109.07 Progress Payments... - Revision history

SchaeferS: /* Final Estimates */

2022-03-15T18:08:44Z

Final Estimates

SchaeferS: /* Final Estimates */

2022-03-15T18:08:22Z

Final Estimates

SchaeferS: /* Post Final Estimate Process */

2022-03-15T18:07:36Z

Post Final Estimate Process

SchaeferS: /* LAP Project Considerations */

2022-03-15T18:03:44Z

LAP Project Considerations

SchaeferS: /* LAP Project Considerations */

2022-03-15T18:03:04Z

LAP Project Considerations

SchaeferS: /* Progress Payment Topics to be discussed at the Pre-Construction Meeting */

2022-03-10T19:39:20Z

Progress Payment Topics to be discussed at the Pre-Construction Meeting

SchaeferS: /* Final Inspection, Acceptance, and Final Payment */

2022-03-10T15:35:45Z

Final Inspection, Acceptance, and Final Payment

SchaeferS at 13:30, 10 March 2022

2022-03-10T13:30:49Z

SchaeferS at 12:54, 10 March 2022

2022-03-10T12:54:52Z

SchaeferS at 22:11, 9 March 2022

2022-03-09T22:11:06Z

← Older revision		Revision as of 18:08, 15 March 2022
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−	[[File:Final_Estimate_Submittal_Form-Figure_109-1.jpg\|thumb\|center\|900px\|Figure ~~109-1~~ - Final Estimate Submittal Form 1105A Change State]]	+	[[File:Final_Estimate_Submittal_Form-Figure_109-1.jpg\|thumb\|center\|900px\|Figure 01 - Final Estimate Submittal Form 1105A Change State]]

@@ Line 193: / Line 193: @@
 ===[[#Final Estimates|Final Estimates]]===
-The following procedure for processing final estimates will expedite the finalizing of projects and final payment to the Contractor for completed work. <b><i>Figure 109-1</i></b> shows an example of the [https://mdotwiki.state.mi.us/images_construction/5/54/Final_Estimats_Form_1105A.pdf Final Estimate Submittal Form 1105A] must be submitted with the final estimate package.
+The following procedure for processing final estimates will expedite the finalizing of projects and final payment to the Contractor for completed work. <b><i>Figure 01</i></b> shows an example of the [https://mdotwiki.state.mi.us/images_construction/5/54/Final_Estimats_Form_1105A.pdf Final Estimate Submittal Form 1105A] must be submitted with the final estimate package.
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@@ Line 243: / Line 243: @@
 *Claims
 *During project reviews if any materials were not correctly associated, approved, and any other changes related to FieldManager documentation.
-*If at any time a post final estimate is run, the Engineer will change the state for this document as shown in Figure XX below from ProjectWise under 106 of the “Closeout Package” subfolder. Also, a notification email must be sent to [mailto:MDOT-Estimates@Michigan.gov MDOT-Estimates@Michigan.gov]. The notification email must include a statement that everything on form 1120 and form 1105 is still correct. If the information on forms 1120 and 1105A is no longer correct, revised forms must be completed and resubmitted.
+*If at any time a post final estimate is run, the Engineer will change the state for this document as shown in Figure 03 below from ProjectWise under 106 of the “Closeout Package” subfolder. Also, a notification email must be sent to [mailto:MDOT-Estimates@Michigan.gov MDOT-Estimates@Michigan.gov]. The notification email must include a statement that everything on form 1120 and form 1105 is still correct. If the information on forms 1120 and 1105A is no longer correct, revised forms must be completed and resubmitted.
-*To open a closed project in FieldManager, go to the Documentation page under the General tab, check “No” for Contract Closed, and the contract will be open. See screen shot below Figure 109-3. When the warning screen comes up, just click “OK.”
+*To open a closed project in FieldManager, go to the Documentation page under the General tab, check “No” for Contract Closed, and the contract will be open. See screen shot below Figure 02. When the warning screen comes up, just click “OK.”
-[[File:Final Estimate Submittal Form - Figure 109-1 Aug 2021.jpg|thumb|center|600px|Figure 109-3 - Review Contract Documentation]] [[File:Form 1120 image.jpg|thumb|center|750px|[https://mdotwiki.state.mi.us/images_construction/8/8c/Form_1120_image.jpg Form 1120]]
+[[File:Final Estimate Submittal Form - Figure 109-1 Aug 2021.jpg|thumb|center|600px|Figure 02 - Review Contract Documentation]] [[File:Form 1120 image.jpg|thumb|center|750px|[https://mdotwiki.state.mi.us/images_construction/8/8c/Form_1120_image.jpg Figure 03 - Form 1120]]

@@ Line 125: / Line 125: @@
 ===[[#LAP Project Considerations|LAP Project Considerations]]===
 All construction pay estimates require an e-signature by the Local Public Agency Responsible Charge (LRC) within 48 hours after the pay estimate generation in FieldManager. If the project has a consultant performing the construction engineering, the Engineer must also sign within the 48 hour period. The pay estimate must reside in the appropriate ProjectWise folder. The final estimate shall be processed as described in Final Estimates.
-A copy of the signed pay estimate must be forwarded to the DR.
+A copy of the signed pay estimate must be forwarded to the Designated Representative (DR).
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@@ Line 124: / Line 124: @@
 ===[[#LAP Project Considerations|LAP Project Considerations]]===
-All construction pay estimates require an e-signature by the LRC within 48 hours after the pay estimate generation in FieldManager. If the project has a consultant performing the construction engineering, the Engineer must also sign within the 48 hour period. The pay estimate must reside in the appropriate ProjectWise folder. The final estimate shall be processed as described in Final Estimates.
+All construction pay estimates require an e-signature by the Local Public Agency Responsible Charge (LRC) within 48 hours after the pay estimate generation in FieldManager. If the project has a consultant performing the construction engineering, the Engineer must also sign within the 48 hour period. The pay estimate must reside in the appropriate ProjectWise folder. The final estimate shall be processed as described in Final Estimates.
 A copy of the signed pay estimate must be forwarded to the DR.

@@ Line 40: / Line 40: @@
 #Provide the contractor with the following checklist:
 #*[https://www.michigan.gov/mdot/0,4616,7-151-9622_11044_11367-222170--,00.html Prevailing Wage Compliance]
-#*[https://mdotwiki.state.mi.us/images_construction/6/6a/Documentation_Guide_Final_Draft_07-29-19.pdf Documentation Guide - Minimum Acceptance Requirements for Materials Approvals and Documentation]
+#*[https://mdotwiki.state.mi.us/images_construction/6/6a/Documentation_Guide_Final_Draft_07-29-19.pdf Documentation Guide - Minimum Documentation Requirements for Pay Item Approvals and Material Acceptance]
 #*[https://www.michigan.gov/mdot/0,4616,7-151-9622_11044_11367_68095---,00.html Materials Source Guide]
 #*[http://www.michigan.gov/mdot/0,4616,7-151-9622_11044_11367-207980--,00.html Materials Quality Assurance Procedures Manual]

@@ Line 165: / Line 165: @@
 The intent of this procedure is to give the contractor a specific list of items to be addressed for final acceptance. If extra work is necessary for which the Contractor will be reimbursed, an appropriate work order will be prepared describing the work to be done and the nature and amount of reimbursement to be made. An item that was omitted from the original list, or defects caused by contractor’s operations after preparation of the list, must not be paid for as extra work.
-<u>Form 1120 Submittal Process</u>
+{{top}}
 When [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1120.pdf Form 1120] is signed by the TSC manager, the engineer must change the state on Form 1120 as shown in figure below from ProjectWise under 106 of the “Closeout Package” subfolder. When the state is changed, Contract Services Division will enter the acceptance date into the Department’s internal database.
@@ Line 228: / Line 230: @@
-<u>Post Final Estimate Process</u>
+{{top}}
 Post Final Estimate may be generated when any of the following occurs on a project.

@@ Line 220: / Line 220: @@
 *Final estimate MUST be generated in FieldManager only after Final Project Review is completed and all deficiencies are resolved.
 *All final estimates are to be processed for zero ($0) dollars. All contract modifications and progress pay estimates are to be fully processed and approved before generating the final pay estimate. Final pay estimates for zero dollars will help to ensure contractor prompt payment and efficient completion of forms such as Form 2124A and Form 1386, Post Certification of Subcontract Compliance.
 <u>Post Final Estimate Process</u>
@@ Line 234: / Line 241: @@
 *If at any time a post final estimate is run, the Engineer will change the state for this document as shown in Figure XX below from ProjectWise under 106 of the “Closeout Package” subfolder. Also, a notification email must be sent to [mailto:MDOT-Estimates@Michigan.gov MDOT-Estimates@Michigan.gov]. The notification email must include a statement that everything on form 1120 and form 1105 is still correct. If the information on forms 1120 and 1105A is no longer correct, revised forms must be completed and resubmitted.
 *To open a closed project in FieldManager, go to the Documentation page under the General tab, check “No” for Contract Closed, and the contract will be open. See screen shot below Figure 109-3. When the warning screen comes up, just click “OK.”
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@@ Line 22: / Line 22: @@
 #Contractors are strongly encouraged to utilize the read only or full contractor version of FieldManager. Read only files will be provided to the contractor and any subcontractors as requested when pay estimates are processed or when specifically requested. This will allow the contractor to review documentation deficiencies and address issues in a timely manner.
 #Contractors must perform acceptable quality work in accordance with the contract documents, as unacceptable work will result in delayed or no payment until the problem is addressed.
-#There should be discussion on the Frequently Used Special Provision for Prompt Payment [https://mdotcf.state.mi.us/public/dessssp/spss_source/12SP109(A)v2.pdf (20SP109(A))] including the following information:
+#There should be discussion on the Frequently Used Special Provision for Prompt Payment [https://mdotcf.state.mi.us/public/dessssp/spss_source/20SP-109A-01.pdf (20SP109(A))] including the following information:
 #:A. Progress Payments
 #::i. Start Date
@@ Line 40: / Line 40: @@
 #Provide the contractor with the following checklist:
 #*[https://www.michigan.gov/mdot/0,4616,7-151-9622_11044_11367-222170--,00.html Prevailing Wage Compliance]
-#*[https://mdotwiki.state.mi.us/images_construction/0/0d/Documentation_Guide_Final_Draft_02-25-19.pdf Documentation Guide - Minimum Acceptance Requirements for Materials Approvals and Documentation]       DOCUMENT NAME AND LINK NAME ARE DIFFERENT!!!
+#*[https://mdotwiki.state.mi.us/images_construction/6/6a/Documentation_Guide_Final_Draft_07-29-19.pdf Documentation Guide - Minimum Acceptance Requirements for Materials Approvals and Documentation]
 #*[https://www.michigan.gov/mdot/0,4616,7-151-9622_11044_11367_68095---,00.html Materials Source Guide]
 #*[http://www.michigan.gov/mdot/0,4616,7-151-9622_11044_11367-207980--,00.html Materials Quality Assurance Procedures Manual]
@@ Line 47: / Line 47: @@
 # Provide the following checklist to the prime contractor for their usage as well as sub-contractors (as appropriate):
 #*Is my subcontract signed?
-#*Has my subcontract been submitted to MDOT? Check MDOT contract inquiry screen: http://mdotwas1.mdot.state.mi.us/public/trnsport/
+#*Has my subcontract been submitted to MDOT? Check the [https://mdotjboss.state.mi.us/CCI/home.htm MDOT contract inquiry] screen.
 #*Are all of my subcontracts current? Check contract inquiry screen.
 #*Has my current certificate of insurance been submitted?
@@ Line 206: / Line 206: @@
 <center>2</center>
+|
-The Engineer will change the state on form 1105A as shown in Figure 1 below from ProjectWise under 106 of the “Closeout Package” subfolder. Only the state on form 1105A must be changed, the reminder of the Final Estimate Package documents simply need to be placed into the appropriate ProjectWise folder. When the state is changed CSD will be notified and begin the financial final process.
+The Engineer will change the state on form 1105A as shown in Figure 1 below from ProjectWise under 106 of the “Closeout Package” subfolder. Only the state on form 1105A must be changed, the remainder of the Final Estimate Package documents simply need to be placed into the appropriate ProjectWise folder. When the state is changed CSD will be notified and begin the financial final process.
 |-
+|
@@ Line 232: / Line 232: @@
 *Claims
 *During project reviews if any materials were not correctly associated, approved, and any other changes related to FieldManager documentation.
-*If at any time a post final estimate is run, the Engineer will change the state for this document as shown in Figure XX below from ProjectWise under 106 of the “Closeout Package” subfolder. Also, a notification email must be sent to [mailto:MDOT-Estimates@Michigan.gov MDOT-Estimates@Michigan.gov]. The notification email must include a statement that everything on form 1120 and form 1105 is still correct. If the information on forms 1120 and 1105 is no longer correct, revised forms must be completed and resubmitted.
+*If at any time a post final estimate is run, the Engineer will change the state for this document as shown in Figure XX below from ProjectWise under 106 of the “Closeout Package” subfolder. Also, a notification email must be sent to [mailto:MDOT-Estimates@Michigan.gov MDOT-Estimates@Michigan.gov]. The notification email must include a statement that everything on form 1120 and form 1105 is still correct. If the information on forms 1120 and 1105A is no longer correct, revised forms must be completed and resubmitted.
 *To open a closed project in FieldManager, go to the Documentation page under the General tab, check “No” for Contract Closed, and the contract will be open. See screen shot below Figure 109-3. When the warning screen comes up, just click “OK.”

@@ Line 78: / Line 78: @@
 ===[[#Action Items When Processing Progress Pay Estimates and Contract Modifications|Action Items When Processing Progress Pay Estimates and Contract Modifications]]===
 #Pay estimates are to be processed for reported quantities even if there is a dispute on the final quantity. An example is when the field office states that 50 feet of curb was completed and the contractor states that 60 feet was completed, the field office should pay the 50 feet of curb and timely resolve the discrepancy in final quantity.
-#Field offices need to ensure that payment is processed in a timely manner when all required documentation is received, reviewed, and approved. Procedures to ensure timely payments are encouraged (e.g. FieldManager reports reviewed by engineer, etc.).
+#Field offices need to ensure that payment is processed in a timely manner when all required documentation is received, reviewed, and approved. Procedures to ensure timely payments are encouraged (e.g., FieldManager reports reviewed by engineer, etc.).
 #Contract modifications are to be processed on a weekly basis or when there is a minimum of $10,000 in items over authorized quantity, whichever occurs first to ensure timely payment for work completed. With electronic approvals, more frequent contract modification processing is suggested. Waiting until the end of the project to process balancing contract modifications for increased quantities is not appropriate.
 #Engineers are to ensure that unit costs for contract revisions are incorporated per subsection 109.05 of the 2020 Standard Specifications for Construction. Any related correspondence is to be maintained in the project files.
@@ Line 95: / Line 95: @@
 #:A. The following documentation is required in order for our office to final out project XXXXX-XXXXXXA.
 #::i. In accordance with section 109.07 of the 2020 Standard Specifications for Construction, the contractor must submit written notification that all the work is complete.
-#::ii. Submit form 1386, Post Certification of Subcontractor Compliance (form attached).
+#::ii. Submit [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1386.pdf Form 1386], Post Certification of Subcontractor Compliance (form attached).
-#::iii. Submit any extension of contract time requests (form 1100A).
+#::iii. Submit any extension of contract time requests ([https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1100A.pdf Form 1100A]).
-#::iv. Submit paper copy of form 2124A (final submittal only) for each DBE vendor that provided a service (Subcontract OR supplier) on the contract in ProjectWise.
+#::iv. Submit paper copy of [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=2124A.pdf Form 2124A] (final submittal only) for each DBE vendor that provided a service (Subcontract OR supplier) on the contract in ProjectWise.
 #::v. Resolve any pending damage claims.
 #::vi. Submit As-Constructed (As-Built) final plans.
@@ Line 154: / Line 154: @@
 ===[[#LAP Project Considerations|LAP Project Considerations]]===
 LAP Projects are not exempt from pay estimate and inactive project notification. The local agency must keep the DR informed if the LAP project is inactive.
-MDOT may request the local agency explain inactivity and provide written justification on the Inactive Projects Validation Form (MDOT Form 3191). Upon notification from the LAP Section, the DR will facilitate form completion with the LPA, and submit the completed form back to the LAP Section for further processing.
+MDOT may request the local agency explain inactivity and provide written justification on the [https://mdotcfintra.state.mi.us/interchange/forms/pdfforms/3191.pdf Inactive Projects Validation Form (MDOT Form 3191)]. Upon notification from the LAP Section, the DR will facilitate form completion with the LPA, and submit the completed form back to the LAP Section for further processing.
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@@ Line 167: / Line 167: @@
 <u>Form 1120 Submittal Process</u>
-When Form 1120 is signed by the TSC manager, the engineer must change the state on Form 1120 as shown in figure below from ProjectWise under 106 of the “Closeout Package” subfolder. When the state is changed, Contract Services Division will enter the acceptance date into the Department’s internal database.
+When [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1120.pdf Form 1120] is signed by the TSC manager, the engineer must change the state on Form 1120 as shown in figure below from ProjectWise under 106 of the “Closeout Package” subfolder. When the state is changed, Contract Services Division will enter the acceptance date into the Department’s internal database.
 Form 1120 image - need to upload links from prod site
@@ Line 179: / Line 179: @@
 The local agency must notify the DR when the project is ready for a final field inspection. The DR must attend the final field inspection or arrange to inspect the project with the local agency at a different time.
-The local agency will prepare the Final Inspection/Acceptance form (MDOT Form 1120). The form must be signed by the following in order to recommend acceptance of the project:
+The local agency will prepare the Final Inspection/Acceptance form [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1120.pdf (MDOT Form 1120)]. The form must be signed by the following in order to recommend acceptance of the project:
 *Engineer in the ‘MDOT or Local Agency Consultant Engineer’ signature block
@@ Line 186: / Line 186: @@
 *TSC Manager (or designated alternate/backup) in the ‘TSC Manager’ signature block
-After TSC Manager signature, the DR will return to the LPA for appropriate distribution and filing in the appropriate PW file. Refer to MDOT’s Construction Manual 109.07, Acceptance of Work.
+After TSC Manager signature, the DR will return to the LPA for appropriate distribution and filing in the appropriate PW file. Refer to MDOT’s Construction Manual [https://mdotwiki.state.mi.us/construction/index.php/109.07_Final_Inspection,_Acceptance,_and_Final_Payment#Acceptance_of_Work 109.07, Acceptance of Work].
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 ===[[#Final Estimates|Final Estimates]]===
-The following procedure for processing final estimates will expedite the finalizing of projects and final payment to the Contractor for completed work. Figure 109-1 shows an example of the Final Estimate Submittal Form 1105A must be submitted with the final estimate package.
+The following procedure for processing final estimates will expedite the finalizing of projects and final payment to the Contractor for completed work. <b><i>Figure 109-1</i></b> shows an example of the [https://mdotwiki.state.mi.us/images_construction/5/54/Final_Estimats_Form_1105A.pdf Final Estimate Submittal Form 1105A] must be submitted with the final estimate package.
 {| class="wikitable"
@@ Line 201: / Line 201: @@
 <center>1</center>
+|
-The Final Estimate Submittal form 1105A must be included as part of the “Final Estimate Package.” When the items on the checklist have been completed, the Engineer will sign certifying that final quantities for payment in this estimate have been properly completed, reviewed and checked for accuracy in accordance with current published instructions.
+The [https://mdotwiki.state.mi.us/images_construction/5/54/Final_Estimats_Form_1105A.pdf Final Estimate Submittal Form 1105A] must be included as part of the “Final Estimate Package.” When the items on the checklist have been completed, the Engineer will sign certifying that final quantities for payment in this estimate have been properly completed, reviewed and checked for accuracy in accordance with current published instructions.
 |-
+|
@@ Line 217: / Line 217: @@
 *Extension of time authorized (if needed) to date of last work completed.
-*Acceptance report submitted, Form 1120. Project must have been accepted by MDOT.
+*Acceptance report submitted, [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1120.pdf Form 1120]. Project must have been accepted by MDOT.
 *Final estimate MUST be generated in FieldManager only after Final Project Review is completed and all deficiencies are resolved.
 *All final estimates are to be processed for zero ($0) dollars. All contract modifications and progress pay estimates are to be fully processed and approved before generating the final pay estimate. Final pay estimates for zero dollars will help to ensure contractor prompt payment and efficient completion of forms such as Form 2124A and Form 1386, Post Certification of Subcontract Compliance.
@@ Line 232: / Line 232: @@
 *Claims
 *During project reviews if any materials were not correctly associated, approved, and any other changes related to FieldManager documentation.
-*If at any time a post final estimate is run, the Engineer will change the state for this document as shown in Figure XX below from ProjectWise under 106 of the “Closeout Package” subfolder. Also a notification email must be sent to {mailto: MDOT-Estimates@michigan.gov]. The notification email must include a statement that everything on form 1120 and form 1105 is still correct. If the information on forms 1120 and 1105 are no longer correct, revised forms must be completed and resubmitted.
+*If at any time a post final estimate is run, the Engineer will change the state for this document as shown in Figure XX below from ProjectWise under 106 of the “Closeout Package” subfolder. Also, a notification email must be sent to [mailto:MDOT-Estimates@Michigan.gov MDOT-Estimates@Michigan.gov]. The notification email must include a statement that everything on form 1120 and form 1105 is still correct. If the information on forms 1120 and 1105 is no longer correct, revised forms must be completed and resubmitted.
 *To open a closed project in FieldManager, go to the Documentation page under the General tab, check “No” for Contract Closed, and the contract will be open. See screen shot below Figure 109-3. When the warning screen comes up, just click “OK.”
@@ Line 239: / Line 239: @@
 ===[[#LAP Project Considerations|LAP Project Considerations]]===
 The Final Estimate Packages must be processed as described above, with the following exceptions: LAP project Final Estimate Packages are prepared by the local agency and submitted to the DR. The Final Estimate
-Submittal Form (MDOT Form 1105A) is signed by:
+Submittal Form (MDOT [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1105A.pdf Form 1105A]) is signed by:
 *Engineer in the ‘Project Engineer’ signature block
 *LRC next to the ‘Project Engineer’ signature block
@@ Line 248: / Line 248: @@
 ==[[#Final Marked Plans|Final Marked Plans]]==
-Marked plans showing "as constructed" changes should be submitted to the Lansing Design Support Area upon completion of a project. This information is then transferred to the tracings for permanent record and future reference. A log job project does not include project plans other than details included in the proposal. Therefore on a log job, the engineer should send the appropriate project proposal sheets with “as-built” changes in lieu of marked plans. Instructions for the process are available at: http://www.michigan.gov/documents/mdot/As_Built_Plans_Mark-Up_Standards_295498_7.pdf and http://www.michigan.gov/documents/mdot/As_Built_Plans_ProjectWise_Submittal_Procedures_for_Jobs_Let_by_E-Proposal_295500_7.pdf
+Marked plans showing "as constructed" changes should be submitted to the Lansing Design Support Area upon completion of a project. This information is then transferred to the tracings for permanent record and future reference. A log job project does not include project plans other than details included in the proposal. Therefore, on a log job, the engineer should send the appropriate project proposal sheets with “as-built” changes in lieu of marked plans. Instructions for the process are available at: [http://www.michigan.gov/documents/mdot/As_Built_Plans_Mark-Up_Standards_295498_7.pdf As-Built Plans Mark-Up Standards] and [http://www.michigan.gov/documents/mdot/As_Built_Plans_ProjectWise_Submittal_Procedures_for_Jobs_Let_by_E-Proposal_295500_7.pdf As-Built Plans, ProjectWise Submittal Procedures for Jobs Let by E-Proposal].
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