead. Invite the contractor and all involved parties (utilities, etc.) Request all appropriate pre-construction submittals from the prime contractor Create your meeting guidance document See Chapter 6, I. Overview, D. Pre-Construction Conference of the State Aid Manual State Aid Manual State Aid Manual - http://www.dot.state.mn.us/stateaid/manual.html

State Aid Documentation and Reports See Chapter 6, II. Documentation and Reports of the State Aid Manual for information on how to adequately document your project. These are items that will help you document the status of the contract: Change in Contract Construction Status Weekly Construction Diary Orders and Agreements These items will help you sufficiently document contract work items: Project and / or Daily Diary Photography and Videography Document of Pay Items Final Documentation State Aid Manual State Aid Manual - http://www.dot.state.mn.us/stateaid/manual.html

State Aid Website Documentation Manual The State Aid Documentation Manual provides guidance for the documentation of Pay Items on Local Government Agency Projects, including but not limited to: Documentation types Invoice Documentation Measurement of Quantities Rounding procedures Material on hand Scale Testing & Calibration Plan Quantity Documentation Compensation for Contract Revisions Force Account State Aid Website State Aid Documentation Manual - http://www.dot.state.mn.us/stateaid/construction/salt-documentation-manual-2018.pdf

State Aid Manual Project Finals Final checklist (state aid) Final checklist (federal aid) Final DCP Payment Request Overrun form Copy of final voucher Copies of all COs, WOs, and SAs Materials Exception Summary Final Inspection Report Cost Distribution spreadsheet State Aid Payment Request Backsheet Item Costs Final checklist (state aid) Copy of final voucher Copies of all COs, WOs, and SAs Final Inspection Report Cost Distribution spreadsheet State Aid Payment Request State Aid Manual Overrun report is only required if requesting additional Federal funds. The Final Inspection Report is completed by the DSAE/ DSAA (or Construction Engineer/Liaison in Metro)

State Aid Material Guidance Materials used in projects must conform to the MnDOT Standard Specifications for Construction and Project Special Provisions including the Schedule of Materials Control. Material Testing must be performed by MnDOT certified testers. On Federal projects, these testers must be checked by MnDOT Independent Assurance Inspectors at least once per year. State Aid has its own version of the Schedule of Materials Control available for use in Contracts without work on MnDOT routes. See Chapter 6, III. Materials of the State Aid Manual for further details State Aid Manual State Aid Manual - http://www.dot.state.mn.us/stateaid/manual.html

State Aid Manual Contract Changes Change Order Supplemental Agreement Work Order Use the appropriate document for the proposed contract change/revision Funding groups are required on federal projects DSAE signs for funding purposes only (not as a party to the contract) Note: Beginning with the 2018 Spec Book, Change Orders will be used for all contract modifications. (Other designations will be dropped). State Aid Manual Inevitably there will be changes to the contract during construction. It is the construction changes that we get most of our questions about and cause us the most problems. We ask that you keep us in the loop with contract changes to ensure eligibility. Eligibility / funding groups will determine how we look at the agreement. Decision may be made differently if funding eligibility is known. Perhaps a city might choose to do some extra work if they know it is not going to be eligible. Contract change must fit into original scope of the work and be within the environmental document prepared for the project. Ensure document speaks for itself and doesn’t need interpretation. The 2018 Spec Book does not recognize Supplemental Agreements or Work Orders. All modifications will require Change Orders.

Contract Changes - Continued On Federally funded projects, contact DSAE for Federal eligibility discussion Change must fit into the original scope of the project and be within the environmental document review area. Federal Participation Guidelines document is available on the State Aid Construction website. See Chapter 6, IV. Contract Time and Changes of the State Aid Manual for further details State Aid Manual MnDOT Estimating Unit is a resource for these changes. Some districts required their review on federal changes. State Aid Manual - http://www.dot.state.mn.us/stateaid/manual.html

State Aid Website Contract Change Forms This form can be found on the State Aid Construction webpage. State Aid Website Please use the State Aid forms or those produced by OneOffice. These forms will prompt you to include all the info we need. State Aid Construction webpage - http://www.dot.state.mn.us/stateaid/construction.html#contract Contract Change Forms

State Aid Manual Subletting and Labor Per Minnesota Rules and Statutes, Public Contracts must follow certain Labor and Wage Requirements. Guidance on these requirements can be found Chapter 6, V. Subletting and Labor of the State Aid Manual. Subletting Labor Requirements Labor Classifications Prevailing Wages Certified Payroll Poster Board State Aid Manual State Aid Manual - http://www.dot.state.mn.us/stateaid/manual.html

State Aid Manual Davis Bacon Act All State Aid and Federal Aid projects must pay Prevailing Wage Rates. These rates must be included in the project proposal. If a project has both types of funding, the higher of the Federal or State wage rate must be paid. Posterboards and monthly wage interviews are also required. Certified payrolls for all contractors and subcontractors on each project must be submitted to Engineer weekly, and spot checked for compliance with Davis Bacon Act. For more information contact Clancy Finnegan in Labor Compliance. State Aid Manual Labor Compliance - http://www.dot.state.mn.us/const/labor/contacts.html

State Aid Manual DBE Requirements A DBE goal is set before bid opening by the MnDOT Civil Rights office for all Federal Aid projects. The commitment from the low bidder must then be approved by MnDOT Civil Rights Office before the contract can be awarded. Each approved DBE subcontractor on a project must then be monitored by the Project Engineer. When that subcontractor’s work is one third (⅓) to one half (½) complete, Section H of Form Exhibit A must be completed by the Project Engineer to confirm that the DBE firm is performing their work with satisfactory compliance to expected standards. The Prime Contractor must also gain final clearance from the DBE office to finalize the project. State Aid Manual

State Aid Manual Payment Provisions Chapter 6, VI. Payment Provisions of the State Aid Manual describes documentation and processes for when payments should be made and how to document the payment process. The State Aid Finance Section can provide more guidance. State Aid Finance State Aid Manual State Aid Manual - http://www.dot.state.mn.us/stateaid/manual.html

Questions? Contact the SALT Construction staff or your District State Aid Engineer. SALT Construction Staff - http://www.dot.state.mn.us/stateaid/construction.html District Engineer - http://www.dot.state.mn.us/stateaid/dsae.html