With the advent of Plan Review Reengineering, the Engineer assigned to the construction of the project is now involved in providing input to the development of a project’s plans and proposal in the design phase. The Engineer will be invited to, and is urged to participate in, the Scope Verification Meeting, the Plan Review Meeting (formerly the Pre-GI and GI meetings) and the Omissions/Errors Check (OEC) Meeting. All of these meetings are held prior to the project's bid letting. At the OEC Meeting, the Engineer provides the Progress Clause, signs off on the plan's title sheet (along with the Project Manager) and signs the Certification Acceptance Form. Refer to the Progress Clause portion of this section of the Construction Manual for instructions on preparation of Progress Clauses.
The Engineer is also required to evaluate the plans and proposal (package) at two stages prior to award of the project - at the Plan Review Meeting and at the Preconstruction Meeting. The Design/Construction Package Evaluation, Form 285-2 (see Figure 102-1), is used for this evaluation. This form should be used to evaluate either a consultant-designed or MDOT-designed project. These evaluations will have an impact on the design consultant's pre-qualification and will indicate strengths and weaknesses in our internal MDOT development and delivery processes. The Engineer is also required to evaluate the package, using Form 285-2, after completion of construction at the Post Construction Project Review Meeting. All completed evaluation forms should be electronically submitted to the Engineer of Design, Design Support Area, MDOT, P.O. Box 30050, Lansing, MI 48909.
The purpose of a post-construction review is to provide feedback to development staff and other stakeholders to improve the quality and cost effectiveness of future projects. The process outlined below will be used on MDOT trunkline projects only and will only apply to the post construction reviews. There are two types of post-construction reviews:
- Tier 1 – Projects selected by the region or TSC with full-size plans. A post-construction review meeting will be held with project stakeholders to evaluate and record the factors listed in MDOT Form 285-2, Design/Construction Package Evaluation (DPE). An MDOT designated representative will record the minutes. Send a copy of the minutes from the post-construction meeting to the region engineer, TSC manager, and all attendees. The post-construction review should be held in conjunction with the last progress meeting, or on a date, location, and time agreed upon with the contractor within 30 days after final acceptance. Approval from the region engineer is required to cancel a post-construction review meeting for any project that is selected.
- Tier 2 – Log projects selected by the region, TSC, or requested by a project stakeholder. The MDOT-designated representative shall complete the DPE on-line within 30 days of the project acceptance. A post-construction review meeting may be held, if desired, by project stakeholders.
The MDOT-designated representative should encourage the prime contractor and major subcontractor(s) to complete the DPE with written comments to support their ratings. The DPE needs to be completed by the contractor(s) on-line through MDOT’s Web site (http://www.michigan.gov/mdot). Click on “Doing Business” and under “Resources” click on “DPE-Project Evaluation”; enter your user ID and password.
The delivery engineer, or other designated evaluators, need to access the DPE program at MDOT’s Intranet Web site. On the left side click on the MDOT drop down menu and select “Applications”, then under Citrix Applications select the “DPE-Design Plan Evaluation System”; enter your user ID and password. If you need a user ID and password contact the System Administrator, currently Sandy Wright, at 517-241-0234 or by email firstname.lastname@example.org.
When completing the DPE, specific comments (both positive and negative) are highly encouraged to support all ratings. Comments are mandatory for a factor with issues that resulted in a work order, a negative impact on the project, or a rating of 2 (below average) or less.
The following language shall be included in all progress clauses:
The low bidder(s) for the work covered by this proposal may be required to meet with department representatives for a post-construction review meeting, as directed by the engineer. The MDOT- designated representative will schedule the meeting.
The information received from the post-construction reviews, through the DPE, will be entered into a statewide database and evaluated by a post-construction review committee on an annual basis. For this reason, the delivery engineer is encouraged to include comments from the Post Construction Review meeting when completing the DPE on-line. The post-construction review committee consists of the Engineer of Design, Engineer of Construction and Technology, two region engineers, and industry representatives. The committee will be responsible for analyzing and reporting the information received from the post-construction reviews.
The following Post-Construction Review Guidelines outline the selection criteria and format to apply for each post-construction review tier:
|Tier||Selection Criteria||Format||Recommended Guidelines|
|1||Full-size plans or combination full-size plans and log.^ At a minimum, recommended projects include those designated as FHWA oversight, high impact, or with emerging technology and/or innovative construction practices.||Hold a Post-Construction Review Meeting and complete the DPE in conjunction with last progress meeting, or a date agreed upon with the contractor within 30 days after final acceptance.^^^||
|2||Log Projects^||Complete the DPE within 30 days of final acceptance.^^^||Post-construction review meeting not required, but can be held if requested by the project stakeholder(s). As determined by the engineer, using Tier 1 as a reference guide to determine appropriate attendees.|
- ^ The region or TSC will designate projects that will require a post-construction review. Only one DPE needs to be completed for projects with multiple job numbers. Place the primary job number listed on the front of the contract proposal in the job number field on the DPE.
- ^^ If applicable.
- ^^^ Submit the DPE on-line.
The following Guide for Conducting Post-Construction Review Meetings is a checklist for conducting post-construction review meetings. Particular emphasis should be placed on attendees providing constructive feedback; avoid discussing details on pending claims can be found in figure below and in the link here
Construction staff are to minimize changes to incentive provisions within construction contracts. The procedures outlined below should be followed when proposing changes to incentive contract provisions and when making final incentive determinations.
Incentive payment determination must follow provisions set forth in the contract. Provisions in the progress clause, special provisions, and specifications outline the process of how to determine the amount of incentive or liquidated damages. These contract provisions must be used to determine the amounts due or assessed. If a highly unusual condition or situation is encountered on a project, there may be a basis to modify the contract to change the method of determining the amount of the incentive or liquidated damage. Changes in the provisions may be approved only when circumstances arise of a highly unusual nature, which forces the department to revise the methods shown in the contract.
When the need arises to modify the method in which incentive or liquidated damages are determined, the process outlined below is to be followed:
- Circumstances surrounding the proposed change are to be discussed with the Region Engineer, Engineer of Construction Field Services, Region Construction Engineer, and the TSC Manager. A consensus must be reached as to the appropriateness of the proposed change. Final MDOT approval will be the responsibility of the TSC Manager.
- The proposed modification to the contract must be discussed with and approved by the FHWA area engineer prior to final MDOT approval.
- A thorough analysis must be done and documented in the project files to show the basis for the modification including why the existing contract requirements were modified and what the benefits are to the department and the public.
- Process a contract modification to obtain approval. The contract modification must include the complete justification and explanation of the change in the method of determining the incentive or liquidated damage value.
The TSC manager must review and approve all incentive determinations to ensure that the incentive payment has been determined in accordance with the contract language. This review and approval is documented on form 1105, Final Estimate Submittal Form.
After concurrence with the audit report is obtained, and if necessary, overrun approval by the State Administrative Board is obtained, the authorizing division will prepare the final payment estimate and the balancing Contract Modification, Form 1100. The Financial Services Division will then make final project payment and initiate final accounting between the FHWA and the department.
Copies of the final payment estimate, audit report, and balancing Contract Modification will be sent to the Project Manager so the project files may be closed out in a timely manner.
This section establishes a due date for annual data entry into the PHD. The PHD contains pavement information such as surface type, lane width, and surface layer details. The database will provide readily available data across the department to serve a variety of needs, such as project scoping, design, research, maintenance, and forensic analysis.
Training sessions were conducted during the fall of 2009. The first full scale data entry was completed in early 2010 for pavement projects constructed during 2009. Feedback discussions were held with most regions, and participants have indicated that an annual February due date for completion of data entry is reasonable.
Some of the data items are required for the Federal Highway Administration’s Highway Performance Monitoring System (HPMS). MDOT must submit its reports for HPMS in June of each year. A February completion of data entry will allow adequate time to extract the required data.
February 28 is the annual due date for completion of data entry related to pavement, shoulder, or curb and gutter projects at least 0.1 mile in length constructed during the prior year. Regions are directed to allocate staff resources to achieve the required data entry by the February 28 deadline. This is to include M-fund projects, transportation work authorizations, warranty work, work completed by maintenance forces (MDOT and local) on MDOT routes, and permit work. Work on local agency routes is not entered in the PHD system.
The Construction Field Services (CFS) Division has revised the Density Testing and Inspection Manual. A brief description of the revisions are presented below. Manual Section and Page Number
- I.A.7 (pg. 3)
- Included Slag Aggregate in the table as a material to be tested.
- I.B.6.d (pg. 52)
- Added a sentence to remind testers not to use the nuclear gauge when it is raining.
- I.B.8.a (pg. 67)
- Added language clarifying what procedure must be followed when the measured percent compaction exceeds 100%.
- I.B.8.b (pg. 72)
- Added language to emphasize that the original not the re-typed or re-copied version of a test report must be submitted to the office daily.
- I.C.1.b (pg. 73)
- Added language to emphasize that the succeeding layer must not be placed until the specification requirement has been met.
- III.K (pg. 92)
- Included in the table for minimum frequency of testing the requirement to test the footprint of the sleeper slab foundation.
The updated manual is available online at: http://www.michigan.gov/documents/mdot/MDOT_DensityTestingAndInspectionManual_322964_7.pdf
The purpose of consultant performance evaluations is to provide consultants documented feedback of their performance on MDOT projects; promote project management/consultant communication; identify and document areas of potential improvements of consultant performance, improve the overall quality of MDOT projects, and to obtain ratings for use in future project selections.
Interim and final consultant performance evaluations are to be submitted as described in the consultant performance evaluation instructions which can be found at the following link. Please note that only MDOT employees will be able to navigate to the link below.
A five year expiration date is being phased into the Michigan Department of Transportation (MDOT) Hot Mix Asphalt (HMA) (Bituminous) Paving and Michigan Hot Mix Asphalt (Bituminous) Paving Operations certifications.
In the past, there was not an expiration date for MDOT HMA (Bituminous) Paving and Michigan HMA (Bituminous) Paving Operations certifications. Beginning in 2017, Paving and Paving Operations certificates will have a five year expiration date phased in according to the following schedule:
|Construction Year||Acceptable Certificate Dates|
Anyone that has previously completed the HMA Paving Operations course will be allowed to register and complete the HMA Paving Operations recertification training.
MDOT HMA (Bituminous) Paving or Michigan HMA (Bituminous) Paving Operations certification is a requirement for the prequalification category of Construction Inspection: HMA Pavement. No extensions will be allowed beyond the certification dates noted above.
Many times MDOT staff in the Contract Services Division, and in other divisions and bureaus, are not aware of changes within companies, especially changes pertaining to key personnel or major equipment. Often such changes could affect a company’s prequalification status and their ability to do work for MDOT.
Many MDOT employees have project management and contract management responsibilities, as well as numerous administrative duties associated with contractors, consultants and their contracts. Because there are so many individuals working on various parts of program delivery, it is critical that we work together as closely as possible to communicate and share information.
MDOT has established a fraud and abuse hot line, which has been set up for concerned parties to report apparent problems, or issues with any project. In addition to the hot line, we are asking you and your staff to share information about such things as:
- Companies that share equipment or staff
- Companies that buy or sell operations and acquire or give up staff to other companies
- Concerns or issues that staff may have with companies and their operations
Please report any significant problems or concerns with companies or activities, such as those mentioned, to Contract Services Division, so that we can follow up with whatever reviews are necessary. For the vast majority of contractors and consultants, there are no concerns because they do good work for us without significant issues. In those instances when there are concerns, we need to work together to ensure that, collectively, we address and resolve the issues that arise.
Oversight of Maintenance Funded Projects Using the Michigan Department of Transportation Letting System
This is to clarify documentation requirements and procedures for submitting final estimates for projects using maintenance funding and let using the Michigan Department of Transportation (MDOT) letting system. These projects also require the use of FieldManager for record keeping and documentation. Projects in this category are let under the MDOT Standard Specifications for Construction and the referenced manuals and guides. Oversight and documentation requirements for these projects are the same as any state or federally funded construction project. The same procedures for inspection, pay item documentation, quality control/quality assurance testing, and materials testing must be followed.
The procedures for final inspection/acceptance and submission of the final estimate remain the same as for standard construction projects. In order to process the final estimate, the project records will need to have a final estimate review, unless the overseeing engineer is certified under the current MDOT Engineer Certification Program.