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

i. Form DC-127- Monthly Summary j. Form 347- Statement of Compliance k. Evidence of Contractor’s EEO compliance l. Form CC-257- Monthly Employment Utilization Report (electronically) m. Release Statement from Agreement for Federal Aid n. DC-29’s (or DC-144 or approved equal) and an item summary (electronically) o. CR-268 p. Calculations for asphalt and fuel price adjustments q. Letter certifying all corrective work has been completed r. and any other forms and/or documentation deemed necessary The RC/PM organizes and stores the file for the project indefinitely. Records Retention As per State of New Jersey Requirements, “All documents and records, from Consultant Selection through completion of Construction, up to and including payment of the final invoices and vouchers, will be retained for a minimum of 7 (seven) years following p ayment of final invoice and closeout of the project. Warranty item documents will be retained for a minimum of 3 (three) years from the end of the warranty period.” 6.5 Source Documentation Township of West Orange complies with Title 23 CFR 635.123 to provide for adequate assurance that the quantities of completed work will be determined accurately and on uniform basis. All related source documents upon which payment is based must be matter of record, as basis for the determination of acceptable pay quantities and monthly payments to the Contractor. The means and methods consisting of notes and/or daily reports for the documentation of length, width, depth and slope, calculations of area, volume, weights, sketches must be presented by the Resident Engineer, assigned to the project to protect the public interest and to ensure that the number, size, and characteristics of what being delivered match the plans/specs. The following is a list of the documents and procedures normally accepted as proper source of documentation: a. Delivery tickets are received initialed by inspector prior placement of materials b. Testing of materials is documented in the project files and referenced in daily inspection reports. c. Form DC-29 (or DC-144 or approved equal) is used for daily inspection reports and the instruction on the DC-29

and referenced in daily inspection reports. c. Form DC-29 (or DC-144 or approved equal) is used for daily inspection reports and the instruction on the DC-29 are followed. DC’s are supplemented with field notes, pay quantity summaries and photographs that tie the work being done to the plans, specifications and related contract documents (http://www.state.ni.us/transportation/business/localaid/documents/DC29 d. Inspection reports are signed and dated by the inspectors. e. The Resident Engineer reviews and initials the daily inspection reports. f. The Resident Engineer prepares a summary of pay quantities based on the daily inspection reports g. The Resident Engineer uses the summary of pay items to develop periodic pay Procedure for Administration and Inspection of Federal Aid Highway Projects Page 28