From:

Duane S. Milligan, P. E., Director, Construction Division

Effective Date:

January 10, 2025

Purpose

The

Construction Contract Administration Manual

has been updated to comply with administrative rule changes, updated business practices, and provides clarification for new and existing practices.

General

Chapter 16 was removed and included within the chapters and subsections within this manual.

Chapter 1, “Introduction”

Section 1, “Overview”
Defined the term “Engineer”.
Restructured subsection “Contract Administration” paragraphs after bullets.

Section 2, “Manual Description”
Clarified verbiage in the chapter descriptions.

Chapter 2, “Pre-Award Activities”

Section 1, “FHWA Oversight Background”
Moved Section “Overview” to Section 3.
Added Section “FHWA Oversight Background” from Chapter 16 Section 1.

Section 2, “Local Government Projects”
Moved Section 2 “Addenda” to Section 4.
Added Section “Local Government Projects” from Chapter 16 Section 7.

Section 3, “Pre-Bid Overview”
Renamed section from “Overview” to “Pre-Bid Overview”.
Clarified to verbiage on timely answers.
Revised the references for “Addenda”.
Specified type of files as XSR.
Moved Section “Pre-Bid Conference” and added as a subsection.

Section 4, “Addenda”
Clarified verbiage under “General” subsection.
Clarified verbiage for addendum request.
Removed the list of items for addendum request.

Section 5, “Contractor Signature of Authority”
Moved Section from Chapter 3 Section 4.

Section 6, “References”
Updated the references for new materials added to the chapter.

Chapter 3, “Post-Award Activities”

Section 1, “Post Letting Project Information”
Renamed Section “Press Release” to “Post Letting Project Information”.
Clarified verbiage for post letting.

Section 2, “Legislative Notification Requirements”
Added title of TAC.

Section 3, “Begin Work”
Renamed Section “Beginning of Work” to “Begin Work”.
Added subsection “Authorization to Begin Work”.
Clarified verbiage for “Notice to Proceed”.
Added subsection “Beginning Time Charges”.
Added clarification verbiage for diary charges.
Added subsection “Activations”.
Added subsection “Checklist Events, Key Dates, and Critical Dates”.

Section 4, “Preconstruction Conference”
Added clarification verbiage for the AE to delegate.
Restructured subsection “Preconstruction Meeting Topics”.
Removed duplicated bullet topics.
Clarified verbiage for Form 2177.
Clarified verbiage for 10-day notice for bridge demo.
Removed unusual requirement bullet list.
Clarified verbiage for utility services, connections, and disconnections.
Revised chapter section numbers.
Reworded verbiage for a CUF.
Reworded verbiage for OJT.
Clarified verbiage for the word classifications.
Clarified verbiage for all environmental topics.
Moved Section “Seal Coat Preconstruction Topics” as a subsection.

Section 7, “References”
Updated section titles.

Chapter 4, “Project Records and Closeout”

Section 1, “Importance of Accurate Records”
Added new bullet to “Overview”.
Added new subsection for “ProjectWise and Standard Folder Structure”.
Removed subsection “Project Record Reviews”.
Clarified verbiage for electronic records when saving files.
Removed bullet list for electronic records.

Section 3, “Traffic Control Plan”
Replaced the word “District” with “Department” in (DRP).
Made minor grammar edits in verbiage throughout the section.
Clarified verbiage for sign placement.
Clarified verbiage for work zone speed sign.
Clarified verbiage in last paragraph in TCP change documentation.
Added subsection link for Municipalities of Scheduled Events.
Revised 1.8 million to 2.1 million in the list.

Section 4, “Project Records”
Subsections was restructured and reorganized for better process.
Clarified verbiage for SiteManager and daily records.
Clarified verbiage for time charges and diary calendar.
Added verbiage for project record reviews and audits.
Added “Basic Project Compliance” subsection from Chapter 16.
Moved subsection “Final Plans” to Section 5.

Section 5, “Project Closeout”
The “Project Records Closeout Checklist” was removed.
Clarified verbiage for the “Closeout Checklist” is included on the Audit Template.
Added subsection “Project Acceptance” and “SiteManager Diary Charges”.
Moved subsection “Final Requirements for State and Federal Aid Projects” from Chapter 16.
Clarified verbiage on final inspection documentation.
Added subsection “Final Plans”.

Chapter 5, “Control of the Work”

Section 1, “Project Authority”
Defined titles for the TAC codes.
Added title to Form 2795.

Section 2, “Work Documents”
Added title to TAC 5.10.

Section 3, “Inspections”
Added subsection “Final Federal Program Inspection Guide” from Chapter 16 Section 5.
Updated chapter references for change orders.
Removed reference to Chapter 16.

Section 4, “Evaluations”
Clarified verbiage for interim and final evaluations.

Chapter 6, “Control of Materials”

Section 1, “Materials”
Clarified verbiage for state owned material.

Section 3, “Buy America”
Clarified verbiage for iron and steel.
Clarified verbiage for miscellaneous steel.
Removed the bullet list for Form 1818.
Added subsection “Non-Compliance”.

Chapter 7, “Changes to the Contract”

Section 1, “Change Orders”
Clarified verbiage for verbal approval and written documentation.
Clarified verbiage under “Change Order Preparation Process”.
Added clarification in the steps of “Change Order Preparation”.
Clarified verbiage under “Environment Review”.
Clarified verbiage under “TDLR Submissions”.
Added a new bullet to subsection 1295.

Section 2, “Change Order Approval Authority”.
Revised Major Projects verbiage.
Clarified verbiage for CST to review administrative change orders.
Added subsection “TxDIP Federal Aid Projects” from Chapter 16.
Added subsection “Non-TxDIP Federal Aid Projects” from Chapter 16.
Added subsection “Extended or Added Limits” from Chapter 16.
Added subsection “Change Exceptions for Allowing Federal Participation” from Chapter 16.
Added subsection “Change Order Reason Codes” from Chapter 16.

Section 3, “Force Account and Interim Adjustments to the Contract”
Clarified verbiage for “Force Accounts”.
Revised force account dollar value from 10k to 30k.

Section 5, “References”
Moved Section “Terminations” to Chapter 10 Section 6.
Moved Section 6 “Refences” to Section 5.
Revised section title to “References”.

Chapter 8, “Disputes and Claims”

Section 1, “Disputes”
Removed duplication verbiage from last paragraph of partnering and issues.

Section 2, “Claims”
Clarified verbiage in the second paragraph.
Clarified verbiage for claims submittal.
Removed verbiage from the second to last paragraph.

Chapter 10, “Prosecution and Progress”

Section 3, “Subcontracting”
Clarified verbiage within the approval procedure.
Added list for required “Special Provision and Form 1273” from Chapter 16.
Clarified verbiage for the subcontractor audits based on schedule.
Removed the reference for 30, 60, 90 reviews.
Clarified verbiage for the E-Verify process.

Section 4, “Contract Time”
Added Section 5 “Temporary Suspension of Work for Work Day Charges” and added as a subsection.
Added Section 6 “Construction Project Timelines” and added as a subsection.
Added Section 7 “Best Practices for Holiday Periods” and added as a subsection.
Renamed subsection “Best Practices for Holiday Periods” to “Holiday Periods Best Practices”.
Removed subsection “Beginning Time Charges”.
Clarified verbiage for standard work week contracts.

Section 5, “Default of Contract”
Clarified verbiage for declaration of default.
Clarified verbiage for general procedures.
Added verbiage for the three attempts.
Clarified verbiage for the procedures for “Intent to Default”.
Added verbiage for steps to follow once in default.
Clarified verbiage for default with bonds.
Clarified verbiage for default without bonds.

Section 6, “Terminations”
Added Section “Terminations” from Chapter 7.
Added clarification verbiage for procedures.

Section 7, “References”
Updated Section title.

Chapter 11, “Measurement and Payment”

Section 1, “Issues Affecting Payment”
Renamed Section from “Estimates and Issues Affecting Payments” to “Issues Affecting Payments”.
Moved subsection for “Estimates” to Section 3.

Section 2, “Material on Hand (MOH)”
Clarified verbiage for deductions for MOH payments.
Removed subsection “Approval for Early Estimates”.

Section 3, “Estimates”
Added new Section “Estimates” from Subsection 1.
Clarified verbiage for Title 6.
Restructured the types of estimates.
Clarified verbiage for “Monthly Progress Estimates”.
Clarified verbiage for “Supplemental Payments”.
Added subsection “Progress Estimate Releasing 7% Mobilization”.
Clarified verbiage for “Collection of Negative Estimates”.
Clarified verbiage for “Final Estimates”.
Clarified verbiage for “Supplemental Estimates”.

Section 4, “Prompt Payment”
Moved Section “Prompt Payment” from Section 3.
Removed subsection “Contractor Complaints”.
Clarified verbiage in the first section.

Section 5, “References”
Moved Section “References” from Section 4.

Chapter 12, “Environment”

Section 1, “Introduction and Purpose”
Renamed Section from “Introduction” to “Introduction and Purpose”.
Clarified verbiage for the purpose.

Section 3, “Water Resources”
Clarified verbiage for all sections and references.
Clarified verbiage for complying with U.S. Army Corps.
Clarified verbiage for U.S. Coast Guard requirements.
Renamed “Complying with General Land Office (GLO) and Other Entities”.

Section 5, “Vegetation Resources”
Clarified verbiage and included link.
Added verbiage for “Endangered Species Act”.

Section 6, “Protected Species Requirements”
Clarified verbiage throughout the section.
Added a bullet to the list for stop work.

Section 7, “Hazardous Material or Waste”
Clarified verbiage throughout the section.

Section 8, “Noise/Sound Walls”
Clarified verbiage for tacking sheet.
Added link for location of track sheet.

Section 9, “Air Quality”
Added new Section “Air Quality”.
Moved Section “Project-Specific Locations (PSL)” to Section 10.

Section 10, “Project Specific Locations (PSLs)”
Moved Section “Construction Stage Gate Checklist (CSGC)” to Section 11.

Section 11, “Construction Stage Gate Checklist (CSGC)”
Moved Section “Regulatory Agency Investigations” to Section 12.
Removed Form 2448 Inspection from the title.
Clarified verbiage throughout the section.

Section 12, “Regulatory Agency Investigations”
Moved Section “Regulatory Agency Investigations” from Section 11.

Chapter 13, “Health and Safety”

Chapter 15, “Contractor Workforce”

Section 1 Removed
Section 2, “Labor Requirements”
Clarified verbiage to the bullet under “Contractor Labor Requirements”.
Clarified verbiage for length for payroll requirements.
Clarified verbiage for maintaining payrolls.
Removed subsection “Additional Labor Classifications”.

Section 3, “On-the-Job Training”
Reworded subsections to include TxDOT DMS.

Section 4, “References”
Removed Section 1 reference.

Chapter 16, “FHWA Oversight Requirements”

Section 1, “Background”
Moved section to Chapter 2, Section 1.

Section 2, “Required Contract Provisions – Federal-Aid Construction Projects”
Moved section to Chapter 10, Section 3.

Section 3, “Interim Project Review Guide – State and Federal-Aid Projects”
Moved section to Chapter 4, Section 4.

Section 4, “Change Orders”
Moved section to Chapter 7, Section 2.

Section 5, “Final Federal Program Inspection Guide – TxDOT Federal Program Projects”
Moved section to Chapter 5, Section 3.

Section 6, “Final Requirements of Federal-Aid Projects”
Moved section to Chapter 4, Section 5.

Section 7, “Local Government Projects”
Moved section to Chapter 2, Section 2.

Section 8, “References”
Moved to end of the chapter the sections were moved to.

Supersedes

List any specific TxDOT policy or procedure documents (such as Administrative Circulars, Stand-alone Manual Notices or Executive Orders) that are superseded by publication of the manual or manual revision. You may state that the revised manual supersedes prior versions of the manual. If no other specific document is being superseded, you may delete this subhead.

Contact

For any questions or assistance please contact Construction Division’s Construction Director, Carlos J. Rodriguez, P.E., at 512-416-2512.

Archives

If the publication is not a first edition, indicate where past manual notices are available in a link.