Colorado Department of Transportation – Local Agency Contract Administration Checklist

Project No.: MTF M240-208

STIP No.: SR27016.017

Project Code: 25190

Region: 02

Project Location: Colorado Springs. Sinton Trail intersecting Centennial Blvd.

Date: 04/16/2024

Project Description: Design and construct Sinton Trail crossing under Centennial Blvd to improve safety and connectivity.

Local Agency: Pikes Peak Rural Transportation Authority, for the benefit of the City of Colorado Springs

Local Agency Project Manager: Ryan Hershberger

CDOT Resident Engineer: Lachelle Davis

CDOT Project Manager: Junior Rodriguez

INSTRUCTIONS
This checklist shall be utilized to establish the contract administration responsibilities of the individual parties to this agreement. The checklist becomes an attachment to the Local Agency agreement. Section numbers (NO.) correspond to the applicable chapters of the CDOT Local Agency Desk Reference. LAWR numbers correspond to the applicable flowchart in the Local Agency Web Resource.

The checklist shall be prepared by placing an “X” under the responsible party, opposite each of the tasks. The “X” denotes the party responsible for initiating and executing the task. Only one responsible party should be selected. When neither CDOT nor the Local Agency is responsible for a task, not applicable (NA) shall be noted. In addition, a “#” will denote that CDOT must concur or approve.

Tasks that will be performed by Headquarters staff will be indicated. The Regions, in accordance with established policies and procedures, will determine who will perform all other tasks that are the responsibility of CDOT.

The checklist shall be prepared by the CDOT Resident Engineer or the CDOT Project Manager, in cooperation with the Local Agency Project Manager, and submitted to the Region Program Engineer. If contract administration responsibilities change, the CDOT Resident Engineer, in cooperation with the Local Agency Project Manager, will prepare and distribute a revised checklist.

Note: Failure to comply with applicable Federal and State requirements may result in the loss of Federal or State participation in funding.

Local Agency WR	Number	Description of Task	Responsible Party
			Local Agency	Colorado Department of Transportation
	Transportation Improvement Program / Statewide Transportation Improvement Program and Long-Range Plans
	2.1	Review Project to ensure it is consistent with STIP and amendments thereto		X
	Federal Funding Obligation and Authorization
	4.1	Authorize funding by phases (CDOT Form 418 – Federal-aid Program Data. Requires FHWA concurrence/involvement)		X
	Project Development
1	5.1	Prepare Design Data – CDOT Form 463	X	X
	5.2	Prepare Local Agency/CDOT Inter-Governmental Agreement (see also Chapter 3)		X
2	5.3	Conduct Consultant Selection/Execute Consultant Agreement Project DevelopmentConstruction Contract Administration (including Fabrication Inspection Services)	X
3, 3A	5.4	Conduct Design Scoping Review Meeting	X
3,6	5.5	Conduct Public Involvement	X
3	5.6	Conduct Field Inspection Review (FIR)	X
4	5.7	Conduct Environmental Processes (may require FHWA concurrence/involvement)	X
5	5.8	Acquire Right-of-Way (may require FHWA concurrence/involvement)	X
3	5.9	Obtain Utility and Railroad Agreements	X
3	5.10	Conduct Final Office Review (FOR)	X
3A	5.11	Justify Force Account Work by the Local Agency	X
3B	5.12	Justify Proprietary, Sole Source, or Local Agency Furnished Items	X
3	5.13	Document Design Exceptions – CDOT Form 464	X
3	5.14	Prepare Plans, Specifications, Construction Cost Estimates and Submittals	X
	5.15	Ensure Authorization of Funds for Construction		X
	Project Development Civil Rights and Labor Compliance
3	6.1	Set Disadvantaged Business Enterprise (DBE) Goals for Consultant and Construction Contracts (CDOT Region EEO/Civil Rights Specialist).		X
	6.2	Determine Applicability of Davis-Bacon Act   This project ☐ is X is not exempt   from Davis-Bacon requirements as determined by the functional classification of the project location (Projects located on local roads and rural minor collectors may be exempt.)   CDOT Resident Engineer: Lachelle Davis (Signature on File) Date: 12/21/2022		X
	6.3	Set On-the-Job Training Goals (CDOT Region EEO/Civil Rights Specialist)		X
3	6.4	Title VI Assurances	X
6,7		Ensure the correct Federal Wage Decision, all required Disadvantaged Business Enterprise/On-the-Job Training special provisions and FHWA Form 1273 are included in the Contract (CDOT Resident Engineer)		X
	Advertise, Bid and Award of Construction Projects
6,7	7.1	Obtain Approval for Advertisement Period of Less Than Three Weeks	X
7	7.2	Advertise for Bids	X
7	7.3	Distribute “Advertisement Set” of Plans and Specifications	X
7	7.4	Review Worksite and Plan Details with Prospective Bidders While Project Is Under Advertisement	X
7	7.5	Open Bids	X
7	7.6	Process Bids for Compliance
		Check CDOT Form 1415 – Commitment Confirmation when the low bidder meets DBE goals		X
		Evaluate CDOT Form 1416 – Good Faith Effort Report and determine if the Contractor has made a good faith effort when the low bidder does not meet DBE goals		X
		Submit required documentation for CDOT award concurrence	X
	7.7	Concurrence from CDOT to Award		X
	7.8	Approve Rejection of Low Bidder		X
7,8	7.9	Award Contract		X
8	7.10	Provide “Award” and “Record” Sets of Plans and Specifications	X
	Construction Management
8	8.1	Issue Notice to Proceed to the Contractor	X
8	8.2	Project Safety	X
8.	8.3	Conduct Conferences
		Pre-Construction Conference (Appendix B) Fabrication Inspection Notifications	X
		Pre-survey Construction stakingMonumentation	X
		Partnering (Optional)	X
		Structural Concrete Pre-Pour (Agenda is in CDOT Construction Manual)	X
		Concrete Pavement Pre-Paving (Agenda is in CDOT Construction Manual)	X
		HMA Pre-Paving (Agenda is in CDOT Construction Manual)	X
8	8.4	Develop and distribute Public Notice of Planned Construction to media and local residents	X
9	8.5	Supervise Construction
		A Professional Engineer (PE) registered in Colorado, who will be “in responsible charge of construction supervision.” Local Agency Professional Engineer: Kevin Diekelman Phone Number: 719-385-5479	X
		Provide competent, experienced staff who will ensure the Contract work is  constructed in accordance with the plans and specifications	X
		Construction inspection and documentation	X
		Fabrication Inspection and documentation	X
9	8.6	Approve Shop Drawings	X
9	8.7	Perform Traffic Control Inspections	X
9	8.8	Perform Construction Surveying	X
9	8.9	Monument Right-of-Way	X
9,9A	8.10	Prepare and Approve Interim and Final Contractor Pay Estimates. Collect and review CDOT Form 1418 (or equivalent) Provide the name and phone number of the person authorized for this task. Local Agency Representative: Ryan Hershberger Phone Number: 719-385-5407	X
9	8.11	Prepare and Approve Interim and Final Utility and Railroad Billings	X
9B	8.12	Prepare and Authorize Change Orders	X
9B	8.13	Submit Change Order Package to CDOT	X
9A	8.14	Prepare Local Agency Reimbursement Requests	X
9	8.15	Monitor Project Financial Status	X
9	8.16	Prepare and Submit Monthly Progress Reports	X
9	8.17	Resolve Contractor Claims and Disputes	X
	8.18	Conduct Routine and Random Project Reviews Provide the name and phone number of the person responsible for this task. CDOT Resident Engineer: Lachelle Davis Phone Number: 719-562-5516		X
9	8.19	Ongoing Oversight of DBE Participation	X
	Materials
9,9C	9.1	Discuss Materials at Pre-Construction Meeting Buy America documentation required prior to installation of steel	X
9,9C	9.2	Complete CDOT Form 250 – Materials Documentation Record Generate form, which includes determining the minimum number of required tests and applicable material submittals for all materials placed on the projectUpdate the form as work progressesComplete and distribute form after work is completed	X	X
9C	9.3	Perform Project Acceptance Samples and Tests	X
9C	9.4	Perform Laboratory Verification Tests	X
9C	9.5	Accept Manufactured Products   Inspection of structural components: Fabrication of structural steel and pre-stressed concrete structural componentsBridge modular expansion devices (0” to 6” or greater)Fabrication of bearing devices	X
9C	9.6	Approve Sources of Materials	X
9C	9.7	Independent Assurance Testing (IAT), Local Agency Procedures X CDOT Procedures Generate IAT scheduleSchedule and provide notificationConduct IAT	X
9C	9.8	Approve mix designs ConcreteHot mix asphalt	X
9C	9.9	Check Final Materials Documentation	X
9C	9.10	Complete and Distribute Final Materials Documentation	X	X
	Construction Civil Rights and Labor Compliance
9	10.1	Fulfill Project Bulletin Board and Pre-Construction Packet Requirements	X
8,9	10.2	Process CDOT Form 205 – Sublet Permit Application Review and sign completed CDOT Form 205 for each subcontractor, and submit to EEO/Civil Rights Specialist	X
9	10.3	Conduct Equal Employment Opportunity and Labor Compliance Verification Employee Interviews. Complete CDOT Form 280	X
9	10.4	Monitor Disadvantaged Business Enterprise Participation to Ensure Compliance with the “Commercially Useful Function” Requirements	X
9	10.5	Conduct Interviews When Project Utilizes On-the-Job Trainees. Complete CDOT Form 1337 – Contractor Commitment to Meet OJT Requirements.Complete CDOT Form 838 – OJT Trainee / Apprentice Record.Complete CDOT Form 200 – OJT Training Questionnaire	X
9	1.6	Check Certified Payrolls (Contact the Region EEO/Civil Rights Specialists for training requirements.)	X
9	10.7	Submit FHWA Form 1391 – Highway Construction Contractor’s Annual EEO Report	X
	Finals
	11.1	Conduct Final Project Inspection. Complete and submit CDOT Form 1212 – Final Acceptance Report (Resident Engineer with mandatory Local Agency participation.)		X
10	11.2	Write Final Project Acceptance Letter	X
10	11.3	Advertise for Final Settlement	X
11	11.4	Prepare and Distribute Final As-Constructed Plans	X
11	11.5	Prepare EEO Certification and Collect EEO Forms	X
11	11.6	Check Final Quantities, Plans, and Pay Estimate; Check Project Documentation; and submit Final Certifications	X
11	11.7	Check Material Documentation and Accept Final Material Certification (See Chapter 9)	X
11	11.8	Obtain CDOT Form 1419 from the Contractor and Submit to the CDOT Project Manager	X
	11.9	(FHWA Form 47 discontinued)	X
	11.10	Complete and Submit CDOT Form 1212 – Final Acceptance Report (by CDOT)		X
11	11.11	Process Final Payment		X
	11.12	Complete and Submit CDOT Form 950 – Project Closure		X
11	11.13	Retain Project Records for Three Years from Date of Project Closure		X
11	11.14	Retain Final Version of Local Agency Contract Administration Checklist	X

cc:

• CDOT Resident Engineer/Project Manager
• CDOT Region Program Engineer
• CDOT Region EEO/Civil Rights Specialist
• CDOT Region Materials Engineer
• CDOT Contracts and Market Analysis Branch
• Local Agency Project Manager