Section 4: Project Records

Notice of Beginning Work

After the Preconstruction Meeting and prior to beginning work, the Area Engineer (AE) will send the Director of Construction (DOC) a Work Begin Memo by email including the CSJ and date work begin.
Immediately after the contractor begins work, the district inputs the Work Begin date in SiteManager’s Critical Dates tab. The Work Begin Date is when barricades are placed or when breaking ground, whichever occurs first. Enter the Work Begin Date only once for each construction contract.
When the contractor requests payment for material on hand (MOH) for projects such as seal coat or traffic signal installation before actual work begins or time charges begin, payment may be made:
  • create a DWR for payment, and
  • if prior to the time charges begin date, credit time as “TIME NOT STARTED”.

Daily Project Records

A properly maintained daily account of all project activities provides invaluable documentation of the prosecution of work and related events.
SiteManager is the Department’s official location to record time and payments for construction projects.
For projects involving multiple inspectors, avoid conflicting DWRs and duplication of contractor forces and equipment.
 Maintain and update the daily project record in such a manner that new personnel may take over the inspection work and maintenance of the record at any time. Do not keep duplicate records.

Diary Calendar (Time Charges)

Time charges (diary calendar) are required as a daily entry into SiteManager until the final estimate is generated.
 Provide a credit reason only when acceptable by the contract. Once an Estimate has been processed, working day charges and credits may not be changed without AE approval.

SiteManager Daily Work Report (DWR)

DWR entries must include, as a minimum, the following:
  • date
  • temperature
  • weather conditions
  • contractor/subcontractor work hours
  • controlling item of work based on schedule
  • work performed:
    • who performed the work
    • what was performed (inspected and not inspected)
    • where work was performed (station numbers and offsets)
Note: Items from barricade inspections (Form 599) are not to be included on the DWR’s.
can be found on the CST Support page (internal access only).
DWR entries include, if applicable, but are not limited to the topic listed on the guidance.
When working day charges are suspended due to non-acquired right of way (ROW), railroad issues, or utility relocation, list the weather conditions in the DWR with a note indicating whether a day would normally be charged in accordance with the contract. This allows for easy determination of Federal Highway Administration (FHWA) participation. Exclude working days that would not have been charged due to weather conditions when calculating FHWA non-participation
Complete at least one DWR and a project diary entry for each day from the date the contractor begins work or the date working day charges begin, whichever occurs first to the completion of the work.
Ensure that all records and documents pertaining to the project (daily diaries, pay records, photos, correspondence, etc.) are maintained in the location specified.
DWR Authorization
  • Ensure there is a minimum of two individuals involved in the authorization of the DWR so that the individual inputting the information in the DWR is not the same individual authorizing the DWR.
  • By checking the authorized box, in SiteManager the checker has made a reasonable and good faith effort to ensure the information included with this DWR is complete and can be included for payment.
  • Authorize DWRs in a timely manner.

Records on Temporary Suspension of Work or Working Day Charges

When work or working day charges are temporarily suspended, provide the contractor a written notice that includes the reasons for the action and the effective date of the suspension. Record the suspension and reasons in the DWR accordingly. For additional information, refer to Chapter 10,
Section 4
, “Temporary Suspension of Work or Working Day Charges.”

Resumption of Work

When work and working day charges are resumed, notify the contractor in writing of the work resumption. Record the resumption in the daily project records (DWR).

Progress Schedules

Obtain a progress schedule from the contractor prior to the beginning of work. Ensure that the progress schedule conforms to the contract requirements, specifications, and Chapter 10,
Section 2
 of this manual, and contains the following:
  • all planned work activities and sequences
  • documentation that contract completion will occur within the number of working days specified or acknowledgment that the contractor is planning on exceeding working days.
  • major material procurements
  • known utility relocations.
  • beginning and ending dates, and duration in number of working days for each activity,
  • estimated production rate per working day for each work activity, and
  • other activities that may affect completion of the contract.
Unless otherwise shown in the contract, obtain monthly updated progress schedules from the contractor no later than the 20th calendar day of the following month. Review the schedule to ensure conformance with the contract. If the progress schedule indicates that the contract will not be completed within the number of working days specified, obtain written clarification that states whether the contractor will revise the progress schedule to meet the number of working days specified or will exceed the number of working days specified.
Review major changes to the progress schedule that may affect compliance with the contract requirements or that change the critical path or controlling item of work. These proposed major changes may be rejected. When reviewing the schedule, consider how approved or potential COs may impact or reflect on the schedule. A notice of potential time impact or time analysis may be submitted by the contractor when they believe a time adjustment is justified. When the district receives a notice of a potential time impact, the district may request that the contractor start the time impact analysis process. Refer to Section 8.5.5.4,
“Time Impact Analysis”
, in the
Standard Specifications.
For multiple work order contracts, ensure that the contractor submits a progress schedule for each work order.

Materials Received

Maintain records for all materials received on each project. When purchasing materials by weight, develop, document and use a method to ensure that all material weights are accurate. The weight verification program includes random check weighing, observation of weighing procedures, inspection of scales, and observation of plant weighing. Determine the method for verifying weight based on available personnel, equipment, and existing conditions. Refer to Chapter 11, “Measure and Payment,” for a summary of the measurement and payment process.
When the contractor furnishes materials from within the construction project, refer to established laws; policies; procedures; and Article 6.8, “Use of Materials Found on the Right of Way”, Article 9.1, “Measurement of Quantities”, and Item 520, “Weighing and Measuring Equipment”
of the
Standard Specifications.
Document any revisions to the materials testing schedules. Ensure that materials testing records are audited by the District Construction Auditor or Area Engineer to ensure that all materials placed on a project are received from approved suppliers and are tested in compliance with the requirements established for the contract and approved by the Project Engineer.
Ensure all materials received comply with
Section 6.1.1
 “Buy America”, of the
Standard Specifications
. Refer to Chapter 6, “Control of Materials”, Section 3, “Buy America”, for information on the Extended Buy America Requirements. For fully state funded jobs, “Buy America”, and “Buy Texas” apply.

Bulletin Board Checklist

The Prime Contractor is responsible for setting up and maintaining the project bulletin board on all state and federally funded construction projects. The primary location is the field office or a general location where employees gather, but also needs to be visible to the general public. For mobile operations, the suggested method is a foldable board on the side of a tool or utility trailer displayed close to the work location for the day. No binders are allowed per the
Department of Labor
.
Review the bulletin board utilizing the
checklist
after initial set up and during project reviews. Additional reviews may be performed depending on the board's exposure to weather and general location. Address any deficiencies with the contractor. File all checklist with the project records.

Project Record Reviews/Audits

All project records are required to be reviewed to verify project compliance with federal regulations (as applicable) and performance of work according to plans and specifications. Audits will be performed by the District Construction Office and based on a set schedule. The project record keeper and project auditor are required to be two different people. Initial audit will be performed 6 months from when time starts, annually and a Final Closeout Audit. Audits are to be completed using the
Project Audit template
found on the Recordkeeper Development Program page. Construction Division will monitor to ensure project audits are completed as required and notify the Districts of any issues identified.
Basic Project Compliance Categories and Required Acceptance Standards
Below is a list of some of the items that the AO should review during the life of the project:
  • Contractor Bulletin Board –
    • Accessible, readable, postings in accordance with current federal requirements
  • Traffic Control Plan (TCP)/Barricades –
    • Set up according to project TCP, Barricades and Construction (BC), and Work Zone (WZ) standard sheets.
    • Signs & barricades in compliance with current Compliant Work Zone Traffic Control Device (CWZTCD) list
    • Clean, plumb, none to slight damage, good reflectivity, command attention
  • Construction Items –
    • Contractor’s work is in compliance with plans and specifications and good quality.
  • Inspections –
    • Quantity of inspection staff is adequate for work underway.
    • Inspectors are knowledgeable of the applicable plans and specification requirements for the work being observed.
    • Testing equipment and inspection staff certifications and testing proficiencies are up to date.
    • Adequate testing is occurring to ensure compliance with the Quality Assurance Program (QAP) and Guide Schedule requirements and quality of the work.
  • Materials –
    • All materials incorporated into the project are from qualified manufacturers/producers listed on the appropriate Material Producer List (MPL)
    • Inspectors ensure materials delivered to the project are manufactured according to the relevant plans and specifications requirements and are free of defects and damage.
    • Adequate supporting documentation is available to provide assurance of Buy America compliance for all predominantly steel or iron products.
  • Progress –
    • Monthly schedule updates are being sent by the contractor.
    • Work activities observed are according to current 2-3 week look-ahead schedule.
    • Overall progress is on or ahead of the approved project schedule.
    • If work is behind schedule, the AO has requested the contractor submit a make-up schedule that shows how the contractor will complete the work within the contract time.
  • Storm Water Pollution Prevention Plan (SW3P) coordinate with DEQC –
    • Copies of required certifications and letters are in the project files.
    • Notice of Intent (NOI), if required, is available in the SWP3 binder and the appropriate construction site notice is posted.
    • Stage-Gate Checklist is completed, and deficiencies corrected.
    • SWP3 log is up to date.
    • Reports are complete.
    • Noted deficiencies show correction date.
    • No missing reports.
    • Installed Best Management Practices (BMPs) are emplaced correctly and noted on SWP3 sheets with installation/removal dates.
  • DBE (coordinate with district DBE coordinator) –
    • Required DBE reporting and Prompt Payment reports are up to date.
  • Labor Compliance –
    • Labor Interviews are completed, and payrolls are reviewed.
    • Commercially Useful Functions (CUFs) are performed.
  • DCO Audits –
    • Ensure applicable audit documentation is in the project files.
    • Coordinate with AO record keeper and DCO auditors.

Third-Party Damage Procedures

For direction on third-party damage procedures, refer to the District Damage Claim Standard Operating Procedure (SOP) available on the
Maintenance Division's
page (internal access only).

Supplemental Agreements (SA)

Send all SAs to CST for review and execution. Refer to Chapter 7, Section 4, “Supplemental Agreements”, for detailed information.

Form FHWA 1494 – Semi-Annual Labor Compliance Enforcement Report

This report contains information concerning the compliance and enforcement of the Davis-Bacon and Related Acts (DBRA) for projects. Semi-annual reports requiring time periods are October 1 through March 31 and April 1 through September 30. Refer to Chapter 15, Section 2, “Labor Requirements”, for additional information.

Form FHWA-1391 – “Federal-Aid Highway Construction Contractors
Annual Report
”

Refer to the Civil Rights Division (CIV) website for time-sensitive information and guidance regarding Forms FHWA-1391 and FHWA-1392.

Anticipated Project Completion Letter

See Chapter 3, Section 2, “Legislative Notification Requirements”, for information.

Final Estimates (FE)

Refer to Chapter 11 Section 1, “Estimates and Issues Affecting Payments”.