Category:139 Design - Build - Revision history

Hoskir at 19:12, 12 December 2024

2024-12-12T19:12:57Z

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	A verb is a word that expresses existence, action, or occurrence.		A verb is a word that expresses existence, action, or occurrence.

	[[Category:~~100_General~~]]		[[Category:100_GENERAL]]

Hoskir at 20:57, 26 November 2024

2024-11-26T20:57:38Z

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	A verb is a word that expresses existence, action, or occurrence.		A verb is a word that expresses existence, action, or occurrence.

			[[Category:100_General]]

Hoskir: /* 139.9.2 Contract Invoicing and Payment */ updated per RR3856

2024-03-26T17:22:38Z

139.9.2 Contract Invoicing and Payment: updated per RR3856

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	If errors are found on the Contractor invoice, the Project Director, Deputy Project Director or designated staff should contact the Contractor and request a corrected invoice. The invoice should be sent back to the Contractor for corrections, and '''they must re-date the invoice''' and re-submit to MoDOT. If the Contractor makes an error and requests more reimbursement than allowed by the contract, the Project Director, Deputy Project Director or designated staff may submit the invoice and authorize payment of an amount less than the invoice requests. The reasons for paying an amount different than the amount allowed by the Contract or Contractor invoice must be clearly documented.		If errors are found on the Contractor invoice, the Project Director, Deputy Project Director or designated staff should contact the Contractor and request a corrected invoice. The invoice should be sent back to the Contractor for corrections, and '''they must re-date the invoice''' and re-submit to MoDOT. If the Contractor makes an error and requests more reimbursement than allowed by the contract, the Project Director, Deputy Project Director or designated staff may submit the invoice and authorize payment of an amount less than the invoice requests. The reasons for paying an amount different than the amount allowed by the Contract or Contractor invoice must be clearly documented.

	After the invoice has been reviewed and approved by the project team, it must be submitted electronically to Financial Services at Contractual.Payments@modot.mo.gov. The invoice submittal should include the following:		After the invoice has been reviewed and approved by the project team, a Daily Work Report will be created in AWP for the dollar amount to be paid. Once the DWR is approved, an Estimate shall be generated and approved by the Project Director or designated staff for the current Estimate pay period that corresponds to the invoice approval date.
			:Note: For contracts awarded before March 1 2024 that have been submitting vouchers for contractor payments can continue using this procedure for the life of the contract. The following guidelines shall be used:

			After the invoice has been reviewed and approved by the project team, it must be submitted electronically to Financial Services at [mailto:Contractual.Payments@modot.mo.gov Contractual.Payments@modot.mo.gov]. The invoice submittal should include the following:

	:*Project Name		:*Project Name
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	Each invoice must be submitted with the necessary supporting documentation and must be numbered in sequential order and label the final invoice as FINAL. The invoice shall be based on the total incurred cost during the invoice period.		Each invoice must be submitted with the necessary supporting documentation and must be numbered in sequential order and label the final invoice as FINAL. The invoice shall be based on the total incurred cost during the invoice period.

	The Project Director, Deputy Project Director or designated staff should make every effort to see that the contractor is paid in a timely manner, the goal being 30 days. Missouri law states that the contractor is entitled to interest if the invoice is not paid in 45 days. The 45-day period starts when all questions about the invoice have been addressed and agreed to by both parties.

	Design-Build owner consultant invoices should be submitted using the Contractual Payments Library.		Design-Build owner consultant invoices should be submitted using the Contractual Payments Library.

Hoskir: /* 139.10.7.1 Commonly Encountered Terms and Situations */ changed geopak to OpenRoads Designer

2024-01-16T14:17:40Z

139.10.7.1 Commonly Encountered Terms and Situations: changed geopak to OpenRoads Designer

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	:*''' shall:''' Use this word to express a command, or what is mandatory. In Contract Documents, “shall” is generally preferred over “will” when describing requirements of the Contractor.		:*''' shall:''' Use this word to express a command, or what is mandatory. In Contract Documents, “shall” is generally preferred over “will” when describing requirements of the Contractor.

	:*''' software:''' Spell out as one word. Do not use the phrase “software program,” as this is redundant. Spell out any software product names as they appear on the products, and include vendor names on first use. For example, MicroStation by Bentley Systems Inc., ~~GEOPAK~~ by Bentley Systems Inc., and AutoCAD by Autodesk Inc.		:*''' software:''' Spell out as one word. Do not use the phrase “software program,” as this is redundant. Spell out any software product names as they appear on the products, and include vendor names on first use. For example, MicroStation by Bentley Systems Inc., OpenRoads Designer by Bentley Systems Inc., and AutoCAD by Autodesk Inc.

	:*''' stormwater:''' Spell out as one word.		:*''' stormwater:''' Spell out as one word.

Hoskir: /* 139.10.2.2 Project Financial Plan */

2023-01-27T15:37:55Z

139.10.2.2 Project Financial Plan

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	:* Projects with program costs under $100 million do not require a FP.		:* Projects with program costs under $100 million do not require a FP.
	:* Projects with program costs over $100 million but less than $500 million require a FP. No FHWA approval of the FP is required unless identified in the PoDI Process and/or requested by the FHWA. Approval of the project FP will be provided by the Chief Financial Officer, or the CFO’s representative.		:* Projects with program costs over $100 million but less than $500 million require a FP. No FHWA approval of the FP is required unless identified in the PoDI Process and/or requested by the FHWA. Approval of the project FP will be provided by the Chief Financial Officer, or the CFO’s representative.
	:* Projects with program costs between $100M and $500M do not require FHWA approval of the FP and annual updates, however they must be provided upon request.		:* Projects with program costs between $100M and $500M do not require FHWA approval of the initial FP and annual updates, however they must be provided upon request.

	===139.10.2.3 Project Management Plan===		===139.10.2.3 Project Management Plan===

Hoskir: /* 139.10.2.2 Project Financial Plan */ added EPG 139.10.2.3 per RR 3566

2023-01-27T15:34:38Z

139.10.2.2 Project Financial Plan: added EPG 139.10.2.3 per RR 3566

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	:* Projects with program costs over $100 million but less than $500 million require a FP. No FHWA approval of the FP is required unless identified in the PoDI Process and/or requested by the FHWA. Approval of the project FP will be provided by the Chief Financial Officer, or the CFO’s representative.		:* Projects with program costs over $100 million but less than $500 million require a FP. No FHWA approval of the FP is required unless identified in the PoDI Process and/or requested by the FHWA. Approval of the project FP will be provided by the Chief Financial Officer, or the CFO’s representative.
	:* Projects with program costs between $100M and $500M do not require FHWA approval of the FP and annual updates, however they must be provided upon request.		:* Projects with program costs between $100M and $500M do not require FHWA approval of the FP and annual updates, however they must be provided upon request.

			===139.10.2.3 Project Management Plan===
			Projects with an estimated total cost of $500 million or a project that has been otherwise identified by FHWA as a major project, must prepare and submit a Project Management Plan (PMP). Project Management Plans are submitted to the FHWA division office for approval.

			For the purposes of determining whether a project's estimated cost exceeds $500 million, FHWA will use the total cost estimate for the project scope set forth in the NEPA decision document. The total cost of the project is the value of all resources necessary to perform the preliminary engineering (including the cost of NEPA and other environmental documentation), right-of-way, environmental mitigation, construction, project management, public outreach, and costs of external third party work such as utility and railroad relocations regardless of funding source or administering agency.

			The Project Management Plan should be in accordance with FHWA's guidance: [https://www.fhwa.dot.gov/majorprojects/pmp/guidance17.cfm Project Management Plan Guidance for Major Projects]

	==139.10.3 File Storage Structure==		==139.10.3 File Storage Structure==

Hoskir: /* 139.9.3.1.1 Quality Management Plan (QMP) */

2023-01-27T14:56:20Z

139.9.3.1.1 Quality Management Plan (QMP)

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	:* A list of QA hold points and a procedure for addressing any issues found during the QA hold point inspections including notification, correction, and establishing a new hold point.		:* A list of QA hold points and a procedure for addressing any issues found during the QA hold point inspections including notification, correction, and establishing a new hold point.
	:* The frequency of review of the quality management system by the Contractor’s top management and the procedure for making revisions to the QMP.		:* The frequency of review of the quality management system by the Contractor’s top management and the procedure for making revisions to the QMP.
	:* References to specific applicable QC/QA plans such as asphaltic concrete pavement or ~~Portland~~ cement concrete pavement.		:* References to specific applicable QC/QA plans such as asphaltic concrete pavement or portland cement concrete pavement.
	:* Forms to be used by the QC and QA staff.		:* Forms to be used by the QC and QA staff.
	:* Format for the weekly schedule and work plans.		:* Format for the weekly schedule and work plans.

Hoskir: /* 139.9.3.1.1 Quality Management Plan (QMP) */

2023-01-27T14:55:11Z

139.9.3.1.1 Quality Management Plan (QMP)

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	====139.9.3.1.1 Quality Management Plan (QMP)====		====139.9.3.1.1 Quality Management Plan (QMP)====
	The contractor shall develop, implement, and maintain a Quality Management Plan (QMP) that will ensure the work meets or exceeds all contract requirements, and provides a record of acceptance of the work and material. The QMP shall address all QC and QA inspection and test requirements of the construction ~~work~~ The QMP shall be continuously improved throughout the delivery of the entire Project. Any QMP modifications require the approval of MoDOT’s Project Director. All modifications shall be tracked in an indexed table containing QMP version numbers, revision dates and corresponding section(s) changed with each revision.		The contractor shall develop, implement, and maintain a Quality Management Plan (QMP) that will ensure the work meets or exceeds all contract requirements, and provides a record of acceptance of the work and material. The QMP shall address all QC and QA inspection and test requirements of the construction Work. The QMP shall be continuously improved throughout the delivery of the entire Project. Any QMP modifications require the approval of MoDOT’s Project Director. All modifications shall be tracked in an indexed table containing QMP version numbers, revision dates and corresponding section(s) changed with each revision.

	MoDOT and FHWA’s approval of the Quality Management Plan is required prior to issuing NTP2. The approved QMP shall be considered a Book 3 Contract Document and must be approved by MoDOT before any construction takes place.		MoDOT and FHWA’s approval of the Quality Management Plan is required prior to issuing NTP2. The approved QMP shall be considered a Book 3 Contract Document and must be approved by MoDOT before any construction takes place.

Hoskir: /* 139.9.1 Project Management */

2023-01-27T14:45:22Z

139.9.1 Project Management

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	A partnering charter and process between MoDOT and the contractor is essential to a successful project. [http://sharepoint/systemdelivery/RW/Designbuild/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2Fsystemdelivery%2FRW%2FDesignbuild%2FShared%20Documents%2FDesign%2DBuild%5FOtherDocs%2FEPG%2FCategory139%2DDB%2F139%2DRound%2D2%2FHelpfulDocs%2FPartnering Example partnering documents, including the partnering charter, partnering surveys and partnering report from The New I-64 Project are available.] The charter establishes the general ground rules and processes which will be used as the two teams work together to deliver the project. However, the MoDOT project team must remember that the contractor must comply with the terms of the contract documents above all else. A common mistake on previous projects has been the failure to distinguish between contract compliance and being a “good partner.” While on all projects there are times that it is appropriate to be flexible with a resolution to a specific problem, with design-build it is critical that the contractor complies with the terms of the contract documents.		A partnering charter and process between MoDOT and the contractor is essential to a successful project. [http://sharepoint/systemdelivery/RW/Designbuild/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2Fsystemdelivery%2FRW%2FDesignbuild%2FShared%20Documents%2FDesign%2DBuild%5FOtherDocs%2FEPG%2FCategory139%2DDB%2F139%2DRound%2D2%2FHelpfulDocs%2FPartnering Example partnering documents, including the partnering charter, partnering surveys and partnering report from The New I-64 Project are available.] The charter establishes the general ground rules and processes which will be used as the two teams work together to deliver the project. However, the MoDOT project team must remember that the contractor must comply with the terms of the contract documents above all else. A common mistake on previous projects has been the failure to distinguish between contract compliance and being a “good partner.” While on all projects there are times that it is appropriate to be flexible with a resolution to a specific problem, with design-build it is critical that the contractor complies with the terms of the contract documents.

	It is often useful to have regular task force meetings where ~~the~~ MoDOT, the designer and the contractor discuss the progress being made, and resolve issues or disagreement as they occur. Specific disciplines that may benefit from task forces meetings include roadway, drainage, structures, maintenance of traffic, quality and utilities. MoDOT would then use internal management meetings with the project team to discuss any outstanding issues or conflicts identified in the task force meetings. Based upon the contract, responses are prepared and provided to the contractor team to resolve the issues in a timely fashion.		It is often useful to have regular task force meetings where MoDOT, the designer and the contractor discuss the progress being made, and resolve issues or disagreement as they occur. Specific disciplines that may benefit from task forces meetings include roadway, drainage, structures, maintenance of traffic, quality and utilities. MoDOT would then use internal management meetings with the project team to discuss any outstanding issues or conflicts identified in the task force meetings. Based upon the contract, responses are prepared and provided to the contractor team to resolve the issues in a timely fashion.

	Since each design-build project and each design-build contractor are different, project teams are encouraged to try to be flexible in the approach to the various processes. However, experience has shown that for items such as change orders, potential disputes, and responses to the contractor, the more defined the internal processes are the smoother the project will proceed.		Since each design-build project and each design-build contractor are different, project teams are encouraged to try to be flexible in the approach to the various processes. However, experience has shown that for items such as change orders, potential disputes, and responses to the contractor, the more defined the internal processes are the smoother the project will proceed.

Hoskir: /* 139.10.2.2 Project Financial Plan */ updated per RR 3566

2023-01-27T14:28:46Z

139.10.2.2 Project Financial Plan: updated per RR 3566

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	===139.10.2.2 Project Financial Plan===		===139.10.2.2 Project Financial Plan===
	The project ~~Financial Plan (FP) shall be developed in conformance with FHWA guidance~~. ~~The following are guidelines for when an FP is required:~~		Major projects are large, complex projects designed to address major highway needs and requiring the investment of significant financial resources. The preparation of the annual financial plan ensures that the necessary financial resources are identified, available, and managed throughout the life of the project.

	:* Projects with program costs under $100 million do not require an FP.		An annual financial plan is a comprehensive document that reflects the project's scope, schedule, cost estimate, and funding structure to provide reasonable assurance that there will be sufficient funding available to implement and complete the entire project, or a fundable phase of the project, as planned.
	:* Projects with program costs over $100 million but less than $500 million require an FP. No FHWA approval of the FP is required~~, but~~ FHWA ~~review of the FP is required~~. Approval of the project FP will be provided by the Chief Financial Officer, or the CFO’s representative.
	:* Projects with program costs ~~over~~ $~~500 million~~ require FHWA ~~review and~~ approval of the FP.		Annual financial plans for major projects and other projects as defined in 23 U.S.C. 106(h) and 106(i) consist of an Initial Financial Plan and Annual Updates. Initial Financial Plans provide the major project's baseline information. Through the submission of Annual Updates, the Initial Financial Plan is updated with current project status to provide a comparison of baseline information to actual performance and to provide updated forecasts of future project performance. Annual Updates track the progress of the project over time by highlighting significant deviations from the Initial Financial Plan and subsequent Annual Updates and explaining the mitigating actions or response strategies taken to address the deviations. Each Annual Update, therefore, provides a comprehensive view of the project's background and status without requiring the reader to refer to previous submissions.

			The project Financial Plan (FP) shall be developed in conformance with [https://www.fhwa.dot.gov/majorprojects/financial_plans/guidance14.cfm FHWA guidance]. For the purposes of determining whether a project's estimated cost exceeds the cost thresholds, FHWA will use the total cost estimate within the project scope set forth in NEPA decision document approving the project. The total cost of the project is the value of all resources necessary to perform the planning, engineering, and construction activities regardless of funding source or administering agency. The following are guidelines for when a FP is required:

			:* Projects with program costs under $100 million do not require a FP.
			:* Projects with program costs over $100 million but less than $500 million require a FP. No FHWA approval of the FP is required unless identified in the PoDI Process and/or requested by the FHWA. Approval of the project FP will be provided by the Chief Financial Officer, or the CFO’s representative.
			:* Projects with program costs between $100M and $500M do not require FHWA approval of the FP and annual updates, however they must be provided upon request.

	==139.10.3 File Storage Structure==		==139.10.3 File Storage Structure==