Quality Assurance Review
Plan For
Construction Documentation on Local-let LPA
Projects
Measurement Criteria
1. Federal Aide Policy
Guide – (23CFR 635.105), 23 USC sections 112 and 109(p)
2.
3. Policy No. 25-001(P)
issued
4. Locally
Administered Transportation Manual of Procedures (2003)
Monitoring Method
1. Interview with the District
Construction Engineer and the District Construction Monitor for LPA projects.
2. Review district
files on at least 10% of the active local-let LPA project for Pre-award Meeting
checklist, Pre-construction meeting checklist, Progress meeting checklist and
Final Documentation review checklist.
1. All Districts will
be reviewed every year depending on the number of active projects.
Results Reported
1. Written report to
the Deputy Director of Construction Management, District (DDD, HMA, DCE and CM),
Office of Local Projects and the FHWA (if applicable) within 2 weeks of the review.
2. Written QAR summary
report published annually with “Best Management Practices”.
Result Shared
Written annual report
to:
1. Deputy Director
Division of Construction Management
2. Administrator
Office of Construction Administration
3. State Construction
Engineer
4. Assistant Director
for Highway Operations
5. Office of Quality
6. FHWA (if required)
7. District Deputy
Directors
8. District Highway
Management Administrators and the District Construction Engineers
Compliance Tracking
1. QAR files in the Division of Construction
Management.
Compliance Follow-up
1.
Review of district performance until improved to
desired level and a required submission of a compliance action plan if
deficiencies are significant.
2.
Review
and revision of plan if warranted.
Deputy Director
Signature _______________________________________Date ____________
Quality Assurance Review
District: _________ Date of Review: _________
District Construction Engineer:
________________________________________
District
Construction Monitor:
________________________________________
District office
Review
General:
1._____Has the DCE
appointed a Construction Monitor with appropriate experience?
2._____Has the DCE
or designee reviewed the qualifications and experience of LPA engineers and
inspectors?
Pre-Award:
3._____Are pre-award
meetings held and are they before the bidding period begins?
4._____Are the
required minimum participants in attendance (i.e. ODOT: DCE or designee, CM,
LPA Coordinator; LPA: CPE, DPE, PW Compliance Officer, EEO Officer)?
5._____Do the files
indicate the names/qualifications of all significant project personnel?
6._____Does the LPA
provide a documented Claims Management process?
7._____Does the LPA have
a Materials Management process?
8._____Does the LPA
provide a documented Change Order process?
9._____Does the LPA
have a Documentation process?
10.____Are meeting
minutes or checklist prepared and distributed?
Pre-Construction Conference:
11.____Are
preconstruction conferences held?
12.____Are the
required participants in attendance (i.e. CPE, contractor, ODOT: CM, DCE or
designee, LPA Coordinator)?
13.____Are the
appropriate items secured from the contractor (i.e. progress schedule, material
sources list, subcontractors list, haul roads and detours list)?
Project Monitoring and Documentation:
14.____Are progress
meetings held, and attended by the CM?
15.____Are the
appropriate period project administration reviews held for Materials
Management?
16.____Are the
appropriate period project administration reviews held for project
documentation?
17.____Does the CM
monitor the LPA's claims process to ensure the LPA follows the approved Claims
Resolution Process?
18.____If there were
claims, did the DCE or designee grant approval to the resolution of complaints,
disputes or claims that extend the project construction time frame and/or
increase project costs?
19.____Did the CM
and DCE or designee approve reimbursement requests?
20.____Are
reimbursement requests processed within 14 days of receipt?
21.____Are claims
reviewed as they develop and prior to any reimbursement?
22.____Are change
orders reviewed with each reimbursement request and as approved?
Project Closeout:
23.____Are final
inspections performed?
24.____Are the
required participants in attendance (i.e. CPE, CM, contractor)?
25.____Is a C-85
prepared and on file?
26.____Is the
Certification of Payroll Affidavit complete and on file?
27.____Is the LPA's
written acceptance and final project certification on file?
28.____Is the
Contractor/DBE affidavit (Affidavit of Subcontractor Payment) complete and on
file?
** Notes and/or
comments on any of the items listed above:
Division of Construction Management
Name: _________________________