142-24 Attachment - Federal Aid Procedures.pdf

, and specifications; field changes; comments; and delivery tickets collected and initiated by the inspector at the point of unloading. Source documentation must specify the following at a minimum: e Delivery tickets are received before placement of materials Page 4

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT e Testing of materials is documented in the project files and referenced in daily inspection reports ¢ Form DC-29’s are used for daily inspection reports and the instructions included on the DC-29’s are followed. DC-29’s are supplemented with field notes and photographs that tie the work being done to the plans, specifications and related contract documents. Inspection reports are signed and dated by the inspectors. The Resident Engineer reviews and initials the daily inspection reports. e The Resident Engineer prepares a summary of pay quantities based on the daily inspection reports. e The Resident Engineer uses the summary of pay items to develop periodic pay estimates for the Supervisor of Inspections and the TOWNSHIP OF WEST ORANGE Engineer. The summary of pay items must be used for comparison and negotiation of contracts payment requests. The Supervisor of Inspections and the Contract Administrator must ensure proper payments are being made in accordance with the contract provisions. Upon acceptance of the negotiated contractor payments, a voucher request will be forwardto TOWNSHIP OF WEST ORANGE Department of Finance for contractor payment. Once contractor payment is made, the Contract Administrator must prepare and submit a State voucher. ¢ Prevailing wage rate requirements of 23 U.S.C. and the Davis-Bacon Act must be met and documented in the TOWNSHIP OF WEST ORANGE’s project files. Wage rate interviews must be performed by the site inspector or resident engineer. e Environmental commitments and/or permit requirements must be met and documented in the daily inspection reports. ¢ All pedestrian facilities must be constructed or reconstructed in accordance with the American with Disabilities Act (ADA) of 1990’ Section 504 of the Rehabilitation Act of 1973, 28 CFR Part 35.14(e) and NJDOT Standard Construction Details. The site inspector and the Supervisor of Inspections will be responsible for the inspection of all ADA related facilities. ¢ DBE requirements are monitored and enforced to ensure compliance with 49 CFR 26; the contract plans, specifications and related contract documents; the NJDOT Construction Handbook Section V., Subsection B and NJDOT DBE/ESBE e Include provision to identify the TOWNSHIP OF WEST ORANGE’s full time employee in “responsible charge” of the project. Buy America - Title 23

Handbook Section V., Subsection B and NJDOT DBE/ESBE e Include provision to identify the TOWNSHIP OF WEST ORANGE’s full time employee in “responsible charge” of the project. Buy America - Title 23 CFR 635.410 required that all steel or iron products permanently incorporated into a federal-aid project must be manufactured in the United States. This includes application of coatings. Buy America requirements apply to the entire federal-aid project. Steel or iron products purchased with non federal funds are not exempt from this requirement. Waivers are permissible in rare cases as specified in 23 CFR 635.410(1). Minimal use of foreign steel or iron is permissible if the costs of such materials does not exceed one-tenth of one percent of the total cost or $2,500, whichever is greater as specified in 23 CFR 635.410(b)(4). Page 5

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT The TOWNSHIP OF WEST ORANGE’s responsible charge is responsible for receiving the Buy America certification at time of delivery and prior to the steel or iron product being incorporated into the project. The Buy America certification must be current, signed, and dated and be specific to the materials. DBE Compliance - Title 49 CFR 26 requires that Disadvantaged Business Enterprises (DBE’s) have an equal opportunity to receive and participated in federal-aid assisted construction contracts. TOWNSHIP OF WEST ORANGE will award federal-aid contracts to only those bidders who make a good faith effort to meet the DBE goals established by NJDOT’s Civil Rights Contract Compliance Unit. TOWNSHIP OF WEST ORANGE will continuously monitor DBE participation as the project progresses and is responsible for ensuring the contract goals will be met at the time of project completion. TOWNSHIP OF WEST ORANGE’s responsibilities include: 1. Verification of Recommendation to Award memorandum and For CR-266F, “Schedule of DBE/ESBE Participation (former “Form A”) to determine status of the subcontractors to monitor DBE/ESBE compliance. 2. Monitor participation by comparing contracts DBE/ESBE/SBE goal commitments against each Form DC-18 “Request for Approval to sublet”. Cross check the Daily Work Reports with each affected Form-18, the Recommendation to Award, and the From CR-267, Monthly Report of Utilization of ESBE/DBE or SBE. 3. Utilize Daily Work Report to document on-site monitoring of stipulated DBE work items and contractor performing the work to insure compliance. 4. The person in responsible charge must be made aware of non-compliance issues and direct the contractor in writing to comply with these requirements. Revisions can only be made to the approved DBE/ESBE/SBE program upon submission of a review Form CR 266 by the contractor and review and approval by NJDOT. 5. Any DBE/ESBE/SBE goal commitments not fulfilled must be supported by Good Faith Effort documentation and reviewed and approved by NJDOT based on the guidance set forth in 49 CFR 26 Appendix A. Schedules - Review the progress schedule prepared by the contractor and consult with Engineer concerning acceptability. Meetings - Attend meetings with the contractor such as preconstruction conferences, progress meetings, job conferences and other project related

or and consult with Engineer concerning acceptability. Meetings - Attend meetings with the contractor such as preconstruction conferences, progress meetings, job conferences and other project related meetings, and prepare and circulate the minutes thereof. Liaison - The RE shall serve as the Engineer’s liaison with the contractor working principally with the contractor’s superintendent and the RE shall assist in understanding the contract documents. The RE shall also assist the Engineer in serving as the TOWNSHIP OF WEST ORANGE’s liaison with the contractor. In addition, the RE shall assist in obtaining additional details or information from the TOWNSHIP OF WEST ORANGE when required for proper execution of the work. Existing Conditions DVD Movie - The RE is to direct the contractor to immediately, and before any construction work begins, have made a professional Pre-construction DVD movie of the entire existing conditions of the work area and the immediate area along the sides of Page 6

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT the project work area. This DVD is to be a record of conditions before construction. When the contractor has finished recording the existing conditions, the RE is to immediately review this movie for content, and if found to be clear, properly done, and adequate, the RE shall immediately record the date of receipt and provide a copy to the TOWNSHIP OF WEST ORANGE Engineer’s Office before the construction begins. Shop Drawings - The RE shall record the date of receipt of all shop drawings delivered to the site and advise the Engineer and the contractor of the commencement of any work requiring a shop drawing if the submittal has not been approved by the Engineer. Review of Work. Rejection of Defective Work, Inspections and Tests -The RE shall conduct on- site inspection of the work in progress and shall assist the Engineer in determining if the work is in general proceeding in accordance with the plans and specifications. If the RE believes that any work is unsatisfactory, faulty or defective or does not conform to the plans or specifications, or has been damaged, or does not meet the requirements of any inspection, test or approval required to be made, the RE shall report this to the Engineer and shall further advise the Engineer of any work that the RE believes should be corrected or rejected or should be uncovered for inspection or requires special testing inspection or approval. The RE shall verify that tests, equipment and operating and maintenance are conducted in the presence of appropriate personnel and that the contractor maintains adequate records thereof. The RE shall report appropriate details relative to test procedures and results to the Engineer. Interpretation of Contract Documents - When clarifications and interpretations of the plans and specifications are requested by the contractor, the RE shall report this information to the Engineer and shall then transmit to the contractor the clarifications and interpretations as issued by the Engineer. Modifications to Plans and Specifications - Contractor’s suggestions for modifications to the plans or specifications shall be considered and evaluated by the RE and reported with the RE’s recommendations to the Engineer. The RE shall then transmit the decisions issued by the Engineer to the contractor. Records - The RE shall maintain at the job site orderly

and reported with the RE’s recommendations to the Engineer. The RE shall then transmit the decisions issued by the Engineer to the contractor. Records - The RE shall maintain at the job site orderly files for correspondence, reports of job conferences, shop drawings, reproductions of original plans and specifications including all addenda, change orders, field orders, additional plans issued subsequent to the execution of the contract, Engineer’s clarifications and interpretations of the plans and specifications, progress reports, source documentation, buy America certifications, DBE compliance, and other project related documents. The RE shall keep a diary or log book, recording contractor hours on the job site, weather conditions, data relative to questions of field changes, change orders or other change conditions, list of job site visitors, daily activities, field decisions, observations in general and specific observations in more detail as in the case of observing test procedures. The RE shall send copies of the diary or field log to the Engineer and TOWNSHIP OF WEST ORANGE. The RE shall also record names, addresses, and telephone numbers of all contractors, subcontractors and major suppliers of materials and equipment. Reports - The RE shall furnish the Engineer and TOWNSHIP OF WEST ORANGE Engineer periodic reports as required of progress of the work and of contractor’s compliance with Page 7

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT the progress schedule and schedule of shop drawings. The RE shall advise the Engineer and TOWNSHIP OF WEST ORANGE Engineer in advance of scheduled major tests, inspections or start of important phases of the work. The RE shall draft proposed change orders and work changes, obtaining back-up material from the contractor and recommend to Engineer change orders, work changes and field orders. The RE shall report immediately to both the Engineer and TOWNSHIP OF WEST ORANGE upon the occurrence of any accident. Payment Requests - The RE shall review applications for payment with the contractor for compliance with the contract and shall forward the recommendations to the Engineer, Completion - Before the Engineer recommends a certificate of substantial completion to the TOWNSHIP OF WEST ORANGE Engineer, the RE shall submit to the contractor a list of observed items requiring completion or correction. The RE shall also conducta final inspection in the company of the Engineer, TOWNSHIP OF WEST ORANGE and contractor and shall then prepare a final punch list of items to be completed or corrected. Prior to making recommendation for final payment to the Engineer, the RE shall assure that all items on the final punch list have been completed or corrected by the contractor. Communication and Emergencies - The RE shall have a cell phone in his or her possession at all times in case the TOWNSHIP OF WEST ORANGE Engineer requires any communication with the site. In addition, the RE shall supply the TOWNSHIP OF WEST ORANGE with a twenty-four hour phone number to be used in case of emergency. Emergencies include but are not limited to accidents involving property damage, bodily injury, hazardous waste spills or unearthing hazardous waste, or damage to existing utility infrastructure. As-Built Plans - The RE shall prepare a set of as built plans in accordance with requirements listed on page 3 Limitations of Authority of The RE: Shall not authorize any deviation from the contract plans or specifications or substitute any materials or equipment not authorized by the Engineer; Shall not exceed limitations of Engineer’s authority as set forth in the General Conditions or the Contract; Shall not undertake any of the responsibilities of contractor, subcontractor or contractor’s superintendent; Shall not advise on, issue directions

et forth in the General Conditions or the Contract; Shall not undertake any of the responsibilities of contractor, subcontractor or contractor’s superintendent; Shall not advise on, issue directions relative to or assume control of any aspect of the means, methods, techniques, sequences or procedures of construction without prior approval of the Engineer and TOWNSHIP OF WEST ORANGE Engineer Shall not advise on, issue directions regarding or assume control over safety precautious and safety programs in connection with the work; Shall not accept shop drawings from anyone other than the contractor; Page 8

SAMPLE TOWNSHIP OF WEST ORANGE CONTRACT Shall not participate in specialized field or laboratory tests or inspections conducted by others Construction Inspection / Construction Services Individuals At least one full-time NICET (or equivalent) inspector shall be on site during all construction activities. A resident engineer shall be available during the duration of the project and for project close- out. All outside consultant service individuals shall report to the TOWNSHIP OF WEST ORANGE supervisor of inspections within the Division of Engineering. eMaintain appropriate daily reports and construction as-built quantity records Conduct wage rate inspections ona monthly base (shall be done per trade minimum). Review contractor submissions to insure compliance with prevailing wage rates, DBE/ESBE requirements, and training requirements. Review and process contractor payments. Project engineer reviews for completeness (payment applications, invoice, and signed voucher).If incomplete, notify contractor of needed items On-site inspector reviews to verify quantities completed. If discrepancy, notify contractor to reconcile Resident engineer verifies bid unit prices and calculation of payment amount. Resident engineer verifies contractor submission of certified payrolls, DBE utilization report (if applicable), monthly utilization report (web based), and training reports (if applicable). Notify contractor if items are needed. ENGINEERING STANDARDS AND REQUIREMENTS: All work shall be done in strict compliance with all applicable Federal, New Jersey State, TOWNSHIP OF WEST ORANGE, and local municipal laws, rules, and regulations. All signal and roadway design prescribed herein shall comply with: . the AASHTO “A Policy on Geometric Design of Highways and Streets” (current edition) . the NJDOT “Design Manual - Roadway” (current edition and addenda) . the FHWA “Manual on Uniform Traffic Control Devices” (current edition and addenda) . the National Electrical Code (current edition) . the NJDOT “Standard Roadway Construction - Traffic Control - Bridge Construction Details” (current edition and addenda) f. the NJDOT Standard Specifications for Road and Bridge Construction” (current edition and addenda) g. the NJDOT “Supplementary Specifications for State Aid Projects” (current edition) h. the NJDOT “Supplementary Specifications for Federal Aid