This section is provided to outline the required flow of documentation, and to describe some of the roles and responsibilities for each of the entities involved in the execution of the Contract.
Orlando-Orange County Expressway Authority (“Authority”) - The Authority is the agency responsible for the operation, maintenance, and expansion of the expressway system in the Central Florida area. This expansion work is conducted under the direct control of Authority staff. The Authority’s staff may administer the Construction Program through the services of the CMC.
Construction Management Consultant (“CMC”) – The CMC is the firm contracted by the Authority to perform Independent Assurance throughout all aspects of construction, and to document the performance of the overall construction process. The CMC provides reviews of various project related documentation at determined intervals, as well as field reviews of construction practices to ensure quality for the Authority.
Construction Engineering & Inspection Consultant (“CEI”) - Through its Resident Engineer, the CEI is directly responsible for the daily construction contract administration, construction engineering, inspection, and verification testing of the Authority's construction contracts in accordance with these policies, procedures, and accepted practices. The CEI's specific responsibilities are to certify and/or verify that:
1) The work is constructed in reasonable conformity with the contract documents, and that proper/safe construction practices are employed throughout the life of the contract.
2) The Contractor(s) complies with all contract requirements, including all governmental, environmental, and permitting requirements.
3) The work is completed on schedule and within budget.
4) Completed work has been verified prior to payment.
5) Field inspections, testing, and sampling are conducted and documented regularly.
6) The Contractor's Quality Control Program meets the project’s Quality Assurance objectives.
7) Effective communications exist between the Authority and the Contractor(s).
8) Acceptable public relations are maintained between the Contractor(s), CEI, the Authority and the public.
9) The Contractor(s) is notified of all revisions to the contract. All Supplemental Agreements are submitted with complete documentation to the Authority and approved prior to the contractor performing the work.
10) A claim history summary is maintained and merit evaluations of all Contractors’ claims are provided.
11) Claims are equitably and promptly adjudicated according to the resolution outlined in the specifications.
12) All project construction actions, meetings and contacts with the public, private individuals, or organizations are accurately and completely documented.
13) All records and documents required by the Authority, including daily logs, measured quantities, audio/visual documented reports, diaries, and a current as constructed (as-built) final set of project drawings are regularly maintained.
14) All project closeout documentation is complete for turnover to the Authority within 30 days of project acceptance.
15) All requirements set forth in the CMC/CEI contract are met.
Contractor -The Contractor(s) is responsible for the construction of the roads and structures within the time frame, and in accordance with the plans and specifications, of the contract. The Contractor’s day-to-day interface with the Authority will be through the CEI.
General Engineering Consultant (“GEC”) - acts as an extension of the Authority’s staff in managing design. This responsibility includes managing and administering the individual Section Design Engineers and related contracts for design and post design services.
Engineer of Record (EOR) - The Section Design Engineer (SDE) or Engineer of Record (EOR) is responsible for the preparation of the design, drawings, specifications, and estimated quantity of work for each contract package. The SDE/EOR works under the direction of the GEC.
2.3 Lines of Communication
1) The Resident Engineer will report to the Authority and provide information/materials to all Authority staff in the timeframe requested.
2) The Authority, CEI (Resident Engineer) and Contractor shall designate, in writing, their primary project contact person. Should any change occur that would cause a change of the primary contact person, immediate written notification should follow.
3) Communications will follow the organizational channels outlined herein.
4) Materials, testing or specification questions should be directed to the CMC for determination, and in the event of a disagreement may be referred to the Director of Construction for final determination.
5) Formal Communications, defined as those having substantial impact on the project, will be in writing. Oral discussions, falling into the substantive category, will also be confirmed in writing to all parties present and affected by such discussion. The Authority will be notified of any item that may result in a change to scope, schedule or cost.
6) RFI’s (Request for Information) – all RFI’s that cannot be answered at the CEI level will be forwarded to the EOR and/or the GEC. In general, design related items will be sent to the EOR and items that may require a preference response will be forwarded to the GEC. In all instances, the GEC will be advised in advance of the RFI content and the CEI/GEC will determine which party shall provide a response to the RFI. The GEC will be made aware of the response and may intercede in the process if the response is not adequate or in the best interest of the project. Responses to RFI’s will be returned to the CEI and then forwarded to the Contractor. The CEI will forward the response to the Authority representative and update the RFI log. During the RFI process, the CEI will contact the Authority representative and keep them informed of the RFI question and the response. If upper level strategy is required to formulate a response, then there will be discussions between the Authority representatives and the GEC. This level will also provide a program level of communication to provide continuity to the Authority’s program.
7) Shop Drawings- All submittals/shop drawings from the Contractor or returned to the Contractor will be through the CEI. The CEI will maintain a shop drawing/submittal log. The CEI will maintain a file with a copy as submitted and an approved copy. The file will also include copies that are returned for corrections. For submittals to be reviewed by the EOR, the CEI will send the submittals to the EOR, and a copy of the submittal to the GEC. For submittals to be reviewed by the GEC, no copies of the submittal will be sent to the EOR. The GEC will establish a list of the required submittals and whether they should be sent to the GEC or EOR for review.
2.4 Project Manuals
CEI's will ensure that their field office has a current copy of the following manuals or computer listings available:
1) Authority Construction Project Administration Manual (ACPAM).
2) OOCEA Contract General Specifications, Special Provisions, Addendums, and Technical Specifications for Roadway and Bridge Construction Projects.
3) OOCEA Emergency Response Manual.
4) The FDOT Standard Specifications for Road and Bridge Construction, required edition and supplements thereto.
5) FDOT’s current Construction Project Administration Manual (“CPAM”).
6) The current FDOT Roadway and Traffic Design Standards.
7) The current FDOT Structures Standards
8) The current FDOT Field Sampling and Testing Manual.
9) The current FDOT Materials Directives. The directives convey certain practices and procedures relating to the sampling and testing of materials entering into construction projects.
10) Each of the FDOT’s following estimate preparation aids.
a) FDOT Basis of Estimates.
b) FDOT Standards for Final Estimates.
c) FDOT (Sample) Computation Manual.
11) The current Manual on Uniform Traffic Control Devices for Streets and Highway (“MUTCD”).
12) Federal Regulations, Part 1926, Occupational Safety and Health Regulations for Construction.
13) FDOT Qualified Products List (“QPL”)
14) OOCEA CEI Guidelist
2.5 CEI Contacts and Interface
The CEI’s contact with the various entities shall be governed in accordance with the following:
1) Contact with the Authority: CEI’s contact with the Authority may occur through the designated CMC as directed by the Authority.
2) Contact with the Contractor(s): The CEI will conduct their relations with the Contractor(s) in a professional and business-like manner. Where disagreements cannot be resolved, the Resident Engineer will refer the matter to the Authority or the CMC depending on the nature of the issue. All correspondence and communications with the Contractor will be through the CEI.
3) Contact with Utilities: The CEI will provide coordination between Utility owners and the Contractor on all necessary utility location and/or Utility relocation.
4) Contact with the Public: When the CEI receives notice concerning accidents, damages, noise, road or area conditions, obstruction, perceived unsafe conditions, etc., the CEI will keep the Authority informed of the status and make a record of such in their daily log and file an Incident/Accident Report. When notices are received, the CEI will make an immediate response, take appropriate action, personally follow-up to verify that the situation is resolved, and document every step from notification through resolution. The CEI will relay information of such incidents to the Authority, who, in turn, will rely on such to keep the public informed.
5) Contact with the Media: The CEI will treat the media courteously. However, the CEI shall at all times, be governed by their CEI/Authority agreement. When the media visits any jobsite the CEI will notify the Authority as soon as possible, by informing the Authority’s Director of Construction or in his absence, the Public Information Officer. The Authority’s designated representatives authorized to issue position statements or releases to the media are the Director of Construction and the Public Information Officer.
6) Contact with the SDE/EOR: When the CEI contacts the SDE/EOR, the CEI will keep the Authority and GEC informed with copies of correspondence
2.6 Required Meetings
Meetings will be used to review progress, coordinate significant changes in policies and procedures, identify and/or resolve actual or potential problems, or other reasons.
1) Minutes, signed by the RE, will be maintained in a concise manner addressing specific results, actions required, and individuals or firms responsible for taking, or affecting, such action. Dates will be established for appropriate follow-up and are to be included in the minutes.
2) A copy of the minutes will be sent to all attendees within three (3) business days after the date of any meeting with a request that any discrepancies with the minutes be expressed in writing to the RE within five (5) calendar days of receipt of the minutes.
3) Copies of the minutes will be retained in the Official Contract File and should be available for review by the Authority as required.
The following procedures outline the minimum requirements for meetings held with the Contractor(s):
1) Preliminary Activities: The preparation and distribution of a meeting agenda at least three (3) business days in advance of a scheduled meeting consisting of the following items:
a) Review and approval of previous meeting minutes.
b) Listing of those invited to attend.
c) Location of meeting
d) A detailed list of items to be discussed
e) Listing of Action Items and associated responsibility.
2) Meeting Specifics:
a) Schedule a regular time on a weekly or bi-weekly basis or as often as deemed necessary.
b) Held in the CEI office.
c) Chaired by the Resident Engineer.
d) Attended by appropriate members of the CEI's and Authority/CMC's staff, Contractor(s), utility owners and others as required.
e) All meetings shall be audiorecorded. These recordings will be used to prepare meeting minutes. Hard copies, if not kept electronically, shall be labeled with the date of the meeting and retained at the project site for the duration of the project.
3) Post Activities: In order to ensure the consistency of minutes throughout the project, a brief description of action items with the responsibilities appropriately assigned and completion dates properly identified must be included.
CEI (Resident Engineer)/Contractor(s) Weekly Coordination Meeting: The discussion shall include:
1) Utilities relocation and/or conflicts.
2) Fiber Optic Network Location, Maintenance, and Protection
3) Review of project (Contract) progress and a cursory schedule review.
4) Review of current, unresolved, or anticipated problems.
5) Review of Supplemental Agreements, Force Account Work, and Claims and Status of Submittals, as required.
6) Status of Incidents/Accidents.
7) List of upcoming events and the two (2) week look ahead schedule.
8) Status of Outstanding Issues
9) QC Concerns
11) Erosion Control
12) Safety issues.
CEI (Resident Engineer)/Contractor(s) Monthly Schedule Meeting: The discussion shall include:
1) Identification of any changes to the critical path.
2) Progress along the critical path.
3) Activities that have portions of their float consumed.
4) Progress of utility relocations and/or potential conflicts.
5) Review of current, unresolved, or anticipated problems that may impact the progress of the project.
6) Review of impacts related to submittals, changes to the Work and claims.
7) List of upcoming events.
8) Progress toward milestones.
9) Schedule updates and approvals.
2.7 Organization Chart
Typical Authority/CEI/Contractor Functional Organization Chart