125-22 Attachment - Admin Procedures Appendices Final Revised March 2022.pdf

3.9 Consultant Contract Monitoring (For Design or CM/CI) The Township of West Orange monitors the selected consultant work throughout the contract assigning a full-time employee as Responsible Charge, who schedules a kickoff meeting with the consultant and representatives from NJDOT Local Aid to discuss the following: a. Scope of Work b. Sub consultants c. Project schedule d. ESBE/DBE compliance e. Change order f. Payment procedures g. Affected agencies The RC/PM schedules monthly progress meetings with the consultant to discuss the project progress and any Township of West Orange comments on the progress plans and specifications. The RC/PM reviews the monthly payments submitted by the consultant to ensure the costs are consistent with the contract terms and progress of the consultant’s work. The RC/PM reviews ESBE/DBE goal compliance along with the consultant progress schedule and makes monthly payments to the consultant based upon approved invoices submitted. The RC/PM submits invoices for reimbursements to NJDOT-Local Aid Office monthly or at minimum quarterly or as requested. The invoice package includes: a. Copies of the consultant invoices b. Proof of payments c. Project progress schedule and description Narrative description of work performed during the payment period and any difficulties or delays encountered include; Design Consultant: 1) comparison of actual accomplishments to the goals established for the payment period; 2) comparison, by tasks, of costs incurred with amounts budgeted, and; Design or CM/CI: 3) comparison, by task, of work performed compared to the schedule, including a percentage of the total work completed. This requirement can be met by in cluding a bar chart showing schedule timing and actual progress. 4) Copies of contract compliance documents as completed for the voucher payment period by the Resident Engineer that is designated by the Subrecipient, a complete set of which shall be furnished by the State at kickoff and/or preconstruction meetings Procedure for Administration and Inspection of Federal Aid Highway Projects Page 13