Project Closeout Escalation of Accountability - Revision history

Clarkj25: /* Construction Project Closeout - Escalation of Accountability */

2026-05-14T17:19:18Z

Construction Project Closeout - Escalation of Accountability

Clarkj25: /* Resolution of Identified File Deficiencies */

2026-05-14T17:18:41Z

Resolution of Identified File Deficiencies

Clarkj25: /* Resolution of Identified File Deficiencies */

2026-05-14T17:18:10Z

Resolution of Identified File Deficiencies

Clarkj25: /* Potential Closeout Problems with Remedies */

2023-07-13T15:05:03Z

Potential Closeout Problems with Remedies

Clarkj25: /* Resolution of Identified File Deficiencies */

2023-07-13T15:01:31Z

Resolution of Identified File Deficiencies

Deboerm: /* Resolution of Identified File Deficiencies */

2021-06-11T13:24:28Z

Resolution of Identified File Deficiencies

SchaeferS: /* Potential Closeout Problems with Remedies */

2021-05-06T19:51:38Z

Potential Closeout Problems with Remedies

SchaeferS: Changed name and inserted link for "Final Project Review Report"

2020-06-24T19:03:20Z

Changed name and inserted link for "Final Project Review Report"

Clarkj25: /* Resolution of Identified File Deficiencies */

2020-05-14T19:29:33Z

Resolution of Identified File Deficiencies

Clarkj25: /* Resolution of Identified File Deficiencies */

2020-05-14T19:28:13Z

Resolution of Identified File Deficiencies

@@ Line 78: / Line 78: @@
 |-
-|style="background: white; color: black;" |<b><u>Stand Project Closeout</u></b><br>Project Documentation finalized by Engineer of Record<br>Final Project Review Performed*<br>Engineer of Record resolves identified file deficiencies*<br>Final Estimate Submittal Form #1105/A signed & submitted<br><br>*waived on projects w/ certified engineers||  ||
+|style="background: white; color: black;" |<b><u>Stand Project Closeout</u></b><br>Project Documentation finalized by Engineer of Record<br>Final Project Review Performed*<br>Engineer of Record resolves identified file deficiencies*<br>Final Estimate Submittal Form #1105 signed & submitted<br><br>*waived on projects w/ certified engineers||  ||
 |-
 |}
 ===Potential Closeout Problems with Remedies===

@@ Line 41: / Line 41: @@
 See the Potential Close-out Problems with Remedies matrix.
-Once all identified deficiencies have been resolved, and the project records are in substantial conformance with current department policies/procedures, the FPR Team Leader will sign the Final Project Review Summary (Form 1147). The original signed FPRRAP is then placed in the official [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#e-Construction.2FPaper_File_System project files] in folder 106 Estimates and Closeout package.  Once the FPR Summary is executed, the Final Estimate Submittal Form (1105A) can be properly executed and submitted.
+Once all identified deficiencies have been resolved, and the project records are in substantial conformance with current department policies/procedures, the FPR Team Leader will sign the Final Project Review Summary (Form 1147). The original signed FPRRAP is then placed in the official [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#e-Construction.2FPaper_File_System project files] in folder 106 Estimates and Closeout package.  Once the FPR Summary is executed, the Final Estimate Submittal Form (1105) can be properly executed and submitted.
 ===Escalation of Project Closeout Accountability with Timeframes ===

@@ Line 1: / Line 1: @@
 ===Resolution of Identified File Deficiencies ===
-All identified file deficiencies must be resolved for a project to advance from contract completion date through the construction project closeout process to financial closeout.  Construction project closeout is considered complete when the ‘Final Estimate Submittal Form’ 1105A is signed and submitted.
+All identified file deficiencies must be resolved for a project to advance from contract completion date through the construction project closeout process to financial closeout.  Construction project closeout is considered complete when the ‘Final Estimate Submittal Form’ 1105 is signed and submitted.
 File deficiencies are generally classified into two categories

@@ Line 130: / Line 130: @@
 | rowspan="3" style="font-size:small;" | Contractor Not Responding
 | style="font-size:small;" | Minor
-| style="font-size:small;" | Resolved at TSC/Region Level Contractor Performance Rated Appropriately
+| style="font-size:small;" | Resolved at TSC/Region Level
-| style="font-size:small;" | Resolved at TSC/Region Level Contractor Performance Rated Appropriately
+| style="font-size:small;" | Resolved at TSC/Region Level
-| style="font-size:small;" | Resolved at TSC/Region Level Contractor Performance Rated Appropriately
+| style="font-size:small;" | Resolved at TSC/Region Level
 |-
 | style="font-size:small;" | Major
-| style="font-size:small;" | Contractor Notification letter. Contractor Performance Rated Appropriately
+| style="font-size:small;" | Contractor Notification letter. Notice of Non-Compliance
-| style="font-size:small;" | Contractor Notification letter. Contractor Performance Rated Appropriately
+| style="font-size:small;" | Contractor Notification letter. Notice of Non-Compliance
-| style="font-size:small;" | Contractor Notification letter. Contractor Performance Rated Appropriately
+| style="font-size:small;" | Contractor Notification letter. Notice of Non-Compliance
 | style="font-size:small;" | Habitual
 | style="font-size:small;" | Contractor Notification Letter. CPER Action and MDOT/MITA Address.

← Older revision		Revision as of 15:01, 13 July 2023
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	The Construction/Project Engineer is responsible for proposing resolutions to identified file deficiencies. The Final Project Review (FPR) team will collect the Construction/Project Engineer’s proposed resolutions and forward to the TSC Manager, MDOT Construction Engineer, and Region Construction Engineers for consideration. Construction Field Services, FHWA, and the Region Engineer must be notified when considering resolutions such as forensic evaluation and/or non-participation of items and/or associated items.		The Construction/Project Engineer is responsible for proposing resolutions to identified file deficiencies. The Final Project Review (FPR) team will collect the Construction/Project Engineer’s proposed resolutions and forward to the TSC Manager, MDOT Construction Engineer, and Region Construction Engineers for consideration. Construction Field Services, FHWA, and the Region Engineer must be notified when considering resolutions such as forensic evaluation and/or non-participation of items and/or associated items.

−	If file deficiencies are the result of a contractor not responding, resolution actions may include ~~appropriate ratings or revisions on the Contractor Performance Evaluation~~ and/or issuance of a contractor notification letter indicating the problem, asking the contractor to address, and citing contractual requirements which may lead to non-payment. In extreme or habitual cases of contractor non-response, the TSC Manager and/or TSC/Region Construction Engineer can take the issue to the MDOT Contract Performance Evaluation Review (CPER) team. If issues are not resolved, the CPER team may escalate the matter to the Pre-Qualification Committee which can suspend contractor bidding privileges or otherwise restrict their pre-qualification.	+	If file deficiencies are the result of a contractor not responding, resolution actions may include a notice of non-compliance and/or issuance of a contractor notification letter indicating the problem, asking the contractor to address, and citing contractual requirements which may lead to non-payment. In extreme or habitual cases of contractor non-response, the TSC Manager and/or TSC/Region Construction Engineer can take the issue to the MDOT Contract Performance Evaluation Review (CPER) team. If issues are not resolved, the CPER team may escalate the matter to the Pre-Qualification Committee which can suspend contractor bidding privileges or otherwise restrict their pre-qualification.

← Older revision		Revision as of 13:24, 11 June 2021
Line 31:		Line 31:
	The Construction/Project Engineer is responsible for proposing resolutions to identified file deficiencies. The Final Project Review (FPR) team will collect the Construction/Project Engineer’s proposed resolutions and forward to the TSC Manager, MDOT Construction Engineer, and Region Construction Engineers for consideration. Construction Field Services, FHWA, and the Region Engineer must be notified when considering resolutions such as forensic evaluation and/or non-participation of items and/or associated items.		The Construction/Project Engineer is responsible for proposing resolutions to identified file deficiencies. The Final Project Review (FPR) team will collect the Construction/Project Engineer’s proposed resolutions and forward to the TSC Manager, MDOT Construction Engineer, and Region Construction Engineers for consideration. Construction Field Services, FHWA, and the Region Engineer must be notified when considering resolutions such as forensic evaluation and/or non-participation of items and/or associated items.

−	If file deficiencies are the result of a contractor not responding, resolution actions may include appropriate ratings or revisions on the Contractor Performance Evaluation and/or issuance of a contractor notification letter indicating the problem, asking the contractor to address, and citing contractual requirements which may lead to non-payment. In extreme or habitual cases of contractor non-response, the TSC Manager and/or TSC/Region Construction Engineer can take the issue to the MDOT ~~Contractor~~ Performance Evaluation Review (CPER) team. If issues are not resolved, the CPER team may escalate the matter to the Pre-Qualification Committee which can suspend contractor bidding privileges or otherwise restrict their pre-qualification.	+	If file deficiencies are the result of a contractor not responding, resolution actions may include appropriate ratings or revisions on the Contractor Performance Evaluation and/or issuance of a contractor notification letter indicating the problem, asking the contractor to address, and citing contractual requirements which may lead to non-payment. In extreme or habitual cases of contractor non-response, the TSC Manager and/or TSC/Region Construction Engineer can take the issue to the MDOT Contract Performance Evaluation Review (CPER) team. If issues are not resolved, the CPER team may escalate the matter to the Pre-Qualification Committee which can suspend contractor bidding privileges or otherwise restrict their pre-qualification.

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 {{top}}
 [[Category:Construction Manual]]
 [[Category:Division 1 Supplemental]]

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 <u>1st Escalation of Accountability</u><br>
-If any FPR report deficiencies remain unresolved at 180 days after the contract completion date, a 1st Escalation of Accountability meeting will be scheduled with MDOT TSC Manager and appropriate parties, including the Construction/Project Engineer, a member of the FPR team, and if applicable the local public agency.  Besides meetings, a written FPRRAP Action Plan may be requested at this time.  Projects in this category will be flagged on the “Projects with Finals Pending Due” list and will be reported to management.
+If any FPR report deficiencies remain unresolved at 180 days after the contract completion date, a 1st Escalation of Accountability meeting will be scheduled with MDOT TSC Manager and appropriate parties, including the Construction/Project Engineer, a member of the FPR team, and if applicable the local public agency.  Besides meetings, a written FPRRAP Action Plan may be requested at this time.  Projects in this category will be flagged on the [http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report Final Project Review Report] and will be reported to management.
 <u>2nd Escalation of Accountability</u><br>
@@ Line 58: / Line 58: @@
 *<b>Other,</b> Region Engineer Discretion<br>
-Paused projects will be reported with explanation on “Projects with Pending Final Estimates Submittals” report and monitored by management.
+Paused projects will be reported with explanation on [http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report Final Project Review Report] and monitored by management.
-Paused projects will continue to be reported on the ‘Projects with Pending Final Estimates Submittals’ list with an explanation.  Pausing project close-out does not mean the project can stay open indefinitely.  It’s expected advancement towards project close-out will proceed, the pause reason just means more time is needed to resolve a unique situation.
+Paused projects will continue to be reported on the [http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report Final Project Review Report] with an explanation.  Pausing project close-out does not mean the project can stay open indefinitely.  It’s expected advancement towards project close-out will proceed, the pause reason just means more time is needed to resolve a unique situation.
 All Major Deficiencies and any habitual deficiencies will affect the engineer’s ability to retain or become a [http://mdotwiki.state.mi.us/construction/index.php/Certified_Engineer_Process Certified Engineer].
@@ Line 153: / Line 153: @@
 |}
-<nowiki>**</nowiki> "Paused" projects will be reported with explanation on "Projects with Pending Final Estimates Submittals" report and monitored by management.
+<nowiki>**</nowiki> "Paused" projects will be reported with explanation on [http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report Final Project Review Report] and monitored by management.

@@ Line 21: / Line 21: @@
 *Subsequent partial or full item values associated with deficient item deemed non-participating
-Project noncompliance remedies may also include steps identified in 2 CFR 200:  Subpart D (link), including:
+Project noncompliance remedies may also include steps identified in [https://ecfr.io/Title-02/sp2.1.180.d 2 CFR 200:  Subpart D], including:
 *Temporarily withhold payment until correction of deficiency
 *Disallow all or part of the cost of the activity not in compliance

@@ Line 25: / Line 25: @@
 *Disallow all or part of the cost of the activity not in compliance
 *Wholly or partly suspend or terminate the federal award
-*Initiate suspension or debarment proceedings (2 CFR Part 180)
+*Initiate suspension or debarment proceedings [https://ecfr.io/Title-02/cfr180_main 2 CFR Part 180]
 *Withhold further Federal awards for the project or Local Agency program
 *Take other remedies that may be legally available
@@ Line 41: / Line 41: @@
 See the Potential Close-out Problems with Remedies matrix.
 Once all identified deficiencies have been resolved, and the project records are in substantial conformance with current department policies/procedures, the FPR Team Leader will sign the Final Project Review Summary (Form 1147). The original signed FPRRAP is then placed in the official [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#e-Construction.2FPaper_File_System project files] in folder 106 Estimates and Closeout package.  Once the FPR Summary is executed, the Final Estimate Submittal Form (1105A) can be properly executed and submitted.
 ===Escalation of Project Closeout Accountability with Timeframes ===