Overview

Complete and accurate records are important for proper administration of all contracts. Document all important information related to the performance of the work. Contract records are required for legal purposes and provide for the following:
  • facts and details of all tests, inspections and work performed, including activities, events, critical path work performed and cancelled, visitors, directions, disputes, conflicts and resolutions, correspondence, and any issues relating to the project.
  • include information recorded by or from a person with direct knowledge of the event.
  • include information recorded at or near the time of the events, but no later than the third day after the event.
  • ensure only authorized personnel enters the information.
  • proof of and support for decisions, actions, and fulfillment of the Department's responsibilities; and
  • documentation of the contractor’s compliance or noncompliance, with the contract plans and specifications.
  • documentation of weather, project meetings and COs
SiteManager’s
 Daily Work Report (DWR) is the Department's official record of what occurs on a construction project. When making DWR entries, staff must also consider situations beyond the contractor's control and actions by TxDOT's project personnel that may have influenced the contractor's performance-either positively or negatively.
Maintain complete, clear, and accurate records that provide documentation of contractor delays, quantity variations, unacceptable work, quality of materials, surveying problems, and other points of contention. Complete documentation supports the Department's position in case a formal dispute or claim is made. (Reference Chapter 8 for more information regarding disputes and claims).