Final Project Review - Revision history

SchaeferS: /* FAQs for Final Project Review */

2021-05-06T19:44:14Z

FAQs for Final Project Review

SchaeferS: Adjust LAP Project Considerations header to match all other header styles

2020-07-23T17:16:47Z

Adjust LAP Project Considerations header to match all other header styles

SchaeferS: added link to FPR Frequently Asked Questions page

2020-06-30T14:03:49Z

added link to FPR Frequently Asked Questions page

Clarkj25: /* Format of the Review */

2020-06-24T19:48:43Z

Format of the Review

Clarkj25: /* Format of the Review */

2020-06-24T19:47:01Z

Format of the Review

Clarkj25: /* Review Findings */

2020-06-24T19:44:19Z

Review Findings

Clarkj25: /* Final Project Review Report */

2020-06-24T19:43:00Z

Final Project Review Report

SchaeferS: Added Interim File Review link after creating the new section

2020-06-09T20:18:29Z

Added Interim File Review link after creating the new section

SchaeferS: Updated more links on page

2020-05-13T20:24:27Z

Updated more links on page

SchaeferS: Added newly created links for Project Closeout Escalation of Accountability and Letter to File pages

2020-05-13T19:53:08Z

Added newly created links for Project Closeout Escalation of Accountability and Letter to File pages

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 {{top}}
 [[Category:Construction Manual]]
 [[Category:Division 1 Supplemental]]

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 MDOT’s control section and job number should appear on each sheet to properly identify the work papers.  Clearly identify the pay item or material reviewed on each form.  Fill in the MDOT Standard Specifications for Construction section number for the item, and/or proposal reference page of the special provision for the item detailing the basis of measurement and payment.  The special provision modifies the standard specification for the item reviewed.  The support documents examined by the FPR Team should be listed on the forms.  All forms should be signed by the member of the review team who completed that portion of the review.
-<u>LAP Project Considerations</u><br>
+===LAP Project Considerations===
 MDOT let LAP projects, emergency relief LAP federal-aid projects, and federally funded local agency projects by non-competitive bid contract (force account) which are not performed by an engineer certified under the MDOT Certified Engineer Program are subject to this Final Project Review procedures.

← Older revision		Revision as of 14:03, 30 June 2020
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	The local agency’s designated person in Responsible Charge of the project, if not also the engineer of record, must be included on all correspondence related to the request for Final Project Review, subsequent review findings, and proposed resolutions.		The local agency’s designated person in Responsible Charge of the project, if not also the engineer of record, must be included on all correspondence related to the request for Final Project Review, subsequent review findings, and proposed resolutions.
		+
		+	===FAQs for Final Project Review===
		+
		+	A list of commonly asked questions and answers can be found on the [http://mdotwiki.state.mi.us/construction/index.php/FPR_Frequently_Asked_Questions FPR Frequently Asked Questions] page.

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 ===Format of the Review===
-When the engineer has determined the final quantities of all pay items and completed required documentation for the project, the Engineer must request the FPR from the Region Construction Engineer.  It is important for the engineer to complete the project closeout in a timely manner to allow adequate processing time for the entire final project review process, and post review submission of the final estimate within 180 calendar days of project completion.  If a project closeout is not completed within the department’s established timelines, the engineer will be required to provide the Region Construction Engineer with an explanation. This information will also be reported to MDOT leadership and listed on the MDOT [[http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report|Final Project Review Report]].
+When the engineer has determined the final quantities of all pay items and completed required documentation for the project, the Engineer must request the FPR from the Region Construction Engineer.  It is important for the engineer to complete the project closeout in a timely manner to allow adequate processing time for the entire final project review process, and post review submission of the final estimate within 180 calendar days of project completion.  If a project closeout is not completed within the department’s established timelines, the engineer will be required to provide the Region Construction Engineer with an explanation. This information will also be reported to MDOT leadership and listed on the MDOT [[Final_Project_Review_Report|Final Project Review Report]].
 The engineer must also ensure the review team has access to the project FieldManager/AASHTOWare file, ProjectWise project file folders, and LCPtracker wage compliance information.  The final project review will be performed remotely by the review team utilizing ProjectWise, FieldManager/AASHTOWare, and LCPtracker as applicable.  If paper tickets need to be reviewed, the review team will coordinate with the engineer on which tickets to scan and place in ProjectWise or to schedule a date and time to review the physical files.

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 ===Format of the Review===
-When the engineer has determined the final quantities of all pay items and completed required documentation for the project, the Engineer must request the FPR from the Region Construction Engineer.  It is important for the engineer to complete the project closeout in a timely manner to allow adequate processing time for the entire final project review process, and post review submission of the final estimate within 180 calendar days of project completion.  If a project closeout is not completed within the department’s established timelines, the engineer will be required to provide the Region Construction Engineer with an explanation. This information will also be reported to MDOT leadership and listed on MDOT reports.
+When the engineer has determined the final quantities of all pay items and completed required documentation for the project, the Engineer must request the FPR from the Region Construction Engineer.  It is important for the engineer to complete the project closeout in a timely manner to allow adequate processing time for the entire final project review process, and post review submission of the final estimate within 180 calendar days of project completion.  If a project closeout is not completed within the department’s established timelines, the engineer will be required to provide the Region Construction Engineer with an explanation. This information will also be reported to MDOT leadership and listed on the MDOT [[http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report|Final Project Review Report]].
 The engineer must also ensure the review team has access to the project FieldManager/AASHTOWare file, ProjectWise project file folders, and LCPtracker wage compliance information.  The final project review will be performed remotely by the review team utilizing ProjectWise, FieldManager/AASHTOWare, and LCPtracker as applicable.  If paper tickets need to be reviewed, the review team will coordinate with the engineer on which tickets to scan and place in ProjectWise or to schedule a date and time to review the physical files.
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 The FPR will cover two major areas:
 #Construction pay item documentation, including contract related project documentation.
 #Materials documentation.
 ===Overall Documentation Review===

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 Pay Item xxx, Buy America Certification missing for sources of Steel / Iron.  Certification Required per </i>[https://www.michigan.gov/documents/mdot/12SP105A_update_2013_412565_7.pdf 12SP-105A-08] and the <i>2012 Standard Specifications 105.10 page 53. Specific Guidance on Buy America is provided in the MDOT Construction Manual here: http://mdotwiki.state.mi.us/construction/index.php/105.10_Buy_America_Source_of_Steel_and_Iron </i>
-The final project review report listing all deficiencies found will be given to the Engineer after the review.  The Engineer will have 30 days to address all deficiencies and submit documentation to the FPR team leader.  Any Major Item found in the review will result in a larger review sample size and escalation per the [http://mdotwiki.state.mi.us/construction/index.php/Project_Closeout_Escalation_of_Accountability#Resolution_of_Identified_File_Deficiencies Resolution of Identified File Deficiencies].
+The final project review findings listing all deficiencies found will be given to the Engineer after the review.  The Engineer will have 30 days to address all deficiencies and submit documentation to the FPR team leader.  Any Major Item found in the review will result in a larger review sample size and escalation per the [http://mdotwiki.state.mi.us/construction/index.php/Project_Closeout_Escalation_of_Accountability#Resolution_of_Identified_File_Deficiencies Resolution of Identified File Deficiencies].
 ===Final Project Review Package===

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-===Final Project Review Report===
+===Final Project Review Package===
-The FPR Report contains the review work papers documenting the findings of the review.
+The FPR Package contains the review work papers documenting the findings of the review.
-The following forms, which are available on MDOT’s Web site, must be used to develop the FPR report:
+The following forms, which are available on MDOT’s Web site, must be used to develop the FPR package:
 #Contract and Related Document Checklist [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1969.pdf (Form 1969)]
 #Construction Item/IDR Checklist [https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1970.pdf (Form 1970)]

← Older revision		Revision as of 20:18, 9 June 2020
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	The Final Project Review (FPR) procedure applies to MDOT let projects, Local Agency Force Account and other federal aid projects that utilize a non-certified engineer. A non-certified engineer is a construction/project engineer of record that does not have active certification under [http://mdotwiki.state.mi.us/construction/index.php/Certified_Engineer_Process MDOT’s Certified Engineer Program] or is not eligible to obtain certification under this program. The non-certified engineer is required to adhere to these procedures on every project until they successfully graduate into the department’s Certified Engineer Program. This FPR supersedes all previous versions.		The Final Project Review (FPR) procedure applies to MDOT let projects, Local Agency Force Account and other federal aid projects that utilize a non-certified engineer. A non-certified engineer is a construction/project engineer of record that does not have active certification under [http://mdotwiki.state.mi.us/construction/index.php/Certified_Engineer_Process MDOT’s Certified Engineer Program] or is not eligible to obtain certification under this program. The non-certified engineer is required to adhere to these procedures on every project until they successfully graduate into the department’s Certified Engineer Program. This FPR supersedes all previous versions.
		+
		+
		+	===Interim File Review===
		+	For procedures, please proceed to [http://mdotwiki.state.mi.us/construction/index.php/Interim_File_Reviews Interim File Review].

← Older revision		Revision as of 20:24, 13 May 2020
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	Pay Item xxx, Buy America Certification missing for sources of Steel / Iron. Certification Required per </i>[https://www.michigan.gov/documents/mdot/12SP105A_update_2013_412565_7.pdf 12SP-105A-08] and the <i>2012 Standard Specifications 105.10 page 53. Specific Guidance on Buy America is provided in the MDOT Construction Manual here: http://mdotwiki.state.mi.us/construction/index.php/105.10_Buy_America_Source_of_Steel_and_Iron </i>		Pay Item xxx, Buy America Certification missing for sources of Steel / Iron. Certification Required per </i>[https://www.michigan.gov/documents/mdot/12SP105A_update_2013_412565_7.pdf 12SP-105A-08] and the <i>2012 Standard Specifications 105.10 page 53. Specific Guidance on Buy America is provided in the MDOT Construction Manual here: http://mdotwiki.state.mi.us/construction/index.php/105.10_Buy_America_Source_of_Steel_and_Iron </i>

−	The final project review report listing all deficiencies found will be given to the Engineer after the review. The Engineer will have 30 days to address all deficiencies and submit documentation to the FPR team leader. Any Major Item found in the review will result in a larger review sample size and escalation per the Resolution of Identified File Deficiencies ~~(link)~~.	+	The final project review report listing all deficiencies found will be given to the Engineer after the review. The Engineer will have 30 days to address all deficiencies and submit documentation to the FPR team leader. Any Major Item found in the review will result in a larger review sample size and escalation per the [http://mdotwiki.state.mi.us/construction/index.php/Project_Closeout_Escalation_of_Accountability#Resolution_of_Identified_File_Deficiencies Resolution of Identified File Deficiencies].

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 MDOT uses these procedures to help identify issues and reduce risks.  A formal risk-based auditing procedure is used to select project pay items to sample which represent the major items of work on the project and/or account for large portions of the project funding.
-When actions depart from specifications and established MDOT policies/procedures, the basis for acceptance must be documented by the engineer using the Letter to the File Procedures (link).
+When actions depart from specifications and established MDOT policies/procedures, the basis for acceptance must be documented by the engineer using the [http://mdotwiki.state.mi.us/construction/index.php/Letter_to_File Letter to File] Procedures.
 Timely construction project close-out is imperative.  It’s MDOT’s expectation that all Construction Project Closeout processes are complete within 180 days after the construction completion date.  This includes balancing of final contract quantities, executing all contract modifications/time extensions, processing of final paperwork, completion of the FPR, resolution of any deficiencies identified during FPR, and submission of the Final Estimate Submittal Form (1105 or 1105A) to MDOT Finance.
-Projects not closed out within the allowed timeframe will be subject to further review and scrutiny per the attached escalation of accountability guidelines (link).
+Projects not closed out within the allowed timeframe will be subject to further review and scrutiny per the attached [http://mdotwiki.state.mi.us/construction/index.php/Project_Closeout_Escalation_of_Accountability Project Closeout Escalation of Accountability] Guidelines.
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 The selection of pay items sampled for review on the project will be determined as follows:
 *Initial Sample Size - A minimum of 5 percent of contract pay items (rounded up) must be reviewed initially or a minimum of three items, whichever is greater.  For projects with many pay items, the initial sample size for review will be capped at a maximum of 15 items.
-*If an interim review (link) was performed and deficiencies were noted, those items must also be reviewed.
+*If an Interim File Review (link) was performed and deficiencies were noted, those items must also be reviewed.
 *If an Audit or FHWA Compliance Assessment Program (CAP) review noted any deficiencies during the project, those items must also be added to the FPR.
 *If any major deficiency is encountered in the initial sample, all similar/related items must also be reviewed, and the minimum sample size must also be expanded to include a minimum of 10 percent of project pay items (no cap).