Estimates and Contract Finalization

1
Estimates and Contract Finalization

• Plus Record Retention

2
Narrative Schedule

• Please make sure the narrative schedule is
  submitted on applicable contracts (Roy Sturgill).
• First estimate cannot be processed and the
  contractor cannot be paid until the schedule has
  been submitted.

3
Is Contract in eMARS?

• Before submitting estimate number 1 for a
  contract, make sure the contract is ready in
  eMARS.
• Use Doc_Viewer or SiteManager to confirm that the
  contract is established.
• Use Doc_Viewer to check line balances before
  submitting estimates for processing.

4
Checking Doc_Viewer
Open Doc_Viewer, click on eMARS
5
Select Purchase Order Hearders and Lines (it is a
typo in the programming it should be Headers)
6
Use the Data Filter Center to filter for Doc_ID,
Contains, Contract ID number. If no PO2 shows up
in your search, the contract is not yet in eMARS.
If the contract is in eMARS select the most
recent PO2.
7
Select the Line Records tab the OPEN_AM is the
balance left in each line in eMARS for the
selected contract.
8
E-mars flag in Sitemanager

• Before submitting Estimate 1 make sure passed to
  e-mars in DOCVIEWER or SiteManager

KyTag flag 3 passed to E-Mars KyTag flag blank or
2 Not yet
9
Diary and DWRs

• Make sure to use the remarks to document daily
  happenings.
• Examples special or unusual events visitors.

10
Fuel and Asphalt Adjustments

• Run fuel and asphalt adjustments as the work is
  being done.
• A new software program FAA to help with Fuel and
  Asphalt adjustments is in the works and expected
  to be available next month
• Do not wait until the contract is complete to
  calculate adjustments. Monitor if index goes down
  and do NOT overpay a contract

11
Change Orders

• Keep change orders current.
• Make sure all change orders are approved or
  denied before submitting a Final to the Central
  Office.

12
Key Dates

• There are several key dates that must be entered
  in SiteManager before submitting the contract to
  Central Office as a Final.
• Open to Traffic
• Work Complete Date
• All necessary inspection dates (this varies by
  contract)
• Corrective work dates (if applicable)

13
Key Dates continued

• Ready for Materials Check-RE
• Resident Final Check
• Files Received in District Office
• District Final Check
• Ready for Material Check-DME
• Materials Certification Letter

14
What to Submit with Final

• Electronic copies of Fuel and Asphalt adjustments
• Electronic copies of Lot Pay Adjustments
• Electronic copy of Liquidated Damages Report
• Send notification via email to Stephanie Rich,
  Beverly Terry, and Terri Cunningham that includes
  all above electronic copies, and the anticipated
  final amount.

15
Records and Retention

• Construction Project files must be maintained by
  the district for three years after the Division
  of Account makes final payment to the contractor.
• Blueprints/plans of the original project design
  can be destroyed after the final payment is made.
• As-Built Plans and Profile sheets should be sent
  to Central Office Construction when the Final is
  submitted. These are then processed and Division
  of Design microfilms and retains permanently.

16
Records and Retention continued

• Cross-section and structure plan sheets are to be
  sent to Central Office Construction.
  Cross-sections will be retained for three years
  after final payment. Structure Sheets are held
  until the structure is demolished.
• Field Records, such as weigh tickets, should be
  retained in the District for three years after
  final payment.
• Radiographic Film and Ultrasonic reports for
  bridge beams are to be sent to Central Office
  Construction and held for three years after the
  final.

17
Records and Retention continued again

• Shop Drawings and Designs for Bridge Construction
  are to be forwarded to Central Office
  Construction and retained until the final
  estimate is paid.
• Non-Plan Projects such as mowing and bridge deck
  overlays may have related records. These can be
  destroyed after the final estimate is paid by
  accounts.