Design-Build Contract Administration Manual

321 Pages·2014·1.26 MB·English

Design-Build Administration Manual January 2014

DESIGN-BUILD

CONTRACT ADMINISTRATION MANUAL

Ministry of Transportation
Design-Build Administration Manual January 2014

Enquiries regarding amendments, suggestions, or comments should be directed to:

Ministry of Transportation
Contract Innovations Office, 2nd Floor North
Garden City Tower
301 St. Paul Street
St. Catharines, Ontario
L2R 7R4

Contacts :
[email protected]
[email protected]

"Ce document hautement spécialisé n’est disponible qu’en anglais, en vertu du règlement 671/92, qui en
exempte l’application de la Loi sur les services en français. Pour obtenir de l’aide en français, veuillez
communiquer avec le ministère des Transports,877-246-4600.”
Design-Build Administration Manual January 2014
TABLE OF CONTENTS
1.0 INTRODUCTION ........................................................................................................................................... 1
1.1 PURPOSE OF THE GUIDE .................................................................................................... 1
1.2 CONFIDENTIALITY ................................................................................................................ 2
1.3 ACRONYMS .......................................................................................................................... 2
PART A CONTRACT ADMINISTRATION ......................................................................................... 5
2.0 GENERAL DESIGN-BUILD ADMINISTRATION ................................................................................... 6
2.1 THE OWNERS ROLE ............................................................................................................. 7
2.2 THE DESIGN-BUILDER’S ROLE ........................................................................................... 7
2.3 CONTRACT PAYMENT ......................................................................................................... 8
2.4 COMMUNICATIONS .............................................................................................................. 8
2.5 SCHEDULE ............................................................................................................................ 9
3.0 ADMINISTRATION FOR DESIGN ......................................................................................................... 10
3.1 GENERAL............................................................................................................................. 10
3.2 PROJECT SPECIFIC TASKS ............................................................................................... 10
4.0 ADMINISTRATION FOR CONSTRUCTION ........................................................................................ 11
4.1 GENERAL............................................................................................................................. 11
4.2 CONSTRUCTION ADMINISTRATION START-UP MEETING ............................................. 12
4.3 CONTRACT AWARD ........................................................................................................... 29
4.4 CONSTRUCTION PRE-START MEETING .......................................................................... 29
4.5 NOTIFICATIONS .................................................................................................................. 36
4.6 CONTRACT MEETINGS ...................................................................................................... 37
4.7 COMPLETION DATE ........................................................................................................... 43
4.8 EXPENDITURE CONTROL .................................................................................................. 44
4.9 ROCK ADMINISTRATION ................................................................................................... 44
4.10 COMMISSIONING OF HIGHWAYS PRIOR TO OPENING .................................................. 44
4.11 DOCUMENTATION .............................................................................................................. 44
4.12 CHANGES ............................................................................................................................ 48
4.13 MEDIA ENQUIRES ............................................................................................................... 49
4.14 SUBSTANTIAL PERFORMANCE & CONTRACT COMPLETION........................................ 49
4.15 ASSESSING COMPLIANCE TO THE QUALITY PROCESSES ........................................... 53
5.0 ADMINISTRATION POST-CONSTRUCTION ..................................................................................... 55
5.1 CONTRACT CLOSING PROCESS ...................................................................................... 55
5.2 DESIGN-BUILD CONTRACTOR PERFORMANCE RATING ............................................... 56
5.3 SUBMISSION OF RECORD DOCUMENTS ......................................................................... 56
PART B INSPECTION TASKS ......................................................................................................... 57
6.0 DESIGN-BUILD INSPECTION TASKS - GENERAL ............................................................................ 58
7.0 DESIGN-BUILD INSPECTION TASKS - OPS SPECIFICATIONS..................................................... 59
7.1 LEVELS OF INSPECTION ................................................................................................... 59
7.2 DOCUMENTATION .............................................................................................................. 60
7.3 INDEX OF INSPECTION TASKS ......................................................................................... 61
8.0 DESIGN-BUILD INSPECTION TASKS - PERFORMANCE SPECIFICATIONS .......................... 279
APPENDIX A ............................................................................................................................................................... 295
LIST OF CONTRACT ADMINISTRATION FORMS .................................................................................. 295
APPENDIX B ............................................................................................................................................................... 299
ROLE OF THE CA (CA) WITH RESPECT TO QUALITY VERIFICATION ENGINEER (QVE) SERVICES
............................................................................................................................................ 299
APPENDIX C ............................................................................................................................................................... 301
TECHNICAL STANDARDS AND SPECIFICATIONS................................................................................ 301
APPENDIX D .............................................................................................................................................................. 307
DESIGN-BUILD PROJECT MANAGEMENT STRUCTURE ..................................................................... 307
APPENDIX E ............................................................................................................................................................... 310
SUBMISSION INSTRUCTION NOTICES AND NOTICE OF NON-CONFORMANCE .............................. 310
Design-Build Administration Manual January 2014
APPENDIX F ............................................................................................................................................................... 311
DESIGN-BUILD RECORD DOCUMENTS CHECKLIST ........................................................................... 311
APPENDIX G ............................................................................................................................................................... 316
DESIGN-BUILD COMMUNICATION MATRIX .......................................................................................... 316
Design-Build Administration Manual January 2014
1.0 INTRODUCTION

1.1 PURPOSE OF THE GUIDE

This guide has been prepared to assist in the administration of Design-Build (DB) contracts for
highway construction for the Ministry of Transportation, Ontario. It has been developed to
provide guidance to Project Leads and Contract Administrators (CA) regarding contract
administration duties and the appropriate level of contract oversight for Design-Build contracts.

There are eight key areas to this guide, these are:
Section 1.0–Introduction
o
Part A – Contract Administration
Section 2.0 - General Design-Build Administration
o
Section 3.0 - Administration for Design
o
Section 4.0 - Administration for Construction
o
Section 5.0 - Administration Post-Construction
o
Part B – Inspection Tasks
Section 6.0 - Inspection -General
o
Section 7.0 - Inspection Tasks for OPS Specifications
o
Section 8.0 - Inspection Tasks for Performance Specifications
o

Part A- Contract Administration is divided into sections for general, design, construction and
post-construction phases. The phases for design administration and construction administration
may overlap depending on the approach to the project by the Design-Builder.

Part B – Inspection Tasks is divided into sections for general, inspection tasks for Work
performed using OPS specifications and inspection tasks for Work performed using
Performance Specifications.

When a Design-Build contract includes OPS Specifications, Section 7.0 is intended to provide
those involved in inspection with a resource to check that the Work is in compliance with
Ministry specifications, standards, drawings, policies and procedures. This part of the manual is
divided into seven sections or groupings dealing with: Grading, Concrete and Structures,
Bituminous, Electrical, ATMS, Traffic Control, and Environmental.

Within Section 8.0 are the inspection tasks for Work that is covered by Performance
Specifications. The tasks are intended to provide those involved in inspecting this Work with a
resource to ensure that the Design-Builder has complied with all the Contract Documents
relating to Work governed by a Performance Specification.

Both sections 7.0 and 8.0 could apply to a Design-Build contract since there is currently a hybrid
approach to Design-Build contract specifications that incorporates both types of specifications.
As more Performance Specifications become available Section 8.0 will expand and use of
Section 7.0 will decrease.

This document is not a complete documentation of the administration process. It is to be read in
conjunction with the requirements of the Design-Build Contract Documents, Ministry directives,
Memoranda, and pertinent legislation.

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Design-Build Administration Manual January 2014
1.2 CONFIDENTIALITY

All Design-Builder records are to be treated as confidential documents. Information requests
received from subcontractors, suppliers, the media, or by third parties shall be discussed with
the Project Lead prior to release.

1.3 ACRONYMS

AASHTO American Association of State Highway Transportation Officials
AC Asphalt Cement
ACE Area Contracts Engineer
ACI American Concrete Institute
ADM-R Administration Regional Services
AMC Area Maintenance Contract
ASAP As Soon As Possible
ASTM American Society for Testing and Materials
ATMS Advanced Traffic Management Systems
AVS Air Void System
CA Contract Administrator
CAITM Construction Administration and Inspection Task Manual
CAN/BAS Canadian Bridge Analysis System
CAS Construction Administration System
CCAA Construction Contract Administration Agreement (Legal Agreement)
C of C Certificate of Conformance
CCTV Closed Circuit Television
CDED Contract Design Estimating and Documentation
CDS Contract Documentation System
CIR Cold In-Place Recycling
CO Change Order
CP Cathodic Protection
CSA Contract Services Administrator(also means Contract Control Officer)
CVOR Commercial Vehicle Operator’s Registration
CPR Design-Build Contractor Performance Rating
CPRA Contract Payment and Records Assessment
DB-EOI Design-Build Expression of Interest
DCR Design and Construction Report
DFO Department of Fisheries and Oceans
DFT Dry Film Thickness
DGS Design Graphic System
DSLAT Data System Line-up Acceptance Testing
DSM Designated Sources for Materials
DTE/DCE Data Terminal Equipment / Data Communications Equipment
DTM Digital Terrain Model
EA Environmental Assessment
ENT Electrical Non-Metallic Tubing
EPS Expanded Poly Styrene
ERS End Result Specification
ESA Electrical Safety Association
ESD Environmental Screening Document
FDS Final Detailed Statement
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Design-Build Administration Manual January 2014
FOS Filtration Opening Size
GPS Global Positioning System
GSTPM Guidelines for Sampling and Testing of Pavement Markings
HIR Hot In Place Recycling
HPC High Performance Concrete
LED Light Emitting Diode
M Milestone
MOE Ministry of the Environment
MNR Ministry of Natural Resources
MOC Ministry of Culture
MSA Material Selection Approval
MTO Ministry of Transportation Ontario
OGDL Open Graded Drainage Layer
OHSA Occupational Health and Safety Act
OPP Ontario Provincial Police
OPR Operations
OPSS Ontario Provincial Standard Specification
OSCLIS Ontario Structural Clearance and Load Information System
OTM Ontario Traffic Manual
PCM Provincial Construction Memo
PDA Power Distribution Assembly
PGAC Performance Graded Asphalt Cement
PH-A Provincial Highways Program Administration
PH-CC Provincial Highways Capital Construction
PH-D Provincial Highways Design
PH-M Provincial Highways Maintenance
PHY Provincial Highways
PIT Pre-Installation Testing
PMD Profile Measuring Device
POP Proof of Performance
PQP Plan Quantity Payment
PMM Provincial Maintenance Memo
PVMS Portable Variable Message Sign
QA Quality Assurance
QAO Quality Assurance Officer
QC Quality Control
QST Quality and Standards
QVE Quality Verification Engineer
RAP Reclaimed Asphalt Pavement
RFP Request for Proposal
RFQ Request for Quotation
RHM Recycled Hot Mix
ROW Right of Way
RSS Retained Soil System
SIT System Integration Test
SP Special Provision
SSPC Steel Structures Painting Council
TESR Transportation Environmental Study Report
TOC Traffic Operations Centre
VDS Vehicle Detection Station
VMS Variable Message Sign
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Design-Build Administration Manual January 2014
VSLAT Video System Line-up Acceptance Testing
WHMIS Workplace Hazardous Materials Information System
WP Work Project

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Design-Build Administration Manual January 2014

PART A

CONTRACT
ADMINISTRATION

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Design-Build Administration Manual January 2014
2.0 GENERAL DESIGN-BUILD ADMINISTRATION

The Design-Build contracting approach merges the traditionally separate detail design and
construction projects into one contract performed by a single Design-Builder entity. When
administering a Design-Build contract, it is important to understand that the Design-Builder has
flexibility to design and construct the project within the bounds of the Contract Documents.

For the purposes of this document, the terms “Design-Builder” and “Contractor” have the same
meaning and refer to the entity providing the combined design and construction services for the
Design-Build contract.

Administering a Design-Build contract involves ensuring that all deliverables are provided as
detailed and in conformance with the Contract Documents. The Ministry relies upon the Design-
Builder taking professional responsibility for the design and therefore design submissions are
not approved by the Ministry.

The nature of the Design-Build contract anticipates involvement from both Regional Engineering
and Regional Operations from the outset forming a Project Team. For each project, the
responsibility for the administration of the Design-Build contract is to be led by a Project Lead.
The Project Lead may change during the course of the Design-Build contract(See “Project
Management Structure” in Appendix D). Typically during the phases of contract preparation
through procurement the Project Lead will be the Engineering Project Manager. After award of
the Contract the Project Lead role typically transfers to the Operations office and may be either
the Area Contracts Engineer (ACE) or the Contract Services Administrator (CSA). Although no
longer the Project Lead, the Project Manager will still be a key member of the Project Team,
especially during the detail design phase. Regardless of which office has the Project Lead role
at any given time, the entire Project Team remains involved throughout the project.

While the Project Lead is ultimately responsible for the administration of the Design-Build
contract, after award of the Contract a CA will be either assigned (MTO) or retained (Service
Provider) to address the day to day administration of the contract.

ACSA will also be assigned to the project. The main role of the CSA is to provide oversight for
the CA role, whether that is an “in-house” MTO assignment or a Service Provider. The CSA may
also on occasion perform the duties of the CA

The above paragraphs and Appendix D provide some guidance but ultimately it is up to the
Regional Managers to establish the structure of the contract administration team and allocate
responsibilities based on available resources and requirements of a particular project.

For Design-Build projects, specific project goals are included in the Request for Proposal.
When reviewing Design-Builder submissions, in meetings with the Design-Builder and in
correspondence, these project goals should form a foundation for project deliverables.

The Design-Builder’s Engineer will now have responsibility for many approvals that were
previously undertaken by the CA on behalf of the Ministry. This does not apply however for
repair or remedial actions for non-conforming or deficient Work.

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