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CONSTRUCTION OVERSIGHT CHECKLIST FOR LOCAL AGENCY PROJECTS
Local Agency -
Project # -
Project Code -
Local Agency Construction Documentation Date Received /
Reviewed by Submittal Requirements Reference Comments
CDOT Staff
ADMINISTRATIVE
Copy Needed in CDOT Project File (X)
LA Project Desk Reference, page 7-10, #7.10
3 sets of
Plans, 11" x 17", Contract Documents and
Distribute Award Plans and Specifications X Project File Construction Specifications 1 set of
Signed and Sealed Plans, 11' x 17'. Contract
Documents and Construction Specifications
Request Materials Testing Schedule - Form X Submit Final Copy to Staff LA Project Desk Reference, page 9-2, #9.3
250 Materials & Finals Eng.
Request Independent Assurance Testing Schedule X Submit Final Copy to Staff LA Project Desk Reference, page 9-4, #9.7
- Form 379 Materials & Finals Eng.
Pre-Construction Meeting N/A Possible attendees if in CDOT Right of Way -
https://www.codot.gov/business/designsupport/bulletins_manuals/cdot-construction-manual/agenda-forms
Maintenance - Traffic Operations - Resident Engineer - Environmental
Emergency Notification Form (Distribute to CDOT Distribute to CDOT Staff if
Staff if on State Highway) X project is within State
Right of Way
Initial work schedule bar chart or critical path X Project File LA Project Desk Reference, page 8-4, #8.3.11 CDOT Spec 108.03
method schedule
Project Engineer and Inspector Certifications X Project File CDOT Policy Memo 22, 25, 25a Must comply for project work inside CDOT ROW. Make copy of
certifications.
Certificate of Insurance (CDOT Named as LA Project Desk Reference, page 7-9, #7.9 Contractor Insurance Company to provide, CDOT is included in list of
additional insured) X Project File and page 8-4, #8.3.12. Standard insured.
Specifications R&B Section 107.15
LA Project Desk Reference, page 8-6, #8.5.
Weekly Time Count Reports - Form 262 or 263 N/A Const. Manual 108.8.5 and 120.6.1, and B 39 Verify Copies are in LA Project File.
- B 46
Project Safety Management Plan X Project File LA Project Desk Reference, page 8-1, #8.2 Safety Plan should be project specific.
CIVIL RIGHTS
Sublet Permit Application - Form 205 X Submit to (Civil Rights Office) LA Project Desk Reference, page 8-2 #8.3.2. One approved Form 205 for each subcontractor. Form must be
CRO at Beginning of Project Const Manual 120.10.2 & B 31-B 38 submitted and approved before subcontractor may go to work.
Provide Form 1415 for each DBE Form 205 subcontract, supply contract
Contractor DBE Subcontract - Form 1415 X Submit to CRO at Beginning of Construction Bulletin 2014 #2 and service/broker contract. Must be approved by CRO prior to
Project subcontractor beginning work; only for DBEs that were not part of
approved plan.
EEO Bulletin Board N/A Verify Bulletin Board is posted. A binder is no longer sufficient.
https://www.codot.gov/business/bidding/bulletin-board-postings
OJT Commitment Form - Form 1337 X Submit Copy to CRO https://www.codot.gov/business/civilrights/on-theN-ojot bA-ptrpaliincianbgl-ep irfo OgrJaTm G ;o LalA i sP 0ro Hjercst Desk Reference page 10-4, #10.5
Monthly OJT Trainee Status - Form 832 X Submit Copy to CRO https://www.codot.gov/business/civilrights/on-theN-ojot bA-ptrpaliincianbgl-ep irfo OgrJaTm Goal is 0 Hrs
OJT Trainee Form - Form 838 X Submit Copy to CRO https://www.codot.gov/business/civilrights/on-theN-ojot bA-ptrpaliincianbgl-ep irfo OgrJaTm Goal is 0 Hrs
Annual EEO Report - Form 1391 X Submit Copy to CRO (If LA Project Desk Reference, page 10-5, #10.7 Annual EEO Report is only required for Federal Aid construction projects
Applicable) active during the last complete week in July.
Local Agency Construction Documentation Date Received /
Reviewed by Submittal Requirements Reference Comments
CDOT Staff
Verify Contractor Complaint Procedure N/A LA Project Desk Reference, page 8-3, #8.3.5 Verify a copy of the procedure is in Local Agency Files
Verify Contractor's Method of Monitoring Subs N/A LA Project Desk Reference, page 8-3, #8.3.6 Verify copy is in Local Agency Files
Project EEO Meeting Date N/A LA Project Desk Reference, page 8-3, #8.3.9 Verify a copy of the Meeting Minutes is in Local Agency Files
EEO Interviews (Number Required X Submit Monthly to CRO Office Construction Manual Section 107.1.5 Local Agency required to do 4 interviews / active month of construction.
______________) - Form 280 All OJT trainees must be interviewed.
LA Project Desk Reference, page 10-5, #10.6. Payrolls are done weekly for each week a contractor is active. Identify "no
Contractor Payroll Submittals - Form 118 X Submit Monthly to CRO Office Contract Documents Project Special work" periods. Payroll must be checked and signed by the Local Agency.
Provisions, Required Contract Provisions All certified payrolls should have CDOT Form 118 - a signed statement of
FHWA Form 1273 compliance.
Submit to CRO Office at the Contractor shall complete Form 1419 quarterly. Local Agency must
Contractor DBE Payment Certification - Form 1419 X End of the Project LA Project Desk Reference, page 11-3, #11.8 review and sign quarterly and submit to CRO on quarterly basis. Only
final Form 1419 due at end of projct to CRO.
LA Project Desk Reference, page 10-2, Prompt Payment Form 1418 should be submitted monthly. Local Agency
Prompt Payment - Form 1418 X Submit Monthly to CRO Office #10.1.5 is responsible for reviewing form to ensure all subs are getting paid
promptly. Should investigate delay of payments to subs.
DBE Plan Modification Requests - Form 1420 (if X Submit to CRO LA Project Desk Reference, page 10-2, Requests must be submitted by prime contractor and approved by CRO.
applicable) #10.1.6 and page 11-3, #11.8
EEO Certification Acceptance Letter X Submit to CRO Office at the LA Project Desk Reference, page 11-2, #11.5 Done by Local Agency.
End of the Project
MATERIALS
Mix Designs submitted with LA Approval / CDOT Submit to Region Materials if LA Project Desk Reference, page 8-4, #8.3.13 Local Agency Must Approve - Receive Concurrence from Region
Concurrence X on CDOT Right of Way Materials if Material being placed is within CDOT ROW
Form 46 (concrete truck check)
Finals Materials Documentation Review and Audit Submit to Region Materials and Local Agency completes page 1 and CDOT completes page 2. Both
Checklist - Form 1199 X Staff Materials Field Materials Manual, Documentation Tab Local Agency and CDOT project personnel are to review 100% of the
items and materials documents using this Form.
Certification for testing lab and testers (on file)
Submit to Region Materials and Checked and signed by Local Agency Professional Engineer. All Tests
Completed Materials Testing Schedule - Form 250 X Staff Materials LA Project Desk Reference, page 9-1, #9.2 and COC's shall be referenced on 250.
Submit to Region Materials and
Completed Assurance Test schedule - Form 379 X Staff Materials Field Materials Manual, Documentation Tab Done by Local Agency.
Submit to Region Materials,
Buy America certification X Staff Materials, and Finals Field Materials Manual, Documentation Tab Certification from Contractor. Example in Field Materials Manual.
Engineer
Materials Certification Letter from LA - Form Submit to Region Materials and
473-LA X Staff Materials Field Materials Manual, Documentation Tab Signed by Local Agency Project Engineer.
Explanation of Exceptions - Submit to Region Materials and Explanation of all Exceptions with supporting documentation that
Form 473-LA (Page 2) X Staff Materials Field Materials Manual, Documentation Tab addresses any exceptions or deviations.
Certificate of Compliance and Certified Test Submit to Region Materials,
Reports with certification stamp X Staff Materials, and Finals Field Materials Manual, Documentation Tab Done by Local Agency.
Engineer
PAY QUANTITY DOCUMENTATION
LA Project Desk Reference, page 8-5, #8.5. The LA shall submit written documentation to support all contractor
Pay Quantity Documentation - Form 266 X Project File Construction Inspection and Documentation payments. Each item shall have documentation showing item #,
Responsibilities, Const Manual Sec 100 and B description, project #, date, location, method of measurement, quantity
47 - B 50. paid, signature of inspector.
Daily Diaries kept and signed N/A LA Project Desk Reference, page 8-6, #8.5. Verify Local Agency is keeping Daily Diaries in Project Files and that they
are signed.
Scale Check if Required N/A Standard Specifications R&B Section 109 Verify Scale Check done for more than 2500 tons of material and in Local
Agency Project File.
Local Agency Construction Documentation Date Received /
Reviewed by Submittal Requirements Reference Comments
CDOT Staff
Tickets for items paid by the ton X N/A Construction Manual 121.2.1 Submit tickets (hard copies) in accordance with CDOT requirements.
CDOT Resident Engineer must approve all change orders before work
Contract Modification Orders - Form 90 X Project File LA Project Desk Reference, page 8-10, 8-11, begins. Local Agency to sign change order using standard language
#8.12 - 8.13 found in LA Project Desk Reference #8.12. Keep record of all CMO's in
Project File.
EROSION CONTROL
CDPS Permit X Project File Refer to current Water Quality Control Erosion Control Inspection Form Completed by Local Agency. Check with
specification Environmental unit to see if Consent Order specifications apply.
404 Permit X Project File
Dewatering Permit X Project File
TRAFFIC CONTROL
Approved Contractor's Method of Handing Traffic - Submit to Region Traffic if on LA Project Desk Reference, page 8-4, Approved by Local Agency - Submit to Region Traffic Unit for
X #8.3.10, Standard Specifications R&B, Section
one for each traffic situation CDOT Right of Way 630.09 Concurrence if on CDOT Right of Way
Traffic Control Manager's Daily Report N/A Verify Local Agency is collecting the TCS Diaries
LA Project Desk Reference, page 8-8, #8.7. Nighttime inspections: Local Agency Project Engineer is to make at least
Traffic Control Weekly and Night Inspections N/A For Form to use see LA Project Desk one nighttime inspection upon implementation of a new Method of
Reference, Appendix B 72 - B 74 Handing Traffic that includes nighttime traffic control devices. Also, Local
Agency and CDOT to make one joint inspection per calendar year.
Copies of ATSSA and Flagging cards X Project File Submit with Pre-construction paperwork.
Speed Reduction - Form 568 X Submit to Region Traffic if on
CDOT Right of Way
Wide Load Restriction (Letter to staff) N/A
Traffic Control Review X Project File Complete Traffic Control review with Local Agency Project Engineer.
FINALS DOCUMENTATION
Local Agency Final Data Worksheet X Submit to Finals Engineer Completed by CDOT
LA Project Desk Reference - Appendix F, page Done By Local Agency - Use Form F2 from Local Agency Project Desk
Final Construction Acceptance Certification X Project File F-2 Reference. If the Local Agency complies with this entire checklist, this
form is redundant.
Final Walkthrough of Project with CDOT - Form X Submit to Finals Engineer LA Project Desk Reference, page 11-1, #11.1 CDOT/LA joint inspection. Hard Copy generated by CDOT staff
1212 responsible for Oversight & signed by RE.
Final Project Acceptance Letter from LA to X Submit to Finals Engineer LA Project Desk Reference, page 11-1, #11.2 Done by LA Example see page B-70 of LA Manual.
Contractor / With Acceptance Date
As Constructed Plans X Submit copy to Central Files LA Project Desk Reference, page 11-2, #11.4 Done By Local Agency
and Finals Engineer
Materials Certification Letter - Form 473-LA X Submit copy to Central Files Field Materials Manual, Documentation Tab Done By Local Agency
and Finals Engineer
EEO Certification X Submit copy to Central Files LA Project Desk Reference, page 11-2, #11.5. The Local Agency cannot release retainage until this certification has
and Finals Engineer been received. (Note: R4 also uses a form for RCRO signature.)
Final Bill X Submit to Finals Engineer LA Project Desk Reference, page 11-5, #11.11
Final Billing closure letter X Submit to Finals Engineer LA Project Desk Reference, page 11-5, #11.11 Letter requesting project closure and a statement indicating there will be
no further billings.
Advertise for Final Settlement X Project File LA Project Desk Reference, page 11-1, #11.3 Done By Local Agency
Construction Contractor Performance Evaluation X Submit to EEMA Office Construction Bulletin 2014 #9 Done By Local Agency - CDOT to Submit to EEMA Office
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