Quality Assurance Review
Plan For
Partnering on Construction Projects
Measurement Criteria
1.
2. Partnering Policy No.
27-003(P) issued
3. “Formal Partnering”
and “Preconstruction Conferences and Informal Partnered Projects” Standard
Procedure Nos. 510-003(SP) and 510-004(SP) issued
Monitoring Method
1. Interview with
District Construction Engineer and/or District Partnering Coordinator.
2. Review district project
files on partnering, at least 10% of all projects completed within the last
construction season.
3. Attend at least 1
preconstruction conference for an informally partnered project and at least 1
formal partnering workshop (if applicable). (FYI only)
4. Interview at least
two project engineers on active projects, one with a formally partnered project
(if applicable) and one with an informally partnered project. (FYI only)
1. All Districts will
be reviewed every year.
Results Reported
1. Written report to
the Deputy Director Division of Construction Management, District (DDD, HMA,
DCE) and the FHWA (if applicable) within 2 weeks of last interview.
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
applicable)
7. District Deputy
Directors
8. District Highway
Management Administrators and the District Construction Engineers
Compliance Tracking
1. QAR file in the Division of Construction
Management.
Compliance Follow-up
1.
Review of district performance until improved to
desired level. There must also be a submission
of a compliance action plan if the deficiencies are significant.
2.
Review
and revision of plan if warranted.
Deputy Director
Signature_________________________________________ Date __________
Quality Assurance Review
District Office Review
District: ______ Date of Review: _________
District Construction Engineer: ________________________________________
District Partnering Coordinator: ________________________________________
District Office Review
General:
- review the plans, proposal and any special provisions
- identify and invite stakeholders
- determine the length, date and location of the workshop
- select a facilitator
* Notes and/or comments on any of the items listed above:
Division of Construction Management
Name:_________________________
Quality Assurance Review
Project Review
District: ______ Date of Review: _________ No.of Projects Reviewed _________________
District Construction Engineer: ______________________________________________________
District Partnering Coordinator: ______________________________________________________
Project Review
General:
1._____Is there a scoring chart record for the project to determine if the formal partnering process was required?
2._____Prior to the preconstruction meeting did the District review the project to determine potential problem areas?
3._____Does the District establish a team of key project personnel prior to the preconstruction meeting to:
- review the plans, proposal and any special provisions
- identify and invite stakeholders
- determine the length, date and location of the meeting
- select a facilitator to chair the meeting
4._____At the precon/partnering meeting does the District ensure that all areas of the Standard Procedure are covered? Was there a checklist?
5._____At the precon/partnering meeting are all of the key ODOT people in attendance? Was there a sign in sheet?
6._____Is there a partnering agreement signed by all attending and a copy in the file?
7._____Is there an agreed RFI system set up?
8._____Is Proposal Note 25 – Dispute Resolution Process discussed in detail and agreed to by all?
9._____Is the chain of command for both parties discussed, documented and understood by all?
10.____Is partnering discussed at
progress meetings and is it documented in the minutes?
* Notes and/or comments on any of the items listed above:
Division of Construction Management
Name:_________________________
Quality Assurance Review
Checklist for
Precon Evaluation/ Informal Partnering
Date:___________________
Time:_______________ District
No.:________
Project
No.:_______________ Co./Rt./SLM______________________________
Location of Precon Meeting:_____________________________________________
Chairperson:_________________________Reviewer:________________________
Prime
Contractor:______________________________________________________
A. Administrative
requirements covered: Yes/No/Comments
l.
Announce the appointment of the PE/PS.
2.
Material approval, inspection, and payment processes.
3.
Change order process.
4.
Contractor evaluation process and C-95 form.
5. Proposal, special provisions, and general plan notes.
6.
Review of current ODOT Safety requirements.
B. Legal
requirements covered:
l.
Prevailing wage requirements and procedures.
2.
Project bulletin board responsibilities and give the
Contractor necessary posters for the bulletin board.
3.
Contractor EEO responsibilities: nondiscriminatory
hiring requirements, hiring goals for the area, and procedures under the
voluntary on-the-job training program.
4.
Contractor responsibilities under l07.l2 for protection
and restoration of property.
5.
Environmental permit requirements and Contractor responsibilities for
sediment
and erosion control.
C. Review of planned project work:
l.
Special environmental commitments.
2.
Right-of-way
issues.
3.
Utility
relocations.
4.
Railroad coordination, including any agreements between
the Contractor and a railroad.
5.
Any pending change orders or contemplated extra work.
D.
Information from the contractor:
1. State the proposed date for
the start of project work.
2.
Announce the
name of the Project Superintendent.
3.
Present a progress schedule or CPM.
4.
State
all known subcontractors, suppliers, and material sources.
5.
State,
in general, work procedures, type of equipment to be used, and the
number of working shifts to be
used.
6.
State
the haul roads (C&MS Section l05.l3l) and waste and borrow
Areas (C&MS Section
l05.l5l) to be used.
7.
Submit
documentation itemizing the payroll taxes that the project will incur
under l09.04(a) if extra
work is added to the project.
8.
Submit
documentation stating the method of paying fringe benefits to workers
required by prevailing wage
law.
E. Documentation of the preconstruction
conference
shall include the following
minimum requirements:
1. A list of conference attendees and their
affiliation.
2.
Written
minutes or a tape recording of the conference.
Informal partnering session:
1. Establishment of an RFI process, specifically
to whom an RFI must be addressed,
acceptable format (letter, e-mail), and
standard response time.
2.
Review
the Dispute Resolution Process as specified in proposal note 025.
A.
If
the time frames given in Proposal Note 025 are not realistic for the project
the
DCE and Contractor shall agree
upon new time frame to resolve issues at each step.
B.
Empower the district staff to quickly resolve issues in steps l or 2 of
the Dispute
Resolution Process.
C.
Review the chains of commands of the Department and Contractor.
D.
Obtain understanding and agreement that ignoring an issue or making no
decision is
not acceptable.
E.
Individuals are not expected to make a decision with which they are un-
comfortable, but should escalate upward
in the dispute resolution process.
3. The
informal partnering session should agree to Finalize-As-You-Go.
4.
The agreements made will be documented and placed in the
project file with a copy to the
Contractor.
* Notes and/ or comments on any of the items listed above: