Project Completion Guidelines and Records Management
This document outlines the steps and requirements for completing construction projects, including inspections, final documentation, demobilization, and recordkeeping guidelines. It covers aspects such as formal acceptance, final inspections, demobilization procedures, submission of as-builts, and specific record retention requirements for various types of projects like FHWA and FEMA projects.
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PROJECT DEATH Stephanie Rich
Corrective Work Punch List Work Complete Date Request Final(s) Comprehensive Final Inspection Report All work complete, Request Formal Acceptance
Various Final Inspections Contact Central Office Construction Liaison If you had a submittal, you need a Final Inspection.
Comprehensive Final Compile All Final Inspections Issue Comprehensive Final Inspection Report Start the Clock
Demobilization 25% Upon Formal Acceptance 50% When the Final is Submitted to the D.O. 25% on the Final Estimate * Keep each funding line balance of at least $1,000 until the Final Estimate.
As Builts Send them in with or soon after the Final is submitted to Central Office. We are currently accepting mylar or electronic micro station copies
Formal Acceptance Ditches should drain All Corrective Work is complete Corrective Work Complete Date in SiteManager Request Formal from the Central Office Construction Liaison
FHWA Full Oversight IM, NH, APD, ARRA in the Project number usually interstates, parkways, Appalachian Development Projects or ARRA projects. Records must be maintained 3 Years from FHWA Reimbursement to KYTC - If in doubt call me! Looking at a way to inform the construction crew offices when projects are closed out.
FEMA PROJECTS Records must be maintained until they are audited by FEMA (Usually performed when they are in town for a subsequent disaster)
Resurfacing Projects Records can be destroyed as soon as the final estimate is paid to the contractor. - Indicated by physical Work Complete Date in the Critical Dates of Sitemanager
Grade & Drain Projects that are not Direct FHWA Oversight Records must be maintained for three years after the contractor is paid the final estimste Indicted by the physical work complete date in the Critical Dates of Sitemanager
Contract End Open to Traffic Date is needed even when the contract has always been open to traffic. After time charges have stopped, Final Inspections take place. After Formal Acceptance, final checking begins. Purpose of Final checking---to make it easy for someone with no experience in construction to verify the quantities paid.
Checking Final Quantities Make sure there are last load tickets for every weighed quantity paid. Make sure all other quantities are justified by drawings, measurements, or other means to verify the quantity paid. Make sure all DWRs are approved on Diaries. Material certification then takes place. The files are sent to the District Office.
To the District and Beyond The District Office Final Processor checks the quantities in the same manner as the Section Office. Starting with verifying weigh tickets, through all the documentation of all other quantities. Verifying if LDs are applicable and all material certification are completed. District Office sends a copy of the final quantities to the Contractor for 14 day review. Central Office Estimate Section is notified and completes the verification of quantities. Final Release is sent to the contractor for signature. Final Release is returned to Central Office and Contractor is paid. Contract is closed in SiteManager when Final payment is made and the Physical Work Complete Date is entered.
Maintenance Design Meetings Ditches should drain It s yours bed to lay in Post Construction Reviews
