Construction Management Manual - E-SOQ

CONSTRUCTION MANAGEMENT MANUAL July 13, 2016

Policies for Performing Quality Assurance,

Contract Administration, and Independent Assurance

Construction Management Manual

Quality System Manual Series

Version 1.4

Department of Public Works Construction Management Division

Contract Administration Section

CONSTRUCTION MANAGEMENT MANUAL July 13 , 2016

CONSTRUCTION MANAGEMENT MANUAL July 13, 2016

CONTENTS

SECTION 1 OVERVIEW ........................................................................................................................1-1

1.01 PURPOSE....................................................................................................................................................................... 1-1 1.02 SCOPE............................................................................................................................................................................ 1-1 1.03 KEY QUALITY SYSTEM COMPONENTS ...................................................................................................................... 1-2 1.04 REFERENCES................................................................................................................................................................ 1-3 1.05 FORMAT ......................................................................................................................................................................... 1-3 1.06 CHANGES ...................................................................................................................................................................... 1-3

SECTION 2 DEFINITIONS.....................................................................................................................2-1

2.01 TABLE OF DEFINITIONS ............................................................................................................................................... 2-1 2.02 TABLE OF ACRONYMS ................................................................................................................................................. 2-5

SECTION 3 MANUAL HIERARCHY .....................................................................................................3-1

3.01 CLARK COUNTY "IN-HOUSE" HIERARCHY OF MANUALS AND GUIDELINES ......................................................... 3-1 3.02 CONTRACT LEVEL HIERARCHY OF REFERENCE DOCUMENTS ............................................................................ 3-2

SECTION 4 ORGANIZATION................................................................................................................4-1

4.01 INTERNAL ORGANIZATIONAL CHART ........................................................................................................................ 4-1 4.02 CONTRACT LEVEL ORGANIZATION............................................................................................................................ 4-2 4.03 RESPONSIBILITIES ....................................................................................................................................................... 4-2 4.04 POSITION DESCRIPTIONS ........................................................................................................................................... 4-3

SECTION 5 SAFETY .............................................................................................................................5-1

5.01 COUNTY PERSONNEL .................................................................................................................................................. 5-1 5.02 SAFETY EQUIPMENT .................................................................................................................................................... 5-1 5.03 CONFINED SPACE ENTRY ........................................................................................................................................... 5-1 5.04 CONTRACTOR REQUIREMENTS ................................................................................................................................. 5-1 5.05 UTILITY BREAKS ........................................................................................................................................................... 5-1 5.06 ISSUE RESOLUTION ..................................................................................................................................................... 5-2 5.07 EMERGENCIES.............................................................................................................................................................. 5-3 5.08 REPORTING PROCEDURES ........................................................................................................................................ 5-3

SECTION 6 PRE-BID.............................................................................................................................6-1

6.01 GENERAL ....................................................................................................................................................................... 6-1 6.02 PLAN REVIEW................................................................................................................................................................ 6-1 6.03 CONSTRUCTION MANAGEMENT SELECTION ........................................................................................................... 6-1

SECTION 7 BID PROCESS...................................................................................................................7-1

7.01 GENERAL ....................................................................................................................................................................... 7-1 7.02 ADVERTISEMENT.......................................................................................................................................................... 7-1 7.03 PRE-BID CONFERENCE ............................................................................................................................................... 7-1 7.04 ADDENDA....................................................................................................................................................................... 7-1 7.05 BID OPENING................................................................................................................................................................. 7-1

SECTION 8 CONTRACT STARTUP .....................................................................................................8-1

8.01 AWARD ........................................................................................................................................................................... 8-1 8.02 STARTUP NOTIFICATION ............................................................................................................................................. 8-1 8.03 CONFORMED PLANS AND SPECIFICATIONS ............................................................................................................ 8-4 8.04 CONTRACT RECORD SETUP....................................................................................................................................... 8-4 8.05 PRECONSTRUCTION CONFERENCE.......................................................................................................................... 8-7 8.06 NOTICE TO PROCEED .................................................................................................................................................. 8-7

SECTION 9 DOCUMENT TRACKING ..................................................................................................9-1

9.01 GENERAL ....................................................................................................................................................................... 9-1 9.02 DOCUMENT RECEIVED ? PROCEDURE ..................................................................................................................... 9-1 9.03 CORRESPONDENCE SENT PROCEDURE .................................................................................................................. 9-2

SECTION 10 SUBMITTAL PROCEDURE ........................................................................................10-1

10.01 GENERAL ..................................................................................................................................................................... 10-1 10.02 CONTRACTOR REQUIREMENTS ............................................................................................................................... 10-1 10.03 SUBMITTAL PACKAGE PROTOCOL .......................................................................................................................... 10-2 10.04 INITIAL REVIEW ........................................................................................................................................................... 10-2 10.05 STANDARD SUBMITTAL REVIEW .............................................................................................................................. 10-4 10.06 THIRD PARTY REVIEW ............................................................................................................................................... 10-5 10.07 RETURNING SUBMITTALS ......................................................................................................................................... 10-6

SECTION 11 SUBMITTAL REVIEW DETAILS.................................................................................11-1

11.01 PROOF OF COMPLIANCE........................................................................................................................................... 11-1 11.02 SCHEDULE................................................................................................................................................................... 11-1 11.03 QUALITY CONTROL MANUAL .................................................................................................................................... 11-2 11.04 QUALITY CONTROL MONTHLY REPORTS ............................................................................................................... 11-2 11.05 QUALITY ASSURANCE MONTHLY REPORTS .......................................................................................................... 11-2 11.06 MATERIALS .................................................................................................................................................................. 11-2 11.07 TRAFFIC CONTROL PLANS........................................................................................................................................ 11-4 11.08 SPECIALTY PERMITS AND LETTERS........................................................................................................................ 11-4

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CONSTRUCTION MANAGEMENT MANUAL July 13 , 2016

SECTION 12 PUBLIC RELATIONS ..................................................................................................12-1

12.01 GENERAL ..................................................................................................................................................................... 12-1 12.02 PUBLIC INFORMATION COORDINATOR ................................................................................................................... 12-1 12.03 INTERDEPARTMENTAL RELATIONS ......................................................................................................................... 12-1 12.04 CONTRACT RELATIONS ............................................................................................................................................. 12-2 12.05 RELATIONS WITH THE GENERAL PUBLIC ............................................................................................................... 12-4

SECTION 13 THIRD PARTY .............................................................................................................13-1

13.01 GENERAL ..................................................................................................................................................................... 13-1 13.02 RESPONSIBLE PARTIES ............................................................................................................................................ 13-1 13.03 COMMUNICATION ....................................................................................................................................................... 13-1 13.04 FOLLOW-UP ................................................................................................................................................................. 13-1

SECTION 14 UTILITY COORDINATION ..........................................................................................14-1

14.01 GENERAL ..................................................................................................................................................................... 14-1 14.02 PARTIAL LIST OF AFFECTED UTILITIES ................................................................................................................... 14-1 14.03 DESIGN CONSIDERATIONS ....................................................................................................................................... 14-1 14.04 CALL BEFORE YOU DIG ............................................................................................................................................. 14-1 14.05 WEEKLY PROGRESS MEETINGS .............................................................................................................................. 14-1 14.06 POT-HOLING ................................................................................................................................................................ 14-2 14.07 CONFLICTS .................................................................................................................................................................. 14-2 14.08 CONFLICT RESOLUTION ............................................................................................................................................ 14-2

SECTION 15 SURVEY.......................................................................................................................15-1

15.01 GENERAL ..................................................................................................................................................................... 15-1 15.02 PLANS FORWARDING ................................................................................................................................................ 15-1 15.03 TIMELINESS OF SUBMISSION ................................................................................................................................... 15-1 15.04 STANDARD REQUEST FOR SURVEY........................................................................................................................ 15-1 15.05 EXTRAS AND SPECIAL SERVICES............................................................................................................................ 15-2

SECTION 16 TRAFFIC CONTROL ...................................................................................................16-1

16.01 GENERAL ..................................................................................................................................................................... 16-1 16.02 CONTRACTOR'S ROLE ............................................................................................................................................... 16-1 16.03 PLANS REVIEW ........................................................................................................................................................... 16-1 16.04 PRE-ACTIVITY MEETING ............................................................................................................................................ 16-1 16.05 INSPECTION REPORTS .............................................................................................................................................. 16-1 16.06 MAINTENANCE ............................................................................................................................................................ 16-2 16.07 FAILURE TO MAINTAIN ............................................................................................................................................... 16-2

SECTION 17 QUALITY SYSTEM INTERACTION ............................................................................17-1

17.01 OVERVIEW OF QUALITY SYSTEM............................................................................................................................. 17-1 17.02 PRE-QUALITY CONTROL MEETING .......................................................................................................................... 17-2 17.03 CONTRACTOR'S QUALITY CONTROL PLAN ............................................................................................................ 17-4 17.04 OVERSIGHT OF QUALITY CONTROL ........................................................................................................................ 17-4 17.05 PRE-ACTIVITY MEETINGS.......................................................................................................................................... 17-5 17.06 ADVANCE NOTIFICATION .......................................................................................................................................... 17-6 17.07 ACTIVITY CARDS ........................................................................................................................................................ 17-6 17.08 QUALITY ASSURANCE ............................................................................................................................................. 17-10 17.09 LOG INTERACTION ................................................................................................................................................... 17-13 17.10 MONTHLY REPORT REVIEW ................................................................................................................................... 17-13 17.11 VALIDATION OF QUALITY CONTROL RESULTS .................................................................................................... 17-13 17.12 ACCEPTANCE OF WORK ......................................................................................................................................... 17-14

SECTION 18 INDEPENDENT ASSURANCE PROGRAM................................................................18-1

18.01 OVERVIEW ................................................................................................................................................................... 18-1 18.02 SPLIT SAMPLING......................................................................................................................................................... 18-3 18.03 CONTRACT ADMINISTRATIVE AUDITING ................................................................................................................. 18-8 18.04 LABORATORY AUDITING ........................................................................................................................................... 18-9 18.05 INSPECTION AUDITING .............................................................................................................................................. 18-9 18.06 INTERAGENCY QUALITY ASSURANCE COMMITTEE MATERIAL REVIEW.......................................................... 18-10 18.07 MATERIAL SOURCE AUDITING................................................................................................................................ 18-11

SECTION 19 FEDERALLY FUNDED PROJECT ADDITIONAL REQUIREMENTS ........................19-1

19.01 GENERAL ..................................................................................................................................................................... 19-1 19.02 POLICY (23 CFR 637.205) ........................................................................................................................................... 19-1 19.03 LABORATORY AND SAMPLING AND TESTING PERSONNEL QUALIFICATION (23 CFR 637.209) ...................... 19-1 19.04 SAMPLING AND TESTING .......................................................................................................................................... 19-1 19.05 MATERIALS .................................................................................................................................................................. 19-1 19.06 REPORTS ..................................................................................................................................................................... 19-2

SECTION 20 CONTRACT TIME........................................................................................................20-1

20.01 GENERAL ..................................................................................................................................................................... 20-1 20.02 CONTRACTOR REQUIREMENTS ............................................................................................................................... 20-1 20.03 WEEKLY Contract TIME TRACKING ........................................................................................................................... 20-1 20.04 REVIEW OF REQUEST FOR TIME OR COMPENSATION ......................................................................................... 20-3 20.05 CLAIMS ......................................................................................................................................................................... 20-4

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CONSTRUCTION MANAGEMENT MANUAL July 13, 2016

SECTION 21 DAILY INSPECTION RECORDS ................................................................................21-1

21.01 GENERAL ..................................................................................................................................................................... 21-1 21.02 DAILY INSPECTION REPORT ..................................................................................................................................... 21-1 21.03 CONTRACT TIME SUMMARY ..................................................................................................................................... 21-2 21.04 WEEKLY MANPOWER AND EQUIPMENT REPORT.................................................................................................. 21-2 21.05 FILING AND DISTRIBUTION........................................................................................................................................ 21-3

SECTION 22 CONTRACT STOP-WORK..........................................................................................22-1

22.01 GENERAL ..................................................................................................................................................................... 22-1 22.02 CONTRACT AUTHORITY ............................................................................................................................................ 22-1 22.03 CONTRACT SHUTDOWN ............................................................................................................................................ 22-1

SECTION 23 TERMINATION OF CONTRACT .................................................................................23-1

23.01 GENERAL ..................................................................................................................................................................... 23-1 23.02 INDICATORS OF INADEQUATE PERFORMANCE..................................................................................................... 23-1 23.03 REQUEST TO TERMINATE ......................................................................................................................................... 23-1 23.04 NOTICE OF INTENT TO TERMINATE ......................................................................................................................... 23-1 23.05 NOTICE OF TERMINATION ......................................................................................................................................... 23-1 23.06 INTERIM CONTRACT MAINTENANCE ....................................................................................................................... 23-1 23.07 CONTRACT STATUS REPORT ................................................................................................................................... 23-1

SECTION 24 CONFLICT RESOLUTION ..........................................................................................24-1

24.01 GENERAL ..................................................................................................................................................................... 24-1 24.02 CONFLICT/ ISSUES LOG ............................................................................................................................................ 24-1 24.03 CONFLICT ESCALATION ............................................................................................................................................ 24-1 24.04 REQUEST FOR INFORMATION .................................................................................................................................. 24-3 24.05 NONCOMPLIANCE REPORT ...................................................................................................................................... 24-3 24.06 DEFICIENCIES ............................................................................................................................................................. 24-4

SECTION 25 CLAIMS........................................................................................................................25-1

25.01 GENERAL ..................................................................................................................................................................... 25-1 25.02 CLAIM AWARENESS ................................................................................................................................................... 25-1 25.03 THIRD PARTY LIABILITY ............................................................................................................................................. 25-1 25.04 CLAIM PROCESSING PROCEDURES ........................................................................................................................ 25-2

SECTION 26 RECORD DRAWINGS.................................................................................................26-1

26.01 GENERAL ..................................................................................................................................................................... 26-1 26.02 CONTRACTOR PREPARED ........................................................................................................................................ 26-1 26.03 QUALITY ASSURANCE REVIEW ................................................................................................................................ 26-1

SECTION 27 LABOR COMPLIANCE ...............................................................................................27-1

27.01 CERTIFIED PAYROLLS ............................................................................................................................................... 27-1 27.02 PROJECT SITE INTERVIEWS ..................................................................................................................................... 27-1 27.03 NOTIFICATION OF LABOR CLAIM INVESTIGATION................................................................................................. 27-1 27.04 NOTIFICATION OF PENDING ASSESSMENT............................................................................................................ 27-1 27.05 NOTIFICATION OF LABOR COMMISSIONER ASSESSMENT .................................................................................. 27-1 27.06 ATTACHMENT OF ASSESSMENT TO PAY APPLICATIONS..................................................................................... 27-2

SECTION 28 CONTRACT STATUS NOTIFICATIONS.....................................................................28-1

28.01 GENERAL ..................................................................................................................................................................... 28-1 28.02 REGIONAL TRANSPORTATION COMMISSION ......................................................................................................... 28-1 28.03 REGIONAL FLOOD CONTROL DISTRICT .................................................................................................................. 28-1 28.04 US CENSUS BUREAU ................................................................................................................................................. 28-1 28.05 BONDING AGENCIES .................................................................................................................................................. 28-1

SECTION 29 STOCKPILED MATERIALS ........................................................................................29-1

29.01 GENERAL ..................................................................................................................................................................... 29-1 29.02 STOCKPILES................................................................................................................................................................ 29-1 29.03 REDUCTIONS IN STOCKPILE MATERIAL BALANCE................................................................................................ 29-1

SECTION 30 FORCE ACCOUNT......................................................................................................30-1

30.01 WHEN TO TRACK TIME AND MATERIALS ................................................................................................................ 30-1 30.02 USE OF SUBCONTRACTORS..................................................................................................................................... 30-1 30.03 INITIATING FORCE ACCOUNT WORK ....................................................................................................................... 30-1 30.04 DAILY TRACKING ........................................................................................................................................................ 30-2 30.05 PAYMENT PROCEDURES FOR FORCE ACCOUNT WORK ..................................................................................... 30-4

SECTION 31 CONSTRUCTION CHANGE AUTHORIZATION.........................................................31-1

31.01 GENERAL ..................................................................................................................................................................... 31-1 31.02 CONSTRUCTION CHANGE AUTHORIZATION GENERATION PROCEDURE.......................................................... 31-3 31.03 CONTRACTOR CONCURRENCE ............................................................................................................................... 31-6 31.04 OUTSIDE AGENCY APPROVAL.................................................................................................................................. 31-6 31.05 ASSISTANT MANAGER APPROVAL........................................................................................................................... 31-6 31.06 DISTRIBUTION ............................................................................................................................................................. 31-6 31.07 ESCALATION TO CONSTRUCTION CHANGE ORDER ............................................................................................. 31-6 31.08 CONSTRUCTION CHANGE AUTHORIZATION LOG .................................................................................................. 31-6

SECTION 32 CONTRACT CHANGE ORDER ..................................................................................32-1

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