Project Closeout Escalation of Accountability - Revision history

SchaeferS: /* Potential Closeout Problems with Remedies */

2021-05-06T19:51:38Z

Potential Closeout Problems with Remedies

SchaeferS: Changed name and inserted link for "Final Project Review Report"

2020-06-24T19:03:20Z

Changed name and inserted link for "Final Project Review Report"

Clarkj25: /* Resolution of Identified File Deficiencies */

2020-05-14T19:29:33Z

Resolution of Identified File Deficiencies

Clarkj25: /* Resolution of Identified File Deficiencies */

2020-05-14T19:28:13Z

Resolution of Identified File Deficiencies

SchaeferS: Corrected links

2020-05-13T19:58:14Z

Corrected links

SchaeferS at 19:56, 13 May 2020

2020-05-13T19:56:28Z

SchaeferS: Added newly created page links for Letter to File and Certified Engineer Process

2020-05-13T19:55:57Z

Added newly created page links for Letter to File and Certified Engineer Process

SchaeferS: Added second table: Potential Closeout Problems with Remedies

2020-05-13T19:49:11Z

Added second table: Potential Closeout Problems with Remedies

SchaeferS: Added first table: Construction Project Closeout - Escalation of Accountability

2020-05-13T15:28:50Z

Added first table: Construction Project Closeout - Escalation of Accountability

SchaeferS: Adjusted bullets/added links where I could at the time

2020-05-13T14:13:27Z

Adjusted bullets/added links where I could at the time

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

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 <u>1st Escalation of Accountability</u><br>
-If any FPR report deficiencies remain unresolved at 180 days after the contract completion date, a 1st Escalation of Accountability meeting will be scheduled with MDOT TSC Manager and appropriate parties, including the Construction/Project Engineer, a member of the FPR team, and if applicable the local public agency.  Besides meetings, a written FPRRAP Action Plan may be requested at this time.  Projects in this category will be flagged on the “Projects with Finals Pending Due” list and will be reported to management.
+If any FPR report deficiencies remain unresolved at 180 days after the contract completion date, a 1st Escalation of Accountability meeting will be scheduled with MDOT TSC Manager and appropriate parties, including the Construction/Project Engineer, a member of the FPR team, and if applicable the local public agency.  Besides meetings, a written FPRRAP Action Plan may be requested at this time.  Projects in this category will be flagged on the [http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report Final Project Review Report] and will be reported to management.
 <u>2nd Escalation of Accountability</u><br>
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 *<b>Other,</b> Region Engineer Discretion<br>
-Paused projects will be reported with explanation on “Projects with Pending Final Estimates Submittals” report and monitored by management.
+Paused projects will be reported with explanation on [http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report Final Project Review Report] and monitored by management.
-Paused projects will continue to be reported on the ‘Projects with Pending Final Estimates Submittals’ list with an explanation.  Pausing project close-out does not mean the project can stay open indefinitely.  It’s expected advancement towards project close-out will proceed, the pause reason just means more time is needed to resolve a unique situation.
+Paused projects will continue to be reported on the [http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report Final Project Review Report] with an explanation.  Pausing project close-out does not mean the project can stay open indefinitely.  It’s expected advancement towards project close-out will proceed, the pause reason just means more time is needed to resolve a unique situation.
 All Major Deficiencies and any habitual deficiencies will affect the engineer’s ability to retain or become a [http://mdotwiki.state.mi.us/construction/index.php/Certified_Engineer_Process Certified Engineer].
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 |}
-<nowiki>**</nowiki> "Paused" projects will be reported with explanation on "Projects with Pending Final Estimates Submittals" report and monitored by management.
+<nowiki>**</nowiki> "Paused" projects will be reported with explanation on [http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review_Report Final Project Review Report] and monitored by management.

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 *Subsequent partial or full item values associated with deficient item deemed non-participating
-Project noncompliance remedies may also include steps identified in 2 CFR 200:  Subpart D (link), including:
+Project noncompliance remedies may also include steps identified in [https://ecfr.io/Title-02/sp2.1.180.d 2 CFR 200:  Subpart D], including:
 *Temporarily withhold payment until correction of deficiency
 *Disallow all or part of the cost of the activity not in compliance

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 *Disallow all or part of the cost of the activity not in compliance
 *Wholly or partly suspend or terminate the federal award
-*Initiate suspension or debarment proceedings (2 CFR Part 180)
+*Initiate suspension or debarment proceedings [https://ecfr.io/Title-02/cfr180_main 2 CFR Part 180]
 *Withhold further Federal awards for the project or Local Agency program
 *Take other remedies that may be legally available
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 See the Potential Close-out Problems with Remedies matrix.
 Once all identified deficiencies have been resolved, and the project records are in substantial conformance with current department policies/procedures, the FPR Team Leader will sign the Final Project Review Summary (Form 1147). The original signed FPRRAP is then placed in the official [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#e-Construction.2FPaper_File_System project files] in folder 106 Estimates and Closeout package.  Once the FPR Summary is executed, the Final Estimate Submittal Form (1105A) can be properly executed and submitted.
 ===Escalation of Project Closeout Accountability with Timeframes ===

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 Paused projects will continue to be reported on the ‘Projects with Pending Final Estimates Submittals’ list with an explanation.  Pausing project close-out does not mean the project can stay open indefinitely.  It’s expected advancement towards project close-out will proceed, the pause reason just means more time is needed to resolve a unique situation.
-All Major Deficiencies and any habitual deficiencies will affect the engineer’s ability to retain or become a [http://mdotwiki.state.mi.us/construction/index.php/Certified_Engineer_Process Certified Engineer.
+All Major Deficiencies and any habitual deficiencies will affect the engineer’s ability to retain or become a [http://mdotwiki.state.mi.us/construction/index.php/Certified_Engineer_Process Certified Engineer].
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 {| class="wikitable" style="background:#CEE0F2; color:black"
-=<b>Construction Project Closeout - Escalation of Accountability</b>=
+===Construction Project Closeout - Escalation of Accountability===
 !Standard Project Closeout<br>Contract Completion Date thru 179 days!! 1st Escalation of Accountability<br>6 Months (180 Days)!! 2nd Escalation of Accountability<br>9 Months (270 Days)
 |-
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-=<b>Potential Closeout Problems with Remedies</b>=
+===Potential Closeout Problems with Remedies===
 {| class="wikitable"
 ! style="font-size:small; background-color:#c0c0c0;" | Closeout Problem

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 Typically, minor deficiencies are resolved in the following manners:
 *Documentation added to the file
-*A {http://mdotwiki.state.mi.us/construction/index.php/Letter_to_File Letter to File] explaining the situation is created and added to the file
+*A [http://mdotwiki.state.mi.us/construction/index.php/Letter_to_File Letter to File] explaining the situation is created and added to the file
 Typically, major deficiencies are resolved in the following manners:

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 {| <style="text-align; height:200px; width:700px">
 {| class="wikitable" style="background:#CEE0F2; color:black"
 !Standard Project Closeout<br>Contract Completion Date thru 179 days!! 1st Escalation of Accountability<br>6 Months (180 Days)!! 2nd Escalation of Accountability<br>9 Months (270 Days)
 |-
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 |style="background: white; color: black;" |<b><u>Stand Project Closeout</u></b><br>Project Documentation finalized by Engineer of Record<br>Final Project Review Performed*<br>Engineer of Record resolves identified file deficiencies*<br>Final Estimate Submittal Form #1105/A signed & submitted<br><br>*waived on projects w/ certified engineers||  ||
 |-
+<nowiki>**</nowiki> "Paused" projects will be reported with explanation on "Projects with Pending Final Estimates Submittals" report and monitored by management.

← Older revision		Revision as of 15:28, 13 May 2020
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	All Major Deficiencies and any habitual deficiencies will affect the engineer’s ability to retain or become a Certified Engineer (link).		All Major Deficiencies and any habitual deficiencies will affect the engineer’s ability to retain or become a Certified Engineer (link).
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		+	<b>Construction Project Closeout -- Escalation of Accountability</b>
		+	{\| <style="text-align; height:200px; width:700px">
		+	{\| class="wikitable" style="background:#CEE0F2; color:black"
		+
		+	!Standard Project Closeout<br>Contract Completion Date thru 179 days!! 1st Escalation of Accountability<br>6 Months (180 Days)!! 2nd Escalation of Accountability<br>9 Months (270 Days)
		+	\|-
		+	\| \|\| \|\|style="background: white; color: black;" \| <b><u>Region Level Resolution</u></b><br>Region schedules meeting with Engineer of Record & appropriate parties to advance closeout<br><u>MDOT</u>; Region Eng., Assoc. Reg. Eng. & Reg. Const. Eng., TSC Mgr., MDOT Construction Eng., Const. Staff, & CFS Staff<br><u>LAP (if applicable)</u>;Managers or Execs. & LAP Responsible Charge
		+
		+	\|-
		+	\| \|\|style="background: white; color: black;" \|<b><u>TSC Level Resolution</u></b><br>TSC schedules meeting with Engineer of Record & appropriate parties to advance closeout<br><u>MDOT</u>; TSC Manager, MDOT Construction Engineer & Construction Staff<br><u>LAP (if applicable)</u>; Managers or Execs., & LAP Responsible Charge\|\|
		+
		+	\|-
		+	\|style="background: white; color: black;" \|<b><u>Stand Project Closeout</u></b><br>Project Documentation finalized by Engineer of Record<br>Final Project Review Performed<br>Engineer of Record resolves identified file deficiencies<br>Final Estimate Submittal Form #1105/A signed & submitted<br><br>*waived on projects w/ certified engineers\|\| \|\|
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 If file deficiencies are the result of a contractor not responding, resolution actions may include appropriate ratings or revisions on the Contractor Performance Evaluation and/or issuance of a contractor notification letter indicating the problem, asking the contractor to address, and citing contractual requirements which may lead to non-payment.  In extreme or habitual cases of contractor non-response, the TSC Manager and/or TSC/Region Construction Engineer can take the issue to the MDOT Contractor Performance Evaluation Review (CPER) team.  If issues are not resolved, the CPER team may escalate the matter to the Pre-Qualification Committee which can suspend contractor bidding privileges or otherwise restrict their pre-qualification.
 <b>Final Project Review Resolution Action Plans</b><br>
@@ Line 40: / Line 41: @@
 See the Potential Close-out Problems with Remedies matrix.
-Once all identified deficiencies have been resolved, and the project records are in substantial conformance with current department policies/procedures, the FPR Team Leader will sign the Final Project Review Summary (Form 1147). The original signed FPRRAP is then placed in the official project files in folder 106 Estimates and Closeout package.  Once the FPR Summary is executed, the Final Estimate Submittal Form (1105A) can be properly executed and submitted.
+Once all identified deficiencies have been resolved, and the project records are in substantial conformance with current department policies/procedures, the FPR Team Leader will sign the Final Project Review Summary (Form 1147). The original signed FPRRAP is then placed in the official [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#e-Construction.2FPaper_File_System project files] in folder 106 Estimates and Closeout package.  Once the FPR Summary is executed, the Final Estimate Submittal Form (1105A) can be properly executed and submitted.
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 <b>Escalation of project closeout accountability meetings may be paused for the following valid reasons:
-*Project Claims in Progress or Pending,</b> Region Construction Engineer Discretion
+*Project Claims in Progress or Pending,</b> Region Construction Engineer Discretion<br>
-<b>*Legal Issues,</b> Region Construction Engineer Discretion
+*<b>Legal Issues,</b> Region Construction Engineer Discretion<br>
-<b>*Forensic Verification in Progress,</b> Region Construction Engineer Discretion
+*<b>Forensic Verification in Progress,</b> Region Construction Engineer Discretion<br>
-<b>*Other,</b> Region Engineer Discretion
+*<b>Other,</b> Region Engineer Discretion<br>
 Paused projects will be reported with explanation on “Projects with Pending Final Estimates Submittals” report and monitored by management.